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WinTen² Consumable Inventory User Manual

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1. Enter a unique warehouse code or abbreviation and type a description for the warehouse for example Main Warehouse 4 Selectthe appropriate inventory account dispose account receive account and adjustment account It is not necessary to specify a transfer account o Inventory account This is the general ledger inventory asset account through which the inventory in this warehouse appears on your agency s balance sheet The account is debited when inventory is increased and credited as inventory is decreased This is usually a 1260 Inventories materials account o Dispose account General ledger account used for disposed item transactions When inventory is thrown away disposed of this account is debited and the inven tory account is credited This is often the same account as the adjustment account o Adjustment account General ledger account used for adjusted item trans actions Depending on the type of inventory adjustment increase or decrease this account is debited credited and the inventory account is credited debited o Receive account General ledger vendor account used for received item trans actions When receiving items into inventory this account is credited and the inventory account is debited Example Code 11728 Description E Warehouse Inventory Account 11001260 vw Transfer Account fi 00 1260 v Dispose Account fi 00 4420 02 v Receive Account fi 00 2117 X Adjustment Account fi 00 4420
2. 20 20 o cece e cece cece eee ceceecececceeeveeeeeeeeees 38 TRANSTOMINGITCMS 2c ces seyret ees e EY ele ae 5 total 40 Receiving Items from Suppliers 2 20 2 00 2 cece cece cece cece cece eeceeceececececeecceceesees 41 Receiving Items from Suppliers 0 00 00 ccc eee cece cece cee ceeceeceeceeeeeceeeeeees 43 Returning Items 2 2 0 a e eee eeeceeceececeeceeeedeeseeeereeteseesees 45 Returning Items to a Work Order 2 20 ecco cece cece cece eee cece ee eeeeneeneeeseneeeees 45 Returning Items to a Development 0 20 2 ooo cece ccc cece ec cc eececeeeceeceeceeeeeees 46 Returning Items to a Charge To Account 2 22 22 0 cece cece ce cece eee ec eee ceceecceeeeeeeees 46 AGjUSUNG SMS a AS e a e ce a st 48 Restocking IteMS 2 0 0 e eee eee cee cee eee cece eee cee eee eneeeceeeeeceeeeeeeseeseeeneens 49 Creating Pick Lists 220 0020 0000 c cece cece ccc cece cece cece ce eeeececeececeecceeceeseeeeereeeees 50 Creating Pick Lists from Restock List 0 00 00 0000 c cece eee c ccc ec ccc ceceeceeceeeceeeees 50 Creating Pick Lists from Requests 2 20 00 00 20 cece cece ccc ec cece ec eeceeceeceeceeceeeeees 51 Completing Pick ListS 2 00 2 sac eevecpeedes ls bil leek ii ado 53 Requesting Items 2 20 20 o eco eee eee cece eee e cece cece eeececeeceeeeeeceecereceereeeeeeesers 54 Requesting Items from Suppliers 0 20 0 00 20 e cece eee cece eee eceeceeceeceeeeeceeceeeees
3. Hint You can issue items either between AMPs or within one AMP o Warehouse AMP 3 inventory account 333 1260 Credited o Development in AMP 3 materials account 333 4420 Debited Receive item Credits the warehouse s receive account and debits the warehouse s inventory account o The Receive Item action only posts to General Ledger if policy CIRcv is set to False If you choose to update the Purchase Order program when items are received through Consumable Inventory by setting the policy to True the action will not post See Update PO Do Not Update PO on page 28 o The warehouse s receive account must be different than the warehouse s inventory account for this posting to work Adjust item Debits Credits the warehouse s adjustment account and credits debits the ware house s inventory account Accounts may differ between agencies depending on their chart of accounts Hint You can only adjust items within one AMP WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 70 of 84 o Warehouse AMP 3 inventory account 333 1260 Debited o Warehouse AMP 3 adjustment account 333 4420 Credited o Ifitis a negative adjustment the entry is a credit to inventory 1260 and a debit to adjusting account expense 4420 Return item Credits the development s materials expense account and debits the warehouse s inventory account o AMP 3 inventory account 333 1260 Debited o AMP 3 materials expense account 333 4420 Credited
4. of the selected requests Hint You also have the ability to express add a purchase request to the requisition Click D to access the Add Purchase Request Wizard See Requesting Items from Suppliers on page 55 7 Click NEXT to continue to step three of the wizard where you can choose a vendor for the item s in the purchase request Note Your vendor may already be displayed if a default vendor was set up during creation of the purchase request To choose a different vendor besides the default select the Select from list of all vendors radio button at the top right hand corner of the screen 8 You may select to filter the vendor table by category such as carpentry or plumbing After selecting the information from the drop down list the vendors who meet your filter criteria display in the table below 9 Select how you would like to order the vendor table from the ordered by drop down list 10 Type your search criteria into the search for field and click GO The table will sort accordingly This is an exact search field For example if you select to order by vendor number you must enter the entire number for the search to be successful 11 Highlight the vendor you want to use and click NEXT to access step four of the wizard 12 If necessary select and highlight the warehouse to where the vendor should send the requested item s To choose a warehouse from only the PO request info or to choose the warehouse from all av
5. you want to work with 7 Ifyou are receiving the item because of a purchase order click Y to search for and select the purchase order from the Select Orders screen 8 Click Y to search for and select the supplier for this item from the Browse Vendors screen o This is your agency defined list of suppliers vendors which you maintain in the Accounts Payable or Purchase Orders programs 9 Enter the cost of the item per unit of measure in the received cost field 10 Enter the invoice number if any for the item and type a reason for receiving the item 11 Click START to continue WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 40 of 84 12 Review and confirm the information you have set up and then click FINISH to receive the item o The Receive Item action only posts to General Ledger if policy CIRcv is set to False If you choose to update the Purchase Order program when items are received through Consumable Inventory by setting the policy to True the action will not post See Update PO Do Not Update PO on page 28 WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 41 of 84 Receiving Items from Suppliers You will use the Receive Item Wizard to receive items manually from suppliers vendors Hint Ifyou are receiving an item because of a purchase order you can specify the purchase order in this wizard Note Receiving an item debits the inventory account and credits the receive a
6. 03 Y Active Warehouse Note You maintain your general ledger accounts in the General Ledger program lA representation of either a grouping of accounts or a physical building WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 11 of 84 Hint Some agencies may want a different GL number than a 4420 for dispose and adjustment accounts if they want to track the amount of non use or lost inventory 5 Check the checkbox to make this warehouse active o Active Ifa record is active it is available for you to work with elsewhere in the program Uncheck this checkbox for records you no longer wish to use Hint You can inactivate a warehouse that is no longer used while still being able to keep the inactive warehouse s history information for your records and reporting To inactivate a warehouse just uncheck the new Active Warehouse checkbox 6 Click H to save and set up the warehouse The Maintain Warehouse screen appears again with the new warehouse displayed in the table Note You cannot delete a warehouse to which you have assigned any item records WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 12 of 84 Developments The Consumable Inventory Cl program supports agency definable developmental fund accounting and management After you set up your development records in the Tenant Accounts Receivable program you can then set up the developmental account mapping for the mater
7. Click NEXT to continue Review and confirm the purchase request information you have set up WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 56 of 84 11 Click FINISH to create the purchase request The purchase request now appears on the Browse Requests screen with a status of New and it is now available to work with in the Purchase Orders program Hint To view new requests without having to access the Purchase Orders program either click 4 on the Browse Restock List screen and select View Request or click REQUEST on the Main Menu screen Using on the toolbar of the Browse Requests screen you can now either mark the request for a quote requisition rejection purchase order or pick list You can also create a quote requisition purchase order or pick list from the request See Creating Quotes on page 60 See Creating Requisitions on page 62 See Creating Purchase Orders on page 64 See Creating Pick Lists from Requests on page 51 o Purchase requests created from Consumable Inventory items always have a status of New WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 57 of 84 Quotes Requisitions Purchase Orders You can create quotes requisitions and purchase orders from the Browse Requests screen On a regular basis usually weekly your purchasing agent s will review marked requests and create quotes requisitions purchase orders and pick list
8. Note Issue cost is the amount you charge to the appropriate expenditure account when you issue this item The receipt cost is the amount you pay your vendor s for this item 3 5 7 Enter the issue unit measure receive unit measure and receive UM conversion Hint Ifthe Issue Unit Measure and Receive Unit Measure fields are the same enter 1 in the Receive UM Conversion field 8 Click START to continue review and confirm the item information you have set up and then click FINISH to add the new non stock item The Browse Non Stock Items screen appears again with the new item displayed in the table lThis is the amount you charge to the appropriate expenditure account when you issue an item average of receipt cost and previous issue cost 2A general name to group items that are similar in use or type such as plumbing electrical office supplies etc Helps group together inventory items to help you process similar items and match them to vendors who supply those types of items 3This identifies the unit of measure you use when issuing an item This is more likely to be each for many items 4This identifies the unit of measure you use when purchasing and receiving an item For many items this is likely to be box or case for example SThe number of issue units of measure in one receive unit of measure For example you might issue an item one at a time each but receive
9. a table In the restock warehouse drop down list select the warehouse to be restocked where the stock items will be sent o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 Click 4 and select Refresh Restock List from the menu that appears This ensures that the list you work with contains the latest and most up to date information Click again and select Create Pick List The Add Pick List Wizard is initiated Hint The restock to location field identifies the warehouse to which you will deliver the items on this pick list You selected this warehouse on the Browse Restock List screen the Restock Warehouse filter field before you started the wizard 5 Select the warehouse from which you will pick the items on this list from the restock from warehouse drop down list This field also offers your agency defined list of warehouses See Warehouses on page 10 Verify or enter the request date or date on which you are creating the pick list and the due date or date on which you need the items delivered Verify or enter the person requesting the pick list in the requested by drop down list This defaults to your own user name but you can change it if you are entering the pick list on behalf of someone else o This field offers your agency defined list of WinTen users which you maintain in the Master Setup progra
10. and GL account to which the purchase request should be associated o Depending on your agency s policy and your personal familiarity with general ledger accounts you may choose to select an allocation code and or a GL account These fields are available only if you do not choose a Charge To account If necessary click y to search for and select a different vendor for this item from the Select Vendor screen o This is your agency defined list of suppliers vendors which you maintain in the Accounts Payable or Purchase Orders programs Verify or enter the catalog number if any that the vendor uses to identify this item Enter any other remarks or comments that might be helpful for the purchasing agent and or approvers about the purchase request Click NEXT Verify and confirm that the information you entered is correct and click FINISH to create the purchase request The purchase request now appears on the Browse Requests screen with a status of Request or New and it is now available to work with in the Purchase Orders program Using 4 gt on the toolbar of the Browse Requests screen you can now either mark the request for a quote requisition rejection purchase order or pick list Y ou can also create a quote requisition purchase order or pick list from the request See Creating Quotes on page 60 See Creating Requisitions on page 62 See Creating Purchase Orders on page 64 See Creating Pick Lists from Requests
