DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY

Transcription

1 DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY ADPICS Inventory and Parts Issues Financial Management Information System DoITService Desk 45 Calvert Street Annapolis, MD (410)

2 2 COURSE DESCRIPTION TRAINING TIME: 7 Hours PREREQUISITES: TOPIC OVERVIEW: Introduction and Navigation Requisition Processing (Recommended) This course covers the following topics: 1. Issue from Inventory Documents 2. Direct Issues 3. Inventory Inquiries 4. Return to Stock Documents 5. Job Ticket Transfers ATTENDEES: OBJECTIVES: It is recommended that all individuals responsible for issuing stock from and returning stock to warehouses or stock rooms attend this course. Upon completion of this course, the employee will be able to do the following tasks: 1. Process an Issue from a Job Ticket 2. Process a Direct Issue 3. Process a Return to Stock Document 4. Process a Job Ticket Transfer 3. Process Inventory Inquires

3 3 ADPICS Processing Flow for an Issuing Transaction Posted Job Ticket Create Issue Print Picking Ticket Post Issue Print Packing Slip

4 4 ISSUE DOCUMENT PROCESSING TRAINING GUIDE The issue document is the means by which an agency issues (or distributes) requested goods from its warehouse or stockroom. ADPICS automates many of the tasks associated with creating an issue document and then when posted, sends information to the financial accounting system (RSTARS). Authorized personnel within each department access ADPICS to create an issue document. Issue header and commodity line item data are defaulted from the Job Ticket (document created by the requesting department). Warehouse/stockroom staff print the picking ticket, update the information on-line, post the document, and then print the packing slip which is to accompany the items going to the requesting department. At the time the issue is posted, ADPICS data is passed to RSTARS. RSTARS performs various edits to verify accounting data and funds availability. The transfer of funds occur overnight when the batch cycle is run. A debit occurs to the requesting department and a credit occurs to the issuing department (agency). The Issue from Inventory Header Entry Screen (PCHL4200) includes information on the ordering department, delivery address, the issuing warehouse, the effective date and the interface type. The Issue from Inventory Detail Entry Screen (PCHL4210) includes information about the commodities being ordered. Each commodity is listed on a separate detail line. It also defaults the location of the commodity within the warehouse and the quantity that can be issued. Backorder quantity and priority can also be entered on this screen. The Issue from Inventory Accounting Screen (PCHL4220) displays the job ticket accounting information and the re-calculated amounts. These amounts are based on current issue unit price which is the average cost of the inventory in the row/bin selected.

5 5 CREATING AND POSTING AN ISSUE DOCUMENT

6 6 Main Menu PCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1998 6:11 PM MAIN MENU COPYRIGHT 1993 KPMG PEAT MARWICK Press F4 to access the Inventory Transactions Menu. USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: (1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU (10) - DOCUMENT AUTHORIZATION MENU (11) - COMMODITY TABLE INQUIRY (12) - VENDOR TABLE INQUIRY (CL) - EXIT In the following exercise, you will learn how to issue inventory from a warehouse using the Issue Document. Press F4 to access the Inventory Transactions Menu (4000).

7 7 Inventory Transactions Menu PCHL4000 V4.1 ADVANCED PURCHASING/INVENTORY 12/24/ :54 AM INVENTORY TRANSACTIONS MENU COPYRIGHT 1994 KPMG PEAT MARWICK LLP USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: Press F2 to access the Issue from Inventory (4200) screen. (1) - INVENTORY ADJUSTMENT (2) - ISSUE FROM INVENTORY (3) - RETURN STOCK (4) - STOCK TRANSFER (5) - INVENTORY COUNT SELECTION/ENTRY (6) - INVENTORY RECONCILIATION (7) - INVENTORY INQUIRIES MENU (8) - DIRECT ISSUE FROM INVENTORY (10) - DIRECT RECEIVING FOR INVENTORY (CL) - EXIT Press F2 to access the Issue from Inventory (4200) screen.

8 8 Issue from Inventory - Default Values PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 12/24/ :56 AM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : JOB TICKET ID : EFFECTIVE DATE: WAREHOUSE : ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: CONTACT : TELEPHONE : EXT. DEL. ADDRESS : CITY: ST: ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT The Issue from Inventory Header Entry (4200) records general information about the issue transaction. The fields highlighted on the screen above contain default values. Default values are used whenever possible to minimize the amount of required data entry. ACTION INDICATOR: Defaults to N (no post). INTERFACE TYPE: Defaults to IS (issue interface - this field tells the accounting system that this is an issue transaction).

9 9 Issue from Inventory - Required Fields PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 12/24/ :56 AM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : JOB TICKET ID : EFFECTIVE DATE: WAREHOUSE : ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: CONTACT : TELEPHONE : EXT. DEL. ADDRESS : Press <Clear> to return to the Inventory Transactions Menu (4000). CITY: ST: ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT In addition to the fields that contain default values, there is only one required field on the Header Entry screen: JOB TICKET ID: this is the document that was created by the department or individual who is requesting stock items from the warehouse. If you don t know what the Job Ticket ID is, use the Job Tickets by Warehouse (2415) screen to identify all the Job Tickets for a particular warehouse. Let s do this now. Press <Clear> to return to the Inventory Transactions Menu (4000)

10 10 Inventory Transactions Menu PCHL4000 V4.1 ADVANCED PURCHASING/INVENTORY 12/24/ :54 AM INVENTORY TRANSACTIONS MENU COPYRIGHT 1994 KPMG PEAT MARWICK LLP USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: Press F7to access the Inventory Inquires (4200) screen. (1) - INVENTORY ADJUSTMENT (2) - ISSUE FROM INVENTORY (3) - RETURN STOCK (4) - STOCK TRANSFER (5) - INVENTORY COUNT SELECTION/ENTRY (6) - INVENTORY RECONCILIATION (7) - INVENTORY INQUIRIES MENU (8) - DIRECT ISSUE FROM INVENTORY (10) - DIRECT RECEIVING FOR INVENTORY (CL) - EXIT Press F2 to access the Issue from Inventory (4200) screen.

11 11 Inventory Inquiries Menu - Identifying the Job Ticket ID PCHL4400 V4.1 ADVANCED PURCHASING/INVENTORY 08/09/1999 1:19 PM INVENTORY INQUIRIES MENU COPYRIGHT 1994 KPMG PEAT MARWICK LLP USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: Press F2 to access the Job Tickets by Warehouse screen (2415). (1) - WAREHOUSE BY COMMODITY (2) - JOBTICKET BY WAREHOUSE (3) - BACKORDER PRIORITY BY WAREHOUSE (4) - ISSUES AND RETURNS BY JOBTICKET (5) - INVENTORY USAGE BY WAREHOUSE (6) - PARTS BY WAREHOUSE (5435) (7) - PARTS AT LOCATIONS BY WAREHOUSE (5445) (8) - WAREHOUSE AND LOCATION BY PART (5446) (10) - ISSUES BY WAREHOUSE/DEPARTMENT (11) - ADJUSTMENTS BY WAREHOUSE/COMMODITY/PART NO (CL) - EXIT Press F2 to access the Job Tickets by Warehouse (2415) screen.

12 12 Job Tickets by Warehouse - Identifying the Job Ticket ID PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 12/28/ :34 AM JOB TICKETS BY WAREHOUSE WAREHOUSE: STATUS: DISP DETAILS: N (Y/N) FROM POST DATE: XX/XX/XXXX TO POST DATE: XX/XX/XXXX JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND Enter a valid three character warehouse code in the warehouse field then press <ENTER>. F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT The Job Tickets by Warehouse (2415) screen lists all job tickets that were identified for the warehouse that was entered in the WAREHOUSE field. This screen also allows inquiry by status code. The valid entries in the STATUS field are: POST (Job ticket is posted.) CLOS (Job ticket has been completely issued/closed.) BACK (Job ticket is backordered. Items still remain on the job ticket that have not yet been issued. This means that at least one issue has been posted for the job ticket.) CNCL (Job ticket was cancelled using a change order document). DISP DETAILS: N (Y/N) This field allows the choice of displaying the details of the job ticket (all lines) or just the first line of the job ticket. The field defaults to N. Your cursor should be in the WAREHOUSE field. Enter a valid three character warehouse code. Press <Enter>. Please note: If you do not enter a status code in the STATUS field, the system will display all job tickets in a post status.

13 13 Job Tickets by Warehouse - Processing Results PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:36 PM JOB TICKETS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE STATUS: P0ST DISP DETAILS: N (Y/N) FROM POST DATE: XX/XX/XXXX TO POST DATE: XX/XX/XXXX JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND R00J POST BATTERY , R00J POST BLANCHERS, FRUIT AND VEGE R00J , POST FRUITS, SPECIAL DIET, CAN 1, , R00J I001 PEN ACCESSORIES, TECHNICA , R00J POST PEN ACCESSORIES, TECHNICA 246, R00J POST ERASERS AND CLEANERS, CHA , F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Notice that the STATUS field defaulted to POST. For this example, the system displayed the Job Tickets that have a status of POST for the warehouse that was entered. At any point, you can inquire on any valid status code. You can do this by pressing <Tab> until the cursor is in the STATUS field, enter either POST, BACK, CLOS, or CNCL and press <Enter>. The detail of each line item is displayed on two lines. Details shown are: Job Ticket ID and Line Number of the Job Ticket Status of Line Number - can be a status of POST, blank, or I001 through I999. POST means no issue has been posted on job ticket. The first time the job ticket is issued, the status becomes I001. It increases by one with every issue. A blank means that an issue was created and then deleted. Further explanation will be given later in course Commodity ID/Part Number and Commodity/Part Description for that line number Quantity Requested - the quantity requested in the Job Ticket Quantity Outstanding - the quantity that has not been issued (i.e. the difference between the quantity requested and the quantity issued) Quantity on Hand - the quantity currently available at the warehouse (the total for all locations - all rows and bins - within the warehouse) F5 - NEXT can be used to inquiry on the next warehouse if you have security for viewing more than one warehouse.

