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WINTEN CONSUMABLE INVENTORY

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1. You can produce this report for all items or for a set of items It only has the default formatting options Value of Inventory a The current value of your inventory is 4809 72 hich Year w Calendar w Current year C Lastyear C Fiscal WinTen Consumable Inventory Reports Page 55 Vendor Listing This report is a list of all vendors in the Master Vendor List database It has only the default for matting options Stock Number Label Generator This option is not a report When you select the Stock Number Label Generator option and click OK the Stock Label Generator dialog box opens This dialog box allows you to print inventory shelf labels for one selected inventory item or a set of inventory items Select the type of printer you are using laser inkjet or dot matrix and the label or labels you want to print and click OK CAUTION The Vendor Listing report draws its data from Consumable Inventory not from Accounts Payable Consequently it does not include all vendors in Accounts Payables data base Do not use this report for the purposes of audits or comprehensive financial reporting for your agency Stock Label Generator LIGHTO100 LIGHTO100 A o 2 caren WinTen Consumable Inventory Reports Page 56 BAR CODE OPTIONS Consumable Inventory is designed to integrate with hand held computers with bar code reader mod ules A bar code reader module uses an optical sens
2. When a purchase order for a consumable When the recorded stock level of item is filled Purchase Order sends an item falls below its minimum Consumable Inventory notice that the item balance Consumables sends has been received Consumables then Purchase Order a request for a new updates its records to account for the purchase order for that item newly received items Consumable Inventory When a user records the completion of a work order the WorkOrder module compiles a list of the consumable items used in the job and forwards the list to Consumable Inventory Consumables then updates its records to reflect the items used WorkOrder WinTen Consumable Inventory Program Overview Page Item Tracking Consumable Inventory first becomes aware of a consumable item when your agency receives that item from a supplier From that point the program tracks the item until it is used or otherwise leaves your agency s control The following diagram illus trates the possible journeys that an item can make through Consumable Inventory s tracking system Big Ol Maintenance Supply Store When your agency If your agency purchases and returns an item to the receives an item it is Supplier it is issued received into from inventory to that inventory Supplier Main Inventory Storage Location Your agency has one main storage location for consumable items and can have many other secondary locations You can transfer item
3. Main Additional Locations and History It always opens on its Main tab as shown below ES E ae ae nae EE A SS re File Edit Tools Aese KA eeo Description L i O Total on Hand Comment Last Rec d Unit Cost PariNumber Lo UnitValue 000E Stack Number Value on Hand Manufacturer Model Categor Mian storage Minimum stock Level ou Kowfahell Ein Main Balance Maximum Stock Level 0 00 44 Unit of ssue On Order nS vendor Number On Hand On Order Vendor Pack Pi Main K Addtional Locations A Hstoy J WinTen Consumable Inventory Add Review and Edit Inventory Items Page 34 Editing an Existing Item Record When you click the Edit button or press lt E gt at the Main Menu the Search for an Item screen opens This screen contains a table of all of the item records in Consumable Inventory s database The Search By set of radio buttons in the upper right corner of the screen allows you to select the order in which items are sorted in the table lt also determines the field on which the program can search for a specific item To search for an item enter the search target in the Search For field and click the Go button The table moves to the first matching record To edit an item double click on it or select it and click the OK button The Review Edit Existing Items in Inventory screen opens on that item s record Search for an Item e on on n n on GHTO200 bulb
4. 1000 various shelf 2 LISHTO100 LIGHTING nails roofing 9 eee NAILROOF eed paint latex eggshell white TOT WinTen Consumable Inventory Add Review and Edit Inventory Items Page 35 REVIEW EDIT EXISTING ITEMS IN INVENTORY SCREEN ADD ITEMS TO INVENTORY SCREEN The Review Edit Existing Items in Inventory screen or the Add Items to Inventory screen as it is called if you are adding a new item contains the com plete data for one specific consumable item type This is where you enter the data for a new item or edit the data for an existing item This screen has three tabs Main Additional Locations and History It always opens on the Main tab as shown below File Edit Tools ISG KA eeo D Description light bulb 100w Total on Hand Comment Last Rec d Unit Cost Part Number var Unitwalus 40 89 stock Number GA TO100 Value on Hand Manufacturer Model Categor LIGHTING Main storage shell 2 Minimum Stack Level 12 004 Rows Shelf Bin Main Balance Maximum Stack Level 6000 4 Unitotissue JES On Order mS Vendor Number On Hand On Order vendor Pack HH FA Main K Addtional Locations A Hstoy O WinTen Consumable Inventory Add Review and Edit Inventory Items Page 36 Review Edit Items Screen Icons The Review Edit Existing Items screen has several nonstandard icons on its toolbar These icons allow you to perform specific functions for editing the cur rently selected item
5. 3 38 39 30 40 43 46 46 48 91 52 53 53 54 57 59 61 63 INTRODUCTION The WinTen Consumable Inventory module is a program designed for use on computers running the Windows 95 98 ME NT or 2000 operating system The interface is designed in a Windows environment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the infor mation you need to use the WinTen Consumable Inventory module hereafter referred to as Con sumable Inventory Consumables or Cl Version Information This manual is written for the 9 20 2001 version of Consumable Inventory It does not apply to previ ous versions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Whenever Tenmast issues an update to a piece of software we will post a documentation update on our Web site at http www tenmast com If you have a current Update amp Support Agreement for Consumable Inventory you may download both the updated program and the updated documentation at no charge See the Client Service Area of our Web site for detailed instructions Getting Help Though we have made every effort to make this manual as comprehensive as possible no document can cover all contingencies If you encounter problems with Consumable Inventory call the Tenmast Training amp Support Department toll free at 877 359 5492 or send
6. Consumable Inventory WinTen Basics Page 6 Search Icon The Search icon is a flashlight It saves you time by Opening a Search screen containing a table of all the records in the current database You can then use this Search screen to quickly find the desired record instead of scrolling through them one at a time with the Previous and Next icons Report Generator Icon The Report Generator icon is a page of data with B one corner folded down This icon accesses the user defined data fields for the current database For more information see the Tenmast Report Gen erator manual If your agency does not use this program this icon will have no effect Other Standard Buttons The following buttons appear throughout the Win Ten programs They allow you to make choices on screens and in dialog boxes OK and Yes Buttons Click the OK or Yes button if you want to accept the data presented or continue the action you started YEs Some dialog boxes which only display information without giving you command options will have OK buttons that close them when clicked Cancel and No Buttons Click the Cancel or No button if you want to aban No don the current screen or the action you started Cancel Grayed Out Options Some controls buttons or data fields may appear light gray rather than appearing with their normal full color images these buttons are colorized in the WinTen programs even though they may appear in
7. Master Vendor List see previous page against the vendor data base that WinTen Accounts Payable maintains If it finds records in Payables vendor database that don t exist in its own Consumables imports those vendor records Clicking the Update Vendor List icon runs this function NOTE When you run this function Consum ables imports every vendor profile that exists in Payables but doesn t exist in Consumables This includes vendors whose profiles you have previously deleted from Consumables Vendors Tab Data Fields Vendor Name This is the name of the vendor Contact This is your agency s point of contact within the vendor s organization Phone This is the vendor s phone number Address This is the vendor s street address City State Zip This is the vendor s city state and zip code Vendor Number This is the vendor number by which your agency identifies this vendor If the vendor has a record in Accounts Payable that Consumable Inventory copied this is the vendor s Payables vendor number For more information on vendor numbers see the WinTen Accounts Payable manual WinTen Consumable Inventory Setup Page 31 Category Tab The Category tab allows you to maintain a list of item category codes Category codes are adminis trative codes that you can use to classify inventory items by general type lighting supplies plumbing supplies lawn care supplies etc When you are generating cer