11. etc receive unit measure This identifies the unit of measure you use when purchasing and receiving an item For many items this is likely to be box or case for example request Used only if the purchase order module has been purchased It is the first step in the auto mated purchase order process Once the request is created it appears in the Purchase Order program requisition A group of requested items to be purchased from a single vendor restock The automated process of increasing the quantity of item determined to be below the mini mum stock level assigned in the items S stock number The housing authority s number for an item T transaction Any action taken that changes the quantity of an item on hand There are 6 transaction types receive issue return transfer adjust and disposal WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 75 of 84 Vv vendors The suppliers of individual items ee warehouse A representation of either a grouping of accounts or a physical building WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 76 of 84 Address 85 c charge to 15 setting up 16 Company 85 consumable inventory process 6 program integration 7 Contact 85 Address 85 Email 85 Phone 85 Website 85 D developments 13 mapping 14 E Email 85 employees 21 assigning warehouses 21 setting up 21 F Fax 85 G general ledger posting to 2
12. gt Consumable Inventory Process Menu gt Issue Supplier button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 If necessary change the issue date and issue time These fields default to today s date and the present time Note You can search for a different item by clicking aJ next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Verify or selectthe warehouse from which you are issuing the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 7 Inthe quantity issued field enter the quantity of the item you are issuing to the supplier 8 Click Y to search for and select the supplier for this item from the Browse Vendors screen o This is your agency defined list of suppliers vendors which you maintain in the Accounts Payable or Purchase Orders programs 9 Type a reason for returning the item to the supplier A default reason of issue to supplier is already provided for you 10 Click START to continue Hint If you have multiple items to issue check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Issue Items to Supplier Wizard again immediately after finishing the wizard WT2 Consumable Inventory User Manual Copyright T
13. listing is needed run the detailed report which includes the individ ualitems on each pick list Item Label Prints labels for all Cl items a range of Cl items or multiple labels for the same Cl item When generating the labels you select which label size to print WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 66 of 84 Transaction Report Summaries These reports are found on the Transaction tab of the Consumable Inventory Report screen Transaction History Report Lists all transactions that occurred during the selected date range Issued Item Report Lists all items issued during the selected date range Transferred Item Report Lists all items transferred during the selected date range Adjustment Report Lists all items adjusted during the selected date range Received Item Report Lists all items received during the selected date range Returned Item Report Lists all items returned to a supplier during the selected date range Disposed Item Report Lists all items disposed of during the selected date range Issue to Supplier Report Lists all items issued to suppliers during the selected date range Issued Items by Development Report Lists all items issued during the selected date range grouped by the development to which the items were issued Item Usage Report Compares quantity used for a previous period with what is currently on hand as well as the cost and the current value The purpose is
14. of image documents Getting more information on TenDocs C If your agency currently has the TenDocs program and you would like more guidance on how to use it please refer to the TenDocs user manual The user manual can be opened by clicking Y ice on the toolbar of the TenDocs program 7 If your agency does not currently have the TenDocs program and you are interested in learning more about it please contact Dan Wright for more information or a free demonstration of the program o email dwright tenmast com o phone 1 877 359 5492 extension 241 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 83 of 84 About Tenmast Software Company Information Tenmastis an established leader in providing excellent software and expert support to the public housing industry We produce software for managing tenant and financial data tracking main tenance activities performing unit inspections and producing standard HUD and agency spe cific reports and data reporting files We have been automating housing authorities across the United States since 1985 Contact Information Phone 877 359 5492 toll free Fax 1 859 367 7480 Email info tenmast com Address 132 Venture Ct Suite 1 Lexington KY 40511 Web site www tenmast com WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 84 of 84
15. page 64 WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 60 of 84 Creating Requisitions A requisition is a group of requested items to be purchased from a single vendor You can think of itas a pre purchase order that needs someone s approval often that of the requestor s man ager or department head before it can become a purchase order Your agency defines your own approvalprocess for requisitions and purchase orders 1 Fromthe Main Menu screen click REQUEST The Browse Requests screen appears with all new purchase requests displayed in a table 2 Click 4 on the toolbar and select Create Requisition from the menu that appears The Create New Requisition Wizard is initiated 3 Typeashort description to identify the requisition and specify the requisition date when requisition is issued and created and due date when you need the items delivered 4 Click START to continue All open purchase requests are displayed in a table 5 Highlight the request in the top available requests list and click Y The request now displays in the bottom selected requests list Repeat until all requests are placed in the selected requests list If necessary you may search for the purchase request using the filter drop down lists at the top of the screen To move all items to the bottom of the screen just click 6 If necessary edit the quantity units UM conversion unit cost and or total cost of any
16. the Consumable Inventory Default Settings screen you can set the program s interface color and your agency s contact or return address information 1 Click SETUP on the Main Menu screen and then click GENERAL on the Consumable Inventory Setup screen that appears The Consumable Inventory Default Settings screen opens Color Settings The color you select here changes the interface of the program Click e on the toolbar and the Color window appears Select the box of the color you want Click OK to save and apply the color change The color you select here will then display as the screen color of every screen in the program Hint To create your own custom color click Pef Custom Colors gt gt Click on the color gradient that appears until your custom color is achieved Or you can enter specific hue saturation lumination red green and blue variants Click 49410 Custom Colors 49 save the custom color for future use Note 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 Agency Settings 5 Click af on the toolbar 6 Enter your organization name address and contact information in the available fields 7 Click E to save and apply your changes WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 9 of 84 Warehouses Warehouses repre
17. to help projectfuture ordering The report can also be used for a history report for along date range WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 67 of 84 Cl Posted Transaction Report Lists all consumable inventory transactions posted to General Ledger for a specified date range WO Posted Transaction Report Lists all work order transactions posted to General Ledger for a specified date range Cl and WO Combined Posted Transaction Report Lists all consumable inventory andwork order transactions posted to General Ledger for a spec ified date range WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 68 of 84 Physical Count Report Summaries These reports are found on the Physical Count tab of the Consumable Inventory Report screen Physical Count Worksheet Lists Cl items with a blank line beside each item to allow the user to write in the count when con ducting the physical inventory count The list of items can be sorted in various ways such as row shelf and bin stock number employee assigned warehouse description and or category Adjustment Report Lists Cl items which displays the original quantity recorded for the item before inventory the quantity physically counted during inventory and the adjustment subsequently to be made to the original quantity when the inventory is closed This report also contains columns for unit cost and total cost A total overall cost is on the
18. with contains the latest and most up to date information 4 Click 4 again and select Create Purchase Request Step 1 ofthe Add Request Wizard is initiated 5 Verify that the restock to location warehouse to where item will be sent and request date date item is requested is correct 6 Select who is making the request from the requested by drop down list the default name is the person currently logged into the program o This field offers your agency defined list of WinTen users which you maintain in the Master Setup program 7 Click START to continue to step 2 of the wizard The top portion of the second wizard screen displays all items that need restocked 8 Highlight the item in the top restock items list and click The item now displays in the bottom selected items list Repeat until all items you want to request to purchase are placed in the selected items list To move all items to the bottom of the screen just click Y Note You may select to filter the restock items list by category and or vendor After selecting the information from the drop down lists the item s that meet your filter criteria will display 9 Ifnecessary edit the restock quantity of any of the selected items Note If the maximum is set to zero but the minimum is a number larger than zero the restock quantity will be a negative number You need to have minimum and maximum numbers set up correctly for this option to work 10
19. 00 0 e cece eee cence cee eeceeeeeeeeeseeseneenaes 21 Assign User as Cl Employee ooo ences 21 Assign Employee to Warehouse S 0 0 0 00ceeceeeeeceecceceecceceeceeceeceees 21 NONE STOCKINGS e555 cc55 tralia aie A costa ada Gite A 23 Setting Up Non Stock Items 2 0 e eee cence eee e cee ceeeeeeceeseneeees 24 E O O SELES eed SRDS AA SL 26 Setting Policies 2 0 00 0 0 e eee c ccc ccc a a a a aee a eaa 27 Policy SUMMAri S 2 2 2 2 eee eee eee eee cece cece cece cececeeececceceeeeeeeseeeeeeees 27 Make Adjustment Do Not Make Adjustment 0 00 2 cece ccc ececeececeneeeeneenes 27 Show All Warehouses Only Show Employee Warehouses 2 2 20 2020 27 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 2 of 84 Positive Quantity Negative Quantity 0 200 000 c ccc ec cece eceeceeceeeeeeeeee 27 Update PO Do Not Update PO 2 00 c cece cece eee eceeceeeceeeeeeeeees 28 Postingito Gl mascota tot r e e a aa eea aan eakat 29 Item Management Overview 00000000 000000000 0000000000000000 0000da aaao 000da aaa oranan 30 Adding tems seenen SI LAA e a a IE 32 Enter Enron A a rs 32 Enter Quantity at Location 0 00 0 ounen reer ee ec eee eee eeceeeeeeeeeeeees 33 ISSUING SMS ui A Ela elves ihe a ball cit ue ad 34 Issuing Items to Work Orders 20 20 2002 c cece cece cece cece ccc ecccececceeceeceececeeeeeeeeees 36 Issuing Items to Suppliers 22
20. 450 01 001 Site Improve ments Project 1 Hard lAllows you to distribute an expenditure by pre defined percentages across multiple accounts funds projects or cost centers Agencies usually use allocation codes to distribute administrative and payroll expenditures 2User friendly name description that purchase requestors will use as their expenditure account WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 16 of 84 Item Categories Item categories group together or categorize items in your inventory This makes it much easier to manage and process similar items and to match them to vendors who supply those types of items You can also run various management reports based on item category You can define an unlimited number of item categories You will assign each item in your inventory to an item cat egory Note Item categories are available in both the Consumable Inventory program and the Purchase Order program Your agency has only one list of item categories but you can access and maintain that list from either program You should first plan the item categories you would like to use After you have set up your item categories an employee who is authorized to perform accounts payable actions should use either the Purchase Order program or the Accounts Payable program to assign each of your ven dors to its appropriate category or categories Please see the user manual for WinTen Pur chase Order or Accoun
21. 55 Requesting Items from Warehouses 22 22 2022 57 Quotes Requisitions Purchase Orders oooooccocccccccccccccccnccnccnccnccnccnccnncnncnnccnnnnos 59 A teas xis te en see tact A II E R AES 60 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 3 of 84 Creating Requisitions 2 2 0 2 00 00 c cece cece cece ceeceececeeeceeececeeceeeseeeeees 62 Creating Purchase Odesa isla kiana ne ia tarse 64 Reports OVERVIEW s 2 ccs sce2 e dd 66 ACCESS REPOSO LINN dede ea o LODO O le eso ela 66 Preview or Print Reports 2 22 0 220220 c2cc cece cece eee aoaaa aoaaa aoaaa aoaaa nanana 66 General Report Summaries 20 20 0 200220 cceccccec cee cccccccecccecceeceeeeeeeesees 67 Consumable Inventory Item Listing 2 20 0 00 cece eee cece cee ce eee eeeeeeeeeees 67 Consumable Inventory Quantity Listing 000 00000020 0e cece cece eee ec eee ceceeceeeees 67 Inventory Value Report 0 20 00 coco e cece eee ecceec cece cee ceececeeeceeceeeeeeeeeeeeeees 67 CON S K RODO e aae a a enormes do o mee rca aa 67 PICK LISUR EDO E E EE AE AE E E A o a 67 Item Label y nassaan e A E E 67 Transaction Report Summaries 22 22 220 22cccecc eee ceecceecceecceeceeeseeeseeeeeees 68 Transaction History Report 00 00 00 c cece cece cece ccc cee ceecveceeceececeveeceeeees 68 IssuediItemiReportes 22 82h ee a a eee So ol al 68 Transferred Item Report 20 220 cc2cc
