Inventories

At a basic level, a fixed asset is a long term good kept and used by the government, typically over 12 months. An inventory item is also an asset, but is typically kept for less than 12 months, it is intended for distribution (to citizens) or as part of a work in progress to make a good for resale or distribution.

An example of an inventory item is pamphlets, or paper that is purchased to make pamphlets. The pamphlets are intended for distribution to schools. Hence, this is an inventory item. A building, vehicle, or computer is normally considered a fixed asset because it is not intended for distribution (to the public) or as an item for sale by the government. Rather, it is intended for use by the government itself.

The Inventories module allows users to manage inventory items.

Support Entities

Support entities are the back bone of the inventories module and it holds the sourcing package that is a collection of Inventory Items predefined for specific purposes; the advantage for Goods/Services Requests is that this will automatically populate the Goods/Services Request Items that are needed. The Inventory Kardex is the second support entities component which is a view where the user may check all the transactions that have been applied to a particular Inventory Item. Transactions will be displayed in chronological order based on the ‘Inventory Transaction Date'. Third component includes inventory items that are stored as a part of the inventory. This allows the organization to keep all inventory on hand recorded in an organized manner so if individual(s) were looking for an inventory item, they could use this screen to easily retrieve the inventory that they wish to inquire about. The fourth Inventory Item in Court Status Reason states the reasons that will support the ‘Inventory Item in Count’ or ‘Inventory Item in Count Perishable Lot’ Status. It could be used for reporting and statistics.

Inventory Items

Overview

This feature references catalogue items, and contains specific information of the item in an organization, location and warehouse, such as quantity on hand, reorder point, etc.

A screenshot of the Inventory Items feature is available here<. Image is shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.

Users access Inventory Items from within the menu through this navigation path: Inventories ► Support Entities ► Inventory Items

Visible Fields

The following table lists and describes all visible fields for the Inventory Items, in their default order. Note that some fields depend on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Application ID	Stores the unique identifier for the inventory items. This is a read only field as the value is automatically generated by the system, and is increased based on a sequence.
Item	Allows users to select catalogue item from lookup function.
Warehouse	Represents the physical warehouse where the item is stored.
Last Count Date	Last date when the item was included in an inventory item count request and when the attribute titled inventory item count request status is equal to Finished.
Is In Physical Count	This is a read only attribute and can be modified only when a physical count process has been registered. Default value for this field is false.
Lot Management Required?	System is going to copy the value from attribute titled lot management required from the catalogue item screen. Application users can modify this value.
Average Unit Cost	The average cost of the item on its standard unit of measure.
Quantity On Hand	System calculation (users cannot modify this value), updated every time there is an inventory transaction: goods received notes, incoming transfers quantities, subtracting material requests, outgoing transfers quantities, etc.
Reserved Quantity	System is going to add here the quantity of the item that are in inventory transfer process to reserve this quantity and decreases the quantity available so this quantity won't be available to be use in other transactions. System sets back to 0.00 this attribute once that the transfer is cancelled or delivered.
Available Quantity	This is a read only attribute, represent the available quantity to be use it on any process.
Reorder Point	System is going to copy the value from the attribute titled reorder point from the catalogue item screen.
Order Quantity	System is going to copy the value from the attribute titled order quantity from the catalogue item screen. Application users can modify this value.
Min Order Quantity	System is going to copy the value from attribute titled 'Min Order Quantity' from the catalogue item screen. Application users can modify this value.
Maximum On Hand	System is going to copy the value from the attribute titled maximum on hand from the catalogue item screen. Application users can modify this value.
Inventory Total Cost	System calculation, updated every time there is an inventory transaction processed through the inventory transaction screen.
Inventory Turnover	Inventory turnover details how much inventory is sold over a period of time.
Days Inventory	Number of inventory days.
Last Measuring Warehouse Indicators	Information regarding warehouse indicators.
Language	Users are allowed to select the language to register the description.
Remarks	Users are allowed to add relevant information about the item, special treatment, warranty conditions, etc.
Bar Code	Contains the code recognized by the bar code reader. Mandatory if the parameter titled bar code mandatory is set to true.
Storage Bin	Users are allowed to select the storage bin from lookup function.
Location In Warehouse	User defined attribute. It defines the physical location of the item within the warehouse (bid, rack).
Coding Block	Users are allowed to select the coding block from lookup function.
Active	Default value for this field is true. If this value is changed to false, such inventory item can't be selected again it remains for references purposes only.
Perishable Lot Tab	The system populates and updates Perishable Lots information from business transactions (GRN, adjustments) related to the inventory item only when requires lot management flag is true. Application users can see the information but cannot update it.
Inventory Item Bar Code Alias Tab	This is a collection of bar code aliases associated to a particular inventory item. This is required because the manufacturers may change this code depending on the region or country of manufacture for the same brand/model of a product.

Buttons

The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Inventory Items.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create Inventory Items.
	The Search button allows users to switch to search mode.
	Find button presents a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information.
	Once a record has been created or searched for, users can return to the results screen when necessary.
	Lookup button allows users to browse and select existing items. Once selected, all available information automatically populates the corresponding fields.
	The Remove button allows users to remove the selected tab.
	The Select All button allows users to highlight all the filter criteria.
	The Unselect All button allows users to unselects all previously highlighted filter criteria.
	Data Import template button allows users to generate the template file related to the
	The Import button allows users to Import file.
	The Save button allows user to save the information inputted.

Inventory Kardex

Overview

Inventory Kardex is a view where the user may inquire all the transactions, such as Goods Received Notes, Goods Returned Notes, Dispatch Order, Transfer, Adjustment, Initial Inventory, etc. that have been applied to a particular Inventory Item. Transactions will be displayed in chronological order based on the ‘Inventory Transaction Date'.

Navigation

Inventories ► Support Entities ► Inventory Kardex

Inventory Kardex Tab screen Fields

Field	Description
Inventory Item	The items that are stored as a part of the inventory.
Description	Short description of the inventory item.
Unit Of Measure	Classification for measurement of the inventory item.
Average Unit Cost	The middle (mean /average) cost of the entire inventory items on hand.
Quantity On Hand	The number of inventory items that is available for use immediately.
Initial Inventory	The number of early (first) inventory items in stock.

Sourcing Packages

Overview

A sourcing package is a collection of Inventory Items predefined for specific purposes; the advantage for Goods/Services Requests is that this will automatically populate the Goods/Services Request Items that are needed.

Navigation

Inventories ► Support Entities ► Sourcing Packages

Sourcing Packages screen Fields

Field	Description
ID	Unique identification code of the Sourcing Package.
Custom Domain Type	This function creates a Custom Domain Type that can be referenced by any entity within the platform.
Language	Language used to register the abbreviation and description.
Abbreviation	Short form of the Sourcing Package.
Description	Detailed description of the Sourcing Package.

Sourcing Packages Item

Overview

This tab holds the list of one or more sourcing package item that are part of source package.

Sourcing Packages Item Tab screen Fields

Fields	Description
Active	Indicates if the Sourcing Package Item is Active.
Unit of Measure	Select unit of measure to be used for the Sourcing Package Item from Drop Down list.
Quantity	The quantity of items to be included in the Sourcing Package.
Item	The Catalogue Item to be included in the Sourcing Package.

Item in Count Status Reasons

Overview

Inventory Item in Court Status Reason states the reasons that will support the ‘Inventory Item in Count’ or ‘Inventory Item in Count Perishable Lot’ Status. It could be used for reporting and statistics.

Navigation

Inventories ► Support Entities ► Item Count Status Reasons

Item in Count Status Reason screen Fields

Field	Description
ID	Unique identification code of the Item in Count Status Reason.
Is Count Status Reason Active	If false, the Item in Count Status Reason is not active.
Language	Country specific Language used to register short description and description.
Short Description	Brief description of the Item in Count Status Reason.
Description	More detailed description of the Item in Count Status Reason.

Storage Bin

Overview

Storage bin is a storage space or slot. The storage bin is the smallest available unit of space in a Warehouse. The Storage Bin therefore describes the position in the warehouse where the goods are or can be stored. Since the address of a Storage Bin is frequently derived from a coordinate system, a Storage Bin is often referred to as a coordinate.

Navigation

Inventories ► Support Entities ► Storage Bin

Storage Bin screen Fields

Field	Description
ID	Unique identifier. Automatically generated by the system.
Row	Field represents the Storage Bin Row value.
Stack	Field represents the Storage Bin Stack value.
Level	Field represents the Storage Bin Level value.
Storage Bin Code	This field is Read Only. Must be the generated by the system.
Maximum Weight	Field represents the Maximum Weight of the Inventories. Default value is Zero.
Total Capacity	Field represents the Total Capacity of the Inventories. Default value is Zero.
Active	Default value is true. If this value is changed to False, such storage bin can't be selected again it remains for references purposes only.
Default Storage Bin	Default value is False. If this value is changed to True, such storage bin would be the default storage bin for new Inventory Items. Only one Storage Bin could be set as Default Storage Bin per Warehouse.
Fire Containment Section	Default value is False. If this value is changed to True, the fire containment section is applicable to storage bin.
Storage Bin Type	These are the possible storage bin types for the storage bin. Possible storage bin types could be Small, Medium and Large.
Storage Unit Type	These are the possible storage unit types for the storage bin. Possible storage unit types could be Standard European pallet, Standard Industrial pallet, Wire basket or Tank
Storage Section	Field represents Storage Section ID of Storage Section where the storage bin is located.
Warehouse ID	Storage Section Warehouse Id.This value would be assigned automatically by the system.
Language	Country specific Language used to register description.
Description	Detailed description of the Storage Bin.

Storage Section

Overview

Storage Section contains an organizational subdivision of a Storage Type that groups together Storage Bins with similar features for the purpose of putting away stock. The criteria for grouping bins can be defined on a user-individual basis, for example, heavy parts, bulky materials, fast-moving items, slow-moving items. A storage area consists of one or several Storage Bins. The Storage Section can serve as an organizational aid for putting away goods in the warehouse. If user decides on using storage types and storage sections, he must define his organizational goals. Here the physical location is often a decisive organizational factor. It is not absolutely mandatory that user subdivide a storage type into two or more storage sections. However, user must create at least one storage section for each storage type.

Navigation

Inventories ► Support Entities ► Storage Section

Storage Section screen Fields and Tab

Field	Description
ID	Unique identifier. Automatically generated by the system.
Active	Default value is True. If this value is changed to False, such storage section can't be selected again it remains for references purposes only.
Storage Section Code	If parameter Auto generate Storage Section Codes is 'True'. The value is automatically assigned by the system; it’s the value of attribute Storage Section ID. It’s the Read only attribute. If parameter auto generate Storage Section Codes is 'False'. The value is entered manually by the user. It won't be a Read only attribute.
Storage Section Type	These are the possible storage section types for the storage section. Possible storage section types could be Fastest, Heaviest, Medium demand, Weight, Slowest, Shortest, Lightest, Fluctuating demand
Storage Type	The user selects only one value.
Warehouse ID	Storage Type Warehouse Id, This value would be assigned automatically by the system.
Language	Country Specific Language used to register description.
Description	Summary information of the Storage Type.
Storage Bin Tab	A collection of Storage Bins that belong to this Storage Section displays. It's just display information, if the user wants to delete the bin, it needs to be deleted from the Bin Screen.

Storage Type

Overview

Storage Type contains a storage area, warehouse facility, or a warehouse zone for Warehouses (Institutions those are used as Inventory Warehouses). Storage Type is a physical or logical subdivision of a warehouse complex that is characterized by its warehouse technique, the space used, its organizational form, or its function. A storage type consists of one or several Storage Sections that consists of one or several Storage Bins.

Navigation

Inventories ► Support Entities ► Storage Type

Storage Type screen Fields and Tabs

Field	Description
ID	Unique identifier. Automatically generated by the system.
Active	Default value is true. If this value is changed to False, such storage type can't be selected again it remains for references purposes only.
Warehouse ID	Institution Code ID of Warehouse where the storage type is located. The user selects only one value.
Is Goods Receipt Area	Default value is False. If User switches it to True, then this Storage Type is used as Goods Receipt Area.
Is Goods Storage Area	Default value is true. If User switches it to True, then this Storage Type is used as Goods Receipt Area.
Is Goods Issue Area	Default value is False. If User switches it to True, then this Storage Type is used as Goods Receipt Area.
Is Goods Issue Interim Storage Area	Default value is False. If User switches it to True, then this Storage Type is used as Goods Issue Interim Storage Area.
Is Blocking Indicators and Inventory Procedures	Default value is False. If User switches it to True, then this Storage Type is used as Blocking Indicators and Inventory Procedures.
Storage Type Code	If parameter Auto generate Storage Section Codes is 'True'. The value is automatically assigned by the system; it is the value of attribute Storage Type ID. It is a Read only attribute. If parameter Auto generate Storage Section Codes is 'False'. The value is entered manually by the user. It won’t be a Read only attribute.
Language	Country Specific Language used to register name and description.
Name	Field represents the Storage Type name.
Description	Field represents the detailed description of the Storage Type.
Storage Sections Tab	A collection of Storage Sections that belong to this Storage Type displays. No Add or remove Section in it. It's just display information, if the user wants to delete the section, it needs to be deleted from the Section Screen.

Inventory Adjustment

Overview

An inventory adjustment would be processed to register any changes or differences among stock quantities in a given warehouse. The reason for such an adjustment could be to enter any variances of stock quantities based on the results of periodic stock taking. This functional section is used for that reason and also used to enter the opening balances of the existing stocks at the beginning of using the system.

This screen represents a transaction that affects the Inventory Items for a particular Warehouse based on differences in a stock taking process or due to a fortuitous event (accidental loss, damage, etc.). The reason for adjustments is to keep the consistency between the 'physical' and the 'on books' Inventory.

Navigation

Inventories ► Inventory Adjustment

Inventory Adjustment screen Fields and Tab

Field	Description
ID	A unique value that is automatically generated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior fiscal year (never to future fiscal year) as long as the selected fiscal year is not fully closed.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior period (never to future periods) as long as the selected period belongs to the fiscal year mentioned above and also it is closed for regular transactions (not fully closed)
Workflow Status	Workflow Status of the Inventory Adjustment.
Origin	Origin of the Inventory Adjustment. Possible values are: MANUAL (default), when user creates the adjustment on the entity DATA IMPORT, when user creates the adjustment using data import tool INVENTORY COUNT REQUEST, when system creates the adjustment automatically from an inventory count reques. This attribute is automatically populated by the system.
Is Automatic Adjustment	For viewing purposes only. If selected, Automatic Adjustment specifies if this transaction has been issued automatically by a process, or if NOT selected, inventory adjustment has been entered manually by a user.
Effective Date	Effective date applicable for this transaction.
Warehouse	It represents the physical warehouse where the item is stored.
Journal Voucher	Automatically populated by the system when Inventory adjustment creates a Journal voucher
Employee	Name of the person that is the intervenient in this transaction.
Inventory Item Count Request	Contains the general information for the Inventory Item Count.
Adjustment Type	Choose from either "Initial Inventory" or "Quantity.
Language	Country Specific Language used to register reason.
Reason	A brief reason for this transaction.
Inventory Adjustment Item Tab	Information on the Inventory Item used in the adjustment.

Inventory Adjustment Item

Overview

Information on the Inventory Item used in the adjustment.

Inventory Adjustment Item Tab screen Fields and Tab

Field	Description
ID	Automatically or manually generated unique identification code, depending on parameter setup.
Inventory Item	Field represents the Inventory Item to be adjusted
New Quantity on Hand	Change in quantity for the Item.
Quantity Charge	Difference between values (calculated automatically).
Unit Cost	Cost per unit prior to adjustment.
New Unit Cost	Cost per unit after adjustment.
Value Change	Difference between values (calculated automatically).
Inventory Adjustment Item Perisable Lots Tab	A collection of zero or more quantities to be adjusted on one or more Perishable Lots. Detailed information for the Perishable Lot of the inventory item being adjusted.

