Material Movements

Overview 

In QuickEasy BOS Professional, inventory items are referred to as Materials. During the production process materials can be purchased, converted to finished goods, and sold.

• The process of receiving materials is referred to as a Materials Movement (Receive). 

• When goods are produced, there may be materials left over. It is also possible that a customer returns some goods. In both cases, these materials are returned to inventory using a Materials Movement (Return). 

• The process of issuing materials from inventory to production is referred to as a Materials Movement (Issue). Transactions can be manually created in this module or they can be created from Sales, Work, and Purchase Orders.

Navigation: Main Menu > Materials > Materials Movement

Settings 

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab).

• Default Transactions View > Materials Movement: Options are Today, All Pending, All Active, All Pending & Active.

• Materials & Inventory > Material Movement - Allow editing Date: Options are Yes or No.

• Materials & Inventory > Material Movement - Deleting Allowed: Options are Yes or No.

• Materials & Inventory > Edit Status on read-only transactions: Options are Yes or No.

• Materials & Inventory > Signage View - Access Allowed: Options are Yes or No.

• Materials & Inventory > Transfer Orders/Material Movement - Access Allowed: Options are Yes or No.

• Copy Rules > Customer Credit Notes - Copy to Materials Movement (Receive): Options are Yes or No.

• Copy Rules > Purchase Orders - Copy to Materials Movement (Receive): : Options are Yes or No.

• Copy Rules > Materials Movement Receive - Copy to Materials Movement (Return): Options are Yes or No.

• Copy Rules > Delivery Notes - Copy to Materials Movement (Issue): Options are Yes or No.

• Copy Rules > Sales Orders - Copy to Materials Movement (Issue): Options are Yes or No.

•  Copy Rules > Materials Movement - Copy to Supplier Invoice: Options are Yes or No.

• Copy Rules > Supplier Debit Notes - Copy to Materials Movement (Issue): Options are Yes or No.

• Work Orders - Copy to Materials Movement (Return Materials): Options are Yes or No.

• Work Orders - Copy to Materials Movement (Receive Output): Options are Yes or No.

• Work Orders - Copy to Materials Movement (Issue Materials): Options are Yes or No.

General Settings

Navigation: Main Menu > Settings & Defaults > Settings (tab)

• Materials & Inventory > Default - Days to Materials Movement Receive (MMR) Expiry Date: Option to type in an amount in the Value column.

• Materials & Inventory > Materials Movement Receive (MMR) - Set Quantity from Serial No.: Options include Yes or No.

List View 

Buttons Explained 

• Reset: Resets the view and data filters. Options are: Today, All Pending, All Active, All Pending & Active.

• View: Generates the report based on the selected data filters.

• New: Creates a new Transaction. The options are:

  • Receive (MMR-PO): Create a Material Movement Receive to receive goods from a purchase order. 

  • Receive (MMR-WO): Create a Material Movement Receive to receive finished goods from a work order. 

  • Issue (MMI): Create a Material Movement Issue to issue goods to a customer or work order.

  • Return (MMT-MMI): Create a Material Movement Return to receive returned goods from a customer or unused raw materials from a work order.

  • Return (MMT-PO): Create a Material Movement Return to return goods to a supplier. 

• Output: Generates Material Movement Statements for the selected transactions. Output Options are Print, Print (Show Dialogue), Preview, Email.

• Actions:

  • Batch Update Transaction View:

    • Allows users to update the Status of the selected transactions. The options are Pending, Active, Complete, and Cancelled. 

  • Batch Update Items View

    • Dr Account: Allows users to select an account to debit from the dropdown list.

    • Cr Account: Allows users to select an account to debit from the dropdown list. 

  • Update: Button to implement the selected Batch change. Only appears when the Batch Update feature is Active.

  • Red Circle with Cross: Close the Batch Update interface. Only appears when the Batch Update feature is Active.

• Menu

  • View

    • Toggle the list between Transaction or Items.

  • Export

    • Email Excel: Opens the default email template and attaches the list in .xlsx format.

    • Export Grid: Opens a file chooser for users to choose the save location of the list in .xlsx format.

  • Layout

    • Save Grid:

      • Save Grid

      • Save Grid (All Users)

    • Restore Grid:

      • Restore Grid

      • Restore Default Grid

      • Restore Default Grid (All Users)

Filters Explained 

• Set: Options to set various date formats, including No Date to view all the transactions. 

• ← →: Adjusts the date in the direction of the arrow.

• Date: Allows users to customise the dates.

• Customer: A dropdown list with all the customers.

• Supplier: A dropdown list with all the suppliers.

• Stock: A checkbox in Items View that if checked will only show stock items.

• Status Checkboxes:

  • Checkboxes to filter the list to only include the checked Statuses:

    • Pending

    • Active

    • Complete

    • Cancelled

Fields Explained: Transaction View 

• Field Chooser (*): Allows users to add or remove columns.

• Status: The colour-coded Status of the transaction.

• MM No.: The system-generated number allocated to the material movement.

