INV: Request

Overview

You can use the Request to enter items ordered for a Job or Customer. By using the Job Request, you may check and confirm if items have been requested for a Job. Once the Request is filled, you can change it to a Usage/Resale record, the Status then changes to Shipped/Closed, and is available for updating to the General Ledger.

The Request screen has several tabs of information available. Based on the Transaction Type, the tab focus and required fields will vary. For a Transaction Type of Request, the tab focus is set to Job.

Key Functionality

Click the Advanced filter button to create or edit a filter for finding and/or sorting specific records. You can also select a Saved filter. Click the Apply Filter/Sort button to apply any filter or sort criteria you created. Click the Remove Filter/Sort button to remove a filter or sort, if one is currently applied. For more information see Advanced Filtering.

You may use the Rollover button on the toolbar to create a new INV: Request record.

For more information on Rollovers, see Rollover Functionality .

The Request screen has several tabs of information available. Based on the Transaction Type, the tab focus and required fields will vary.

For a Transaction Type of Request, the tab focus is set to Job.

Enter an Request ID Number, or use the Lookup to locate an exiting request record.

The system uses the ID field to identify each Request record. The system automatically assigns an ID to each new record. The ID does not affect any function of the transaction, and you cannot modify it.

Hover over the Change Information icon to see User Added, Date Added, User Changed and Date Changed information. WinTeam records the logon name of the user entering or changing this record. The Date Added is the original date this record was entered into the system. The Date Changed is the date the record was last changed. Right-click on the Change Info icon to filter for records added or changed by a specific user or date.

When you hover over the User Changed or Date Changed filters, you can:

  • Filter By Selection - Filters for all records that match your current records field value.
  • Filter by Exclusion - Excludes from your filter all records that match your current records field value.
  • Filter For - Filters based on the text/value you enter.
  • Sort Ascending - If you already have a filter applied, the Sort Ascending command is available. Also used to include all records in the filter and sort in ascending order based on the current records field value.
  • Sort Descending - If you already have a filter applied, the Sort Descending command is available. Also used to include all records in the filter and sort in descending order based on the current records field value.

The Transaction Type defaults to Request.

Once a Request has been Closed/Shipped the Transaction Type changes to Usage/Resale, or you can manually change the Transaction Type to Usage/Resale by using the drop down options.

Use the Warehouse field to specify the name of the warehouse responsible for the Request.
Type or select the Warehouse Location responsible for the Request.
To add a new Warehouse Location, double-click in the Warehouse field, or type a new Warehouse Location and press Enter.
The Warehouse Locations add/edit list displays.

Issued

Use the Issued field to enter the original date of the Request. The system defaults the current date when adding a new record.
Type a date in this field, or use the Date Control to select a date.

The Issued Date is a required field for a Request.

Needed

Use the Needed field to enter the date the items should be delivered.

Type a date in this field, or use the Date Control to select a date.

An entry in the Needed field is not required for a Request.

Shipped

Use the Shipped field to enter the date the items shipped.

Type a date in this field, or use the Date Control to select a date.

An entry in the Shipped field is not required for a Request.

Use the Status field to select the current state of the Request record.

Open

Use the Open status when the Request is initially set up and waiting for approval.
An Open status is the default status on a new Request.

Not Approved

Use the Not Approved status when the Request was not approved for purchase.

Approved

Use the Approved status when a Request is approved.

Closed / Not Shipped

Use the Closed / Not Shipped status when a Request was ordered, but will not be received.

Use the Type field to group Request records of similar type for report purposes.
Type or select the Type you want to use.

To add a new Type, double-click in the Type field, or type a new Type and press Enter. The Types add/edit list displays. If you want the Type to be available in eHub Mobile, select the Mobile check box.

Use the Requested By field to enter the name of the person or department requesting the products or items.

Type or select the requesting person (department) you want to use.

To add a new entry to the list, double-click in the Requested By field, or type a new name and press Enter.

The Requested By add/edit list displays.

Use the Approved By field to enter the name of the person who approved the products or items for purchase.
Type or select the approval authority you want to use.
To add a new entry to the list, double-click in the Approved By field, or type a new name and press Enter. The Approved By add/edit list displays.

This setting requires entries to be made in the Approved By and Approved Date fields when the record Status is anything butOpen on Activity screens.

Section Item Value
Inventory RequireApprovalInformation Yes

Use the Approved Date field to enter the date the Drop Shipment was approved for ordering. Type a date in this field, or use the Date Control to select a date.

