Material Requisition Issue Entry - Fields

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Material Requisition Issue Entry

Issue Number

Enter the number of the issue entry to add or maintain, or click the Lookup button to list all issue numbers. Click the Next Number button to automatically increment the issue number for a new requisition issue.

Note The issue number is used as a reference on the Material Requisition Register.

 

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

 

1. Header

 

Issue Date

Enter an issue date, or click the Calendar button to select a date from the calendar. This field automatically displays the issue date entered in the Issue Date field in the Default Values for Material Requisition Issue Entry window, but can be changed.

 

Purchase Order Number

Enter the purchase order number representing the purchase order against which this issue information will be applied, or click the Lookup button to list all purchase order numbers. Only material requisition orders are accepted.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Note Do not enter a number if you are issuing goods for which no purchase order exists.

 

Name

Enter the name of the person requesting the material requisition issue.

 

Department

Enter the department requesting the material requisition issue.

 

Order Status

This field displays the order status of the purchase order number selected in the Purchase Order Number field, and can only be viewed.

 

Issue Total

This field displays the total of the current issue and can only be viewed.

 

Required Date

Enter the required delivery date for this issue, or click the Calendar button to select a date from the calendar. This field automatically displays the required date entered in the Required Date field in the Default Values for Material Requisition Issue Entry window, but it can be changed.

 

Ship Via

Enter a shipping code, or click the Lookup button to list all shipping codes. If the Sales Order module is installed, you can enter a shipping code from Shipping Rate Maintenance. The Lookup button is available only if the Sales Order module is installed and activated.

This field automatically displays the shipping code entered in the Ship Via field in the Default Values for Material Requisition Issue Entry window, but it can be changed.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

 

FOB

Enter the FOB (freight on board) location. The FOB location indicates the location this order is placed on board a freight carrier at no charge to the vendor. This field automatically displays the FOB location entered in the FOB field in the Default Values for Material Requisition Issue Entry window, but it can be changed.

 

Warehouse

Enter a warehouse code for the issue, or click the Lookup button to list all warehouse codes.

  • If a default warehouse is defined for the ship-to address in Ship-To Address Maintenance, this field displays the ship-to warehouse.

  • If there is no default warehouse defined for the ship-to address, this field displays the warehouse entered in the Warehouse field in the Default Values for Material Requisition Issue Entry window.

  • If a value is not saved in the Default Values for Material Requisition Issue Entry window, this field displays the warehouse entered in the Default Warehouse for Purchase Orders field in Purchase Order Options.

The default warehouse can be changed.

This field is available only if the Inventory Management module is integrated with Purchase Order, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Confirm To

Enter the name of the person to contact regarding issues for the current ship-to address.

 

E-mail

Enter the e-mail address of the person to contact regarding the material requisition for the current ship-to address. Click the E-mail button to compose a new e-mail message to the address entered in this field. The e-mail address entered defaults to the To section of the e-mail.

 

Comment

Enter a comment relating to this issue.

 

Ship To

Enter a location code to automatically enter the corresponding shipping address, or click the Lookup button to list all location codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

This field automatically displays the ship-to address for the ship-to address code entered.

A new ship-to address code can be added on the fly. The Ship-To Address Maintenance (On the Fly) window appears; however, some nonessential fields are omitted to speed data entry. You can access Ship-To Address Maintenance at a later time to complete the remaining entries for a new ship-to address code.

 

Name

Enter the ship-to name.

 

Address

Enter the ship-to address.

 

ZIP Code

Enter the ship-to ZIP Code.

Enter a new ZIP Code to add it using ZIP Code Maintenance (On the Fly).

 

City

Enter the ship-to city.

 

State

Enter the ship-to state abbreviation.

 

Country

Enter the country code, or click the Lookup button to list all country codes.

A new country code can be added on the fly. The Country Code Maintenance (On the Fly) window appears; however, some nonessential fields are omitted to speed data entry. You can access Country Code Maintenance at a later time to complete the remaining entries for a new country code.

 

2. Lines

 

Grid Button Bar

The buttons located above the primary grid allow you to select items, view item information, enter extended item descriptions, and distribute lot or serial items.

For more information, see:

Item Quantity Inquiry

Lot/Serial Number Distribution

Item Status

Item Maintenance

Alternate Warehouse Selection

Alternate Item Selection

Item Memo

 

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

Item Code

Enter an item code identifying the line item. Click the Lookup button to list all inventory item codes. Click the Alias Item button to display all alias item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

Note If the Inactive Item check box is selected for an item in Item Maintenance, the inactive item code cannot be entered in this field when adding a new line. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the InactiveItem field. For more information, see Create a Lookup View. If you enter an active kit with inactive components, the components will be treated as active. If you are creating an issue from a purchase order with items that are now inactive, the existing inactive items will be allowed; however, you cannot add new lines with inactive items.

A new item or alias item can be added on the fly if the appropriate security is set up. A window similar to the Alias Item Number Maintenance window or the Item Maintenance window appears; however, some non-essential fields are omitted to speed data entry. You can access Alias Item Number Maintenance or Item Maintenance at a later time to complete the remaining entries for the new alias item or inventory item. For more information, see Add a New Inventory or Alias Item.

If you enter an inventory item code or a miscellaneous item code, non-financial accounts cannot be entered in the G/L Account field.

To view the Comments List, type /C and press F2. To view the Miscellaneous Item List, type /M and press F2. To view comments and miscellaneous items, type a slash ( / ) and press F2.

Note If the Inventory Management module is not integrated with Purchase Order, all entries in this field are verified against the Miscellaneous Item Code field.

 

Requested

Enter the requested quantity for this item. If the item is from an existing material requisition, the original quantity requested appears and cannot be changed.

 

Prev Issued

This field displays any quantity previously issued for this purchase order, and can only be viewed.

 

Issued

Enter the issued quantity for this item. For inventory items, the quantity on hand appear at the bottom of the window.

 

Unit Cost

Enter the unit cost for the item. If a new unit cost is entered, the extension amount and the issue totals are recalculated. This field can only be viewed for inventory items.

For FIFO and LIFO items, the unit cost displayed during data entry is the last cost for the item. When the Material Requisition Register is updated, the hierarchy of costs is used. For more information, see Defining the Hierarchy of Costs.

 

Extension

Enter the total cost for this item. If the value that appears is changed, the unit cost is adjusted accordingly. This field can only be viewed for inventory items.

 

Comment

Enter a comment for this line.

Note Press CTRL+ENTER to add a new line of text in the Comment field.

 

Description

Enter the description for this item. The description entered is printed on the material requisition.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

  • If there is no extended description entered for an item, the Extended Item Description button appears blue.

  • If an extended description is entered for the line item, the Extended Item Description button appears yellow.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. This field is not available if you selected a miscellaneous item code in the Item Code field. If the item has a default warehouse defined in Item Maintenance, and selected in Purchase Order Options, this field displays the default item warehouse. If no default item warehouse is defined, this field displays the warehouse code entered in the Warehouse field on the Header tab.

 

Unit of Measure

Enter the unit of measure for the item code, or click the Lookup button to list all units of measure. The unit of measure entered for an inventory item must be convertible to the item's standard unit of measure as established in Unit of Measure Conversion Maintenance.

 

Job Number

Enter a job number to distribute the cost associated with the line item to a specific job, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a warning message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field is available only if the Job Cost module is integrated with Purchase Order.

 

Cost Code

Enter the cost code to use for recording the cost of the line item, or click the Lookup button to list all cost codes. Right-click this field and select Active Cost Code to view only the active cost codes on file for the job number entered in the Job Number field. This field is available only if the Job Cost module is integrated with Purchase Order, and a job number is entered in the Job Number field.

 

Cost Type

Enter a cost type to specify the cost type to use to record the cost of the line item. If the cost code entered is only valid for a single cost type, that cost type appears automatically. This field is available only if the Job Cost module is integrated with Purchase Order, and a job number and cost code are entered.

 

Required Date

Enter the required delivery date for this issue. The required date defaults from the Header tab.

 

Distrib Required

This check box is selected if the item entered in the Item Code field is a lot or serial item. This field can only be viewed.

 

Extended Description

This check box is selected if the item has an extended description and can only be viewed.

 

Alias Item

This field displays the alias item code for the item code selected and can only be viewed.

 

G/L Account

Enter the general ledger inventory or expense account number for posting the item entered, or click the Lookup button to list all general ledger accounts. Depending on the type of item entered in the Item Code field, this field defaults to the general ledger account set up in Product Line Maintenance (for inventory items), Miscellaneous Item Maintenance (for miscellaneous items), or Purchase Order Options (for expense and special items). The account can also default from Job Type Maintenance or Cost Code Maintenance if a job number is entered, and from Operation Code Maintenance if a work order number is entered.

Nonfinancial accounts cannot be entered in this field. For inventory items, this account can be overridden only with the appropriate security setup.

For special items, accept the default special item cost account number entered in Purchase Order Options, or enter the inventory or work-in-process account number that the special item is charged. For miscellaneous charges, enter the general ledger expense or work in process account number to post for the charge.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

 

Product Line

This field displays the product line of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Product Type

This field displays the product type of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Costing

This field displays the cost description of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Total Amount

This field displays the total amount for this issue and can only be viewed.