Inventory Adjustment Item Perishable Lot

Overview

A collection of zero or more quantities to be adjusted on one or more Perishable Lots. Detailed information for the Perishable Lot of the inventory item being adjusted.

Inventory Adjustment Item Perishable Lots Tab Fields

Field	Description
Code	Unique, system generated code that serves as the identifier for the perishable lot.
Production Date	The date on which the perishable lot was produced.
Expiration Date	The date on which the perishable lot is expected to expire.
Quantity on Hand	The amount of items ‘on hand’, encompassing the lot.
Received Quantity	The quantity received.
Language	Country Specific Language used to register remarks.
Remarks	Any details on the inventory adjustment.
Manufacturer Lot Id	The identification of the manufacturer’s lot.

Inventory Item Count Request

Overview

Inventories in an organization are constantly changing because of the many different processes being implemented throughout different departments. It is important for each department to keep track of these changes in order to have an accurate outlook on future inventory quantities. This section of the system is a tool for keeping count of the Inventory stock. The system will do a unique inventory item count depending on the specific search criteria such as Institution, Location, Warehouse, Item Class, etc. Each inventory count is requested and recorded using a unique code. This screen contains and displays all the details of each listed count request. It also displays, in two other separate sections, the employees who have access to do an inventory count and displays the item(s) that are being processed in the inventory item count. The inventory item count request will display the information of a Count request and the result of its physical count.

Navigation

Inventories ► Count Requests

Inventory Item Count Request screen Fields and Tab

Field	Description
ID	Unique Code that identifies the Inventory Item Count Request. This is automatically populated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior fiscal year (never to future fiscal year) as long as the selected fiscal year is not fully closed.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior period (never to future periods) as long as the selected period belongs to the fiscal year mentioned above and also it is closed for regular transactions (not fully closed)
Workflow Status	Workflow status of the Inventory Item Count Request.
Count Request Start Date	Date when the Inventory Item Count Request was saved. By Default - the current date automatically appears.
Request Responsible Employee	The employee that is responsible for the Inventory Item count taking.
Organization	Contains the information of every Institution Unit that plays a role in the system as budget office, as inventory or asset warehouse, purchase office, etc.
Language	Country Specific Language used to register abbreviation and description.
Abbreviation	Short Description for the Inventory Item Count Request.
Description	Description for the Inventory Item Count Request.
Users Allowed During Inventory Count Tab	Collection of one to more employee who are allowed to add and/or modify ‘Inventory Items’.
Inventory Item in Count Tab	Collection of one to more ‘Inventory Item’ in count request.

Inventory Transaction

Overview

This screen contains general information of all Inventory Items transactions. It cannot be populated by a direct manual process and will be affected only by the transactional processes.

All Inventory Transaction Types, such as: Transfer, Dispatch Order, Goods/Services Received/Returned Note, Warehouse Returned Note, Adjustment once approved in its own screen, are available for inquire in Inventory Transactions that transaction will be populated in the Inventory Transaction screen. Users will be able to search these transactions and view them in the Inventory Transaction screen.

Navigation

Inventories ► Inventory Transactions

Inventory Transaction screen Fields and Tabs

Field	Description
ID	Unique Code that identifies the Inventory Transaction. This is automatically populated by the system.
Reference Document	Reference to the document ID from the original transaction. It can be a Goods Received/Return Notes, Dispatch Order, Transfer, and Adjustment.
Transaction Type	This attribute can take one of the following values, these are Transfer, Dispatch Order, Goods/Services Received/Returned Note, Warehouse Returned Note, and Adjustment.
Item	The value for this attribute are copied from the attribute titled Catalogue Item from the Inventory Item screen.
Warehouse	The value for this attribute are copied from the attribute titled Warehouse from the Inventory Item screen.
Inventory Item	Reference to the Inventory Item.
Quantity In	Copied from the 'Quantity' attribute on the 'Reference Document' related to the Inventory Item. This field is mandatory when the attribute titled 'Quantity Out' does not have a value.
Quantity Out	Copied from the ‘Quantity’ attribute on the 'Reference Document' related to the Inventory Item. This field is mandatory when the attribute titled 'Quantity In' does not have a value.
Unit Cost	Copied from the ‘Unit Cost’ attribute on the 'Reference Document' related to the Inventory Item
Quantity Available	System calculation. Default value is the same as the attribute titled ‘Quantity In’ or the attribute titled ‘Quantity Out’ and it is updated every time that an Inventory Transaction with the attribute titled ‘Quantity Out’ has been registered (in the Inventory Transaction Screen). Mandatory when there is a value in the attribute titled ‘Quantity In’ and when the attribute titled ‘Inventory Item Costing Method’ is set to be either ‘FIFO’ or ‘LIFO’ in the Inventory Item screen
Total Amount	This field is a system calculation. It uses the following two formulas depending on the situation 1) If there is a value in the attribute titled ‘Quantity In’ Quantity in Value X Unit Cost Value and 2) If there is a value in the attribute titled ‘Quantity Out’ Quantity out Value X Unit Cost Value.
AVG Cost After Transaction	Copied from the attribute titled 'Average Unit Cost' from the Inventory Item screen. It is referenced after the process of updating the Inventory Item has been performed and only when the attribute titled ‘Inventory Item Costing Method’ is set equal to ‘Weight Average’.
Qty on Hand before Transaction	The value for this field is copied from the attribute titled 'Quantity On Hand' from the Inventory Item screen. It represents the quantity on hand before the process of Updating the Inventory Item has been performed.
Transaction Details Tab	Applicable when this is an 'OUT' transaction and Catalogue Item Costing Method is 'FIFO' or 'LIFO'. This collection is populated by the system automatically.
Perishable Lot Tab	Collection of zero or more Inventory Transaction Perishable Lots. Applicable when Inventory Item requires Lot Management. This is a copy of the Perishable Lot Quantity specified in the Detail Transaction Entity.

Inventory Transfer/Return

Overview

An Inventory Transfer/Return is a transaction that allows transferring goods from one warehouse to another; this has impact on partial Warehouse Inventories but doesn't affect the Global Inventory. The system allows only Single Warehouse to Warehouse operations, which means that no multiple destinations are allowed from a single source warehouse. A journal voucher issue’s only if the Catalogue Item Class Coding Block is different from the source Warehouse Catalogue Item to the destination Warehouse Catalogue Item.

Navigation

Inventories ► Inventory Transfer/Returns

Inventory Transfer/Returns screen Fields and Tab

Field	Description
ID	Unique Code that identifies the Inventory Transfer/Return. This is automatically populated by the system.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior fiscal year (never to future fiscal year) as long as the selected fiscal year is not fully closed.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period. If user has access to post transactions to prior periods, system will allow user to post a transaction to prior period (never to future periods) as long as the selected period belongs to the fiscal year mentioned above and also it is closed for regular transactions (not fully closed)
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created. It is user defined status.
Created On	Creation date of the Inventory Transfer/Return.
Is Transfer	Specifies if this Transfer/Return is for Transfer or Return.
Created on	Current system date updated by system.
Estimated Delivery	The estimated date of arrival to the destination warehouse, the system assigns by default the ‘Reason for Transfer’ value however users may change this value according to a reasonable estimated date.
Delivery on	This attribute must be updated by the system once the shipping method has been set to 'Delivered'.
Shipping Method	This field can take one of the following values 'Pickup at Source Location', 'Transport to Destination'. Shipping method is a value used to classify how the return or transfers take place. By Default - 'Transport to Destination' is displayed.
Transfer Return Priority	This field can take one of the following values 'Low', 'Normal', 'High'. By Default - 'Normal' is displayed. This field is used to bring attention the importance of the Transfer.
Delivered By	The employee who delivered the inventory transfer/return.
Dispatched By	The employee who releases the inventory transfer/return.
Received By	The employee who received the inventory transfer/return.
Source Institution	The warehouse where the items outgoing or the Institution that is returning the goods.
Destination Warehouse	The warehouse where the items are incoming.
Language	Country Specific Language used to register description and remarks.
Description	Information pertaining to the transfer. This usually includes an explanation of its use and objectives.
Remark	More information related to this transfer considered relevant.
Inventory Transfer Return Item Tab	A collection of one or more Inventory Transfer/Return Items.
Attachment Tab	Additional files related to the Inventory Transfer/Return Items.

