IC> Utilities> Setup

Set up the Inventory Control Module

 

Summary

 

Inventory control is designed to accommodate diverse needs. Before you use the system you need to specify how it will work. Follow this process to set up the Inventory Control module.

 

Related Links

 

Click here for information on Item Maintenance.

Click here for information on Unit Maintenance.

Click here for information on Inventory Transactions.

 

Step by Step

 

1     Open the Inventory Control Setup window (IC> Utilities> Setup).

 

2     Complete the Settings section. 

 

  • Select a default costing method in the Costing Method drop-down menu.
    • The default setting can edited when you set up individual items.
  • Select a default Unit of Measure from the drop-down menu.
    • The default settings can be edited when you set up individual items.
    • If you want to select a unit of measure that is not offered in the drop-down menu, units of measure are created in the Unit Maintenance window (IC>Maintenance>Unit Maintenance). Click here for information on Unit Maintenance.
  • Select a default status in the Status drop-down menu.
    • The status of all new inventory items created in the Item Maintenance window (IC> Maintenance> Item Maintenance) will default to the status selected in this drop-down menu. This is only a default and the inventory status can be changed from the default when the inventory item is created.
    • The Status selections are Active, Deleted and New. These are shared with the Fixed Asset module.
    • The New status can be used for tracking inventory items that you would like separate from Active items, but New status inventory items cannot be used in inventory transactions.
    • After an inventory item has been created, you can change the status of that inventory item in the Item Maintenance window (IC> Maintenance> Item Maintenance> Search for and open the item by status> General tab> Status drop-down menu).
  • The Date Tolerance field is used to set up which transactions will be flagged as possible errors when entering inventory transactions during the input process (IC> Inventory Transactions> Enter Transactions).
    • If the transaction date on the inventory transaction varies from the current date by more than the number of days entered in this field, an information window will open warning the user that the transaction date on the transaction may be incorrect. This feature has been added in order to avoid keypunch errors on transactions.
    • The Date Tolerance can be between 0 and 500 days.
  • Check the PM interface toggle if you want the Inventory Control module to interface with the Project Management module.
    • This will allow you to add a task and type to an inventory transaction and record the information in the PM module.
    • If you check this toggle you will not be required to enter PM data on inventory transactions.
    • You will be required to print a PM proof list when processing inventory transactions.
  • Check the WO interface toggle if you want the Inventory Control module to interface with the Work Orders module.
    • This will allow you to add a Work Order number on an Inventory Control transaction and record the information in the WO module.
    • If you check this toggle you will not be required to enter PM data on inventory transactions.
    • You will be required to print a WO proof list when processing inventory transactions.
    • The Inventory Control - Work Orders interface has not yet been implemented.
  • The Inventory Control module also interfaces with the Accounts Payable module when you create a Return to Vendor transaction in IC> Inventory Transactions> Input.
  • Check the Negative Quantity Warning toggle to receive warnings when inventory transactions reduce the quantity on hand below zero.
  • Check the Reorder Using Requisitions toggle if you want to use requisitions to order inventory items. The Reorder inventory items process in the Inventory Control module will create requisitions for items to be reordered.
    • If you do not check this toggle inventory items to be reordered will be sent to the Purchase Orders module. The Purchase Orders module must be set to auto number if you are going to reorder using the module.
    • This toggle has not yet been implemented.
  • Check the Include Handling in Item value toggle if you want to include handling and shipping charges in the cost of an inventory item. You will not be forced to enter shipping and handling charges for every transaction, but you will be given the option to enter the information.
  • Check the Include Taxes in Item value toggle if you want to include tax charges in the total value of the item. If you select Include Taxes in Item Value, the total value will include these charges on reports, etc. You will not be forced to enter tax charges for every transaction, but you will be given the option to enter the information.
  • The Automatically attach items to WO Equipment toggle is used to automatically attach inventory items to pieces of equipment.
    • When an issue type inventory transaction is committed, and the issue transaction includes a work order that has attached equipment, the IC item being issued will be automatically attached to that equipment as a new part on the Parts tab. If the item is already on the Parts tab, it will not be added a second time.
  • Check the Validate IC category on WO for inventory transactions toggle if you would like to alert users when a work order selected in the Inventory Transactions process has a different category code than the inventory transaction itself. Users will not be allowed to save until the category codes match.
  • Before creating inventory items and generating inventory transactions, you will first need to create the required Account Types and then create the required Category codes.
  • Click the Save icon when the setup is complete.

 

3     Track any changes made to the IC Setup window. 

 

  • Click the Audit Trail icon to open the Audit Trail window.
  • Use the Search Criteria section to sort the displayed audit trail.
  • The Audit Trail History section will provide details about any changes made to the setup window including the date of the change, type of change made, user that made the change, and data table that was edited.
  • Click here for information on the Audit Trail window.