14 14 Job Tickets by Warehouse - Processing Results PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:36 PM JOB TICKETS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE FROM POST DATE: XX/XX/XXXX STATUS: P0ST DISP DETAILS: N (Y/N) TO POST DATE: XX/XX/XXXX JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND R00J POST BATTERY , R00J POST BLANCHERS, FRUIT AND VEGE R00J , POST FRUITS, SPECIAL DIET, CAN 1, , R00J I001 PEN ACCESSORIES, TECHNICA , R00J POST PEN ACCESSORIES, TECHNICA 246, s R00J POST ERASERS AND CLEANERS, CHA , F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press <Tab> until the cursor is beside the Job Ticket you want to view and enter s. Press F2-SELECT JT to transfer to the Requisition Header. Press F8-NEXT PAGE to view the additional records. Continue to scroll until you reach the end of the records. Press F7-PRIOR PAGE to view previous pages. The F2-SELECT JT key is used if you want to view the details of the Job Ticket. This key transfers to the Requisition Header Entry (2100) screen. When you are finished with viewing the details you can press <Clear> to return to the 2415 screen. To view the details of the Job Ticket: 1. Press <Tab> until the cursor is beside the Job Ticket you want to view. 2. Enter S under the S (Select) column. 3. Press F2 - SELECT JT to transfer to the Requisition Header Entry (2100) screen.

15 15 Requisition Header Entry Screen - Viewing JT Details PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:34 PM REQUISITION HEADER ENTRY REQ ID : R00J DOC TYPE: JT DUE DATE: 08/13/1999 INTF TYPE: JT ACTION IND: P RQ/JT/TR: J EFF DATE: 07/13/1999 WHSE : R50 DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER STATUS: POST TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 07/13/99 ADDRESS : MARYLAND DEPARTMENT OF EDUCATION UPDATE: 07/13/ W. BALTIMORE STREET, 2ND FLOOR POST : 07/13/99 CITY : BALTIMORE ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press <Clear> to transfer to the Job Ticket by Warehouse (2415) screen. The action of pressing F2-SELECT JT transfers to the Requisition Header Entry (2100) screen. You can view the various screens associated with the requisition. When you are finished with viewing the details, you can press <Clear> to return to the Job Ticket By Warehouse screen (2415). Press <Clear> until the Job Ticket by Warehouse (2415) screen is displayed.

16 16 Job Tickets by Warehouse - Processing Results PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:36 PM JOB TICKETS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE FROM POST DATE: XX/XX/XXXX STATUS: P0ST DISP DETAILS: N (Y/N) TO POST DATE: XX/XX/XXXX JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND R00J POST BATTERY , R00J POST BLANCHERS, FRUIT AND VEGE R00J , POST FRUITS, SPECIAL DIET, CAN 1, , R00J I001 PEN ACCESSORIES, TECHNICA , R00J POST PEN ACCESSORIES, TECHNICA 246, s R00J POST ERASERS AND CLEANERS, CHA , F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press <Tab> to locate cursor beside job ticket ID and then enter s. Press F6-LINK TO ISSUE to transfer to the Issue from Inventory (4200) screen. When you are ready to issue a job ticket, the F6-LINK TO ISSUE key is used. The F6-LINK TO ISSUE key allows the user to select a job ticket and link to the Issue from Inventory (4200) screen. Press <Tab> until your cursor is beside the Job Ticket that you are interested in issuing. Enter s in the Select (S) column. Then press F6-LINK TO ISSUE to transfer to the Issue from Inventory Header Entry (4200) screen.

17 17 Issue from Inventory - Processing the Issue Document PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:46 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : JOB TICKET ID : R00J EFFECTIVE DATE: WAREHOUSE : ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: CONTACT : TELEPHONE : EXT. Notice that the system retrieves the Job Ticket ID in the JOB TICKET ID field. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOES NOT EXIST, PLEASE TRY AGAIN Press F10-SAVE. When F6-LINK TO ISSUE is pressed from the Job Ticket by Warehouse (2415) screen, the system returns the selected Job Ticket ID to the Issue from Inventory Header Entry (4200) screen. When F10-SAVE is pressed, the system will automatically fill in the ORDERING DEPARTMENT, CONTACT, TELEPHONE, DEL ADDRESS, etc. The system edits the data on the Header Screen and if no errors are found, it transfers to the Issue from Inventory Detail Entry (4210) screen. These changes will be apparent when you go back to post this document. Press F10-SAVE to save the information and transfer to the Issue from Inventory Detail Entry (4210) screen.

