Warehouse
Training Guide
Copyright ©2012
Tyler Technologies, Inc.
Revised: May 2015
This document applies to Release 2015.1 of Tyler Technologies, Inc. Infinite Visions Enterprise Edition software. The data used to illustrate the reports and screens may include names of individuals, companies,
brands, and products. All of these names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or screen images are examples only, and reflect how a typical customer would install and use the product.
Infinite Visions is a registered trademark of Tyler Technologies, Inc.
C o n t e n t s
Overview and Security ...................................................................1
Objectives....................................................................................... 1
Overview of Warehouse................................................................. 2
Security in the Administration Module .......................................... 2
Security in the Accounting Module ................................................ 3
User Security .............................................................................3
Distributed Accountability Centers ...........................................3
DAC Accounts ............................................................................4
Approvers ....................................................................................... 4
Approver Accounts......................................................................... 5
Section Review ............................................................................... 6
Configuration ..................................................................................7
Objectives....................................................................................... 7
Defining a Cash Offset in General Ledger....................................... 8
Defining a Charge-Off Mask in General Ledger .............................. 8
Warehouse Default Settings........................................................... 9
Warehouse Locations..................................................................... 9
Commodity Codes ........................................................................ 10
Category Maintenance ................................................................. 11
Section Review ............................................................................. 12
Inventory Maintenance ................................................................13
Objectives..................................................................................... 13
User Defined Fields ...................................................................... 14
Inventory Maintenance................................................................ 15
View Transactions ........................................................................ 22
Beginning Balances..................................................................22
Stock Level Bar Code Interface..................................................... 24
Reports to Review ........................................................................ 25
Section Review ............................................................................. 26
Restocking .....................................................................................27
Objectives..................................................................................... 27
Purchasing & Payables Control Panel........................................... 28
Displaying Additional Information...........................................28
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Warehouse Training Guide
Restock Requisitions .................................................................... 29
Requisition Actions ................................................................. 30
Line Items................................................................................ 30
Restock Requisition Approval ...................................................... 35
Print Requisitions......................................................................... 36
Receiving in Purchasing & Payables............................................. 36
Reports to Review........................................................................ 39
Items at Reorder Point............................................................ 39
Receiving Reports ................................................................... 39
Orders by Requester ............................................................... 39
Warehouse Purchase Order Aging.......................................... 39
Vendor/Purchase Order Reports ............................................ 39
Warehouse Ordering ....................................................................41
Objectives .................................................................................... 41
Warehouse Control Panel............................................................ 42
Requisitions ................................................................................. 42
Requisition Approval.................................................................... 47
Print Requisitions......................................................................... 48
Reports to Review........................................................................ 48
Section Review............................................................................. 50
Order Processing ...........................................................................51
Objectives .................................................................................... 51
Ship Warehouse Orders............................................................... 52
Return an Item............................................................................. 54
Back Ordered Requisitions........................................................... 56
Print Shipping Receipts ................................................................ 57
Post to General Ledger ................................................................ 58
Reports to Review........................................................................ 58
Section Review............................................................................. 59
iv
S e c t i o n 1
Overview and Security
Objectives
 Watch the Warehouse Overview Video
 Reviewing Security Considerations
 Setting up an Approval Queue for Requisitions
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Warehouse Training Guide
Overview of Warehouse
The Warehouse module integrates the functions you need to maintain an inventory of
stock items that can be purchased and distributed throughout the district. Using Warehouse, you can perform the following tasks and many others.
 Configure a list of approvers and approval queues that can be used for routing ware





house requisitions
Configure multiple warehouse locations
Setup and maintain a catalog of stock and non-stock items
Create requisitions to buy items out of the warehouse
Process orders and back order items as needed
Consolidate non-stock items for bulk ordering
Run a variety of reports
Additionally, with its integration to Purchasing and Payables you’ll also be able to:
 Create restock requisitions for replenishing warehouse inventory levels
 Receive against any POs issued by the district
Watch the Warehouse Overview Video
Activity
(Optional)
Security in the Administration Module
Security for the Warehouse application is provided by a combination of the separate
Administration application and the Security module inside Accounting. The Administration application enables you to:




2
Define User Roles for typical types of users.
Define your system’s Users and User Groups.
Restrict access to specific functions within a module user group.
Restrict users from changing data, but provide them with read-only access.
Overview and Security
Security in the Accounting Module
In addition to the network security setup available in the Administration module, you
can control access to multiple warehouse sites on a user-by-user basis within the
Accounting application.
User Security
Use the WH Access tab to control which warehouse locations users can access for purchasing items. The warehouse staff would most likely have access to all warehouse locations, since this also controls which locations they can ship for.
Distributed Accountability Centers
Security | Workflow Configuration | Distributed Accountability Centers
The Distributed Accountability Center where the Warehouse staff will be attached (usually Warehouse or Business Services DAC) will need the Warehouse site attribute
selected under DAC Type.
DAC Information Tab: If you select the Warehouse Site option, also choose whether you
want the warehouse site to participate in the requisition approval process. If you select
the Require Approval option, any warehouse requisitions will need to go through the
DACs defined approval process.
PO Heading Information Tab: Add purchase order heading information for the DAC identified in the DAC Information tab. The information you add here appears at the top of all
purchase orders generated for this DAC. Or you can suppress the printing of this address
information on purchase orders. If necessary, Signatures pull from GL | Configuration |
Signatures and the Ship To address is pulled from Purchasing & Payables | Configuration
| Ship To Locations.
PO Message Information Tab: Use this tab to provide up to three notes you want the
system to display at the top of all purchase orders. You can also use this screen to provide a standard shipping message, if you wish.




PO Header Note 1 appears flush left at the top of the PO
PO Header Note 2 appears at the top in the middle of the PO
PO Header Note 3 appears flush right at the top of the PO
PO Header Note 4 only appears on blanket POs and it prints on a line below header
1, 2, and 3
 The Ship Message appears at the bottom of the PO
DAC Account Masks Tab: Use this tab to configure account codes to be automatically
assigned to the appropriate DACs based on account masks. Once you set up DAC
Account Masks, the new account codes are added to General Ledger.
SIF Tab: Use this tab to specify Location Type and Site Category both required fields for
the setup of SIF. SIF provides the ability to interact and share data between applications
over a network.
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Warehouse Training Guide
From the DAC grid, you can perform the following tasks from the Actions menu:
Copy PO Info: From the Distributed Accountability Center grid, use this option to select
the DAC whose purchase order heading and message information you want to copy.
Update DAC Accounts by Mask: Use this option to update DAC accounts with account
masks assigned.
DAC Accounts
Security | Workflow Configuration | DAC Accounts
The Warehouse DAC should be assigned any accounts that are used for restocking the
warehouse as well as any accounts used by other DACs for buying supplies out of the
warehouse. This will allow a warehouse user to enter a requisition on behalf of one of
the DACs if there is a problem.
Consider using DAC Account Masks as an easier method of assigning
DAC Accounts.
Approvers
Security | Workflow Configuration | Approvers
Use this program to add and maintain requisition approvers for hours entry, warehouse
requisitions, and budget journal entries. Specify the sequence of their approval and
check mark the items they should approve. The system sends items to approvers based
on the approval sequence you define.
If you want to implement multiple approval levels for your warehouse requisitions, you
first need to identify the individuals who can approve Warehouse requisitions for each
DAC. Every approver must already be set up in Administration as a user and must have a
login. The approver must be added to each DAC that they will approve requisitions for.
You can also establish a list of alternate approvers, who can approve items in the primary
approver’s absence. The drop-down list of alternate approvers will only contain users
who have already been designated as approvers and will not display the approver you
wish to create an alternate for.
From the Actions menu, you can perform the following task:
Mass Assign Alternate Approver: Use this option to assign an Alternate
Approver to a number of approvers at the same time.
4
Overview and Security
Approver Accounts
Security | Workflow Configuration | Approver Accounts
Use this program to specify the accounts or account masks that an approver is authorized to approve for requisitions. Requisition Warehouse Approvers must be defined
prior to defining Requisition Approver Accounts.
At least one account or account mask needs to be added for every
approver/DAC combination that appears in the Approver dropdown list. If you do not add account masks, the approver approval
que will not be used and requisitions will go straight to Purchasing
and Payables for approval.
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Warehouse Training Guide
Section Review
 Which accounts from the chart of accounts should be assigned to the Warehouse DAC?
6
S e c t i o n 2
Configuration
Objectives





Reviewing GL Setup for Warehouse
Reviewing Warehouse Default Settings
Setting up Multiple Warehouse Locations
Creating a List of Commodity Codes
Setting up Categories and Subcategories
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Warehouse Training Guide
Defining a Cash Offset in General Ledger
General Ledger | Configuration | Account Offsets
Before you can complete the Warehouse Default Settings screen, a cash offset must be
defined in General Ledger | Configuration | Account Offsets. This offset is only used if
DACs order items using funds that are different from the Fund used on the Offset
Account defined in Warehouse Locations. When shipped items are posted to the GL (see
Section 6), the system will use the cash offset to balance the cash between funds.
Defining a Charge-Off Mask in General Ledger
General Ledger | Configuration | Account Offsets
Before you can complete the Warehouse Locations screen, a charge-off mask must be
defined in General Ledger | Configuration | Account Offsets. This filter will be used to
limit DAC accounts that can be used to buy warehouse inventory items.
Let’s say for example you have a special object code of 6613 that should be used when
DACs buy supplies out of the warehouse. You can create a charge off mask of
???.???.????.6613.??? and when schools create warehouse reqs, the only accounts they
will have available to select from will be accounts that fit the mask you have defined.
This is designed to help prevent people from using regular supply accounts on warehouse orders.
If you do not want to restrict accounts for warehouse purchases,
create a charge off mask with all question marks.
Review Warehouse-related Offsets
Activity
(Optional)
8
Review the Cash offset and charge off mask defined in the General Ledger.
Configuration
Warehouse Default Settings
Warehouse | Configuration | Warehouse Default Settings
Once the Warehouse DAC is set up in Security, there is some additional setup you need
to perform in the Warehouse module itself. Use this program to set some of the basic
defaults for your Warehouse system. Use this screen to perform the following tasks:





Select a Cash Offset Account
Enter the Starting Requisition Number
Enter the Starting Shipping Receipt Number
Enable Requisition Approvals
Enable Recalculation of Requisitions
Notes about Warehouse Defaults
 Selecting the Enable Requisition Approvals option, will force warehouse requisitions (created by users in the Warehouse DAC) through an approval process if one
has been defined. (See Section 1 for additional information on Approvers and
Approver Accounts.)
 If the Enable Recalculation of Requisitions option is selected, as the average cost for
inventory items change, pricing on orders that have not been processed will be
updated in real time to reflect the current average cost.
Warehouse Locations
Warehouse | Configuration | Warehouse Locations
Use this screen to define as many warehouse locations as you may need for your district.
For example, if you have a main warehouse for office and school supplies and a secondary warehouse for food service items, you could set up two warehouse locations. Each
location will have it’s own separate catalog and ordering from different warehouses can
be restricted by user through User Security.
Notes about Warehouse Locations and Accounts
 The Offsetting Account is the account that is credited when shipped items are
posted to the General Ledger. The debit side of the transaction will be whatever
account code the DAC used to order the item .
 The Restocking Account is the account that will be used to buy more inventory items
when they become low in stock.
 The Charge Off Mask is a filter that is used to limit what accounts DACs can use to
order supplies out of the warehouse.
 Remember that all of the above accounts/masks will be defaulted in on any newly
created inventory item. You will have the option of overriding these accounts in
Inventory Maintenance if necessary.
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Warehouse Training Guide
 Ship To Locations are created in Purchasing and Payables | Configuration | Ship To




Locations. The location you select here will be used as the designated Ship To Location on purchase orders created to restock the Warehouse.
The Limit Orders to Stock on Hand option will prevent people from ordering supplies out of the warehouse if there is not enough current quantity in stock to cover
the order. The quantity is checked on a line by line basis when warehouse requisitions are created.
Enable Warehouse Mark-up: Use this option to automatically add a mark-up to the
price of all warehouse items.
Mark-up Percentage: If Enable Warehouse Mark-up is selected, use this option to
add a percentage to all open orders. This will not affect the average cost of the warehouse item.
Mark-up Credit Acct: If Mark-up Percentage is enabled, use this option to select the
account that is to be credited during posting to General Ledger. If blank, credit will
post to the default offsetting account. The mark-up amount to be credited is calculated by taking the full credit amount and dividing by the mark-up percentage. The
result posts to the offsetting account. The difference between full amount and markup calculation result posts to the credit account.
Commodity Codes
Warehouse | Configuration | Commodity Codes
If your district uses commodity codes for purchasing, you can define your Commodity
Codes here. The codes you define display as a drop-down list in the General Information
tab in Inventory Maintenance so that you can assign them to inventory items. Commodity Codes are informational only at this time and are not required.
Adding Commodity Codes
Activity
(Required)
Add the following commodity codes:
Code
10
Description
005-05
Abrasive Equipment & Tools
600-61
Fax Machines, Parts & Supplies
670-91
Water Heaters, Commercial
Configuration
Category Maintenance
Warehouse | Configuration | Category Maintenance
Use the Category Maintenance screen to create a list of Categories and Subcategories for
organizing warehouse inventory items.
Adding Categories and Subcategories
Activity
(Required)
Add the following categories and subcategories:
Categories
Athletic Equipment
Subcategories
Basketball
Golf
Football
Office Supplies
Ink & Toner
Notes about Category Maintenance
 Categories are a required field on warehouse inventory items. Subcategories are
optional. If you do not define any subcategories, the system will automatically create
one called Undesignated under each main category.
 Warehouse Catalog reports can be printed by category and subcategory.
 When DAC users create requisitions to purchase items out of the warehouse, they
will have the ability to search by category and subcategory.
 You cannot delete a category/subcategory if it’s being used on a record in Inventory
Maintenance.
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Warehouse Training Guide
Section Review
 Are commodity codes required?
 How many subcategories can be attached to a category?
 What does “Enable Recalculation of Requisitions” mean?
12
S e c t i o n 3
Inventory Maintenance
Objectives




Adding User Defined Fields for Inventory Items
Adding Warehouse Inventory Items
Entering Beginning Balances
Making Adjustments to Cost and Quantity in Stock
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Warehouse Training Guide
User Defined Fields
Security | Workflow Configuration | User Defined Fields
You may need or want to track information for your warehouse items that is not available directly in the Infinite Visions system. In that event, you can define up to 10 User
Defined Fields for your own use in Warehouse Items.
User Defined Fields Exercise
Activity
(Required)
Define the following fields for the Warehouse Item type:
Name
Requires Shelf Maintenance?
Sequence Data Type
9
Required
Drop down No
Values
Yes
No
Next Scheduled Maintenance
10
Date
No
Log in as New User
Activity
(Required)
14
Scenario: In the training data, Jim Nasium is the warehouse supervisor. He’s tied to the
Warehouse DAC and has full access to all Warehouse menu items. Log in as Jnasium,
password “v.”
Inventory Maintenance
Inventory Maintenance
Warehouse | Inventory | Inventory Maintenance
You can define, maintain, and track an unlimited number of warehouse items using the
Inventory Maintenance program. Use this program to add, edit, view, or delete warehouse inventory stock. The Inventory Maintenance grid provides the following options
on the Actions menu:
Allow Remote Orders On/Off: Use these options to mass update the Allow
Remote Orders On/Off flag for all items displayed in the grid.
Allow Back Orders On/Off: Use these options to mass update the Allow Back
Orders On/Off flag for all items displayed in the grid.
On the Add/Edit Inventory Item screen you can use the options on the Actions menu to:
Get Picture: Use this utility to add a picture (BMP, JPG, GIF, WMF, or ICO format)
to the inventory record.
Clear Picture: Once you have attached a picture, you can use this utility to
quickly clear it.
Insert from Scanner or Camera: Use this utility insert pictures directly from a
camera to attach to inventory records.
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Warehouse Training Guide
Adding New Inventory
Activity
(Required)
Add the following new inventory items into the system:
Item Information
Item #
100-007
Description
Toner Cartridge, HP338
General Information:
Warehouse
Main
Bin Location
Row A Bin 20
Class
Stock
Inventory Date
2/19/20xx
Category/Subcategory
Office Supplies - Ink and Toner
Commodity
Manufacturer
Hewlett-Packard
Model
HPLJ5
UPC Code
Comments
Order Information:
Reorder Quantity
50
Reorder Point
50
Charge-off Mask
Warehouse Orders Filter
Offsetting Account
001.30.300.5490
Allow Remote Orders
Yes
Allow Back Orders
Yes
Restock Information:
16
Vendor
Best Office Supply
Vendor Item Number
715341
Vendor Cost
$29.99
Case Pack
1
Unit
Each
Restocking Account
001.30.300.5490
Ship To
Capital City SD Main Warehouse
Inventory Maintenance
Item Features:
Actions | Get Picture...
Browse to C:\Infinite Visions\File
Attachments\APFAWH Pics and double-click the file named HP338InkCartridge.bmp
User Defined Fields
Shelf Life
Item #
Description
1 year
Item Information
500-001
Golf Balls, Titleist DT90
General Information:
Warehouse
Bin Location
Class
Inventory Date
Category/Subcategory
Commodity
Manufacturer
Model
UPC Code
Comments
Main
Row D Bin 1
Stock
07/30/20xx
Athletic Equipment - Golf
Titleist
TD90
Order Information:
Reorder Quantity
Reorder Point
Charge-off Mask
Offsetting Account
Allow Remote Orders
Allow Back Orders
25
40
Warehouse Orders Filter
001.30.300.5490
Yes
Yes
Restock Information:
Vendor
Vendor Item Number
Vendor Cost
Case Pack
Unit
Restocking Account
Ship To
Athletic Supply Warehouse
51578
$12.50
1
3/Pk
001.30.300.5490
Capital City SD Main Warehouse
Item Features:
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Warehouse Training Guide
Actions | Get Picture ...
Browse to C:\Infinite Visions\File Attachments\APFAWH Pics and double-click the
file named TitleistDT90GolfBalls.bmp
User Defined Field
Special Handling Requirements
Don’t drop them
Item Information
Item #
Description
100-005
Paper, White 8.5” x 11”
General Information:
Warehouse
Bin Location
Class
Inventory Date
Category/Subcategory
Commodity
Manufacturer
Model
UPC Code
Comments
Order Information:
Reorder Quantity
Reorder Point
Charge-off Mask
Offsetting Account
Allow Remote Orders
Allow Back Orders
Restock Information:
Vendor
Vendor Item Number
Vendor Cost
Case Pack
Unit
Restocking Account
Ship To
Item Features:
Features
User Defined FIelds
Over 50 lbs - Under 150 lbs
18
Main
Row A
Stock
07/01/20xx
Office Supplies - Paper
Xerox
50
50
Warehouse Orders Filter
001.30.300.5490
Yes
Yes
Best Office Supply
216784
$29.75
20
Each
001.30.300.5490
Capital City SD Main Warehouse
Yes
Inventory Maintenance
Item Information
Item #
100-006
Description
Post-it Notes, Medium
General Information:
Warehouse
Main
Bin Location
Row A Bin 13
Class
Stock
Inventory Date
07/01/20xx
Category/Subcategory
Office Supplies - Paper
Commodity
Manufacturer
Post-it
Model
UPC Code
Comments
Order Information:
Reorder Quantity
100
Reorder Point
200
Charge-off Mask
Warehouse Orders Filter
Offsetting Account
001.30.300.5490
Allow Remote Orders
Yes
Allow Back Orders
Yes
Restock Information:
Vendor
ABC School Supply
Vendor Item Number
7156
Vendor Cost
$10.49
Case Pack
50
Unit
5/Pk
Restocking Account
001.30.300.5490
Ship-To
Capital City SD Main Warehouse
Item Features:
Features
User Defined Fields
Shelf Life
5 years
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Warehouse Training Guide
Item Information
Item #
400-006
Description
Arrezzio Pizza Oven
General Information:
Warehouse
Food Service
Bin Location
Class
Stock
Inventory Date
07/01/20xx
Category/Subcategory
Food Service - Appliances
Commodity
Manufacturer
Remco
Model
NG
UPC Code
Comments
Order Information:
Reorder Quantity
1
Reorder Point
2
Charge-off Mask
Warehouse Orders Filter
Offsetting Account
001.30.000.5490
Allow Remote Orders
Yes
Allow Back Orders
Restock Information:
Vendor
Sysco, Inc.
Vendor Item Number
4000295
Vendor Cost
$1,299.00
Case Pack
1
Unit
Each
Restocking Account
001.30.000.5490
Ship To
Capital City SD Food Warehouse
Item Features:
Features
User Defined Fields
Over 150 Lbs?
20
Yes
Inventory Maintenance
Item Information
Item #
400-007
Description
Drink Machine, Vitamix
General Information:
Warehouse
Food Service
Bin Location
Class
Stock
Inventory Date
07/01/20xx
Category/Subcategory
Food Service - Appliances
Category
Manufacturer
Vitamix
Model
2-Speed
UPC Code
Comments
Order Information:
Reorder Quantity
4
Reorder Point
2
Charge-off Mask
Warehouse Orders Filter
Offsetting Account
001.30.000.5490
Allow Remote Orders
Yes
Allow Back Orders
Restock Information:
Vendor
Sysco, Inc.
Vendor Item Number
4000231
Vendor Cost
$69.99
Case Pack
1
Unit
Each
Restocking Account
001.30.000.5490
Ship To
Capital City SD Food Warehouse
Item Features:
Features
User Defined Fields
Over 50 Lbs but Under 150 Lbs?
Yes
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Warehouse Training Guide
View Transactions
Warehouse | Inventory | View Transactions
This screen displays all of your warehouse transactions for the year. In addition, the
Actions menu provides the Return An Item option that enables you to return a previously shipped item to the Warehouse. This will be covered in more detail in Section 6,
Order Processing.
Beginning Balances
There are two ways to establish a beginning stock balance and average cost for new
inventory items.
The first approach involves creating an inventory adjustment against the newly created
stock item. In this method, you would simply create an adjustment and enter in the
appropriate stock level and average cost as part of the adjustment record.
The second approach involves placing a newly created stock item on a Purchasing and
Payables restocking requisition. After the purchase order is sent to the vendor and items
are delivered, the quantity and average cost will be established through the receiving
process. We’ll cover this approach in Section 4, Restocking.
Inventory Maintenance Exercises
Activity
(Required)
Exercise: Adding Beginning Balance with an Adjustment
1. From the View Transactions screen, click the Add New Record button and locate
item 100-007.
2. Create an inventory adjustment to establish the beginning stock level and average cost.
Memo
Beg Bal
Quantity
63
Item Cost
$29.45
3. Select Close this dialog after update? and then click OK.
4. Go to Inventory | Inventory Maintenance and verify that the beginning balance
was established.
Exercise: Adjusting Stock Item Quantities
1. Make a note of the current quantity in stock for item #300-003.
2. From the View Transactions screen, click the Add New Record button and locate
item# 300-003.
22
Inventory Maintenance
3. Today, while doing a physical inventory, 3 additional units were found. Add these
additional units to the current inventory stock. In the Memo field, type the reason Inv Adj (Inventory Adjustment).
4. Select Close this dialog after update? and then click OK.
5. Click OK and then go view the results in Inventory Maintenance.
Exercise: Adjusting Average Cost
1. From the View Transactions screen, click Add and locate item #300-001. The
Average Cost of this item should be a dollar more than is currently stated.
2. Create an adjustment and use the Reset Item Cost option to add a dollar to bring
the current cost to $4.53.
3. In the Memo field, type the reason Cost Adj (Cost Adjustment).
4. Click OK and then go view the results in Inventory Maintenance.
Exercise: Discontinuing Inventory Items
1. From the Inventory Maintenance grid, click Apply Selection and then doubleclick inventory item # 300-003.
2. Enter DISCONTINUE at the beginning of the item description.
3. Uncheck Allow Remote Orders.
4. Uncheck Allow Back Order.
5. Click OK.
6. Go to View Transactions and enter an adjustment to bring the current inventory
down to zero, if you’re giving the inventory away.
7. Memo line can not be blank.
8. Select Close this dialog after update? and then click OK.
Inventory items can only be deleted if there is no history linked to the
item. At the beginning of the new fiscal year, you would filter on all
discontinued items and delete them out of the system.
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Warehouse Training Guide
Stock Level Bar Code Interface
Warehouse | Inventory | Stock Level Bar Code Interface
If you are using a bar code interface for taking physical inventory of your warehouse
items, you can use this screen to import the inventory file(s) and update stock levels.
The Actions menu provides the following options:
Import Bar Code File: If you are using bar code scanning to help maintain warehouse inventory, you can use the Stock Level Bar Code Interface screen to
import your scanned inventory files.
File
Positions
Length Field
Data Type
Information
1-20
20
Item Number
Character
Left Justify, Space Fill
21-27
7
Quantity
Numeric
Right Justify, Space or Zero
Fill
28-35
8
Date Scanned
Date
YYYYMMDD - Zero Fill
Update Stock Levels: Once you have imported your scanned inventory files, you
can update warehouse stock levels with the scanned information.
24
Inventory Maintenance
Reports to Review
Catalog
Prints a catalog of warehouse items. You can choose to print sorted by item
number or by category and can restrict information to a specific warehouse location or stock vs. non-stock.
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Warehouse Training Guide
Section Review
 What are the two ways to establish beginning balances for new inventory
items?
 You do an inventory adjustment for 10 additional mop buckets. It should
have been for 5 mop buckets. What do you do?
 How do you change the item cost for an inventory item?
26
S e c t i o n 4
Restocking
Objectives




Using the Purchasing and Payables Control Panel
Creating a Restock Requisition
Approving Restock Requisitions
Receiving Orders, Update Warehouse Quantities and
Update Item Cost
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Warehouse Training Guide
Purchasing & Payables Control Panel
Purchasing and Payables | Purchasing | Control Panel
This screen displays the status of each of the requisitions and purchase orders you are
authorized to view.
Primarily you will be using this screen for creating requisitions to restock warehouse
inventory levels when they get low in stock. However, you can also create requisitions to
order non warehouse items from vendors. For the purpose of this training, we’ll focus on
creating restock requisitions.
Displaying Additional Information
 Use the Show Paid Column option to add a column to the grid that will show the
total amount paid against each PO.
 Selecting the Show Account Detail option will add the following additional columns
to the grid for each order
• Description
• Account
• Unit Price
• Extended Price
• Tax
• Freight
• Line Quantity Ordered
There are several items available on the Actions menu to assist you when working with
Reqs and POs – we’ll look at those more later in this section.
From the Actions menu you can perform the following tasks:
Copy Requisition/PO: Use this utility to copy a requisition or purchase order on
the control panel.
PO History: If the purchase order has a revision history, you can display and print
a copy of the purchase order at any point in its history.
Print Preview: If you wish, you can individually display or print requisitions or
purchase orders from the control panel.
If you preview a requisition, the system displays only the file and requester copies. If you preview a purchase order, the system displays the file, requester, vendor, and entity copies.
If you want to color code the file, vendor, receiving, and entity copies, select the
collate if this option is available for your printer.
Print PO Pay History: Use this utility to display a purchase order pay history
report from the control panel for a selected purchase order.
Approval Log: Use this utility to quickly check on a requisition’s approval status
by reviewing the Approval Log. The Approval Log displays the individuals who
have already approve the selected requisition and when they approved. (For
example, see 240030.)
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Restocking
Manage Documents: Enterprise enables you to attach, edit, and clear documents (such as Word files) or pictures in various places throughout the system.
If the system displays
next to the field, it indicates that the requisition/purchase order has a linked document. Click the button to display
a list of attached documents.
Filter to Selected Records: This utility enables you to filter the grid (with Show
Account Detail selected) to display just the records you want. Then once you
select the Filter to Selected Records option, the system displays the records
selected in the grid and removes the Show Account Detail attribute so you can
quickly edit the records.
Prior to creating restock requisitions, run the Items at Reorder
Point Report to get a list of inventory items that are low in stock.
Restock Requisitions
Purchasing and Payables | Purchasing | Control Panel
When inventory levels get low, you will want to create requisitions to restock. As we saw
in Section 3: Inventory Maintenance, each inventory item has its own restocking information that will be defaulted onto the requisition to make ordering easier. This information includes:








Vendor
Vendor Item Number
Vendor Cost
Case Pack
Unit
Restocking Account
Ship-To Address
Reorder Quantity (from Ordering Information tab)
Keep in mind that this information can be changed once you have it on the requisition.
For Example, let’s say you have the reorder quantity set to 50 boxes, for Blue Construction Paper. If you know that you are going to need more Blue Construction Paper at the
time you are restocking, simply change the quantity on the requisition after you have
inserted the item.
Changing restocking information on the requisition does not go back
and update restocking information in Inventory Maintenance. If you
decide to start ordering an item from a different vendor than you
used in the past, remember to change the vendor item number, and
if applicable, vendor cost and case pack in Inventory Maintenance.
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Warehouse Training Guide
Requisition Actions
Using the options on the Actions menu, you can perform the following tasks while working with restock requisitions.
Recalculate Tax & Freight: If needed, you can recalculate the tax and/or freight
amounts on a requisition or purchase order according to a percentage you enter.
Distribute Tax & Freight: If needed, you can distribute the tax and/or freight
amounts on a requisition or a purchase order according to a dollar amount you
enter.
Apply Discount: If applicable, use this option to apply a percentage discount to
all line items in the requisition.
Copy Line: You can quickly copy an existing requisition line item and add it to an
open requisition.
Insert Warehouse Items: Use this action to insert warehouse inventory items to
restock the warehouse.
Vendor Web Site: If you have a web address entered for the vendor in Vendor
Maintenance and if you have Internet access, selecting this Actions menu option
displays the vendor’s web site.
E Shopping: The optional online procurement module enables staff members in
your district to make purchases on specific web sites and have the purchasing
information create a requisition in the Purchasing and Payables module in
Infinite Visions. There are currently two online procurement providers available:
•
•
eSchoolMall
School Specialty
These utilities will be trained separately if this module has been purchased.
Quick Requisition: You can use this utility to enter a number of similar items to a
requisition quickly. This screen is an editable grid: you can add, edit, or delete
items directly into the grid.
Line Items
At the bottom of the screen is a grid containing the line items for the requisition or purchase order. Use the add, edit, view, or delete commands to enter, revise, review, or
delete line items.
 In the description field, if there is more info than appears in the box, right-click and
select Zoom from the drop-down menu or press the Shift key and F2 key to display a
zoom box.
 You can also cut and paste the description information from another document into
this field.
 To check the budget, place your cursor in the Account field and press the Control
and B key at the same time.
30
Restocking
While you are working with line items, you have the following Actions menu options:
Distribute on %: Select Distribute Equally to distribute equally to all accounts.
Distribute on $: Use this option to distribute a dollar adjustment (positive or
negative) among all of the lines.
If the invoice has multiple lines, rounding may occur. This rounding
may change the adjustment amount that you entered. If this happens, you can change the extended price on one of the adjusted
lines to make the total adjustment equal the actual amount you
entered.
Vendor Web Site: If the vendor has a web address entered in the Vendor Maintenance screen and if you have Internet access, selecting this option displays the
vendor’s web site.
Creating a Restock Requisition
Activity
(Required)
Input the following requisitions to restock the warehouse. Fill out the requisition detail
first, and then run the action to Insert Warehouse Items.
Hint: It’s best to change the Insert Warehouse Items grid layout so that you easily see
vendor name and can use it for filtering. Click the Save Grid Layout button on the tool
bar after reorganizing your grid columns.
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Warehouse Training Guide
Requisition 1
Capital City School District
#1
PO Box 1234
Capital City, IV 85000-1234
Phone: 800-546-8931
Fax: 600-546-1232
To:
Ship To:
ABC School Supply
Capital City SD Main Warehouse
DAC
Requester
Order Via
Project
Order Type
Warehouse
Services
Jim Nasium
Email
WHS Restocking
Purchase
Order
Quantity
Award #
Item #
Description
Part No.
Unit
100-009
Dry Erase Board Markers, Set of 6
w/ Eraser
927855
Each
$9.29
25
$232.25
100-012
Index Cards, 3x5, Pack of 500
424895
Each
$3.19
50
$159.50
Subtotal
$391.75
Sales Tax
0
Shipping & Handling
$19.59
Total
$411.34
Notes:
Unit Price
Reference
Ext. Price
Special Instructions:
 Run Action to Insert Warehouse Items.
 From the Warehouse drop-down, select Main and click Apply Selection.
 After selecting the items, click OK.
 Run Action to Recalculate Tax & Freight
Sales Tax = 0.0000%
Freight = 5.0000%
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Restocking
Requisition 2
Capital City School District
#1
PO Box 1234
Capital City, IV 85000-1234
Phone: 800-546-8931
Fax: 600-546-1232
To:
Ship To:
Best Office Supply
Capital City SD Main Warehouse
DAC
Requester
Order Via
Project
Warehouse
Services
Jim Nasium
Email
WHS Restocking
Item #
Description
Part No.
Date Required
Order Type
Reference
Award #
Purchase
Order
Unit
Unit Price
Quantity
Ext. Price
100-001
Pens, Bic Stic Grip, Blue
20226220
50 Pk
5.99
100
$599.00
100-002
Pens, Bic Stic Grip, Black
20226266
50 Pk
5.99
100
$599.00
100-003
Pens, Uniball Jetstream, Black
1886872
3/pk
6.99
50
$349.90
100-004
Sanford Liquid Accent, Assorted
10118491
5/pk
5.99
10
$59.90
Notes:
Subtotal
$1,607.40
Sales Tax
0
Shipping & Handling
192.89
Total
$1,800.29
Special Instructions:
 Run Action to Insert Warehouse Items.
 Select Show All Items to see all items, even those not low in stock, then
Apply Selection.
 Filter on the vendor Best Office Supply.
 Add items to requisition and adjust quantities.
 Run Action to Recalculate Tax & Freight - Tax = 0%, Freight=12%.
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Warehouse Training Guide
Requisition 3
Capital City School District
#1
PO Box 1234
Capital City, IV 85000-1234
Phone: 800-546-8931
Fax: 600-546-1232
To:
Ship To:
Sysco, Inc.
Capital City SD Food Warehouse
DAC
Requester
Order
Via
Warehouse
Services
Jim Nasium
Email
Item #
Date
Required
Project
WHS Restocking
Description
Part No.
Order Type
Reference
Award #
Purchase
Order
Unit
Unit Price
Quantity
Ext. Price
400-001
Mixer, Hobart
M23752
EA
599.99
4
$2,399.96
400-003
Serving Cart, Stainless Steel
C23767
EA
249.09
3
$747.27
Subtotal
$3,147.23
Sales Tax
$100.00
Shipping & Handling
$300.00
Total
$3,547.23
Notes:
Be sure you deliver to the Food Service Warehouse
Special Instructions:
 Run Action to Insert Warehouse Items.
 Select Show All Items to see all items, even those not low in stock, then
Apply Selection.
 Filter on the vendor Sysco, Inc .
 Add items to requisition and adjust quantities.
 Run Action to Distribute Tax & Freight.
• Tax - $100.00
• Freight - $300.00
34
Restocking
Restock Requisition Approval
Purchasing and Payables | Purchasing | Purchase Requisitions
If Enable Requisition Approvals is selected in Warehouse Default Settings, you will need
to approve your restock requisitions before they can be picked up and turned into a PO’s
by the Purchasing department.
As the originator, you can either use the Submit for Approval option on the Add/Edit
Requisition form prior to saving or come to this screen after a requisition has been saved
to approve it.
Additionally, if you have multiple approval levels defined for your DAC, the approval process begins as soon as the person who created the requisition (the originator) approves
it to begin the approval process that has been defined in Security.
If you want to see who is next in line to approve the orders, you can go to the Purchasing
Control Panel and check the Next Approver field.
In addition to approving requisitions, the Actions menu of this screen enables you to
perform the following tasks:
Check Budget: If budget checking has been enabled in your system, the system
checks requisition lines to make sure they are within the available budget.
Check Vendor Alerts: If there are any vendor alerts amount the selected requisitions or purchase orders, the system will display them.
Show Vendor Alerts in Grid: Use this utility to add a Vendor Alerts column to the
Requisition Approval grid. The system displays vendor alerts that apply to the
requisitions or purchase orders.
View Requisitions: Use this action to view restock requisitions in the report
viewer.
Approval Log: Use this action to display the individuals who have approved the
selected requisition.
Return to Originator: Use this utility to return the restock requisition to the requisition’s originator.
Return to Prior Approver: If appropriate, you can return a requisition (or a purchase order change request) to the individual who approved the requisition (or
PO change request) before you.
Approve Requisition: Use this utility to approve restock requisitions.
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Warehouse Training Guide
Approving Restock Requisitions
Activity
(Required)
1. From the Requisition Approval screen, put a check mark in the process box for
orders waiting to be approved. Notice that the Approver field says Orig. This
means the reqs are waiting for the originator to approve them.
2. Go to Actions and select Check Budget and click OK.
3. Go to Actions and select Approve Requisition.
4. Click Yes to acknowledge are you sure you want to approve the selected requisition message.
5. Review any Vendor Alerts that are displayed. In real life, you will need to follow
the instructions provided on these alerts or your orders may not be approved.
For today’s training, go ahead and click OK for each of the alerts.
6. Click Yes to continue.
7. Click OK to acknowledge requisition has been approved message.
8. Look at the Approver field. It should now say JNasium. This is because Jim
Nasium has been designated as the 1st approver in the approval process defined
in Security. Since he was also the originator of the requisitions, he will have to
approve the orders twice.
9. Put a check mark in the process boxes again.
10. Go to Actions and select Approve Requisition again. Acknowledge all messages
as applicable. The orders will be approved and will disappear off of the screen.
Print Requisitions
Purchasing and Payables | Purchasing | Print Requisitions
Use this program to select the warehouse restock requisitions you want to print.
From the Actions menu, select Save Settings to save any changes you make to the print
settings.
Receiving in Purchasing & Payables
Purchasing and Payables | Receiving | Purchase Order Receiving
In the receiving screen, you can receive against any POs issued by the Purchasing department that still have a status of open. Once a POs status is closed, it will no longer appear
in the drop-down list to select.
In this section, we will focus on the two different types of POs that you will typically be
receiving against:
 Purchase Orders for Non-Warehouse Items: These are POs that do not contain
warehouse inventory items. They will not have a value in the Item Number field on
the receiving screen, and the Case Pack will default to 1.
36
Restocking
 Purchase Orders for Warehouse Stock Items: These are POs that originated as
Restocking Requisitions. They will have a warehouse stock number in the Item Number field on the receiving screen and they also may have a Case Pack number of
something other then 1. When you receive against these kinds of POs, your warehouse inventory levels will automatically be adjusted for you. The calculation that
will be made is as follows:
Qty Received x Case Pack = Number of Units added to Quantity in Stock
From the Actions menu in the Add Received Items screen, you can:
Receive All Remaining Items: Use this option to add receiving information for all
remaining items on the purchase order. Individual quantities can be adjusted
after running this action.
Receiving Non-Warehouse Items
Activity
(Required)
1. From the Purchase Order Receiving screen, click Add New Record on the tool
bar.
2. In the Purchase Order field, use the drop-down list to select the purchase order
you want to receive against.
3. Receive against the following non-warehouse purchase orders.
PO# 240005
Description
Dry Erase Board, 4’ x 6’
Unit
Qty
EA
Item No.
Case Pack Notes
1
4. Click OK to save the received record.
5. Repeat the steps above for this next order.
PO# 240011
Description
Unit
Qty
Desk, Executive L-Shaped 4’ x 2’
EA
2
Chair, Computer Task, Maroon
EA
2
Item No.
Case
Pack
Notes
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Warehouse Training Guide
Receiving Warehouse Items
Activity
(Required)
1. From the Purchase Order Receiving screen, click Add New Record on the tool
bar.
2. In the Purchase Order field, use the drop-down list to select the purchase order
you want to receive against.
3. Receive against the following warehouse purchase order. Override the cost as
shown.
PO # 240041
Description
Unit
Qty
Order
Adj.
Item No.
Case
Pack
Glitter, Sky Blue
Jar
5
0
200-001
1
Notes
Change cost to
$7.00
4. Click OK to save the received record.
Notes about Receiving
 The Order Adj. field is only available to Warehouse Central Site Users and can be
used to adjust quantities outstanding on open Warehouse purchase orders by a positive or negative number.
 Changing the item cost at the time of receiving for warehouse stock items will affect
the average cost of the inventory item. If you notice discrepancies between costs on
the packing slip vs. costs on the original purchase order, consider contacting the Purchasing and Payables department to discuss the variance.
38
Restocking
Reports to Review
Review the following reports.
Items at Reorder Point
Warehouse | Reports
Prints a list of all stock items that have reached or fallen below their designated reorder
point in inventory maintenance. You can also specify a percentage of reorder.
Receiving Reports
Warehouse | Reports
Prints receiving reports according to the date range you select. You can specify that the
report contain only warehouse items. You can also run the report for an individual purchase order.
Orders by Requester
Warehouse | Reports
You can print a report of the Warehouse orders for the selected DAC and Requester with
date range criteria. You can choose approved orders, unapproved orders, or all orders,
and can filter the report for a specific requestor and warehouse location.
Warehouse Purchase Order Aging
Warehouse | Reports
This report displays the open purchase orders issued to each selected date. It uses the As
of Date to determine the age of the purchase orders. The default date is the system date.
Vendor/Purchase Order Reports
Purchasing and Payables | Reports | Vendor/Purchase Orders





Vendor PO Totals
Vendor PO History
PO Pay History and Encumbrance
Vendor Invoice History
PO Aging
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Warehouse Training Guide
40
S e c t i o n 5
Warehouse Ordering
Objectives





Use the Warehouse Ordering Control Panel
Adding Warehouse Requisitions
Approving Warehouse Requisitions
Printing Warehouse Requisitions
Reviewing Reports
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Warehouse Training Guide
Warehouse Control Panel
Warehouse | Ordering | Control Panel
This screen displays all of the warehouse requisitions and shipping receipts currently in
process. As a Warehouse Central Site user, you should be able to see all warehouse
orders for the entire district, and also be able to enter a warehouse requisition on behalf
of any DAC, including the Warehouse.
In addition to viewing the current status, you can add, edit, view, or delete a requisition.
From the Actions menu you can:
Return Requisition: Use this utility to return a requisition to the requesting DAC,
unless the requisition belongs to a DAC with the Warehouse site attribute.
Unship Order: Once you ship a warehouse requisition, it’s locked and cannot be
edited. If you need to make a change to a shipped requisition, use this utility to
Unship the requisition.
You can only unship requisitions that have not been posted to the
General Ledger. (See Section 6.)
Print Preview: You can individually display or print requisitions or shipping
receipts from the control panel. Items display/print in Item # order.
Copy Requisition: Use this utility to copy a requisition or purchase order on the
Control Panel.
Approval Log: Use this utility to quickly check on a requisition's approval status
by reviewing the Approval Log. The Approval Log displays the individuals who
have already approved the selected
requisition and when they approved.
Manage Documents: Use this option to display any documents currently
attached to a requisition.
Requisitions
Warehouse | Ordering | Control Panel
To create a new warehouse requisition, click Add New Record on the Control Panel
screen. The add requisition form will be displayed for you to begin entering your order.
Once you have completed the Requisition Detail tab, you can click Add New Record
again to create line item detail.
As the originator, you can use the Submit for Approval option before saving the
requisition to automatically send the requisition into the defined approval process without having to approve the order in the Requisition Approval screen.
42
Warehouse Ordering
Using the options on the Actions menu, you can perform the following tasks while working with requisitions.
Quick Requisition: You can use this utility to enter a number of similar items to a
requisition quickly. This screen is an editable grid: you can add, edit, or delete
items directly into the grid. Using the options on the Actions menu, you can:
•
•
•
•
Split Fund: Buy items with multiple accounts.
Copy Line: Copy a requisition line.
Import from Excel: Import requisition line detail from an Excel spreadsheet.
Export to Excel: Export requisition line detail to Excel.
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Warehouse Training Guide
Adding Warehouse Requisitions
Activity (Required)
Input the following Warehouse requisitions.
Warehouse
Capital City School District
#1
PO Box 1234
Capital City, IV 85000-1234
Phone: 800-546-8931
Fax: 600-546-1232
DAC
Capital City
Elem. School
Stock #
Requester
Mandy
Lifeboats
Requisition 1
Ship To
Project
Capital City
Elem. School
None
Description
Unit
Date Req’d
Requisition Date
Warehouse
Current
Date
Current Date
Main
Price
Qty
Account
100-001
Pens, Bic Stic Grip, Blue
50/Pk
Current
5
001.10.100.5419
100-002
Pens, Bic Stic Grip, Black
50/Pk
Current
5
001.10.100.5419
Total
Special Instructions:
 Use the Hold Account Distribution option.
 After choosing the account, put your cursor in the account field and press
Ctrl+B to check budget for the account.
44
Warehouse Ordering
Warehouse Requisition 2
Capital City School
District #1
PO Box 1234
Capital City, IV 850001234
Phone: 800-546-8931
Fax: 600-546-1232
DAC
Warehouse
Services
Stock #
Requester
Jim Nasium
Ship To
Project
Capital City SD
Main Warehouse
None
Description
Unit
Requisition
Date
Date Req’d
Current Date
Current Date
Price
Qty
Warehouse
Main
Account
100-004
Sanford, Liquid Accent, Assorted
5/Pk
Current
1
001.30.100.5419
300-001
Wipes, Multi-Purpose
EA
Current
5
001.30.300.5419
Total
Special Instructions:
 Use the Lock Price option.
This will ensure that the prices currently quoted on the requisitions
are what will be charged when the order is shipped. Only users
assigned to a DAC with the Warehouse Central Site attribute will be
able to enable the Lock Price option.
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Warehouse Training Guide
Warehouse Requisition 3
Capital City School
District #1
Quick Requisition
PO Box 1234
Capital City, IV 850001234
Phone: 800-546-8931
Fax: 600-546-1232
Date Req’d
Requisition
Date
None
Current Date
Current Date
Unit
Price
DAC
Requester
Ship To
Project
Capital City
Elem School
Mandy Lifeboats
Capital City SD
Food Warehouse
Stock #
Description
Qty
Warehouse
Food Service
Account
400-001
Mixer, Hobart
EA
Current
1
001.10.100.5419
400-003
Serving Cart, Stainless Steel
EA
Current
7
001.10.100.5419
400-002
Spoons, Slotted 3 Pack
3/Pk
Current
6
001.10.200.5419
400-004
Can Opener, Electric
EA
Current
1
001.10.300.5419
400-005
Baking Pan, 13” x 7”
EA
Current
2
001.10.100.5419
Total
Special Instructions:
 Complete the Requisition Detail tab, then go to Actions and select Quick
Requisition.
 Enter the items in the Quick Req form and then save the order as usual.
46
Warehouse Ordering
Requisition Approval
Warehouse | Ordering | Warehouse Requisitions
This screen will display any warehouse requisitions waiting for your approval. If you have
multiple approval levels defined for your DAC, the approval process begins as soon as
the person who created the requisition approves it to begin the approval process that
has been defined in Security.
In addition to approving requisitions, the Actions menu of this screen enables you to
perform the following tasks:
Check Budget: Before shipping an order, in addition to check stock levels, you
should also check whether budget is still available to cover the expense of the
items shipped.
Approval Log: Use this screen to display the currently unapproved warehouse
requisitions. From this screen you can check budget, view the approval log,
return to originator, return to prior approver, or approve requisitions.
Return to Originator: Use this utility to return requisition(s) to their originator.
Return to Prior Approver: Use this utility to return requisition(s) to the prior
approver.
Approve Requisition: Before warehouse requisitions can be shipped by the
warehouse, they need to be approved for shipment by the users who are placing
the order. Approving warehouse requisitions means that the requisitions are
being submitted to the warehouse for shipment.
You may receive the following message when approving Requisitions. “You are not the next approver on the record you
are attempting to approve or the data in your grid needs to
be refreshed”. For example this may occur when someone
with authority to override the approval process, has already
approved the requisition. To refresh the grid, click OK.
Notes About Requisition Approval
 The Show All Requisitions option is available for any users tied to a DAC with the
WH Central Site attribute selected. When you select this option and Apply Selection,
all warehouse orders currently going through the approval process will be displayed.
 As a warehouse central site user, if you need to override the approval process you’ll
be able to do so by selecting the order and using the action to Approve Requisition.
Depending on how many approvers are defined in the process, you may have to do
this several times. Once the approver field shows WH, the order can be processed in
the Ship Warehouse Orders screen.
 You may receive the following message when approving requisitions. “You are not
the next approver on the record you are attempting to approve or the data in your
grid needs to be refreshed”. This message may be received in situations such as two
people trying to approve at the same time or when someone who can override the
approval process has approved the requisition.
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Warehouse Training Guide
Print Requisitions
Warehouse | Ordering | Print Requisitions
Use this program to select the Filter Criteria for requisitions you want to print and to
choose whether to include shipped requisitions and then click Apply Selection. Specify
the number of copies and if you want the copies collated. Click OK. The requisitions display/print in Item # order.
From the Actions menu, you can use the Save Settings option to save the settings you
enter for future use.
Reports to Review
Warehouse | Reports
Catalog: Prints a selected warehouse catalog.
Items at Reorder Point: Prints a selected report of items at reorder point.
Orders by Account: Prints a report of warehouse orders by account according to a mask
you specify. You can choose to include approved, unapproved, or all orders in the report
for the date range you select.
Orders by Requester : Prints a report of the warehouse orders for the selected DAC and
Requester.
Shipped Item Report : Prints a report of shipped items. You can sort by DAC or include
requisition summary information.
Stock History: Prints a history report of either all stock items or if an individual stock
item.
Inventory Stock: Prints a Manufacturer and Model Information or YTD Amounts current
item inventory for the selected warehouse, class, and category. You can also sort the
report by Item Description, Item # or Quantity.
Usage Reports: Prints a report for a single item or all items. If you have access to more
than one warehouse, you can limit the report to a selected warehouse.
Receiving Reports: Prints a report of received items.
Quantity Shipped: Prints a list of shipped items.
Posting Report: Re-prints a warehouse posting journal entry.
Warehouse Purchase Order Aging: Prints a report by number of days for the aging
amount of purchase orders.
WH - Info-Link: The Info-Link reporting tool enables you to perform cross-grid reporting.
Using this utility you can define and generate your own grids containing the data you
select. You can then export the information from these grids to a third-party report
writer or use the normal grid reporting capabilities to generate your own report.
48
Warehouse Ordering
In addition, from the Info-Link Reports grid, from the Actions menu, you can perform the following tasks:
Build Grid with Data: Once you have created a report definition with Info-Link,
you can build a custom grid with the resulting data.
Copy Report: Use this utility to create a copy of the selected report definition. It
displays in the grid with the preface Copy of in the Name field.
Import Report: Use this utility to import Info-Link report definitions created by
other Infinite Visions users.
Export Report: Use this utility to export a report definition and place it at the
location you specify.
Show SQL for Report: Use this utility to display the SQL query command line for
a selected report.
JIT Inventory Report: Use this screen to generate a report that shows vendors and quantity to be ordered on unprocessed Warehouse requisitions.
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Section Review
 The Unship Order option on the Actions menu should be used to return
items that have already been posted to the General Ledger. (True or False)
 What’s a quick way to check the budget for an account when entering a
Warehouse requisition?
 What screen(s) can you go to find out who the next approver on a Warehouse requisition is?
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S e c t i o n 6
Order Processing
Objectives




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Shipping Warehouse Orders
Running an Order Fulfillment Report
Returning Items to the Warehouse
Filling Back Orders
Posting to the General Ledger
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Ship Warehouse Orders
Warehouse | Order Processing | Ship Warehouse Orders
Once warehouse requisitions have gone through the approval process, they are ready to
be shipped. When orders are shipped, inventory stock levels will automatically decrease,
and the shipped items will be queued up in the Post to General Ledger screen for posting. If there is not enough quantity in stock to cover what is on an order, you can ship
what is available and have the system back order the rest of the supplies.
Use this screen to indicate which warehouse requisitions you are ready to ship. Depending on the size of your district and the number of orders processed each day, there are a
couple of different reports you could use to get a list of items to be shipped.
Option #1: Use the Requisition
If you work at a smaller district that doesn’t ship a lot of orders each day, you
may be content with simply printing out a copy of the requisition to use for pulling supplies. Use the Print Requisition screen discussed in the previous section
to print copies of the orders you are shipping.
Option #2: Create an Order Fulfillment Report
If you work at bigger school district where supplies are delivered to multiple
locations every day, you are probably better off using the Order Fulfillment
report, which is basically an inventory pick list. This report allows for combining
orders by location (DAC) so that supplies can be pulled and delivered more
quickly and efficiently. It also contains the Bin Location field for each inventory
item on the report.
You can use the options on the Actions menu to:
Check Stock: Use this utility to check the stock level to be sure you have sufficient stock to fill the order.
Check Budget: Use this utility to check stock levels, you should also check
whether budget is still available to cover the expense of the items shipped.
Order Fulfillment Picklist Reports: Use these reports to help pick the items from
the warehouse for sending to the requester. For the requisitions selected, the
report displays the item information and location, quantity ordered, quantity in
stock, quantity remaining, and requisition information. You can sort the report
by Bin, Item #, or DAC Summary, Category/Sub Category or Project Summary
depending on which action you select.
Ship Individual Item: Use this utility to ship only some of the items on the requisition you have selected in the grid. You can change the shipping date, if necessary.
Ship Multiple Items: Use the utility to ship multiple requisitions. You can change
the shipping date, if necessary.
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Order Processing
Creating an Order Fulfillment Pick List by DAC
Activity
(Required)
1. From the Ship Warehouse Orders screen, put a check mark in the process box for
all orders from the Infinite Middle School.
2. Go to Actions and select Order Fulfillment Pick List (Item # Sort).
3. Review the information in the Report Viewer.
4. Exit the Report Viewer.
5. Now uncheck the Infinite Middle School orders, and put a check in all orders for
the Warehouse Services DAC.
6. Go to Actions and select Order Fulfillment Report (Item # Sort).
7. Review the information in the Report Viewer again.
8. Exit the Report Viewer when finished.
Shipping Individual Items
Activity
(Required)
1. From the Ship Warehouse Orders screen, put a check mark in the process box
requisition #46.
2. Go to Actions and select Ship Individual Item.
3. For Item Number 400-002, enter 5 in the Qty. to Ship field.
4. Click OK.
5. On the Print Preview Requisitions/Shipping Receipts, accept the default values
and click OK.
6. Review the information in the Report Viewer.
7. Exit the Report Viewer. The system displays a message that the requisition has
been shipped.
8. Click OK.
Shipping Multiple Items
Activity
(Required)
1. From the Ship Warehouse Orders screen, put a check mark in the process box
requisition #25.
2. Go to Actions and select Ship Multiple Items.
3. Enter today’s date in the Warehouse Ship Date and click OK.
4. On the Print Preview Requisitions/Shipping Receipts, accept the default values
and click OK.
5. Review the information in the Report Viewer.
6. Exit the Report Viewer. The system displays a message that the requisition has
been shipped.
7. Click OK.
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Notes on Shipping Warehouse Orders
 The Action menu items on this screen are applied to all orders that have a check
mark in the process box, with the exception of the Ship Individual Item Action,
which only applies to the record you have selected in the grid.
 If there is enough quantity in stock to cover what is being ordered, the system automatically attempts to fulfill the order. If you wish to change the quantity, you can
double click the requisition to open it in edit mode and override the quantity to ship.
Whatever you don’t ship will be back ordered unless the back order flag has been
turned off on the item in Inventory Maintenance.
 When you run the action to Ship Multiple Items, all requisitions with a check mark
in the process box will be shipped and you will not be able to adjust the quantities
being shipped.
Return an Item
Warehouse | Inventory | Inventory Maintenance
Once every few years, you may have someone try and return an item to the warehouse.
They will typically have some sort of story already concocted about how they were really
distracted when they placed the order, and how only now, months after they received
the items, did they notice that the paper they ordered was the wrong color.
There are basically two ways in which you can return items to the warehouse. Let’s look
at each of these in a little more detail.
If someone wants to return an entire order and you haven’t posted those items to the
General Ledger yet, you can run the action on the Warehouse Control Panel to Unship
Order. This basically just reverses the original shipment, putting the quantities back in
stock and removing the shipping receipt number from the requisition so that it can be
either deleted or returned to the originator.
Most of the time, however, people returning items to the warehouse aren’t returning
the entire order and usually you have already posted the shipped items to the ledger, so
the unship action is not an option. For these cases, you can use the Return an Item
action in the Inventory | View Transactions screen.
Using the Return an Item Action
Activity
(Required)
Scenario: Maggie from the elementary school just showed up with a wheelbarrow full of
blue glitter that she wants to return because she says it’s neither blue enough, nor glittery enough for her students to use in their art project. She wants to return it and have
her budget money returned to the account she used to purchase it.
1. From the Inventory Maintenance screen, enter item #200-001 in the Item Number field and click Apply Selection. Verify the current quantity in stock.
2. Exit Inventory Maintenance and go to the View Transactions screen.
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Order Processing
3. In the Filter Criteria select the Capital City Elementary DAC and click Apply
Selection.
4. Locate the shipped order for item #200-001 processed on 8/30/20xx.
5. Highlight the line.
6. From the Actions menu, select Return an Item
7. Enter in a Return Date of 09/06/12 and a Quantity of 2.
8. Click OK.
9. The system will make the return and the transaction will be displayed in the grid.
10. Now go back to Inventory Maintenance and verify that the quantity was
updated.
Notes about the Return an Item Action
 Budget money for stock items that are returned in this manner will be credited back
to the account originally used to purchase them when you run the Post to General
Ledger Utility.
 Select the Items will not be re-shipped option if you want the returned items to
reduce a pre-existing back order on the requisition.
 You can easily filter for all returned items in the View Transaction screen by using the
Filter by Selection button in the memo field.
 The Items will not be re-shipped option on the Return an Item screen, is only
applied when there is a pre-existing back order for the item on their requisition. If
there is no back order for this item on their requisition, this option does nothing.
When a site returns items on a requisition that has a back order, if they want to
increase their back order by the amount returned, you would leave this box
unchecked. If they are returning items and don’t want their back order amount
increased, you should check this box.
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Back Ordered Requisitions
Warehouse | Order Processing | Back Ordered Requisitions
Use this screen to manage any back orders currently in process. The system is set up to
automatically create back orders whenever you ship items and there isn’t enough inventory in stock to cover what was ordered. Once new inventory is received you can come to
this screen and fill your back orders.
If you don’t want to use the back ordering system you can do any of the following things:
 Turn on the Limit Orders to Stock On Hand option in Configuration | Warehouse
Locations | Edit Warehouse Locations. This may be the best way to keep back orders
for occurring because it prevents you from even putting the item on a requisition if
there isn’t enough inventory in stock to cover the order.
 Turn off the Allow Back Order flag in Inventory | Inventory Maintenance | Edit
Inventory Record. Since this flag is at the item level, you can turn off back orders for
just certain items. If the item is ordered and shipped and there isn’t enough quantity
in stock, the system will fill what it can and then mark the requisition as closed
instead of back order.
From the Actions menu, you have the following options on this screen:
Check Stock: Use this utility to check the stock level to be sure you have sufficient stock to fill the order.
Check Budget: Use this utility to check budget.
Order Fulfillment (Pick List): Use this report as a pick list to help pick the items
from the warehouse for sending to the requester. For the requisitions selected,
the report displays the item information and location, quantity ordered, quantity in stock, quantity remaining, and requisition information.
Ship Individual Item: Use this utility to ship only some of the items on the requisition.
Ship Multiple Items: Use the utility to ship multiple requisitions.
Cancel Back Order: Use this utility to cancel a back order.
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Order Processing
Filling a Back Order
Activity
(Required)
1. From the Back ordered Requisitions screen, double-click Shipping Receipt #4 for
the Capital City Elementary School dated 7/16/20xx.
2. Review the back ordered items and verify that there is enough quantity in stock
to fill the back order.
3. Click OK to fill the back order.
4. In the Print Preview Requisition Shipping Receipts screen, click OK.
5. Review the receipt and then exit the Report Viewer.
6. Click OK to acknowledge the requisition has been shipped message.
7. Go to Warehouse Control Panel screen and verify that shipping receipt #4 now
has a status of closed.
Canceling a Back Order
Activity
(Required)
Scenario: The fiscal year is coming to a close and there are still a few orders with items
back ordered on them. No more restock supplies will received before the close of the
year so the Business Manager has asked you to close out any remaining back orders and
have the requesters re-order the supplies next year.
1. From the Back order Requisitions screen, select all remaining back orders by
putting a check in the Process box.
2. Go to Actions and select Cancel Back order.
3. All back ordered items from the requisitions will be displayed.
4. Go to Actions and choose Select All.
5. Click OK to cancel all the back orders.
There should now be no requisitions on the Warehouse Control Panel with a
back order status.
Print Shipping Receipts
Warehouse | Order Processing | Print Shipping Receipts
You can use this program to select the shipping receipts you want to print.
When you process back orders, the system maintains the same Shipping Receipt # for the order. If you want to print a copy of the shipping receipt that only shows the newly delivered items, you will need
to use the date range criteria fields to limit the information to just
what is current. Otherwise, the shipping receipt will contain information for all past shipments that were made. This can sometimes create confusion for the people you are delivering the items to.
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Warehouse Training Guide
Post to General Ledger
Warehouse | Order Processing | Post to General Ledger
This screen displays all items that have been shipped or returned since your last posting
was made. In order to keep the district’s General Ledger in balance, you need to post
these items on a frequent basis. When you run the action to Post to General Ledger, a
journal entry will be created. The accounts that the DACs used to order supplies are debited, and the Warehouse Offset account discussed in the Configuration section of this
guide are credited.
Posting Warehouse Transactions
Activity
(Required)
1. From the Post to General Ledger screen, go to Actions and choose Select All.
2. Go to Actions again and select Post to General Ledger.
3. Type the date you want the system to use as a posting date.
4. Click OK to acknowledge JE has been posted message.
5. A journal entry and WH Posting Report will be displayed in the Report Viewer for
you to review and print.
6. When you are finished reviewing the information, exit the Report Viewer.
Reports to Review
Posting Report
Prints a report of the selected journal entry
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Order Processing
Section Review
 When items are returned, budget capacity is returned to the DAC as soon as
you run the Action to Return an Item? (True or False)
 What’s one way to keep the system from creating back orders?
 How often should you post your shipped warehouse items to the General
Ledger?
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Warehouse Training Guide
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