AiM User Guide Inventory Management Module

Transcription

1 Inventory Management Module 2009 AssetWorks Inc NE Loop 410, Suite 1250 San Antonio, Texas (800)

2 Table of Contents AiM User Guide INTRODUCTION... 7 CHAPTERS... 7 PART PART APPENDIX... 8 CHAPTER 1: INVENTORY PART PROFILE SCREEN... 9 CHAPTER 1, PART 1: INVENTORY PART PROFILE SCREEN CONCEPTUAL GUIDE... 9 Title Block... 9 Classification Block... 9 Attributes Block Active Block Cost Information Block Analysis Block Profile Image Inventory Part Profile View / Select: Extra Description Inventory Part Profile View / Select: Substitute Parts Inventory Part Profile View / Select: Vendors Inventory Part Profile View / Select: Warehouses Inventory Part Profile View / Select: Notes Log Inventory Part Profile View / Select: User Defined Fields Inventory Part Profile View / Select: Related Documents CHAPTER 1, PART 2: INVENTORY PART PROFILE STEP-BY-STEP QUICK GUIDE Inventory Part Profile Screen Creating a New Inventory Profile Part Record CHAPTER 1, PART 3: INVENTORY PART PROFILE VENDOR PREFERENCE STEP-BY-STEP QUICK GUIDE Configuration Prerequisites Inventory Part Profile Vendors Screen Completed Inventory Part Profile Vendors Screen CHAPTER 2: INVENTORY COUNTER RELEASE SCREEN CHAPTER 2, PART 1: COUNTER RELEASE CONCEPTUAL GUIDE Counter Release Screen Transaction Block Reference and Warehouse Block Release Persons Block Default Work Order Phase Block Load Pick Tickets Line Item Details Counter Release Report CHAPTER 2, PART 2: COUNTER RELEASE TO WORK ORDER STEP-BY-STEP QUICK GUIDE Counter Release To Work Order Screen CHAPTER 2, PART 3: COUNTER RELEASE TO PICK TICKET STEP-BY-STEP QUICK GUIDE Counter Release To Pick Ticket Screen CHAPTER 3: COUNTER RETURN SCREEN CHAPTER 3, PART 1: COUNTER RETURN CONCEPTUAL GUIDE Inventory Counter Return Screen Transaction Block Reference and Warehouse Block Release Persons Block Return Persons Default Block Default Work Order Phase Block AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 2

3 Line Item Details CHAPTER 3, PART 2: COUNTER RETURN STEP-BY-STEP QUICK GUIDE Inventory Counter Return Screen CHAPTER 4: PICK TICKET SCREEN CHAPTER 4, PART 1: PICK TICKET CONCEPTUAL GUIDE Pick Ticket Screen Transaction Block Status and Warehouse Block Work Order and Phase Block Location Hierarchy Block Load Material Request Line Item Details CHAPTER 4, PART 2: PICK TICKET FROM DEFAULT WORK ORDER STEP-BY-STEP QUICK GUIDE Pick Ticket To Work Order Screen CHAPTER 4, PART 3: PICK TICKET FROM MATERIAL REQUEST STEP-BY-STEP QUICK GUIDE Pick Ticket To Material Request Screen CHAPTER 5: WAREHOUSE TRANSFER SCREEN CHAPTER 5, PART 1: WAREHOUSE TRANSFER CONCEPTUAL GUIDE Warehouse Transfer Screen Transaction block Cost Information Block Warehouse Block Line Items Detail Block CHAPTER 5, PART 2: WAREHOUSE TRANSFER STEP-BY-STEP QUICK GUIDE CHAPTER 6: INVENTORY ADJUSTMENT SCREEN CHAPTER 6, PART 1: INVENTORY ADJUSTMENT CONCEPTUAL GUIDE Inventory Adjustment Screen Transaction block Transaction Type Block Part Block Adjustment Block CHAPTER 6, PART 2: INITIAL ENTRY INVENTORY ADJUSTMENT STEP-BY-STEP QUICK GUIDE Initial Entry Inventory Adjustment Screen CHAPTER 6, PART 3: UNIT COST INVENTORY ADJUSTMENT STEP-BY-STEP QUICK GUIDE Unit Cost Inventory Adjustment Screen CHAPTER 6, PART 4: QUANTITY INVENTORY ADJUSTMENT STEP-BY-STEP QUICK GUIDE Quantity Inventory Adjustment Screen CHAPTER 7: EXTERNAL INVENTORY ADJUSTMENT SCREEN CHAPTER 7, PART 1: EXTERNAL INVENTORY ADJUSTMENT CONCEPTUAL GUIDE External Inventory Adjustment Screen Transaction block Posted Block Warehouse Block Vendor Block Shop Block Payment Block CHAPTER 7, PART 2: EXTERNAL INVENTORY ADJUSTMENT APPROVAL CONCEPTUAL GUIDE External Inventory Adjustment Approval Screen Select All Checkbox Detail Block (Less Detail) Detail Block (More Detail) AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 3

4 Approval Icon Reject Icon CHAPTER 7, PART 3: EXTERNAL INVENTORY ADJUSTMENT ENTRY STEP-BY-STEP QUICK GUIDE External Inventory Adjustment Screen CHAPTER 7, PART 3: EXTERNAL INVENTORY ADJUSTMENT APPROVAL STEP-BY-STEP QUICK GUIDE External Inventory Adjustment Approval Screen CHAPTER 8: WAREHOUSE BIN DEFINITION SCREEN CHAPTER 8, PART 1: WAREHOUSE BIN DEFINITION CONCEPTUAL GUIDE Warehouse Bin Definition Screen Bin Definition Block Active/Warehouse/Part Block Quantities Block Cycle Count Block Warehouse Bin Definition View / Select: Reorder By Month CHAPTER 8, PART 2: WAREHOUSE BIN DEFINITION STEP-BY-STEP QUICK GUIDE Warehouse Bin Definition Screen CHAPTER 9: INVENTORY REORDER GENERATOR SCREEN CHAPTER 9, PART 1: INVENTORY GENERATOR CONCEPTUAL GUIDE Inventory Reorder Generator Screen Transaction Block Warehouse Block Classification Filter Block Bin Filter Block Contractor Filter Block Parts Line Item Detail CHAPTER 9, PART 2: INVENTORY GENERATOR STEP-BY-STEP QUICK GUIDE Inventory Reorder Generator Screen Inventory Reorder Generator/Generation Screen Inventory Reorder Generator/Generation Screen CHAPTER 10: PHYSICAL COUNT GENERATOR SCREEN CHAPTER 10, PART 1: PHYSICAL COUNT CONCEPTUAL GUIDE Physical Count Generator Screen Transaction Block Warehouse Block Bin Filter Block Classification Filter Block Count Set Size Block Physical Set Detail Block CHAPTER 10, PART 2: PHYSICAL COUNT TEMPLATE STEP-BY-STEP QUICK GUIDE Physical Count Generator Criteria Specification Screen CHAPTER 10, PART 3: PHYSICAL COUNT GENERATE STEP-BY-STEP QUICK GUIDE Physical Count Generator Screen Physical Count Generator/Physical Set Screen CHAPTER 11: PHYSICAL COUNT WORKSHEET SCREEN CHAPTER 11, PART 1: PHYSICAL COUNT WORKSHEET CONCEPTUAL GUIDE PHYSICAL COUNTS WORKSHEETS ARE USED TO CAPTURE THE ACTUAL WAREHOUSE INVENTORY PART COUNTS FOR THE PHYSICAL SET THAT IS BEING COUNTED. PHYSICAL COUNT WORKSHEETS ARE MANAGED THROUGH THE USE OF PHYSICAL COUNT STATUS CODES CANCELED INDICATES THAT THE PHYSICAL COUNT HAS BEEN CANCELED APPROVED INDICATES THAT THE PHYSICAL COUNT AND THE COUNT QUANTITIES HAVE BEEN REVIEWED AND APPROVED. ONCE THE PHYSICAL COUNT STATUS CODE HAS BEEN EDITED FROM COUNTING TO AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 4

5 APPROVED, THE QUANTITY ADJUSTMENTS WILL BE POSTED FOR THE WAREHOUSE INVENTORY PARTS INDENTIFIED IN THE COUNT UPON SAVE OF THE COUNT RECORD. THE ADJUSTED AMOUNTS ARE AVAILABLE FOR VIEWING IN THE INVENTORY ADJUSTMENTS SCREEN Set Block Status Block Bin/Part Count Detail Block CHAPTER 11, PART 2: PHYSICAL COUNT WORKSHEET STEP-BY-STEP QUICK GUIDE Physical Count Generator/Physical Set Screen SEARCH FOR AND SELECT THE PHYSICAL COUNT TRANSACTION THAT WILL BE PROCESSED Physical Count Worksheet/Physical Set Counting Status Screen Physical Count Worksheet/Physical Set Counting Status Screen Physical Count Worksheet/Physical Set Finalized Status Screen Physical Count Worksheet/Physical Set Approved Status Screen APPENDIX 1: INVENTORY MANAGEMENT MODULE SETUP GUIDE A. WAREHOUSE DEFINITION SCREEN Warehouse Definition Screen Title Block Active Block Location Block Organization Block Days of Operation Block Warehouse Definition View/Select: Account Setup Warehouse Definition View/Select: Account Setup Screen Title Block Offset Account Block Charge Account Block Warehouse Definition View/Select: Security Warehouse Definition View/Select: Security Screen Warehouse Definition View/Select: Inventory Parts Warehouse Definition View/Select: Inventory Parts Screen Warehouse Definition View/Select: User Defined Fields B. INVENTORY CLASS SCREEN Inventory Setup: Inventory Class Screen Class Field Class Description Field Active Field C. INVENTORY COMMODITY Inventory Setup: Inventory Commodity Screen Commodity Field Commodity Description Field Inventory Class Code Field Active Field D. INVENTORY ITEM Inventory Setup: Inventory Item Screen Inventory Item Field Description Field Class Field Commodity Field Active Field E. INVENTORY UNIT OF MEASURE (UOM) Inventory Setup: Inventory Unit Of Measure (UOM) Screen F. CYCLE CODE Inventory Setup: Inventory Cycle Code Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 5

6 1G. MANUFACTURER Inventory Setup: Manufacturer Screen Manufacturer Block Contact Information Block H. PICK TICKET STATUS CODE SCREEN Inventory Setup: Pick Ticket Status Code Screen Title Block Active Block Work Classification Block Assignment Block Estimate Block J. PHYSICAL COUNT STATUS SCREEN Inventory Setup: Physical Count Status Code Screen K. MATERIAL SAFETY DATA SHEET SCREEN Inventory Setup: Material Safety Data Sheet Screen MSDS Number Block Active Block Manufacturer Block NFPA hazard Classification Block Safety Flags Block L. SPECIAL HAZARDOUS CODE SCREEN Inventory Setup: Special Hazardous Code Screen Hazard Code Field Hazard Code Description Field Title Block Active Block Location Block AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 6

7 This User Guide will assist the user in understanding the functionality of the AiM Inventory module. It is designed to explain the module from a conceptual standpoint followed by a step-by-step guide that explains how to perform tasks described in the conceptual section. Each chapter of this guide is specific to a screen in the Inventory menu, and has both a Conceptual (Part 1) and a Step-by-Step (Part 2) section. The Appendix to the User Guide shows how to set up data in the various setup screens in the module. Chapters The chapters of this guide will be named after each of the Inventory Menu items. Chapter 1: Inventory Part Profile Chapter 2: Counter Release Chapter 3: Counter Return Part I: Counter Return Conceptual Guide Part II: Counter Return Step-by-Step Quick Guide Part 1 Part 1 is a Conceptual Overview of the chapter and explains the functionality of each block on the screen. Part 2 Part 2 is a Step-by-Step Guide to assist the user in creating transactions and records within the system. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 7

8 Appendix The appendix will contain a setup guide for Setup Menu configurations for the Inventory module. AiM User Guide Appendix: Setup Guide AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 8

9 Chapter 1, Part 1: Inventory Part Profile Screen Conceptual Guide The Inventory Part Profile is used to uniquely define all Inventory Parts into the system. It defines the Inventory Part Number and Part Description, the Inventory Hierarchy Classification scheme for the Inventory Part, the Inventory Part Attribute information, the Inventory Part Unit of Measure (UOM), the Average Unit Cost and On Hand Value, the Inventory Part Usage Analysis and the Inventory Part Quantity Analysis for Quantity On Hand, Quantity Committed, Quantity On Order and the Total Quantity Expected. Title Block The Inventory Part Profile Part number uniquely identifies the enterprise Inventory Part Profile record. The Inventory Part Profile Part number format is a user definable 25 character text value. The Inventory Part Profile Part Description field is used to provide a detailed description of the Inventory Part. Industry Standard Naming Conventions should be utilized for Inventory Part Descriptions to facilitate consistent ad hoc query searching procedures for Inventory Parts by Inventory Part Description. Classification Block The Inventory Classification Hierarchy data elements for the Inventory Class, Inventory Commodity and Inventory Item values are required entries within the Inventory Part Profile Classification Information Block. Enter the Classification Information Block data by selecting the Inventory Part Profile Class, Inventory Part Profile Commodity, and Inventory Part Profile Item to define the Inventory Profile Part within the Inventory Classification Hierarchy. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 9

10 Attributes Block The Inventory Part Profile Attribute Type (Material or Equipment) and the MSDS Required (Yes/No) data elements are the only values that are required within the Inventory Part Profile Attribute Information Block. Specify the Inventory Part Profile Attribute Type (required) designation by selecting the value of either Material or Equipment. The system will default the Inventory Part Profile Attribute Type value to Material upon creation of the Inventory Part Profile record. (Note: The Inventory Part Profile Attribute Type value must be set to Equipment to enable Equipment Rental Management functionality within the Asset Management Module. Enter the Cycle Code (optional) by selecting the Cycle Code value. The Cycle Code value will be validated against the Cycle Code table that was defined in the Inventory Setup Cycle Code screen. Enter the Manufacturer (optional) by selecting the Manufacturer Code value. The Manufacturer value will be validated against the Manufacturer table that was defined in the Inventory Setup Manufacturer screen. Enter the Manufacturer Model (optional) information. The Manufacturer Model information can be any alpha-numeric string up to 50 characters in length and is not validated in this screen. Enter the MSDS Number by selecting the MSDS Number from the Inventory Setup Material Safety Data Sheet listing. The MSDS Number value will be validated against the Material Safety Data Sheet table that was defined in the Inventory Setup Material Safety Data Sheet table. Enter the MSDS Required (required) designation by selecting the value of either Yes or No. Active Block Set the Inventory Part Profile Active flag to Yes to enable selection of the Inventory Part Profile in the Material Request, Pick Ticket, Counter Release, Counter Release, Contractor Catalog and Purchasing screens. This value is automatically defaulted to Yes upon creation of a new Inventory Part Profile record. Setting the Inventory Part Profile Active flag to No will inactivate the Inventory Part Profile record. When the Inventory Part Profile Active flag is set to No all transactions related to the Inventory Profile Part are preserved for historical reporting purposes. The Inventory Part Profile is unavailable for selection in any of the screens referenced above for all transactions that occur after the Edit Date where the Inventory Part Profile Active flag is set to No Enter the Inventory Part Profile Unit of Measure (UOM) by selecting the appropriate Unit Of Measure (UOM). This value is validate against the Inventory Unit of measure (UOM) that was defined in the Inventory Setup Unit Of Measure (UOM) screen and represents the disbursement (Inventory Release item quantity) Unit Of Measure. Set the Inventory Part Profile UOM Fractional flag. The system will automatically default the Inventory Part Profile UOM Fractional flag to No upon initial entry of the Inventory Part Profile definition record. Setting the Inventory Part Profile UOM Fractional Flag to Yes indicates that the Inventory Part is disbursed at a different UOM than the quantity for which it is purchased. Cost Information Block The Cost Information Block displays the current weighted Average Unit Cost of the Inventory Part and the On Hand Value of the Inventory Part for all Warehouses that contain the Inventory Part Profile Part Number. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 10

11 Analysis Block The Analysis Information Block displays the following information: 1. The Last Issue Quantity for the Inventory Part as determined by the last Counter Release transaction quantity for the Inventory Part. 2. The Last Commitment for the Inventory Part as determined by the quantity of a finalized Pick Ticket transaction for the Inventory Part. 3. The Last Receive quantity as determined by the last disbursement transaction quantity for the Inventory Part. 4. The Last Adjustment quantity as determined by the last inventory quantity that was adjusted as a result of a Physical Count for the Inventory Part. Profile Image The Inventory Part Profile Image is used to associate a pre-defined image file with the Inventory Part Profile record. The Inventory Part Profile Document Image that will be available in this screen file must first be created in the Document Repository before the image file becomes available for association to the Inventory Part Profile record. Inventory Part Profile View / Select: Extra Description The Extra Description block provides an additional 4000 characters to further describe the parent record. This information is included in the parent records search screen and is ideal if the basic 255 character description is insufficient. Inventory Part Profile View / Select: Substitute Parts The Inventory Part Profile Substitute Parts screen identifies the parts that can potentially be issued as a substitute for the preferred Inventory Part. The Substitute Part field will display and zoom only for Inventory Parts that have the identical Inventory Class, Inventory Commodity, and Inventory Item values as the preferred Inventory Part Profile Part number. Inventory Part Profile View / Select: Vendors The Inventory Part Profile Vendors screen displays all of the vendors (Contractors) that supply the Inventory Part Profile Part number for the enterprise as specified in the Vendor Catalog/Vendor Catalog Part sections of the AiM Purchasing Module. The detail section of the Inventory Part Profile Vendor screen displays the Vendor Number, Vendor Number Address Code, and the Vendor Part Identification number that is cross referenced to the Inventory Part Profile Part Number record. The Preference, Re-Order Method (Purchase Order vs. Credit Card), Type (Purchase Order vs. Credit Card), Blanket Purchase Order Number (as applicable), Bank and Account (Credit Card Number for PCARD purchases) is also displayed. Please note that these values are used for the configuration and setup of the Warehouse Inventory Re-Order Generation process. Inventory Part Profile View / Select: Warehouses AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 11

12 The Inventory Part Profile Warehouse displays the list of all warehouses where the Inventory Part has been configured. Additional detail is provided to display the Warehouse Bin Locations, Warehouse Bin Description, and the Warehouse Bin Quantity on Hand. Inventory Part Profile View / Select: Notes Log The Inventory Part Profile Notes Log block supports the management of additional notes regarding a specific Inventory Part Profile record. The note entry block allows the note author to enter up to 2000 characters of free-form text to be associated to the parent record. The note may be further classified by selecting a note type. The entry date and login are automatically defaulted and associated to the note and may not be modified after the note is saved. The notes log WorkDesk block identifies whether or not the notes log for this particular parent record will be available in the WorkDesk notes log content channel. Additionally, notes may be filtered according to a unique note type to avoid extraneous notes from appearing on the WorkDesk. Inventory Part Profile View / Select: User Defined Fields User Defined Fields (UDF) provides the ability to create fields for data entry, not provided in the baseline product. UDFs must be built in the System Administration Module for the corresponding Inventory Part Profile module screen where the UDF will be employed. The UDF can be linked to a validation table so the user selects values from a pre-defined list. The UDF may also be marked as a required field to complete a record. User defined fields create additional customized reporting and management capabilities. Inventory Part Profile View / Select: Related Documents The Inventory Part Profile Related Documents function allows you to attach any electronic record, such as a document, spreadsheet, or image from the document repository to the record on which you are working. The Inventory Part Profile Related Documents could also be configured to point to a URL (web) shortcut. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 12

13 Chapter 1, Part 2: Inventory Part Profile Step-By-Step Quick Guide AiM User Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an Inventory Part Profile record. There are red highlight shapes on some views to indicate a specific location or icon to be used. Inventory Part Profile Screen Creating a New Inventory Profile Part Record 1. Click on the New icon to create a new Inventory Part Profile record. The Inventory Part Profile screen will be displayed in Entry Mode. All required fields are designated and highlighted as red boxes. 2. Enter the new Inventory Part Profile Part number value (required). The Part definition can be any alpha-numeric string up to 25 characters in length. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The system will automatically default the Active field to Yes upon initial entry of the Part definition record. The Inventory Part Profile Part number field cannot be edited once the record has been created and saved. 3. Enter the Part Description (required). The Part Description can be any alpha-numeric string up to 255 characters in length. Industry Standard Naming Conventions should be utilized for Inventory Part Descriptions to facilitate consistent searching procedures for Inventory Parts by Inventory Part Description. 4. Specify an Inventory Class Code by selecting the Class zoom icon. The Inventory Class list will be displayed. Click to select the Inventory Class value. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 13

14 5. The screen displaying a filtered list of Inventory Commodity Codes for the Inventory Class that was selected appears. Click to select the Inventory Commodity Code. 6. The screen displaying a list of Inventory item codes for the Inventory commodity that was selected appears. Click to select the Inventory Class Code. 7. The Classification block data elements are now completed. 8. Specify the Type (required) designation by selecting the value of either Material or Equipment. Note: The system will default the Type value to Material upon creation of the Inventory Part Profile record. The Type value must be set to Equipment to enable Equipment Rental Management functionality within the Asset Management Module. 9. Enter the Cycle Code (optional) by selecting the Cycle Code value by selecting the Cycle code zoom icon. The Cycle Code value list will be displayed. Click to select the Cycle Code value. 10. Enter the Manufacturer by selecting the Manufacturer zoom icon. The Manufacturer list will be displayed. Click to select the Manufacturer value. 11. Enter the Manufacturer Model (optional) information. The Manufacturer Model information can be any alpha-numeric string up to 50 characters in length. Note: This value is free form text entry and is not validated against a list of pre-defined Manufacturer Model numbers. 12. Specify the MSDS Number by selecting the MSDS Number zoom icon. The MSDS list will be displayed. Click to select the MSDS value. 13. Enter the MSDS Required (required) designation by selecting the value of either Yes or No. The default value is No. 14. The Attribute block data elements are now completed. 15. Set the Inventory Part Profile Active flag to Yes to enable selection of the Inventory Part Profile in the Material Request, Pick Ticket, Counter Release, Counter Release, Contractor Catalog and Purchasing screens. The default value is = Yes 16. Enter the Inventory Part Profile Unit of Measure (UOM) by selecting the Unit Of Measure (UOM) zoom icon. The Inventory Unit of measure (UOM) list is displayed. Click to select the UOM value. 17. Set the Inventory Part Profile UOM Fractional flag. The system will automatically default the Inventory Part Profile UOM Fractional flag to No upon initial entry of the Inventory Part Profile definition record. Setting the Inventory Part Profile UOM Fractional Flag to Yes indicates that the Inventory Part is disbursed at a different UOM than the quantity for which it is purchased. 18. Select the Save icon to save the Inventory Part Profile record. Optional: Inventory Part Profile Extra Description 1. Select Extra Description from the Inventory Part Profile View/Select Menu. 2. The Inventory Part Profile Extra Description Screen is displayed. 3. Enter the desired text into the Inventory Part Profile Extra Description data field. There are 4000 characters available for input in the Inventory Part Profile Extra Description data field. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 14

15 Optional: Inventory Part Profile Substitute Parts 1. Navigate to and select the Inventory Part Profile Record. 2. Select the Edit Icon to edit the Inventory Part Profile Record. 3. Select Substitute Parts from the Inventory Part Profile View/Select Menu. 4. The Substitute Parts Screen is displayed. 5. Select the green Plus Icon to add a substitute Inventory Part Profile record as a substitute part. 6. The Substitute Parts screen is displayed. 7. Enter the Substitute Part by selecting the Substitute Part zoom icon. The Inventory Part Profile Search screen will be displayed. 8. Specify the Search Criteria and select the Execute Search Icon to process the query. A list of Inventory part profile records will be displayed. 9. Click to select the Substitute Part. 10. Select the Green Done Flag Icon to return to the Substitute Parts screen. 11. Select the Save Icon to Save the Inventory Part Profile record. Chapter 1, Part 3: Inventory Part Profile Vendor Preference Step-By-Step Quick Guide Optional: Inventory Part Profile Vendors This step-by-step quick guide is intended to help a user navigate successfully through completing and saving Inventory Part Profile Vendor Preference records to facilitate using the Inventory Reorder Generator functionality. There are red highlight shapes on some views to indicate a specific location or icon to be used. Configuration Prerequisites The following modules are required to be fully configured prior to beginning the configuration of Vendor preferences: 1. Contract Administration Module Contractor and Contractor Address Code. 2. Purchasing Module Purchase Order Type and Purchase Order Status Codes. 3. Purchasing Module Blanket Purchase Order Types and Blanket Purchase Order Status Codes. 4. Purchasing Module Bank Definition and Purchase Card Status Codes 5. Purchasing Module Vendor Catalog and Vendor Catalog Part. 6. System Administration Module System Flag 140, Create Auto Generated Purchase Orders In FINALIZED Status should be set to No if the resulting Purchase Orders will be generated in an OPEN status and available to be edited upon processing of the Inventory Reorder Generator. If the system Flag is set to Yes then the resulting Purchase orders will be generated in a FINALIZED status and unable to be edited. 7. Inventory Management Module Inventory Part Profile AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 15

16 8. Inventory Management Module Warehouse Bin/Part Definition and related Min/Max/Reorder definitions by Warehouse Inventory Part Inventory Part Profile Vendors Screen 1. Navigate to and select the Inventory Part Profile Record for which you are going to set the Vendor preferences for.. Note: You have to be in Edit Mode to set the Vendor Preferences for the Inventory Part profile record. 2. Select the Edit Icon to edit the Inventory Part Profile Record. 3. Select Vendors from the Inventory Part Profile View/Select Menu. 4. The Vendors Screen is displayed listing the detail of the Inventory Profile Parts that have been associated to specific Vendor Part numbers in the Purchasing Module Vendor Catalog/ Vendor Catalog Part screens. 5. Select the Line Sequence Number 1 of the Vendor screen detail to configure the Vendor Preference data elements for Sequence Line item The Vendor Line Item Detail screen is displayed. 7. The Contractor Block Contractor and related Contractor Address Code data is displayed. 8. Specify the Vendor Preference numerical value (1,2,3, etc.,) 9. Specify the Reorder Method by selecting the Reorder Method Drop down arrow. Click to select either Purchase Order or Purchase Card. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 16

17 If you selected Purchase Order as the Reorder Method, you will need to complete the additional data elements in the Purchase Order Information Block. If you selected Purchase Card as the Reorder method, you will need to complete the additional data elements in the Purchase Card Information Block. The Purchase Card Information Block will allow you to designate the Bank and the specific PCARD in this scenario. 10. Specify the Purchase Order Type by selecting the PO Type zoom icon. A list of the Purchase Order Types that have been defined in the Purchasing Module Purchase Order Type Definition screen will be displayed. 11. Click to select the Purchase Order Type. 12. Create the association to a Blanket Purchase Order for the Contractor/Address Code by selecting the Blanket Number zoom icon. 13. A list of the Blanket Purchase orders that have been defined for the Contractor/Address Code will be displayed. 14. Click to select the appropriate Blanket Purchase Order. 15. Select the Green Done Flag Icon to return to the Vendors screen. 16. Select the Line Sequence Number 2 of the Vendor screen detail to configure the Vendor Preference data elements for Sequence Line item The Vendor Line Item Detail screen is displayed. 18. The Contractor Block Contractor and related Contractor Address Code data is displayed. 19. Specify the Vendor Preference numerical value (1,2,3, etc.,) 20. Specify the Reorder Method by selecting the Reorder Method Drop down arrow. Click to select either Purchase Order or Purchase Card. If you selected Purchase Order as the Reorder Method, you will need to complete the additional data elements in the Purchase Order Information Block. If you selected Purchase Card as the Reorder method, you will need to complete the additional data elements in the Purchase Card Information Block. The Purchase Card Information Block will allow you to designate the Bank and the specific PCARD in this scenario. 21. Specify the Purchase Card Bank by selecting the Bank zoom icon. The Bank Code List screen is displayed..a list of the Bank codes that have been defined in the Purchasing Module Bank Definition screen will be displayed. 22. Click to select the Bank code 23. The Bank Code Account screen is displayed which lists the Accounts (PCARD Account data) that have been defined for the Bank. 24. Click to select the appropriate Bank code Account. 25. Select the Green Done Flag Icon to return to the Vendors screen. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 17

18 26. Repeat the Vendor Preference Definition process as required for all of the Vendors that are associated to the Inventory Part Profile Record. Completed Inventory Part Profile Vendors Screen 27. Select the Save Icon to Save the Inventory Part Profile record. With the configured Vendor Preference settings. Optional: Inventory Part Profile Notes Log 1. Navigate to and select the Inventory Part Profile Record. Note: You do not have to be in Edit Mode to add a Note Log record. 2. Select Notes Log from the Inventory Part Profile View/Select Menu. 3. The Notes Log Screen is displayed. 4. Select the green Plus Add Notes Icon to add a Note to the Inventory Part Profile. 5. The Note screen is displayed. 6. Associate the Note being entered to a pre-defined Inventory Note Type by selecting the Note Type zoom icon. The Inventory Part Profile Note Type screen will be displayed listing all of the AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 18

19 pre-defined Inventory Part Profile Note types that have been defined for Inventory Part profile records. 7. Click to select the Note Type. 8. Enter the desired text for the Note into the Note field. Note: Each Note can contain up to 2000 alphanumeric characters. 9. Select the Save Icon to Save the Inventory Part Profile Note Log record. 10. Select the Green Done Flag Icon to return to the Inventory Part profile Screen Optional: Inventory Part Profile User Defined fields 1. Navigate to and select the Inventory Part Profile Record. Note: You have to be in Edit Mode to add an Inventory Part Profile User Defined field value. 2. Select the Edit Icon to edit the Inventory Part Profile Record 3. Select User Defined Fields from the Inventory Part Profile View/Select Menu. 4. The User Defined Fields Screen is displayed. 5. Enter the value of the User Defined field for each User Defined field that has been created for the Inventory Part Profile record by either entering the appropriate text value or by selecting a value from a pre-defined User Defined field validation list that can be displayed by selecting the UDF Zoom icon. 6. Select the Green Done Flag Icon to return to the Inventory Part profile Screen 7. Select the Save Icon to Save the Inventory Part Profile record Optional: Inventory Part Profile Related Documents 1. Navigate to and select the Inventory Part Profile Record. You have to be in Edit Mode to create a Related Document association to an Inventory Part Profile record. 2. Select the Add New Document Icon on the Document Listing Menu Bar. 3. The Document Administrator screen is displayed. 4. Enter a description for the Related Document in the Description field. 5. Specify the Document Administrator Flag type by selecting the Flag Zoom icon. 6. The Document Flag screen is displayed. 7. Click to select the Document Flag Type. Note: Select GENERAL for a Word or PDF file format. 8. Select the Browse Button Icon to specify the file path for the related document. 9. Select the Attach Icon to create the file association for the Related Document. Note: The View line will now display the document Repository file path and file name. 10. Select the Save Icon to return to the document Administrator Screen. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 19

20 11. Select the Green done Flag icon to return to the Related Documents Screen 12. Select the Green Done Flag Icon to return to the Inventory Part profile Screen 13. Select the Save Icon to Save the Inventory Part Profile record AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 20

21 Chapter 2, Part 1: Counter Release Conceptual Guide This chapter of the User Guide, details the Inventory Counter Release. The main Inventory Counter Release screen is presented, followed by a conceptual explanation for each block (functional section) in the Inventory Counter Release screen. Next a Step-By-Step guide is offered, which can help an end user of the system to quickly enter all the required information and then save a Inventory Counter Release. The Inventory Counter Releases screen is used to define a release of warehouse inventory materials to a Work Order/Phase. The Accounting information will be derived from the Work Order Phase or a specific Account and Sub Code combination can be specified for each counter Release Line Item detail. Counter Release Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 21

22 Transaction Block The Inventory Counter Release Transaction number uniquely identifies the Counter Release record. The Counter Release Transaction number is a system generated counter that is automatically incremented with each Counter Release transaction. The Counter Release Description field is used to provide a detailed description of the Counter Release Transaction. Standardized conventions should be utilized for Counter Release Descriptions to facilitate consistent ad hoc query searching procedures for Counter Releases by Counter Release Description. Reference and Warehouse Block The Reference and Warehouse block contains information concerning the Warehouse from which the Counter Release will be processed. An additional field for completing data for an external reference number is also provided. The Total Cost field reflects the sum of all Counter Release Line Items for the Counter Release Transaction. Release Persons Block The Release Persons Information Block contains the information for both the Released By and Released To parties. The validation of the data fields is dependent upon the System Flag setting for the specific Warehouse from which the Counter Release is being processed against. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen, the Released By Shop Person value available for selection will be validated against those individuals who have the appropriate Security Roles that are associated to the Warehouse Security for the Warehouse that the parts are to be released from. The Released To Shop Person value available for selection will be validated against the Shop /Shop Person values for the Shop that is assigned to the Work Order Phase. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen an alphanumeric value of 15 characters in length can be entered for both the Released By and Released To data fields. There is no validation invoked by the application in this scenario. Default Work Order Phase Block Completing the Work Order and Phase information in the Default Work Order and Phase block will automatically assign all transactions to the Work Order and Phase that is specified in these data fields for all line items that are added to the Counter Release transaction. Load Pick Tickets The Load Pick Tickets button activates a search criteria screen where filtering criteria is processed to ensure that only Pick Ticket transactions for the selected Warehouse will be displayed and available for selection as Line Items for the Counter Release. Note: The originating Pick Tickets must be saved in a FINALIZED status before they are available to be electronically processed into a Counter Release transaction. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 22

23 When the Load Pick Ticket function has been processed for the Warehouse, all Pick Tickets available for the Warehouse that is specified in the Reference and Warehouse Block will be displayed. After the appropriate Pick Ticket transaction selections are made, selecting the Green Done Flag icon will automatically populate the Counter release Line Items detail for the Counter Release. Line Item Details Line Items can be added to the Counter Release by selecting the Green Plus Icon. Each Line Item requires the specification of the Warehouse Part/Bin, Work Order/Phase, and the Release Quantity. Note: A Counter Release can also be processed against specific account distribution via the View/Select Account Setup screen. Counter Release Report The Counter Release receipt can be printed and disbursed to the Released To person for reporting, Counter Return and audit purposes. Selecting the Print icon will display the Counter Release Report Screen. Select the 60-COUNTER RELSE RECEIPT report option as the desired report. Select the print icon on the BIRT Report Viewer screen. Select PDF as the report format, and select your local or desired printer. After you have finished with the report screen, close out by clicking the red X in the upper right-hand corner of the screen. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 23

24 Chapter 2, Part 2: Counter Release to Work Order Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an Inventory Counter Release record that is processed against a Default Work Order/Phase. There are red highlight shapes on some views to indicate a specific location or icon to be used. Counter Release To Work Order Screen 1. Click the New icon to enter a Counter Release. 2. The Counter Release screen is presented in entry mode. 3. Enter a detailed Description for the Counter Release transaction. 4. Specify the Warehouse by selecting the Warehouse Zoom icon. 5. The Warehouse Definition screen is displayed. 6. Click to select the Warehouse. 7. Specify the Released By (Shop_Person) value by selecting the Released By Zoom icon. Note: The Employee ID list available for selection will be filtered for only those Employee ID that have associated Security Role permissions defined for the Warehouse specified on the Counter Release Record. 8. The Employee screen is displayed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 24

25 9. Click to select the Employee ID value. 10. Specify the Released To (Shop_Person) value by selecting the Released To Zoom icon. Note: The Employee ID list available for selection will be filtered for only the Employee ID records that have associated Security Role permissions defined for the Warehouse specified on the Counter Release Record. 11. The Employee screen is displayed. 12. Click to select the Employee ID value. 13. Specify the Default Work Order and Phase value by selecting the Work Order Zoom icon. 14. The Work Order Search Screen is displayed. 15. Specify any work Order search criteria and select the Execute Search icon to process the query. 16. The Default Work Order search results are displayed 17. Click to select the Work Order value. Note: If there is only one (1) Work Order Phase associated to the Work Order that you selected the Phase value will automatically default upon selection of the Work order. 18. Select the Green Plus Add Line Item icon to add a Line Item. 19. The Counter Release Line Item screen is displayed 20. Specify the Inventory Profile Part by selecting the Part Zoom icon. 21. The Inventory Profile Part Profile screen is displayed. 22. Specify any Inventory Part Profile search criteria and select the Execute Search icon to process the query. 23. The Inventory Part search results are displayed. 24. Click to select the Inventory Part. Note: If there is only one (1) Warehouse bin defined for the Warehouse Inventory Part, the Bin value will automatically default upon selection of the Warehouse Inventory Part. 25. Specify the Release Quantity. 26. Click the Add Line Item icon (green plus sign), to add a 2 nd line item. 27. Repeat the process as required. 28. Select the Green Done Flag icon to return to the Counter Release screen. 29. Select the Save Icon to save the completed Counter Release record. Note: Upon saving the Counter Release transaction, the Warehouse and Enterprise Inventory quantity and value is decremented according the released quantities and total costs for the transaction and the Work Order Phase material costs are incremented accordingly. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 25

26 Chapter 2, Part 3: Counter Release to Pick Ticket Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an Inventory Counter Release record that is processed against a Pick Ticket that has been saved in a FINALIZED status. There are red highlight shapes on some views to indicate a specific location or icon to be used. Counter Release To Pick Ticket Screen 1. Click the New icon to enter a Counter Release. 2. The Counter Release screen is presented in entry mode. 3. Enter a detailed Description for the Counter Release transaction. 4. Select the Load Pick Tickets button. 5. The Load Pick tickets screen is displayed. Note: Only those Pick Tickets that have been saved in a FINALIZED status are available for selection. 6. Select the Transaction Line Items to be processed for the Counter Release. Note: Typically Counter releases are grouped by Work Order/Phase to eliminate confusion and to ensure that the technician receives all of the Parts required to perform all of the tasks required to complete the Work Order/Phase. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 26

27 7. Select the Green done Flag icon to return to the Counter Release Screen 8. Specify the Released By (Shop_Person) value by selecting the Released By Zoom icon. Note: The Employee ID list available for selection will be filtered for only those Employee ID that have associated Security Role permissions defined for the Warehouse specified on the Counter Release Record. 9. The Employee screen is displayed. 10. Click to select the Employee ID value. 11. Specify the Released To (Shop_Person) value by selecting the Released To Zoom icon. Note: The Employee ID list available for selection will be filtered for only the Employee ID records that have associated Security Role permissions defined for the Warehouse specified on the Counter Release Record. 12. The Employee screen is displayed. 13. Click to select the Employee ID value. 14. Select the Save icon to save the completed Counter Release record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 27

28 Chapter 3, Part 1: Counter Return Conceptual Guide This chapter of the User Guide, details the Counter Return. The Counter Return screen is presented, followed by a conceptual explanation for each block (functional section) in the Counter Return screen. Next a Step-By-Step guide is offered, which can help an end user of the system to quickly enter all necessary information and then save an Inventory Warehouse Counter Return. The Inventory Counter Return screen is used to define a return of warehouse inventory materials to a Work Order/Phase. The Accounting information will be derived from the Work Order Phase or a specific Account and Sub Code combination from the originating Warehouse Inventory Counter Release transaction. Inventory Counter Return Screen Transaction Block The Inventory Counter Return Transaction number uniquely identifies the originating Inventory Counter Release record. The originating Inventory Counter Release Transaction should be the transaction that the Counter Return is processed against to ensure correct processing of transactions against the Work Order/Phase material costs and the replenishment of the correct quantity and unit price of the Warehouse Inventory and Enterprise values. The Counter Return Description field is used populated based on the Counter Release transaction description but can be edited to provide additional detail regarding the Counter Return transaction. Standardized conventions should be utilized for Counter Release/Return Descriptions to facilitate AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 28