22. 7 Ifyou are receiving the item because of a purchase order click Y to search for and select the purchase order from the Select Orders screen 8 Click Y to search for and select the supplier for this item from the Browse Vendors screen o This is your agency defined list of suppliers vendors which you maintain in the Accounts Payable or Purchase Orders programs 9 Enter the cost of the item per unit of measure in the received cost field 10 Enter the invoice number if any for the item and type a reason for receiving the item 11 Click START to continue WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 42 of 84 12 Review and confirm the information you have set up and then click FINISH to receive the item o The Receive Item action only posts to General Ledger if policy CIRcv is set to False If you choose to update the Purchase Order program when items are received through Consumable Inventory by setting the policy to True the action will not post See Update PO Do Not Update PO on page 28 WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 43 of 84 Returning Items You will use the Return Items Wizard to return items to a work order development or charge to account Note Returning an item debits the inventory account and credits the development s materials expense account Returning Items to a Work Order 1 From the Main Menu screen click ITEMS The Browse Consumable Invent
23. 9 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 77 of 84 item categories 17 setting up 18 items adding 32 adjusting 48 issuing manually 34 issuing to Suppliers 38 issuing to WO 36 management overview 30 receiving for PO 41 43 receiving from Suppliers 41 43 requesting 54 requesting from Suppliers 55 requesting from warehouse 57 restocking 49 returning 45 returning to Development 46 returning to WO 45 transferring 40 N non stock items 23 setting up 24 P Phone 85 pick lists completing 53 creating 50 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 78 of 84 from requests from restock list policies setting up summaries posting transactions purchase orders creating quotes creating reports accessing general physical count previewing printing transaction requisitions creating setup unit measures setting up WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 51 50 26 27 27 29 59 64 59 60 66 66 67 70 66 66 68 59 62 19 20 79 of 84 warehouses 10 21 assigning employees 21 setting up 11 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 80 of 84 Common Icons The following icons appear on many screens throughout WinTen programs Name Add icon Edit icon Delete icon Save icon Cancel icon Search icon Next icon Previous icon Exit icon Notes icon Too
24. Dispose item Debits the warehouse s dispose account and credits the warehouse s inventory account Hint You can only dispose of an item within one AMP warehouse o Items disposed from AMP 1 warehouse o AMP 1 inventory account 111 1260 Credited o AMP 1 dispose account 111 4420 Debited WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 71 of 84 Balancing Cl to GL at a Glance Below are basic actions within the Consumable Inventory program and how they affect General Ledger Issue Items 1 Debit development materials expense account 2 Credit warehouse inventory account Receive Items 1 Credit warehouse receive account 2 Debit warehouse inventory account Transfer In Items 1 Credit warehouse transfer account 2 Debit warehouse inventory account Transfer Out Items 1 Debit warehouse transfer account 2 Credit warehouse inventory account Adjust Items Adjusting entry A manual journal entry used to record the accrual of non cash revenue or expen ditures i e depreciation 1 Debit Credit warehouse adjustment account 2 Credit Debit warehouse inventory account Return Items 1 Credit materials development materials expense account 2 Debit warehouse inventory account Dispose Items 1 Debit warehouse dispose account 2 Credit warehouse inventory account WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 72 of 84 A allocation code Distributes the expenditu
25. Payable programs 7 Enter the cost of the item and then choose the category that best matches this item o This is your agency defined list of consumable inventory item categories which you maintain in the Setup area of the program See Setting Up Item Categories on page 18 8 Specify the receive unit measure likely to be box or case and issue unit measure more likely to be each for many items of the item This identifies the unit of measure you use when purchasing and receiving an item For many items this is likely to be box or case for example 2This identifies the unit of measure you use when issuing an item This is more likely to be each for many items WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 31 of 84 9 Enter the receive UM conversion For example you might issue an item one at a time each but receive them in boxes In this situation enter the quantity per box If you issue an item by the box and receive it by the case enter the number of boxes per case etc Hint If the Issue Unit Measure and Receive Unit Measure fields are the same enter 1 in the Receive UM Conversion field 10 Click START to continue The next step in the wizard displays a table with all active warehouses Enter Quantity at Location 11 Check the checkboxes next to the warehouses where the item will be stored 12 Specify the item s exact location
26. WinTen Consumable Inventory User Manual This user manual is meant to provide guidance on the WinTen Consumable Inventory program WinTen Consumable Inventory allows public housing authorities to track all consumable items they use in the course of doing business This includes supplies for both maintenance operations and administrative offices All of Consumable Inventory s functions revolve around the actions you take with these items WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 1 of 84 Consumable Inventory PTOCESS 0oooococicciocicincco nor ee odeecsnseesetbeceteetesedeesees 6 Program Integration 0 0 00 00 cece eee cece cece e eee ce cence eee cence cee eeeeseeeeeneeesensersenss 7 DEP OVERVIEW e do OLD eee de 8 Agency UA Ss nt cee tee tt a ult Rel EOE De Shh Sait Oe Steels 9 SA 9 AQ ncy SCtliNGS ici A E AEE 9 A E A A A NO 10 Setting UP WarehoUSeS olle cts din AEE E PRANIE 11 Developments EEE EEEE EEE A SEAE red EEE AEE ASEE 13 Mapping Developments to Materials Expense Accounts ooooocccccccccccccccccccccccccncos 14 Charge TIA p SARE a e a nee dd 15 Setting Up Charge To Accounts 22 2 eee eee eee eee 16 Item Categories osne a a a a ae cnn non a aee a e ESNEA Eu 17 Setting Up terre ateo ne Ll Ean A 18 UntMeastres oran ase ic deere aero as Ae 19 Setting Up Units of Measure 22 2 eee nee eeeeee 20 EMPlOVEGS o tA ate a ett eae aa tN let ah eee 21 Setting Up Employees
27. a saved report Next Page icon View the next page of a report Previous Page icon View the previous page of a report Print Report icon Print a report Save Report icon Save a report 4 amp El Zoom to Fiticon Zoom a report to fit one entire page in the preview window El 100 Zoom icon Zoom a report to 100 size in the preview window Zoom to Width icon Zoom a report to fill the preview window horizontally WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 82 of 84 TenDocs When using the Consumable Inventory program you may notice this icon on the toolbar of many ofthe program screens This icon launches the TenDocs document archive program TenDocs is a Web based document imaging and archiving program integrated with the WinTen suite of programs With this program you have the ability to scan all your agency s electronic files and documents into a secure archive When TenDocs is launched you can scan print and or e mail all your agency s stored documents document images records reports etc that you use in WinTen or any of your daily work processes What TenDocs Does With TenDocs you have the ability to o Scan documents image documents and store them in a secure off site archive Archive documents document images from any other software that has printing capabilities such as Word or Excel View Print E mail Fax Scan Archive image documents Print E mail Fax Scan Archive a batch
28. ailable shipping locations select the appropriate radio button at the top of the screen WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 61 of 84 Hint For consumable items it should be the warehouse from where the purchase request came 13 Click NEXT Verify and confirm that the information you entered is correct and click FINISH The requisition is now available to work with in the Purchase Orders program o To print or preview a requisition form select the appropriate option from the print drop down list o If you have the necessary security rights you also have the ability to create and approve a purchase order from this screen Select Create Purchase Order from the action drop down list and enter your PIN WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 62 of 84 Creating Purchase Orders A purchase order PO is a written legally binding order for a vendor to supply specific items or services at specified prices By issuing a PO your agency commits to paying for the purchase 1 From the Main Menu screen click REQUEST The Browse Requests screen appears with all new purchase requests displayed in a table Click 4 gt on the toolbar and select Create Purchase Order from the menu that appears The Create New Purchase Order Wizard is initiated Type a short description to identify the purchase order and specify the purchase order date when purchase order is issued a
29. alue True or False o If you set this policy to True the program will only show warehouses that have been assigned to the logged in employee o If you set this policy to False the program will display all warehouses and the logged in employee is able to select any warehouse Positive Quantity Negative Quantity When issuing items work orders ifthere is not enough inventory shown for a needed item you are normally unable to choose the item for the work order This policy exists for those agencies lA representation of either a grouping of accounts or a physical building WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 26 of 84 who want to be able to choose an unavailable item anyway but then show a negative number in Consumable Inventory Value True or False o If you set this policy to True the program will only allow positive quantities to be entered o If you set this policy to False the program will allow negative quantities to be entered Update PO Do Not Update PO This policy is meant for clients who do NOT have the Purchase Order program FALSE is for when you don t have PO Value True or False o If you set this policy to True you are choosing to update the Purchase Order program after receiving items from Consumable Inventory This makes the Receive option from the Con sumable Inventory Process Menu behave exactly like the Receive PO option from the Main Menu of the Purchase Order progr
30. am Hint WinTen WorkOrder also uses Charge To accounts You can select a Charge To account when expensing work order charges Setting Up Charge To Accounts WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 15 of 84 Setting Up Charge To Accounts 1 Click SETUP on the Main Menu screen and then click CHARGE TO on the Consumable Inventory Setup screen that appears The Maintain Charge To Account screen opens with all available charge to accounts displayed in a table Click bi on the toolbar The Add Charge To Wizard is initiated Enter a unique charge to description for the account and select the GL allocation code if necessary 4 Select the appropriate account number This identifies the general ledger account to be charged when this Charge To account is assigned to a request or ultimately toa purchase order Note Your agency maintains both your general ledger accounts and your allocation codes in the General Ledger program 5 Click START review the information you have just set up and then click FINISH to save and add the Charge To account The Maintain Charge To Account screen appears again with new charge to account displayed in the table Examples Charge To Description Allocation Code Office Supplies S8 S8 Project Administration Office Supplies PH PH Project Administration Modernization Grant Modernization GL Account 200 4420 01 000 Materials 100 4420 01 000 Materials 103 1
31. am you select an open purchase order and receive items from it and the Purchase Order program is then automatically updated with the received item information o If you set this policy to False you are choosing to not update the Purchase Order program with received item information after receiving items in Consumable Inventory The Receive option from the Consumable Inventory Process Menu opens the Receive Items Wizard which allows you to receive items from a warehouse Note If you want your received item actions posted to General Ledger set this policy to FALSE WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 27 of 84 Posting to GL Ona monthly or weekly basis you need to post to General Ledger the transactions created by the Consumable Inventory program as a result of maintaining your inventory The posting process is a two step wizard where you specify a date range of transactions in which to post as well as the ability to review a detailed and or summarized report ofthe Consumable Inventory Cl and Work Order WO transactions you are posting BEFORE you actually post 1 Click SETUP on the Main Menu screen and then click POST TO GL The Post to GL wizard is initiated Specify the date range of transactions in which you want to post in the transaction date from and transaction date to date fields Select the report type in which you want to review the specified transactions either detailed or summar
32. and credits the receive account 1 Fromthe Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click 4 gt on the toolbar 4 Select Receive Item from the menu that appears The Receive Item Wizard is initiated Hint You can also access the Receive Item Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Receive button If you access the wizard from the Process Menu location you search for the item on the first step ofthe wizard 5 Ifnecessary change the received date and received time These fields default to today s date and the present time 6 Verify or select the warehouse from which you are issuing the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 Note You can search for a different item by clicking A next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item
33. antity Least quantity of an item that you want to keep on hand at a given warehouse N non stock item An item that is used by the housing authority on work orders or ordered through the Pur chase Order program but not tracked in the Consumable Inventory program P physical inventory The process of physically counting item s in the warehouse s and the program function that automatically updates the number of item s on hand in the computer pick list A list of items that need to be gathered from one location and transferred to another loca tion so that the location s stock is at least at its minimum stock level If the housing author ity has only one warehouse the pick list option isn t used purchase order A written legally binding order for a vendor to supply specific items or services at spec ified prices Q quantity Number of items if any already on hand at a given warehouse WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 74 of 84 R receipt cost This is the amount you pay your vendor s for an item Unit Cost Tax Cost Shipping Cost Discount receive UM conversion The number of issue units of measure in one receive unit of measure For example you might issue an item one at a time each but receive them in boxes In this situation enter the quantity per box If you issue an item by the box and receive it by the case enter the number of boxes per case
34. ar automatically on your restock list If you can restock one warehouse from a supply you already have on hand ata different ware house you can add the items to a pick list Otherwise you can request purchase of the items from one or more vendors o Creating Pick Lists o Creating Pick Lists from Restock List o Creating Pick Lists from Requests o Completing Pick Lists o Creating Purchase Requests from Restock List WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 48 of 84 Creating Pick Lists Pick lists are based on the source and destination warehouses Each pick list is one set of items to be picked from one specific warehouse and delivered to another specific warehouse Note If the housing authority has only one warehouse the pick list option isn t used If you can restock one warehouse from a supply you already have on hand at a different ware house you can add the items to a pick list using the restock list You can also request purchase of the items from one or more vendors Creating Pick Lists from Restock List When items need to be restocked at any warehouse they appear automatically on your restock list If you can restock one warehouse from a supply you already have on hand ata different ware house you can add the items to a pick list 1 4 From the Main Menu screen click RESTOCK The Browse Restock List screen appears with all inventory items that need restocked displayed in
35. as delivered at the full requested quantity Use this option if all or almost all of the items were fully delivered If necessary you can then edit the Delivered Quantity of any item that was not fully delivered Hint f it is helpful you can change the sort order of the table by clicking the Stock Number or Description column headers Note If you have delivered only part of a pick list you can still choose to enter delivered quantities The pick list will remain open until all items are fully delivered 7 Click OK to save your changes and or complete the pick list LA list of items that need to be gathered from one location and transferred to another location so that the location s stock is at least at its minimum stock level Ifthe housing authority has only one warehouse the pick list option isn t used WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 52 of 84 Requesting Items Purchase requests usually originate in one of two ways First you can request items from you warehouses using your restock list to replenish your inventory Second employees can request specific items or supplies from suppliers vendors The purpose of a request is to locate items that are below the minimum level and begin the proc ess to buy those items from a vendor The process then continues on in the Purchase Orders pro gram Purchase Requests are available in both the Consumable Inventory program and the Purchase Order prog
36. ast Software 2010 20 of 84 Employees You have the option to assign WinTen users as Consumable Inventory program employees and then assign them to only work with specific warehouse s Setting Up Employees 1 Click SETUP on the Main Menu screen and then click EMPLOYEES on the Consumable Inventory Setup screen that appears The Main tab of the Maintain Consumable Inventory Employee with Warehouse screen opens with all available employees displayed in the table at the top of the screen If the employee is already assigned to a specific warehouse the assigned warehouse information displays in the bottom table Assign User as CI Employee Click on the toolbar and select the employee nameyou want to associate to Consumable Inventory and to a warehouse This field offers your agency defined list of WinTen users which you maintain in the Master Setup program Select the employee s default warehouse and default destination warehouse The warehouses you specify here will be the warehouses that are automatically selected on all screens that ask for a choice of warehouse the item processing wizards Issue Receive Transfer and so on Check the use remote checkbox if your agency uses remote portable computers PC and if the selected employee will be using a remote PC If necessary select the employee s portable computer PC name and enter their PPC user name and passwordthey use to access the portable PC Click E to save and add th
37. ccount 1 Fromthe Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click 4 on the toolbar 4 Select Receive Item from the menu that appears The Receive Item Wizard is initiated Hint You can also access the Receive Item Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Receive button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 Ifnecessary change the received date and received time These fields default to today s date and the present time 6 Verify or select the warehouse from which you are issuing the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 Note You can search for a different item by clicking El next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with
38. cece cece ccc ceccececceeeeeeseeteeeeseees 68 Adjustment Report 0 00 0 0 0 00 cece cece cece cece cece eee eeccceeececeeceeeceeceeseeeeeees 68 Received item Repo diu ee ero pangs nee e naa 68 Returned Item Report 0 0 0 2 ccc eee eee cece eee cee ccno nono nn ee ceeeeeeceeeeeeaeeeas 68 Disposed Item Report 20 00 0020 c cece cece cece ccc ce cee cecceeceeceeceesecceeceeeeees 68 Issue to Supplier Report 0 00 00 o eee eee eccec eee eee ccceccceceececeeceeeeeceeeeees 68 Issued Items by Development Report 2 2 2 2 eee cece cence eee eee 68 ltem Usage Report inches el cos 68 Cl Posted Transaction Report 2 0 20 0 0 2002 cece ccc ce cece c ccc ceeccceceeeseeeee 69 WO Posted Transaction Report 20 2 20 2202 eee cece cece ccc ccecceeceeeeeeeseees 69 Cl and WO Combined Posted Transaction Report 2 22 22 220 220002 69 Physical Count Report SUMM aries 2 20 20 cece cece eee e eee c eee e nce ne eee eeceneeseneenes 70 Physical Count Worksheet 2 0 00 20 cece cece cece cee ceecceceeceeceeceecseceeeeeeees 70 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 4 of 84 Adjustment Report 0 000 000 2 cece cece ccc ec cece ccc ec ccc ceecceceececeeceeeceeceeseeeeeees 70 Actual vs Computer Count Report 2 2 2 2 20 220 02 2 ccc cece cc cceccceccceccceceeeeees 70 Consumable Inventory amp General Ledger ooo
39. cessful WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 59 of 84 11 Highlight the vendor in the top available bidders list and click The vendor now displays in the bottom selected bidders list Repeat until all bidders are placed in the selected bidders list To move all bidders to the bottom of the screen just click a 12 Click NEXT to continue 13 If necessary select and highlight the warehouse to where the bidder should send the requested item s To choose a warehouse from only the PO request info or to choose the warehouse from all available shipping locations select the appropriate radio button at the top of the screen To not select a warehouse at all choose the Don t Select option Hint For consumable items it should be the warehouse from where the purchase request came 14 Click NEXT Verify and confirm that the information you entered is correct and click FINISH The open quote now appears on the Browse Requests screen with a status of Quote and it is now available to work with in the Purchase Orders program o To print or preview a quote form select the appropriate option from the print drop down list If there is more than one bidder a quote form will print for each bid der Using 4 gt on the toolbar of the Browse Requests screen you can now either create a requisition or purchase order from the quote See Creating Req uisitions on page 62 See Creating Purchase Orders on
40. coococcooncoccococonocococonenccnnnccnnonnninacos 71 PANN Sth dda ais Besta ee NE II O II Lad ce eaten AD et ol 71 Balancing Cl to GL ata Glance 22 2 e cece eee ecceceecceeceeceeceeceeees 73 SSI A emcee ras I aaah Dae Caen ete 73 A A A A DAS 73 PASTS PIGS colin etc dl te de ote del St 73 Transter Qut htemS 02 A ss 73 Adjust Item 0 22 00 o cece cece cece ccc ec cece a aada cece ee ececeeeeeeeeceeceesereeeeeeeeeeesereeees 73 REUS led e sao 73 DISPOSE lO ui eee a e SAE RON Beh 73 COMO CONS rro e E E as eles eet 82 Print Preview Report Icons Button 22 222 20 2202 20 c ccc cece cece eee ec cece ceeceeeeeeeseeees 82 DTI OCS ewer ld ce oh a eS es Ta 84 Wiha PEN DOGS Doise xs aula Ane acd annals toreo 84 Getting more information on TenDOCs 20 20 c eee cece ccc ec eee eeceecceceeceeceeeeeees 84 About Tenmast SOMW al Soy 2 256 feo o Peg a iN Oy ka e ES Fe 85 Company Information 0 000 c cece cece cece c ccc ee cee cece cece eee e eee eeseneencenseeseeseeees 85 Contact INformation cccx s cn oe ts eo a AL a oe MR a arrana nonna a naani 85 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 5 of 84 Consumable Inventory Process You will use the program s item list to maintain information on each item including its description pricing and preferred vendor among other things You will also define a minimum quantity for each item at each of its storage locations The program compares th
41. ct how you would like to order the vendor table from the ordered by drop down list Type your search criteria into the search for field and click GO The table will sort accordingly This is an exact search field For example if you select to order by vendor number you must enter the entire number for the search to be successful Highlight the vendor you want to use and click NEXT to access step four of the wizard If necessary select and highlight the warehouse to where the vendor should send the requested item s To choose a warehouse from only the PO request info or to choose the warehouse from all available shipping locations select the appropriate radio button at the top of the screen Hint For consumable items it should be the warehouse from where the purchase request came WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 63 of 84 13 Click NEXT Verify and confirm that the information you entered is correct and click FINISH The purchase order is now available to work with in the Purchase Orders program o To print or preview a purchase order form select the appropriate option from the print drop down list o Ifyou have the necessary security rights you also have the ability to create and approve a purchase order from this screen Select Create Purchase Order from the action drop down list and enter your PIN WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 64 of 84 Re
42. d in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click 4 gt on the toolbar 4 Select Issue Item from the menu that appears The Issue Item Wizard is initiated Hint You can also access the Issue Item Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Issue button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 Ifnecessary change the issue date and issue time These fields default to today s date and the present time Note You can search for a different item by clicking El next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Verify or select the warehouse from which you are issuing the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 7 Select either the development or the unit for which you are issuing the item Click Y to search for and select the unit from the Browse Unit I
43. e employee The Maintain Consumable Inventory Employee with Warehouse screen appears with the new information displayed Assign Employee to Warehouse s Select the Employee with Warehouses tab and click y f Choose the employee name you want to work with from the drop down list This field offers the list of employees associated to Consumable Inventory and displayed on the Main tab Select the warehouse to which you want to assign the employee o This field offers your agency defined list of warehouses which you maintain in Setup See Setting Up Warehouses on page 11 lA representation of either a grouping of accounts or a physical building WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 21 of 84 10 Click E to save the warehouse assignment Repeat until all necessary warehouses have been assigned The employee is now only allowed access to work with the assigned warehouse s WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 22 of 84 Non Stock Items The Consumable Inventory program tracks all consumable items your agency uses in the course of doing business This includes supplies for both your maintenance operations and your admin istrative offices All of Consumable Inventory s functions revolve around the actions you take with these items A non stock item is a product thatis not maintained stocked in your agency s consumable inven tory and needs to special ordered You wi
