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Inventory – Recombine Items

The ease by which data may be managed is my favorite thing about using FabSuite.

We had a client with questions regarding recombining material to an existing stock item.   The shop had come to the office with a suggestion for using a stock angle in place of a purchased item.  The client wanted to return a full purchased length to the vendor, and then recombine their parts to the stock pieces their shop wanted to use.

No problem.  For our example here, we are going to use (2) pieces of L 3 x 3 x ¼ x 10’-0 we have in stock for use in a job, and return the purchased material to the vendor – getting that cost of the item removed from the purchase order.

The steps we are going to work on to accomplish this are as follows:

  • Find the open stock material in inventory or add them to the open stock list
  • Reserve the open stock material for the job in which it is to be used
  • Find the combined material in Inventory for that job number
  • Manually un-combine the material, sending the ‘loose pieces’ to Requisitions
  • Select the reserved stock pieces, add the loose items from the Requisition to the stock items
  • Update the Cut list – delete old information and add the new
  • Un-receive and remove or delete the material from the Purchase Order

If the material in question is not currently listed in Inventory, enter it now.  We may then reserve it to the job in which it will be used.  If so, skip the step for ‘Find the Stock Material’ and go directly to ‘Reserve Material for the job’.

Find the stock material

In the Inventory window, click first the blank line at the top of the list under ‘All Jobs’ at the bottom left.  For those unaware, this ‘blank line’ is the filter selection used to see all of the open stock items.  Next, click on the material shape listed under ‘All Items’, filtering then for only items of that shape.  We have selected a double filter here, first for the open stock, and second for the material shape.

Notice that with the highlighted item, L 3 x 3 x ¼, the first column is blank.  This means that the L 3 x 3 x ¼ was listed into Inventory by hand or by import, and was not added by way of a FabSuite Purchase Order.  Just for your own information, see that the item just below, the L 6 x 4 x 3/8 has ‘PO’ showing in the first column, meaning that the item got put into Inventory from a Purchase order.

Reserve the material for the job

With the L 3 x 3 x ¼ highlighted, find and click the ‘Reserve’ button located above the Inventory display area, slightly to the left side.  The ‘Reserve’ window appears.  Enter the quantity and the Job Number for which the material is to be moved, and then click the ‘Reserve’ button.  As quickly as you click, the material will be moved out of open stock and into the job number we have entered in the Reserve window.  The ‘Reserve’ pop up window will close and you will hear the audible ‘beep’ that the program has performed that function.

Click on the job number in which the material has been moved.  Find that under the list for ‘All Jobs’ at the bottom left of the Inventory window. The display area view will now be filtered to show only the material for that job.

Next, click the material shape which applies to the moved item, in this case, the ‘L’ for angle and the display area view will be filtered for only angle.  At the top of the list in the example, the moved pieces now show and are highlighted.  The first column shows an ‘R’, meaning that this material is reserved for this job.  We are ready to manually un-combine the pieces which we want to install into our stock items.

Manually Un-Combine

Find a good candidate to un-combine.  What I generally do is just click along the list of stock lengths for that shape, watching the window at the bottom left for a large drop.  The example screenshot shows an opportunity, as I have click on an L 3 x 3 x ¼ with a drop of 5’-8 3/8.  We will manually un-combined this piece.

When the item to un-combine has been located, leave it highlighted in the list, and then click the ‘Inventory’ drop down, and then click to select ‘Switch to Manual Combine Mode’.  Notice that the command buttons at the bottom of the Inventory window have changed.

The regular Inventory command buttons are ‘New’, ‘Edit’, ‘Copy’ and ‘Delete’.  While in manual combine mode the commands ‘Add Items’ and ‘Remove Items’ will appear.

While in Manual Combine Mode, there are two new buttons for ‘Add Items and ‘Remove Items’.  With the L 3 x 3 x ¼ angle highlighted, I am going to click the ‘Remove Items’ button at the bottom right.  This will open a new pop up window for removing the pieces and sending them to a Requisition – our ‘place holder’ for these loose pieces.

I clicked the double right pointing arrow to move all pieces to the included side of the ‘Remove Item’ window.  Then I click ‘OK’, which then activates the pop-up for sending the items to a Requisition.  I click ‘Yes’.  The ‘Select Requisition’ window opens, but FabSuite detects that the original requisition is not there.  No problem, I will just make a new one for the pieces to sit on while I perform the next step. This is how FabSuite keeps track of these ‘loose’ items.

 

 

 

In the Requision window, I click the ‘Add’ button, and the Requisition Edit window opens.  I enter the new number and then click ‘Save’.

Returning to the ‘Select Requisition’ window, I then click ‘Add’ to put those pieces in there.  That completed, there will be an audible ‘beep’ with FabSuite completing that task and I am returned to the Inventory window so that I may continue with the next step for adding those loose Requisition pieces to the reserved stock items in my job.

Add parts to reserved stock lengths

Returning to the Inventory window, I will click on the reserved stock length of L 3 x 3 x ¼, and then click the ‘Add Items’ button at the bottom of the window.  The ‘Add Items’ pop up window opens with the list of items that we had sent to the Requisition.  I click ‘Add’ till the pieces add go into the selected stock pieces we have highlighted in the background Inventory window.

In this example, I have two pieces of L 3 x 3 x ¼ x 10’-0 to use, so when one length fills up, the ‘Add Items’ window will close automatically.  I then click on the remaining empty piece of L 3 x 3 x ¼ x 10’-0, and click the ‘Add Items’ button again, add the remaining pieces, and the Add Item window will close.  You will hear the ‘beep’ as FabSuite completes the task when you are working this yourself.

Returning to the Inventory window, those stock lengths are now combined, we see the R-C in the first column, and we see the combining result in the bottom right of the Inventory window.  Goal Achieved!

Now I can hear you asking…sure, but what about the cut list?  Well, let’s take a look, shall we?

Update the Cutting Details – out with the old

I go to Production Control and open my job.  I then click the Production Control drop down, selecting ‘Review – Cut Lists’ and click, opening the cut list – the item I have changed has been invalidated.  We can delete this item as the cutting detail no longer applies.  We will add the new details back in the next step.

Update the Cutting Details – in with the new

To save the new details to an existing cut list, click the Production Control drop down, select ‘Purchasing – Reports’.  In the Report Progress window, click the ‘Save Cut List’ button at the bottom right, opening the ‘pop up’ for ‘Save Cut list’.

Click to select the same cut list on which the old details were saved.  It is on this list for which we will be saving the new cutting details made while manually re-combined those pieces in Inventory.  Click ‘Save to Cut List’, and then the message ‘Cut List Saved’ pop up appears.

 

 

 

 

 

 

 

 

Ok – so now return to the Production Control Cut List details to see the result.  The two stock lengths now show in the cut list ready to be cut.  Pay no attention to the red highlight in the ‘Date REQ’ column in the screenshot, as this indicates that shop is late on their cutting tasks. That is for a different blog postingJ.

One more step to complete, and that is to move that material that I want to send back to the vendor off that Purchase Order so the cost is removed.

Removing Purchase Order items:

Returning to the Purchase order, note that the L 3 x 3 x ¼ listed no longer has a ‘C’ in the first column, indicating that stock length does not have any items combined into it.  Send it back to a requisition or delete that item to remove the cost from the Purchase order.  This process is for ‘Un-Received’ items.

For items which have been received – we first need to ‘un-receive’ those items to get them off the Purchase Order.

Open the Purchase order in which the material was listed, click to highlight the piece which was ordered and received, click the ‘Receive Mode’ button at the top left, and then click the Purchase Order – Unreceive’ option at the drop down.

The ‘Un-Receive’ window opens, click the button to ‘Un-Receive’ at the bottom.

Once items have been ‘unreceived’ you may then send them back to the requisition or delete them.  This action then removes that cost from the Purchase Order.

The end result here is that the cut list has been corrected to use the material on hand, and the cost of the purchased material has been removed.  These transactions are recorded automatically and may be viewed in the Transaction reports in Inventory and Purchasing, or in the Project Summary Report in the Project Management module.

For this entry on Inventory – Recombine Items, we have reviewed:

  • Find the open stock material in inventory or add them to open stock
  • Reserve the open stock material for the job in which it is to be used
  • Find the combined material in Inventory for that job number
  • Manually un-combine the material, sending the ‘loose pieces’ to Requisitions
  • Select the reserved stock pieces, add the loose items from the Requisition to the stock items
  • Update the Cut list – delete old information and add the new
  • Un-receive and remove or delete the material from the Purchase Order

That’s it for this time – have a great week!

 

Written By Kerri Olsen

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