29 consistent ad hoc query searching procedures for Counter Releases/Returns by Counter Release/Return Description. Reference and Warehouse Block The Reference and Warehouse block contains information concerning the Warehouse from which the Counter Return will be processed. An additional field for completing data for an external reference number is also provided. The Total Cost field reflects the sum of all Counter Return Line Items for the Counter Return Transaction. Release Persons Block The Release Persons Information Block contains the information for both the Released By and Released To parties. The validation of the data fields is dependent upon the System Flag setting for the specific Warehouse from which the Counter Return is being processed against. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen, the Released By Shop Person value available for selection will be validated against those individuals who have the appropriate Security Roles that are associated to the Warehouse Security for the Warehouse that the parts are to be released from. The Released To Shop Person value available for selection will be validated against the Shop /Shop Person values for the Shop that is assigned to the Work Order Phase. If the Disable Release/Returned to Validation flag has been set to Yes in the Warehouse Definition screen an alphanumeric value of 15 characters in length can be entered for both the Released By and Released To data fields. There is no validation invoked by the application in this scenario. Return Persons Default Block The Return Persons Default Information Block contains the information for both the Returned By and Returned To parties. The validation of the data fields is dependent upon the System Flag setting for the specific Warehouse from which the Counter Return is being processed against. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen, the Returned To Shop Person value available for selection will be validated against those individuals who have been designated as Employee Type of Shop Person in the Employee Profile table. The Returned To Shop Persons value available for selection will be validated against those individuals who have the appropriate Security Roles that are associated to the Warehouse Security for the Warehouse that the parts are to be returned to If the Disable Release/Returned to Validation flag has been set to Yes in the Warehouse Definition screen an alphanumeric value of 15 characters in length can be entered for both the Released By and Released To data fields. There is no validation invoked by the application in this scenario. Default Work Order Phase Block Completing the Work Order and Phase information in the Default Work Order and Phase block will automatically assign all transactions to the Work Order and Phase that is specified in these data fields for all line items that are added to the Counter Return transaction. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 29

30 Line Item Details Line Items can be added to the Counter Return by selecting the Green Plus Icon. Each Line Item requires the specification of the Warehouse Part/Bin, Work Order/Phase, and the Release Quantity. Note: A Counter Return can also be processed against specific account distribution via the View/Select Account Setup screen. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 30

31 Chapter 3, Part 2: Counter Return Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an Inventory Counter Return record. There are red highlight shapes on some views to indicate a specific location or icon to be used. Inventory Counter Return Screen 1. Click on the New icon to create a new Counter Return record. 2. The Counter Release Transaction Search screen is displayed. 3. Enter the Counter Release Transaction Number or specify any of the additional Counter Release Transaction Search criteria items to identify the originating Counter Release Transaction for which you wish to return Warehouse Inventory Parts. 4. The Counter Release Eligible Transactions screen is displayed 5. Click to select the Counter Release Transaction value. 6. The Counter Return Screen is displayed. All detail for the Counter Return and the Line Items detail is displayed for the data elements of the originating Counter Release Transaction. 7. Enter the Returned By (required) value by selecting the Employee ID value for the individual returning the Warehouse Inventory Part(s). AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 31

32 8. Enter the Returned To (required) value by selecting the Employee ID. The data selected will be validated against those individuals who have the appropriate Security Roles that are associated to the Warehouse Security for the Warehouse that the parts are to be released from. 9. Select the Return All icon to return all of the parts for every Line Item detail for the originating Counter Release transaction 10. Select a specific Line sequence number if a subset of a specific released Part quantity is to be returned to the warehouse. The counter Return Line Item screen is displayed. 11. Specify the Return Quantity by entering the number of the Parts that are being returned. Note: The Returned Quantity must be equal to or less than the original Counter Release Line Item quantity. 12. Select the green Done Icon to return to the Counter Return screen. 13. Select the Save icon to complete the Counter Return transaction. Upon saving the Counter Return Transaction, the Material Costs are deducted from the Work Order Phase and Warehouse quantities are incremented accordingly. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 32

33 Chapter 4, Part 1: Pick Ticket Conceptual Guide This chapter of the User Guide, details the Pick Ticket screen. The Pick Ticket screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a Step-By-Step guide is offered, which can help an end user of the system to quickly create a Pick Ticket Transaction. Pick Tickets provide the functionality to process Material Requests that have been saved in a FINALIZED status electronically into Pick Tickets. Pick Tickets, like Material Requests, are Warehouse based transactions. Pick tickets can also be created and saved in a finalized status independently from Material Request transactions. Pick Tickets that have been saved in a FINALIZED status can also be electronically processed into Inventory Counter Release records. Pick Ticket Screen Transaction Block The Inventory Pick Ticket Transaction number uniquely identifies the Pick Ticket transaction record. The Pick Ticket Transaction number is a system generated counter that is automatically incremented with each Pick Ticket transaction. The Counter Release Description field is used to provide a detailed description of the Counter Release Transaction. Standardized conventions should be utilized for Counter Release Descriptions to facilitate consistent ad hoc query searching procedures for Counter Releases by Counter Release Description. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 33

34 Status and Warehouse Block The Status and Warehouse block contains information concerning the Warehouse from which the Pick Ticket will be processed. Additional fields for specifying the Date Needed and Time Needed for the requested Warehouse Inventory materials is also required in this screen Work Order and Phase Block The Release Persons Information Block contains the information for both the Released By and Released To parties. The validation of the data fields is dependent upon the System Flag setting for the specific Warehouse from which the Counter Release is being processed against. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen, the Released By Shop Person value available for selection will be validated against those individuals who have the appropriate Security Roles that are associated to the Warehouse Security for the Warehouse that the parts are to be released from. The Released To Shop Person value available for selection will be validated against the Shop /Shop Person values for the Shop that is assigned to the Work Order Phase. If the Disable Release/Returned to Validation flag has been set to No in the Warehouse Definition screen an alphanumeric value of 15 characters in length can be entered for both the Released By and Released To data fields. There is no validation invoked by the application in this scenario. Location Hierarchy Block Completing the Work Order and Phase information in the Default Work Order and Phase block will automatically assign all transactions to the Work Order and Phase that is specified in these data fields for all line items that are added to the Counter Release transaction. Load Material Request The Load Pick Tickets button activates a search criteria screen where filtering criteria is processed to ensure that only Pick Ticket transactions for the selected Warehouse will be displayed and available for selection as Line Items for the Counter Release. Note: The originating Pick Tickets must be saved in a FINALIZED status before they are available to be electronically processed into a Counter Release transaction. When the Load Pick Ticket function has been processed for the Warehouse, all Pick Tickets available for the Warehouse that is specified in the Reference and Warehouse Block will be displayed. After the appropriate Pick Ticket transaction selections are made, selecting the Green Done Flag icon will automatically populate the Counter release Line Items detail for the Counter Release. Line Item Details Line Items can be added to the Pick Ticket by selecting the Green Plus Add Line Item Icon. Each Pick Ticket Line Item requires the specification of the Warehouse Part/Bin and the Release Quantity. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 34

35 Chapter 4, Part 2: Pick Ticket From Default Work Order Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a Pick Ticket record that is processed for a Work Order/Phase. There are red highlight shapes on some views to indicate a specific location or icon to be used. Pick Ticket To Work Order Screen 1. Click on the New icon to create a new Pick Ticket record. 2. The Pick Ticket transaction screen is displayed. 3. The Pick Ticket Transaction number is automatically generated by the system upon creation of the Pick Ticket record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Pick Ticket Status is automatically set to OPEN upon creation of the Pick Ticket record. 4. Enter the Pick Ticket Description (optional). The Pick Ticket Description can be any alphanumeric string up to 255 characters in length. 5. Specify the Warehouse by selecting the Warehouse Zoom icon. 6. The Warehouse Definition screen is displayed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 35

36 7. Click to select the Warehouse. 8. Enter the Date Needed value (required) by either specifying or selecting the date value using the Calendar Control function on the form. 9. Enter the Time Needed value (required) to complete the Date/Time requirements for Inventory Part availability. Note: If the Pick Ticket Date needed date is for the same day during which the Pick ticket has been created, the Time Needed value must be greater that the Date Created time Stamp upon Save of the Pick Ticket Transaction. 10. Specify the Work Order and Phase value by selecting the Work Order Zoom icon. 11. The Work Order Search Screen is displayed. 12. Specify any Work Order search criteria and select the Execute Search icon to process the query. 13. The Work Order search results are displayed. 14. Click to select the Work Order value. Note: If there is only one (1) Work Order Phase associated to the Work Order that you selected, the Phase value will automatically default upon selection of the Work order. 15. Specify the Region value by selecting the Region zoom icon. 16. The Region Screen is displayed 17. Click to Select the Region value 18. The Facility screen is displayed. The Facility Screen displays the filtered list of values available for selection that correspond to the Region code value that has been selected. 19. The Property Screen is displayed. The Property Screen displays the filtered list of values available for selection that correspond to the Region/Facility Code values that have been selected. 20. Click to select the Property value. 21. The Location screen is displayed. The Location Screen displays the filtered list of values available for selection that correspond to the Region/Facility/Property Code values that have been selected. 22. Click to select the Location (Room) value (optional). 23. Click the Add Line Item icon on the Line Item bar to add Pick Ticket Line items. 24. The Pick Ticket Line item screen is displayed. 30. Specify the Inventory Profile Part by selecting the Part Zoom icon. 31. The Inventory Profile Part Profile screen is displayed. 32. Specify any Inventory Part Profile search criteria and select the Execute Search icon to process the query. 33. The Inventory Part search results are displayed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 36

37 34. Click to select the Inventory Part. Note: If there is only one (1) Warehouse bin defined for the Warehouse Inventory Part, the Bin value will automatically default upon selection of the Warehouse Inventory Part. 35. Specify the Requested Quantity 36. Click the Add Line Item icon (green plus sign), to add a 2 nd line item. 37. Repeat the process as required. 38. Select the Green Done Flag icon to return to the Pick Ticket screen. 39. If no other Pick Ticket Line Items are to be added to the Pick Ticket transaction, Edit the Pick Ticket Status Code to finalized by selecting the Pick Ticket Status Zoom Icon. 40. The Pick Ticket Status Code screen is displayed. 41. Click to select the FINALIZED Pick Ticket Status code. 42. Select the Save Icon to save the completed Pick Ticket record. Note: Upon saving the Pick Ticket with a FINALIZED Status Code, the Pick Ticket Transaction becomes available to be electronically processed into an Inventory Counter Release record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 37

38 Chapter 4, Part 3: Pick Ticket From Material Request Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a Pick Ticket record that is electronically processed for a FINALIZED Material Request. There are red highlight shapes on some views to indicate a specific location or icon to be used. Pick Ticket To Material Request Screen 1. Click on the New icon to create a new Pick Ticket record. 2. The Pick Ticket transaction screen is displayed. 3. The Pick Ticket Transaction number is automatically generated by the system upon creation of the Pick Ticket record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Pick Ticket Status is automatically set to OPEN upon creation of the Pick Ticket record. 4. Enter the Pick Ticket Description (optional). The Pick Ticket Description can be any alphanumeric string up to 255 characters in length. 5. Specify the Warehouse by selecting the Warehouse Zoom icon. 6. The Warehouse Definition screen is displayed. 7. Click to select the Warehouse. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 38

39 8. Enter the Date Needed value (required) by either specifying or selecting the date value using the Calendar Control function on the form. 9. Enter the Time Needed value (required) to complete the Date/Time requirements for Inventory Part availability. Note: If the Pick Ticket Date needed date is for the same day during which the Pick ticket has been created, the Time Needed value must be greater that the Date Created time Stamp upon Save of the Pick Ticket Transaction. 10. Specify the Work Order and Phase value by selecting the Work Order Zoom icon. 11. The Work Order Search Screen is displayed. 12. Specify any Work Order search criteria and select the Execute Search icon to process the query. 13. The Work Order search results are displayed. 14. Click to select the Work Order value. Note: If there is only one (1) Work Order Phase associated to the Work Order that you selected, the Phase value will automatically default upon selection of the Work order. 15. The Location information Block values will automatically populate based on the values that were assigned for the Work Order/Phase values for the work order/phase that was selected in the Work Order Information Block. 16. Select the Load Material Request button to display all material Requests for the Warehouse that has been saved in a FINALIZED status. 15. The Load Material Request screen is displayed. Note: Only those Material Requests that have been saved in a FINALIZED status are available for selection. 16. Select the Transaction Line Items to be processed for the Pick Ticket. Note: Typically Pick Tickets are grouped by Work Order/Phase to eliminate confusion and to ensure that the warehouse technician Picks all of the Parts required to perform all of the tasks required to complete the Work Order/Phase. 17. Select the Green done Flag icon to return to the Pick Ticket Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 39

40 18. If no other Pick Ticket Line Items are to be added to the Pick Ticket transaction, Edit the Pick Ticket Status Code to finalized by selecting the Pick Ticket Status Zoom Icon. 19. The Pick Ticket Status Code screen is displayed. 20. Click to select the FINALIZED Pick Ticket Status code. 21. Select the Save Icon to save the completed Pick Ticket record. Note: Upon saving the Pick Ticket with a FINALIZED Status Code, the Pick Ticket Transaction becomes available to be electronically processed into an Inventory Counter Release record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 40

41 Chapter 5, Part 1: Warehouse Transfer Conceptual Guide This chapter of the User Guide, details the Warehouse Transfer function. The Warehouse Transfer screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a step-by-step guide is offered, which can help an end user of the system to quickly complete a Warehouse Transfer transaction. Warehouses Transfers are used to transfer Inventory Parts from one Warehouse to another. Warehouse transfers are typically used to move Inventory Stock from a Central Warehouse location to satellite warehouses that might exist across the enterprise. Warehouse Transfer Screen Transaction block The Warehouse Transfer Transaction number uniquely identifies the Warehouse Transfer transaction record. The Warehouse Transfer Transaction number is a system generated counter that is automatically incremented with each Warehouse Transfer transaction. The Warehouse Transfer Description field is used to provide a detailed description of the Warehouse Transfer Transaction. Standardized conventions should be utilized for Warehouse Transfer Descriptions to facilitate consistent ad hoc query searching procedures for Warehouse Transfers by Warehouse Transfer Description.. The Transaction Block also displays the Editor (Login ID) and the Edit Date and Time Stamp detailing when the record was last edited AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 41

