WO-G  Issue Materials

Purpose of Program

Use this program to issue materials from on-hand inventory to specific work orders.  Materials may either be issued from stock individually or as complete sets of the work order bill of material.

The Issue Materials program only applies to materials issued from stock.  If you are purchasing materials specifically for a work order through the Purchase Orders module, the system will bypass inventory and automatically issue the materials to the work order through PO-C  Receive Purchase Orders.

General Program Operation

Enter the work order number or select a work order number from a pop-up window by pressing the F2 key (or clicking on the Lookup button).  If you want to limit components being issued to those associated with specific Routing sequences you can enter a range of sequences.  Either accept the computer date default or enter the date the material was issued.  The Parent Part (the item number of the item being manufactured) and its description will be displayed.

You may enter a short note in the Reference field if there's anything you wish to record regarding this transaction.  The reference goes into the inventory transaction file and can be listed on reports.

Individual, List or Kit Issues

There are 3 types of Material issues - Individual, Kit and List which control how the component quantities are entered on the second screen for review prior to processing.

If you enter Y to Kit Issue then the program will suggest issuing all needed materials regardless of stock balances.  If you say N meaning individual issues and no Kit logic then the screen will open with all issue quantities at 0 and you can manually enter a quantity per item.  L for List is similar to Kit but it will suggest the lesser of the quantity required and the on hand quantity so stock will not be taken negative.

Next, the cursor will skip to the Qty Issued field.  Enter the number of sets of the bill of material you want issued.  If you are issuing individual components you can enter 0 and manually enter issue quantities on the next screen.

After entering the number of sets needed, you will see the work order bill of material displayed with the required quantity for the number of sets requested, the on-hand quantity available and the suggested issue as described above based on whether you answered Y,N or L to the Kit Issue prompt.  If an item is on a purchase order tied to the work order, the suggested issue quantity will take into account the PO Quantity.  Thus, if a work order needs 25 units of a component and 5 are available in stock, a purchase order can be placed for the 20 needed and this list will suggest issuing the remaining 5 from stock to supplement the PO that has been placed for the other 20.  Any of the suggested issue quantities can be edited by highlighting the line and Clicking Edit, then entering the desired issue quantity.  The lower part of the screen detailing each component includes the quantity issued previously and, if a Purchase Order has been issued for the item and is tied to the Work Order, the On PO quantity is also listed.

Once all quantities have been reviewed, click Save and the items will be issued.  If you do not wish to issue the items, click Back to return to the initial screen or click Exit and the program will close.

Issuing the Balance Required for all Components

If you select Kit or List and then enter a 0 quantity, the program will issue sufficient stock to bring each component up to 100% issued   This can be helpful when prior issues have been for different partial quantities and you want a simple way to issue the remaining balances.

Adding a component

Once you are on the screen listing the components there is an Add button on the lower left which can be used to add a component not currently on the Bill of Materials.  Click Add, enter the desired item number, the quantity to issue and the quantity per assembly and, if WAREHOUSE CONTROL is enabled, the Bin Location.  Click OK and you will be prompted to confirm you want to add the item to the BOM and it will be saved.

Lot and Serial Control

If a component is coded to require lot control, processing will stop and you will be asked to enter a lot number.  If you enter an existing lot number, processing will continue.  If you enter a lot number which is not on file, you will be told that the lot number doesn't exist and you will be asked if you want to add it to the lot file.  Existing lot numbers can be looked up via the F2 key (or click on the Lookup button).

In a similar fashion to lot control, if a component is coded to require serial control, you will be asked to enter a serial number for each unit being issued.  The cursor will continue stopping at the serial number field until it gets a serial number for each unit.  If you enter a serial number which is not on file, you will be told that the serial number doesn't exist and you will be asked if you want to add it to the serial file.  Existing serial numbers can be looked up via the F2 key (or via the Lookup button).

Component Record Locks

If a necessary file for any component is open by another user causing a record lock for that item, the component issue will be posted to a temporary file so that the process is not aborted midway through the Bill of Materials.  A message to that effect will appear on the screen.  The components thus affected need to be posted at a later time using WO-O Post Material Transactions before the job costing will be correct and the work order can be closed.

Editing Previous Entries

You may edit previous transactions to correct for mistakes.  Click the Reverse button on the lower left corner and indicate whether to reverse a work order issue or a PO Receipt, then specify the Work Order, Date and Component part to to get a list of transactions.  You can search the list by work order, date, or parent item number.  Highlight the transaction you want and press <Enter> or click on it.

Once you press <Enter> to continue, you will be asked Do you wish to Backout this record? If you press <Enter> to accept the Y default, the program will reverse all processing that occurred when the original transaction was made.  You can then reenter the transaction, resave the screen, and a new transaction will be processed.

To delete a transaction, bring it up on the screen, indicate that you want to back out the record, then press <Esc> without making a new entry.

Processing

When a material transaction is saved, the following processing takes place.

The material cost is calculated by taking the current inventory average cost for each component multiplied by the quantity issued or scrapped.

The cost and quantity issued are posted to the work order bill of material file.  The Percent Issued for the component is recalculated.

The cost is posted to the work order header file, where it may be viewed through WO-A  Enter Work Orders or DC-I  Work Order Inquiry.  Material component costs get posted to the Actual Materials field; labor component costs get posted to the Actual Labor field.  The Variance and Percent Variance with estimated costs are recalculated.

The On-Hand quantity for the component is reduced, the In Work-in-Process quantity is increased, and the Allocated quantity is decreased.

The Asset account defined in the item class for the inventory master record for the component is credited and the Work-in-Process account for the item being manufactured is debited.

A record of the transaction is made in the inventory transaction file and the Work Order material transaction file.

If a lot control entry was made, the lot file gets updated.  If serial file entries were made, the serial number file gets updated.