Summary

The Create Inventory Items process allows you to use work orders to generate IC module inventory items. New Inventory category work orders can be set up to create an inventory item when the status on the work order is changed to Complete. The Create Inventory Items process will then create an inventory item that can be received through the Inventory Transactions process in the Inventory Control module.

Step by Step

1     Create a Create Inventory Items batch.

• Select the Create Inventory Items palette in WO> Create Inventory Items. This will expand the Create Inventory Items palette and display the steps of the Create Inventory Items batch process.
• Modify an existing batch or create a new Create Inventory Items batch.
  • Select a batch number from the drop-down menu at the top of the Create Inventory Items palette to select an existing batch.
  • Select New from the Create Inventory Items batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Create Inventory Items process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Create Inventory Items palette and press DELETE to delete a batch. Any uncommitted inventory items in the batch will be deleted.

2     Select the Work Orders to include in the batch.

• Open the Select Work Orders window (WO> Create Inventory Items> Select Work Orders).
  • This window will display all New Inventory category work orders that have been updated to Complete status.
    • Work order activity that has already been processed or is included in an existing Create Inventory Items batch will not be included.
• Check the Selected toggle next to each of the work orders that you would like to include in the batch.
  • Click the Expand button next to a work order in order to display the individual activity items that make up that work order. Check the Selected toggle next to each activity line item that should be included in the batch. All activity items will be checked by default.
    • Activity line items that are not selected can be added to a future Create Inventory Items batch.
• Click the Save icon once all of the desired work orders are selected and updated.

3     Edit the inventory items on the selected work orders.

• Open the Edit window (WO> Create Inventory Items> Edit).
• The Edit window will display one line item for each work order included in the batch.
• The Work Order Number, Description and Value columns are the only columns that cannot be edited. All other information associated with the inventory items can be changed. There are, however, some limits on what changes can be made.
  • The Item Number field is used to specify which inventory item is being created in the batch.
    • Inventory items that are in Delete status cannot be selected. Inventory items are created and maintained on the Item Maintenance window (IC> Maintenance> Item).
  • The Category Code field is used to specify how the new items will be processed in the IC Transactions batch.
    • Only category codes set up to generate Receipt transactions can be selected when creating inventory items. Category transactions are set up on the Category Maintenance window (IC> Maintenance> Category> Action field).
  • The Location field determines where the new inventory items will be received.
    • Locations are created and maintained on the Location Maintenance window (IC> Maintenance> Location).
  • The Quantity field is used to specify the number of inventory items that will be created when the batch is committed. This value must be greater than zero.
  • The Unit Type field is used to specify the unit type associated with the new inventory items.
    • Unit types are created and maintained on the Units Maintenance window (IC> Maintenance> Units).
  • The Transaction Date/Time field will default to the current date and time.
• Click the Save icon when complete.

4     Print the Proof List.

• Open the Proof List window (WO> Create Inventory Items> Proof List).
• The report will display the Work Order Number, Work Order Description, Item Number, Transaction Date/Time, Category Code, Location, Quantity, Unit Type and Total Value for each line item.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Commit the Create Inventory Items batch.

• Open the Batch Commit window (WO> Create Inventory Items> Commit).
• Enter an uncommitted Inventory Control module Transaction Batch number or click the field label to select one from a list.
• Click the Confirm icon to commit the batch.
• Once the batch is committed, the new inventory items can be received in the Inventory Control module Enter Transactions process (IC> Enter Transactions)