18 18 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:48 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST ERASERS AND CLEANERS, CHA PK F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE When F10-SAVE is pressed, the system transfers to the Issue from Inventory Detail Entry screen. It also brings forward more details from the Job Ticket. The Issue from Inventory Detail Entry screen (4210) displays details on each commodity/part that is requested, by line number. In this example, only one commodity is being requested. Notice that the system assigned an Issue Document ID in the ISSUE DOC ID field to the document before it transferred to this screen. Write down the issue document number assigned by the system. Issue Document ID: We will need the Job Ticket ID for an exercise later in the course. Write down the job ticket number here: Job Ticket ID:

19 19 Issue from Inventory Detail - Default Values PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:48 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST ERASERS AND CLEANERS, CHA PK F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Please review the details displayed on the screen, reading from left to right: WAREHOUSE: warehouse code from which items are being requested. TOTAL: total cost of all items that will be issued. S: select column - allows you to select a line. The system will sometimes display a letter beside a line item. The meaning of these letters will be explained later. LINE: line number - corresponds to the line item on the job ticket. COMMODITY/PART NUMBER & COMMODITY/PART NAME: for this example, commodity code and name for that line item. QTY ISSUED: quantity issued - will default to the number that is requested or the quantity available if quantity on-hand is less than quantity requested. User can override this field (must be equal to or less than quantity outstanding). QTY OUTSTANDG: quantity outstanding - will default to quantity requested if this is the first time that the line item is being issued. Otherwise this field displays the remaining quantity to be issued. ROW/BIN: defaults to the first row and bin combination at which the commodity is located. User can override this field with any valid combination. BACKORDER: quantity backordered - defaults to the difference between quantity requested and quantity on-hand. User can override field. PTY: backorder priority - user may enter a priority number from 000 to 999 if there is a value in the BACKORDER field. U/M: defaults to the issue/inventory unit of measure for this commodity. MARKUP %: defaults to the markup for this commodity/row/bin combination. Markups can be found on Warehouse by Commodity (5440) screen. UNIT COST: defaults to the unit cost for this commodity/row/bin combination. TOTAL COST: calculation of the quantity issued multiplied by the unit cost (including markup) for each line number. System will generate at posting.

20 20 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:48 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST ERASERS AND CLEANERS, CHA PK F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE In this example, only one item is being requested on the job ticket. QTY OUTSTANDG currently equals the amount requested on the job ticket. When the issue is posted, this number will automatically be re-calculated to represent the remaining amount not issued. If all quantity requested was issued, this field will be blank. The system automatically re-calculates this field - you can not enter a number in this field. QTY ISSUED currently equals the amount requested on the job ticket. If the quantity available (or Quantity on Hand) is less than what was requested, this field would automatically default to the quantity available. You can override this field with a valid entry (a number equal to or less than the defaulted value). It is important to note that the system defaults to the first row/bin combination that has the commodity. If more than one location has the commodity and the first location does not have enough in stock, you can create a second issue and issue the remaining stock from the second location.

21 21 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:48 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST ERASERS AND CLEANERS, CHA PK Press <Tab> until the cursor is in the QTY ISSUED field. Enter one half the amount shown. F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press F10-SAVE. For this example, you will not issue all the quantity that was requested in the job ticket even though there is enough quantity on hand (in stock). Press <Tab> until the cursor is in the QTY ISSUED field. Enter one half the amount shown over the defaulted value. Use the END key to clear any remaining digits in the field. (If the number defaulted is less than 50, enter a number that is half of what was defaulted.) Press F10-SAVE.

22 22 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:54 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST P ERASERS AND CLEANERS, CHA PK Backorder qty defaults to the difference of QTY OUTSTANDG and QTY ISSUED. F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT DETAIL RECORD SAVED Notice that the system displays a P beside the line. P indicates that this is a partial issue because the warehouse does not have enough of this commodity on-hand to fulfill the job ticket. Or, as in this example, the partial issue can be done on purpose. A description of each possible flag follows: P: indicates a partial issue. N: indicates that the location (row/bin) specified does not exist for this commodity. F: indicates that the location (row/bin) specified for this commodity is frozen (a count has been initiated). *: QTY ISSUED is greater than QTY OUTSTANDG. E: error in requisition lookup. You will only be able to post the document with a flag of P. All other flags have to be dealt with before posting. The system recalculates the TOTAL and BACKORDER fields. The BACKORDER field defaults to the difference between the QTY OUTSTANDG and QTY ISSUED. The PTY, or backorder priority, has a default of 000. The user may override this value and assign a higher priority. 000 indicates the lowest priority and 999 indicates the highest priority. This assignment will affect the documents location in some inquiry screens. It does not affect the user s ability to issue a document before another document with a higher priority.