8. box case etc e contact and purchasing information for vendors from whom you buy the items The second step is to create a consistent descrip tive method of identifying your consumable inven tory stock This information is very important because it is one of the methods that the computer uses to store and search for your items We sug gest that for each item you begin with the type of item that it is followed by increasingly specific infor mation about this particular item For example if you are trying to describe a 1 1 2 x 12 inch PVC sink tailpiece first identify the major category of items to which it belongs PIPE Then describe what type of a pipe it is TAILPIECE Next identify the material the pipe is made of PVC or polyvinyl chloride Finally enter the size of the pipe 1 1 2 x 12 So the description for this item would look like this Description PIPE TAILPIECE PVC 1 1 2 X 12 You have up to thirty six characters in the Descrip tion data field so be sure to enter as much informa tion as possible within that space Note that you will not always follow this particular format exactly It might not be important to identify the size of some items but might be important to list those items colors Other important factors used in identification might include power usage weight or material You will have to use your own judgment in many cases just remember to be consistent and always list the item s
9. it from individual inventory location balances Last Rec d Unit Cost This is the item s per unit cost from the last time you recorded the receipt of one or more units from a vendor Unit Value This is the unit cost of the item based on the total amount of units in inventory and the per unit cost each time your agency received units of the item from a vendor You cannot edit this field Consum ables automatically calculates it Value on Hand This is the total value of your agency s supply of the item You cannot edit this field Consumables auto matically calculates it Main Storage This is the storage spot within your agency s main inventory location where this item is kept e g Row 2 Shelf D or Locker 6 Main Balance This is the number of units of the item that are on hand in your agency s main inventory location Hint Description The Description field is the field that Consumables uses to search for a selected item For ease of searching this field should start with the item s general type and then narrow down to specifics light bulb 75w white or paint light blue rather than starting with specifics and working toward general item type white 75w light bulb or light blue paint Hint Stock Number The Stock Number field is the field that the WinTen Wor kOrder module uses for looking up items when you record their expenditure on a work order You must know this
10. mouse click on them You can also use the key board to access the menu options in two ways 1 Use the lt up arrow gt and lt down arrow gt keys to move focus to the desired option then press lt Enter gt to execute it 2 Some commands have a keyboard shortcut shown to the right of the menu option see Keyboard Shortcuts above These keyboard shortcuts can be used at any time even if the pull down menu is not open Note that many of the options that have keyboard shortcuts have corresponding toolbar buttons Dialog Boxes Occasionally a small window will appear on top of the screen in which you re currently working This is called a dialog box The contents of a dialog box will vary Some contain pertinent information and have a single button which makes them disap pear while others allow you to specify options for a procedure that you ve told the program to perform Abandon Edit Add Ctrl 4 Edit ltem Ctrl E Delete Ctrl D Are pou sure pou want to abandon all changes made to the current item WinTen Consumable Inventory Winlen Basics Page 8 Drop Down Selection Boxes Some screens have a data entry field with a small black downward pointing triangle at its immediate right Clicking on this triangle opens a small list of pre set options for that data field s contents This is known as a drop down selection box Click an option to select it Check Boxes A small white box like the one
11. of the Month Determine total value of inventory Print Transactions for Issuing Items report Print Transactions for Receiving Items report Provide these numbers to your accountant for veri fication reconciliation of purchases and JV entries to adjust the inventory balance in the General Ledger WinTen Consumable Inventory Monthly Actions List Page semi Annual Annual 6 months or 1 year Print the Physical Inventory Worksheet This work sheet is used to record the tally of each item in inventory during a physical inventory It has no numbers on it The person doing the inventory will fill in the numbers and the user will compare them with the complete inventory report for reconciliation and inventory adjustments Annual Initialize into the next year WinTen Consumable Inventory Monthly Actions List Page 18 PLANNING QUESTIONS Before you begin adding items to your Consum able Inventory database there are a few steps that you need to take to ensure smooth and organized receiving and issuing of items The first step is to create a complete and accurate inventory of all items that you plan to add to the Consumable Inventory database If you have not previously done so you should take stock of all items that you may be issuing or receiving You should have on hand all pertinent information regarding each of the items that you are using including the following facts e per unit cost e unit of issue
12. shown to the right is a check box You can check and uncheck the selection by clicking in the box These are used just like check boxes on pencil and paper forms they are simple yes no conditions In the example at right Receivables and Payables are checked and Payroll is unchecked Radio Buttons A cluster of small white circles each with a label is a set of radio buttons They have this name because they work in a manner similar to the preset station buttons on your car radio you can only have one radio station selected ata time To select a radio button click on it and a black dot will appear in the circle Radio buttons are used when you have two or more choices but only one of those choices applies at any given time Scrollbars Many times a table of records holds more records than the program can fit on the screen The scroll bar is found on the right side of the table To move up or down through the table click on the small black triangles at the top and bottom of the scroll bar The small box between the triangles is a rough indicator of where you are within the table think of it as being similar to an elevator s display that shows how close to the top or bottom of the build ing the car is Some tables also have horizontal scrollbars it they contain more information than will fit across the screen You can use the small black triangles at the bottom left and right corners of the table to move fro
13. type Partial Edit Icon The Partial Edit icon works exactly like the standard Edit icon except it does not allow you to change inventory balances or item costs Label Settings Icon The Label Settings icon opens the Stock Label Generator dialog box This dialog box allows you to print inventory shelf labels for one selected inven tory item or a set of inventory items Select the type of printer you are using laser inkjet or dot matrix and the label or labels you want to print and click OK to print labels or click Cancel to close the dialog box without printing labels Vendors Icon The Vendors icon opens the Vendors sub screen The Vendors sub screen allows you to edit the vendor data for the selected inventory item For more information on this sub screen see its description later in this chapter Stock Label Generator LIGHT OO LIGHTO100 WinTen Consumable Inventory Add Review and Edit Inventory Items Page 37 Look Up Category Icon The Look Up Category icon opens the Look Up Category dialog box This dialog box allows you to search for an item category code and select that code to apply to the item For more information on item categories see the description of the Cat egory field later in this chapter Issue Icon The Issue icon opens the Issue Item dialog box This dialog box allows you to issue one or more units of the selected inventory item Enter the number of units of the item that you ar
14. units of this item that are in inventory and on order You cannot edit this field Consumables automatically calculates it Review Edit Existing Items in Inventory X d eree Aee cn light bulb 100w LIGHTO100 various O O Additional Locations Hint Unit of Issue This code allows you to record the quantities or types of units in which your agency purchases the item If one unit is a box of nails this code could be BX If one unit is a five gallon bucket of spackle this code could be 5G If one unit is a dozen donuts this code could be DZ If one unit is one fluorescent tube this code could be EA for each or IN for individual Hint On Order On the Default Settings tab of the Setup screen you can specify whether or not Consumables allows users to receive items that are not on order If this limit is in effect the pro gram checks the incoming amount against the number of units on order every time you attempt to receive one or more units of this item WinTen Consumable Inventory Add Review and Edit Inventory Items Page 42 Additional Locations Tab The Additional Locations tab contains the inven Hint Inventory Locations tory data for the item in all of your agency s second ary inventory locations The tab contains a table of each inventory location and the item s storage the Setup screen location current balance and minimum and maxi mu