42 Cost Information Block The Warehouse Transfer cost information block displays the total Shipping Cost and the Total cost of all Line items contained in the Warehouse Transfer. Warehouse Block The Warehouse Information Block contains the data elements for the Sending Warehouse (required) and Receiving Warehouse (required). Line Items Detail Block The Line Items Detail section contains the individual Inventory Part detail for the inventory stock items that are being transferred from the Sending Warehouse to the Receiving Warehouse. The Line Items detail records contain information for the Line Sequence, Part, Part Description, Inventory Unit of Measure (UOM), Source Bin, Target Bin, Quantity and Inventory Part Unit Cost. Chapter 5, Part 2: Warehouse Transfer Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a Warehouse Transfer record. There are red highlight shapes on some views to indicate a specific location or icon to be used. 1. Click on the New icon to create a new Warehouse Transfer record. 2. Enter the Warehouse Transfer Description (optional). The Warehouse Description can be any alpha-numeric string up to 255 characters in length. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 42

43 3. Enter the Shipping Cost (optional) that is associated with the Warehouse Transfer transaction. 4. Specify the Sending Warehouse by selecting the Sending Warehouse Zoom icon. 5. The Warehouse Definition list is displayed. 6. Click to select the Sending Warehouse value. 7. Specify the Receiving Warehouse by selecting the Receiving Warehouse Zoom icon. 8. The Warehouse Definition list is displayed 9. Click to select the Receiving Warehouse value. 10. Select the Green Add Line item icon to add Warehouse Transfer Line item detail records. The Line Item Number is automatically generated by the system. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. 11. The Warehouse Transfer Line Item screen is displayed. 12. Specify the Inventory Profile Part by selecting the Part Zoom icon. 13. The Inventory Profile Part Profile screen is displayed. 14. Specify any Inventory Part Profile search criteria and select the Execute Search icon to process the query. 15. The Inventory Part search results are displayed. 16. Click to select the Inventory Part. Upon selection of the Inventory Part, the Inventory Unit Of Measure (UOM), the Unit Cost, and the Quantity On Hand values are automatically populated by the system. The Source Bin in the Bins Information Block value is also automatically populated upon selection of the Inventory Part. 17. Specify the Receiving Warehouse Bin by selecting the Target bin Zoom icon. 18. The Warehouse Definition list is displayed. 19. Click to select the Receiving Warehouse Bin value. 20. Select the Green Done Flag icon to return to the Warehouse Transfer Screen. 21. Select the Save icon to save the completed Warehouse Transfer transaction AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 43

44 Chapter 6, Part 1: Inventory Adjustment Conceptual Guide This chapter of the User Guide, details the Inventory Adjustment function. The Inventory Adjustment screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a Step-By-Step guide is offered, which can help an end user of the system to quickly complete an Inventory Adjustment transaction. Inventory Adjustment transactions are processed by Warehouse and Warehouse Part/Bin. It is possible separate warehouses to have different Warehouse Bin Definitions and Unit Costs for the same Inventory Part Profile record Inventory Adjustments are used to adjust Warehouse Inventory Unit Costs and/or Warehouse Part/Bin Quantities. The Warehouse Inventory unit price can be adjusted positively or negatively as a result of a unit price increase or decrease. The Warehouse Inventory stock quantity on hand can also be adjusted positively or negatively as a result of the addition of a new Part into the Warehouse inventory (Price and Quantity Adjustment) or the results of an Inventory Physical Count. There are three (3) scenarios under which an Inventory Adjustment Transaction can be made: 1. Initial Entry Adjustment: Both the Warehouse Unit Cost and Warehouse Quantity on Hand can be entered for a new Warehouse Inventory Part 2. Quantity Adjustment: The Warehouse quantity On Hand is adjusted either positively or negatively based on a Warehouse Inventory count 3. Cost Adjustment: The Warehouse Unit Cost for the Warehouse Inventory is adjusted either positively or negatively based on a unit price increase or decrease. Inventory Adjustment Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 44

45 Transaction block The Inventory Adjustment Transaction number uniquely identifies the Warehouse Inventory Adjustment transaction record. The Warehouse Inventory Adjustment transaction number is a system generated counter that is automatically incremented with each Warehouse Inventory Adjustment transaction. The Warehouse Inventory Adjustment Description field is used to provide a detailed description of the Warehouse Inventory Adjustment Transaction. Standardized conventions should be utilized for Warehouse Inventory Adjustment Descriptions to facilitate consistent ad hoc query searching procedures for Warehouse Inventory Adjustment by Warehouse Inventory Adjustment Description. The Transaction Block also displays the Editor (Login ID) and the Edit Date and Time Stamp detailing when the record was last edited Transaction Type Block The Transaction Type Block displays the Transaction Type for the Inventory Adjustment transaction. The default value is always Inventory Adjustment Part Block The Part block is used to display the warehouse detail for the Warehouse Inventory Adjustment transaction. The Warehouse designation details what warehouse the inventory part is located in and filters the list of warehouse inventory parts available for adjustment. The Inventory Part and its associated Warehouse Bin is also displayed as well as the current warehouse unit cost and the current warehouse quantity. For an Initial Entry Inventory Adjustment both the current warehouse unit cost and the current warehouse quantity will be zero. Adjustment Block The Adjustment block is used to define the new Warehouse Unit Cost and the new Warehouse Bin Quantity. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 45

46 Chapter 6, Part 2: Initial Entry Inventory Adjustment Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an Initial Inventory Adjustment record. There are red highlight shapes on some views to indicate a specific location or icon to be used. Initial Entry Inventory Adjustment Screen 1. Click on the New icon to create a new Warehouse Inventory Adjustment record. 2. The Inventory Adjustment Transaction Type Screen is displayed. 3. Select Initial Entry to process an initial Warehouse Inventory Adjustment (Initial unit cost and Initial quantity). 4. Select the Blue Arrow Next icon to progress to the next screen. 5. The Inventory Adjustment Screen is displayed. 6. The Inventory Adjustment Transaction is automatically generated by the system upon creation of the Inventory Adjustment record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Transaction Type is automatically displayed as INVENTORY ADJUSTMENT 7. Enter the Inventory Adjustment Description. The Warehouse Inventory Adjustment Description can be any alpha-numeric string up to 255 characters in length. 8. Specify the Warehouse by selecting the Warehouse Zoom icon. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 46

47 9. The Warehouse Definition list is displayed. 10. Click to select the Warehouse value. 11. Specify the Part by selecting the Part Zoom icon. 12. The Warehouse Inventory Part Profile list is displayed. 13. Specify any Inventory Part Profile search and select the Execute Search icon to process the query. 14. The Inventory Part Profile list is displayed. 15. Click to select the Part value. The Bin value will be automatically populated upon specification of the Warehouse and selection of the Part values. Current Unit Cost and Current Quantity values are displayed as respectively. 16. Specify the initial Unit Cost Unit Cost in for the Warehouse Part in the Unit Cost field of the Adjustment Block 17. Specify the initial Warehouse Stock quantity for the Warehouse Part in the Quantity field of the Adjustment Block 18. Select the Save icon to complete the Inventory Adjustment transaction. Upon saving the Inventory Adjustment Transaction, the Enterprise and Warehouse Inventory quantities and unit costs are incremented. Chapter 6, Part 3: Unit Cost Inventory Adjustment Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a Unit Cost based Inventory Adjustment record. There are red highlight shapes on some views to indicate a specific location or icon to be used. The Inventory Part Profile record for the Inventory Part and the Warehouse Bin/Part Definition for the Warehouse must be completed before an Initial Inventory Adjustment can be completed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 47

48 Unit Cost Inventory Adjustment Screen 1. Click on the New icon to create a new Warehouse Inventory Adjustment record. 2. The Inventory Adjustment Transaction Type Screen is displayed. 3. Select Cost to process unit cost Warehouse Inventory. 4. Select the Blue Arrow Next icon to progress to the next screen. 5. The Inventory Adjustment Screen is displayed. 6. The Inventory Adjustment Transaction is automatically generated by the system upon creation of the Inventory Adjustment record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Transaction Type is automatically displayed as INVENTORY ADJUSTMENT 7. Enter the Inventory Adjustment Description. The Warehouse Inventory Adjustment Description can be any alpha-numeric string up to 255 characters in length. 8. Specify the Warehouse by selecting the Warehouse Zoom icon. 9. The Warehouse Definition list is displayed. 10. Click to select the Warehouse value. 11. Specify the Part by selecting the Part Zoom icon. 12. The Warehouse Inventory Part Profile list is displayed. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 48

49 13. Specify any Inventory Part Profile search and select the Execute Search icon to process the query. 14. The Inventory Part Profile list is displayed. 15. Click to select the Part value. The Warehouse Bin value will be automatically populated upon specification of the Warehouse and selection of the Warehouse Inventory Part values. Current Unit Cost and Current Quantity values are displayed. 16. Specify the new Unit Cost in for the Warehouse Part in the Unit cost field of the Adjustment Block 17. Select the Save icon to complete the Inventory Adjustment transaction. Upon saving the Inventory Adjustment Transaction, the Enterprise and Warehouse Inventory quantities and unit costs are incremented. Chapter 6, Part 4: Quantity Inventory Adjustment Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving a Quantity based Inventory Adjustment record. There are red highlight shapes on some views to indicate a specific location or icon to be used. Quantity Inventory Adjustment Screen 1. Click on the New icon to create a new Warehouse Inventory Adjustment record. 2. The Inventory Adjustment Transaction Type Screen is displayed. 3. Select Cost to process unit cost Warehouse Inventory. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 49

50 4. Select the Blue Arrow Next icon to progress to the next screen. 5. The Inventory Adjustment Screen is displayed. 6. The Inventory Adjustment Transaction is automatically generated by the system upon creation of the Inventory Adjustment record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Transaction Type is automatically displayed as INVENTORY ADJUSTMENT 7. Enter the Inventory Adjustment Description. The Warehouse Inventory Adjustment Description can be any alpha-numeric string up to 255 characters in length. 8. Specify the Warehouse by selecting the Warehouse Zoom icon. 9. The Warehouse Definition list is displayed. 10. Click to select the Warehouse value. 11. Specify the Part by selecting the Part Zoom icon. 12. The Warehouse Inventory Part Profile list is displayed. 13. Specify any Inventory Part Profile search and select the Execute Search icon to process the query. 14. The Inventory Part Profile list is displayed. 15. Click to select the Part value. The Warehouse Bin value will be automatically populated upon specification of the Warehouse and selection of the Warehouse Inventory Part values. Current Unit Cost and Current Quantity values are displayed. 16. Specify the new Quantity in for the Warehouse Part in the Quantity field of the Adjustment Block 17. Select the Save icon to complete the Inventory Adjustment transaction. Upon saving the Inventory Adjustment Transaction, the Enterprise and Warehouse Inventory quantities and unit costs are incremented. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 50

51 Chapter 7, Part 1: External Inventory Adjustment Conceptual Guide This chapter of the User Guide, details the External Inventory Adjustment function. The External Inventory Adjustment screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a Step-By-Step guide is offered, which can help an end user of the system to quickly complete an External Inventory Adjustment transaction. External Inventory Adjustments are used to adjust Warehouse Inventory prices and quantities and are typically used to generate the records necessary to populate Warehouse Inventory Parts upon creation of a new Warehouse and also create the Vendor Catalog/Vendor Catalog Part records in the contract Administration Module External Inventory Adjustments is a two (2) step process: 1) Creating the External Inventory Adjustment transactions and 2) Approving the External Inventory Adjustment transactions. Note: External Inventory Adjustment transactions are not Posted until approved. External Inventory Adjustment Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 51

52 Transaction block The External Inventory Adjustment transaction number uniquely identifies the Warehouse External Inventory Adjustment transaction record. The Warehouse External Inventory Adjustment transaction number is a system generated counter that is automatically incremented with each Warehouse External Inventory Adjustment transaction. The Warehouse External Inventory Adjustment Description field is used to provide a detailed description of the Warehouse External Inventory Adjustment Transaction. Standardized conventions should be utilized for Warehouse External Inventory Adjustment Descriptions to facilitate consistent ad hoc query searching procedures for Warehouse External Inventory Adjustment by Warehouse External Inventory Adjustment Description. The Transaction Block also displays the Editor (Login ID) and the Edit Date and Time Stamp detailing when the record was last edited Posted Block The Posted block displays the Posted Status of the External Inventory Adjustment transaction. Upon creation of the External Inventory Adjustment transaction the Posted Status is automatically set to Not Posted. Upon approval of the External Inventory Adjustment transaction the Posted Status will be changed to Posted and the Post Date value will be populated with the External Inventory Adjustment Approval transaction date. Warehouse Block The Warehouse Block is used to display the Warehouse, Inventory Part Profile, Warehouse Bin, Unit Cost, and the Adjustment Quantity for the External Inventory Adjustment transaction. Note: The Inventory Part Profile and the associated Warehouse Part/Bin Definition records must be created prior to completing an External Inventory Adjustment transaction. Vendor Block The Vendor Block is used to define the Contractor (Vendor), Contractor Address Code, the Vendor Part Number, the Vendor Unit of Measure (UOM), and the External Inventory Adjustment Vendor Quantity. Shop Block The Optional Shop Block data fields are used to define the Shop, Shop Person, Work Code Group and associated Work Code. The Shop value is automatically populated upon selection of the Shop Person value. The Work Code Group value (if associated to a Work Code) is automatically populated upon selection of the Work Code value. Payment Block The Payment Block data fields are used to define additional data elements for a Purchase order transactions. The data fields include reference information for the Requisition Number, Cash Transaction, Batch Number, PO Code, Payment Date, Invoice Number, and Invoice Date. Note: The field data for these data elements is informational only; there is no validation against any AiM module tables relative to the External Inventory Adjustment or Purchase order transactions. The data elements may potentially be populated via electronic interface for reporting purposes. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 52

53 Chapter 7, Part 2: External Inventory Adjustment Approval Conceptual Guide This chapter of the User Guide, details the External Inventory Adjustment Approval function. The External Inventory Adjustment Approval screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a step-by-step guide is offered, which can help an end user of the system, to quickly review the available transactions and approve or reject an External Inventory Adjustment Approval transaction. The External Inventory Adjustment Approval screen is used to approve External Inventory Adjustment transactions. External Inventory Adjustment Approval is based on Security Roles, assigned at the Warehouse Security setup screen in the Inventory Management module. External Inventory Adjustment Approval Screen Select All Checkbox The Select All Checkbox allows the External Inventory Adjustment Approver to flag all returned search result records for approval. Detail Block (Less Detail) The Less Detail view of the Detail Block simply shows the Warehouse, External Inventory Adjustment Transaction Count, and the Total Cost of all External Inventory Adjustment Transactions, by Warehouse, AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 53

54 as a result of the search criteria that was specified in the External Inventory Adjustment Approval Search Criteria screen. Selecting the More Detail link above will display more information about the work order/phase. If no External Inventory Adjustment Approval Search Criteria was specified, all External Inventory Adjustment Transactions for all Warehouses will be displayed. Detail Block (More Detail) Selecting the More Detail link will display the External Inventory Adjustment Transaction Number, Inventory Part Profile Part Number, Inventory Part Profile Description, Warehouse Bin Location, External Inventory Adjustment Unit Cost, and the External Inventory Adjustment Quantity. Approval Icon Selecting the Approval icon will approve all selected records. Upon Approval of the selected records, the transactions will be written to the database. Reject Icon Selecting the Reject icon will reject the selected External Inventory Adjustment transactions. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 54

55 Chapter 7, Part 3: External Inventory Adjustment Entry Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an External Inventory Adjustment record. There are red highlight shapes on some views to indicate a specific location or icon to be used. External Inventory Adjustment Screen 1. Click on the New icon to create a new External Inventory Adjustment record. 2. The External Inventory Adjustment Screen is displayed. 3. The External Inventory Adjustment Transaction number is automatically generated by the system upon creation of the External Inventory Adjustment record. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Posted Flag is automatically displayed as Not Posted AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 55

56 4. Enter the External Inventory Adjustment Description. The External Inventory Adjustment Description can be any alpha-numeric string up to 255 characters in length. 5. Specify the Warehouse by selecting the Warehouse Zoom icon. 6. The Warehouse Definition list is displayed. 7. Click to select the Warehouse value. 8. Specify the Part by selecting the Part Zoom icon. 9. The Warehouse Inventory Part Profile list is displayed. AiM User Guide 10. Specify any Inventory Part Profile search criteria and select the Execute Search icon to process the query. 11. The Inventory Part Profile list is displayed. 12. Click to select the Part value. The Warehouse Bin value will be automatically populated upon specification of the Warehouse and selection of the Warehouse Inventory Part values. 13. Specify the External Inventory Adjustment Unit Cost in the Unit Cost field of the External Inventory Adjustment Warehouse Block 14. Specify the External Inventory Adjustment Quantity in for the Warehouse Part in the Quantity field of the External Inventory Adjustment Warehouse Block 15. Specify the Contractor by selecting the Contractor Zoom icon. 16. The Contractor Search screen is displayed. 17. Specify any Search search criteria and select the Execute Search icon to process the query. 18. Click to select the Contractor value 19. The Address Code list is displayed. 20. Click to Select the Address Code value 21. Specify the Vendor part Number to create a new entry in the Vendor Catalog/Vendor Catalog Part tables. 22. Specify the Vendor Unit of Measure (UOM) for the Vendor Part 23. Specify the Vendor Quantity 24. Select the Save icon to complete the Inventory Adjustment transaction. Upon saving the Inventory Adjustment Transaction, the Enterprise and Warehouse Inventory quantities and unit costs are incremented. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 56

57 Chapter 7, Part 3: External Inventory Adjustment Approval Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving an External Inventory Adjustment Approval transaction. There are red highlight shapes on some views to indicate a specific location or icon to be used. External Inventory Adjustment Approval Screen 1. Select External Inventory Adjustment Approval from the Inventory Menu. 2. The External Inventory Adjustment Search Criteria specification screen is displayed. 3. Specify the search criteria as desired. 4. Select the Execute Search icon to process the query. If no search criteria is specified all External Inventory Adjustment Transactions that have not been Approved/Rejected will be displayed. 5. The External Inventory Adjustment Approval Screen is displayed. 6. There are two options available to flag External Inventory Adjustment transactions for approval: 1) Select the Select All checkbox to Flag all the records displayed on the screen for Approval or 2) Individually select (or deselect) the External Inventory Adjustment transactions for approval. If additional detail is required for review prior to approval, selection of the More Detail link will expand the unapproved External Inventory Transaction entries and display additional line item detail for each unapproved record. Select the Less Detail link to display only summary data for each unapproved record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 57

58 7. Select the Approve Icon to approve the flagged External Inventory Adjustment records. (The flagged External Inventory Adjustment transactions could also be rejected by selecting the Reject icon). Transactions that have not been selected will not be processed and can be reviewed at a later date. 8. A message screen is displayed indicating the number of External Inventory Adjustment Transactions that have successfully approved or failed. Chapter 8, Part 1: Warehouse Bin Definition Conceptual Guide This chapter of the User Guide, details the Warehouse Bin Definition function. The Warehouse Bin Definition screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a step-by-step guide is offered, which details the process for creating a Warehouse Bin Definition record. The Warehouse Bin Definition screen is used to define the physical location of a Warehouse Bin and the Inventory Profile Part that it contains. There can only be one (1) Inventory Part contained in a Warehouse Bin. The same Inventory Part can be contained in several Warehouse Bins. Warehouse Bin Definition Screen Bin Definition Block AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 58

59 The Warehouse Bin Definition can be any alpha-numeric string up to 20 characters in length. The Warehouse Bin Definition should define the exact physical location of the Inventory Part in the Warehouse and should also be based on a standardized intelligent naming convention that is consistent for all Warehouse Bin Definitions for every Warehouse in the organization. The Warehouse Bin Definition cannot be edited once created. The Warehouse Bin Definition Description contains the description of the Warehouse Bin. The Warehouse Bin Description should provide the detail of the standardized Bin Definition code so that a Warehouse technician can easily physically locate the Warehouse Inventory Part in the Warehouse. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The system will automatically default the Active field to Yes upon initial entry of the Warehouse Bin Definition record. Active/Warehouse/Part Block Upon creation of a Warehouse Bin Definition record, the Active Flag is set to Yes. The Warehouse field defines the Warehouse for the Warehouse Bin and the Warehouse value will validate against the Warehouse(s) that have been defined in the Warehouse Definition screen. The Inventory Part Profile number defines the Part into the Warehouse and Warehouse Bin location. Only one (1) unique Inventory Part can be located in a Warehouse Bin while the same unique Inventory Part can reside in multiple unique Warehouse Bins. Quantities Block The quantity Information Block displays the current On-Hand quantity for the Warehouse as well as the information that is associated with Warehouse Inventory Management for the Minimum quantity; Maximum quantity; Reorder Level; Reorder Quantity; and Target Level. Target Level is another parameter that can be set to establish Warehouse Inventory Part stocking levels. Reordering in this scenario is always set to the Target Level quantity minus the On Hand Quantity. Target Level configuration settings and Min/Max/Reorder configuration settings are mutually exclusive. Target Level configuration settings cannot be used in conjunction with Minimum Quantity, Maximum Quantity, Reorder Level, and Reorder Quantity Bin/Part Configuration settings. Cycle Count Block The Cycle Count Information Block contains the information that will define the Physical Inventory Cycle Count parameters for perpetual inventory cycle counting for the Inventory Part/Bin combination within the specific Warehouse. Set the Bin Order by entering the number of the Bin. The Bin Order determines the Bin precedence of selection if a Warehouse Inventory Part is stored in multiple Warehouse Bins. The Cycle Code value will automatically populate with the Cycle Code value that was defined in the Inventory Part Profile record. The Cycle Count Start Date indicates the date for the Cycle Counts are to begin. The Cycle Count Frequency value indicates the frequency interval that the Warehouse Bin/Parts will be counted. The Cycle Count Frequency value will validate against the Frequency Definitions that have been established in the Preventive Maintenance Module Setup Frequency definition screen. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 59

60 Warehouse Bin Definition View / Select: Reorder By Month The Reorder By Month functionality allows the user to specify ordering details that might be associated with peak demand and seasonality inventory management issues. Monthly Reorder Level and Reorder Quantity options are available configuration parameters in this scree. There is also the ability to set Monthly Target Level Reorder quantities. Note: Reorder Level and Reorder Quantity is mutually exclusive of Target Level. Chapter 8, Part 2: Warehouse Bin Definition Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving Warehouse Bin/Part Definition record. There are red highlight shapes on some views to indicate a specific location or icon to be used. Warehouse Bin Definition Screen 1. Select Warehouse Bin Definition from the Inventory menu 2. Click on the New icon to create a new Warehouse Bin Definition record. 3. The Warehouse Bin Definition Screen is displayed. 4. Specify the Warehouse Bin Number. The Warehouse Bin Definition should define the exact physical location of the Inventory Part in the Warehouse. 5. Specify the Warehouse Bin Description. The Warehouse Bin Description should provide the detail of the standardized Bin Definition code so that a Warehouse technician can easily physically locate the Warehouse Inventory Part in the Warehouse. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 60

61 6. Set the Warehouse Bin Definition Active flag. The system will automatically default the Active field to Yes. 7. Specify the Warehouse by selecting the Warehouse Zoom icon. 8. The Warehouse Definition list is displayed. 9. Click to select the Warehouse value. 10. Specify the Part by selecting the Part Zoom icon. 11. The Warehouse Inventory Part Profile list is displayed. 12. Specify any Inventory Part Profile search criteria and select the Execute Search icon to process the query. 13. The Inventory Part Profile list is displayed. 14. Enter the Minimum Quantity value; it is the minimum quantity of parts threshold value before restocking is required. 15. Enter the Maximum Quantity Value; it is the maximum number of parts that can be in stock of the part for the Warehouse. 16. Enter the Reorder Level value; it is the stocking level of a Warehouse Inventory Part at which restocking occurs. 17. Enter the Reorder Quantity: it is the number of parts that will be re-ordered if the Inventory Reorder Generator functionality is used. The total of the Reorder Level plus the Reorder Quantity must be less than or equal to the Maximum Quantity. You will receive an error message if this configuration constraint is not satisfied. 18. Set the Bin Order by entering the number of the Bin. The Bin Order determines the Bin precedence of selection if a Warehouse Inventory Part is stored in multiple Warehouse Bins. For a single Bin Part combination, the Bin Order value should be set to The Cycle Code value will automatically with the Cycle Code value that was defined in the Inventory Part Profile record. 20. Specify the Cycle Count Start Date to define the date that will be used to begin cycle counting for the Warehouse Inventory Part. Cycle Counts are performed by Warehouse. Set the Cycle Count date by selecting the Start Date using the calendar control function. 21. Set the Cycle Count Frequency by selecting the Cycle Count Frequency value. The Cycle Count Frequency value will validate against the Frequency Definitions that have been established in the Preventive Maintenance Module Setup Frequency definition. 22. Specify the Cycle Count Frequency by selecting the Frequency Zoom icon. 23. The Frequency List is displayed. 24. Click to select the Frequency value. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 61

62 25. Select the Save icon to complete the Inventory Adjustment transaction. Upon saving the Inventory Adjustment Transaction, the Enterprise and Warehouse Inventory quantities and unit costs are incremented. Chapter 9, Part 1: Inventory Generator Conceptual Guide This chapter of the User Guide, details the Inventory Reorder Generator function. The Inventory Reorder Generator screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a step-by-step guide is offered, which details the process for creating an Inventory Reorder Generator Template record. The Inventory Reorder Generator is used to automatically create Purchase Orders for the purpose of restocking Warehouse Inventory. Inventory Reorder Generator Screen Transaction Block The Inventory Reorder Generator transaction number uniquely identifies the Inventory Reorder Generator transaction record. The Inventory Reorder Generator transaction number is a system generated counter that is automatically incremented with each Inventory Reorder Generator transaction. The Inventory Reorder Generator Description field is used to provide a detailed description of the Inventory Reorder Generator Transaction. Standardized conventions should be utilized for Inventory AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 62

63 Reorder Generator Descriptions to facilitate consistent ad hoc query searching procedures for Inventory Reorder Generator by Inventory Reorder Generator Description. The Transaction Block also displays the Editor (Login ID) and the Edit Date and Time Stamp detailing when the record was last edited Multiple filter values and multiple filter value combinations can be specified to define and limit the records that are flagged for Inventory Reorder Generation. If no criteria are specified, all Warehouse Inventory will be included in the result sets. Warehouse Block The Warehouse Block contains the specification of the Warehouse for which the Inventory Reorder Generator transactions will be processed. The End Date indicates the date to which Inventory Reorder Transactions will be available to be generated based on the Warehouse Bin/Part Reorder configuration settings that have been defined for the Warehouse Inventory Parts in the Warehouse Bin/Part Definition screen. Note: The End Date is the inventory functional equivalent of the Last PM Date in the Preventive Maintenance PM Generator screen. Classification Filter Block Classification Filter values (optional) are available for the corresponding values that have been defined for the Inventory Part Profile record within the Inventory Management Hierarchy for Inventory Class Code, Inventory Commodity Code, and Inventory Item Code. These values of can be used separately or in combination to filter the criteria specification results. Bin Filter Block The Bin Information Block contains the data values for the Start Bin, End Bin, and Cycle Code. All Bin Filter fields are optional. The Bin Information Block values entered here are validated against the Warehouse Bin Definition table for the Warehouse that has been specified in the screen. Enter the Start Bin, Stop Bin and Cycle Code values by selecting each value as required. Contractor Filter Block Contractor Filter values (optional) are available for the corresponding values that have been defined for the Inventory Part Profile record for Vendor Preference Definitions. These values of can be used separately or in combination to filter the criteria specification results. Parts Line Item Detail The Inventory Reorder Generator Parts Line Item Detail section displays the values of the Vendor preference Number, Warehouse Bin Number, Inventory Profile Part Number, Inventory profile Part Description, the calculated Warehouse Quantity on Hand, Contractor Number, Contractor Address Code, the Reorder Level, the Target Level (if specified in lieu of the Reorder Level, the Order Quantity, and the Reorder Method. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 63

64 Chapter 9, Part 2: Inventory Generator Step-By-Step Quick Guide AiM User Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and automatically generating a Warehouse Inventory based Purchase Order. There are red highlight shapes on some views to indicate a specific location or icon to be used. Inventory Reorder Generator Screen 1. Select Inventory Reorder Generator from the Inventory menu 2. Click on the New icon to create a new Inventory Reorder Generator record. 3. The Inventory Reorder Generator is displayed. The Inventory Reorder Generator Transaction Number is automatically generated by the system. 4. Enter the Inventory Reorder Generator Description (optional). The Inventory Reorder Generator Description can be any alpha-numeric string up to 255 characters in length. 5. Specify the Warehouse (required) by selecting the Warehouse Zoom icon. Note: Inventory Reorder Generator functionality is processed by Warehouse Inventory in addition to any other filtering criteria that is specified in the Inventory Reorder Generator screen. 6. The Warehouse Definition list is displayed. 7. Click to select the Warehouse value. 8. Specify any additional filtering criteria as desired. 9. Click the Save Icon to save the Inventory Reorder Generator transaction record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 64

65 10. The Inventory Generator Parts Line Item Details section will automatically be populated based on the Inventory Reorder Generator criteria specifications. Note: If the data displayed upon saving the Inventory Reorder Generator record is incorrect or incomplete, the Inventory Reorder Generator template can be deleted, prior to generating the Inventory Reorder Generator Purchase Orders, by selecting the Delete icon. 11. The Inventory Reorder Generator screen is displayed and now contains the Generate Icon for further processing (generation) of the Purchase Orders Inventory Reorder Generator/Generation Screen 12. Select the Preference Sequence Number from the Inventory Reorder Generator Parts Line item Detail screen to display the Line item Detail. Inventory Reorder Generator/Generation Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 65

66 13. Select the green done Flag to return to the Inventory Reorder Generator screen. 14. Select the Generate Icon to Create the Purchase Orders 15. The Modal Message screen is displayed requesting verification to generate the appropriate reorders. 16. Select the Green Yes Check Mark Icon to process the Purchase Orders. 17. The Inventory Reorder Generator Screen will be redisplayed without the visible Generator Icon. 18. The Purchase orders can be viewed either by searching for Purchase Orders in the Purchase order screen or by selecting the Parts Line item Detail to view the Line item Inventory Reorder Generator screen. 19. Select the PO Code link to view the Purchase Order. 20. Select the Green Done Flag Icon to return to the Line item Inventory Reorder Generator screen. 21. Select the Green Done Flag Icon to return to the Inventory Reorder Generator screen. Chapter 10, Part 1: Physical Count Conceptual Guide This chapter of the User Guide, details the Physical Count Generator function. The Physical Count Generator screen is presented, followed by a conceptual explanation for each block (functional section) in AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 66

67 the screen. Next a step-by-step guide is offered, which details the process for creating a Physical Count Generator Template record. Physical Counts (Cycle Counts) are used to audit Warehouse Inventory levels and are generally used for perpetual inventory management as opposed to total inventory counting. The Physical Count Generator is used to create Physical Templates for the Inventory Parts in a Specific Warehouse. The Physical Count Templates, which can be defined using multiple criteria specifications, are then used to generate Physical Count Sets. The Physical Count Sets, as defined by the criteria specifications per Physical Count Template, are subsets of the total Warehouse Inventory to be counted. Physical Count Generator Screen Transaction Block The Physical Count Generator transaction number uniquely identifies the Physical Count Generator transaction record. The Physical Count Generator transaction number is a system generated counter that is automatically incremented with each Physical Count Generator transaction. The Physical Count Generator Description field is used to provide a detailed description of the Physical Count Generator Transaction. Standardized conventions should be utilized for Physical Count Generator Descriptions to facilitate consistent ad hoc query searching procedures for Physical Count Generator by Physical Count Generator Description. The Transaction Block also displays the Editor (Login ID) and the Edit Date and Time Stamp detailing when the record was last edited Multiple filter values and multiple filter value combinations can be specified to define and limit the records that are flagged for counting. If no criteria are specified, all Warehouse Inventory Bins and their parts will be included in the result sets. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 67

68 Warehouse Block The Warehouse Block contains the specification of the Warehouse for which the Warehouse Inventory Parts are to be counted. The End Date indicates the date to which Physical Counts will be available to be generated based on the Count Frequencies that have been defined for the Warehouse Inventory Parts in the Warehouse Bin Definition screen. Note: The End Date is the inventory functional equivalent of the Last PM Date in the Preventive Maintenance PM Generator screen. Bin Filter Block The Bin Information Block contains the data values for the Start Bin, End Bin, and Cycle Code. All Bin Filter fields are optional. The Bin Information Block values entered here are validated against the Warehouse Bin Definition table for the Warehouse that has been specified in the screen. Enter the Start Bin, Stop Bin and Cycle Code values by selecting each value as required. Specifying a Start Bin and Stop Bin is a recommended methodology to count a specific aisle of Warehouse Inventory Parts. Classification Filter Block Classification Filter values (optional) are available for the corresponding values that have been defined for the Inventory Part Profile record within the Inventory Management Hierarchy for Inventory Class Code, Inventory Commodity Code, and Inventory Item Code. These values of can be used separately or in combination to filter the criteria specification results. Count Set Size Block The Count Set Size Specification Block displays the values of the Bins to Count, the Bins Per Set Specification, and the Sets Generated Value. The Total Bins to Count value is the total number Warehouse Inventory Bins that satisfy the criteria specified by End Date, Bin Filter, and Classification Filter data elements. The Bins Per Set value is used to limit the resulting filtered criteria into manageable subsets of data. It is recommended that the Bins Per Set value specified does not exceed 50 bins per set. Physical Set Detail Block The Physical Set Detail block will provide line item details for each Physical Count Set that is Generated Chapter 10, Part 2: Physical Count Template Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and saving Physical Count Generator Template record. There are red highlight shapes on some views to indicate a specific location or icon to be used. The Physical Count Generator criteria are specified and the record is saved to create the Physical Count Generator Template. Once the Physical Count Generator transaction is saved the Generate Icon is then selected to complete the generation process and create the Physical Count Sets for the Warehouse Inventory Parts that are scheduled to be counted. Physical Count Generator Criteria Specification Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 68

69 22. Select the New Icon to create a Physical Count Generator Template 23. The Physical count Generator Screen is displayed. The Physical Count Generator Transaction Number is automatically generated by the system. 24. Enter the Physical Count Generator Description (optional). The Physical Count Generator Description can be any alpha-numeric string up to 255 characters in length. 25. Specify the Warehouse by selecting the Warehouse Zoom icon. 26. The Warehouse Definition list is displayed. 27. Click to select the Warehouse value. 28. Use the Calendar Control function to specify the End Date. The End Date indicates the date to which Physical Counts will be available to be generated based on the Count Frequencies that have been defined for the Warehouse Inventory Parts in the Warehouse Bin Definition screen. (The End Date is the inventory functional equivalent of the Last PM Date in the Preventive Maintenance PM Generator screen). 29. Specify any additional filtering criteria as desired. 30. Specify the Bins Per Set Value. The Bins Per Set value is used to limit the resulting filtered criteria into manageable subsets of data. It is recommended that the Bins Per Set value specified does not exceed 50 bins per set. The Bins to Count Value will automatically be calculated and populated upon saving the Physical Count Generator transaction record AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 69

70 The Sets Generated value will default to zero (0) upon saving the Physical Count Generator transaction record. The Sets Generated value will automatically be set to 0, indicating that no sets have been generated. 31. Click the Save Icon to save the Physical Count Generator transaction record. Note: If the data displayed upon saving the Physical Count Generation record is incorrect or incomplete, the Physical Count Generator template can be deleted, prior to generating the Physical Set, by selecting the Delete icon. Chapter 10, Part 3: Physical Count Generate Step-By-Step Quick Guide This step-by-step quick guide is intended to help a user navigate successfully through completing and generating the Physical Count Generator Template Physical Sets. There are red highlight shapes on some views to indicate a specific location or icon to be used. Physical Count Generator Screen 32. Select the Generate Icon to create the Physical Count Sets. 33. The Sets Generated value will be populated upon completion of the Physical Count Generation process. 34. The Physical Sets Detail screen will be populated with Set Number, Count Sequence Number, the Physical Count Generator Template Warehouse Value, the Set Start Bin, the Set Stop Bin, and the Total Bins Per Set count, value. The Physical Set Status will display GENERATED. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 70

71 Physical Count Generator/Physical Set Screen 35. Select the Set Number in the Physical Set detail screen to display the Physical Count Worksheet for the selected Physical Set. 36. Select the Done icon to return to the Physical Count Generator Screen Chapter 11, Part 1: Physical Count Worksheet Conceptual Guide This chapter of the User Guide, details the Physical Count Worksheet functionality. The Physical Count Worksheet screen is presented, followed by a conceptual explanation for each block (functional section) in the screen. Next a step-by-step guide is offered, which details the process for managing Physical Counting of Warehouse Inventory parts for each Physical Count Set created by the Physical Count Generation process Generator Template record. Physical Counts Worksheets are used to capture the actual Warehouse Inventory Part counts for the Physical Set that is being counted. Physical Count Worksheets are managed through the use of Physical Count Status Codes. The Physical Count Status is used to define the systematic progression of the status codes available to be used on the Inventory Physical Count Screens while Inventory Parts are being physically inventoried (counted). There are six (6) system defined and generated Physical Count Status Codes that are created upon execution of the AiM installation SQL scripts: 1. TEMPLATE is used to define the baseline criteria definition for creating a physical count worksheet(s). AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 71

72 2. GENERATED is the Physical Count Status Code that is created upon selection of the Generate Icon for the Physical Count Template. Once successfully generated, the Physical count Status Code is automatically updated from TEMPLATE to GENERATED. 3. FINALIZED is the Physical Count Status Code that is used to indicate that the Physical Count Items that have been generated have been reviewed, approved, and finalized for counting. 4. COUNTING indicates that the Warehouse Inventory Parts are currently being physically counted. Inventory transactions (Disbursement and Counter Release) are disabled while Warehouse Inventory Parts are being counted. 5. CANCELED indicates that the Physical Count has been canceled. 6. APPROVED indicates that the Physical Count and the Count quantities have been reviewed and approved. Once the Physical Count Status Code has been edited from COUNTING to APPROVED, the quantity adjustments will be posted for the Warehouse Inventory Parts indentified in the count upon Save of the Count record. The adjusted amounts are available for viewing in the Inventory Adjustments screen. Set Block Status Block Bin/Part Count Detail Block Chapter 11, Part 2: Physical Count Worksheet Step-By-Step Quick Guide AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 72

73 This step-by-step quick guide is intended to help a user navigate successfully through completing and managing the Physical Count Generator Template Physical Sets. There are red highlight shapes on some views to indicate a specific location or icon to be used. Physical Count Generator/Physical Set Screen 1. Search for and Select the Physical Count Transaction that will be processed. 2. Search for and Select the Physical Count Worksheet Set that is to be edited. Please note that there are Physical Count Transaction Numbers associated with the TEMPLATE and the GENERATED sets. 3. Select the Edit Icon to Edit the selected Physical Count Worksheet Set 4. Select the Status Code Icon and select COUNTING to set the Physical Count Worksheet Parts to the COUNTING status. Note: COUNTING and CANCELED are the only choices available for selection. 5. The Item Count, Count Date, and Recount fields become available for entry for the Warehouse Bin/Parts that are contained in the Physical Count Worksheet Set Physical Count Worksheet/Physical Set Counting Status Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 73

74 6. Enter the Item Count value for the Warehouse Inventory Part/Bin that is being physically counted. Please note that the expected On Hand quantities are NOT displayed. Enter the Item Count for all items that are to be counted for the Physical Set. 7. Select the Save icon to save the counting results for the Physical Set. The Count Date and the Counted By values will be automatically populated by the system. Physical Count Worksheet/Physical Set Counting Status Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 74