23 23 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:54 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST P ERASERS AND CLEANERS, CHA PK Press F2-COMM/PART INQ to transfer to the Warehouse by Commodity screen (5440). F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT DETAIL RECORD SAVED OTHER FEATURES: If you want further details on the commodity being requested: Press <Tab> until the cursor is beside the line item on which you wish to inquire Enter s. In this case, override the letter P which is currently displaying in the column. Press F2-COMM/PART INQ (commodity/part inquiry) to transfer to the Warehouse by Commodity (5440) screen Note: If you are inquiring on a part number, the system will transfer to the Warehouse and Location by Part (5446) screen.

24 24 Warehouse by Commodity - Viewing Commodity Details PCHL5440 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 3:59 PM WAREHOUSE BY COMMODITY PAGE 01 OF 01 COMMODITY: ERASERS AND CLEANERS, CHA ON HAND S WAREHOUSE ROW BIN UNIT COST MARKUP % QUANTITY R , R , F1-HELP F2-SELECT F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press <Clear> to return to the Issue from Inventory Detail (4210) screen. When you press F2-COMM/PART INQ, the system transfers to the Warehouse by Commodity (5440) screen when a commodity line is selected. This screen contains availability information on the commodity. This screen displays every location of the commodity at each warehouse for which you have security. It displays the unit cost, markup and quantity on hand for the commodity at each location. Because commodities are purchased overtime, the unit cost may be different for various locations for the same commodity code. Unit cost represents the average unit cost of the commodity. As mentioned before, you cannot issue the same commodity from different locations. This screen will tell you what location from which you can issue or whether you should create a second issue if a single location does not have enough quantity on hand by itself. More information will be presented on this inquiry screen later in the course. Press <Clear> to return to the Issue from Inventory Detail (4210) screen.

25 25 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:09 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST P ERASERS AND CLEANERS, CHA PK F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press <Clear> to return to the Issue from Inventory Header (4200) screen. When you access this screen, it defaults to the details of the Issue Document ID on the Header Screen. If you press F5-NEXT, the system will display the next Issue Document for which you have security. If there were more than one page of detail lines, you can scroll through the pages by pressing F8-NEXT PAGE to see the next page, or by pressing F7- PRIOR PAGE to see the prior page. Security for Issue Documents are based on first and second line authority. If you have second line authority, you are able to view issue documents for your warehouse. If you have first line authority, you are able to view and create, update or delete issue documents for your warehouse. If your agency has more than one warehouse, you may have viewing and updating security for more than one warehouse. Press <Clear> to return to the Issue from Inventory Header Entry (4200) screen.

26 26 Issue from Inventory - Processing the Issue Document PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:19 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER TELEPHONE : EXT. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: Press F11-VIEW ACCTG to transfer F1-HELP to the F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK Issue from Inventory F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT Accounting (4220) screen. INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE You will notice that the Header Entry screen now contains some additional information. This information was transferred from the Job Ticket when you initially entered the Job Ticket ID and pressed F10-SAVE. The following information has been defaulted: WAREHOUSE ORDERING DEPARTMENT and related information: this information is useful if you need to inquire further on the job ticket details DEL ADDRESS: this is the address to which you will be sending the requested commodities EFFECTIVE DATE: defaulted to today s date (the date the issue document was created) Beside the JOB TICKET ID field, there is a field that defaulted to 000. This indicates that you created an Issue Document for all line items on the Job Ticket. When you initially entered a Job Ticket ID, you could have also entered the specific line number, and the Issue Document would have only contained the details for that line number. In this case, we only had one line number - but we could have entered 001 and received the same result. Press F11-VIEW ACCTG to transfer to the Issue from Inventory Accounting (4220) screen.

27 27 Issue from Inventory Accounting - Processing the Issue Document PCHL4220 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:21 PM ISSUE FROM INVENTORY ACCOUNTING INFORMATION SUMMARY ISSUE ID: R00I ISSUE TOTAL: SF SFX TOTAL AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG R F1-HELP F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press <Clear> to return to the Issue from Inventory Header (4200) screen. When you press F11-VIEW ACCTG, the system transfers to the Issue from Inventory Accounting (4220) screen. The accounting information displayed are the accounts that the requesting department wishes to have debited when the items on the job ticket are issued. This screen is for information purposes only - you cannot change the information on this screen. When you post the issue document, the accounts displayed on this screen will be debited. As well, the accounts displayed on the Warehouse Table Maintenance (5300) screen will be credited for the same amount. Depending on how your agency has set up its warehouse accounting, the credit will either be an increase in revenue or an expenditure reduction. The system will do this transfer of funds automatically. Press <Clear> to return to the Issue from Inventory Header Entry (4200) screen.

