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1 Penn State University (PSU) FAM Inventory Management Training Manual Prepared By

2 Revision History Revision Date: March 18, 2014 Revision Number: 1 Revision # Date Collaborator Description 1.0 March 18, 2014 EDI Initial Document Click here to enter a date. Record of Review Date Reviewer Purpose Click here to enter a date. Click here to enter a date. Click here to enter a date. Click here to enter a date. 2 Inventory Management Training Manual

3 Training Guide Contents 1 FAM Inventory Management Training FAM Project Overview Maximo Overview Inventory Management Training Manual Classifications Overview of Classifications Working with Classifications Creating Classifications Exercise: Create an Asset Classification Updating Classifications Exercise: Update an Asset Classification to Add an Attribute Item Masters Overview of Item Masters Working with Item Masters Creating Item Masters Exercise: Create an Item Master Updating Item Masters Exercise: Update an Item Master Inventory (Set Up) Overview of Inventory Working with Inventory Adding Items to a Storeroom (Creating Inventory) Inventory Management Training Manual 3

4 Exercise: Add Item to a Storeroom Updating Inventory Exercise: Update Inventory Record (New Vendor) Exercise: Add a New Bin for an Item Exercise: Transfer Item Balance from Existing Bin to New Bin Exercise: Delete a Bin for an Item Exercise: Perform a Cycle Count (Using Mobile) Storeroom Reordering Overview of Reordering Satellite Storeroom Reorders Supervisor Runs Reorder for Storeroom Supervisor Reviews and Submits PR for Satellite Storeroom OPP Stores Reviews and Approves PR for Satellite Storeroom Exercise: OPP Stores Reviews and Approves PR for Satellite Storeroom OPP Stores Reorders ICD Runs Reorder for Storeroom Exercise: Run Reorder Items for OPP Stores ICD Reviews and Updates Reorder PR for OPP Stores Exercise: Review Stock Reorder PR for OPP Stores ICD Reviews and Approves Reorder PR for OPP Stores Exercise: Approve Reorder PR for OPP Stores Purchasing Overview of Purchasing Inventory Management Training Manual

5 6.2 Desktop Requisitions Purchase Requisitions for non-stock Items and Materials Workflow Reviewing/Approving Purchase Requisitions Exercise: Reviewing/Approving Purchase Requisition for Standard PO Working with Purchase Orders Purchase Card Purchase Order Exercise: Create and Approve Purchase Card Purchase Order Limited Order Purchase Order Exercise: Create and Approve Limited Order Purchase Order Blanket Release Purchase Order Exercise: Create and Approve Blanket Release Purchase Order Standard Purchase Order Exercise: Approve (for Ebuy) a PR Exercise: Add ebuy PR # to PR in Maximo Exercise: Create and Approve Standard PO Internal Purchase Order Exercise: Create and Approve Internal Purchase Order Exercise: Perform Transfer in Inventory Usage for Internal PO Receiving and Material Pick Up Overview of Receiving Working with Receipts Material Receipt Inventory Management Training Manual 5

6 Exercise: Perform Material Receipt Void Receipts Exercise: Perform Void Receipt Direct Issue Material Returns Exercise: Perform Direct Issue Material Return Overview of Material Pick Up Working with Material Pick Up Records Stage Received Materials Exercise: Stage Received Direct Issue Materials Record Picked Up Materials Exercise: Record Partial Pick Up of Direct Issue Materials Exercise: Record Remaining Pick Up of Direct Issue Materials Inventory Usage Overview of Inventory Usage Working with Inventory Usage Records Issue Parts from Desktop Requisition Issue Part from Walk In Exercise: Create Inventory Usage Record for an Item Issue Exercise: Stage Inventory Usage Record for an Item Issue Exercise: Complete Inventory Usage Record for an Item Issue Transfer Parts Exercise: Transfer Item from Storeroom to Storeroom Inventory Management Training Manual

7 8.2.4 Return Parts Exercise: Return Parts from a Work Order Refrigerant Tracking Issuing Refrigerant EXERCISE: Issue Refrigerant from Craftsperson to Work Order in Inventory Usage EXERCISE: Approving (Completing) Refrigerant Issue in Inventory Usage Transferring Refrigerant EXERCISE: Transfer Refrigerant from Supervisor to Craftsperson in Inventory Usage 77 9 Invoicing Overview of Invoicing Working with Invoices Creating Invoices Exercise: Create and Approve Invoice Inventory Management Training Manual 7

8 1 FAM Inventory Management Training 1.1 FAM Project Overview FAM (Facilities Asset Management) is a major step forward in the evolution of Enterprise Asset Management (EAM) at Penn State. The FAM system is built on the Maximo 7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work management tasks will be critical to realizing the goals of the FAM project. 1.2 Maximo Overview IBM Maximo Asset Management is an integrated productivity tool and database that helps you manage all of your asset types on a single software platform. Built on a serviceoriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of all asset types, their conditions and locations, and the work processes that support them, to provide you with optimal planning, control, audit, and compliance capability. The Maximo database provides critical information about assets and locations, including key attributes, their configuration, and their physical and logical relationships to other resources. Using Maximo, you can manage and track events related to your assets from cradle to grave including creating, assigning, monitoring, notifying, and reporting on key work and work support processes such as work orders and purchase orders, including status, from start to finish. 1.3 Inventory Management Training Manual This training manual focuses on the role of the Inventory Manager (and Inventory Control and Distribution) user as it executes functions in the FAM system. This manual will cover the applications and use cases that an Inventory Manager user will be expected to perform, on regular basis, inside of the system. The manual may not cover some functionality that the Inventory Manager user has access to if it is not directly related to a common activity that they are expected to perform. Specifically, this manual covers overviews, processes and specific exercise associated with the following topics: Classifications Item Masters Inventory Set Up Inventory Management Purchasing Material Pick Up and Distribution Invoicing 8 Inventory Management Training Manual

9 2 Classifications 2.1 Overview of Classifications Classifications identify and characterize similar objects. A building, a notebook computer, and a centrifugal pump are types of classifications. A classification can also describe an event, such as a broken window or a hard disk failure. Classifications help you: Standardize on object descriptions (i.e. Asset, Location and Item Descriptions) Allow for dynamic, type-based attributes (i.e. different specification attributes for a pump vs. a motor) Organize data for querying and reporting You use the Classifications application to create classifications and to establish classification hierarchies. In the FAM system Classifications will be used with the following objects: Items Assets Locations Work Order Tasks (Phase Codes) 2.2 Working with Classifications In the Classifications application, you can create classifications, and specify details about the attributes of classifications Creating Classifications Inventory Management users will have the ability to create Classifications in Maximo Exercise: Create an Asset Classification To create a Classification: 1. Sign into Maximo using your username and password. 2. Navigate to the Classifications application by using the Go To Menu Administration Classifications. 3. Select the New Classification icon. Inventory Management Training Manual 9

10 4. Enter PSU-UP-OPP in the Organization field. 5. Enter [Your Name] Widget] in the Classification field and tab out of the field. 6. Click the Yes button on the pop-up box. 7. Enter [Your Name] Widget in the Classification Description field and the Classification Path Description field. Note: It is the Classification Description that will be the base description for any objects using this classification if the Generate Description? box is checked. 8. Enter (or select) FACILITY in the Failure Code field. 10 Inventory Management Training Manual

11 Note: Any Asset or Location that is associated to this Classification will inherit this Failure Class by default. 9. In the Use With section, Click New Row button. 10. Enter Asset in the Use with Object field. Note: You can repeat steps 9 and 10 to add other objects that this Classification can be used with. It is very common that Classifications are shared across Locations, Assets, and Items. 11. Save the Classification. This Classification is now available to be associated with Asset records in the Assets application Updating Classifications Inventory Management users will have the ability to update Classifications in Maximo. It is important to note that great care needs to be taken when updating Classifications. Since they are associated with objects throughout the system, updating them affects the associated records. For example, if you delete an attribute from a Classification, that attribute will be deleted from all objects tied to the Classification along with any data that was in it! Inventory Managements will have the ability to update Classifications on the fly including the ability to: Update Descriptions Change Failure Codes Modify Parent/Child Relationships Add/Remove Use With Objects Add/Remove/Modify Attributes Modify How Object Descriptions are Built Inactivate Classifications Inventory Management Training Manual 11

12 Exercise: Update an Asset Classification to Add an Attribute 1. In the Attributes section, click the New Row button. 2. Enter [YOUR NAME] TYPE in the Attribute field and tab out of it. 3. Click on the Question Mark icon that appears in the field. Note: Anytime you are adding a new attribute that has not been used on any classification before, you will get this symbol. If the attribute you are adding to the classification already existed information about the attribute would automatically populate the record. 4. Select Yes when asked if you would like to add the attribute. 5. Enter Widget Type in the Attribute Description field and ALN in the Data Type field. Note: You can create a Domain (value list) in the Domains application and associate it to the attribute by entering it in the Domain field. Also, if the value expected is associated with a Unit of Measure, the Unit of Measure can be defined in the Unit of Measure field. 6. Select the Use With Object Detail icon to the right of the row. 12 Inventory Management Training Manual

13 7. Click on the Mandatory? Field to check the box. 8. Select OK. Note: Checking the Mandatory? Field makes the attribute required for the record that the Classification is associated with. This screen also allows you to sequence the attributes, determine if the value of the attribute should be included in the object description, and if the attribute should be utilized on the Use With object specified (for example, a particular attribute may be applicable to Assets but not Items.) 9. Save the Classification. The attribute added will now be visible on all Asset objects already associated with this Classification. The attribute will also be included any time new Assets are associated with this Classification. Inventory Management Training Manual 13

14 3 Item Masters 3.1 Overview of Item Masters The Item Master application is used to define items that are stocked in your storerooms or purchased using Purchase Orders. You group these items in an item set that can be shared by the organizations that use the item set. When the item record is created, you can define the main attributes of the item (such as the commodity codes, the order, and issue units, whether an item is lotted, rotating, or condition-enabled). You can also specify any alternate items that you can use in its place and a list of the condition codes that you want applied to the item. The Item Master application is used to perform the following tasks for each item: Create items that can be stocked in storerooms and/or purchased on Purchase Orders. Define information related to an item, such as: o vendors that carry the item o specifications for the item o the parts needed to build an item assembly structure. Create item kits that are collections of items that you issue as a single unit. Add items to one or more storerooms. Specify the percentage of items that can be received over the amount ordered in the initial agreement. Attach outside documents that relate to an item. 3.2 Working with Item Masters In the Item Masters application, you can add item records, associate items with vendors, add specifications, create item structures, create condition-enabled structures, create item kits, and add alternate items. You can also change the status of the item, duplicate the item, specify organization details, add the item to a storeroom and delete items. 14 Inventory Management Training Manual

15 3.2.1 Creating Item Masters Inventory Management users will have the ability to create Item Masters in Maximo Exercise: Create an Item Master 1. From your Start Center, select the New Item link in the Quick Insert portlet. 2. Using the Select Value icon next to the Commodity Group field, select ELEC. 3. Using the Select Value icon next to the Commodity Code field, select LIGHT. 4. Using the Select Value icon next to the Order Unit field, select EA. 5. Using the Select Value icon next to the Issue Unit field, select EA. 6. Optional: Check the Rotating? or Add as Spare Part?. 7. Go to the Specifications tab. Inventory Management Training Manual 15

16 8. Using the Detail Menu icon next to the Classification field and then the Classify option. 9. Select the + icon next to ELEC: Electrical (Light, Fixture, Wire) 10. Click the blue box next to BULB: Bulb. 16 Inventory Management Training Manual

17 11. Save the record. The Description is updated based on the Item Classification Updating Item Masters Inventory Management users will have the ability to update Item Masters in Maximo. This includes the ability to modify item details, change the status of the item, change the organization details, and add the item to a storeroom Exercise: Update an Item Master 1. Click on the Go To menu Inventory Item Master. 2. In the Item Master application List Tab, search for an Item and open it. You can search for the Item you just created in the last exercise. 3. Go to the Vendor tab. 4. In the Vendor section click the New Row button. 5. Using the Detail Menu icon select the Select Value icon next to the Vendor field, select a Vendor. Inventory Management Training Manual 17

18 6. Save the record. 18 Inventory Management Training Manual

19 4 Inventory (Set Up) 4.1 Overview of Inventory The Inventory application is used to store information about all aspects of inventory materials. Once an Item Master has been added to a storeroom, you can monitor the storeroom balance of those items. You can track the cost of inventory stock and you can reorder items when stock must be replenished. You can monitor the use of special order items and stocked items. Vendor information can be stored and items can be reordered promptly when the storeroom balance indicates that the items must be replenished. You can check the balances of individual items and tools at the bin and lot level for each storeroom. If an item is stored in more than one location, you can view balances for all storeroom locations on one screen. Items are added to storerooms in the Item Master application. The Inventory application is used to perform the following tasks: Search the database for inventory items and tools. Specify the balances of items and item costs. Specify the bins and lots where items are stored, and view the storeroom locations. Issue, transfer, and return inventory items by site and storeroom location. (Can also be done with Inventory Usage.) Specify reorder details, such as the reorder point, the lead time, and the order unit of an item. You can also specify information about the vendors that supply an item and the multiple manufacturers or models that are associated with each vendor. Identify and track rotating assets that are associated with a rotating item. List all assets for which an item is listed as a subassembly or a spare part. Specify the percentage of items that can be received over the quantity ordered. Initiate reordering for stock items. 4.2 Working with Inventory In the Inventory application, you can update reorder information, manually adjust bin locations and bin balances, and perform physical counts. Inventory Management Training Manual 19

20 4.2.1 Adding Items to a Storeroom (Creating Inventory) Inventory Management users will have the ability to add Item Masters to storerooms in Maximo. This function is actually performed in the Item Masters application Exercise: Add Item to a Storeroom 1. Click on the Go To menu Inventory Item Master. 2. In the Item Master application List Tab, search for an Item and open it. You can search for the Item you just created in the last exercise. 3. Click on the Select Action menu and select Add Items to Storeroom. 4. Using the Detail Menu icon select the Select Value icon next to the Storeroom field, select a Storeroom. 5. Enter a value in the Unit Cost field. 20 Inventory Management Training Manual

21 6. Enter a value in the Default Bin field. 7. Enter a value in the Current Balance field. 8. Enter a value in the Issue Unit field. 9. Enter a value in the Order Unit field. 10. Click OK. 11. Save the record Updating Inventory Inventory Management users will have the ability to update reorder information, manually adjust bin locations and bin balances, and perform physical counts Exercise: Update Inventory Record (New Vendor) 1. Click on the Go To menu Inventory Inventory. 2. In the Inventory application List Tab, search for an Item and open it. You can search for the Item you just created in the last exercise. 3. Go to the Reorder Details tab. 4. In the Vendors section, click the New Row button. Inventory Management Training Manual 21

22 5. Using the Detail Menu icon select the Select Value icon next to the Vendor field, select a Vendor. 6. Save the record Exercise: Add a New Bin for an Item 1. Click on the Go To menu Inventory Inventory. 2. Search for and open an Item. 3. In the Inventory Blalances section click New Row. 4. Enter a value in the Bin field. 5. Save the record Exercise: Transfer Item Balance from Existing Bin to New Bin 1. From the Select Action menu select Transfer Current Item. 22 Inventory Management Training Manual

23 2. From the Select Action menu select Transfer Current Item. 3. Enter the full Quantity of the From Bin in the Quantity field. 4. Using the Detail Menu and Select Value icons next to To Storeroom select the current Item s storeroom. 5. Using the Select Value icon next to the To Bin, select the Bin created earlier. 6. Click OK. Inventory Management Training Manual 23

24 Exercise: Delete a Bin for an Item 1. Click the Delete Row icon next to the now empty Bin. 2. Enter the newly created Bin number in the Default Bin field. 3. Save the record Exercise: Perform a Cycle Count (Using Mobile) 1. Log into Mobile Inventory on a mobile device. 2. Open the Cycle Counts application. 3. Select the Action button. 4. Select the Get option. 5. Select OPPSTORE as the Location. 6. Select an ABC Type. 7. Select the Use Due Date check box and enter a date. 24 Inventory Management Training Manual

25 Note: You could also select the Search by Bin Range check box and enter a From Bin and To Bin to restrict the count list by a range of bins. 8. Select Finish. 9. Select an Item from the Cycle Count list and select Action Count. Inventory Management Training Manual 25

26 10. Enter a count into the Count field next to the first listed bin. Note: You will enter a count next to each listed bin, if the item is stored in more than one bin in that storeroom. 26 Inventory Management Training Manual

27 11. Once all bin counts have been entered, select Finish. You may get a message that says that there was an Incorrect Count and prompts you to count again. If the count was equal to the current balance for the item, you will not receive this message. 12. Select OK. 13. Repeat steps 10 and 11 to reenter the count for each bin. If the count matches or if the count fails for the second time, you will be returned to the Cycle Count list screen. You can proceed with counting other items on the list. You can transmit the counts performed at any time. To transmit: 14. Select the Action button. 15. Select Transmit. Inventory Management Training Manual 27

28 As part of the transmit, Maximo will sum the physical counts recorded for each item and post the count to the default bin for the item. It will reset the physical count date for all bins. It will also automatically reconcile the physical count with the current balance for the item. 28 Inventory Management Training Manual

29 5 Storeroom Reordering 5.1 Overview of Reordering With the daily use of inventory items and tools, organizations must replenish inventory stock to stay functional. You replace used inventory stock by reserving and reordering items and tools that you need. You can reorder inventory items by initiating the Reorder Items action in Inventory. Maximo will evaluate current inventory levels and upcoming reservations for selected items to determine which items should be reordered and will create the necessary Purchase Requisitions Satellite Storeroom Reorders Supervisor Runs Reorder for Storeroom Supervisor Reviews/Submits Reorder PRs OPP Stores Reviews/Approves Reorder PRs Supervisor Runs Reorder for Storeroom A Supervisor initiates the reorder process by running the Reorder Items action in the Inventory application for a specific set of items or all items in a particular storeroom. The reorder action will automatically create Purchase Requisitions Inventory Management Training Manual 29

30 (PRs) for the items that need to be reordered. The PRs will automatically enter a workflow to be reviewed and approved Supervisor Reviews and Submits PR for Satellite Storeroom Once a reorder PR has been generated by the system, it will automatically be routed to the Supervisor that initiated the reorder. The Supervisor will have the ability to review and update the PR in the Purchase Requisitions application and then either cancel it or route to the OPP Stores In Box for ordering. Option What Happens Next Dependencies PR Approved, submit to OPP Stores In Box. PR not approved, Cancel. PR Status goes to Supervisor Approved (SUPERAPPR) and is assigned to the OPP Stores Inbox. PR status goes to canceled (CAN). Workflow stops. N/A N/A OPP Stores Reviews and Approves PR for Satellite Storeroom OPP Stores will receive PRs that have been submitted by Supervisors for Satellite Storeroom reorders in their inbox. They will have the ability to review and update these PRs and will also have the following workflow routing options: Option What Happens Next Dependencies Change status of PR to Approved (APPR). PR not approved. Send back to Supervisor for rework or cancel. PR Status goes to Approved (APPR.) Workflow stops. PR status goes to Waiting Supervisor Review (WSUPER). Workflow assigns record to Supervisor that originated the PR. N/A Not required, but a rework/cancel reason should be provided in the workflow memo field prior to routing. 30 Inventory Management Training Manual

31 Once the PR is approved, it will be processed like any other approved PR to ultimately become a Purchase Order (PO.) Exercise: OPP Stores Reviews and Approves PR for Satellite Storeroom 1. From your Inbox/Assignments locate an assignment to review a PR for satellite storeroom, requires review. 2. Click on the Assignment. 3. Click on the Route Workflow Icon on the toolbar. 4. Select Change status of PR to Approved (APPR) and click OK. Inventory Management Training Manual 31

32 5.1.2 OPP Stores Reorders ICD Runs Reorder for Storeroom ICD Reviews/Updates Reorder PRs ICD Approves Reorder PRs ICD Runs Reorder for Storeroom A Supervisor initiates the reorder process by running the Reorder Items action in the Inventory application for a specific set of items or all items in a particular storeroom. The reorder action will automatically create Purchase Requisitions (PRs) for the items that need to be reordered. For OPP Stores only, the PRs that are generated will NOT enter a workflow. This is because the user that is generating the PRs is also the person that will be reviewing and approving the PRs Exercise: Run Reorder Items for OPP Stores 1. Click on the Go To menu Inventory Inventory. 32 Inventory Management Training Manual

33 2. On the List tab, enter in the Item search field and OPPSTORE in the Storeroom search field and hit Enter. 3. Open the Item from the displayed list by clicking on the Item Number. 4. Open the Reorder Details tab by clicking on it. Inventory Management Training Manual 33

34 The fields that affect the Reorder Process are defined below. Field Reorder? Reorder Point Economic Order Quantity Description Determines if the Item is to be evaluated by the reorder action. Defines the highest balance at which the reorder process can be automatically triggered. Defines (in terms of the Order unit) the increments in which the item is to be ordered. 5. From the Select Actions menu, select Reorder Reorder Items. 6. Place checkmark in the Ignore Reorder Point? checkbox by clicking on it. Remove the checkmark in the Run In Background Mode? checkbox by clicking on it. Select Preview. 34 Inventory Management Training Manual

35 Important: These settings are for the training exercise only. Typically you would NEVER want to select Ignore Reorder Point? if you were reordering for a storeroom based on the current balance and reorder information for the storeroom. As different scenarios may dictate setting these properties differently, the critical fields and their description are below: Field Ignore Reorder Point? All Items in Storeroom? Description If this is set to Y (checked), the system does not evaluate the current balance or reorder point of the item. It automatically creates a PR for the Item(s) selected. If this is set to Y (checked), the reorder process will run on all items on the storeroom, not just the item(s) that are currently selected. Inventory Management Training Manual 35

36 Field Run in Background Mode? Description If this is set to Y (checked), the system will NOT wait for the reorder process to complete and provide you with a visual confirmation. Instead it will let you continue your user session while it works and will send an to the specified address when completed. 7. Select Run Reorder. 8. Select OK on the Reorder Results window that is displayed. The reorder process has automatically created the necessary PRs ICD Reviews and Updates Reorder PR for OPP Stores Once a reorder PR has been generated by the system, it will be available to the ICD in the Purchase Requisitions application. The ICD will have the ability to review and update the PR in the Purchase Requisitions application. 36 Inventory Management Training Manual

37 Exercise: Review Stock Reorder PR for OPP Stores 1. Click on the Start Center link from the Navigation bar. 2. In the OPP Stores Stock Reorder PRs section select your PR number ICD Reviews and Approves Reorder PR for OPP Stores The ICD will have the ability to cancel or approve the reorder PR using the Change Status action. Once the PR is approved, it will be processed like any other approved PR to ultimately become a Purchase Order (PO.) Exercise: Approve Reorder PR for OPP Stores 1. Click on the Approve Purchase Requisition icon on the toolbar. 2. Click OK. Inventory Management Training Manual 37

38 6 Purchasing 6.1 Overview of Purchasing The applications in the Purchasing module are used to manage the purchasing process, including purchasing materials and services, receiving them and then invoicing them. 6.2 Desktop Requisitions The Desktop Requisitions module (within the Self Service module) can be used to create and to view purchase requisitions and to create reservations for stock items. It is a place where you can go to initiate any request for parts or materials. OPP Employees will have the ability to initiate requests for both non-stock items as well as stock items, but will need to provide a valid Work Order Number to do so. Non-OPP Employees will only have the ability to request stock parts, and will need to provide a Customer Billing Number. The applications in this module can also be used to create template requisitions for repeat orders and create lists of items that you order frequently. Finally, you can also check the status of your orders in this module. Desktop Requisition lines that are for Stock Items will automatically create Item Reservations on the OPPSTORE storeroom. See the Issue Parts from Desktop Requisition section for next processing steps. Desktop Requisition lines that are for non-stock Items, Materials or Services will automatically create Purchase Requisitions that enter an electronic approval workflow, described below. 6.3 Purchase Requisitions for non-stock Items and Materials Workflow As stated before, Desktop Requisitions for non-stock items will automatically create Purchase Requisitions (PRs). PRs that are created that are beyond the approval limit of the submitter will be routed for approval until all appropriate levels of approval are achieved: Supervisor, if over $2,000 Manager, if over $3,000 Director, if over $5,000 The assignments for these approvals happen automatically via workflow. If a user has PRs that they need to provide approval for, they will receive an 38 Inventory Management Training Manual

39 assignment in their in-box on their Start Center in Maximo. From their in-box, they will be able to access the record, review it, and provide their approval or rejection via workflow options. Once all business approvals are obtained, the record will be routed to the OPP Stores In-Box for review and processing Reviewing/Approving Purchase Requisitions Users associated with the OPP Stores In-Box will receive all business approved (BUSAPPR) PRs in their workflow assignments in-box. These users will have the following workflow options on the record: Option What Happens Next Dependencies PR not approved. Send back to Requester for rework or cancel. (See memo) PR approvals complete. Proceed to route options. PR to be processed as Standard, Purchase Card, or Release Order. Leave status as BUSAPPR. PR approvals complete. Proceed to route options. Change status of PR to Approved for Limited Order processing. PR Status goes to waiting approval (WAPPR) and is assigned to the employee that submitted the Purchase Requisition. PR Status remains as business approved (BUSAPPR) and workflow stops. PR Status goes to approved to be processed as a Limited Order (APPRLO) and workflow stops. N/A N/A N/A Exercise: Reviewing/Approving Purchase Requisition for Standard PO 1. On the Start Center locate the Business Approved PRs section. Inventory Management Training Manual 39

40 2. Click on the PR number to navigate to the Purchase Requisition application. 3. Click on the Route Workflow Icon on the toolbar. 4. Select PR Approval Complete. Proceed to route options and click OK. 5. Select PR to be processed as Standard, Purchase Card, of Release Order. Leave status as BUSAPPR. and click OK. 40 Inventory Management Training Manual

41 6.4 Working with Purchase Orders Purchase Card Purchase Order In this process, a Purchase Order (PO) is created and processed for items to be purchased using a Purchasing Card (Credit Card). The process begins when an ICDS either receives a Paper PR or has a Maximo PR that includes items that should be procured using a Purchasing Card. The ICDS creates a PO record in Maximo (WAPPR) and sets the type to PC. The ICDS changes the status of the PO to Approved (APPR) when the record has been completely populated. The ICDS makes the purchase with the vendor using their Purchasing Card. Paper Requisition Received from Requester PR Generated from Reorder or Desktop Requisitions (OPP Only) ICDS Creates PO of Type 'PC' (WAPPR) ICDS Approves PO (APPR) ICDS Makes Purchase Exercise: Create and Approve Purchase Card Purchase Order 1. Click on the Go To menu Purchasing Purchase Requisition. 2. Open an Approved PR. 3. Click on the Select Action menu and select Create PO. Inventory Management Training Manual 41

42 4. Enter TRNPC## and then, click OK. 5. Click on the Go To menu Purchasing Purchase Orders. 6. Open the PO that was created. 7. Using the Select Value icon next to the Type field, select PC. 42 Inventory Management Training Manual

43 9. Click on the Approve Purchase Order icon on the toolbar. 10. Click OK Limited Order Purchase Order In this process, a Limited Order PO is created and processed for items to be purchased using a Limited Order. The process begins when an ICDS reviews the requisition and obtains pricing/quotes, if necessary. The OPP Store Administrative Assistant either receives a paper PR or a printed and signed Maximo PR that includes items that should be procured using a Limited Order. The Admin Assistant completes a paper Limited Order form from the information on the PR. The Admin Assistant creates a PO record in Maximo (WAPPR) and sets the type to LO. The Admin Assistant sends the Limited Order package (including the Limited Order form) to an Inventory Manager. The Inventory Manager reviews the LO Form and signs it and then changes the status of the PO to Approved (APPR). The Admin Assistant faxes the Limited Order form to the vendor to make the order. Inventory Management Training Manual 43

44 Paper Requisition Received from Requester PR from Reorder or Desktop Requisitions Printed and Signed ICDS Reviews and Obtains Pricing/Quotes Admin Assistant Receives Paper Form(s) for Processing Admin Assistant Completes Limited Order Form Admin Assistant Creates PO of Type 'LO' (WAPPR) Admin Assistant Sends LO Form to Inventory Manager Inventory Manager Reviews/Signs Form and Approves PO (APPR) Admin Assistant Faxes the LO Form to Vendor Exercise: Create and Approve Limited Order Purchase Order 1. Click on the Go To menu Purchasing Purchase Requisition. 2. Open an Approved PR. 3. Click on the Select Action menu and select Create PO. 44 Inventory Management Training Manual

45 4. Enter TRNLO## and then, click OK. 5. Click on the Go To menu Purchasing Purchase Orders. 6. Open the PO that was created. 7. Using the Select Value icon next to the Type field, select LO. Inventory Management Training Manual 45

46 11. Click on the Approve Purchase Order icon on the toolbar. 12. Click OK Blanket Release Purchase Order In this process, a Blanket Release PO is created and processed for Items to be purchased using a Release PO from a Blanket Purchase Contract. The process begins when an OPP Stores ICDS either receives a paper PR or has an approved Maximo PR that includes items that should be procured using an existing Blanket Purchase Contract with a vendor. The ICDS reviews the requisition and obtains pricing/quotes, as necessary. The ICDS creates a Release PO record in Maximo (WAPPR) from the Blanket Purchase Contract, which automatically sets the type to REL. The ICDS completes the line Item detail for the PO by manually creating the lines (if from a paper requisition) or copying the requisition lines from the Approved PR (if one exists). The ICDS changes the status of the PO to Approved (APPR). The ICDS faxes the Purchase Order to the vendor to make the order. Integration with VM sends the Release Purchase Order details from Maximo to VM. 46 Inventory Management Training Manual

47 Paper Requisition Received from Requester PR Generated from Reorder or Desktop Requisitions ICDS Reviews and Obtains Pricing/Quotes ICDS Creates PO of Type 'REL' (WAPPR) ICDS Populates Line Details on PO ICDS Approves PO (APPR) ICDS Faxes PO to Vendor Maximo Sends Approved Release PO to VM via Integration Exercise: Create and Approve Blanket Release Purchase Order 1. Click on the Go To menu Contracts Purchase Contracts. 2. Open an Approved Contract with a Type of Blanket. 3. Click on the Select Action menu and select Create Release PO. Inventory Management Training Manual 47

48 4. Enter TRNREL## in the PO field. 5. Click OK. 6. Click on the Go To menu Purchasing Purchase Orders. 7. Open the PO generated from the Contract. 8. Select Copy PR Line Items to PO. 9. Search for and select the PR Lines to include on the PO by placing a check mark to the left of the record. Select OK. 48 Inventory Management Training Manual

49 10. Save the record. 11. Click on the Approve Purchase Order icon on the toolbar. 12. Click OK Standard Purchase Order In this process, a PO is created and processed for items to be purchased using a standard PO processed through ebuy. The process begins when an OPP Stores ICDS reviews the requisition for correct information, sources the requirement and obtains pricing/quotes. The Admin Assistant either receives a paper PR or a printed and signed, Approved Maximo PR that includes items that should be procured using the standard PO process. The Admin Assistant creates a Maximo PR record (WAPPR), if necessary from the information on the form. The Admin Assistant scans everything associated with the request and sends the package to the Inventory Manager. The Inventory Manager reviews the PR entry and approves the PR. The Inventory Manager sets the status on the PR to Approved for ebuy (APPREB) to trigger the Inventory Management Training Manual 49

50 integration to the ebuy procurement system. Maximo sends, via integration, the details of the PR to ebuy. The requisition is processed into an Approved PO in ebuy. When approved, OPP Stores receives the PO information via the OPP Stores EBuy inbox. The Admin Assistant creates a PO record in Maximo. The Admin Assistant changes the status of the PO to Approved (APPR). Paper Requisition Received from Requester PR from Reorder or Desktop Requisitions Printed and Signed ICDS Reviews and Obtains Pricing/Quotes Admin Assistant Receives Paper Form(s) for Processing Admin Assistant Creates PR, If Necessary (WAPPR) Admin Assistant Scans Everything Associated with Request Package Sent to Inventory Manager Inventory Manager Approves PR (APPR) Inventory Manager Sets Status on PR for Integration (APPREB) Maximo Sends PR to ebuy via Integration ebuy Requisition to Purchase Order Process When Approved PO, Received in OPP Stores Ebuy Inbox Admin Assistant Creates PO from PR of Type 'STD' (WAPPR) Admin Assistant Approves PO (APPR) Exercise: Approve (for Ebuy) a PR 1. Click on the Go To menu Purchasing Purchase Requisition 2. Click on the New Purchase Requisition icon. 3. Enter a Description in the Description field. 4. Using the Select Value icon next to the ebuy Comm Codes field, select a Commodity Code. 50 Inventory Management Training Manual

51 5. Using the Select Value icon next to the ebuy Ship To field, select an Address Code. 6. Using the Detail Menu and Select Value options next to the Company field, select a Vendor. 7. Click on the PR Lines tab. 8. In the Default Table Data section, enter a Tracking #, Packing Slip #, and Received Date. 9. Click the Vendor Items button in the PR Lines section. 10. Place a checkmark next to at least one Vendor Item, enter a Quantity and click OK. 11. Save the record. 12. Click on the Change Status icon on the toolbar. 13. Using the drop down menu next to the New Status field, select Approve Send to ebuy. 14. Click OK. Inventory Management Training Manual 51

52 Exercise: Add ebuy PR # to PR in Maximo 1. Open the PR created in the previous exercise. 2. Once the PR is approved in ebuy enter the PR number in the ebuy PR # field. 3. Save the record Exercise: Create and Approve Standard PO 1. Click on the Go To menu Purchasing Purchase Requisition. 2. Open a PR that is in the Approved for Ebuy status (APPREB). 3. Click on the Select Action menu and select Create PO. 52 Inventory Management Training Manual

53 4. Enter TRNSTD## and then, click OK. 5. Click on the Go To menu Purchasing Purchase Orders. 6. Open the PO that was created. 7. Click on the Approve Purchase Order icon on the toolbar. 8. Click OK. Inventory Management Training Manual 53

54 6.4.5 Internal Purchase Order In this process, a Purchase Order (PO) is created and processed for items to be transferred using an internal Purchase Order from the central OPP Stores storeroom to an OPP satellite storeroom. The process begins when an OPP Stores Inventory Manager has approved a PR from a satellite storeroom that is for an internal transfer of items from the OPP Stores storeroom to the satellite storeroom. The Inventory Manager creates a PO record from the PR, ensuring the Internal? flag is set to Yes and the OPP Stores storeroom is populated in the Vendor details section. The Inventory Manager changes the status of the PO to Approved (APPR). The Inventory Manager prints the PO and sends it to the storeroom. The Stores Clerk pulls the material and performs the transfer using an Inventory Usage record, setting the type of transaction to transfer, and the status of the Inventory Usage record to Completed (COMP). The material is delivered to the satellite storeroom and put away. 54 Inventory Management Training Manual

55 Inventory Manager Approves PR Received via WF from Reorder Inventory Manager Creates Internal PO (WAPPR) Inventory Manager Approves PO (APPR) Inventory Manager Prints and Sends PO to Stock Room OPP Stores Clerk Enters Info into Inventory Usage Record (ENTERED) OPP Stores Clerk Changes Status of Record to Completed (COMP) Information is Sent to Carousel System OPP Stores Clerk pulls Material, Delivers & Stows at Remote Storeroom Exercise: Create and Approve Internal Purchase Order 1. Click on the Go To menu Purchasing Purchase Requisition. 2. Search for an open an Internal PR in an Approved status (One was created in the Satellite Storeroom Exercise). 3. Click on the Select Action menu and select Create PO. Inventory Management Training Manual 55

56 4. Enter TRNINT## and then, click OK. 5. Click on the Go To menu Purchasing Purchase Orders. 6. Open the PO that was created. 7. Click on the Approve Purchase Order icon on the toolbar. 8. Click OK Exercise: Perform Transfer in Inventory Usage for Internal PO 1. Click on the Go To menu Inventory Inventory Usage 2. Click on the New Inventory Usage icon. 3. Enter a Description in the Description field and use the Select Value icon next to Usage Type to select Transfer. 4. In the Default Table Data section use the Detail Menu and Select Value icon next to the Issue To field, and select a person. 5. In the Usage Lines section click the Select Reserved Items button. 56 Inventory Management Training Manual

57 6. Click the Filter link and enter the Approved PO number in the Purchase Order field. 7. Place a checkmark next to each Item and, click OK. 8. Click on the Set the Inventory Usage record to Complete icon on the toolbar. 9. Click OK. Inventory Management Training Manual 57

58 7 Receiving and Material Pick Up 7.1 Overview of Receiving The Receiving application is used to receive materials and services. You use this application to record materials and services to the database when they are delivered to a site. You can also return materials to vendors. You can perform the following tasks using the Receiving application: Receive materials, items, and services against Purchase Orders. Approve the receipt of an item that requires inspection. Enter asset numbers and other asset data when receiving rotating items. Void receipts for transactions that occurred in error. Return items, rotating assets, and services. Choose to accept or to return materials or services that are received in excess of the ordered quantity. Run reports. 7.2 Working with Receipts Inventory Manager users, as well as ICDS and Stores Clerk users, can receive materials and services from purchase orders and record the delivery to a site. Items that require inspection, serialization, or both can be transferred to a holding location for inspection. Once approved, you can update details before issuing material or service receipts. Partial deliveries or incorrect deliveries can also be managed Material Receipt Inventory Manager users, as well as ICDS and Stores Clerk users, can receive materials and services from purchase orders using the Receiving application Exercise: Perform Material Receipt 1. Click on the Go To menu Purchasing Receiving. 2. Search for and open a PO that has no Receipts and is Approved. 3. In the Default Table Data section, enter a Tracking #, Packing Slip #, and Received Date. 58 Inventory Management Training Manual

59 4. Click Select Ordered Items in the Material Receipts section. 5. Place a checkmark next to at least one PO Line and click OK. 6. Save the record Void Receipts Inventory Manager users can void receipts for transactions that occurred in error in the Receiving application Exercise: Perform Void Receipt 1. Click on the Go To menu Purchasing Receiving. 2. Search for and open a PO that already has at least one receipt. 3. In the Material Receipts section, select the Select Receipts to Void button. 4. Place a check mark next to the receipt line that is to be voided, enter a note into the Remarks field, and select OK. Inventory Management Training Manual 59

60 5. Save the record Direct Issue Material Returns Inventory Manager users can return materials to the vendor in the Receiving application Exercise: Perform Direct Issue Material Return 1. Click on the Go To menu Purchasing Receiving. 2. Search for and open a PO that already has at least one receipt. 3. In the Material Receipts section, select the Select Items for Return button. 4. Place a check mark next to the receipt line that is to have returns and enter a quantity to return in the Quantity to Return field (defaults to received quantity.) Select OK. 5. Save the record. 60 Inventory Management Training Manual

61 7.3 Overview of Material Pick Up The Material Pick Up application is used to record the staging and pick up of direct issue materials that have been received against Purchase Orders. You use this application to record the staging of materials when they are delivered to the storeroom as well as the pickup of those materials when they are picked up by the requester. You can perform the following tasks using the Material Pick Up application: Record the put away (staging) and stage location of direct issue materials. Record the pickup (or delivery) of direct issue materials. Track partial pickups. Generate a Material Pick Up form Working with Material Pick Up Records Inventory Manager users, as well as ICDS and Stores Clerk users, can create material pick up records and update them in the Material Pick Up application Stage Received Materials Inventory Manager users, as well as ICDS and Stores Clerk users, can create material pick up records to record the put away (staging) of materials that have been received as direct issues against a Purchase Order Exercise: Stage Received Direct Issue Materials 1. Click on the Go To menu Inventory Material Pick Up. 2. Select New PSUINVDUSE from the toolbar. 3. In the Purchase Order field, enter or search for the PO # of a PO that already has direct issue receipts against it. (The quantity of at least one receipt line should be greater than 1.) Inventory Management Training Manual 61

62 4. In the Default Table Data section, enter/select STAGED in the Status field, enter/select OPPSTORE in the Storeroom field, and enter any bin number in the Staged Bin # field. 5. Select the Select Materials button at the bottom of the Material Pick Up Lines section. 6. Place a check mark next to a line that has Recvd quantity that is greater than 1. Select OK. 7. Save the Record Record Picked Up Materials Inventory Manager users, as well as ICDS and Stores Clerk users, can record the pickup of materials that have been received as direct issues against a Purchase Order using the Material Pick Up application Exercise: Record Partial Pick Up of Direct Issue Materials 1. Click on the Go To menu Inventory Material Pick Up. 62 Inventory Management Training Manual

63 2. Search for and open the PO from the previous exercise. Since this will be a partial pick up, the first thing to do is to update the quantity of the current STAGED line item to the quantity that will still be staged after the pickup. 3. Enter a quantity that is half the current quantity in the Quantity field. 4. Save the record. Next, we will want to create the line for the partial pick up. 5. In the Default Table Data section, enter/select COMPLETE in the Status field, enter/select a Person ID in the Picked Up By field, and enter today s date in the Picked Up Date field. 6. Select the Select Materials button at the bottom of the Material Pick Up Lines section. 7. Place a check mark next to a line that represents the same receipt that was already staged. (Note: This line should appear on the list since we modified the quantity of the staged pick up to be less than the received quantity.) 8. Select OK. Inventory Management Training Manual 63

