Stock Issues {FPMO4-1}

This option allows for the maintenance of Stock Issue.  A Requestition is not a prerequisite for an Issue Document, except for study guide material. An Issue is a pre-requiste for a Return. Items on a  stock issue document must be defined as stock items. Issue Documents can be re-printed using option {FPMOR4-11}. 

The following must exist before the user can process a document in this option.

• Access Restrictions on Document Type {FCSM-4}.

• For Update and Select privileges the User must be linked to PM Access Restrictions.  The Access Restrictions for this option are:

• The Rules are:

• If linked to FP the user cannot be linked to FPS or FPS% and visa versa.
• If linked to FPS the user cannot be linked to FP or FPS% and visa versa.
• If the user is linked to one of the following Access Restriction: FPSA, FPSC, FPSD, FPSF, FPSH, FPSK, FPSL or FPSP the user can also be linked to any other store restriction in the list.

• Set System Operational Definitions {FCSM-1}, TAB - System Operation Definitions
  

Code	Sub System	Description Action
AR	CS	Document Numbers
AY	PM	ORDER/REQ/STORE DEF VAT CODE
AZ	PM	ORDER/REQ DEF INC./EXC. IND
BA	CS	Budget Control
BB	CS	Override Insufficient Funds
BH	CS	Allow Insufficient Funds
PK	PM	Automatic Print - Store Issue
PC	PM	Auto Print - GRV Undelivered

• Store and Item Definitions {FPMM-22}/{FPMM-23}


• Before Stock Items can be used in this option the items must be defined in option {FPMM-22} and {FPMM-23}
• Items defined as function items {FPMM-23} do not have any store locations or hold any stock.
• These items do have any stock value or create stock movement records
• Items linked to a function cannot be requested, in the back office {FPMO1-1} or in the finance iEnabler, ordered {FPMO2-1}, issued {FPMO4-1} transferred between stores {FPMO4-6} or process stock adjusted {FPMO4-26}.
• The only programs to request or issue function items are the distance education request and issue programs. 
• Functions item can however be returned if the item exist on a study guides issue. The purpose of the return is to correct students account should the student have been charged for the item or to correct the study guides expense in a study guides free environment.
  
  


• Transaction Types for Stock Issue and Return {FCSO-7}

• The users have no control over the Transaction type in this option, it is maintained by the program.  Transaction Types must be defined in option {FCSO-7} for the following events.

Event	Description	Type of Document
SE	PM - Issue	SA, SB, SF
SD	PM - Returns from Department	TA, TF
GI	GL - Stock Input VAT	All documents with output VAT
GJ	GL - Stock Output VAT	All documents with output VAT
SP	PM - Cash Purchase	TP
ST	PM - Inter Store Transfer Debit	TC
SM	PM - Inter Store Transfer Credit	SC

• PM Subsystem Cycle. {FCSM-2}

• A user of this option must ALWAYS validate that the PM current cycle is correct before processing any documents.

Fields in the option:

Block 1:  Stock Issues

• It is mandatory to complete this Block before the users can access Block 2.
• The user will select the type of issue document to process. The following types are available.

SA	Normal Issue	Type SA documents are used to issue an item from stores with the expense being debited against a expanse GLA.
SF	Study Guides Issue	A pre-requisite for this issue is a request. Documents Type "SF" is used to issue a study material or related items from a request created in the distance education module. Should the charge indicator on the item definition be set to (N)o the expense is debited to expense GLA set up for distance education free items and the institution bears the cost of the study material. Else if the charge indicator on the item definition be set to (Y) es the issue debits the student debtor account.
SM	Maintenance Issue	The document type is only available if the item is flagged a "Returnable" on the item definition. Using the document type results in the issue of an item same as document type SA but the issue is not expensed to cost but to a suspense account as defined on {FPMM-21}. Using the document type,   items are sent for maintenance and the store expects the item to be returned. Returning the items will make the item available to be issued and clear the suspense account.
TP	Cash Purchase	Document Type "TP" - Cash Purchase is used to enter items into the stores for which an order does not exists. The petty cash GLA as defined on the stores is credited with the cost of the items entered into stock. This document type is used where an out of stock item is replenished urgently without placing an order for the item but using the store petty cash to buy the item.

• On tab from the document type field the document number will be allocated to the issue document.
  
• The user will select the store to issue from. If a store is linked to the user on {FCSM-5} the store will default.