28 28 Issue from Inventory - Printing the Picking Ticket PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:19 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER TELEPHONE : EXT. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOCUMENT PRINTED You may also press the F6-VIEW DOC key to access the Issue from Inventory Detail (4210) screen. This is the screen that you used to update the issue details. To return to the Issue from Inventory Header (4200) screen from the Detail screen, press <Clear> once. The F3-DELETE key can be used to delete unposted Issue Documents. At this point, you would not be able to delete the Issue since it is posted. This key is useful if you create an issue and then decide not to issue. To delete an Issue, you simply press F3-DELETE. The system will ask you to confirm the deletion by pressing F3-DELETE again.

29 29 Issue from Inventory - Printing the Picking Ticket PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:19 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER TELEPHONE : EXT. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOCUMENT PRINTED If you want to print the PICKING TICKET, press F12-PRINT before posting the Issue Document. Once you are satisfied with the details of the issue document, you are ready to print the PICKING TICKET. Press F12-PRINT to print the PICKING TICKET. The location of the printer is set-up on the Warehouse Table Maintenance (5300) screen. See the following page for an example of a PICKING TICKET. The picking ticket is used by warehouse staff to pull items off the shelves. Please note: you must press F12-PRINT before you post the Issue Document if you want a picking ticket.

30 30 Issue from Inventory - Picking Ticket Details PCH255 ADPICS 4.5 DATE: 07/13/99 PICKING TICKET PAGE : 0001 JOB TICKET ID: R00J DUE DATE : 08/13/99 ORDERING DEPAPARTMENT: R0010 FMIS TRAINING DEPATMENT 10 ISSUE DOCUMENT ID: R00I CONTACT : FMIS TRAINERS WAREHOUSE: R50 TRAINING DEPT WAREHOUSE FMIS TRAININGE DEPARTMENT 45 CALVERT STREET ANNAPOLIS MD TELEPHONE NO : ROW BIN LN COMM ID/PART NO COMM/PART NAME U/M QTY ISSUED QTY REQUESTED QTY PICKED ERASERS AND CLEANERS, CHA PK AUTHORIZED SIGNATURES PICKED BY : PACKED BY : Details of PICKING TICKET (one copy is printed): DATE OF PRINTING PAGE: number of pages of this packing slip ORDERING DEPARTMENT address and contact details JOB TICKET ID and DUE DATE (defaults from job ticket) ISSUE DOCUMENT ID CONTACT WAREHOUSE ID COMMODITY/PART INFORMATION ROW/BIN picking location - the warehouse picker can hand-write over this field with the actual location of where items were picked (if different from default) U/M - issue or inventory unit of measure QTY ISSUED - defaults the quantity to be issued QTY REQUESTED - defaults the quantity that was requested QTY PICKED - space is available for the warehouse picker to write the amount that was physically picked PICKED BY AUTHORIZED SIGNATURE - space is available for the warehouse picker to sign in this area PACKED BY AUTHORIZED SIGNATURE - space is available for the warehouse packer to sign in this area

31 31 Issue from Inventory - Processing the Issue Document PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:19 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : p ("P" POST; "N" NOPOST) INTERFACE TYPE : IS Press <Tab> until the ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID cursor is in the ACTION CONTACT : ROBERT RICHTER INDICATOR field, and TELEPHONE : EXT. enter p. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press F10-SAVE to post the document. Once the items have been pulled off the shelf, you can review the items and compare them against the picking ticket. The process for this review will vary from agency to agency. If there are any discrepancies between the picking ticket and the items pulled from the shelf, you need to alter the issue document so that: the ISSUE QTY matches the quantity pulled; and the ROW and BIN combination on the issue document matches the actual physical location. Once you are satisfied with the Issue Document, you can post it. Posting the issue interfaces the accounting data to R*STARS. An edit check is performed to ensure that the accounting information is valid and that the necessary funds are available for this request. To post the issue: Press <Tab> to position the cursor in the ACTION IND field. Type p in the ACTION IND field. Press F10-SAVE to post the transaction.

32 32 Issue from Inventory - Printing the Packing Slip PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:39 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : P ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER TELEPHONE : EXT. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOCUMENT PRINTED If you want to print the PACKING SLIP, press F12-PRINT after posting the Issue Document. Once you have posted the Issue Document, you are ready to print the PACKING SLIP. Press F12-PRINT to print the PACKING SLIP. Pressing F12-PRINT before posting, prints the PICKING TICKET (one copy) Pressing F12-PRINT after posting, prints the PACKING SLIP (two copies) As mentioned earlier, the location of the printer is setup on the Warehouse Table Maintenance (5300) screen. See the following page for an example of a PACKING SLIP. One copy of the packing slip is available to attach to the items that were pulled off the shelf before being sent to the requesting department. The second copy is available for the warehouse to keep for its files. Alternatively, the agency may send both copies to the requesting department and request that one signed copy is returned. Agencies may vary in their processes.

33 33 Issue from Inventory - Packing Slip Details PCH255 ADPICS 4.5 DATE: 07/13/99 PACKING SLIP PAGE : 0001 JOB TICKET ID: R00J DUE DATE : 07/13/99 ORERING DEPAPARTMENT: R00 FMIS TRAINING DEPARTMENT 10 ISSUE DOCUMENT ID: R00I CONTACT : FMIS TRAINERS WAREHOUSE: R50 TRAINING DEPT WAREH FMIS TRAINING DEPARTMENT 45 CALVERT STREET ANNAPOLIS MD TELEPHONE NO : ROW BIN LN COMM ID/PART NO COMM/PART NAME U/M QTY ISSUED QTY BACKORDERED UNIT COST TOTAL SFX AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AGI AG ERASERS AND CLEANERS PK R ISSUE TOTAL: ACCOUNTING INFORMATION: SFX AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AMT 01 ROO AUTHORIZED SIGNATURES FILLED BY : RECEIVED BY: DELIVERED BY: Details of PACKING SLIP (two copies are printed): ORDERING DEPARTMENT address and contact details JOB TICKET ID and DUE DATE (defaults from job ticket) ISSUE DOCUMENT ID and date of printing WAREHOUSE ID COMMODITY/PART INFORMATION QTY ISSUED and U/M- should match physical quantity issued QTY BACKORDERED - the amount remaining to be issued from the job ticket UNIT COST - unit cost of item (including markup) TOTAL - line total which is equal to the quantity issued multiplied by the unit cost ISSUE TOTAL - the total cost for all line items included in the issue ACCOUNTING INFORMATION - the accounts which were debited (job ticket accounting information) by line number and in total FILLED BY AUTHORIZED SIGNATURE - space is available for authorized warehouse staff to sign in this area RECEIVED BY AUTHORIZED SIGNATURE - space is available for the receiving (ordering) department personnel to sign in this area

34 34 Issue from Inventory - Transaction Complete PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 07/13/1999 4:39 PM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : R00I JOB TICKET ID : R00J EFFECTIVE DATE: 07/13/1999 WAREHOUSE : R50 TRAINING DEPT WAREHOUSE ACTION INDICATOR : P ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: R00 MSDE:DOC NUMBERING GROUP ID CONTACT : ROBERT RICHTER TELEPHONE : EXT. DEL. ADDRESS : MARYLAND DEPARTMENT OF EDUCATION 200 W. BALTIMORE STREET, 2ND FLOOR CITY: BALTIMORE ST: MD ZIP: Press <Clear> to return to the Inventory Transactions Menu (4000). F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOC PRINTED At this point, the Issue Transaction is complete. However, the Job Ticket is not in a closed status because we did not issue for the total amount requested. We will return to this document later in the course. The following section describes the various inquiry screens available to manage issue transactions. Press <Clear> until you return to the Main Menu (0000).

35 35 Performance Exercise Issues Exercise You are the issuer in your warehouse. View the Job Tickets that are in a POST status for your warehouse using the Job Tickets by Warehouse (2415) screen. Choose the first Job Ticket. Record the Job Ticket ID: Create an Issue Document for a job ticket. Issue about half the requested quantity. Post the document. Record the Issue Document ID: Press <Clear> until you return to the Main Menu (0000).

36 36 CREATING AND POSTING AN ISSUE DOCUMENT FOR PARTS

37 37 Main Menu PCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1998 6:11 PM 2415 MAIN MENU COPYRIGHT 1993 KPMG PEAT MARWICK USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: (1) - ACCOUNTS PAYABLE MENU Press the Home key (2) - PROCUREMENT TRANSACTIONS MENU to position the cursor (3) - RECEIVING MENU in the LINK TO field. (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU Type 2415 in the (6) - REPORT PROCESSING MENU field and press (7) - SYSTEMS MANAGEMENT MENU <Enter>. (8) - CHANGE ORDER PROCESSING MENU (10) - DOCUMENT AUTHORIZATION MENU (11) - COMMODITY TABLE INQUIRY (12) - VENDOR TABLE INQUIRY (CL) - EXIT In the following exercise, you will learn how to issue parts associated with commodities in a warehouse using the Issue Document. First we must identify a Job Ticket with parts that is ready to be issued. We can link to the Job Ticket by Warehouse screen (2415) to find the Job Ticket. To link to the Job Ticket by Warehouse screen : Press the Home key to position the cursor in the LINK TO field Type 2415 Press F9-LINK.