44. een and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Return button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 Ifnecessary change the return date and return time These fields default to today s date and the present time 6 Select to return the item to a development and then click START to continue Hint If you have multiple items to return check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Return Items Wizard again immediately after finishing the wizard 7 Select the warehouse to which you are returning the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 Note You can search for a different item by clicking EN next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 8 Inthe quantity returned field enter the quantity of the item you are returning to the development 9 Select the developmentto which you are returning the item o This is your agency defined list of developments which you maintain in the Setup area of the Tenant Accounts Receivable program 10 Type areason for the return and click NEXT 11 Review and confirm the infor
45. em to a charge to account and then click START to continue Hint Ifyou have multiple items to return check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Return Items Wizard again immediately after finishing the wizard 7 Selectthe warehouse to which you are returning the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 Note You can search for a different item by clicking EN next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 8 Inthe quantity returned field enter the quantity of the item you are returning to the charge to account 9 Choose the expenditure account to charge for this item from the charge to drop down list o This is your agency defined list of charge to accounts which you maintain in the Setup area ofthe program See Setting Up Charge To Accounts on page 16 10 Type a reason for the return and click NEXT 11 Review and confirm the information you have set up and then click FINISH to return the item to the selected charge to account WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 46 of 84 Adjusting Items You will use the Adjust Item Wizard to adjust the quantity of an item you have on hand Note A positive adjustment of an item increases your i
46. ems from Warehouses Quotes Requisitions Purchase Orders o Creating Quotes o Creating Requisitions WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 29 of 84 o Creating Purchase Orders WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 30 of 84 Adding Items When adding consumable inventory items you need to enter information to identify and describe the item as well as identify each different warehouse where you will store this item For each of the item s warehouses you can also define the item s exact location within the warehouse and seta minimum and maximum quantity at that location Consumable Inventory uses your quantity settings to know when to restock the item and what quantity of the item to restock Enter Item Info 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table Click on the toolbar The Add Item Wizard is initiated Enter your agency s stock number to identify the item Enter a short text description to identify the item and an optional extended description of the item 5 Enter the item s manufacturer make and or model Some items may use only some of these fields others may use all three 6 Select your agency s preferred vendor if any for this item o This field offers your agency defined list of vendors which you maintain in the Purchase Orders or Accounts
47. enmast Software 2010 37 of 84 11 Review and confirm the information you have set up and then click FINISH to issue the item to the selected supplier vendor WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 38 of 84 Transferring Items You may sometimes have to transfer items manually between warehouses You will use the Transfer Item Wizard to do this Note Transferring an item credits the inventory account of the warehouse to which the item goes and debits the inventory account of the warehouse from where the item comes 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click on the toolbar 4 Select Transfer Item from the menu that appears The Transfer Item Wizard is initiated Hint You can also access the Transfer Item Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Transfer button If you access the wizard from the Process Menu location you search for the item on the first step of the wi
48. equests are placed in the selected requests list If necessary you may search for the purchase request using the filter drop down lists at the top of the screen To move all items to the bottom of the screen just click 6 If necessary edit the quantity units and or UM conversion of any of the selected requests Hint You also have the ability to express add a purchase request to the requisition Click 6 to access the Add Purchase Request Wizard See Requesting Items from Suppliers on page 55 7 Click NEXT to continue to step three of the wizard where you can choose a vendor for the item s in the purchase request Note Your bidder may already be displayed if a default vendor bidder was set up during creation of the purchase request To choose a different vendor besides the default select the Select from list of all vendors radio button at the top right hand corner of the screen 8 You may select to filter the vendor table by category such as carpentry or plumbing After selecting the information from the drop down list the vendors who meet your filter criteria display in the table below 9 Select how you would like to order the vendor table from the ordered by drop down list 10 Type your search criteria into the search for field and click GO The table will sort accordingly This is an exact search field For example if you select to order by vendor number you must enter the entire number for the search to be suc
49. ght Tenmast Software 2010 25 of 84 Setting Policies There are many policy options in the Consumable Inventory program and they can be used to customize WinTen programs to better match your HA s work processes 1 Toaccess Consumable Inventory policies click SETUP on the Main Menu screen and then click POLICIES The Browse Policies screenopens with all available policies displayed in a table 2 Double click on the policy you want to work with or highlight the policy in the table and click of to open the Maintain Policies screen 3 After choosing the appropriate value click OK to set the policy The Browse Policies screen appears again with the newly set value displayed in the table Policy Summaries Make Adjustment Do Not Make Adjustment Value True or False o Ifyou set this policy to True an adjustment is automatically made on each item where the count entered during physical inventory doesn t match the count in the system When the phys ical inventory count is completed the adjustments will be posted to Consumable Inventory item on hand quantity o If you set this policy to False the program will not make adjustments when a physical inven tory count is completed and the adjustments will not be posted to Consumable Inventory item on hand quantity You need to manually change the item count for any item that doesn t match your count by entering an adjustment transaction Show All Warehouses Only Show Employee Warehouses V
50. he Master Setup program 7 Click START to continue to step 2 of the wizard The top portion of the second wizard screen displays all items that need restocked 8 Highlight the item you want to place in the pick list in the top restock items list and click a The item now displays in the bottom selected items list Repeat until all items you want to add to the pick list are placed in the selected items list To move all items to the bottom of the _ NI screen just click Note You may select to filter the restock items list by category and or vendor After selecting the information from the drop down lists the item s that meet your filter criteria will display 9 Ifnecessary edit the restock quantity of any of the selected items Note If the maximum is set to zero but the minimum is a number larger than zero the restock quantity will be a negative number You need to have minimum and maximum numbers set up correctly for this option to work 10 Click NEXT to continue Review and confirm the pick list information you have set up 11 Click FINISH to create the pick list Any pick list you create appears automatically on the Browse Pick Lists screen You can use that screen to process the pick list for delivery to the requestors See Completing Pick Lists on page 53 WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 51 of 84 Completing Pick Lists After your employees have physically delivered the i
51. ials expense accounts for the transactions created by the Consumable Inventory program asa result of maintaining your inventory Note On a monthly or weekly basis you need to post these transactions to General Ledger See Posting to GL on page 29 Mapping Developments to Materials Expense Accounts WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 13 of 84 Mapping Developments to Materials Expense Accounts 1 Click SETUP on the Main Menu screen and then click DEVELOPMENT on the Consumable Inventory Setup screen that appears The Maintain Development Account screen opens with all available developments displayed in a table o This table offers your agency defined list of developments which you maintain in Setup ofthe Tenant Accounts Receivable program Highlight the development you want to work with in the table and click a E 3 Specify the materials expense account for that development This is usually a 4420 number Example Code 001 Description j ERARDIE RIES TERRACE Materials Expense Account 100 4420 01 o When an item is issued the materials expense account is debited 4 Click E to save and apply your changes WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 14 of 84 Charge To Accounts Charge To accounts simplify the request process for most users and help ensure that the cor rect general ledger GL accounts are charged for requested items When yo
52. inthe programs The current value of your inventory and your usage ofinventory items appear on various financial statements through accounts that your agency maintains in General Ledger You will assign each warehouse to its appropriate inventory and expenditure accounts As you create purchase orders you will charge each item to an expenditure account Recommended Programs The following programs integrate directly or indirectly with Consumable Inventory to save time and effort for your staff Accounts Payable Purchase Order Work Order and Custom Report Writer Although they are optional we highly recommend you use them to take full advantage of Consumable Inventory s features Accounts Payable As you purchase items to restock your inventory you will issue each purchase order to a specific vendor You can also choose to assign preferred vendors to your inventory items which helps speed this process You can maintain your agency s list of approved vendors from Accounts Pay able or Purchase Order Purchase Order You can use either Consumable Inventory or Purchase Order to issue the purchase orders needed to restock your inventory As vendors deliver items you will record them as received in Purchase Order at which time Consumable Inventory automatically updates the inventory quan tities of those items Work Order As maintenance employees use items to complete work order jobs the items are recorded as used in the Work Order p
53. is minimum quantity to the quantity on hand to determine when you need to restock an item The purpose of your inventory is to enable you to issue items to employees who need them to do their work You will issue most items automatically through pick lists or through the Work Order program You can also issue items manually A pick list is simply a list of inventory items and the quantity of each that someone has requested To complete a pick list someone will pick the items out of inventory and deliver them to their destination Some pick lists begin as requests from employees A purchasing agent can combine requests into pick lists in either the Purchase Order program or the Consumable Inventory program You will also use a pick list each time you restock a storage location or truck from another warehouse The Work Order program also issues items automatically As maintenance employees use items to complete jobs the items are recorded as used inthe Work Order program Work Order informs Consumable Inventory which then reduces its quantities on hand for those items As issued items fall below their minimum quantities the program adds them to a restock list You can use pick lists to restock from other warehouses or if necessary create requests to purchase from vendors Purchase requests typically go to the Purchase Order program but employees with purchase order authority can also process requests and create purchase orders di
54. ized Check the checkbox to either combine the Cl and WO transactions into one report or separate the information into separate reports Click START to continue The selected pre posting report displays Review and confirm the Cl and WO transactions you are about to post and then click the CLOSE button at the top of the screen Click YES through the confirmation message if the report is correct and you are ready to post Or click NO to cancel the posting process After clicking YES through the confirmation message Step 2 of the wizard appears If the transaction dates are correct and the reports have been reviewed and confirmed click FINISH to post the transactions to the general ledger WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 28 of 84 Item Management Overview Adding Items Issuing Items o Issuing Items to Work Orders o Issuing Items to Suppliers Transferring Items Receiving Items from Suppliers o Receiving Items for Purchase Orders Returning Items o Returning Items to Work Orders o Returning Items to Developments o Returning Items to Charge To Accounts Disposing Items Performing Inventory Counts o Adding Inventory Counts o Completing Inventory Counts Adjusting Items Restocking Items o Creating Pick Lists o Creating Pick Lists from Restock List o Creating Pick Lists from Requests o Completing Pick Lists Requesting Items o Requesting Items from Suppliers o Requesting It