Field	Type & Length	Description
Document Type	A2	The issue document type to use for the stock issue.Valid document types for stock sales are SA - Normal Issue, SF- Study Guides Issue, TP - Cash Purchases. Issue document display sequences are maintained in option {FCSO-23} and are controlled by a sequence (Range 61 to 89).  Pop up Menu - available on field document number. LOV Type of Documents - Lists issue document types and descriptions.
Document Number	A10	Document number may be entered by the user or can be generated by the program. To automatically generate a document number the system operational definition code AR must be set to (A)automatic or (B)oth. Auto generated numbers (consisting a prefix and number) are maintained in the option Auto Generated Numbers {FCSM-3}. A issue  number is obtained by the program from the Auto Generated Numbers where the code equals  "K1 - STORE RETURN/EQUIVALENT NUMBER".  To manually allocate a document number to a issue the system operational definition code AR must be set to (M)anual or (B)oth. If set to (M)anual the user is required to enter a document number.   If set to (B)oth the user may manually enter a document number else on enter or navigation from the field the program will allocate the number from the auto generated numbers. "K1- STORE ISSUE/EQUIVALENT NUMBER"
Store Code	A2	The store code from which the item will be issued. Store codes are defined under option {FPMM-22}. The program will default the store code linked to the user on the "Finance User Access Control" {FCSM-5} or supplied by the user. If linked to a store the user is restricted to that specefic store.
Originating Document:- Must  be used when the issue is made form a stock requisition. Are not mandatory for an issue except for document type  SF. Cannot be used for type of documents TP
Document Type	A2	For issue document valid values are SA - Requisitions (R) or Web Requisition (I) SM - Departmental Return (TA) or Return Study Guide (TF).
Document Number	A10	Enter or select a originating document number for the document type selected. The list of values contains requisition document numbers with stock items not yet issued for the store and document type. If the user wants to copy the complete document the user can go to the next Block else if the user requires a specific line the user must complete the next line number field. Pop up Menu - available on field Document Number. LOV Originating Document Numbers - Lists document number and type for the store and originating document type entered.
Line Number	N3	Enter a line number. Pop up Menu - available on field Document Number. LOV Line Numbers - Lists Process Date, Line Number, Item Detail type (IDT), Store, Item Number Sequence. Use the list of values rules to select a line and keep the following rules in mind. There are three levels per document to select from: Level 1.  Select all records from the document by choosing the line 0 (Zero) of the document.  There will be a line 0 per store code and document. Level 2.  Select all records from a line of the document by choosing the line greater than zero but without a value in the "IDT" column. Level 3.  Select only an Item Detail record from a line of the document by choosing the line greater than zero but with a value in the "IDT" column.
Item Detail Type	A1	Displays the Item Detail Type of the line the user selected from the list of values on the document number field. If the user selected a line without an IDT the field will be left blank
Sequence Number	N10	Displays the Sequence Number of the line the user selected from the list of values on the document number field. If the user selected a line without an IDT the field will be left blank

Example:

 

Block 2:  Stock Issues Item Detail

• Stock issues does not require approval
• The key to this Block is field Type of Document, Document Number, Line Number, Item Detail Type and Sequence.