15. 132 Venture Court Suite 1 n m acf Lexington KY 40511 http www tenmast com Softwa re Support 877 359 5492 Making Housing Data Management Easy support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WINTEN CONSUMABLE INVENTORY User MANUAL Version 6 5 2001 For Program Version 9 20 2001 AND LATER 2001 Tenmast Sortware Contents Introduction WinTen Basics Program Overview Database Integration ltem Tracking Monthly Actions List Begin Month During the Month End of the Month Semi Annual Planning Questions Main Menu Setup Setup Screen Default Settings Tab Color Tab Location Tab Vendors Tab Category Tab Add Review and Edit Inventory Items Adding a New Item Record Editing an Existing Item Record Review Edit Existing Items in Inventory Screen Add Items to Inventory Screen Label Settings Icon Printing Labels Issue Icon Issuing Items from Inventory Receive Icon Receiving Items into Inventory Transfer Icon Transferring Items in Inventory Adjust Icon Adjusting Item Balances Main Tab Additional Locations Tab History Tab Vendors Sub Screen Main Tab Vendors Tab Reports Reports Screen Universal Report Formatting Options Producing a Report Available Reports and Formatting Options Bar Code Options Initialize for Next Year Purge Transaction Database Index Databases 13 14 17 17 17 18 19 23 25 26 26 29 30 32 33 34 35 36
16. L no p l 30 ear to Date Issued 107 00 Y earto Date Returned to Supplier 120 004 ear to Date Recelved ou LA Main A Additional Locations A WinTen Consumable Inventory Add Review and Edit Inventory Items Page 44 History Tab Data Fields Year to Date Issued This is the total number of units of this item that your agency has issued to maintenance for the year to date Year to Date Returned to Supplier This is the total number of units of this item that your agency has returned to vendors for the year to date Year to Date Received This is the total number of units of this item that your agency has received from vendors for the year to date Hint Consumables and Issuance Tracking The monthly data fields on this tab track the net number of units issued to maintenance for a given month Items that maintenance returns to inventory are not counted in this total WinTen Consumable Inventory Add Review and Edit Inventory Items Page 45 Vendors Sub Screen The Vendors sub screen contains data on the three primary vendors from whom your agency buys the selected inventory item This sub screen is divided into two tabs Main and Vendors It always opens on the Main tab as shown below Main Tab The Main tab contains the information for the item s three standard vendors Use the standard Win Ten icons to edit the data and save or cancel your changes Vendor 1 INDUSTRIAL LIGHT AND MAGIC Vendo
17. METPHS Search Path C LE E Beginning Fiscal ear Month Receive Without Having Anp On Order Current Year 001 Default Settings Category WinTen Consumable Inventory Setup Page 26 Default Settings Tab Data Fields Organization Name This is the name of your agency Address This is your agency s street address City State Zip This is your agency s city state and zip code PO Directory This is the full directory path to your agency s Pur chase Order databases If your agency does not use the WinTen Purchase Order module leave this field blank Search Path This is the full directory path to your other WinTen program files not data areas Fiscal Year Beginning Month This is the month in which your agency s fiscal year begins If your agency uses the WinTen General Ledger module you cannot edit this field as Gen eral Ledger controls tt Receive Without Having Any On Order lf this box is checked Consumable Inventory can receive more units of an item than are listed in that item s record as being on order If this box is not checked Consumables cannot record the receipt of items that are not listed as on order Hint PO Directory and Search Path These two fields control the manner in which Consumable Inventory interacts with other WinTen programs Tenmast does not recommend changing these settings without assis tance from Tenmast Training amp Support personnel Hint Receive Without Having An
18. ams the screens contain but tons to access functions Buttons are square or rectangular and may contain pictures text or both This manual indicates a button with its name the Reports button and or a picture as shown at right Buttons can be used in three ways 1 Point and Click 2 Move focus to the button and press lt Enter gt remember you move focus with lt Tab gt or the arrow keys 3 Press the key that corresponds to the under lined letter on the button on the Reports button shown to the right this would be R if there is one Standard Buttons Several buttons are standard in all WinTen pro grams This means they always have the same function regardless of the program in which they are found Main Menu Buttons These standard buttons are found on the Main Menu screen Change Password Button This button opens the Change Password dialog box In order to change your WinTen password you must first enter your old password then type your new password in two separate fields This keeps you from accidentally mistyping your new password and setting it to something other than what you intended The OK button will remain dis abled until you have the same thing in both new password fields NOTE The Change Password button is not vis ible if you do not have Tenmast Security acti vated Change Directories Button This button opens the Program Directories dialog box shown at far right This dia
19. black and white in this manual This condition is referred to as grayed out This indicates that those options are disabled and cannot be accessed at the present time Grayed out options will be their normal colors and accessible once the program reaches a set of conditions that allows the option to work again For example when you initially enter an Edit Review screen to review data the Save button will Eki be grayed out because you have not made any S changes that need to be saved Once you click the Save button grayed out Edit button and edit the current item or items on the screen the Save button will become active return i ing to full color You can then use the Save button k SI to save your changes Save button active WinTen Consumable Inventory Winlen Basics Page 7 Pull Down Menus Pull down menus are located above the toolbar and consist of one or more words each with one letter underlined A pull down menu is another way to access the functions on the toolbar and some pull down menus contain additional options that are explained in each program s documentation To open a pull down menu either click the word or press Alt the underlined letter of the word For example to open the Tools menu shown to the right you would press lt Alt T gt When the menu opens it displays a list of commands that you can execute as shown to the right To execute pull down menu commands with the
20. ble check all reports for the current year s inventory Initialization should be performed after your agency has completed a full physical inventory Initialization is a process that may take a while depending on the speed of your computer and the size of your Con sumable Inventory databases Because of the possible interruption of normal operations we recommend that you perform initialization after office hours or during a low use period such as lunch En Pile ki ki CONSUMABLE INVENTORS PUBLIC HOUSING DOCUMENTATION AMET TENSMETPHS ap Add Add tems to Inventory Init Initialize for Next Year Edit Review Edit Maintain Items 97 Purge Purge Transaction Database E Reports Report Options Fi Index Inges Databases SS Ba BarCode Menu S Setup Setup d Exit Winlen Consumable Inventory Initialize for Next Year Page 5 ANNUAL INITIALIZATION When you click the Init button or press l at Initialize the Main Menu a warning dialog box opens that reminds you to complete your year end paperwork and physical inventory Click OK to continue with the initialization process or Cancel to close the warning dialog box and return to the Main Menu If you click OK a second dialog box appears that asks if you are certain you want to initialize Click Yes to continue with the initialization process or No to close the confirmation dialog box and return to the Main Menu Initialize If you click Y
21. ct the radio button that corresponds to the data for which you want to filter then enter the specific target in the What is the specific _ data field immediately below the radio buttons For example if you only want to see inventory items that are in the PLUMB ING category select the Category radio button and enter PLUMBING in the data field Which Location As described in the Setup chapter Consumable Inventory Producing a Report Once you have selected the report you want to produce and set the correct options click the OK button The Report Options dialog box opens Select the correct destination for the report window if you are previewing the report printer ifyou are printing it and click OK Report Options Legal fk 14 in Upper Tray WinTen Consumable Inventory Reports Page 53 Available Reports and Formatting Options Complete Report of Location Balances This report shows the balance of all items in all inventory locations or one selected inventory loca tion It only has the default report formatting options Inventory Value Report This report shows the total value of your agency s inventory of one selected item or all items You can produce this report for one inventory location or all inventory locations It only has the default report formatting options Physical Inventory Worksheet The Physical Inventory Worksheet is a blank work sheet that allows your agency s
22. detailed infor mation for the currently selected vendor Use the standard WinTen icons to edit the data and save or cancel your changes This function allows pou to create commonly used vendors These can be inserted into a vendor slot for each Inwentory EACIMER ANDREW B CURRIL BRETT A FlAMEKR JULIA O INDUSTRIAL LIGHT AND MAGIC BLUEGRASS LIGHTING T PLUMBING SUPPLY Vendor Name STAR FORD Contact sd OFFICE DEPOT Bible Address City State ZIP Vendor Number Insert as e Vendor C Vendor 2 C Vendor 3 tem and will save pou from typing tin every time h Main A WinTen Consumable Inventory Add Review and Edit Inventory Items Page 48 Vendors Tab Icons Insert Vendor Icon This icon inserts the selected vendor record into en one of the three vendor positions on the Main tab The position into which the record goes depends on which Insert As radio button is selected Vendors Tab Data Fields Vendor Name This is the name of the vendor Contact This is your agency s point of contact within the vendor s organization Phone This is the vendor s phone number Address This is the vendor s street address City State Zip This is the vendor s city state and zip code Vendor Number This is the unique number by which Consumables identifies the vendor If this vendor s information comes from a stock vendor record that Consum ables has copied from the WinTen Accounts Pay able modul
23. dual in charge of your WinTen programs should periodically review each program s Setup to ensure that it is still correct Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings To use the Setup functions click the Setup button or press lt S gt at the Main Menu En ME ka anmast Software CONSUMABLE INVENTORS PUBLIC HOUSING DOCUMENTATION AMET TENSMETPHS oP Add Add Items to Inventory Init Initialize for Next Year Edit Review Edit Maintain Items 27 Purge Purge Transaction Database E Reports Report Options Fi Index Inges Databases SS Bar BarCode Menu WinTen Consumable Inventory Setup Page 25 SETUP SCREEN The Setup screen has five tabs Default Settings Color Location Vendors and Category The Setup screen always opens on the Default Settings tab as shown below Default Settings Tab The Default Settings tab contains your agency s identifying information and fiscal year information It also contains the data that controls how Con sumable Inventory interacts with other WinTen pro grams Edit the data on this tab and save or cancel your changes with the standard WinTen icons Default settings Organization M ame Address 132 Venture Court Suite 1 City State ZIP Lexington kt 40511 Phone 853 455 5061 PU Directory Blank if Nonell H A AMETTENS
24. e this is the vendor s identifying number from Payables Insert As This set of radio buttons determines which vendor record on the Main tab the selected vendor will be inserted into if you click the Insert Vendor icon WinTen Consumable Inventory Add Review and Edit Inventory Items Page 49 WinTen Consumable Inventory Add Review and Edit Inventory Items Page 50 REPORTS Information needs to be summarized and pre sented in an easy to understand form so the reader can make informed decisions The Reports screen is where Consumable Inventory turns all of its data into meaningful reports To enter this screen click the Reports button or press lt R gt at the Main Menu ca JO x PUBLIC HOUSING DOCUMENTATION K AM TTEKSMETPHA Init Inmalize for Next Year All LI LI a LI LLI oy Add Add Items to Inventory Je Edit Review Edit Maintain Items 97 Pwoe Purge Transaction Database ap Report Options Fi Index Index Databases Bar BarCode Menu Setup Setup WinTen Consumable Inventory Reports Page 5 REPORTS SCREEN The Reports screen allows you to format and produce reports on Consumable Inventory s data bases The upper left area of the screen contains the Which Report set of radio buttons which allows you to select a report to produce The controls vis ible on the rest of the screen change depending on which report is currently selected ca 5 x Which Rep
25. e issuing the inventory location from which you are issuing it the individual to whom you issued it the work order or invoice number that relates to the issuance the unit in which the item will be used and the date on which you are issuing the item and select the reason for the issuance Then click OK to issue the item s Look Up Category po CLEANING SUPPLIES CHEMICALS FFICE SUPPLIES PLUMBING SUPPLIES EHICLE MAINTENANCE SUPPLIES Issue Item 3 004 MAIN J Brody n 104112001 Hint Issue For the purposes of Consumable Inventory issuing is defined as taking one or more units of an item out of inven tory and giving them to maintenance personnel for use e returning them to the supplier or disposing of them Moving items between inventory locations is called trans ferring an action which the Transfer icon below controls WinTen Consumable Inventory Add Review and Edit Inventory Items Page 38 Receive Icon The Receive icon opens the Receive Items into Inventory dialog box This dialog box allows you to record the receipt of one or more units of the selected inventory item Enter the number of units received the unit cost for the item if purchased the inventory location into which you are placing the new items the individual or vendor from whom you are receiving them the purchase order or work order number that relates to the receipt and the date on which yo
26. email to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improve ments in our programs If you find an error or omission in this documentation or have a sug gestion for improving it please call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com WinTen Consumable Inventory Introduction Page WINTEN BASICS The WinTen modules are designed to provide quick and easy access to commands and data through out Tenmast s programs In WinTen the mouse is the primary navigation tool You can also use the keyboard to move through a WinTen program but navigation emphasis is on the mouse The WinTen system consists of more than 20 independent housing authority data management programs that are capable of sharing data with one another Though each program has its own unique functions and features they all share cer tain common ones This introduction explains these common functions and features and how to use them Navigation Mouse Actions In many instances this manual will instruct you to click something in order to give the program a command This refers to executing a command with your mouse These are the different ways in which you may need to click to execute a com mand Click or Point and Click Position the mouse pointer over the indicated object on the screen th
27. en press and release the left mouse button once Double Click Position the mouse pointer over the indicated object on the screen then quickly press and release the left mouse button twice Right Click Position the mouse pointer over the indicated object on the screen then press and release the right mouse button once Drag and Drop Position the mouse pointer over the indicated object on the screen then press and hold down the left mouse button While still holding down the button move the mouse pointer to where you want to place the object and then release the button hs the mouse pointer WinTen Consumable Inventory Winlen Basics Page 2 Keyboard Actions There also are many ways to issue commands in the WinTen programs with your keyboard When the manual instructs you to press a key or keys it is referring to the keys on your keyboard The manual indicates a key by enclosing it in less than and greater than signs For example lt Enter gt means the Enter key Moving Focus When you first enter a screen focus will be on a particular button or data field Focus is shown by a dotted line around the inside of a button as shown at right or a flashing cursor in a data field When a button has focus you can activate it by pressing lt Enter gt which will have the same effect as if you had clicked on it When a data field has focus you can type data into it You can move focus in either sit
28. es the initialization process begins displaying a very rapid series of progress dialog boxes Depending on the speed of your computer and the sizes of your databases this may take sev eral minutes to several hours Once the initializa tion process is finished all associated dialog boxes close and the program returns to the Main Menu NOTE You must run this function once a year usually around the end of December If you do not perform initialization and you have the Work Order program you will not be able to issue items from the WorkOrder program until you ini tialize Consumable Inventory into the new cal endar year WinTen Consumable Inventory Initialize for Next Year Page 60 PURGE TRANSACTION DATABASE Whenever you receive issue adjust or transfer an inventory item Consumable Inventory records that transaction in a transaction database Over time this file can become quite large and unwieldy and Consumable Inventory will experience perfor mance slowdowns when working with it Purging this database is a process by which you can remove old transactions reducing the overall file size and thus improving the program s performance To begin the purging process click the Purge button or press lt P gt at the Main Menu a CONSUMABLE INVENTORY PUBLIC HOUSING DOCUMENTATION AMET TENSMETPHS oP Add Add Items to Inventory Init Initialize for Next Year a Edit Review Edit Maintain Items E Reports Rep
29. g is a process by which Consumable Inventory removes all blank or deleted entries from its database thereby reducing the size of the files CAUTION Tenmast does not recommend you perform packing unless specifically instructed to do so by Tenmast Training amp Sup port personnel Packing permanently removes deleted records Once you have packed data that the packing pro cess erases will be irrevocably gone WinTen Consumable Inventory Index Database Page 64 Reindexing and Packing When you begin the reindexing process a dialog box opens that asks you whether or not you want to index the database Click Yes to continue the pro cess Click No to return to the Main Menu If you click Yes a second dialog box appears that asks you if you want to pack the database Click Yes to pack in addition to indexing Click No to simply index Once you click either button in the second dialog box a wait dialog box appears that tells you that the indexing packing process is in progress Once this is complete all associated dialog boxes close and the program returns to the Main Menu WinTen Consumable Inventory Index Database Page 65
30. ic identifying and tracking information for the selected inventory item what it is who makes it where your maintenance personnel usually store it and so forth Use the standard WinTen icons to edit the data and save or cancel your changes File Edt Tools a EEES me ka eee ANN Description Total on Hand Comment Last Rec d Unit Cost Fan Number vari UnitValue 99 stock Number LIGATOTOU Value on Hand Manufacturer Model Categor LIGHTING Main Storage sheli 2 Minimum Stock Level 1200 Rows SsheltBir Main Balance 42 0064 Maximum Stock Level 60 00 44 Unit of ssue EX On Order mS Vendor Number On Hand On Order vendor Pack a FA Main K Addtional Locations A Hstoy J WinTen Consumable Inventory Add Review and Edit Inventory Items Page 40 Main Tab Data Fields Description This is the item s description Comment This is a 40 character informational comment on the item Part Number This is the manufacturer s part number for the item if applicable Stock Number This is your agency s stock number for the item Manufacturer This is the item s manufacturer if it has one specific manufacturer Model This is the item s model number Category This is the item s category code Total on Hand This is the total number of units of the item that your agency has on hand in all inventory locations You cannot edit this field Consumables automati cally calculates
31. ific records within its databases Index files are similar to a library s card catalog they tell the computer the location of the data for which you are searching Indexing databases is safe to do at any time it does not need to be done at a specific time of the month or the year You can initiate the reindexing process by clicking the Index button or by pressing l from the Main Menu a Pla Fi oY Add Add Items to Inventory Eg Init Initialize for Next Year Edit Review Edit Maintain Items 27 Purge Purge Transaction Database si Reports Report Options gee SS Bar BarCode Menu Setup Setup WinTen Consumable Inventory Index Database Page 63 When to Reindex Occasionally index files can become corrupted This means that such a file s data is no longer com plete and it may not be in a form that Consumable Inventory can read The most common indicator of a corrupted index file comes when you search for an entry that you Know is present and the program does not find it Reindexing solves this problem by going through the database and rebuilding the index file for it CAUTION You must make sure that no one else is using Consumable Inventory before using this feature Reindexing rewrites files and cannot do so if they are already open when Con sumable Inventory attempts to index them When to Pack While you are reindexing you also have the option to pack the database Packin
32. ing options you must spec ify whether the report covers the current calendar year the previous calendar year or the current fiscal year List of Items below Minimum Level This report shows all consumable items whose cur rent inventory levels are below their set minimum levels You can produce this report for all items or for a set of items and for all inventory locations or one inventory location It only has the default report formatting options List of Location Minimum Stock Levels This report shows the program s set minimum levels of consumable items You can produce this report for all items or for a set of items and for all inven tory locations or one inventory location It only has the default report formatting options List of Location Maximum Stock Levels This report shows the program s set maximum levels of consumable items You can produce this report for all items or for a set of items and for all inventory locations or one inventory location It only has the default report formatting options Forecast Needs Based on Present Balance This report uses the program s inventory history and current balances to predict what items your agency will be most likely to need in the next month To do this the program compares the current bal ance of inventory items to its recorded history for the next month of last year For example if it is March 2002 the program uses the records for April 2001 to make its predictions
33. log box allows you to change the data area in which you are working Click the desired data area to select it then click the OK button NOTE The Change Directories button is not vis ible if your program only has one data area in which to work 3 Reports Program Directories A a Choose a data area MASTER UNIT DATA x coe WinTen Consumable Inventory Winlen Basics Page 4 Version Button This button opens a dialog box shown at far right that displays the version date of the program Once you have reviewed the version date of the program click the OK button to close this dialog box Reports Button The Reports button opens the program s Reports screen The specific reports you can view and print from this screen vary depending on the program in question Please see the appropriate chapter of this manual for details Index Button The Index button allows you to re index and or pack the program s databases Please see the appro priate chapter of that program s manual for more details on this process Setup Button The Setup button opens the program s Setup screen This screen allows you to change the basic information that the program uses to gen erate reports and or track data Please see the appropriate chapter of this manual for more details on setup specifics Exit Button The Exit button shuts down the program and closes all associated windows Toolbar Icons Many screens in the WinTen
34. m side to side within it NOTE Some drop down selection boxes have vertical scrollbars if they have more options than will fit in the selection box when it is open Fecelyable s lw Payrall lw Payables Building Typ fm ES Elevator Structure O Rw Row or Townhouse O 5D Single Detached CSF Single Family Detached Cow Walkup Multifamily Apt WinTen Consumable Inventory Winlen Basics Page 9 These function in exactly the same manner as the scrollbars on tables of records Tabs Some screens have lots of information that must be divided to be easier to track and access In the WinTen programs these screens are divided into tabs which are so named because they resemble the index tabs on file folders Clicking on a tab will Unit Info WinTen Consumable Inventory Winlen Basics Page 10 change the data displayed on the screen and the toolbar options available Function Keys Across the top of your keyboard is a set of twelve keys designated lt F1 gt through lt F12 gt These are the function keys Currently only lt F1 gt and lt F9 gt have functions in the WinTen programs F1 Key Help Pressing lt F1 gt opens a Help dialog box for the pro gram Help is context sensitive the Help informa tion shown will correspond to the current field or screen in the program The WinTen programs con tain a Windows based Help system With this type of Help you can search fo
