Summary

Follow this process to commit inventory transactions. The steps of this process will vary depending on which modules are set up to interact with the Inventory Control module.

This will also process a batch of Inventory Control items received in the Purchase Orders module.

Step by Step

1     Print the Proof List.

• Open the Print Proof List window (IC> Inventory Transactions> Proof List).
• Select the order you would like to report to print in.
  • Select Item Number to sort the report by item number.
  • Select Entry Order to sort the report entries by the order they were entered in the Enter Transactions step or the order they were imported in the Import Transactions step.
  • Select Location to group the items by location.
• The Proof List will display the Item, Description, Location, Action, Category, Transaction Description, Transaction Date/Time, Change in Quantity, Change in Value, Transaction Total and the Report Total.
• If any of the transactions included in the batch will result in item recosting, the resulting reversals and new transactions will be included in the proof list.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• Review the Proof List.

2     Print the GL Distribution report.

• Open the Print GL Distribution window (IC> Inventory Transactions> GL Distribution).
• Enter a Journal Entry Date. The JE date will determine the fiscal year and period the inventory transactions will be posted in. The fiscal year and period the journal entries are posted to does not affect the inventory costing.
  • This is the date of the journal entry when it is posted to the general ledger.
• The Fiscal Period and Fiscal Year fields will automatically populate after you have selected a Journal Entry Date.
• Select a Report Type.
  • The Summary report will display the GL Account Number, GL Account Description, Debit amount and Credit amount. The report will provide a Fund Total and a Report Total as well.
  • The Detail report displays everything included in the Summary report as well as the Inventory Item and Item Description.
• Check the Subtotal by Dept toggle to add department subtotals to the report.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

3     Print the PM Proof List.

• Open the PM Proof List window (IC> Inventory Transactions> PM Proof List).
• The PM Proof List displays the PM module transactions generated by the inventory transactions in the batch. This report will only display information if there are PM module task and type codes attached to inventory items in the batch.
  • The PM Proof List will display the Inventory Item, Date, PM Task, PM Type, LEMS code, Description, and Amount. The report will also provide a Task Total and a Report Total.
• The PM Proof List is a required step if you have enabled the PM Interface on the IC Setup window (IC> Utilities> Setup> PM Interface toggle).
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

4     Print the WO Proof List.

• Open the WO Proof List window (IC> Inventory Transactions> WO Proof List).
• The Report Type field is used to select the standard WO proof list or the WI Hwy report for Wisconsin agencies using Wisconsin Highway functionality.
• The WO Proof List will display the WO Number, Reference Number, WO Description, Item ID, Date, Transaction Description, Activity, Units, Value Per Unit, Overhead, and Total Value. The report will also provide WO Totals and a Report Total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the WO module Distribution Report.

• Open the WO Distribution window (IC> Inventory Transactions> WO Distribution).
• This step will create any work order distribution records for each inventory item that is associated with a work order.
• This step will only be available if the Distribute values for IC toggle is checked on the WO Setup window (WO> Utilities> Setup).
• The WO Distribution Report will display the Fund, Account Number, Account Description, Debit Amount, Credit Amount, and transaction Description. The report will provide totals by fund as well as a report total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the Inventory Transactions batch.

• Open the Commit Transactions window (IC> Inventory Transactions> Commit).
• Click OK or press ENTER to commit the transaction.
• Once a batch is committed it cannot be rolled back.
• The batch has now been committed. If there were return to vendor transactions in the batch that were set up to create credit memos, they have now been created.