Attachments Tab

Overview

System allows to attach files to support theInventory Transfer / Return process.

Attachments screen Fields

Field	Description
Id	Consecutive number auto generated by the system. It will be unique within the system.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Inventory Transfer Return Item

Overview

This tab holds details information about inventory item transfer or return.

Inventory Transfer Return Item Tab screen Fields and Tabs

Field	Description
Inventory Item	This field contains the detail of the Items in a specific Organization, Location and Warehouse.
Quantity	The quantity of the inventory item to be transferred/returned to the destination warehouse.
Quantity Transferred Returned	The value is automatically updated by system as per quantity available in mentioned Inventory Item.
Unit Cost	This field is automatically generated by the system. Unit Cost is based on the Costing Method associated to the particular Inventory Item.
Total Item Cost	This field is automatically generated by the system. This is the total amount for the item quantity and unit cost. This attribute is useful when FIFO/LIFO costing method is being used since this Unit Cost can have slight variations especially when the cost has been taken from different "in" transactions.
Inventory Return Item Dispatch Order Tab	Information on the order for returning inventory goods.
Inventory Transfer Return Item Perishable Lot Tab	Information on the perishable lot for the Items used in the return or transfer.

Inventory Return Item Dispatch Order

Overview

Collection of Inventory Return Item Dispatch Order details

Inventory Return Item Dispatch Order Tab screen Fields

Field	Description
Dispatch Order	This is the field that supports the inventory-out from a particular warehouse in order to supply the goods requested by a Goods/Services Request.
Quantity	The quantity to be returned for this particular Dispatch Order
Unit Cost	A system generated calculation. This field represents the Unit Cost of the Dispatch Order that is being returned.
Return Item Dispatch Order Perishable Lot Tab	Information on the perishable lot for the Item(s) used in the Dispatch Order.

Reports

Overview

Inventory Reports are used to monitor and manage the processes involved with the inventory items currently being stored at the warehouse. These reports will manage when to purchase new inventory items, the capacity at the warehouse, and can help to improve the efficiency of the processes used for inventory management.

Inventory Reports can perform these functions:

- Classifies inventories by user-designated groups, with subtotaling and totaling of an overall value

- Provides standard governmental reporting: i.e., it should not include information such as investment tax credit data or basis costs

- Tracks all transactions affecting the value of inventories by the original source document number and date, and the module and application in which the transaction originated

- Displays or print subsidiary ledgers of fixed inventory balances

- Produces a transaction register audit trail of all acquisitions, transfers, changes, retirements, and disposals during a user-defined time period by inventory type, department, transaction date, funding source, or purchase amount

- Provides a money total of fixed inventory purchases by their funding source and department/organization

- Provides a vendor/PO listing of inventories by vendor or in purchase order number sequence

- Produces a deletion report showing items by inventory type which have physically been disposed of but still remain on file for information purposes

- Produces a forecast of assets and inventories scheduled for replacement, based on user-specified criteria, such as useful life, scheduled disposition date, or odometer readings

- Allows reporting and inquiry of replacement cost by department or organization unit and by inventory type

- Prints reports to support taking of physical inventory by division and/or location

Below you will find a list of all Inventory Reports used during the Inventory Management Process.

Inventory Catalogue Report

Overview

This report shows the complete repository of Inventory Items. It contains information of each Inventory Item such as ID, Short Description, Bar Code, Quantity on Hand, Unit of Measure, Warehouse ID, Last Acquisition Date, etc.

It includes the General List of Items by Institution grouped by Class, by Category, and by Warehouse.

Some filters are available such as Warehouse, Item Class, Item Category, etc.

Navigation

Inventories ► Reports ► Inventory Catalogue

Inventory Catalogue Report screen Fields

Field	Description
Group By	Indicates how the items within the report is grouped, either ‘Institution’ or ‘Item Class’.
Institution	Users can look up and select an Institution as filter criteria for the Inventory Catalogue Report.
Warehouse	Users can look up and select a Warehouse as filter criteria for the Inventory Catalogue Report.
Item Class	Users can look up and select an Item Class as filter criteria for the Inventory Catalogue Report.
Item Category	Users can look up and select an Item Category as filter criteria for the Inventory Catalogue Report.
Bar Code	A bar code can be entered as filter criteria for the Inventory Catalogue Report.
Lot Management Required	If checked indicates that lot management is required.
From Date	Beginning limit of the last count for the inventory items covered in the report.
To Date	End limit of the last count for the inventory items covered in the report.
From Date	Beginning limit of the last acquisition for the inventory items covered in the report.
To Date	End limit of the last acquisition for the inventory items covered in the report.
Sort By	Click the "Move selected Item" or "Move All Item" icons to add and remove filter criteria to / from the selected list and click the "Up Arrow", "Down Arrow" icons to move the items in the selected list up and down to put them in the desired order of appearance.

Item Listing Report

Overview

This report shows a list of the Inventory Items within an Institution. It contains information of each Inventory Item such as Catalogue Item ID, Item Short Description, Item Class, Item Category, Last Vendor ID, Warehouse ID, Quantity on Hand, Average Cost, Total Cost, etc. Some filters are available such as Warehouse, Last Vendor, Item Class, and Item Category.

Navigation

Inventories ► Reports ► Item Listing

Inventory Item Listing Report screen Fields

Field	Description
Institution	Users can look up and select an Institution as filter criteria for the Item Listing Report.
Warehouse	Users can look up and select a Warehouse as filter criteria for the Item Listing Report.
Last Vendor	Users can look up and select a Last Vendor as filter criteria for the Item Listing Report.
Item Class	Users can look up and select an Item Class as filter criteria for the Item Listing Report.
Item Category	Users can look up and select an Item Category as filter criteria for the Item Listing Report.
Add More Columns	Click the "Move selected Item" or "Move All Item" icons to add extra coulmn in this report.
Sort By	Click the "Move selected Item" or "Move All Item" icons to add and remove filter criteria to / from the selected list and click the "Up Arrow", "Down Arrow" icons to move the items in the selected list up and down to put them in the desired order of appearance.
Catalogue Item ID	By the preferred ascending and descending order using the Red Arrow icons.

Inventory Item Count Request Worksheet Report

Overview

The Inventory Item Count Request Worksheet Report shows the Inventory Items and its corresponding Perishable Lots pertaining to an Inventory Item Count Request, this report will be used during the physical inventory stock take process. It contains information of each Inventory Item such as ID, Description, Unit of Measure, etc. Some of the columns defined in this report will not contain information so the person in charge of the stock take uses such blank spaces to take notes of the quantities actually found.

Navigation

Inventories ► Reports ► Inventory Item Count Request worksheet Report

Inventory Item Count Request Worksheet Report screen Fields

Field	Description
Inventory Item Count Request	Users can look up and select an Inventory Item Count Request for the Inventory Item Count Request Worksheet Report.
Institution	Users can look up and select an Institution as filter criteria for the Inventory Item Count Request Worksheet Report.
Inventory Item	Users can look up and select an Inventory Item as filter criteria for the Inventory Item Count Request Worksheet Report.
Item Class	Users can look up and select an Item Class as filter criteria for the Inventory Item Count Request Worksheet.
Sort By	Click the "Move selected Item" or "Move All Item" icons to add and remove filter criteria to / from the selected list and click the "Up Arrow", "Down Arrow" icons to move the items in the selected list up and down to put them in the desired order of appearance.

Item Tracking Report

Overview

This report displays the complete tracking (inputs and outputs) of an Inventory Item within a Warehouse, including Transaction Date, Transaction Type, Reference Document ID, Input Quantity, Input Amount, Output Quantity, Output Amount, Balance Quantity, and Balance Amount.

Navigation

Inventories ► Reports ► Item Tracking

Item Tracking Report screen Fields

Field	Description
Institution	Users can look up and select an Institution as filter criteria for the Item Tracking Report.
Inventory Item	Users can look up and select an Inventory Item as filter criteria for the Item Tracking Report.
Transaction Type	The report may be filtered by the Transaction Type of the item. Zero, one or more than one type may be selected.
From Date	Beginning limit for the transaction date covered in the report.
To Date	End limit for the transaction date covered in the report.
Catalogue Item ID	By the preferred ascending and descending order using the Red Arrow icons.

Item Count Variances Report

Overview

This report displays Inventory Items and corresponding Perishable Lots pertaining to an Inventory Item Count Request with quantity and amount variances. This report is used during the physical inventory stock taking process. Some filters are available such as Inventory Item Count Request ID, Item Class, and Item ID.

Navigation

Inventories ► Reports ► Item Count Variances

Item Count Variances Report Filter Fields

Field	Description
Is Automatically Reconciled	If checked indicates that the report is filtered according to the automatic reconciliation attribute.
Inventory Item Count Request	Users can look up and select an Inventory Item Count Request as filter criteria for the Item Count Variances Report.
Item Class	Users can look up and select an Item Class as filter criteria for the Item Count Variances Report.
Inventory Item	Users can look up and select an Inventory Item as filter criteria for the Item Count Variances Report.
Location in Warehouse	Enter a description for the inventory items location in warehouse.
Sort by	Click the "Move selected Item" or "Move All Item" icons to add and remove filter criteria to / from the selected list and click the "Up Arrow", "Down Arrow" icons to move the items in the selected list up and down to put them in the desired order of appearance.

Item Requisitions Report

Overview

This report displays a list of requests for an Inventory Item within a Warehouse. It contains information on the details of each request such as Request ID, Issue Date, Required Quantity, Total Cost, Supply Status, Purchase Requisition Ref, Priority, and Maximum Required Date.

Navigation

Inventories ► Reports ► Item Requisitions

Item Requisitions Report Filter Fields

Field	Description
Warehouse	Users can look up and select a Warehouse as filter criteria for the Item Requisitions Report.
Inventory Item	Users can look up and select an Inventory Item as filter criteria for the Item Requisitions Report.
Request ID	Users can look up and select a Request ID as filter criteria for the Item Requisitions Report.
Register Employee	Users can look up and select a Registered Employee as filter criteria for the Item Requisitions Report.
Reception Employee	Users can look up and select a Reception Employee as filter criteria for the Item Requisitions Report.
Supply Status	Filter Criteria to filter the report by the supply status of the inventory items,
Priority	Filter the report by the priority placed on the inventory item requisition.
Request Group	Filter Criteria to filter the report by request group.
Is Replenishment Request	If checked indicates that the report is filtered according to the Replenishment Request attribute.
Is Purchase Requisition	If checked indicates that the report is filtered according to the Purchase Requisition attribute.
Purchase Requisition	Users can enter purchase requisition information to filter the report by.
Issue Date	Users can use begging issue date in the Form Date field and End issue Date in the To Date field to generate report between the beginning and ending date.
Max Reg Date	Defines the maximum date for a requisition to take place.
Sort by	Click the "Move selected Item" or "Move All Item" icons to add and remove filter criteria to / from the selected list and click the "Up Arrow", "Down Arrow" icons to move the items in the selected list up and down to put them in the desired order of appearance.

Items in Reorder Point Report

Overview

This report displays a list of Inventory Items in Reorder Point within an Institution. The reorder point of a given item refers to the moment when it reaches the level of quantity within a warehouse that requires its stock to be replenished. This report contains information of each Inventory Item such as Catalogue Item ID, Warehouse, Unit of Measure, Warehouse Section, Quantity on Hand, Reorder Point, Order Quantity, Minimum Order Quantity, Maximum on Hand, Remarks, and Last Perishable Lot ID.

Navigation

Inventories ► Reports ► Items in Reorder Point

Items in Reorder Point Report Filter Field

Field	Description
Institution	Users can look up and select an Institution as filter criteria for the Items in Reorder Point Report.
Warehouse	Users can look up and select a Warehouse as filter criteria for the Items in Reorder Point Report.
Last Perishable Lot Id	Users can look up and select a Last Perishable Lot Id as filter criteria for the Items in Reorder Point Report.
Add More Columns to Report	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add extra column in this report.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Catalogue Item ID	By the preferred ascending and descending order using the Red Arrow icons.

Item Detailed Information

Overview

The Item Detailed Information Report displays the detailed information for an Inventory Item.

Navigation

Inventories ► Reports ► Item Detail Information

Item Detailed Information Report Filter Field

Field	Description
Catalogue Item	Users can look up and select a catalogue item as filter criteria for the Item Detailed Information Report.

Expired Items Report

Overview

Expired Items report shows a list of Items expired or soon to expire within a Warehouse. It contains information of each Inventory Item such as Catalogue Item ID, Item Short Description, Bar Code, Perishable Lot ID, Expire Date, Quantity on Hand, Average Unit Cost, Total Cost, etc.

Some filters are available such as Expiring Options (Expired Items, to expire in the next week, to expire in the next month, expire dates range), Catalogue Item ID, Bar Code, and Perishable Lot ID.

Navigation

Inventories ► Reports ► Expired Items

Expired Items Report Filter Fields

Field	Description
Warehouse	Users can look up and select a Warehouse as filter criteria for the Expired Items Report.
Expiring Items	Filter the report by the status of expiring items.
Expire From Date	Beginning limit for the “expire date” covered in the report.
Expire To Date	End limit for the “expire date” covered in the report.
Catalogue Item Id	Users can look up and select a Warehouse as filter criteria for the Expired Items Report.
Bar Code	Filters the report by the barcode for the expired items.
Perishable Lot Id	Users can look up and select a Warehouse as filter criteria for the Expired Items Report.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Expire Date	By the preferred ascending and descending order using the Red Arrow icons.

Perishable Lots Report

Overview

This report displays information related to Perishable Lots of an Inventory Item. Perishable lots are those that have an expiration that that must be taken into consideration when managing the inventory stock.

Navigation

Inventories ► Reports ► Perishable Lots

Perishable Lots Report Filter Fields

Field	Description
Item	Users can look up and select an Item as filter criteria for the Perishable Lots Report.
Perishable Lot Id	Users can look up and select a Perishable Lot Id as filter criteria for the Perishable Lots Report.
Warehouse	Users can look up and select a Warehouse as filter criteria for the Perishable Lots Report.
Expire Date	Users can use begging expire date in the Form Date field and End issue Date in the To Date field to generate report between the beginning and ending date.
Production Date	Users can use begging and end date that the inventory item was produced (manufactured).
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Expire Date	By the preferred ascending and descending order using the Red Arrow icons.

Warehouse In/Out (Operational) Report

Overview

This report displays the list of inventory moving in and out of a Warehouse (item transfers, etc.). It contains information about every transaction such as Transaction Date, Transaction Type, Transaction Document ID, Inventory Item, Input Quantity, Input Amount, Output Quantity, Output Amount, Balance Quantity, and Balance Amount.

Navigation

Inventories ► Reports ► Warehouse In/Out (Operational)

Warehouse In/Out (Operational) Report Filter Fields

Field	Description
Warehouse	Users can look up and select a Warehouse as filter criteria for the Warehouse In/Out (Operational) Report.
Catalogue Item	Users can look up and select a Catalogue Item as filter criteria for the Warehouse In/Out (Operational) Report.
Transaction Type	The report may be filtered by the Transaction Type of the item. Zero, one, or more than one type may be selected.
Transaction Date	Users can use begging and end date that the Inventory Transaction was registered.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Transaction Date	By the preferred ascending and descending order using the Red Arrow icons.

Warehouse In/Out (Accountability) Report

Overview

This report displays the list of inventory movement (in and out of warehouses, based on needs or transactions) grouped by Coding Block within a Warehouse. It contains information about every transaction such as Transaction Date, Transaction Type, Transaction Document ID, Input Amount, and Output Amount.

Navigation

Inventories ► Reports ► Warehouse In/Out (Accountability)

Warehouse In/Out (Accountability) Report Filter Field

Field	Description
Warehouse	Users can look up and select a Warehouse as filter criteria for the Warehouse In/Out (Accountability) Report.
Coding Block	Users can look up and select a Coding Block as filter criteria for the Warehouse In/Out (Accountability) Report.
Transaction Document Id	Filters the report by the Transaction Document Id if entered.
Transaction Type	The report may be filtered by the Transaction Type of the item. Zero, one, or more than one type may be selected.
Transaction Date	Users can use begging and end date that the Inventory Transaction was registered.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Coding Block	By the preferred ascending and descending order using the Red Arrow icons.
Transaction Date	By the preferred ascending and descending order using the Red Arrow icons.

Tag Barcodes Of Inventory Items Report

Overview

Display report for tag of the bar code corresponding to the Inventory Item.

Navigation

Inventories ► Reports ► Tag Barcodes of Inventory Items Report

Tag Barcodes of Inventory Items Report Filter Fields

Field	Description
Type of Barcode	Field represents the bar code type of inventory.
Warehouse	Warehouse ID where the Inventory Items are stored. Optional parameter.
Item Class Stack	Inventory Item could belong to a Catalogue Item, also a Catalogue Item could belong to an Item Class. Optional parameter.
Catalogue Item	Catalogue Item ID of the Inventory Item. Optional parameter.
Catalogue Item Category	Inventory Item could belong to a Catalogue Item, also a Catalogue Item could belong to an Item Category. Optional parameter.
Bar Code	Field represents the bar code of the inventory to generate the specific bar code wise report.
Requires Lot Management	This is the check box, when the check box is active, report will show the only inventory which require lot management is active.
Last Acquisition Date	System allows to insert the begging and end inventory acquisition date.
Last Count Date	System allows to insert the begging and end inventory count date.

Tag Barcodes Of Storage Bins Report

Overview

Display report for the tag of the bar code corresponding to the Storage Bin.

Navigation

Inventories ► Reports ► Tag Barcodes of Storage Bins Report

Tag Barcodes of Storage Bins Report Filter Fields

Field	Description
Type of Barcode	Field represents the bar code type of inventory.
Warehouse	Warehouse ID where the Inventory Items are stored. Optional parameter.
Row	Storage Bin Row, Optional filter critea for Tag Barcodes of Storage Bins Report.
Stack	Storage Bin Stack, Optional filter critea for Tag Barcodes of Storage Bins Report.
Level	Storage Bin Level, Optional filter critea for Tag Barcodes of Storage Bins Report.
Item Class Stack	Inventory Item could belong to a Catalogue Item, also a Catalogue Item could belong to an Item Class. Optional parameter.
Catalogue Item	Catalogue Item ID of the Inventory Item. Optional parameter.
Catalogue Item Category	Inventory Item could belong to a Catalogue Item, also a Catalogue Item could belong to an Item Category. Optional parameter.
Bar Code	Field represents the bar code of the inventory to generate the specific bar code wise report.
Storage Bin Type	Field contains the Storage Bin Type. If users want to generate report for any Storage Bin Type, users need to select the Storage bin Type from dropdown.
Storage Unit Type	Field contains the storage unit type. If users want to generate report for any Storage Unit Type, users need to select the Storage Unit Type from dropdown.
Storage Section	Storage Section ID, Optional filter criteria for Tag Barcodes of Storage Bins Report.

Valuation Reports

Valuation By Institution Report

Overview

This report displays the Current Inventory Total value for all the Warehouses belonging to an Institution. It includes a list of all Warehouses with associated Inventory Total Cost.

Navigation

Inventories ► Reports ► Valuation Reports ► Valuation by Institution

Valuation by Institution Report Filter Fields

Field	Description
Institution	Users can look up and select an Institution as filter criteria for the Valuation by Institution Report.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Warehouse ID	By the preferred ascending and descending order using the Red Arrow icons.

Valuation By Warehouse Report

Overview

This report displays the Current Inventory Total value of all the Item Categories or Item Classes within a Warehouse.

Navigation

Inventories ► Reports ► Valuation Reports ► Valuation by Warehouse

Valuation by Warehouse Report Filter Fields

Field	Description
Group By	Indicates how the items within the report is grouped, either ‘Item Category’ or ‘Item Class’.
Institution	Users can look up and select an Institution as filter criteria for the Valuation by Warehouse Report.
Warehouse	Users can look up and select a Warehouse as filter criteria for the Valuation by Warehouse Report.
Sort By	Click the “Move Selected Item”, “Move All Item”, “Remove Selected Item”, “Remove All Item” icons to add and remove filter criteria to / from the selected list and click the “Move Selected Item to Top of List”, “Move Selected Item up one in List”, “Move Selected Item down one in List”, “Move Selected Item to Down of List” icons to move the items in the selected list up and down to put them in the desired order of appearance.
Category ID	By the preferred ascending and descending order using the Red Arrow icons.

Other Reports

Catalogue Item Classification List

Overview

This report shows the Classification List of the Catalogue Item. It can be by Category or Class because the system has these two types of classification. The report contains the following information of each Classification Item: ID, Name, and Level. The report can be filtered by Level, this allows to the user to choose until what level he/she wants to include in the report.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Catalogue Item Classification List Report includes the following fields:

Report Fields	Description
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Type	The type that the Catalogue Item Classification List Report is designated to. For example, this report is defined by category
Sort By	Used to sort the report by Category ID (upward)
Category ID	The identification number of the category
Category Short Description	The description of the assets in the inventory category
Level	The level of functions associated and attached to a hierarchy of connected items

Generation of the Report

The Catalogue Item Classification List Report shows the Classification List of the Catalogue Item.

To GENERATE this report, follow the steps below:

Navigation

The Catalogue Item Classification List Report includes the following filter criteria available for the report:

Group By: Select a Group By value from the drop-down menu
Level: The level of functions associated and attached to a hierarchy of connected items
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the Catalogue ID by the preferred ascending and descending order using the red arrow icon.

If all filter criteria are left blank, all Levels will be included in the Report.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Catalogue Item By Priority

Overview

This report shows a list of the Catalogue Items grouped by Priority (High, Medium, Low). It contains the following information of each Catalogue Item: Catalogue Item ID, Item Short Description, Item Type (Good or Service), Unit of Measure – UOM, Stock Item (Yes or No), Item Class, and Default Account. The following filters are available: Priority, Item Type, Stock Item, and Item Class.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Catalogue Item By Priority Report includes the following fields:

Report Fields	Description
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Filter Criteria	Filter Criteria as entered under the Catalogue Item By Priority Report
Sort By	Used to sort the report by Priority (downward) and Catalogue ID (upward)
Priority	The level of importance of a specific report
Number of Items	The number of asset items listed in a specific report
Cat. Item ID	The identification number of the category item
Short Description	The description of the asset item
Type	The type of inventory item. For example, a good or a service
UOM	The classification for measurement of the catalogue item
Stock	Defines whether an inventory item is or is not in stock (Yes if in stock, No if not in stock)
Item Class	Defines basic characteristics of the inventory item
Default Account	If an element is defined in the object segment of the chart of accounts, this code will be used as part of the coding block when issuing a purchase order or purchase requisition that includes this particular item

Generation of the Report

The Catalogue Item By Priority Report shows a list of the Catalogue Items grouped by Priority (High, Medium, Low).