38 38 Job Tickets by Warehouse - Identifying the Job Ticket ID PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 1:16 PM JOB TICKETS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE STATUS: POST FROM POST DATE: 07/14/1999 TO POST DATE: 08/13/1999 JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND R00J POST ADAPTER-COPPER FEMALE 3/ , R00J POST PIPE - RDG TYPE M RED COP Enter a valid three character warehouse code in the WAREHOUSE field, then press <Enter>. F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Your cursor should be in the WAREHOUSE field. Enter a valid three character warehouse code. Press <Enter>. Note: If a status is not entered, the system will default all Job Tickets with the status of POST. At any point, you can inquire on any valid status code. You can do this by pressing <Tab> until the cursor is in the STATUS field, enter either POST, BACK, CLOS, or CNCL and press <Enter>. The detail of each line item is displayed on two lines. Details shown are: Job Ticket ID and Line Number of the Job Ticket Status of Line Number - can be a status of POST, blank, or I001 through I999. POST means no issue has been posted on job ticket. The first time the job ticket is issued, the status becomes I001. It increases by one with every issue. A blank means that an issue was created and then deleted. Further explanation will be given later in course Commodity ID/Part Number and Commodity/Part Description for that line number Quantity Requested - the quantity requested in the Job Ticket Quantity Outstanding - the quantity that has not been issued (i.e. the difference between the quantity requested and the quantity issued) Quantity on Hand - the quantity currently available at the warehouse (the total for all locations - all rows and bins - within the warehouse) F5 - NEXT can be used to inquiry on the next warehouse if you have security for viewing more than one warehouse.

39 39 Job Tickets by Warehouse - Link to Issue PCHL2415 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 1:16 PM JOB TICKETS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE STATUS: POST FROM POST DATE: 07/14/1999 TO POST DATE: 08/13/1999 JOB TICKET/ LINE COMMODITY ID/PART NO QTY REQUESTED/ QUANTITY S LINE STATUS COMMODITY/PART NAME QTY OUTSTANDING ON HAND s R00J POST ADAPTER-COPPER FEMALE 3/ , R00J POST PIPE - RDG TYPE M RED COP F1-HELP F2-SELECT JT F5-NEXT F6-LINK TO ISSUE F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press <Tab> until the cursor is beside the Job Ticket you want to select and enter s. Press F6-LINK TO ISSUE to transfer to the Issue from Inventory Header. When you are ready to issue a job ticket, the F6-LINK TO ISSUE key is used. The F6-LINK TO ISSUE key allows the user to select a job ticket and link to the Issue from Inventory (4200) screen. Press <Tab> until your cursor is beside the Job Ticket that you are interested in issuing. Enter s in the Select (S) column. For this example, we want to issue the adapters. Then press F6-LINK TO ISSUE to transfer to the Issue from Inventory Header Entry (4200) screen.

40 40 Issue from Inventory - Processing the Issue Document PCHL4200 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/ :17 AM ISSUE FROM INVENTORY HEADER ENTRY ISSUE DOCUMENT ID : JOB TICKET ID : R00J EFFECTIVE DATE: WAREHOUSE : ACTION INDICATOR : N ("P" POST; "N" NOPOST) INTERFACE TYPE : IS ORDERING DEPARTMENT: CONTACT : TELEPHONE : EXT. Notice that the system retrieves the Job Ticket ID in the JOB TICKET ID field. DEL. ADDRESS : CITY: ST: ZIP: F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG F12-PRINT ENTER-INQUIRE CL-EXIT ISSUE DOES NOT EXIST, PLEASE TRY AGAIN Press F10-SAVE. When F6-LINK TO ISSUE is pressed from the Job Ticket by Warehouse (2415) screen, the system returns the selected Job Ticket ID to the Issue from Inventory Header Entry (4200) screen. When F10-SAVE is pressed, the system will automatically fill in the ORDERING DEPARTMENT, CONTACT, TELEPHONE, DEL ADDRESS, etc. The system edits the data on the Header Screen and if no errors are found, it transfers to the Issue from Inventory Detail Entry (4210) screen. These changes will be apparent when you go back to post this document. Press F10-SAVE to save the information and transfer to the Issue from Inventory Detail Entry (4210) screen.

41 41 Issue from Inventory Detail - Processing the Issue Document PCHL4210 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 1:23 PM ISSUE FROM INVENTORY DETAIL ENTRY WAREHOUSE : R50 JOB TICKET: R00J ISSUE DOC ID: R00I TOTAL : S LINE COMM ID/PART NO COMM/PART NAME QTY ISSUED QTY OUTSTANDG ROW BIN BACKORDER PTY U/M MARKUP %% UNIT COST TOTAL COST ADAPTER-COPPER FEMALE 3/ F1-HELP F2-COMM/PART INQ F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE When F10-SAVE is pressed, the system transfers to the Issue from Inventory Detail Entry screen. It also brings forward more details from the Job Ticket. The Issue from Inventory Detail Entry screen (4210) displays details on each commodity/part that is requested, by line number. In this example, only one commodity is being requested. Notice that the system assigned an Issue Document ID in the ISSUE DOC ID field to the document before it transferred to this screen. Write down the issue document number assigned by the system. Issue Document ID: We will need the Job Ticket ID for an exercise later in the course. Write down the job ticket number here: Job Ticket ID: