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When you create a work order, you typically make estimates for what materials will be required. After the job is done, you should go back to the work order and enter the actual materials used. MainBoss adjusts inventory levels accordingly—items that were initially put on reserve are marked as used, or taken off reserve if it turns out the materials weren't needed after all.
The process of recording actual materials used in connection with a work order begins when you click Add Actual in the Material section of the work order. MainBoss will open a window that contains the following:
- W/O Number: This field is displayed when you are recording material usage in a work order. It shows the identification number of the work order.
- Show items only if: This section of the window controls which items are listed in the "Selected Items" drop-down list.
- estimated not fully issued: Select this if you only want the list to show items which appeared in the work order estimates, and which have not yet been marked as actually used.
For example, suppose that your original materials estimates listed four different items. Clicking estimated not fully issued means that the "Selected Items" drop-down list only shows those four items. Suppose that you select one of those items, and record that the job did indeed use the estimated amount; you then save the information. The next time you look at the "Selected Items" drop-down list, it will only include three items—the original four items, minus the item that you have already dealt with. This makes it easy to go through the list of original materials estimates and record actual values.
- listed as SparePart: Select this if you only want the "Selected Items" list to display items that have been recorded as spare parts for the equipment or space being serviced by this work order.
- listed on Work Order: Select this if you only want the list to show items that are already on the work order. Typically, this means items that were originally specified in the materials estimates; however, it can also include new (actual) items that have been added to the list now that the job is finished.
- all items: Select this if you want the list to show a complete list of all items in your inventory.
- Inv. Cat.: Lists all the inventory categories in the Inventory Categories table. If you select a category from this table, the "Selected Items" drop-down list (below) will only show inventory items of that type. For example, if you select FILTERS as your "Inv. Cat.", the "Selected Items" list will only show filters. This can make it easier to find a particular item in the list—you only have to look at one type of item, rather than all the items in your inventory.
- Inventoried Items: Checkmark this if you want the "Selected Items" drop-down list to include inventory items.
- Non-inventoried Items: Checkmark this if you want the "Selected Items" drop-down list to include non-inventory items.
- Pick This Item: Click this button when you have located the appropriate item in the "Selected Items" drop-down list. MainBoss will copy the item into the "Inv. Item" field below.
- Pick New Item: Creates an item description; this can be for a new inventory item (in which case the item is added to your standard inventory list) or for a non-inventory item (in which case the item is considered a one-off item that is only used in this particular work order).
For information on describing a new inventory item, see Describing Items.
- Inv. Item: Specifies an inventory item to be reserved for this work order. This item either comes from the "Selected Items" list or by clicking Pick New Item and specifying a new item.
- Date: The date on which the item was used.
- On Hand: The quantity of the selected item that is actually available in your inventory.
- Unit Cost: The cost of one unit of the selected item.
- Total Cost: The cost of all such items that are currently in your inventory.
- On Order: The quantity of this item that is currently on order.
- On Reserve: The quantity of this item that is currently on reserve. This includes all such items that have been reserved for use in work orders (possibly including the work order you are preparing).
- Stock Available: The quantity of this item that is freely available for use. This means the actual amount on hand, minus the amount that is currently on reserve.
- Building: The building that contains the storeroom where workers obtained the materials.
- Storeroom: The storeroom where workers obtained the materials.
- Storeroom On Hand: The quantity of the item on hand in the specified storeroom. This may be different than the "On Hand" value above, since "On Hand" includes the amount of stock on hand in all your storerooms.
- Location: Specifies a location within the storeroom where the specified materials were found. For example, if the shelves in a storeroom are numbered, this could display the number of the shelf that contains the items.
- Reference: A reference code for this material. This might be a vendor's catalog number, a purchase order number, or any other information that might be useful in connection with a particular inventory item.
- Issue Quantity: The quantity of the item that was actually used in the work order.
- Unit Cost: Specifies the per-unit-cost of the items used. This is used to calculate the materials cost that will be used on the work order; it may be different than the unit cost that is actually recorded in your inventory records.
For example, suppose that this work order is being prepared by a rental management company of the cost of the work order will be charged back to the tenant. In this case, you might want to charge the tenant for materials at a price that is different than the actual purchase price of the items.
- Total Cost: Automatically calculated by multiplying "Issue Quantity" by "Unit Cost".
- Save & New: Saves the current record and clears fields in the window so you can enter a new record.
- Clone: Creates another record, copying information from the current one.
- Delete: Deletes the current record.
- Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
- Cancel: Closes the window. MainBoss discards any information that hasn't already been saved with Save.
When you close the window for recording materials, you return to the Material section of the work order window. The work order window will now list the items you recorded.
For information about creating and editing work orders, see Creating and Editing Work Orders.
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