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Items may be issued from inventory without being associated with a work order. For example, in a rental facility, the maintenance department may choose to issue items like light bulbs directly to tenants, rather than sending maintenance personnel out to change burnt-out bulbs. In this case, the issue should still be recorded so that MainBoss's inventory records remain correct.
To specify an inventory issue that is not related to a work order, select Inventory —> Adjustments —> Issue from the menu. MainBoss displays a window containing the following:
- Inv. Cat.: Lets you specify a category of inventory items. If you select a category, the drop-down list for the "Selected Items" field (below) will only show items belonging to that category. For more on inventory categories, see Inventory Categories.
- Inventoried Items: Specifies that you want the "Selected Items" drop-down list to show inventory items. This is the default.
- Non-inventoried Items: Specifies that you want the "Selected Items" drop-down list to show non-inventory items.
- Selected Items: A drop-down list showing inventory items. The contents of this list are controlled by "Inv. Cat.", Inventoried Items, and Non-inventoried Items.
- Pick This Item: Clicking this copies the current selection from "Selected Items" into "Inv. Item".
- Pick New Item: Clicking this button lets you enter a description of a new inventory item. This is useful if you are recording the issue of an item that isn't currently tracked as part of your inventory; you can add the item to your inventory and then continue recording the issue.
Clicking Pick New Item opens the Inventory Item editor window. For more information on using this window, see Describing Items.
- Inv. Item: The item chosen from "Selected Items" or specified when you clicked Pick New Item.
- Date: The date/time when the issue takes place. If you leave this blank, MainBoss will fill in the current date and time.
- On Hand: The quantity of the selected item that is currently on hand in your storerooms.
- Unit Cost: The per-unit cost of the selected item.
- Total Cost: The total cost of your entire stock of the selected item.
- On Order: The quantity of the selected item that is currently on order. (Items are put on order when an appropriate purchase order is issued; for more information, see Purchase Orders.)
- On Reserve: The quantity of the selected item that is currently on reserve for use in various work orders. (Items are put on reserve when an appropriate work order is created containing that item in its materials list; for more information, see Creating and Editing Work Orders.)
- Stock Available: The quantity of the selected item that is freely available for use. This is equal to "On Hand" minus "On Reserve".
- Building: The building containing the storeroom from which the materials will be issued. If you leave this field blank, the drop-down list for "Storeroom" (below) will show all the storerooms in your organization.
- Storeroom: The storeroom from which the materials will be issued.
If you have not decided which storeroom you will take the materials from, you can select any of the storerooms in the drop-down list and then check "Storeroom On Hand" to see how much of the item is on hand in that storeroom. Checking through the list of storerooms may help you decide which one has the largest quantity to spare.
- Storeroom On Hand: The quantity of the selected item that is currently on hand in that storeroom. Note that this is the quantity before the materials are issued.
- Location: The location of the selected item within the specified storeroom.
- Issue Quantity: The quantity of materials that you are about to issue.
- Unit Cost: The cost of the materials being issued. By default, this is the "Unit Cost" associated with this type of item; however, you can specify a different unit cost if appropriate.
- Total Cost: The total cost of the materials being issued. This is calculated by multiplying "Issue Quantity" times "Unit Cost". If you type a different value into "Total Cost", MainBoss automatically adjusts the "Unit Cost" accordingly.
- Issue Code: Specifies the reason for making this issue. Issue codes are defined in the Issue Codes table; for more information, see Issue Codes.
- Reference: Any additional reference information that might be useful in this context. For example, if you are transferring these materials to another department in your organization, you might type in the reference on any paperwork related to the transfer.
- Issue to: The person or organization to whom the materials were issued.
- Save & New: Saves the current record and clears fields in the window so you can enter a new record.
- Clone: Creates another issue operation using the same information you have just recorded. For example, suppose you want to issue 30 of a particular item, taking 20 from one storeroom and 10 from another. You can write up the information for issuing 20 of the items from one storeroom, then Clone this information in preparation for issuing the other 10 units; in the cloned record, you just have to specify a different storeroom and change the "Issue Quantity" to 10 (instead of the original 20).
- Delete: Deletes this issue record.
- Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
- Done: Closes the window. MainBoss discards any information that hasn't already been saved.
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