55. last page of the report Actual vs Computer Count Report Similar to the adjustment report but includes transactions issuing receiving and transferring that occurred during the inventory WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 69 of 84 Consumable Inventory amp General Ledger Within any accounting system there is what is referred to as the General Ledger This is a track ing system designed to accumulate financial monetary information group the financial infor mation by type or category of similar transactions and provide a means of reporting this information in standardized formats This topic defines the basic series of transactions and proc esses that normally occur in a housing agency HA Hopefully this will help you understand the basic setup of consumable inventory accounts why actions taken have different affects on the balances and how the data flows from the Consumable Inventory Cl program to the General Ledger GL program Actions Issue work order Debits the materials expense account based on charge to or development and credits the warehouse s inventory account Hint You can issue work orders either between AMPs or within one AMP o Warehouse AMP 3 inventory account 333 1260 Credited o Development AMP 1 materials account 111 4420 Debited Issue item Debits the materials expense account based on charge to or development and credits the warehouse s inventory account
56. ll use the program s non stock item list to maintain one record for each different item Each item s record includes its description pricing and preferred vendor among other things You will also define a minimum quantity for each item at each of its storage locations The program com pares this minimum quantity to the quantity on hand to determine when you need to restock an item Setting Up Non Stock Items WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 23 of 84 Setting Up Non Stock Items 1 Click SETUP on the Main Menu screen and then click NON STOCK ITEM on the Consumable Inventory Setup screen that appears The Browse Non Stock Items screen opens with all available non stock items displayed in a table Click on the toolbar The Add Item Wizard is initiated Enter a short description of the item and also an extended description if necessary Enter the item s manufacturer make and or model Some items may use only some of these fields others may use all three 5 Select your agency s preferred vendor if any for this item This lookup field gives you access to your list of vendors which you maintain in the Purchase Order program and or the Accounts Payable program 6 Enter the issue cost of the item and choose the item category that best matches this item o This field offers your agency defined list of item categories which you maintain in Setup See Setting Up Item Categories on page 18
57. ls icon Wizards icon Show Hide icon Show Form Letters icon Generate Form Letters icon Change Color icon Reports Menu icon TenDocs icon Data Area icon Purpose Add a record Edit a record Delete a record Save changes from edits Cancel changes from edits Exit a screen and return to a browse screen to search for other records View the next record View the previous record Exit a screen and return to a menu screen closes any open browse screens Open the Notes screen Take action on a record select from a menu of options Start a wizard select from a menu of wizards Show or hide a screen s detail information section View a history of printed form letters and reports Start the Generate Form Letters Wizard Change screen color Open the Reports Menu screen Launch the TenDocs document archive program Select a different data area Print Preview Report Icons Button One button and several icons appear on the Preview Report screen Name Preview icon Print icon Purpose Preview a report or printed document Print a report or printed document WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 Example SHE EH SHLARE 4 ah 4 gt i EN Example b 81 of 84 Name Purpose Example Close button Close the Preview Lose First Page icon View the first page of a report 4 Last Page icon View the last page of a report rl Load Report icon Load open
58. m Click START to continue to step 2 of the wizard The top portion of the second wizard screen displays all items that need restocked WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 49 of 84 9 Highlight the item you want to place in the pick list in the top restock items list and click a The item now displays in the bottom selected items list Repeat until all items you want to add to the pick list are placed in the selected items list To move all items to the bottom of the a screen just click W Note You may select to filter the restock items list by category and or vendor After selecting the information from the drop down lists the item s that meet your filter criteria will display 10 If necessary edit the restock quantity of any of the selected items Note If the maximum is set to zero but the minimum is a number larger than zero the restock quantity will be a negative number You need to have minimum and maximum numbers set up correctly for this option to work 11 Click NEXT to continue Review and confirm the pick list information you have set up 12 Click FINISH to create the pick list Any pick list you create appears automatically on the Browse Pick Lists screen You can use that screen to process the pick list for delivery to the requestors See Completing Pick Lists on page 53 Creating Pick Lists from Requests Ona regular basis usually weekly your purchasing agent s will revie
59. mation you have set up and then click FINISH to return the item to the selected development Returning Items to a Charge To Account 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 45 of 84 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click on the toolbar 4 Select Return Item from the menu that appears The Return Items Wizard is initiated Hint You can also access the Return ltems Wizard from the Location tab ofthe Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Return button If you access the wizard from the Process Menu location you search for the item on the first step ofthe wizard 5 Ifnecessary change the return date and return time These fields default to today s date and the present time Hint You can search for a different item by clicking aJ next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Select to return the it
60. nd created and due date when you need the items delivered Click START to continue All open purchase requests are displayed in a table Highlight the request in the top available requests list and click The request now displays in the bottom selected requests list Repeat until all requests are placed in the selected requests list If necessary you may search for the purchase request using the filter drop down lists at the top of the screen To move all items to the bottom of the screen just click If necessary edit the quantity units UM conversion unit cost and or total cost of any of the selected requests Hint You also have the ability to express add a purchase request to the requisition Click 6 to access the Add Purchase Request Wizard See Requesting Items from Suppliers on page 55 i Click NEXT to continue to step three of the wizard where you can choose a vendor for the item s in the purchase request Note Your vendor may already be displayed if a default vendor was set up during creation of the purchase request To choose a different vendor besides the default select the Select from list of all vendors radio button at the top right hand corner of the screen 8 10 11 12 You may select to filter the vendor table by category such as carpentry or plumbing After selecting the information from the drop down list the vendors who meet your filter criteria display in the table below Sele
61. nformation screen o This is your agency defined list of developments which you maintain in the Setup area of the Tenant Accounts Receivable program 8 Choose an expenditure account to charge for this item from the issue charge to drop down list o This is your agency defined list of charge to accounts which you maintain in the Setup area of the program See Setting Up Charge To Accounts on page 16 9 Type a reason for the issue and then click START to continue Hint If you have multiple items to issue check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Issue Item Wizard again immediately after finishing the wizard WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 33 of 84 10 Review and confirm the information you have set up and then click FINISH to issue the item WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 34 of 84 Issuing Items to Work Orders You can issue items to a work order in two locations either from the Consumable Inventory pro gram or from the Work Order program It is best to issue items to work orders using Consumable Inventory if your agency meets this criteria o You are a large agency o There is a specific consumable inventory employee assigned to the task o The work order has NOT been completed yet Caution To prevent duplication of records Tenmast recommends that your agency only use one of the two methods f
62. nventory so it debits the inventory account and credits the adjustment account A negative adjustment of an item decreases your inventory so it credits the inventory account and debits the adjustment account 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click on the toolbar 4 Select Adjust Item from the menu that appears The Adjust Item Wizard is initiated Hint You can also access the Adjust Item Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Adjust button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 If necessary change the adjust date and adjust time These fields default to today s date and the present time Note You can search for a different item by clicking aJ next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Verify or selectthe wareho
63. ny PO will typically depend on the cost of the requested items and on your agency s policies A purchase order typically also needs approval by one or more purchasing managers When a PO receives complete approval you will issue it to the vendor Creating Purchase Orders WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 58 of 84 Creating Quotes Your purchasing agent s may choose to get quotes for some requested items An agent will ask for quotes from vendors who at this point are acting as bidders and then choose a winning quote Currentgovernment purchasing standards generally require at leastthree quotes for individual items costing 500 or more Please check your agency s policy on obtaining quotes 1 Fromthe Main Menu screen click REQUEST The Browse Requests screen appears with all new purchase requests displayed in a table 2 Click 4 on the toolbar and select Create Quote from the menu that appears The Create New Quote Wizard is initiated 3 Type a short description to identify the quote such as Quote for lawn mower and specify the quote date when quote is issued and created and due date when you need the completed quote returned from the bidders 4 Click START to continue All purchase requests are displayed in a table 5 Highlight the request in the top available requests list and click Y The request now displays in the bottom selected requests list Repeat until all r
64. on page 51 o Purchase requests created for non stock inventory always have a status of Request o Purchase requests created for Consumable Inventory items always have a status of New User friendly name description that purchase requestors will use as their expenditure account 2Distributes the expenditure by pre defined percentages across multiple accounts funds projects or cost centers Agencies usually use allocation codes to distribute administrative and payroll expenditures 3The manufacturer s part number for an item WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 55 of 84 Requesting ltems from Warehouses One of the ways you can replenish your inventory is by requesting items from your other ware houses using your restock list The other method is requesting specific items or supplies from a supplier vendor See Requesting Items from Suppliers on page 55 1 Fromthe Main Menu screen click RESTOCK The Browse Restock List screen appears with all inventory items that need restocked displayed in a table 2 Inthe restock warehouse drop down list select the warehouse to be restocked where the stock items will be sent o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 3 Click 4 and select Refresh Restock List from the menu that appears This ensures that the list you work
65. or issuing to work orders Note Issuing an item to a work order credits the inventory account and debits the development s material expense account 1 Fromthe Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table Highlight the item record you want to work with and click on the toolbar Select Issue Work Order from the menu that appears The Issue Work Order Wizard is initiated Hint You can also access the Issue Work Order Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Issue WO button If you access the wizard from the Process Menu location you search for the item on the first step of the wizard 5 If necessary change the issue date and issue time These fields default to today s date and the present time Note You can search for a different item by clicking aJ next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Selectthe warehouse from which you are issuing the item o This field offer
66. ory Items screen appears with all active items displayed in a table 2 Click 4 on the toolbar and select Return Item from the menu that appears The Return Items Wizard is initiated Hint You can also access the Return Items Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button gt Consumable Inventory Process Menu gt Return button 3 Ifnecessary change the return date and return time These fields default to today s date and the present time 4 Select to return the item to a work order and then click START to continue Hint If you have multiple items to return to the work order check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Return Items Wizard again immediately after finishing the wizard 5 Enter the work order number to which you are returning the items and press the Tab or Enter key Items issued to the selected work order display in the table below OR click Y next to the work order field The Browse Work Orders screen appears with all open work orders displayed in a table Select how you would like to order the work order table from the ordered by drop down list Type your search criteria into the search for field and click GO The work order will be highlighted in the table After highlighting the work order in the table click y Select The first step of the wiza