35. m stock numbers within that inventory location Use the standard WinTen icons to edit the data and save or cancel your changes This tab draws its list of locations from the Location tab of ReviewsE dit Existing Items in Inventory File Edit Tools ak DESA ev n r laHT 0100 Hax Stock 240 Description flight bulb 100w Stock Number Location storage warehouse shelf 4 Office An Garage WA Workshop WA Shed 1 eft shelf Shed 2 ett shelf War Pickup WA CA m T L re r f 2j a Balance o D raj raj Ss ajaja i Additional Locations 4 History WinTen Consumable Inventory Add Review and Edit Inventory Items Page 43 History Tab The History tab shows how many units of the item your agency issued to maintenance in each month of the current and previous calendar year Consumables automatically updates this data with every issue to maintenance transaction but you can use the standard WinTen icons to edit the data and save or cancel your changes Review Edit Existing Items in Inventory File Edit Tools a TES CURRENT YEAR 2001 sn soe ara sode Juif sod op ooi FEEL eo May 1o AUG Nov oo M n 1000 yun soe seri dB peci od year to Date Issued 60 00 Year to Date Returned to Supplier ood ear to Date Received an 00H LAST YEAR 2000 nC sog APR oe Jou 008 gen 10 004 rep 0S Map rode sue A yoy a Mor sod UN cok SEE
36. maintenance per sonnel to conduct a physical inventory of all consumable items or a selected set of consumable items You can produce this report for one inven tory location or all inventory locations It only has the default report formatting options Transaction Report This report is a record of all inventory transactions that occurred within a selected month and year or range of dates Inventory transactions include the following e receiving new inventory items e issuing inventory items to maintenance personnel or for disposal L sl kone e adjusting inventory item balances e transferring inventory items between storage loca tions e editing or deleting inventory item records In addition to the standard report formatting options you must choose a specific month and year or range of dates for the report to cover You must also use the Which Transactions set of check boxes to specify the transactions to include on the report WinTen Consumable Inventory Reports Page 54 Value of Inventory on Screen This option is not a report When you select this option and click OK the program calculates the total value of your agency s current inventory of all items in all locations and opens a dialog box that displays this total Click OK to close this dialog Dox Complete History Listing This is a month by month report on inventory levels of all items or a selected set of items In addition to the standard formatt
37. major category first WinTen Consumable Inventory Planning Questions Page 19 Finally you need to devise a method of assigning each inventory item a stock number Stock num bers are very important because they are the only method by which the WorkOrder program can search for an item You should not use the stock number assigned to the inventory items by the manufacturer because you might purchase the same item from a number of different manufactur ers or vendors each of whom may assign the part a different stock number We suggest using a system of stock numbers which includes a short abbreviation followed by a two or three digit number The abbreviation should describe what general category the item falls into For example the tailpiece in the example above is a piece of pipe used in plumbing work so its gen eral category abbreviation would be PIPE After the abbreviation we suggest that you assign the first item of a specific category the number 01 or 001 if you have more than 99 items in that cat egory and continue counting upwards for each new item as you add them into the database i e PIPEOO2Z PIPEOO3 etc If the sink tailpiece was the seventh PIPE item that you entered into the database its stock number should be PIPEOO Combinations are also possible for stock numbers You could for example use FITCO to denote a copper fitting FIT fitting CO copper The stock number data field holds fifteen cha
38. number to enter it on a work order WorkOrder does not have a lookup feature for stock numbers WinTen Consumable Inventory Add Review and Edit Inventory Items Page 4l Minimum Stock Level This is the minimum inventory level for the item Every time you do anything that changes the item s inventory balance Consumables checks to see if the total number of units in inventory is lower than the minimum stock level If so it alerts you that the inventory level is below the minimum balance and gives you the option to create a purchase order in the WinTen Purchase Order module Maximum Stock Level This is the maximum inventory level for the item If you attempt to receive a shipment of the item that would raise its inventory balance above this level Consumables alerts you though it does not stop you from receiving the shipment Unit of Issue This is a two character code that describes the units in which your agency purchases the item Vendor Number This is the vendor number assigned to the primary vendor for this item You cannot edit this field Con sumables automatically fills it in based on the set tings on the Vendors sub screen Vendor Pack This is the most economical quantity in which to purchase this item This is usually the quantity that gives the best bulk purchase discount On Order This is the number of units of this item that are cur rently on order On Hand On Order This is the total number of
39. or to read the bar code labels that Consumable Inventory can produce With such a system you can conduct a physical inventory and then trans mit the data directly into the Consumable Inventory database This option is not currently available though it is shown on the Main Menu It will be available in a future version of WinTen Consumable Inventory When it is incorporated into the program you will be able to access it by clicking the Bar button or by pressing lt B gt at the Main Menu a Plies e CONSUMABLE INVENTORS PUBLIC HOUSING DOCUMENTATION AMET TEKAMETPHA oP Add Add Items to Inventory Init Initialize for Next Year Edit Review Edit Maintain Items 27 Purge Purge Transaction Database E Reports Report Options s Index Inges Databases BarCode Menu s Setup Setup 5 Exit WinTen Consumable Inventory Bar Code Options Page 57 WinTen Consumable Inventory Bar Code Options Page 58 INITIALIZE FOR NEXT YEAR The annual initialization process sets all of your Consumable Inventory databases into the next cal endar year by moving all of the current year s his tory records into the previous year s history this only affects history not balances and totals To begin the initialization process click the Init button or press l at the Main Menu CAUTION Annual initialization is a process that cannot be reversed Before you perform initialization you should print and dou
40. ort Report Order search Selection 6 Complete Report of Location Balances Description Description C Inventory value Report Part Number Part Number Physical Inventory Worksheet C Stock Number C Stack Mumber C Transaction Report C Category C Category C Storage C Storage l C Value of Inventory on screen a f Complete History Listin H y l e what is the specific Description C List of tems below Minimum Level C List of Location Minimum Stock Levels po Leave blank for all tems C List of Lacation Maximum Stock Levels C Forecast Needs based on Present Balance Which Location C Vendor Listing te AN C Stock Number Label Generator C Specific Y DE x Cancel WinTen Consumable Inventory Reports Page 52 Default Report Formatting Options The following options are visible on the Reports screen regardless of which report is currently selected though they are grayed out for some reports Report Order This set of radio buttons allows you to specify the order in which the report is sorted The available report order options change depending on the cur rently selected report Search Selection In most cases you want to produce reports that cover all applicable items However in some cases you may need to produce a report that is filtered to only show specific items This set of radio buttons allows you to specify if the program should filter the report for a specific set of data Sele
41. ort Options s Index Index Databases SS Bar BarCode Menu Setup Setup Exit WinTen Consumable Inventory Purge Transaction Database Page 6l JO x When you click the Purge button or press lt P gt a caution dialog box appears that reminds you what the purging process entails Click OK to continue or click Cancel to close the dialog box and return to the Main Menu If you click OK the Purge Transaction Database dialog box appears Select the date from which to purge transactions Click OK to purge all inventory transactions that occurred on or before the selected date Click Cancel to close the Purge Transaction Database dialog box and return to the Main Menu If you click OK the purging process begins Purg ing removes all transactions that occurred on or before the selected date This may take up to several minutes depending on the size of your transaction database and the speed of your com puter When the process is complete all associ ated dialog boxes close and the program returns to the Main Menu NOTE Purging only affects transactions edit ing deleting issuing etc that occurred in Con sumable Inventory Your balances and totals will not be affected Purge Transaction Database 0372572000 WinTen Consumable Inventory Purge Transaction Database Page 62 INDEX DATABASES This function rebuilds the indexes that Consumable Inventory uses to search for spec
