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Quick-Start / Building Operations

Building Operations / On Demand Work / Inventory Manager
Building Operations / Preventive Maintenance / Business Process Owner - Maintenance

Manually Adjusting the Parts Inventory

When you close out work orders, the system automatically deducts the parts used for the work order from the parts inventory. However, sometimes you may need to manually update the inventory to reflect consumed parts that were not recorded as part of a work order, or add new parts to the inventory. If so, you can run the Adjust Inventory action to make changes to the inventory. This is typically necessary in the following situations:

• You have purchased new parts that you want to add to the inventory.
• You have used parts without tracking these parts on a work order. You need to deduct these parts from the electronic inventory.
• You have assigned too many parts to a work order, closed out the work order, and now realize that you did not require all parts and need to return the parts to inventory.
• You have surveyed your actual inventory and found discrepancies between your electronic and actual inventory.

The Adjust Inventory Task

Choose the Adjust Inventory task; the system presents a form with the following options:

Part Code -- Enter the part code for which you want to perform a transaction.

Quantity -- Enter the number of parts to adjust in terms of the unit in which this part is measured. The dialog displays this unit for your convenience.

Price -- If you choose an Inventory Action of Add as Newly Received, use this option to enter the cost of the parts you just purchased. When you process the dialog, the action calculates a new average cost for all parts, applying the entered price to only the new quantity. Since the resulting report lists all inventory transactions, you can use this report to maintain an historical audit of parts you purchase and their cost. The action runs the following calculation.

cost_unit_avg = [(qty_on_hand + qty_on_reserve) * cost_unit_avg + (new_qty_to_add * new_part_price)] / (qty_on_hand + qty_on_reserve + new_qty_to_add)

Inventory Action -- You now must define how you want the system to update the selected part. Choose one of the following options:

• Add as Newly Received - Adds the specified part quantity to the Quantity on Hand field in the Parts Inventory table and calculates a new average cost for the part.
• Disburse -- Subtracts the specified part quantity from the Quantity on Hand field in the Parts Inventory table; in the Inventory Transactions table, posts the cost to the specified account.
• Return Unused -- Adds the specified part quantity to the Quantity on Hand field in the Parts Inventory table; in the Inventory Transactions table, posts a negative cost to the specified account. Use this option to correct part quantities for closed out work orders or errors you make with the above Disburse option.
• Rectify Physical Inventory -- Overrides the Quantity on Hand field in the Parts Inventory table with the specified part quantity value. If your physical and electronic parts inventories differ, correct the electronic inventory by entering the number of parts found during a physical survey

Save -- Select this button to process the changes you have made. Once you processes , the system updates the inventory and records the changes in the Inventory Transactions table by documenting the date, time, quantity, and type of change.

The Inventory Transactions Report

Since the electronic inventory is automatically updated by the work order close-out procedure any manual adjustment that you make to the parts inventory should be documented. Run the View Inventory Transactions task to review the Inventory Transactions table, which lists all of the updates manually transacted using the Adjust Inventory action. The transactions are grouped by part and then ordered by date so that you can easily see the transactions for each part.

Use this report as a historical audit of your inventory transactions. If you find that you are making many manual adjustments, perhaps you need to review your procedures for assigning parts to work orders.

Note that the report displays the Transaction Performed By field.The system completes this field with the user's log-in name to provide a record of who is making manual changes.