64 9. Save the Record. Note: To run the Material Pick Up form for this pick up. Place a checkmark next to the COMPLETE line and then run the report from the Run Report action on the Select Actions menu Exercise: Record Remaining Pick Up of Direct Issue Materials 1. Click on the Go To menu Inventory Material Pick Up. 2. Search for and open the PO from the previous exercise. 3. In the Default Table Data section, enter/select COMPLETE in the Status field, enter/select a Person ID in the Picked Up By field, and enter today s date in the Picked Up Date field. 4. Place a check mark next to the STAGED line on the Material Pick Up record. 5. Select the Apply Defaults button. 6. Save the Record. Note: To run the Material Pick Up form for this pick up. Place a checkmark next to the COMPLETE line and then run the report from the Run Report action on the Select Actions menu. Also, if this is the last pick up for the PO, select the Pick Up Complete? Checkbox and save the record. 64 Inventory Management Training Manual

65 8 Inventory Usage 8.1 Overview of Inventory Usage The Inventory Usage application is used to create inventory usage records that track the issue, transfer, and return of inventory items within and across organizations. In the Inventory Usage application you can: Monitor the balance of inventory items that are in stock. Issue items or tools directly to charge entities such as work orders. Return items or tools directly from charge entities such as work orders. Perform Transfers from bin to bin or storeroom to storeroom. 8.2 Working with Inventory Usage Records Inventory Manager users, as well as ICDS and Stores Clerk users, can create inventory usage records to track the issue, transfer, and return of inventory items within and across organizations. Inventory usage records can contain multiple usage lines, which track the movement of inventory items into and out of storerooms and bins. Inventory usage lines can be added or removed from inventory usage records so that records can be updated quickly and easily. Inventory Usage records also carry a status that can define whether the associated transactions have been: entered, staged, or completed Issue Parts from Desktop Requisition When stock parts are requested on a Desktop Requisition, Maximo will create a reservation for the items in the OPPSTORE storeroom. These reservations can be fulfilled by creating and completing an Inventory Usage record to execute the issue transaction to the provided Customer Billing # Issue Part from Walk In Issues from any storeroom against a Work Order can be fulfilled by creating and completing an Inventory Usage record to execute the issue transaction to the provided Work Order #. Inventory Management Training Manual 65

66 Exercise: Create Inventory Usage Record for an Item Issue 1. Click on the Go To menu Inventory Inventory Usage. 2. Click on New Inventory Usage. 3. Enter a description of Issue Item to Work Order in the Description field. 4. Using the Select Value icon next to the Usage Type field, select Issue. 5. In the Default Table Data section, enter a Work Order number in the Work Order field. 6. Using the Detail Menu icon select the Select Value icon next to the Issue To field, select a Person. 7. Click New Row in the Usage Lines section. 8. Enter in the Item field. 9. Enter 5 in the Quantity field. 10. Save the record. 66 Inventory Management Training Manual

67 Exercise: Stage Inventory Usage Record for an Item Issue 1. Click on the Go To menu Inventory Inventory Usage. 2. In the Inventory Usage application List Tab, search for a Usage record and open it. You can search for the Usage record you just created in the last exercise. 3. Click on the Stage icon on the toolbar. 4. Select the Enter a new stage bin number for use by all rows that will be staged. 5. Enter a bin number in the Stage Bin field. 6. Click OK Exercise: Complete Inventory Usage Record for an Item Issue 1. Click on the Go To menu Inventory Inventory Usage. Inventory Management Training Manual 67

68 2. In the Inventory Usage application List Tab, search for a Usage record and open it. You can search for the Usage record you just staged in the last exercise. 3. Click on the Complete icon on the toolbar. 4. Click OK Transfer Parts Transfers to and from bins to bins (within a storeroom) and from storeroom to storeroom can be executed by creating and completing an Inventory Usage record to execute the transfer transaction Exercise: Transfer Item from Storeroom to Storeroom 1. Click on the Go To menu Inventory Inventory Usage 2. Click on the New Inventory Usage icon. 3. Enter a Description in the Description field and use the Select Value icon next to Usage Type to select Transfer. 68 Inventory Management Training Manual

69 4. In the Default Table Data section use the Detail Menu and Select Value icon next to the Issue To field, and select a person. 5. Using the Detail Menu and Select Value options next to the Item field, select an Item to transfer. 6. Using the Detail Menu and Select Value options next to the To Storeroom field, select a To Storeroom 7. Click on the Set the Inventory Usage record to Complete icon on the toolbar. 8. Click OK Return Parts Returns against a Work Order can be fulfilled by creating and completing an Inventory Usage record to execute the return transaction from the provided Work Order # Exercise: Return Parts from a Work Order 1. Click on the Go To menu Inventory Inventory Usage. 2. Click on New Inventory Usage. 3. Enter a description of Return Item from Work Order in the Description field. 4. In the Default Table Data section, enter a Work Order number in the Work Order field. 5. Using the Detail Menu icon select the Select Value icon next to the Issue To field, select a Person. Inventory Management Training Manual 69

70 6. In the Usage Lines section click the Select Items for Return button. 7. Click the Filter link. Enter the Work Order number in the Work Order search field. 8. Place a check next to an Item. Click OK. 9. Click the View Details icon next to the Usage Line. 10. Using the Detail Menu icon select the Select Value icon next to the Returned By field, select a Person. 11. Save the record. 12. Click on the Complete icon on the toolbar. 13. Click OK. 8.3 Refrigerant Tracking Refrigerant materials that are physically moved from storerooms to supervisors to craftspeople and ultimately to Assets will be tracked as Inventory items in Maximo. To track each intermediate step in this process, Supervisors and Craftspeople will be set up as Inventory Bins for the refrigerant materials. With this virtual infrastructure, movement of refrigerant material between storerooms and Supervisors, Supervisors and Craftspeople, or just between Craftspeople will be entered as Transfer transactions in Maximo. Movement of refrigerant material between a Craftsperson and a Work Order will be entered as an Issue or Return transaction. The Inventory Usage application will be used to track the issue, transfer, and return of these refrigerant materials. Craftspeople will have permissions to enter 70 Inventory Management Training Manual

71 these transactions, but not complete them. Supervisors will need to complete the transactions for them to take effect in the system and update balances. Each Supervisor and Craftsperson will have two bins named after themselves for each type of refrigerant item that they handle. One will be [PERSONID]-V to track their virgin (unused) refrigerant and the other will be [PERSONID]-R to track their reclaimed (used) refrigerant. Movement of Virgin Refrigerant: Refrigerant in Storeroom Bin Transferred to Supervisor "-V" Bin Transferred to Craftsperson "-V" Bin Issued to Work Order Movement of Reclaimed Refrigerant: Disposal Transferred to Storeroom's "- R" Bin Transferred to Supervisor's "- R" Bin Returned to Craftsperson "- R" Bin (from Work Order) The various refrigerant transaction scenarios are described in the table below: Inventory Management Training Manual 71

72 Scenario Type of Transaction To and From Information for Transaction Supervisor receives refrigerant material from stock location in storeroom. Supervisor transfers refrigerant material to Craftsperson Transfer Transfer From: Stock Bin in Main Storeroom To: Supervisor s -V Bin in Refrigerant Storeroom From: Supervisor s -V Bin in Refrigerant Storeroom Craftsperson transfers refrigerant material to another Craftsperson Transfer To: Craftperson s -V Bin in Refrigerant Storeroom From: Craftperson s -V Bin in Refrigerant Storeroom Craftsperson issues refrigerant material to Asset via a Work Order Issue To: Craftperson s -V Bin in Refrigerant Storeroom From: Craftperson s -V Bin in Refrigerant Storeroom Craftsperson returns refrigerant material from Asset via a Work Order Return To: Work Order Number (Issue) To: Craftperson s -R Bin in Refrigerant Storeroom From: Work Order Number (Return) 72 Inventory Management Training Manual

73 Scenario Type of Transaction To and From Information for Transaction Craftsperson returns reclaimed refrigerant material to Supervisor Transfer From: Craftsperson s - R Bin in Refrigerant Storeroom Supervisor returns reclaimed refrigerant material to Storeroom Transfer To: Supervisor s -R Bin in Refrigerant Storeroom From: Supervisor s -R Bin in Refrigerant Storeroom To: Default -R Bin in Main Storeroom Issuing Refrigerant Refrigerant will be issued from the Inventory Usage application. Both Craftspeople and Supervisors will have the ability to enter an Inventory Usage record for refrigerant, but only Supervisor s will have the ability to complete them EXERCISE: Issue Refrigerant from Craftsperson to Work Order in Inventory Usage 1. Click on the Go To menu Inventory Inventory Usage. Inventory Management Training Manual 73

74 2. Select the New Inventory Usage icon from the toolbar. 3. Enter Issue Refrigerant to Work Order in the Description field. 4. Use the Select Value icon next to the Usage Type field to select ISSUE. 5. Enter REF_BG in the Storeroom field. 6. Enter the Work Order Number that you are issuing to in the Work Order field in the Default Table Data section. 74 Inventory Management Training Manual

75 Note: Once the Work Order Number is entered, the GL Account, Location, and Asset from the Work Order will display, if populated. The Entered By will default to you. 7. Enter craftrain (the Person ID of the craftsperson that is issuing the material) in the Issued To field in the Default Table Data section. Note: This is necessary only because the Issue To field is a required field when completing an issue. The value, in many cases, will be the same as the Entered By if a Craftsperson is entering their own transaction. 8. Select New Row in the Usage Lines section. 9. Enter in the Item field. 10. Enter CTR01-V in the From Bin field. (This represents the virgin bin for this item for the crafttrain user.) Inventory Management Training Manual 75

76 11. Enter 5 as the quantity being issued in the Quantity field. (This is in Lbs.) 12. Save the record. The transaction is staged, but has not been executed at this point. If the user is a craftsperson, this is as far as they can go. A Supervisor will need to complete the Inventory Usage record EXERCISE: Approving (Completing) Refrigerant Issue in Inventory Usage Supervisor s will be required to approve (by completing) the Inventory Usage records for refrigerant issues entered by their craftspeople. They can be prompted to do this either through direct communication from the craftsperson or via a saved query for Inventory Usage records entered by their employees that are still in Entered status. Any way that they are alerted, the process begins by finding and opening the Inventory Usage record. For this exercise we can continue with the Inventory Usage record we just created. 1. Select the Set Inventory Usage record to complete icon on the toolbar. 2. Select OK on the Change Status window. 76 Inventory Management Training Manual

77 The issue transaction is now complete. The -V bin for the craftsperson has been decreased by the amount issued and that amount has been charged to the Work Order (and the Work Order s Asset/Location.) Transferring Refrigerant Refrigerant will be transferred from the Inventory Usage application. Both Craftspeople and Supervisors will have the ability to enter an Inventory Usage record for refrigerant, but only Supervisor s will have the ability to complete them EXERCISE: Transfer Refrigerant from Supervisor to Craftsperson in Inventory Usage 1. Click on the Go To menu Inventory Inventory Usage. 2. Select the New Inventory Usage icon from the toolbar. 3. Enter Transfer Refrigerant from Supervisor to Craftsperson in the Description field. Inventory Management Training Manual 77

78 4. Use the Select Value icon next to the Usage Type field to select TRANSFER. 5. Enter REF_BG in the Storeroom field. 6. Enter craftrain (the Person ID of the craftsperson that is being issued the material) in the Issued To field in the Default Table Data section. 7. Select New Row in the Usage Lines section. 8. Enter in the Item field. 78 Inventory Management Training Manual

79 9. Enter STR01-V in the From Bin field. (This represents the virgin bin for this item for the supertrain user.) 10. Enter 5 as the quantity being transferred in the Quantity field. (This is in Lbs.) 11. Enter REF_BG in the To Storeroom field. Inventory Management Training Manual 79

80 12. Enter CTR01-V in the To Bin field. (This represents the virgin bin for this item for the crafttrain user.) 80 Inventory Management Training Manual

81 13. Save the record. The transaction is staged, but has not been executed at this point. If the user is a craftsperson, this is as far as they can go. A Supervisor will need to complete the Inventory Usage record. 3. Select the Set Inventory Usage record to complete icon on the toolbar. 4. Select OK on the Change Status window. The transfer transaction is now complete. The -V bin for the craftsperson has been increased by the amount transferred and the -V bin for the supervisor has been decreased by the same amount. Inventory Management Training Manual 81

82 9 Invoicing 9.1 Overview of Invoicing The Invoices application is used to record vendor invoices as you receive them. You can also record debit and credit notes from vendors, and match invoice details against purchase orders and receipts. You can reverse approved or paid invoices, credit memos, or debit memos. Entering invoices lets you match the invoice information against purchase orders and receipts of materials and services. The invoice can then be approved and paid. 9.2 Working with Invoices Inventory Manager users can create and update Invoice records Creating Invoices To create an invoice for a single PO from a vendor, enter information such as the invoice number, and the corresponding purchase order number on the Invoice tab. Any receipts recorded for the purchase order can be invoiced on the Invoice Lines tab. Once the information is entered, the Invoice can be approved Exercise: Create and Approve Invoice 1. Click on the Go To menu Contracts Invoices. 2. Click on the New Invoice icon. 3. Using the Detail Menu and Select Value icon next to the PO field, select a PO. 4. Populate the Vendor Invoice field. 5. Click on the Invoice Lines tab. 82 Inventory Management Training Manual

83 6. Click on the Copy PO Lines button. 7. Place a check mark next to the PO Line to add to the Invoice, and click OK. 8. Click on the Approve Purchase Order icon on the toolbar. 9. Click OK. Inventory Management Training Manual 83

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