STM Manualhilltops.nsw.gov.au/Hilltops_Internet/media/TechOne/Stores-Manage… · QUALITY ENDORSEMENT - ISO9001 Quality Management Systems - Requirements ABOUT TECHNOLOGYONE TechnologyOne

Procurement & Expense Management Training Guide

Store Management

QUALITY ENDORSEMENT - ISO9001 Quality Management Systems - Requirements

ABOUT TECHNOLOGYONE

TechnologyOne (ASX: TNE) is a leading enterprise software solutions provider. For more than 20 years we have been providing deeply integrated software solutions for business, government, financial services, health and community, education and the utilities sectors. Tens of thousands of people each day use our world class solutions, which we develop, implement and support. Our enterprise wide solution suite is based on leading edge technology and is backed up by a substantial R&D program. Our consulting teams provide world-class services and this provides our customers with a long term, secure and valuable partnership. TechnologyOne employs more than 800 people and has offices in each State and Territory of Australia, as well as New Zealand, Asia and the United Kingdom.

Our enterprise software solution suite encompasses financials, supply chain, human resources, payroll, strategic and performance planning, business intelligence, budgeting, property and rating, student management, project and asset management and maintenance, enterprise content management and stakeholder management. For further information please visit www.TechnologyOneCorp.com.

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SUPERSESSION CLAUSE

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DOCUMENT INFORMATION

Document Name: GEN STM P&EM - Store Management

Date created: 13 April 2016

Author : Mark Brett

Version Date: 13 April 2016

http://www.technologyonecorp.com/

i © Commercial in Confidence


Store Management Contents

Contents

1. Important note for users .................................................................................................................. 1

1.1 Workplace and Tab Names ................................................................................................................ 1

2. Store Management ........................................................................................................................... 2

3. Stock Needs Analysis ...................................................................................................................... 3

3.1 Overview ............................................................................................................................................ 3

3.2 Run Stock Purchasing Worksheet ..................................................................................................... 4

3.3 Stock Purchasing Worksheet Reviewed ............................................................................................ 8

3.4 Amend Order Quantities on a Worksheet ........................................................................................ 10

3.5 Print Suggested Order Report .......................................................................................................... 12

3.6 Close and Finalise Worksheet ......................................................................................................... 15

3.7 Review Created Requisitions ........................................................................................................... 19

4. Stock Requisition & Issue ............................................................................................................. 21

4.1 Overview .......................................................................................................................................... 21

4.2 Create a Stock Requisition ............................................................................................................... 22

4.3 Print a Stock Requisition Notice ....................................................................................................... 25

4.4 Approve a Stock Requisition ............................................................................................................ 27

4.5 Assign Pick Jobs to a Reserved Stock............................................................................................. 29

4.6 Confirm Pick Jobs ............................................................................................................................ 31

4.7 Despatch Picked Stock .................................................................................................................... 32

5. Stocktake Processing .................................................................................................................... 34

5.1 Overview .......................................................................................................................................... 34

5.2 Create Stocktake Selection .............................................................................................................. 35

5.3 Run Stocktake Selection Anomalies Report .................................................................................... 38

5.4 Produce Stocktake Count Sheets .................................................................................................... 41

5.5 Stocktake Count Entered Against Products ..................................................................................... 44

5.6 Stocktake Bulk Count Entry ............................................................................................................. 47

5.7 Calculate Stocktake Adjustments ..................................................................................................... 50

5.8 Review Stocktake Adjustments ........................................................................................................ 53

5.9 Finalise Stocktake ............................................................................................................................ 58

Appendix A – Document Control ................................................................................................................. 62

1 © Commercial in Confidence


Store Management Important note for users

1. Important note for users

These STM Manuals are used across TechnologyOne Solutions; therefore; please note that the screenshots are for illustrative purposes and may differ from the actual screenshots in your training session.

1.1 Workplace and Tab Names

This manual is used across Solutions, so there may be some solution-specific workplaces and screen tabs used. Document these in the following section so that they can be replaced when creating a Solution-specific STM Manual.

Workplaces

Enter all generic workplace names used in this document.

Generic Workplace name Training / Solution-specific

Purchasing Officer workplace.

Stores Officer workplace

Screen tabs

Enter all tab names used in this document.

Tab Names Training / Solution-specific

Processing tab

Stock Requisitions tab

My Workflow tab

Inventory tab

Note to trainer: you can enter the Training / Solution-specific terms into this section, or use Search & Replace to replace the terms and delete this section.



Store Management Store Management

2. Store Management

Store Management leverages off the Procure to Pay end-to-end process for stock ordering. It expands on this to facilitate stock requests and issues as well as inventory management processes like stocktakes and distribution between locations. The store management process is made up of the following key sub processes illustrated below:

Procurement & Expense Management

Store Management

Stock Needs Analysis - Internal

Stock Needs Analysis

Stock Requisition & Issue

Stock Returns

Stocktake Processing

Stock Ordering & Receipt



Store Management Stock Needs Analysis

3. Stock Needs Analysis

3.1 Overview

The Stock Needs Analysis process is used to analyse and calculate stock reorder requirements. It can be used to generate a Suggested Order Report to reorder stock on behalf of a number of locations.

Stock Needs Analysis

Sto

res

De

pa

rtm

en

t

Procurement & Expense Management Stores Management

Run Stock

Purchasing

Worksheet

Review Stock

Purchasing

Worksheet

ResultAmend Order

Quantities

Amendment

required

No Amendment Required

Suggested Order

Report

Review OrdersResult

Amend

Finalise

Close & Finalise

Worksheet

Requisition

to Order

3.1.1 Purpose

The Stock Needs Analysis process ensures consideration is given to the stock level requirements of the organisation across different locations. It provides a mechanism to determine the need for stock in one or more Locations and to suggest a quantity of stock to order from one or more Suppliers. Purchasing Requisitions are then generated automatically.