To GENERATE this report, follow the steps below:

Navigation

The Catalogue Item By Priority Report includes the following filter criteria available for the report:

Priority - Click the , ,, icons to add and remove priority definitions to / from the selected list.
Stock - Click the stock checkmark to define whether the catalogue item is in stock or not in stock.
Item Type - Select an Item Type from the drop-down menu.
Item Class - Item Class unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Item Class unit. If selected, the report will include the selected Item Class unit and all Item Class units below the selected unit. Refer to Item Class for more information.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the Cat. Item ID, Short Description, Item Type, UOM, Stock, Item Class, and Default Account by the preferred ascending and descending order using the red arrow icon.

If all filter criteria are left blank, all Stocks, Item Types, and Item Classes will be included in the Report, as well as the Item Classes allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Material Request Report

Overview

This report shows a list of the Material Items requested by Institution Units. It contains information of each Requested Item such as Request ID, Catalogue Item ID, Item Short Description, Required Quantity, Total Cost, Supply Status, Issue Date, Institution Unit, etc. Some filters are available such as Institution Unit, Request ID, Catalogue Item ID, Supply Status, Issue Dates Range, Items with or without Purchase Requisitions, etc.

An example of the report is shown below.

Navigation

Definition of Report Fields

The Material Request Report includes the following fields:

Report Field	Description
Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Page Number
Filter Criteria	Filter Criteria as entered under the Material Request Report
Sort By	Used to sort the report by Request ID (downward)
Request ID	The identification number of the Request ID
Catalogue Item ID	The identification number of the Catalogue Item
Item Short Description	The description of the items in the Material Request Report
Req. Qty	The required quantity of the specific item
UOM	The classification for measurement of the inventory item
Total Cost	The total cost of the inventory item
Supply Status	States whether the inventory item is available
Issue Date	The date of issue of the inventory item
Req. Institution Unit	The institution which will approve the inventory item order process
Priority	The level of importance of the inventory item in the report
Max Req. Date	The date that the required number of inventory items for that specific catalogue must be ordered by
Totals	The total monetary value of the Total Cost

Generation of the Report

The Material Request Report shows a list of the Material Items requested by Institution Units.

To GENERATE this report, follow the steps below:

Navigation

The Material Request Report includes the following filter criteria available for the report:

Institution Unit - Institution unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Institution unit. If selected, the report will include the selected Institution unit and all Institution units below the selected unit. Refer to Institutions for more information.
Request ID - Request ID unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Request ID unit. If selected, the report will include the selected Request ID unit and all Request IDs below the selected unit. Refer to _________ for more information.
Catalogue Item ID - Catalogue Item ID unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Catalogue Item ID unit. If selected, the report will include the selected Catalogue Item ID unit and all Catalogue Item IDs below the selected unit. Refer to Catalogue Item for more information.
Supply Status - Select a supply status from the drop-down menu.
Issue Date From - Enter the Issue Date From (optional parameter) that can be selected by using the calendar icon
Issue Date To - Enter the Issue Date To (optional parameter) that can be selected by using the calendar icon
Priority - Select a priority from the drop-down menu. Choices include High, Low, and Medium
Max Required Date From - Enter the Max Required Date From (optional parameter) that can be selected by using the calendar icon
Max Required Date To - Enter the Max Required Date To (optional parameter) that can be selected by using the calendar icon
Replenishment - Replenishment Status - if checked, the report will be replenished.
Request Group - Select a request group from the drop-down menu.
Register Employee - Register Employee unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Register Employee unit. If selected, the report will include the selected Register Employee unit and all Register Employees below the selected unit. Refer to Employee for more information.
Reception Employee - Reception Employee unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Reception Employee unit. If selected, the report will include the selected Reception Employee unit and all Reception Employees below the selected unit. Refer to Employee for more information.
Is Purchase Requisition - if checked, purchase requisition is enabled.
Purchase Requisition - Enter the purchase requisition information in the space provided.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the Request ID, Catalogue Item ID, Item Description, Required Quantity, UOM, Total Cost, Supply Status, Issue Date, Institution Unit, Priority, and Max Required Date by the preferred ascending and descending order using the Red Arrow icon.

If all filter criteria are left blank, all Institution Units, Request IDs, Catalogue Item IDs, Status Supplies, Issue Date From, Issue Date To, Max Required Date From, Max Required Date To, Replenishments, Request Groups, Register Employees, Reception Employees, and Purchase Requisitions will be included in the Report, as well as the Institution Units, Request IDs, Catalogue Item IDs, Register Employees and Reception Employees allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Material Received Returned

Overview

Material Received Returned includes a list of the Material Items received/returned by an Institution Unit. It contains information of each Item Received/Returned such as Good/Service Received Note (GSRN) ID, Note Type (Receive or Return), GS Type (Good or Service), Catalogue Item, Item Short Description, Quantity, Total Cost, Vendor, Purchase Order (PO) Ref ID, etc.

An example of the report is shown below.

Navigation

Definition of Report Fields

Material Received Returned Report includes the following fields:

Report Fields	Description
Report Date	The date the report was created
Report Time	The time the reports was created
User	The person creating the report
Page	Represents the number of pages the report has
Filter Criteria	Filter Criteria as entered under Asset Valuation Report
Sort By	Describes how the report is ordered (i.e. GSRN ID (downward))
GSRN ID	Good/Service Received Note unique identification number
Note Type	Receive or Return
GS Type	Refers to the Good or Service type
Catalogue Item ID	Unique identification number describing the material
Item Short Description	Short text describing the material
Qty / Perc.	Refers to the number of materials
UOM	Stand for Unit of Measurement used to measure the material (unit, hours, ream, hundred)
Total Amount	The total cost of the materials
GSRN Status	Refers to the current status of the Good/Service Received Note (i.e. Created, Approved)
Issue Date	Describes the date the material was received or returned
Vendor	Refers to the supplier of the asset (material)
GSRN Ref ID	Good/Service Received Note unique transaction reference identification number
PO Ref ID	Purchase Order Unique reference number

Generation of the Report

A Material Received Returned report that describes if an inventory item has been returned or received.

To GENERATE, follow the steps below:

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The Material Received Returned Report includes the following filter criteria available for the report:

Warehouse: To enter the Warehouse, if required, click on the Lookup icon , click on Find icon to retrieve the Warehouse list, then select the Warehouse.
Catalogue Item: To enter the Catalogue Item, if required, click on the Lookup icon , click on Find icon to retrieve the Catalogue Item list, then select the Catalogue Item.
Vendor: To enter the Vendor, if required, click on the Lookup icon , click on Find icon to retrieve the Vendor list, then select the Vendor.
Note Type: Select the Note Type from the drop-down menu.
GS Type: Select the GS Type from the drop-down menu.
GSRN Status: Select the GSRN Status from the drop-down menu.
Fiscal Year: Select the Fiscal Year from the drop-down menu.
Fiscal Period: Select the Fiscal Period from the drop-down menu.
Issue Date From: Enter the Issue Date From (optional parameter) that can be selected by using the calendar icon .
Issue Date To: Enter the Issue Date To (optional parameter) that can be selected by using the calendar icon .
Enter the Purchase Order Ref ID and the GSRN ID as required.
Sort By: Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort all the different Levels by the preferred ascending and descending order using the Red Arrow icons.

If all filter criteria’s are left blank, all Warehouse, Catalogue Item ID, Issue Date From and Issue Date To will be included in the Report, as well as the Institutions allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Inventory Transfer Detail Information Report

Overview

This report shows the list of inputs/outputs transactions for Inventory Transfers. It contains information about every transaction such as Transaction Date, Transfer ID, Quantity, Cost, etc.

Navigation

Inventories ► Reports ► Other Reports ► Inventory Transfer Detail Information Report

Inventory Transfer Detail Information Report Filter Fields

Field	Description
Shipping Method	Filter Criteria displaying a list of Shipping Method.
Source Institution	Filter Criteria displaying the list of Source Institution.
Destination Warehouse	Filter Criteria displaying the list of Destination Warehouse.
Inventory Transfer Return	Filter Criteria displaying the list of Inventory Transfer Return.
Is Transfer	If checked indicates that the report is filtered according to the Transfer or Return.
Delivery Date From	Filter Criteria displaying the list of Delivery Date.
Delivery Date To	Filter Criteria displaying the list of Delivery Date.
Comment	Comment made on the report.
Transfer Id	By the preferred ascending and descending order using the Red Arrow icons.
Delivered Onm	By the preferred ascending and descending order using the Red Arrow icons.
Destination Warehouse	By the preferred ascending and descending order using the Red Arrow icons.

Inventory Turnover Report

Overview

This report shows the complete repository of Inventory Items and their Warehouse Key Performance Indicators. It contains information of each Inventory Item such as ID, Short Description, Quantity on Hand, Unit of Measure, Warehouse ID, Inventory Turnover, Days Inventory, Last Measuring Warehouse Key Performance Indicators, etc.

It includes the General List of Items by Institution grouped by Class, by Category, and by Warehouse.

Navigation

Inventories ► Reports ► Other Reports ► Inventory Turnover Report

Inventory Turnover Report Filter Fields

Field	Description
Source Institution	Users can lookup and select a Source Institution as filter criteria.
Destination Warehouse	Users can lookup and select a Destination Warehouse as filter criteria.
Class	Users can lookup and select a Class as filter criteria.
Item Category	Users can lookup and select a Item Category as filter criteria.
Bar Code	Users can lookup and select a Bar Code Employee as filter criteria.
is Lot Management	If checked indicates that the report is filtered according to the Lot Managenent for Inventory Item.

Status Material Requested

Overview

This report shows the status of the Material Requested to a Supplier Warehouse. It contains information of each Request such as Request ID, Status, Issue Date, Priority, Quantity of Items Required, Quantity of Items Fully Supplied, Quantity of Items Not Fully Supplied, Institution Unit that requires, etc.

Some filters are available such as Request ID, Status (Delivered, In Supply Process, etc), Issue Dates Range, Priority, Institution Unit that requires, etc.

This report is oriented to the Warehouse Responsible or Warehouse Supervisors.

An example of the report is shown below.

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Definition of Report Fields

The Status Material Requested includes the following fields:

Report Date	Date of report generation automatically generated by the system
Report Time	Time of report generation automatically generated by the system
User	User who generates the report
Filter Criteria	Filter Criteria as entered under the stAtus material requested.
Sort by	Used to sort the report by Request ID (downward)
Request ID	Identification number of the request made.
Replenishment	Enables the responsible warehouse to automatically generate the G/S request from Inventory Items.
Status	A selectable list is available for required statuses.
Issue Date	Date the request is issued.
Max Required Date	The maximum required date to receive the goods/services.
Priority	A selectable list is available which includes three priorities: Low, Medium and High
Quantity of Item	Quantity of Required, Fully Supplied and Not Fully Supplied requested materials
Required Institution Unit	This is the institution unit that requires the goods/services.
Page	Page number of report.

Generation of the Report

This report shows the status of the Material Requested to a Supplier Warehouse.

To GENERATE, follow the steps below:

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The Asset Count Variances Report includes the following filter criteria available for the report:

Replenishment: If checked, the responsible warehouse automatically generates the G/S request from Inventory Items.
Issue Date From: The date the generation report is being issued from (optional) can be selected from the Calendar icon.
Issue Date To: The date the generation report is being issued to (optional) can be selected from the Calendar icon.
Max Req Date From: The maximum required date from (optional) can be selected from the Calendar icon.
Max Req Date To: The maximum required date to (optional) can be selected from the Calendar icon.
Request ID: The request ID (optional) can be selected using the Lookup icon , and Find icon to retrieve the request ID. Refer to Goods/Services Request for more information.
Supplier Warehouse: The supplier warehouse (optional) can be selected using the Lookup icon , and Find icon to retrieve the supplier warehouse. Refer to Institution for more information.
Institution Unit: The institution unit (optional) can be selected using the Lookup icon , and Find icon to retrieve the institution unit. Refer to Institution for more information.
Priority: can be selected from the Drop Down Menu.
Status: can be selected from the Drop Down Menu.
Sort By - Click the , ,, icons to add and remove filter criteria to / from the selected list and click the , , , icons to move the items in the selected list up and down to put them in the desired order of appearance
Sort the different Levels by the preferred ascending and descending order using the Red Arrow icons.

If all filter criteria are left blank, all Levels will be included in the Report.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Inventory Transfer Acceptance

Overview

This feature represent the acceptance document of the inventory transfer, only system creates this document and is the result of the delivery of the inventory transfer, this is the document where destination warehouse is going to accept one or all the inventory items transfered.

Navigation

Inventories ► Inventory Transfer Acceptance

Inventory Transaction screen Fields and Tabs

Fields	Description
Code	A unique identification code, it is auto-generated by the system. Visible to user.
Fiscal Year	Fiscal Year when this voucher is created. Automatically assigned by the system with current fiscal year.
Fiscal Period	Fiscal Period when this voucher was created. Automatically assigned by the system with the current fiscal period.
Workflow Status	Workflow status of the Inventory Transfer Acceptance.
Is Not Accept Any Items	By default it is False.
Created On	The date when the document was created, this value is set by the system.
Origin	Origin of the document.
Inventory Transfer Return	It is automatically populated by the system when Inventory Transfer Acceptance is created from Inventory Transfer Process.
Shipping Method	Shipping method of the inventory transfer that created this Inventory transfer acceptance
Source Warehouse	It is automatically populated by the system when Inventory Transfer Acceptance is created from Inventory Transfer Process.
Destination Warehouse	It is automatically popuated by the system when Inventory Transfer Acceptance is created from Inventory Transfer Process.
Language	The language of the Inventory Transfer Acceptance.
Remarks	More information related to this Acceptance transfer considered relevant.
Reason For Transfer	System fetch the detailed reason for transfer from inventory transfer.
Inventory Transfer Acceptance Item Tab	A collection of one or more Inventory Transfer Items to be accepted
Attachment Tab	This feature allow to attach one or more document.

Attachment

Overview

This tab allows the user to attach the documents.

Purchase Order Screen Fields and Tabs

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Date	Date of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.

Purchase Requisition Item Candidates

Overview

A Purchase Requisition Item Candidates form (as menu option in Inventories Module) shows items that are needed to be supplied.

Navigation

Inventories ► Purchase Requisition Item Candidate

Purchase Requisition Item Candidates Fields and Tab

Field	Description
Institution	Institution Code ID of Institution which the Purchase Requisition Item Candidates affects. Lookup.
Priority	This field can take one of the following values 'Low', 'Medium' and 'High'. By Default - 'Medium' displays
Created On	Date on which item is created.
Minimum Required Date	The minimum required date to receive the goods/services. If this field is left blank, that means that there is no minimum required date to receive the goods.
Maximum Required Date	The maximum required date to receive the goods/services.
Item	A reference to the Catalogue Item. This reference must be unique for a Sourcing Package Reference or for a manually entered Request Item for a specific G/S Request. This value cannot be modified if it is related to a Sourcing Package.
Item Type	Type of item to be selected.
Goods/Services Request Item Tab	Goods/Services Request Item represents the Goods/Services Request Items belonging to a particular Goods/Services Request.

Replenishment Request

Overview

This process enables the Warehouse Responsible user to automatically generate a G/S Request from all Inventory Items that are below of its reorder point, this is where Quantity on Hand goes below the Reorder Point.

Navigation

Inventories ► Replenishment Request

Replenishment Request screen Fields

Field	Description
Warehouse	Warehouse that issues the replenishment request.
Inventory Item	Inventory item existent in the warehouse, subjected to replenishment.