Create & Authorize Inventory Issue

Create And Authorize Inventory Issue

This page allows you to create and authorize the inventory issue transaction. The inventory issue records issue of material from a warehouse based on the material request. Material request is the reference document for the creation and maintenance of the issue transaction. Multiple issues of an item can be recorded under a single material request. Inventory issues can be created and authorized based on the permissions granted to the user. The user must have the requisite authorize permission to authorize the inventory issue transaction.

When materials are issued based on MR for which Proposal is given then, on authorization of the inventory issue, the proportionate committed amount would be reduced and the liability value based on Inventory Issue Value would be increased for the Asset Proposal Number. For issue raised against a MR A/c usage cannot be modified and the same will be derived based on the Asset Proposal number in Issue. However changes to CC usages can be done.

Select “Create And Authorize Inventory Issue” link from the “Select Reference Document” page.

The “Create And Authorize Inventory Issue” page appears.

The system displays the following:

Status

The status of the inventory issue transaction.

Enter the following:

Transaction No.	The number identifying the transaction.(Alphanumeric, 18)
Numbering Type	Use the drop-down list box to select a numbering type for generating the transaction number of the inventory issue transaction. All the numbering types defined for the “Inventory issue” transaction type in the “Create Numbering Type” activity of the “Numbering Class” component will be displayed here.
Transaction Date	The date on which the transaction took place.(Date Format)
Warehouse Code	The unique code of the warehouse from which the item is issued. System checks whether the warehouse allows the inventory issue transaction from storage administration component.(Alphanumeric, 10)
	Help facility available.

The system displays the following:

Warehouse Desc.	A textual description of the warehouse.
	Zoom facility available

Enter the following:

Consumption Point	Use the drop-down list box to select the point that has requested for the issue of items from the warehouse.
Material Request No.	The unique number identifying the material request.(Alphanumeric, 18).
	Help facility available.
Posting FB	Use the drop-down list box to select the finance book where the postings have to happen.

Note: Two finance books, namely the warehouse FB and the receiving FB (Posting FB), are affected by the inventory issue transaction. The stock account will be credited and the consumption account will be debited. However in general there will be a single finance book where both the debit and credit entries will be posted. In rare cases if the finance book is different from that of warehouse FB, inter FB acounts are posted in both the Finance Books one with debit and another with credit and will be nullified later during the consolidation of finance books.

Issue Type

The type of the inventory issue transaction. The inventory issue will be of type “Capital” or “General” depending on whether the material request is of type “Capital” or “General”.

The system displays the following:

Requester	The unique code identifying the employee who belongs to the cost center, which has requested for the issue of items from the warehouse. The employee number should have already been defined in the “Create Employee File“ activity of the “Employee Information” business component. This field is an optional field.
Requester Name	The name of the employee in the cost center, who raises the material request for issue of items.
Issue Tolerance (+%)	The tolerance percentage over and above the issue quantity upto which items can be issued from the warehouse. Example, if the issue tolerance (+%) is 5% and the issue quantity is 100 units, then the tolerance quantity will be 5 units of items and user can issue up to 105 units .

Note: Issue tolerance quantity is calculated as the product of issue tolerance (+%) and authorized quantity. The maximum quantity allowed for issue must not be greater than the sum of authorized quantity and tolerance quantity Tolerance is applicable to each line item in the multiline.

Proposal No.

The number identifying the proposal.

Note: Material Request created based on a proposal id does not require A/c Usage since the account code will be derived based on the CWIP (Capital Work in Progress Account) mapped to the Asset class of the Proposal. Inventory issue can be raised referring the MR which in turn can be fetched as a Capital document in "Asset Capitalization" for capitalizing the items.

Click the “Get Material Request Details” pushbutton to retrieve the details of the material request.

Click the “Default Storage Details” pushbutton to retrieve the default values for zone/bin combination, lot and sub lot numbers, and starting and ending serial number fields in the multiline. The default details for the particular item/variant combination and stock status in the selected warehouse from the “Storage Administration” component will be fetched and displayed here.

The system displays the following in the “Project Details” multiline.

Created at	Indicates the organization unit in which the details are posted.
Project Code	A unique code identifying the project.
Project Description	The detailed description of the project.

Note: The “Project Details” group box is visible only when the “Material Request” is associated to a “Project Code”.

