COINS Enhancement: Committing Inventory during Inventory Transfers

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1 COINS Enhancement: Committing Inventory during Inventory Transfers Modules Affected: Purchase Order/Inventory Versions Affected: COINS Ti 2.5 (software level 9.7c2.33TI) Documentation Updated: New fields and screens described within this CE document are included in the online help and/or appropriate Reference Manuals concurrent with the software release. This document may also contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on COINS USA s Client Center web site at ti.com/support/releases/cedocs.php. The discussion of this new feature is divided into the sections shown below. Overview... 1 Purchase Order/Inventory Tailoring... 2 Inventory Transfers to J/W/E... 3 Enter Transfers... 3 Pick List... 5 Post Inventory Transfers to J/W/E... 7 Sample Pick List... 8 Overview This document describes enhancements to the COINS Ti PO/IN module for the processing of materials sent to a job, work order, or equipment from inventory. Inventory items can now be committed to the job, work order, or equipment as soon as the transfer is entered. As an additional enhancement, staff can now print a pick list and use it to pull the items from inventory and send them to the desired job, work order, or equipment. 01/04/ Copyright 2008 Construction Industry Solutions (Shaker) Corporation

2 Purchase Order/Inventory Tailoring PO/IN Module Tailoring includes a new prompt that you can use to create the inventory commitments during the inventory transfer process. The prompt appears on the fifth tailoring screen, shown in Figure 1. No action is necessary if you do not want to use the new feature to commit inventory when it is transferred. By default, the new option is not enabled. To update PO/IN Tailoring to use the new feature: 1. Sign into character COINS. 2. Select Purchase Order/Inventory from the COINS main menu. 3. Select Module Utilities from the PO/IN menu. 4. Select Tailoring from the Module Utilities. 5. Press F1 to go through the Tailoring screens until you reach the fifth screen, as shown in Figure Respond Y to the new prompt, which is labeled Create Inventory Commitments during Inventory Transfers. Figure 1: PO/IN Tailoring Screen 5 12/21/07 PO/IN Tailoring d6-1/1/02 Use Inventory Quantities (Y/N): Y Automatically Generate Bar Code Numbers In Item F/M (Y/N): N Force Entry of a Physical Inv Frequency In Item F/M (Y/N): Y Default Physical Inv Frequency: week Enter Inventory Adjustments & Transfers in Real Time (Y/N): N Create Inventory Commitments during Inventory Transfers (Y/N): Y Calculate Quantity on Hand when entering transfers (Y/N): Y Default in standard cost on adjustment/transfer entry (Y/N): N Validate Received By during Receipts Entry (Y/N): N Use Batches (Y/N): Y Use Batch Security (Y/N): Y Set Batch to User ID (Y/N): N Reuse Batch Numbers (Y/N): Y Use Job security in reports and inquiries (Y/N): Y Use Equipment security in reports and inquiries (Y/N): Y Use Work Order security in reports and inquiries (Y/N): Y Print Posting Report when posting from Enter P/O (Y/N): N 01/04/2008 2

3 Field Definitions Enter Inventory Adjustments & Transfers in Real Time Make sure that this option is set to N. Entering and posting inventory adjustments and transfers in real time is not compatible with the new feature to create inventory commitments during transfers. If this prompt is not set to N, you will not be able to update the Create Inventory Commitments... flag. Create Inventory Commitments during Inventory Transfers The default response is N. This means that no action is required if you do not want to use the new feature. If you want to create inventory commitments when lines are entered in Inventory Transfers to J/W/E, change this flag to Y. Inventory Transfers to J/W/E Enter Transfers No changes are visible on the Enter Inventory Transfers to J/W/E screen, but the program was changed. When PO/IN Tailoring is set to create inventory commitments during inventory transfers to J/W/E, the system runs the standard Commit/Uncommit Inventory program (the same as COINS Ti PO/IN > Processing > Inventory Commitments) and performs the following: When items are transferred out of inventory, it creates job, work order, and equipment inventory commitments for each Inventory Transfers to J/W/E row when a Save is performed. When rows are deleted from an unposted Inventory Transfers to J/W/E entry and a Save is then performed, it uncommits inventory. When any field that affects a commitment is changed (e.g., quantity, inventory location) in an unposted Inventory Transfers to J/W/E entry and a Save is then performed, it uncommits the original commitment and creates a new commitment record. To transfer items to a job, equipment, or work order: 1. Log into COINS Ti 01/04/2008 3