• Cost to NCR: The Cost of a linked Non-conformance Report.

• From: The source document that was used to create the materials movement.

• Date: The Date of the materials movement transaction.

• Expiry: The transaction's Expiry Date.

• Type: The Type of material movement.

• Customer: The name of the Customer.

• Supplier: The name of the Supplier.

• SO No.: The Sales Order number if the transaction is linked to a sales order.

• WO No.: The Work Order number if the transaction is linked to a work order.

• DN No.: The Delivery Note number if the transaction is linked to a delivery note.

• PO No.: The Purchase Order number if the transaction is linked to a purchase order.

• CC No.: The Customer Credit Note number if the transaction is linked to a credit note.

• SD No.: The Supplier Debit Note number if the transaction is linked to a debit note.

• WF No.: The Workflow number.

• User: The User who created the transaction.

• SM No.: The Service Manager linked ticket number.

• Reference: The user-provided reference.

• Approval: The User who approved the transaction.

• Status Note: The note typed on the status bar.

• Total (Exc): The VAT Exclusive transaction total.

• Flow: The system-generated number linked to the transaction.

• Updated by: The User who last changed the transaction.

• Updated: The Date and Time of the last update.

• Menu (...)

  • View Job Summary: Opens a costing summary showing the Profit or Loss for the job, including expected and actual columns on the first tab, and the Timekeeping records allocated to the job on the second tab.

  • View linked Transactions: Opens a list of linked transactions on the right.

  • View SM Responses: Opens a list of Service Manager responses related to the job.

  • Copy to Supplier Invoice: Creates and prefills a Supplier Invoice.

  • Copy to Materials Movement (Return): Creates and prefills a Material Movements Return.

  • Edit: Opens the transaction for users to edit it.

  • Delete: Allows users to delete the transaction.

Fields Explained: Items View 

• Field Chooser (*): Allows users to add or remove columns.

• Status: The colour-coded status of the transaction.

• MM No.: The system-generated number allocated to the Material Movement.

• Type: The type of Material Movement.

• Customer: The name of the customer.

• Supplier: The name of the supplier.

• From: The source document that was used to create the Materials Movement.

• SO No.: The Sales Order number if the transaction is linked to a sales order.

• WO No.: The Work Order number if the transaction is linked to a work order.

• DN No.: The Delivery Note number if the transaction is linked to a delivery note.

• PO No.: The Purchase Order number if the transaction is linked to a purchase order.

• Date: The transaction's date.

• CPN No.: The Campaign number.

• Reference: The user-provided reference.

• Created by: The name of the User who created the transaction.

• Item No.: The system-generated number allocated to the line item.

• ItemID: The system-generated number allocated to the transaction item.

• Description: The material item's description.

• Fixed Price: The material item's Fixed Price.

• Code: The material item's code.

• Category: The material item's category.

• Subcategory: The material item's subcategory.

• From: The source document's number that the item was copied from.

• Customer (Item): The Customer account that the item is linked to.

• Tracking: The material item's Tracking Number.

• Location: The source Location of the material item.

• Qty: The Quantity being moved.

• Unit: A description of the Unit.

• Unit Price: The material item's Unit Price.

• Total (Exc): The VAT Exclusive transaction total.

• /Unit: The Cost per Unit.

• /: The number of items to which the cost price relates to.

• In Stock: The Quantity in stock.

• Menu (...)

  • Edit: Opens the transaction for users to edit it.

  • View Material Summary: Opens a summary of all the material's information and transactions on the right.

  • Open linked Material Item: Opens the material item's setup view.

Edit View 

Buttons Explained: Header 

• ∧ ∨: Arrow keys to navigate through the transactions.

• Status: Allows users to change the transaction's Status.

• Links: A shortcut to all linked documents. If there are no linked documents only the current transaction's number will be shown.

• Output: Options to Print, Print (Show Dialogue), Preview or Email the document.

• New: Creates a new transaction. The options are: 

  • Receive (MMR-PO): Create a Material Movement Receive to receive goods from a purchase order. 

  • Receive (MMR-WO): Create a Material Movement Receive to receive finished goods from a work order. 

  • Issue (MMI): Create a Material Movement Issue to issue goods to a customer or work order.

  • Return (MMT-MMI): Create a Material Movement Return to receive returned goods from a customer or unused raw materials from a work order.

  • Return (MMT-PO): Create a Material Movement Return to return goods to a supplier. 

• Save: Saves any changes to the current transaction.

• Actions

  • Materials Movement Receive:

    • Copy to Supplier Invoice: Creates and prefills a Supplier Invoice.

    • Copy to Materials Movement (Return): Creates and prefills a Material Movements Return.

    • Update the From Transaction: Option to change the source document that was used to create the transaction.

  • Materials Movement Return:

    • Copy to Supplier Invoice: Creates and prefills a Supplier Invoice.

    • Update the From Transaction: Option to change the source document that was used to create the transaction.