42. programs contain a toolbar at the top of the screen The toolbar con tains the icons used to execute commands specific to that screen The example to the right is the stan dard toolbar found in many Add and Edit screens The following icons are standard in every WinTen program and most toolbars contain some or all of them Exit Icon The Exit icon is a picture of a doorway This icon closes the current screen or window and returns you to the program s Main Menu screen or the pre vious screen or window Add Button The Add button is a plus sign This button adds a new record to the current database After click ing the Add button you will be able to enter the appropriate information for the record that you are adding Version Current Version 06 28 2000 3 Reports z Indes sa Setup WinTen Consumable Inventory Winlen Basics Page 5 E3 Delete Icon The Delete icon is a minus sign This icon deletes the record you are currently viewing from the data base In most cases the program will prompt you to confirm your intent to delete that record Thisisa safeguard to prevent accidental loss of data Once you have deleted a record you cannot bring it back there is no undo feature in WinTen programs Edit Icon The Edit icon is a wrench Many data screens in WinTen programs are locked when you first open them They display data but do not respond to any attempt to change it This is a
43. r Sumber Woodooooos Contact Phone 959 276 5175 Address 7950 HIGHBRIDGE ROAD Lity state AF ESINGTON ky 40519 endore BLUEGRASS LIGHTING Vendor Number fywodoood0oo6 Contact Sd Phone 959 635 1518 Address 9905 MAN O WAR BOULEVARD City State ZIP LEXINGTON KY 40521 Vendor 3 vendor Number Contact Lo Phone Address City State ZIF Main WinTen Consumable Inventory Add Review and Edit Inventory Items Page 46 Main Tab Data Fields All three standard vendor records have the same data fields Vendor This is the name of the vendor Contact This is the name of your agency s contact person within the vendor s organization Phone This is the vendor s phone number Address This is the vendor s street address City State Zip This is the vendor s city state and zip code Vendor Number This is the unique number by which Consumables identifies the vendor If this vendor s information comes from a stock vendor record that Consum ables has copied from the WinTen Accounts Pay able module this is the vendor s identifying number from Payables WinTen Consumable Inventory Add Review and Edit Inventory Items Page 47 Vendors Tab The Vendors tab allows you to add edit or delete vendor records from the Consumables database of stock vendor information The left side of the tab contains a list of all vendors in Consumables database and the right side holds the
44. r any Help topic print the current topic mark a specific topic using a book mark or jump to another Help screen by clicking the underlined keywords F9 Key Change Password Pressing F9 is equivalent to clicking the Change Password button This only works when you are at WinTen Consumable Inventory Winlen Basics Page II WinTen Consumable Inventory Winlen Basics Page I2 PROGRAM OVERVIEW The core purpose of the WinTen Consumable Inventory module is to perform complete tracking of all consumable items that your agency uses in the course of its daily operations While primarily intended for use with maintenance operations the program can also track normal office supply use if needed Consumables can log receipt of items from vendors distribution of those items among multiple physical storage sites and the use and expenditure of the items In addition to providing detailed reporting on previous monthly activity it can produce forecasts of future months inventory needs based on the previous year s data Database Integration As with all WinTen software Consumable Inventory is designed to integrate with other programs in the WinTen product line This data sharing allows for more efficient operation as multiple programs can pass data back and forth without the need for oper ator intervention Consumable Inventory integrates with two other WinTen modules as shown in the following diagram Purchase Order
45. r its own weight Don t use a two digit number if you expect to have more than 99 items in that category use a three or even a four digit number instead Whatever system you establish the most important things to keep in mind are simplicity and consistency WinTen Consumable Inventory Planning Questions Page 21 WinTen Consumable Inventory Planning Questions Page 22 MAIN MENU This screen is the starting point for using each of the Consumable Inventory functions Each func tion is detailed in its respective chapter ca al x mast Software CONSUMABLE INVENTORY PUBLIC HOUSING DOCUMENTATION H 5METTENSMETPH Add Add Items to Inventory Initialize for Next Year Edit Review Edit Maintain Items 27 Purge Purge Transaction Database 3 Reports Report Options 53 Index Index Databases SS Bar BarCode Meny Setup Setup WinTen Consumable Inventory Main Menu Page 23 WinTen Consumable Inventory Main Menu Page 24 SETUP The first time you run Consumable Inventory the first option you should select from the Main Menu is Setup All WinTen programs have Setup func tions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings Be careful to enter the proper informa tion as inaccurate settings can cause Consumable Inventory to function in an unexpected manner The indivi
46. racters so fairly long descriptions are possible The key concept to remember when you are designing your stock number scheme is that stock numbers need to be descriptive enough that new employees can learn their meanings with ease yet concise enough that they fit in the 15 character limit and are not a hassle to enter in the system Some abbreviations that you might want to use include CHEM for chemicals You might split this up into CHEMDRY for dry chemicals powders and crys tals and CHEMWET for wet chemicals Alter natively you could group chemicals by their purpose CHEMCLEAN for cleaning chemicals CHEMPLANT for lawn and garden chemicals CHEMTRUCK for automotive fluids used on your maintenance vehicles and so forth DOOR for hinges doorknobs and other items associated with doors ELEC for electrical equipment TUBE for tubing FURN for furnace filters registers fans and such WinTen Consumable Inventory Planning Questions Page 20 PIPE for pipes Alternately you could use PLUMB for all plumbing supplies and divide this up by cat egories PLUMBPIPE for pipes PLUMBFIT for pipe fittings and so on MISC is always good for miscellaneous supplies These suggestions are meant as a guide to one possible stock number scheme not as a compre hensive solution The system needs to be flexible enough to handle all of your supplies without under going major changes yet not so complex that it breaks down unde
47. s between any of Storage Location A Storage Location B Storage N Location C e these locations You can dispose of an item from any inventory location issuing it from inventory for disposal a WinTen Consumable Inventory You can issue an item to from any location to maintenance personnel who need to use it If they don t use it you can receive it back into inventory again e Program Overview Page 14 Inventory Functions Disposal Receive from Vendor Issue to Maintenance Adjustments Vendor Inventory Maintenance Issue Return to Vendor Receive Return from Maintenance Issue to Disposal Dispose Of Physical Inventory WinTen Consumable Inventory Program Overview Page I5 Winlen Consumable Inventory Program Overview Page MONTHLY ACTIONS LIST Begin Month Review program setup In most cases it will not need any changes but you should always check it to ensure that nothing has been changed acciden tally Record current value of inventory as shown on screen Print Forecast Needs Based on Present Balance report During the Month Add new items to the inventory as necessary Issue actions Issue to maintenance Issue to return to supplier Issue for disposal Receiving Actions Receive from maintenance Receive from supplier this adjusts the price per item in accordance with purchase prices Transfer items between locations as needed End
48. s to track the suppliers of individual items Every item can have up to three vendors on record If a vendor is in the Master Vendor List you can select that vendor and the program automatically fills in the vendor s information in the item s record NOTE The Master Vendor List is exclusive to Consumable Inventory It is not the same vendor list that WinTen Accounts Payable maintains However Consumables can import vendor records from Payables as discussed on the following page The left side of the tab contains a table of all ven dors in the Master Vendor List The right side of the tab contains the detailed information for the cur rently selected vendor Edit the data on this tab and save or cancel your changes with the standard Win Ten icons Master Vendor List BLUEGRASS LIGHTING CHAR SEKI JULIANA G CURAID BRETT A EACIMER ANDREW B FIShMER JULIA 0 INDUSTRIAL LIGHT AND MAGIC LEXINGTON PLUMBING SUPPLY LOWE S This function allows pou to create commonly used vendors These can be inserted into a vendor slot for each inventory tem and will save pou from typing it in every time Vendor Mame BLUEGRASS LIGHTING Contact yn Phone 859 635 1518 Address 3805 MAN O wAR BOULEYARD City State Zip LESINGTON Rr 40521 Vendors Default Settings Vendor Number HOUDUOUDE WinTen Consumable Inventory Setup Page 30 Vendors Tab Icons Update Vendor List Icon Consumable Inventory can check its