67. ports Overview Consumable Inventory includes many built in reports with powerful filters to help track and man age your data If your agency uses the Custom Report Writer program you can create custom reports and define who hasrights to run them You can manage your reports by choosing from many report options and by previewing or print ing reports You can also save reports as various file types Access Reports 1 Click REPORTS on the Main Menu screen the Consumable Inventory Report screen appears with the General tab selected 2 Select the tab and then the radio button of the report you want to work with Filter options for the report display on the right side of the screen and toolbar icons become available Following are the summaries of the reports found on the tabs of the Consumable Inventory Report screen o General Report Summaries o Transaction Report Summaries o Physical Count Report Summaries Preview or Print Reports 3 Once you have filtered and sorted the report to your needs you can click D on the toolbar Bs to preview the report in a separate window Or click to print a hard copy of the report Note On the Print Preview screen you can click to save the report to your files click 5 to load the report and use the Zoom icons El to zoom in or out to your preference If the report has multiple pages use the arrows o do ad to navigate through the pages WT2 Consumable Inventory User Manual Copyright O Tenmas
68. ram Your agency has only one list of purchase requests but you can add requests to that list from either program An employee with authority for processing purchase requests can also access and process requests from either program Note If you don t have the Purchase Orders program a list of items below minimum level can be obtained from the Consumable Inventory Reports screen Using the information on these reports you can then create a manual purchase order o Requesting Items from Suppliers o Requesting Items from Warehouses WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 53 of 84 Requesting Items from Suppliers One of the ways you can replenish your inventory is by requesting specific items or supplies from a supplier vendor The other method is requesting items from your other warehouses using your restock list See Requesting Items from Warehouses on page 57 1 From the Main Menu screen click REQUEST The Browse Requests screen appears with all new purchase requests displayed in a table Click on the toolbar The Add Purchase Request Wizard is initiated Select the item for which you are creating the purchase request either Consumable Inventory Item or Non Stock Product 4 Enter the requested date date item is requested and due date defaults to one week from today s date 5 Select the requestor and ship to warehouse where item s will be sent o This field offers your agenc
69. rd appears again with the selected work order number displayed Also items issued to the selected work order display in the table below 6 Select and highlight the item you want to return in the table Hint If you have multiple items to return to the work order check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Return Items Wizard again immediately after finishing the wizard 7 Inthe quantity returned field enter the quantity of the selected item you are returning to the work order Type a reason for the return and click NEXT Review and confirm the information you have set up and then click FINISH to return the item to the selected work order WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 44 of 84 Returning Items to a Development 1 Fromthe Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click 4 gt on the toolbar 4 Select Return Item from the menu that appears The Return Items Wizard is initiated Hint You can also access the Return Items Wizard from the Location tab of the Maintain Consumable Inventory scr
70. re by pre defined percentages across multiple accounts funds projects or cost centers Agencies usually use allocation codes to distribute administrative and payroll expenditures C catalog number The manufacturer s part number for an item Charge To account User friendly name description that purchase requestors will use as their expenditure account G GL allocation Allows you to distribute an expenditure by pre defined percentages across multiple accounts funds projects or cost centers Agencies usually use allocation codes to dis tribute administrative and payroll expenditures I issue cost This is the amount you charge to the appropriate expenditure account when you issue an item average of receipt cost and previous issue cost issue unit measure This identifies the unit of measure you use when issuing an item This is more likely to be each for many items item category A general name to group items that are similar in use or type such as plumbing electrical office supplies etc Helps group together inventory items to help you process similar items and match them to vendors who supply those types of items WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 73 of 84 L last item price This is the amount of an item without tax shipping and discount cost M maximum quantity Greatest quantity of an item that you want to keep on hand at a given warehouse minimum qu
71. rectly from Consumable Inventory As vendors deliver items and you record them as received in Purchase Order Con sumable Inventory automatically updates the inventory quantities of those items From time to time you may need to return items to vendors or receive items your employees have returned to a warehouse You may occasionally dispose of items or manually transfer them between warehouses At least annually your agency must make a physical count of your inventory for financial auditing purposes and to detect theft or shrinkage Consumable Inventory includes a streamlined proc ess for counting items adjusting quantities and reporting discrepancies You will regularly report on inventory items for management budgeting and financial auditing purposes WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 6 of 84 Program Integration Consumable Inventory integrates with six other WinTen programs For more information on any ofthese programs please see their respective user manuals or contact Tenmast Required Programs The Master Setup and General Ledger programs are required for Consumable Inventory to func tion The Master Setup program allows the administrator of your WinTen programs to control various high level settings that affect how the programs interact with each other Another impor tant function of Master Setup is to control security permissions which govern what any individual can see or do
72. rogram Consumable Inventory then automatically reduces its quan tities on hand for those items Custom Report Writer The Custom Report Writer program gives you almost complete flexibility in defining and for matting the reports you generate from all of your WinTen programs and offers security settings that let you choose which employees have access to which reports In Consumable Inventory you can also use it to customize one or more formats for printed requests and inventory sheets WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 7 of 84 Setup Overview AllWinTen programs have a variety of Setup options that control the program environment and govern many aspects of program operation These options allow your agency to customize the programs to best meet your needs and make your job easier You should carefully plan and then implement your Setup options before using the Consumable Inventory program In addition the administrator of your WinTen programs should review your Setup options at least annually Warehouses Developments Charge To Accounts Item Categories Unit Measures Employees Non Stock Items Policies Postingto GL For additional information on how data flows from the Consumable Inventory program tothe Gen eral Ledger program please see the following topics Balancing Clto GL ata Glance WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 8 of 84 Agency Settings On
73. s is collected from the warehouse Hint If you have multiple items to issue check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Issue Work Order Wizard again immediately after finishing the wizard 13 Click START to continue 14 Review and confirm the information you have set up and then click FINISH to issue the item to the selected work order WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 36 of 84 Issuing Items to Suppliers You will use the Issue Items to Supplier Wizard to issue items manually to suppliers vendors Note Issuing an item to a supplier credits the inventory account and debits the receive account 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displayed in a table 2 Select how you want to order the item table from the ordered by drop down list enter the search criteria in the search for field and click GO The first item to match the criteria is highlighted in the table 3 Highlight the item record you want to work with and click on the toolbar Select Issue to Supplier from the menu that appears The Issue Items to Supplier Wizard is initiated Hint You can also access the Issue Items to Supplier Wizard from the Location tab of the Maintain Consumable Inventory screen and from the Consumable Inventory Process Menu Main Menu screen gt Transaction button
74. s as needed Quotes Your purchasing agent s may choose to get quotes for some requested items An agent will ask for quotes from vendors who at this point are acting as bidders and then choose a winning quote Current government purchasing standards generally require at least three quotes for individual items costing 500 or more Please check your agency s policy on obtaining quotes Creating Quotes Requisitions A requisition is a group of requested items to be purchased from a single vendor You can think of itas a pre purchase order that needs someone s approval often that of the requestor s man ager or department head before it can become a purchase order Your agency defines your own approvalprocess for requisitions and purchase orders Creating Requisitions Purchase Orders A purchase order PO is a written legally binding order for a vendor to supply specific items or services at specified prices By issuing a PO your agency commits to paying for the purchase Some requests will go through the full quoting and requisitioning process In this process you will group requests into quotes and then choose winning quotes winning bids to become req uisitions When a requisition receives complete approval it automatically becomes a PO How ever you can skip the quote or requisition stage or both for any PO You can create a PO directly from a request or directly from a quote The options you choose for creating a
75. s your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 7 Inthe quantity issued field enter the quantity of the item you are issuing to the work order o Depending on your agency s policy you can normally only issue an item to a WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 35 of 84 work order that you have in inventory However if policy setting CIQTY is set to False you are able to choose an unavailable item anyway but then show a neg ative number in Consumable Inventory See Positive Quantity Negative Quan tity on page 27 8 Click Al next to the work order field The Browse Work Orders screen appears with all open work orders displayed in a table 9 Select how you would like to order the work order table from the ordered by drop down list 10 Type your search criteria into the search for field and click GO The work order will be highlighted in the table 11 After highlighting the work order in the table click Y Select The first step of the wizard appears again with the selected work order number displayed 12 Type a reason for the issue and check the print the issued item on the work order checkbox to print a hard copy of the issued item s information Note Printing the issued item information is useful when you are adding multiple items at one time You can reference the printed item information when the item
76. sent either physical locations where you store inventory items or a grouping ofaccounts A warehouse can be an actual storehouse a simple stockroom or even a main tenance truck Each warehouse can also be a shipping address to which items from pick lists or purchases can be delivered Consumable Inventory contains one warehouse record for each of your storage locations After you set up your warehouse records you can assign items to warehouses For each warehouse in which you store a given item you can define the item s exact location within the warehouse and seta minimum and maximum quantity at that warehouse Note Each warehouse you enter in Consumable Inventory also appears automatically as a shipping address in the Purchase Order program For more information please see the user manual for WinTen Purchase Order Setting Up Warehouses WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 10 of 84 Setting Up Warehouses Tosetupa warehouse you need to add the basic warehouse information and then map the warehouse to specific default accounts You must assign appropriate inventory and expenditure accounts to each warehouse record in order for transactions to post correctly to GL 1 Click SETUP on the Main Menu screen and then click WAREHOUSE on the Consumable Inventory Setup screen that appears The Maintain Warehouse screen opens with all available warehouses displayed in a table Click E on the toolbar
77. t Software 2010 65 of 84 General Report Summaries These reports arefound on the General tab of the Consumable Inventory Report screen Consumable Inventory Item Listing Lists the stock number description category and unit of measure If a detailed report is selected the report also includes the make model and manufacturer Consumable Inventory Quantity Listing Displays the number of items on hand and lists the stock number description and warehouse and then lists row shelf bin the minimum quantity quantity on hand maximum quantity quan tity on order and quantity requested This report can also be grouped by category Inventory Value Report Lists Cl items and their value Items are listed by their stock number and location The report includes the quantity on hand the unit cost and the total value of the quantity on hand for each item Total value and total number of items are on the last page of the report Low Stock Report Lists all Cl items where the on hand quantity is less than the minimum quantity The report includes the minimum quantity the quantity on hand and the quantity on order for each item This information is helpful when ordering restock quantities of all items Pick List Report Lists all pick lists requested during the selected date range The report includes the requested date due date and delivered date for each pick list It doesn t show the individual items needed at the warehouses If a detailed