The system displays the following data in the multiline:

Item Code	The unique code identifying the item.(Alphanumeric, 32)
	Data hyperlink available.
Variant Code	Variant code of the item.(Alphanumeric,8)

The system displays the following in the “Item Information” multiline:

Item Variant Desc.	A textual description of the item variant.
	Zoom facility available
Transaction UOM	The unit of measurement of the item issued through inventory issue transaction.
Pending MR Qty.	The number of units of the item that is pending against the previously authorized quantity for issue specified in the material request. When the issue quantity is zero, the pending quantity is equal to the MR authorized quantity. When the issue quantity is greater than zero, the pending quantity is calculated by subtracting the authorized quantity from issue quantity.

Enter the following in the “Item Information” multiline:

Issue Qty.	The number of units of the item that is issued (Integer). Mandatory. Ensure that the number entered in this field is greater than zero. The issue quantity cannot be greater than the sum of pending quantity and issue tolerance quantity.
Stock Status	The stock status of the item issued. Stock status is carried over from Material request. What ever status is asked in MR, same status is to be used in the inventory issue for each item.
Zone	The number identifying the zone in which the item is be stored in the warehouse (Alphanumeric, 10). This zone number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” component. Leave this field blank if the warehouse is of “Free” warehouse type.
	Help facility available.
Bin	The number identifying the bin in which the item is stored (Alphanumeric, 10). This bin number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” component. Leave this field blank if the zone is of “Free” zone type.
	Help facility available.
Lot No.	The unique number identifying the lot in the warehouse.
	Help facility available.
Sub Lot No.	The number identifying the sub-lot under the lot.
	Help facility available.
Starting Serial No.	The starting serial number of the item that is to be to be issued.
	Help facility available.
Ending Serial No.	The ending serial number of the item that is to be to be issued.
	Help facility available.
Usage For A/C Code	Use the drop-down list box to select the account code usage to get the account code from ARD. All the account code usages defined for the “MR/Inventory Issue” transaction type in the “Account Rule Definition” component will be displayed here.
Usage For CC	Use the drop-down list box to select the cost center usage for the inventory issue transaction to get the cost center. All the cost center usage defined for the “MR/Inventory Issue” transaction type in the “Cost Center Rule Definition” component will be displayed here.

Note * There is a system parameter at OU level which governs whether account related details can be modified in inventory issue or not. If it is no, then you can not select any usage for account code or cost center in this activity and vice versa. Similar treatment is for analysis and sub analysis codes.

The system displays the following in the “Item Information” multiline:

MR Line No.	The line number of the material request.
Available Qty.	The total quantity (physical quantity) of the particular item available in the warehouse is displayed.
Kit Code	The unique code identifying the kit, which is a combination of a number of items, grouped together. Items of different item/variant combination can be grouped under a single kit. Kit code will be displayed if the item code is of type kit and all items that are defined for a kit code will be displayed under the heading item code. Issue tolerance is not applicable to item codes in a kit.

Modify the following field if required:

Alternate Qty

The alternate quantity for a catchweight item. (Integer).This quantity is fetched on entering the Issue Qty.

The system displays the following in the “Item Information” multiline:

Alternate UOM

The alternate unit of measurement for a catchweight item.

Check the “Select” column in the multiline to select the transaction for viewing lot information, serial number information, financial information, inquiring warehouse stock, disposition review and attaching notes.

Click the “Create Inventory Issue” pushbutton to create the inventory issue transaction.

Click the “Create And Authorize Inventory Issue” pushbutton to create and authorize the inventory issue transaction.

The system displays a success message and generates a transaction number for the inventory issue.

If the account code is associated with an analysis/sub analysis code, the status of the transaction is set to “Draft”.
If the account code is not associated with an analysis/sub analysis code, the status of the transaction is set to “Active”.
The login ID and the system date are updated in the “Created By” and “Created Date” fields respectively.

The system displays the following:

Created By	The login id, who created the inventory issue.
Created Date	The date on which the inventory issue is created.

To proceed, carry out the following

Select the “View Lot Details” link at the bottom of the page to view the lot related information.

Select the “View Serial Details” link at the bottom of the page to view the serial number information.

Select “Financial Information” link at the bottom of the page to view the financial information for the inventory issue transaction.
Select the “Specify Receipt Document Mapping” link at the bottom of the page to map the quantity of items to the goods receipt document.

Select “Attach Notes” link at the bottom of the page to attach notes for the inventory issue transaction.

Select “Stock Status Review” link at the bottom of the page to inquire the warehouse information.

Select “Disposition Review” link at the bottom of the page to review the dispositionable stock.

Select “View Item Substitute” link at the bottom of the page to view the item substitutes.

Select “View Warehouse Details” link at the bottom of the page to view storage information.
Select the “Tax Calculation Summary” link at the bottom of the page to edit the tax calculation summary details.