Inventory Issues

mwilson

Member
Here's the situation:

Central stores inventory contains maintenance and repair items. These items are issued to different departments. When the issue is done, how can I specify what department the issue goes to. Central stores is in a separate department from the departments to which the items are issued. One thought was to setup a stores inventory in each of the departments, do an IT from central stores to the requesting department and then do the issue from there. The IT handles the transfer of inventory from one department to another and the issue handles the expense entry. Any other ideas on how to do this (hopefully in one transaction.....these can be pretty high volume items)?

Thanks in advance,
Mark


B733 (Base), HP9000, NT, Oracle, WTS, Citrix
(Upgrading to Xe)
 
We have all of our items set up as a stock item within a
branch plant and use the Issue to Account application P4112
which you can set up in processing options to require an
account number. This would allow you to enter the quantity
of the item, branch plant impacted where the item was stored
and the business unit account to impact.
 

david_mallory

Well Known Member
Mark,

You can probably do what you need without multiple stores, which, yes, I
would avoid. Possibilities:

1. Is "department" part of your account number? In business unit MCU field,
or subaccount SUB? It may be there already. "Department" is a likely thing
to have somewhere in your account number. See your accounting folks maybe.
The account number (and its 3 fields) is on the detail line in the P4112
issue screen. Might be cake.

2. Are your accounting folks using the subledger SBL field? If not, you
could put it there. We use it for cost center, sort of like a department. Or
if they are already using SBL for something, SBL can have various types,
field SBLT, and thus be used for many things. You could set up another type.
Subledger and subledger type are also on the detail line on issue screen.

3. If 1 or 2 does not work, you could put it in the description, field TREX
on issues screen, along with whatever else. We put employee Address Book
number there ("Yes, Fred, you really did get a new set of tools just last
week") along with other stuff. You can even search on it, at P4112 screen D
(first screen). If department is somewhere in the description, and the
department you want to look for is 123, put *123* in the QBE line, and hit
Find. Presto. Sometimes this software even works.

Dave Mallory Denver Water david.mallory@denverwater.org
 

jfevans

Member
I assume that the maintenance and repair items are consumed and will not be returned to stock so the objective is to reduce the inventory in central stores, creating a credit journal entry to inventory and a debit to the expense account for the using department.

There are two basic ways to accomplish this. One is to create a version of P4112 Inventory Issue and change the Process tab processing option to use the subledger with a required account number. Security may be a problem with this method, because the accountants may not want to let a central stores user decide which account number to enter.

The other was is to create as many document types as necessary to represent each department, then enter the expense account numbers in the 4124 AAI. Either create separate versions for each document type representing each department (more trouble to setup but probably less error prone) or leave the default document type processing option blank and force the the user to make a choice (hopefully the right one)


--- mwilson <mwilson@mayerelectric.com>
> wrote:
>Here's the situation:
>
>Central stores inventory contains maintenance and repair items. These items are issued to different departments. When the issue is done, how can I specify what department the issue goes to. Central stores is in a separate department from the departments to which the items are issued. One thought was to setup a stores inventory in each of the departments, do an IT from central stores to the requesting department and then do the issue from there. The IT handles the transfer of inventory from one department to another and the issue handles the expense entry. Any other ideas on how to do this (hopefully in one transaction.....these can be pretty high volume items)?
>
>Thanks in advance,
>Mark
>
>
>B733 (Base), HP9000, NT, Oracle, WTS, Citrix
>(Upgrading to Xe)
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mwilson

Member
Re: RE: Inventory Issues

Dave,
Thanks for the input. The department is actually a separate business unit in the ledger (thus the idea of doing the IT and II transactions). We want to avoid having the users enter the account number to cut down on the possibility of errors and having to do reversing journal entries on the back end to correct things.

Subledgers are currently not in use. We'll look into this a little further. I'm thinking that maybe we can have the users enter the department number into the subledger, then write a UBE to run at end of day to read all of the issues and create the necessary journal entries to transfer the dollars to the proper business unit and push them in through the batch journal entry files.

Thanks again for the ideas,

Mark

B733 (Base), HP9000, NT, Oracle, WTS, Citrix
(Upgrading to Xe)
 

Donald_Mattes

Active Member
Have you looked into the usage of maintenance work orders? These can be used to requisition material and can direct the accounting of the items to the proper department/expense accounts using GL class codes for the items. You can also use the sales order program to create storeroom sales orders and use the department number as the sold to address number on the order and at sales update time select to use the address book number as the business unit in the processing options for accounting.
 
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