78. tems from a pick list1 you will use the Com plete Pick List Screen to mark the pick list as completed in the Consumable Inventory program Note If the housing authority has only one warehouse the pick list option isn t used 1 From the Main Menu screen click PICK LISTS The Browse Pick Lists screen appears with all open pick lists displayed in a table 2 Inthe restock warehouse drop down list select the warehouse to be restocked where the stock items will be sent 3 Select how you want to order the pick list table from the ordered by drop down list enter the search criteria in the search for field and click GO The first pick list to match the criteria is highlighted in the table Note You may select to filter the pick lists by delivery location source warehouse and or to whom the pick list was assigned After selecting the information from the drop down lists the pick list s that meet your filter criteria will display 4 Highlight the record you want to work with click and select Complete Pick List The Complete Pick List screenopens with all items in the selected pick list displayed in a table Note You can also access the Complete Pick List screen from the Maintain Pick List screen 5 Select the completed date of the pick list and change to whom the pick list was assigned if necessary 6 For each item in the table enter the delivered quantity OR click C Delivered All to mark each item in the table
79. them in boxes In this situation enter the quantity per box If you issue an item by the box and receive it by the case enter the number of boxes per case etc WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 24 of 84 Policies Program policies and procedures are advanced programming options within Consumable Inven tory that can affect many different aspects of the computer program s behavior They are similar in some respects to default settings but offer much greater power and flexibility Note Please do not confuse these policies and procedures with your agency s general policies for administering your housing authority or any of your housing programs Within the context used here we are referring only to very specific computer programming options within the Setup area of the Consumable Inventory program Unlike other Setup options program policies and procedures are not designed for use by either the end user or the administrator of the Consumable Inventory program Tenmast staff will set up your agency s initial program policies for you when you first install or upgrade to WinTen Con sumable Inventory Because they are advanced programming options you should modify them only atthe direction of a Tenmast staff member Caution It is extremely important that you do not modify any program policies except in direct consultation with Tenmast staff Setting Policies WT2 Consumable Inventory User Manual Copyri
80. ts Payable Note You cannot delete a category you have assigned to any vendor or consumable inventory item Setting Up Item Categories WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 17 of 84 Setting Up Item Categories 1 Click SETUP on the Main Menu screen and then click CATEGORY on the Consumable Inventory Setup screen that appears The Maintain Item Categories screen opens with all available item categories displayed in a table Click on the toolbar Enter a unique category code or abbreviation and type a description for the item category for example Plumbing o Both fields can contain letters and or numbers The category code can be no longer than five characters and the description can be up to sixty characters but twenty or fewer usually works best 4 Click E to save and set up the item category The Maintain Item Categories screen appears again with the new item category displayed in the table Note You cannot delete a category you have assigned to any vendor or consumable inventory item Examples Category Description Category Code Auto Supplies AUTO Cleaning Supplies CLEAN Electrical Supplies ELEC Hardware Supplies HDW Lawn Care Supplies LAWN Lighting Supplies LIGHT Lumber Supplies LUMB Office Supplies OFC Painting Supplies PAINT Plumbing Supplies PLUMB WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 18 of 84 Unit Measures Each item in Cons
81. umable Inventory must have a unit of measure which identifies how you and your vendors track its quantity The unit of measure each for instance means you count each item individually Box means your count and reorder them by the box Foot means by the foot etc The Consumable Inventory program comes with a default list of units of measure You can edit or add to this list if necessary Setting Up Units of Measure WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 19 of 84 Setting Up Units of Measure 1 Click SETUP on the Main Menu screen and then click UNIT MEASURE on the Consumable Inventory Setup screen that appears The Maintain Unit Measure screen opens with all available unit measures displayed in a table Click o on the toolbar Enter a unique unit measure code or abbreviation and type a description for the unit measure for example Box Note The unit measure code will appear in various places in Consumable Inventory including on the Maintain Items screen and in wizards and other screens where you are selecting items It will also appear in the Purchase Order program 4 Click E to save and set up the item category The Maintain Item Categories screen appears again with the new item category now displayed in the table Note You cannot delete a unit of measure you have currently assigned to an item in Consumable Inventory WT2 Consumable Inventory User Manual Copyright O Tenm
82. ur agency purchases an item your purchasing agent s must charge it to one of several GL expenditure accounts It is sometimes helpful for the purchasing agent if the requesting employee notes the GL expenditure account in the original request The problem is that your agency has dozens of accounts in your GL chart of accounts not allof which are even expen diture accounts Most employees are not comfortable working with these accounts if they are familiar with them at all Asking most employees to include the actual GL account number with a request can often cause confusion and errors That is where Charge To accounts come in Charge To s allow you to assign user friendly names to those accounts that requestors will use as their expenditure accounts An employee making a new request can select a Charge To a GL account or neither for the request Most will select a Charge To but employees who need to do so still have the option of choosing the GL account directly Your purchasing agent s can use Charge To or GL account information to help them as they process requests into purchase orders It is the final responsibility of the purchasing agent to charge each item in a purchase order to the correct expenditure account Note You can maintain Charge To accounts task in both the Consumable Inventory program and the Purchase Order program Your agency has only one list of Charge To accounts but you can access and maintain that list from either progr
83. use for which you are adjusting the item s quantity o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 7 Inthe quantity adjusted field enter the number by which you are increasing or decreasing the item s quantity on hand at this warehouse If you are decreasing the quantity type a minus sign a hyphen before the number 8 Type a reason for the adjustment and click START to continue Hint If you have multiple items to adjust check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Adjust Item Wizard again immediately after finishing the wizard 9 Review and confirm the information you have set up and then click FINISH to adjust the item WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 47 of 84 Restocking Items The Consumable Inventory program s Restock function allows you to view and process a list of your inventory items that you need to restock For each of your inventory items you can define a minimum and maximum quantity that you wish to maintain at each warehouse where you store the item See Maintain Items and Maintain Item Location Information As you process and issue items Consumable Inventory uses your quan tity settings to know when to restock the item and what quantity of the item to restock When items need to be restocked at any warehouse they appe
84. w marked requests and create quotes requisitions purchase orders and pick lists as needed 1 From the Main Menu screen click REQUEST The Browse Requests screen appears with all new purchase requests displayed in a table 2 Select how you want to order the purchase request table from the ordered by drop down list enter the search criteria in the search for field and click GO The first purchase request to match the criteria is highlighted in the table 3 Highlight the record you want to work with click 4 gt and select Create Pick List The Add Pick List from PO Wizard is initiated 4 Select the restock to location This is the warehouse to which you will deliver the items on this pick list o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 5 Select the warehouse from which you will pick the items on this list from the pick up from warehouse drop down list This field also offers your agency defined list of warehouses See Warehouses on page 10 6 Verify or enter the person requesting the pick list in the requested by drop down list This defaults to your own user name but you can change it if you are entering the pick list on behalf of someone else WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 50 of 84 o This field offers your agency defined list of WinTen users which you maintain in t
85. within the selected warehouse s by entering the row shelf bin quantity2 minimum quantity Min Qty and maximum quantity Max Qty Defining this is helpful for locating the item both when completing a pick list and when taking physical inventory 13 Click NEXT to continue 14 Review and confirm the item information and then click FINISH to add the item The Maintain Consumable Inventory Item screen appears where you can view add or edit the item s details The number of issue units of measure in one receive unit of measure For example you might issue an item one at a time each but receive them in boxes In this situation enter the quantity per box If you issue an item by the box and receive it by the case enter the number of boxes per case etc 2Number of items if any already on hand at a given warehouse 3Least quantity of an item that you want to keep on hand at a given warehouse 4Greatest quantity of an item that you want to keep on hand at a given warehouse WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 32 of 84 Issuing Items You may occasionally need to issue items manually to employees You will use the Issue Item Wizard to do this Note Issuing an item credits the inventory account and debits the development s material expense account 1 From the Main Menu screen click ITEMS The Browse Consumable Inventory Items screen appears with all active items displaye
86. y defined list of shipping addresses This includes the warehouses that you maintain in the Setup area of the program See Setting Up Warehouses on page 11 It can also include additional shipping addresses which you maintain in the Purchase Order program Hint If you have multiple purchase requests to add check the repeat wizard checkbox This will start the Add Purchase Request Wizard again immediately after finishing a purchase request 6 Click START to continue 7 Click Al next to the Description field The Select Item screen appears with all active items displayed in a table Note To ensure against adding duplicate item records it is best to first search for the item you want to request to purchase 8 Select how you would like to order the item table from the ordered by drop down list 9 Type your search criteria into the search for field and click GO The item will be highlighted in the table 10 After highlighting the item in the table click y Select The first step of the wizard appears again with the selected item s stock number and additional information displayed Hint Ifthe item does not exist in the system just enter the description for the item and then enter as many details about the item as possible in the available fields WT2 Consumable Inventory User Manual Copyright O Tenmast Software 2010 54 of 84 11 12 13 14 15 If necessary select the appropriate Charge To account allocation code
87. zard 5 Ifnecessary change the transfer date and transfer time These fields default to today s date and the present time Note You can search for a different item by clicking Y next to the Stock Number field The Select Active Item screen then appears where you can search for and select the item you want to work with 6 Selectthe source warehouse or from where you are transferring the item 7 Enter the quantity of the item you want to transfer in the quantity transfer field 8 Selectthe destination warehouse or to where you are transferring the item o This field offers your agency defined list of warehouses which you maintain in the Setup area of the program See Setting Up Warehouses on page 11 9 Typeareason for the transfer and then click START to continue Hint If you have multiple items to transfer check the Repeat Wizard checkbox at the bottom left hand side of screen This will start the Transfer Item Wizard again immediately after finishing the wizard 10 Review and confirm the information you have set up and then click FINISH to transfer the item WT2 Consumable Inventory User Manual Copyright Tenmast Software 2010 39 of 84 Receiving Items from Suppliers You will use the Receive Item Wizard to receive items manually from suppliers vendors Hint Ifyou are receiving an item because of a purchase order you can specify the purchase order in this wizard Note Receiving an item debits the inventory account

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