4 2. Go to PO/IN > Processing > Inventory Transfers to J/W/E. 3. On the first screen, specify the batch and enter the transaction date, fiscal date, and other defaults for the transfers as shown in Figure 2: Initial Screen when Entering Inventory Transfers to J/W/E. 4. Click Next to enter or update the transfer details. 5. Click the Add button to start entering item transfers. See Figure 3: Entering Inventory Transfers to J/W/E for an example. Figure 2: Initial Screen when Entering Inventory Transfers to J/W/E 01/04/2008 4

5 Figure 3: Entering Inventory Transfers to J/W/E Pick List The new Print Pick List option is available whether or not inventory commitments are created while entering inventory transfers to jobs, work orders, and equipment. The option is available on the Inventory Transfers to J/W/E > Other Tasks menu when you are on the details screen in View mode. If you are adding or updating lines, you must save the latest changes before you can access the Other Tasks menu. To print pick lists from the Inventory Transfer records: 1. While in Inventory Transfers to J/W/E, save the latest changes to the transfer detail lines. 2. Click on Other Tasks > Print Pick Lists. 3. Fill in the selection screen, a sample of which appears in Figure 4: Selection Screen for Printing Pick Lists. 4. Fill in the print options and click Finish. 01/04/2008 5

6 Figure 4: Selection Screen for Printing Pick Lists Field Definitions Batch Enter the Batch ID for which the pick lists are to be printed. This is typically the current batch, but a different one could potentially be selected. Ordered by Specify who placed the order. This prints on the pick list under the ORDERED BY heading. Starting Transfer Number Ending Transfer Number Use these fields to narrow the pick list down to a range of sequential transfer numbers. Starting Job Ending Job Use these fields to restrict the pick lists to a specific job or group of consecutive job numbers. Starting Work Order Ending Work Order Use these fields to restrict the pick lists to a specific work order or range of consecutive work order numbers. 01/04/2008 6

7 Starting Equipment Ending Equipment Use these fields to restrict the pick lists to specific equipment or a range of consecutive equipment numbers. Instructions Use this field to enter brief instructions to be printed at the top of each pick list. A separate page is printed for each job, work order, or equipment. See Figure 5: Sample Pick List for an example. After grouping the items by job, work order, and equipment, the pick list sorts the items by Bin Location and then by Item Number. The heading on the pick list header information comes from the first transfer item displayed on that pick list, i.e., the Date (of commitment), Time (of commitment), Job/Equipment/Work Order and the corresponding Name/Description. Post Inventory Transfers to J/W/E If you use the new option to create inventory commitments while entering transfers, you must post the Inventory Transfers to J/W/E to complete the transfer process because the transfers cannot be posted in real time. 01/04/2008 7

8 Sample Pick List Figure 5: Sample Pick List INVENTORY TRANSFERS TO J/W/E PICK LIST DATE: 01/02/08 TIME: 11:48:15 JOB: FURNACE/MECH INSTRUCTIONS: BATCH: KE PAGE: 1 of 1 NOW ASAP NEXT HOUR PICKED BY CHECKED BY ORDERED BY NEXT PIECES JEREMY S. DEL. DAY QUANTITY PICKED ITEM DESCRIPTION BIN LOCATION a a SHOWER FTG03E RECEIVED BY: DATE: 01/04/2008 8