9.02. Internal Use Inventory

The "Internal Use Inventory" document is used for registering the consumption of raw materials and consumables:

• merchandise exits from the warehouse (internal adjustments, "minus" inventory);

• consumption/production exits;

The internal use inventory decreases stock and is used only for stocked products.

Internal Use Inventory window

The Internal Use Inventory window, located in the Material Management menu, is used to manage internal use inventory documents. To enter an internal use inventory, press the New record button. The following fields are available:

• Document No - the document number (if not entered manually the system will automatically generate a number);

• Document Type - a sub-type of the base document type: "Material Physical Inventory". Details in Document Types;

• Warehouse - the warehouse where the internal use is done

• Movement Date - date of the internal use;

• Account Date - date used to register the resulting accounting transactions;

• Business Partner - select the business partner to which the internal use is allocated;

• Resource - select the resource to which the internal use is allocated (e.g. hardware, transportation);

Reference section - contains accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting:

Status section - displays information about the document status (according to the document workflow):

• Approved - indicates if the document needs approval before being processed;

• Approval Amount - approval amount set by the document workflow. Details in Workflows.

• Document Status - indicates the current status for the document:

  • Initial Status: "Drafted" - the document is being defined. Editing is allowed.

• Document Action button - is used to change the document's' status. Available document actions are:

  • "Complete" -> Document Status: "Completed" - the document has generated its effects within the system. Editing is no longer allowed;

    • the stock will be updated according to the document lines;

  • "Void" -> Document Status: "Voided" - the document effects within the system have been cancelled;

    • when voiding a "Drafted" document, all the quantities will be set to 0 and the document will become uneditable;

    • when voiding a "Completed" document, a new identical document will be generated with opposite quantities on lines and the following specific properties:

      • Document Date = date on the voided document;

      • Document Status = "Reversed";

      • Description = voided document number;

  • "Reverse" -> Document Status: "Reversed" - the document effects within the system have been reversed;

    • a new identical document will be generated with opposite quantities on lines and the following specific properties:

      • Document Date = current date;

      • Document Status = "Reversed";

      • Description = reversed document number;

  • "Close" -> Document Status: "Closed" - no other document action can be applied. Documents cannot be generated based on this document. A document can only be closed if it has no unprocessed documents associated.

Copy Lines From button - starts a process that will copy lines to the Internal Use Inventory from similar documents.

Internal Use Line

Internal Use Inventory details can be entered manually or automatically, using the Copy Lines From button. In the Internal Use Line tab, a line should be entered for each product. To enter a line press the New record button. The following fields are available:

• Locator - the locator where the internal use is done;

• Resource - the resource to which the internal use is allocated (e.g. hardware, transportation);

• Product, Attribute Set Instance - the used product;

• Quantity - the product quantity, in the selected unit of measure;

• UOM - if a conversion between units of measure has been defined, an alternate unit of measure can be used on the document;

• Internal Use Qty - the product quantity, displayed in the base unit of measure;

Note: Starting with v15.03, when entering a quantity, the system will check the current stock and the in progress stock (from "Drafted", "In Progress", "Invalid" inventory move documents). If applicable, the user will be informed that he will register an inventory use which will surpass the existing product stock.

• Charge - determines the debit account corresponding to the accounting entry;

• Create Asset - if checked, an asset will be created when processing the internal use;

The Reference section is automatically completed when registering internal use for resources:

• Asset - accounting dimension (the resource);

• Res. Cost Categ, Res. Cost. Type, Resource Cost Source - costs can be classified by cost, category and source;

• Index - the resource index at the internal use time;

Actual Costs Section:

• Cost Price - unit cost, according to warehouse discharge, for the selected product. Details in Costs.

• Cost Value - displays the total cost: Qty * Cost;

Inventory Transaction tab - displays the resulting inventory transactions after processing the document.

Posting Rules

Posting an Internal Inventory Use will generate accounting transactions for each line, as such: