Inventory Request Entry

To add or edit an inventory request, click New or the Inventory Request hyperlink on the Inventory Request List page.

The top set of fields contains information about the source of the request.

  1. The Facility is required. The field is populated with all facilities to which the user has authority. This field is disabled in Edit mode.
  2. The Department is required. The user’s home department is the default value. The user must also have process manager authority for Purchasing - Request Inventory for their department. The field is populated with all departments to which the user has authority; it is disabled in Edit mode. If inventory is issued to Customers, this department must also be defined as a Miscellaneous Billing customer.
  3. Enter the Needed by Date; this is the latest date that the inventory should be delivered. This field is required.
  4. Select an Employee, if desired. This is the person whom the requested items are for.
  5. If this inventory request is tied to a work order, select the Work Order number to associate it to the request.
  6. If this inventory request is tied to a project, select the Project number to associate it to the request. The user must have project category authorization to select a project.
  7. Enter a Job Number if your organization wants to group inventory requests by job number for billing purposes. This value can contain up to 32 characters.

The bottom set of fields contains information about the item(s) being requested:

  1. Select the Item being requested. This field is required; it is populated with all items designated as inventory items. The search returns only items that meet the following conditions:
  • From the facility chosen on the header page.
  • Marked as inventory items.
  • Marked as Central Store items.
  • Not marked as non-disposable items.
  1. Enter the Quantity of the item being requested. This field is required; the maximum value is 9,999,999.9999.
  2. Select the Unit of Measure for the item being requested. This value is required. The available options are defined by the item’s Issue Unit of Measure or Receipt Unit of Measure on the item record.
  3. The G/L Account field is populated with the concatenation of the department’s organization and the item’s expense account, if this combination exists. If the combination does not exist, the user must select an account from the drop-down. The user must have user-based G/L account authorization for purchasing to select a G/L account.
  4. Enter a Comment, if desired, about the request. The maximum length is 64 characters.
  5. The Charge-Out Price/Unit displays the amount that the inventory facility will charge for the inventory item.
  6. Select Save to record the request.

The Item DVD field in the middle of the page allows the user to step through the items on the request, if they need to be edited. This field displays <New> when a request or item is being added.

After a Facility has been selected and the request has been saved, clicking the Facility Item Prompt icon launches the Facility Item Prompt page. This page gives you a list (optionally filtered by Description and/or Commodity) of all of the inventory items that are tied to the selected facility. If multiple inventory items need to be selected from this facility, entry is streamlined by selecting all of them from this page and pulling them into the request as a group. When you click Search, the list displays.

If any of the items is missing the G/L Account value, selecting a value in the Default G/L Account field will assign that value to those items.

  1. Enter the Quantity that is being requested. This field is required. The maximum value is 9,999,999.9999. Once this value is entered, the system populates the Charge Out Price/Unit value. This value cannot be edited.
  2. Click OK to pull the requested item(s) into the inventory request.

This prompt is useful when the user needs to order many things, as it allows for the selection of multiple items. If only a few items are being ordered, they can be selected either using this prompt or using the Item control with the prompt or basic text description search.

  1. Click on the hyperlink value in the Description column. This will launch the Inventory Request Item Maintenance pop-up.
  2. If the item has both a issue and a receipt unit of measure, both are displayed in the Unit of Measure field. The value can be changed from the default issue unit of measure to the receipt unit of measure if it exists; otherwise, the Unit of Measure cannot be changed.
  3. Enter a Comment, if desired. The comment can contain up to 64 characters.
  4. Select a G/L Account, if the account needs to be added or changed.
  5. Click OK to update the item record on the Facility Item Prompt.
See Also

Inventory Request Workflow

Inventory Request List