  • Materials Movement Issue:

    • Copy to Materials Movement (Return): Creates and prefills a Material Movements Return.

    • Update the From Transaction: Option to change the source document that was used to create the transaction.

• Menu

  • Links to view information. Options are:

    • View Job Summary: Opens a costing summary showing the Profit or Loss for the job, including expected and actual columns on the first tab, and the Timekeeping records allocated to the job on the second tab.

    • View linked Transactions: Displays a list of linked transactions.

    • View SM Responses: Display the Service Manager responses.

    • View Audits: Displays the usernames, dates and times of changes.

  • Delete Materials Movement: If the transaction is still Pending.

  • Show Item Notes: Displays any notes linked to the item.

  • Save Grid:

    • Save Grid

    • Save Grid (All Users)

  • Restore Grid:

    • Restore Grid

    • Restore Default Grid

    • Restore Default Grid (All Users)

• Info (i): Information about the transaction, including an audit trail.

Buttons Explained: Items 

Items can be added from unlinked documents by typing in the numbers in the search block on the popup. The links to these documents do not appear in the Links (button).

• Custom: Adds a line for users to type in a code to manually create a materials movement transaction.

• Material: 

  • Button: Add materials from the Materials module.

  • Arrow on the button > Update Selected Item: If changes were made to the source transaction, this command can update the item to match those changes (or to revert changes made).

• D/Note

  • Materials Movement Receive: Unavailable.

  • Materials Movement Issue: Opens a list of outstanding Delivery Notes for users to select one. 

  • Materials Movement Return:  Opens a list of outstanding Delivery Notes for users to select one. 

• P/Order

  • Materials Movement Receive (PO): Opens a list of outstanding Purchase Orders for users to select one. 

  • Materials Movement Issue: Unavailable.

  • Materials Movement Return: Unavailable.

• S/Order

  • Materials Movement Receive: Unavailable.

  • Materials Movement Issue: Opens a list of outstanding Sales Orders for users to select one. 

  • Materials Movement Return: Opens a list of outstanding Sales Orders for users to select one. 

• W/Order

  • Materials Movement Receive (WO): Opens a list of outstanding Work Orders for users to select one. 

  • Materials Movement Issue: Opens a list of outstanding Work Orders for users to select one. 

  • Materials Movement Return:  Opens a list of outstanding Work Orders for users to select one.

Fields Explained 

Header

• Status Bar: Displays the current status of the transaction and provides a field for users to type a note.

• MM No.: The system-generated number allocated to the transaction.

• Date: A field to select a date.

• Type: The type of transaction.

• Customer: A dropdown list from which to select a customer.

• Supplier: A dropdown list from which to select a supplier.

• Reference & Note

  • A field to type in a reference.

  • A field to type in a note.

Items

• Field Chooser (*): Allows users to add or remove columns.

• ID: A system-generated number for the transaction.

• Item: A system-generated number for the line item.

• Description: The material item's description.

• Code: The material item's code.

• Customer: The customer linked to the transaction.

• Category: The material item's category.

• Subcategory: The material item's subcategory.

• From: The source document used to create the Material Movement.

• Location: The material item's source location.

• Tracking: The material item's tracking number.

• Unit (Editable): The line item's unit. This field is editable if the transaction is still editable. This field is hidden by default.

• In Stock: The current quantity of the material item that is in stock.

• Unit (Lookup): The line item's unit. This field cannot be edited. This field is displayed by default.

• Qty: The Quantity of materials being moved in this transaction.

• Fixed Price: The material item's Fixed Price.

• Unit Price: The material item's Unit Price.

• /: The Quantity of the material item that is included in the Unit Price.

• Total: The Total Value of the stock (Qty x Unit Price) + Fixed Price = Total.

• /Unit: The Cost per Unit (Total / Quantity).

• Menu (...): Submenu to:

  • Delete Item: Only applicable to Pending transactions. Allows users to delete the line item.

  • Convert Fixed Price to Unit Price: Divides the Fixed Price by the Quantity to convert the Fixed Price to a unit price. Only available if the Fixed Price is filled in and the Unit Price is zero.

  • View / Edit Note: Opens any notes attached the material item to view or edit them.

  • View / Edit Tracking: If tracking is enabled, opens the tracking information.

  • Open linked Material Item: Opens the material setup interface for the material item.

  • View Material Summary: Opens a summary of the material item.

  • View Detailed Inventory Register: Opens a Detailed Inventory Register.

  • Move Up: Only applicable to Pending transactions. Allows users to re-arrange the line items (move the selected line higher).

  • Move Down: Only applicable to Pending transactions. Allows users to re-arrange the line items (move the selected line lower).

Tracking Batches and Serial Numbers 

• A Tracking field is provided in the Items grid, which can be used to record the Batch and Serial Numbers by adding them manually or by using a barcode scanner.

• To open the tracking dialogue, right click an Item and select View/Edit Tracking (Ctrl+T).

• The Batch Tracking Report can be used to search for tracking numbers and open the linked Receive and Issue transactions.