49. safeguard to prevent accidental loss of data The Edit icon unlocks the currently selected record and allows you to enter updates or changes Save Icon The Save icon is a page of data and a computer After editing or entering data you must click this icon to save your work on the currently selected record to the database Cancel Icon The Cancel icon is a circle with a line through it This icon allows you to abandon any changes you have made to the currently selected record In many cases the program will prompt you to con firm your cancellation This is a safeguard to pre vent accidental loss of data Previous Icon The Previous icon is a left pointing arrow Clicking on this icon takes you to the previous record in the current database Next Icon The Next icon is a right pointing arrow Clicking on this icon takes you to the next record in the current database Print Icon The Print icon is a picture of a printer If you are in the Reports screen of a program this button prints the currently selected icon If you are in any other screen this icon prints an image of the cur rent screen Print Preview Icon The Print Preview icon is a sheet of paper with a starburst behind it This icon opens a screen that shows you what your document would look like if you chose to print it This feature allows you to make sure that your print job is correct without using paper for a test print run 4 Lv El WinTen
50. ta for one item type what the item is how latex house paint in its main database many of it your agency has in stock at the moment and which vendors supply your agency with it The database is the electronic filing cabinet that contains all of these records The primary actions you can perform with this data base are adding new item records to it and editing existing item records To add a new item record click the Add button or press lt A gt at the Main Menu To review or edit an existing item record click the Edit button or press lt E gt at the Main Menu a efx e k f CONSUMABLE INVENTORY PUBLIC HOUSING DOCUMENTATION AMET TENSMETPHS ki Add Add tems to Inventory Init Initialize for Next Year Edit Review Edit Maintain Items 27 Purge Purge Transaction Database E Reports Report Options s Index Inges Databases ES Bar BarCode Menu Setup Setup Exit WinTen Consumable Inventory Add Review and Edit Inventory Items Page 33 Adding a New Item Record When you click the Add button or press lt A gt at the Main Menu the Add Items to Inventory screen opens This screen is exactly the same as the Review Edit Existing Items in Inventory screen described on the following pages of this chapter except that it allows you to enter the data for a new item type rather than editing the data for an existing item type The Add Items to Inventory screen has three tabs
51. tain inventory related reports in Consumable Inventory you can sort or filter these reports by item category The left side of the tab contains a table of all exist ing category codes and the right side of the tab contains the detailed information on the currently selected category code Edit the data on this tab and save or cancel your changes with the standard WinTen icons Category Tab Data Fields Category Code This is a unique code up to 10 characters that identifies a specific item category Category Description This is a brief 30 character description of the item category Category Table Category Code CLEANING Category Code Category Description CLEANING SUPPLIES CHEMICALS ke ELECTRIC ELECTRICAL SUPPLIES Category Description LAWNN LAWN CARE SUPPLIES CHEMICALS CLEANING SUPPLIES CHEMICALS LIGHTING LIGHTING SLIPPLIES LUMBER LUMBER AND WOODWORKING SUPPLIE OFFICE OFFICE SUPPLIES PLUMBING PLUMBING SUPPLIES VEHICLES VEHICLE MAINTENANCE SUPPLIES Default Settings j WinTen Consumable Inventory Setup Page 32 ADD REVIEW AND EDIT INVENTORY ITEMS The primary purpose of the WinTen Consumable Inventory program is to allow you to track all con Hint The Consumables Database sumable items that your agency uses The pro gram keeps a separate record for each type of item Consider each item record as an electronic file folder that or substance roofing nails light bulbs off white holds all of the da
52. to define up to 20 unique locations Locations are specific places Hint The Secret of the Mysterious Default Location where your agency stores inventory items Loca tions can be buildings a maintenance shed rooms within buildings office supply closet or mobile objects maintenance trucks Consumable Inven tory allows you to track supplies of specific items by location and record the expenditure re supply and transfer of items at or between locations Locations do not include the primary storage facility that your agency uses Consumable Inventory assumes that a default central storage location or main location exists without having a record for it on this tab Locations are places other than that main location If your agency is small enough that it only has one place for storing consumable items you don t need to set up any locations at all Edit the data on this tab and save or cancel your changes with the standard WinTen icons Location Definition Screen Location A Location K Location B Location L Location C Location b Location LI Location M Location E Location O Location F hed 4 Location F Location G Location LI Location H Pickup Location R Location Location 3 Location J Location T Default Settings Location Category WinTen Consumable Inventory Setup Page 29 Vendors Tab The Vendors tab allows you to maintain the Master Vendor List that Consumable Inventory use
53. u are receiving them and select the reason for the receipt Then click OK to receive the item s Transfer Icon The Transfer icon opens the Transfer Item dialog box This dialog box allows you to record the trans fer of one or more units of the selected inventory item between two of your agency s inventory loca tions Enter the number of units that are being transferred the location from which you are trans ferring them the location to which you are trans ferring them and the date on which the transfer is taking place Then click OK to record the transfer Adjust Icon The Adjust icon opens the Adjust Inventory Balances Costs dialog box This dialog box allows you to adjust the number of units of the item that your agency has in stock at a specific inventory location and the item s per unit cost Enter the amount by which you are adjusting the inventory the new per unit value of the item the location whose inventory you are adjusting and the date on which the adjustment is taking place Then click OK to record the adjustment NOTE Consumables logs every adjustment action under the login name or initials of the individual who performed it Receive Items into Inventory ta L mu MAIN po Transfer Item Mn 09 06 2001 AK X canoa adjustment MAIN 09 06 2000 E A ox 2 cea WinTen Consumable Inventory Add Review and Edit Inventory Items Page 39 Main Tab The Main tab contains the bas
54. uation by pressing lt Tab gt If you are on a menu of buttons you can also move focus by using the arrow keys Keyboard Shortcuts Some commands have keyboard shortcuts This means you can execute the command through a combination of keys Keyboard shortcuts will use a combination of a letter or number key plus either the lt Alt gt Alternate or lt Ctrl gt Control key The manual abbreviates these commands in the format key key For example a command that you give by pressing Alt X is performed by holding down lt Alt gt and pressing lt X gt The lt Ctrl gt and lt Alt gt keys are keys that modify the way that the computer interprets other keys much like lt Shift gt does When a key combination includes one of these keys it s best to press and hold the modifying key before pressing the other key in the combination because the modifying key won t type anything To continue the previous comparison this is like using lt Shift gt to capitalize the letter a while doing word processing If you pressed and held A before pressing Shift you d type something like aaaaaaaA However if you pressed and held lt Shift gt first you d just type A The same holds true for issuing commands with key combinations that include lt Alt gt or Ctri WinTen Consumable Inventory Winlen Basics Page 3 with focus Exit without focus Buttons In all WinTen progr
55. y On Order Blocking reception of unordered items can help keep your agency from accidentally accepting things you didn t want For example if your plumbing supply store delivers 100 gal lons of drain cleaner instead of the 10 gallons you ordered this feature will alert you when you attempt to record the receipt of the full 100 gallons WinTen Consumable Inventory Setup Page 27 Color Tab The Color tab allows you to set the colors used in Consumable Inventory s screens The Foreground set of radio buttons sets text color while the Back ground set of radio buttons sets the color of the background The Bright check box sets the high intensity version of that color Select the color scheme you want then click the Save icon to save your selections Hint Color Settings A color setting like any other setting is only applied to the current data area Many agencies use this feature to color code their data areas so users can tell at a glance what data area they re currently using Color Selection Menu TOCO Default C Black C Blue f Green Cyan C Red f Magenta Brown a Bright TREE i Default Please choose a color Black settting for each area C Blue Green f Cyan Red Magenta Brown L Check Bright to set J Bright high intensity for the color BA Default Settings 4 Colon Categor WinTen Consumable Inventory Setup Page 28 Location Tab The Location tab allows you

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