75 8. Select the Edit Icon to Edit the selected Physical Count Worksheet Set. 9. Select the Status Code Icon and select FINALIZED to set the Physical Count Worksheet Parts to the FINALIZED status. FINALIZED and CANCELED are the only choices available for selection. Upon selecting FINALIZED, the Adjustment quantities for the Physical Set items are displayed. Items can be flagged for recount at this stage in the Physical Count Process. 10. Select the Save icon to save the counting results for the Physical Set as FINALIZED. The Recount flag will be set to NO upon saving in a FINALIZED status. Physical Count Worksheet/Physical Set Finalized Status Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 75

76 11. Select the Edit Icon to Edit the selected Physical Count Worksheet Set. 12. Select the Edit Icon to Edit the selected Physical Count Worksheet Set. 13. Select the Status Code Icon and select APPROVED to set the Physical Count Worksheet Parts to the APPROVED status. APPROVED is the only choice available for selection. Upon selecting APPROVED, the Adjustment quantities for the Physical Set items are displayed. 14. Select the Save icon to save the counting results for the Physical Set as APPROVED. Upon Saving the Physical Count Worksheet as APPROVED, the Warehouse Inventory quantities are adjusted accordingly (positively or negatively). The Physical Set items are now available for Counter Release transaction processing. Physical Count Worksheet/Physical Set Approved Status Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 76

77 AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 77

78 1. 1A. Warehouse Definition Screen The Warehouses Definition screen is used in to define a location (Warehouse) that is used for the storage of Warehouse Inventory Parts. In order to define a Warehouse in the system, you must also specify an Offset Account and Subcode before you can save the Warehouse Definition record. Warehouse Definition Screen Title Block The Warehouse Definition Title Block the Warehouse and the Warehouse Description. The Warehouse definition can be any alpha-numeric string up to 15 characters in length. The Warehouse Description can be any alpha-numeric string up to 255 characters in length. The Warehouse field cannot be edited once created. The Warehouse Definition Title Block also records the current user name and date / time in the Edit Clerk and Edit Date fields Active Block The active field identifies whether or not the warehouse is currently in use. The system will automatically default the Active field to Yes upon initial entry of the Warehouse definition record. The system automatically defaults the Disable Release/Returned to Validation flag to No upon initial entry of the Warehouse definition record. When the Disable Release/Returned to Validation flag setting is No (enforcing validation), the Released By values on a Inventory Counter Release will validate against the Shop Person value list that is based on the Security Role Definitions that are associated to the Warehouse and the Released To values on the AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 78

79 Inventory Counter Release will validate against the Shop Person values for the active employees that are members of the Shop that has been assigned to the Work Order/Work Order Phase. Location Block The Location Hierarchy data elements for the Region, Facility and Property (Bldg) values are required. Enter the Location Information Block data by selecting the Region, Facility, Property, and Location (optional) to define where the Warehouse is located. Organization Block Organization Information Block (required). The Organizational Hierarchy data elements for the Institution, Department and Organization are required. Enter the Organization Block data by selecting the Institution, Department and Organization. Days of Operation Block Days of Operation Information Block (required). Enter the Days of Operation data by selecting the Yes/No value for each day of the week. The system defaults to Yes for each of the day of the week (Sunday Saturday). Specify the Days of Operation for the Warehouse by selecting the Yes / No flag for each weekday as applicable. Warehouse Definition View/Select: Account Setup The Warehouse Definition View/Select Account Setup screen contains information pertaining to the credit and debit accounts for the Warehouse. Warehouse Definition View/Select: Account Setup Screen Title Block The Warehouse Definition Title Block contains the Warehouse and the Warehouse Description. The values are automatically populated upon viewing/editing the Warehouse Account Setup Screen. The Warehouse Definition Account Setup Block also records the current user name and date / time in the Edit Clerk and Edit Date fields. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 79

80 Offset Account Block The offset Account Block contains information for the Offset Account (Credit Account) for the Warehouse and its associated Subcode. A Warehouse Offset Account and its associated Subcode must be defined before the Warehouse Definition record can be saved. Enter the Offset Account and Subcode by selecting the Account. The list of Accounts that are available for selection are validated and filtered by the Accounts that have been associated to the Organization that has been specified in the Warehouse Definition Organization Information Block. The Warehouse Offset Account is the Credit Account for all Inventory Transactions against the Warehouse. Charge Account Block The Charge Account Block contains information for the Charge Account (Debit Account) for the Warehouse and its associated Subcode. Warehouse Definition View/Select: Security The Warehouse Definition View/Select Security screen identifies the Security Roles, and their related Descriptions for the Warehouse. Security Roles (and their related Security Role permissions) determine the access and for the Warehouse and the specific users that have been assigned to the specific Security Role. Warehouse Security Roles must be assigned to the Warehouse prior to processing any Inventory Transactions. Warehouse Definition View/Select: Security Screen Warehouse Definition View/Select: Inventory Parts The Warehouse Definition View/Select Inventory Parts screen displays all parts that have been defined into the Warehouse via the Warehouse Bin/Part Definition Screen. The screen displays all of the Parts that have been defined for the Warehouse, the Part Description, the Unit of measure (UOM), the Average Unit Cost, and any Markup Percentage that has been defined for each Part. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 80

81 Warehouse Definition View/Select: Inventory Parts Screen Warehouse Definition View/Select: User Defined Fields The Warehouse Definition View/Select: User Defined fields screen displays all of the User Defined Fields and their value that have been defined for the Warehouse. 1B. Inventory Class Screen An Inventory Class represents the top tier of the Inventory Hierarchy (Inventory Class, Inventory Commodity, and Inventory Item) and is used to create a standardized and logically structured classification of goods and services within the Inventory Management Module Inventory Setup: Inventory Class Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 81

82 Class Field The Inventory Class Code can be any alpha-numeric string up to 15 characters in length. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Inventory Class Code cannot be edited once created. The Inventory Class Code Description and the Inventory Class Code Active Yes/No fields are the only values that can be edited in this screen once the original record is saved. Class Description Field The Description can be up any alpha-numeric string to 255 characters in length. Active Field Set the Inventory Class Code Active flag to Yes AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 82

83 1C. Inventory Commodity An Inventory Commodity Code represents the second tier of the Inventory Hierarchy (Inventory Class, Inventory Commodity, and Inventory Item) and is used to further define the standardized and logically structured classification of goods and services within the Inventory Management Module. Inventory Setup: Inventory Commodity Screen Commodity Field The Inventory Commodity Code can be any alpha-numeric string up to 15 characters in length. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Inventory Commodity Code cannot be edited once created. The Inventory Commodity Code Description and the Inventory Commodity Code Active Yes/No fields are the only values that can be edited in this screen after the original record has been saved. Commodity Description Field Enter the Inventory Commodity Code Description. The Description can be any alpha-numeric string up to 255 characters in length. Inventory Class Code Field Enter or select the Zoom/Search icon to associate the Inventory Commodity Code to a pre-defined Inventory Class Code (required) Active Field Set the Inventory Commodity Code Active flag to Yes AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 83

84 1D. Inventory Item An Inventory Item Code represents the third tier of the Inventory Hierarchy (Inventory Class, Inventory Commodity, and Inventory Item) and is used to further define the standardized and logically structured classification of goods and services within the Inventory Management Module. The Inventory Item Code can represent the most detailed definition within the Inventory Hierarchy. Please note that the Inventory Item Code is not the Inventory Part Profile Part Number. Inventory Setup: Inventory Item Screen Inventory Item Field The Inventory Item Code can be any alpha-numeric string up to 15 characters in length. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Inventory Item Code cannot be edited once created. The Inventory Item Code Description and the Inventory Item Code Active Yes/No fields are the only values that can be edited in this screen once the original record is saved. Description Field The Description can be any alpha-numeric string up to 255 characters in length. Class Field Enter or select the Zoom/Search icon to associate the Inventory Item Code to an Inventory Class Code Commodity Field Enter or select the Zoom/Search icon to associate the Inventory Commodity Code to an Inventory Itme Code Active Field Set the Inventory Item Code Active flag to Yes AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 84

85 AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 85

86 1E. Inventory Unit of Measure (UOM) The AiM Unit of Measure (UOM) Definition is the commonly accepted intervals of measurement and is generally represented as the way a product is physically packaged at point of purchase. Unit of Measure (UOM) examples can include each, case, dozen, inch, foot, meter, pallet, pint, quart, gallon, and others. As an example, a product may be purchased in a pallet, stored in inventory as a case, and sold by the each. A product sold as an each that has 12 items in a case and 12 cases on a pallet will have the following UOM configuration: an Each contains a quantity of 1, a Case contains a quantity of 12 and a Pallet contains a quantity of 144. Inventory Setup: Inventory Unit Of Measure (UOM) Screen 1F. Cycle Code An Inventory Cycle Code is used to segregate inventory parts into various cycle count frequencies for perpetual inventory operations. Inventory Setup: Inventory Cycle Code Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 86

87 1G. Manufacturer An Inventory Manufacturer definition is used to identify the company that manufactures an inventory part or piece of equipment. The Inventory Manufacturer definition is validated to this list in the Inventory Part Profile Record, the Master Asset Profile Record and the Equipment Profile Record. Inventory Setup: Manufacturer Screen Manufacturer Block The Manufacturer Block provides the detail information for defining a manufacturer into the system. The Inventory Manufacturer Code can be any alpha-numeric string up to 30 characters in length. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The Inventory Manufacturer Code cannot be edited once created. Contact Information Block The contact Information block is an optional group fields that can be used to provide additional detail for a Manufacturer record. Any/all of thee fields can be populated as desired or as the information is available. None of the fields in the Contact Information Block are required. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 87

88 1H. Pick Ticket Status Code Screen The Pick Ticket Status Code is used to define the various status codes available to be used on the Pick Ticket Screens. Pick Ticket transactions that are associated with the System Status Flag of Open are fully editable. Pick Ticket transactions that are associated with the System Status Flag of Finalized are not editable and are available to be electronically processed into an Inventory Counter Release Transaction. Inventory Setup: Pick Ticket Status Code Screen AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 88

89 Title Block The title block contains the specific problem code wording that is viewed on the screen along with a description of the specific problem code. Active Block The active block identifies whether this problem code is active and available for use in the system. Work Classification Block The work classification block is optional, and identifies the work hierarchy (type, category, and work code) associated with the problem code. When the problem code is selected on either the customer request or the work order, the type, category, and work code combination for that specific problem code are automatically populated. It is possible to add type and category without a work code. Assignment Block The assignment block is optional and is used to assign the default shop, primary shop person, and priority on the work order phase. Estimate Block The estimate block is optional and identifies default estimates for labor hours and labor, material, equipment, and contract costs. When the problem code is selected, these default values will automatically populate in the phase cost analysis screen. After the actual cost transactions are entered against the phase, the use of problem code estimates thereby allows the reporting and analysis of "estimate versus actual" cost calculations. 1J. Physical Count Status Screen The Physical Count Status is used to define the systematic progression of the status codes available to be used on the Inventory Physical Count Screens while Inventory Parts are being physically inventoried (counted). There are five (5) system defined and generated Physical Count Status Codes that are created upon execution of the AiM installation SQL scripts: Inventory Setup: Physical Count Status Code Screen 1. GENERATED is the Physical Count Status Code that is created upon selection of the Generate Icon for the Physical Count Template. Once successfully generated, the Physical Count Status Code is automatically updated from TEMPLATE to GENERATED. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 89

90 2. FINALIZED is the Physical Count Status Code that is used to indicate that the Physical Count Items that have been generated have been approved and finalized for counting. 3. COUNTING indicate that the Warehouse Inventory Parts are currently being physically counted. Inventory transactions (Disbursement and Counter Return) are disabled while Warehouse Inventory Parts are being counted. 4. CANCELED indicates that the Physical Count has been canceled. 5. APPROVED indicates that the Physical Count and the Count quantities have been approved. Once the Physical Count Status Code has been edited from COUNTING to APPROVED, the quantity adjustments will be posted for the Warehouse Inventory Parts indentified in the count upon Save of the Physical Count record. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 90

91 1K. Material Safety Data Sheet Screen Material Safety Data Sheets (MSDS) are a widely used system for cataloging accessible information on chemicals, chemical compounds, chemical mixtures and other substances. Material Safety Data Sheets (MSDS) typically include the instructions for the safe usage and handling of potentially hazardous substances associated with a particular product or material (i.e., asbestos). Special Hazardous Codes represent an extension of the Material Safety Data Sheets (MSDS) sheet reporting capabilities and typically include additional procedural descriptions and risks associated to Material Safety Data Sheets (MSDS) abatement/remediation activities. Inventory Setup: Material Safety Data Sheet Screen MSDS Number Block The MSDS Number can be any alpha-numeric string up to 25 characters in length. The MSDS Number can be User-Defined or the MSDS Number can be the actual MSDS number that is supplied from and externally supplied subscription service or national standard such as those available from OSHA. The system will also record the current user name and date / time in the Edit Clerk and Edit Date fields. The system will automatically default the Active field to Yes upon initial entry of the MSDS record. The Material Safety Data Sheet (MSDS) Number cannot be edited once created. Active Block The active block is used to determine whether or not, the MSDS sheet is available for use with the system. Active" no" indicates the status is not available for use in the system. Active "yes" indicates the status is available for use, and that this status is part of the business process. CAS registry numbers are unique numerical identifiers that are associated to all chemicals that have been identified by the Chemical Abstract Service (CAS). The CAS Number can be any alpha-numeric string up to 25 characters in length. AssetWorks, Inc NE Loop 410, Suite 1250 San Antonio, Texas Page 91