Field	Type & Length	Description
Item Code	N8	Enter a Stock Item code as defined under option {FPMM-23}, TAB - Stock Item Definition, linked to the store code from which the user will issue the item {FPMM-23}, TAB - Item Store Definition.  Issue Originating from Requisition The items defaults from the original document. No changes or additional items allowed by the user. Issue Not Originating from a Requisition The user must enter the item number of the items to be issued. Pop up Menu - available on field item code. LOV Line Numbers - Lists Item Number, Description, Issue Quantity and Active Indicator.
Description	A30	The item description of the item is displayed.  The field is not accessible to the user.
Original Quantity	A8	The total quantity of the item on the requisition (original document) will be displayed.  The field is not accessible to the user.
Previously Processed	A8	The total quantity of all issues for the item on the order (original document) will be displayed.  The field is not accessible to the user
In Stock	N6.3	Displays the in stock quantity in issue units.
Issue	N6.3	The number of issue units to be Issued. Unit can be up to 3 decimals. A user can issue more units than the quantity requested if the quantity requested is less than the quantity previously issued. Pop Up Menu - available on field quantity. Maintain Internal Delivery Instructions - Selecting the option drills down to the "Maintain Internal Delivery Instructions" screen allowing the user to enter internal delivery instruction for the item. Debtor Item Detail - Selecting the option drills down to the "Debtor Item Detail"
Unit Price	N15.2	Displays the unit price or weighted average cost price of the item. The unit price of an item is not updateable except where the document type is a Cash Purchase (TP), then the user is allowed to update  or change the item unit price.
Mark Up %	N5.2	The percentage mark-up (profit) that will be added to the cost price.   Issue Originating from Requisition The value defaults from the original document and cannot be changed by the user. Issue Not Originating from a Requisition The system will default the item's mark-up percentage from option {FPMM-23}, TAB - Item Store Definition. The program will allow the user to add mark-up to departmental issues.
Cost Price	N17.4	The value is calculated as follows: Issue Cost Price The cost price of one issue unit as stored by the system in option {FPMM-23}, TAB - Item Store Definition at the point of an Issue irrespective of the original cost price .  The user cannot access the field Purchase Cost Price Must be entered by the user.
Total	N17.2	Displays the item detail total value in local currency VAT inclusive for the line.
Expense GLA Cost Centre and Account	A4 + A8	The GLA to debit with the issue expense, the Cost Centre account will populate fields Asset Indicator, VAT Rate and Apportionment % depending on Cost Centre or Account definitions. Issue Originating from Requisition The value defaults from the original document and cannot be changed by the user. Issue Not Originating from a Requisition Must be completed by the user: Pop Up Menu - available on fields Cost Centre and Account. Cost Centre / Account Description - Displays the Cost Centre and Account description for the various fields. LOV Cost Centre - Displays Cost Centre code, name and VAT code linked to the Cost Centre. (Only available on the Cost Centre field). LOV Accounts - Displays the Account code and description of the account. (Only available on the Account field). Maintain Cost Centre Definitions - Drills down to the "Maintain Cost Centre Definition" option {FCSO-1}. Update and select access rules apply to this option (Only available on the Cost Centre field). Maintain Account Definitions - Drills down to the "Maintain Account Definitions" option {FCSO-3}. Update and select access rules apply to this option (Only available on the Account field). Maintain GL Allocations - Drills down to the "Maintain GL Allocations" option {FCSO-6}. Update and select access rules apply to this option (Only available on the account field). Job Number - Selecting the option displays a list of job numbers and tasks. Selecting job number, defaults the GLA of the job number into the expense GLA fields. (Only available on the Cost Centre field). Show Date and Time - Displays the date and time the transaction was processed.
GL Note	A30	An optional note to accompany the GL-transaction. The system will insert the first 30 characters of the item description into this field. The user can update the GL Note.
VAT Rate	N8.3	Enter the VAT rate for the unit price and the valid range is from 0 to 1.000. Issue Originating from Requisition The value defaults from the original document and cannot be changed by the user. Issue Not Originating from a Requisition The system will default the VAT rate of the previous field VAT code.  The system will allow the user to use different VAT rates for each item of the document.
VAT Apportionment %	N6.3	Value range of this field is from 0 to 1.000. Issue Originating from Requisition The value defaults from the original document and cannot be changed by the user. Issue Not Originating from a Requisition The system will default the VAT apportionment of the VAT Rate Code {FCSC-1} linked to the cost centre {FCSO-1}, TAB - Cost Centre Detail of the expense GLA.  The user is allowed to change the apportionment percentage.
Asset indicator	A1	Valid values are "Y" or "N".  The system will set this indicator to "Y" if the expense GLA is linked to the asset account category as defined on the system operational definition code AV and AW, both in subsystem CS, otherwise to "N". The asset account category values can be either between 410 and 419 or 890 and 899, i.e. expenditure on fixed assets. Issue Originating from Requisition The value defaults from the original document and cannot be changed by the user. Issue Not Originating from a Requisition The user can change any default values.
Job Number	N8	Supply the number of the project to link this item to a Job number.  Job numbers are defined under option {FJCO-1}.  If entered, the GLA of the Job Number will be the default for the expense GLA field of this Block. Issue Originating from Requisition The value defaults from the original document and the user cannot make any change. Issue Not Originating from a Requisition Completed by the user if necessary. Pop Up Menu - available on field job number. LOV Job Numbers - A list function will display the Job Number and job description. Maintain Projects and Jobs - Drill down to "Maintain Projects and Jobs" {FJCO -1}. Update and select access rules apply to this option.
Budget Control		On commit of an issue, the budget control procedure is started. Issue Originating from Requisition Only original item detail records where the budget control value is Sufficient or Forced will be copied to the issue and cannot be changed by the user.  Issue Not Originating from a Requisition During commit of the document the system will do budget control on the lines of the issue if the system operational definition BA subsystem CS is "Y". If there are not sufficient funds the following pop up will be displayed.   If the user has the authority to override insufficient funds (see options {FCSM-1} and {FCSM-5} for more detail on this topic), using the arrow keys, highlight your choice and press <ENTER> to allow the program to continue.  If your choice was (OK), the program will set the budget indicator to Forced with the user ID. If (NO) or if the user does not have the authority to override insufficient funds, then the following popup will be displayed.

Example:

 

Processing Rules
	No special processing rules

See Also:

• Procedures:
• None

History Of Changes

Date	System Version	By Whom	Job	Description
13-Jun-2007	v01.0.0.0	Amanda Nell	t134676	New manual format.
27-Feb-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner
26-Oct-2009	v02.0.0.0	Marchand Hildebrand	t 158613	Remove documents type SE,SD and SH from LOV
11-Mar-2010	V02.0.0.1	Marchand Hildebrand	t160929	Add document types SM