The document outlines the tools and processes for managing inventory at MC University, focusing on the use of parts on work orders to track estimated versus actual materials. It details types of materials, including stocked, out of pocket, and direct issue items, and provides hands-on instructions for creating work orders, adjusting inventory counts, and transferring inventory between stock rooms. Overall, it serves as a comprehensive guide for understanding and utilizing inventory management features effectively.

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P03|Inventory Management Tools

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Using Parts on Work Orders
Tools for Inventory Management
Agenda

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Using Parts on Work Orders Defined
Estimated vs. Actual Materials
Types of Materials
Using Parts on Work Orders

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Parts are added to Work Orders to:
• Complete required Tasks
• Estimate potential Inventory costs
• Manage Inventory counts
Using Parts on Work Orders Defined

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Added to Costs tab of Work Order
Estimates used to Reserve quantities
Actuals will decrease On Hand and
Available quantities
Using Parts on Work Orders Defined (cont’d)

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Can be added through Complete / Close
Dialog
Using Parts on Work Orders Defined (cont’d)

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Estimated Materials:
• Typically defined at Procedure level
• Reserves quantity from Inventory
• Creates Actuals record
• Quantity can be converted to Actuals
Estimated vs. Actual Materials

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Actual Materials:
• Materials used to complete Work Order
• Decreases On Hand quantity
• Can be used to rotate Assets
Estimated vs. Actual Materials (cont’d)

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Estimates can be transferred to Actuals
from Complete / Close Dialog
Overwrites manually entered Actual
Material records!
Estimated vs. Actual Materials (cont’d)

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Three different types of Materials can
be added to Work Orders:
• Stocked Items
• Out of Pocket Items
• Direct Issue Items
Types of Materials

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Stocked Items:
• Maintained in Stock Room
• Counts are managed
• Added as Estimates and / or Actuals
• Can be rotating Assets
Types of Materials (cont’d)

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Out of Pocket Items:
• Inventory counts are not managed
• No Purchase Order activity
• Typically added as Actuals
Types of Materials (cont’d)

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Direct Issue Items:
• Inventory counts are not managed
• Add item as estimate (must create
Purchase Order)
• Can be added as Actuals
Types of Materials (cont’d)

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Direct Issue Items added to Estimates
flag need to order
Once ordered, new Purchase Order
added to sub-tab
Types of Materials (cont’d)

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Now let’s practice creating a test Work
Order and adding a Stocked Item to the
Materials (Actuals)!
Adding Materials (Actuals): Hands-On

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To create a test Work Order select the
arrow next to the New button, and
select Work Orders
Fill in the required information
(highlighted in blue)
Save the record
Adding Materials (Actuals): Hands-On (cont’d)

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Navigate to the Costs tab of the Work
Order
Select the Actuals sub-tab
Click on the Add button in the
Materials (Actuals) section
Adding Materials (Actuals): Hands-On (cont’d)

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Select an Item from the Stock Room
filter All Stock Rooms
Adjust the Actual Qty amount
(optional)
Adding Materials (Actuals): Hands-On (cont’d)

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Select Apply / Close to add the Item
Save the Work Order
Adding Materials (Actuals): Hands-On (cont’d)

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You have now successfully completed
creating a test Work Order and adding
Material (Actuals)!
Adding Materials (Actuals): Hands-On (cont’d)

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Adjust Inventory
Count Inventory
Transfer Inventory
Transactions Tab
Tools for Inventory Management

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Update multiple inventory quantities
from single screen
Powerful tool for correcting Inventory
counts
Saving will update counts
Adjust Inventory

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Actions  Adjust Inventory Quantities
Filter by Repair Center and Stock Room
Row displayed for each Item identifies
current Inventory levels
Adjust Inventory (cont’d)

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Ability to correct or update quantities
and information:
• Bin
• On Hand (OH)
• Reserve (R)
Adjust Inventory (cont’d)

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• Available (A)
• Reorder Point (RP)
• Cost
• Charge
Adjust Inventory (cont’d)

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Example of using Adjust Inventory tool:
Adjust Inventory (cont’d)

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Maintain quantities obtained during
physical counts
Counts are saved prior to applying
Must be applied to adjust Inventory
Count Inventory

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Actions  Count Inventory
Lists all Inventory with editable
columns
Filter to Items With Count Values Only
using indicator
Count Inventory (cont’d)

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Ability to update:
• Bin information
• Physical Count
Difference field will auto-update (read
only)
Count Inventory (cont’d)

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Example of using Count Inventory tool:
Count Inventory (cont’d)

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Transfer inventory from one Stock
Room to another
Quickly move one or more Items
Transfer Inventory

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Actions  Transfer Inventory
Steps to Transfer:
• Designate Stock Room to transfer from
• Select Inventory to be transferred
• Designate Stock Room to receive item(s)
Transfer Inventory (cont’d)

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Example of using Transfer Inventory
tool:
Transfer Inventory (cont’d)

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Example (cont’d):
Transfer Inventory (cont’d)

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Example (cont’d):
Transfer Inventory (cont’d)

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Inventory Transaction will be created
and stored on the Transactions tab
Transactions will display anything that
affects On Hand Inventory
Transactions Tab

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Transaction Tab for Inventory maintains
critical management information for
individual Parts
Series of sub-tabs summarizing
transactions resulting in current
Inventory levels
Transactions Tab (cont’d)

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Filters are available to limit results by:
• Repair Center
• Stock Room
• Transactions after a specific date
Transactions Tab (cont’d)

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Default display includes smart elements
to open associated records
Default setup for each sub-tab includes
row for transaction grouped by stock
room and Item ID
Transactions Tab (cont’d)

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Now let’s practice creating a test
Inventory Item, adjusting quantities,
and using the Transfer Inventory tool to
transfer Item to another Stock Room!
Transfer Inventory: Hands-On

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Create a test Inventory Item
Fill in the Item ID with P03_YOURINITIALS
Fill in the Item Name with
P03_YourNameHere
Transfer Inventory: Hands-On (cont’d)

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Navigate to the Locations tab of the
Item
Add a Stock Room location
Adjust the On Hand quantity to 5
Select Apply / Close and Save the Item
Transfer Inventory: Hands-On (cont’d)

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Open the Transfer Inventory tool from
the Actions menu
Search for your newly created Item and
select it
Adjust the quantity to 3
Transfer Inventory: Hands-On (cont’d)

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Select Add to Transfer Cart
Filter to a different Repair Center and
select another Stock Room
Click Apply
Transfer Inventory: Hands-On (cont’d)

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Navigate back to the Inventory module
and find your Item
Select the Locations tab
Item On Hand amount will now be split
into two Stock Rooms
Transfer Inventory: Hands-On (cont’d)

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You have now successfully completed
creating a test Inventory item and
transferring Stock Room quantities
using the Transfer Inventory tool!
Transfer Inventory: Hands-On (cont’d)

47. Thank You for
Watching!