Supply Issue

Issuing items takes the selected items out of inventory and issues them to the specified user. The cost of all issued items is charged to the specified account.

1. Click the Issue To Select link to indicate the user that will receive the items.

2. In the Warehouse field, select the warehouse you want to issue items from.

3. Skip the Issue # field.

   A supply issue transaction number will automatically be assigned for all new transactions. This field is used when returning items to locate the appropriate transaction.

4. Click the Department Select link to select the department the user works for.

5. Specify the Account the costs of the items will be charged to.

   • If Corporate accounting is in use, select an account.

   • If NPFA is in use, expand the Accounts pane to specify the appropriate accounts.

     To specify an account:

     1. Expand the Accounts pane.

     2. Click the Add Another Account Group link.

        The Accounts pane expands to display the account definition options.

     3. In the Account Group field, select the type of accounts you want to add.

        An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

     4. In the Billing Type field, select the type of billing you want to use for this entity.

        The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

        Note:

        Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

     5. Configure the accounts you want to associate with this entity.

        You can associate one or more accounts.

        1. Click the Add New Link.

           The Add Account String dialog box opens.

        2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

           Note:

           Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

        3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

           An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

           Note:

           Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

        4. Enter a value for each segment.

           If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

           As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

        5. Click ADD.

        The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

     6. Click OK to save the account configuration.

        You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

6. In the Issue Date field, select the date on which the items will be issued.

   This field defaults to today's date.

7. Select the Show Details check box to display more details about each item as you add it.

   • Bin – lists each bin containing the specified item
   • Quantity – lists the quantity in each bin
   • Lot Number – for lot controlled items only, indicates the lot number
   • Expiration – for lot controlled items only, indicates the lot expiration date

8. Select the items you want to issue to this request.

   1. Click the Select link to the left of the first item field.

      A dialog box opens, allowing you to locate and select the item you want to add. You must select the item from the appropriate warehouse.

   2. In the Bin field, select the bin you want to take the item from.

   3. In the Lot field, select the lot you want to take the items from.

      The lot field only appears for lot-controlled items.

   4. In the Tax field, enter a value to indicate the percentage of tax to add on to the cost of the item.

      For example, if you enter 10, a 10% tax will be added to the cost of the item.

   5. In the Qty - Issued field, enter the quantity of items you want to issue.

      You cannot issue more items than are available.
      

9. If you want to remove an item from the item list, click the Clear link to the left of the item.

10. Repeat steps 8 and 9 until all of the items you want to issue are on the list.

11. Click ISSUE.

The items are taken out of inventory and issued to the selected user. The supply issue transaction is assigned a transaction number (see Issue # at the top of the page) and a record of the transaction appears at the bottom of the page. The following information is displayed:

• Part # – the part number for the item; clicking this link opens the Material Item Details page for the item

• Description – a description of the item

• UOM – the unit of measure for the item

• Issued – the quantity of items issued

• Qty Ret – the quantity of items returned; this field is only used when processing returns

• Bin – the bin the issued items were stored in

• Lot – for lot controlled items only, the lot the issued items came from

• Details – click this link to open a dialog box containing detailed information about the item, including the general ledger export date for systems using Non-Profit Fund Accounting

Click the Printable Receipt link to open an HTML page containing detailed information about the items issued. This page can be printed using your web browser's Print function.

If items were issued but were not needed, they can be returned to inventory.

If NPFA is in use, a separate journal extract record is generated crediting all applicable accounts when an item is returned.

To return items:

1. Select the Issue # of the supply issue transaction that you want to process a return for.

   1. Click the Select link.

   2. Select the Warehouse the transaction was made from.

   3. Specify additional transaction search criteria by entering a Transaction/Part Number or Date Range.

   4. Click FIND.

   5. Click the link corresponding to the appropriate transaction.

   The items issued in the selected transaction appear in a pane at the bottom of the page.

2. In the Qty Ret Field, enter the number of items you want to return for each item you are returning.

   The number you enter must be equal to or less than the number issued.

3. Click UPDATE.

   The row corresponding to each return is added to the existing issue transaction indicating the number of items returned as a negative value. The inventory module updates the On Hand quantity of the item.