This setting requires entries to be made in the Approved By and Approved Date fields when the record Status is anything but 'Open' on Activity screens.

Section Item Value
Inventory RequireApprovalInformation Yes

Use the Print Status to view or change the print status of the Request.

When entering a Request the only option available is to print a Request.

Request

On a Request the default status is Print.
When entering a Request the only valid status options are Print and Don't Print.

Purchase Order

Purchase Order is not an option available to a Request. Purchase Order is dimmed and not available for selection.

Picking Ticket

Picking Ticket is not an option available to a Request. Picking Ticket is dimmed and not available for selection.

Packing Slip

Packing Slip is not a option available to a Request. Packing Slip is dimmed and not available for selection.

Below is an explanation of each Print Status option:

Print

The system defaults to this status upon initial entry.
A Request remains in this status until it has been printed.

Don't Print

This option is available during initial entry. If you select this status, the Request is not printed during the Print function.

Printed

Once a Request is printed, the status changes to Printed.

Reprinted

If a Request is printed from a Duplicate or Needs Reprinted status, the system changes the status to Reprinted.

Needs Reprinting

If the Request is printed once, and then is modified before it is closed, the status updates to Needs Reprinting. The Request reprints when the Print Purchase Orders that Need Reprinting status is selected.

Duplicate

If the Request is printed once, the Print Status may be set to Duplicate. If a Duplicate status is selected, the Request reprints with the word Duplicate. The status of the Request is then reset to Reprinted.

For a Transaction Type of Request, the tab focus is set to Job.

Number

Use the Number field to enter the Job location that requested the items. The Number field is required for a Transaction Type of Request.

Link

If you entered a Job Number, the Job information defaults from the Job Master File. The Link option is selected by default. When the Link option is selected, any changes made to the fields in the Job Master File reflect for the Request when you preview or print it. When you select this option, the fields are dimmed, meaning that the system locked them and you cannot modify these fields.

If this option is not selected, the fields are available for modification. Changes apply only to the selected record and do not affect the Job Master File.

Reset Button

If changes to the Job information have been made in error and you want to restore the original information from the Job Master File, click the Reset Button. This will re-read the Job Master File and display the information from the Job Master File in the given fields.

Item Number

Use the Item Number field to enter the items ordered, or use the Lookup to locate the Item. This is not a required field. This field can be left blank and an Item Description can be entered.
You can double-click in this field to open the item record in the Item Master File.

Item Description

Use the Item Description to enter the Description of the item ordered. If an Item Number was entered in the Item Number field, the Description field is populated with the information from the Item Master File. You may change the Description on the Drop Shipment record without affecting the Item Master File.

Quantity

Use the Quantity field to enter the quantity to order. This is not a required field and can be left blank.

Price

Use the Price field to enter the price of the item. If Vendor Pricing exists for the Vendor, the price defaults to $0.00.

Enter the vendor price for the Request. To make permanent price changes, go to the Item Master File (Vendor Pricing tab). This information can also be accessed from the Accounts Payable Vendor Master File, Invoice tab.

Measure

Use the Measure field to enter the unit of Measure of the item ordered.
Type or select the Unit of Measure you want to use.
To add a new Unit of Measure, double-click in the Measure field, or type a new Unit of Measure and press Enter. The Unit of Measure add/edit list displays.

Extension

The system calculates the Extension based on the Quantity x the Price. You may overwrite the system calculated extension or enter an extension amount manually if you did not enter a Quantity and Price.

Resale

Use the Resale check box to indicate that this item is being resold to a customer.

Taxable

Select the Taxable check box if the Vendor should be charging sales tax to your company for this item. This is for informational purposes only. The system does not perform any tax calculations. However, you can manually enter a tax amount for the Drop Shipment in the Tax field.

If the Taxable check box is selected in the Vendor Master File, the Taxable check box will be selected by default for each detail record on the Drop Shipment (Details tab). You can still modify any Drop Shipment line item regardless of the Vendor Master File setting.

Status

Use the Status field to select the current Status of the Item. When the Status is changed at the top, all detail lines below which had a status that matched the main record's status are automatically updated.

Resale Description

Use the Resale Description to enter the description of the item being sold. The system defaults the Item Description to the Resale Description field; however, you may modify the Resale Description. The Resale Description is used on the Accounts Receivable Invoice.

Resale Quantity

Use the Resale Quantity field to enter the resale quantity to invoice. The system defaults the Quantity into the Resale Quantity field; however, you may modify the Resale Quantity. The Resale Quantity is used on the Accounts Receivable Invoice.

Resale Price

Use the Resale Price field to enter the resale price for the Item. If this item is normally resold to the Job, the system displays the resale price based on the Item Group of the Job; however, you may modify the Resale Price.

Resale Measure

Use the Resale Measure field to enter the resale Unit of Measure of the item.

Resale Extension

The system calculates the Resale Extension based on the Resale Quantity x the Resale Price. You may overwrite the system calculated extension or enter an extension amount manually if you did not enter a Quantity and Price.

Work Ticket Number

Use the Work Ticket field to enter a work ticket number (or use the Lookup) if the items ordered are going to be used to perform work on a project or work order.

Status Date

Displays the date the Status was changed.

Sub Total

Displays the total of the Extension amounts.

Tax

Displays the tax amount of the items selected as Taxable; however, you may modify the amount in this field.

Inventory Total

Displays the sum of the Sub Total and Tax amount fields.

Click to display the Item Activity History screen.

Click to display the Quantity on Hand screen.

Click to display additional information about this item.

Click to migrate Inventory Requests to Drop Shipments or Usage/Resale. See INV: Setup and Migrating an Inventory Request to a Drop Shipment or Usage/Resale for more information.

Note:  You need to have the Feature of Cannot Migrate Requests cleared to see the Migrate button. This feature is in the INV Requests Security Group.

For a Transaction Type of Request, the Vendor tab is dimmed and not available for entry.

Number

Use the Number field to enter the Customer Number who is requesting or ordering the items, or use the Lookup to locate the Customer Number.

The Number field is optional for a Transaction Type of Drop Shipment.

You can double-click to open the Customer Master File.

Link

If you entered a Customer Number, the Customer information defaults from the Customer Master File. The Link option is selected by default. When the Link option is selected, changes made to the fields in the Customer Master File reflect for the Request when you preview or print it. When you select this option, the fields are dimmed, meaning that the system locked them and you cannot modify these fields.

If this option is not selected, the fields are available for modification. Changes apply only to the selected record and do not affect the Customer Master File.

Reset button

If changes to the Customer information have been made in error and you want to restore the original information from the Customer Master file, click the Reset button. This will re-read the Customer Master File and display the information from the Customer Master file in the given fields. You can also accomplish this by selecting the Link check box, which relinks the Customer Master File information.

P.O. Message

For a Transaction Type of Request, the P.O. Message field is dimmed and not available for selection.

Notes

Use the Notes area to enter any notes regarding the Request. These notes do not print on the Purchase Order.

System Notes

The system writes information to the System Notes when items are added and changed.

The first level of the grid shows budgets for each GL Number associated with Inventory Items.

The second level of the grid shows budgets for each Inventory Category.

The third level of the grid shows budgets for each Inventory Item.

For more information, see Using Budgets with Inventory.

As of

The As of date defaults to the last day of the month, based on today's date. You may modify this date.

When viewing Budgets the system uses the As of date to display Budgets totals as of this date. The As of date is also the basis for YTD totals. (The start of a year is the Fiscal Year Start Date based on the As of date.)

Requery button

Click Requery to have the system pull data from GL Budgets and Inventory Activity to tally Budgets versus Actuals, based on the As of date, and the Job. The query then populates the results in the General Ledger Distribution grid.

Related Information

The INV Requests screen has its own Security Group, INV Requests.

The following security features are available for this screen:

  • Read-Only
  • Restrict Approval Authority - If this Feature is selected, the User cannot change the Status of the record.

This screen has the Read-Only Feature. For more information see Learning about Read-Only Security.

The INV Requests screen is part of the INV ALL Security Group.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

Section Item Value Module and Purpose
Addresses UseZipsForCityState Yes

This setting automatically fills in the City and State (City and Province) fields when entering a Zip Code. It also removes the City and State fields from the tab stop order.
Addresses TabCityState Yes This setting will leave the City and State fields (City and Province) in the tab stop order when the Zip Code Custom Setting is in place.

For more information see Auto Populating City and State Fields.

Section Item Value Module and Purpose
Inventory RequireApprovalInformation Yes This setting requires entries to be made in the Approved By and Approved Date fields when the record Status is anything but 'Open' on Activity screens. Screens include Drop Shipments, Purchase orders, Requests, Transfers, and Usage Resale.

For more information see Custom Settings and List of Custom Settings.