3.1.2 Indicators and Controls

Stock levels are determined by amalgamating the purchasing requirements of the nominated sources of inventory (referred to as inventory locations). Stock is purchased to maintain correct stock levels, and this level is determined by the difference between the current stock level and the ideal stock levels defined against the product.

3.1.3 Outputs

The Stock Needs Analysis process results in two key outputs: the Suggested Orders Report and Purchase Requisitions. The Suggested Orders Report details the stock that requires reorder. The Purchase Requisitions is sent to suppliers, once the Purchase Officer or Stores Controller has decided on the Orders they wish to proceed with.




3.2 Run Stock Purchasing Worksheet

A standard min/max calculation method will be used for the purposes of ordering required stock.

1. Log into the system and select the Purchasing Officer workplace.

2. Select the Processing tab and then click Purchasing Worksheet Selection.




3. Enter the Purchasing Worksheet General details.

• Enter a Description for the worksheet

• Enter a Comment to further describe the worksheet.

• Select the Warehouse Location that requires stock to be reordered.

• Select the Distribution Plan for the worksheet. The distribution plan will determine which products can be selected on the sheet.




4. Verify that the Order Creation details are correct and then click Select Worksheet on the task pane to create the Stock Purchasing Worksheet for the selected location.

5. Once the selection process has been completed by the system, click View Last Job Details on the task pane display the processing details, along with any errors.

6. Click Close on the toolbar to exit back to the Processing tab menu.




3.2.1 Exercise

Step Data / Additional Information.

Create a Distribution Plan.

Generate a Purchasing worksheet.




3.3 Stock Purchasing Worksheet Reviewed

In this step, the results of the purchasing worksheet selection will be reviewed, and may be altered prior to the generation of purchase orders.

1. Log into the system and select the Purchasing Officer workplace.

2. Select the Processing tab and then click Purchasing Worksheet Product List.

3. Click Retrieve to obtain a list of products for a worksheet.




3.3.1 Exercise


Review the Products selected in the purchasing worksheet created in the earlier exercise.




3.4 Amend Order Quantities on a Worksheet

In this section we will see how you can amend product purchasing details or even exclude products selected in the purchasing worksheet.

1. Following on from the previous section, in the Purchasing Worksheet Products screen, click the Product ID of the item to be amended for the selected worksheet.

2. Update the Order Quantity and Unit Prc and click Accept under Actions to Perform on the task pane.

3. Repeat steps 1 and 2 for each item to be amended on the worksheet.




3.4.1 Exercise


Select a product from the purchasing worksheet.

Amend the order quantity.




3.5 Print Suggested Order Report

The Suggested Order Report shows details of all products selected in the worksheet along with suggested order quantities and cost for each product.

1. Following on from the previous section, click Close on the toolbar until the Processing tab is displayed.

2. Select Suggested Order Report – Warehouse. This will show details of all products to be ordered from suppliers to replenish the warehouse.




3. Select the Worksheet Name and click Start Processing on the task pane.

4. Review the order report and the products that need to be reordered.

5. Click Close on the toolbar.




3.5.1 Exercise


Run the suggested order report




3.6 Close and Finalise Worksheet

Closing and finalising the worksheet will generate the appropriate purchase requisitions for re ordering stock as defined by the purchasing worksheet.

1. Following on from the previous section, click Close until the Processing tab is displayed.

2. Click Close Purchasing Worksheet.

3. Ensure Update on Close is selected and then click Close Worksheet on the task pane. This will generate purchase requisitions for the products selected.

If update on close is not selected, then no purchasing requisitions will be selected but the purchasing worksheet will be closed.




4. Click Close on the toolbar and then click Purchasing Results Report. – This will show details of the requisitions created on finalising the purchasing worksheet.

5. Click Start Processing on the task pane to generate the report detailing the requisitions created.




6. Review the report.




3.6.1 Exercise


Close and Finalise the purchasing worksheet created earlier

Run the purchasing results report to view details of the requisitions created.




3.7 Review Created Requisitions

The requisitions generated will need to be either approved and released, or just released depending on the authorisation level of the user creating the purchasing worksheet.

1. Following on from the previous section, click Close on the toolbar until the Processing tab is displayed. Select the Requisitions tab.

2. Review the purchase requisitions generated for the requisitions.

3. The Close and Finalise Worksheet step will typically generate accepted requisitions if your authorisation level allows you to approve requisitions you have created. Else requisitions will be created with a suspended status, in which case they will need to be approved.

You will need to run the Print & Release Orders function to generate the purchase orders.




3.7.1 Exercise


Review requisitions and Print & Release the orders.



Store Management Stock Requisition & Issue

4. Stock Requisition & Issue

4.1 Overview

Stock Requisitions are internal requests for goods issued directly or transferred between inventory locations, for the internal supply of goods within your organisation.

Stock Requisition & Issue

Ap

pro

ver

Org

anis

ati

on

Sto

res

Procurement and Expense Management Stores Management

ActionCreate Stock

Requisition

Action

Submit for Approval

Reject

Amend Stock

Requisition

Stock Requisition

NoticeResultDelete Stock

RequisitionDelete Amend

Approve

Requisition

to Order

Stock Available Result

No

Backorder Stock

Lines

Reserve Stock

LinesYes

Picking Slip

Confirm Pick Despatch

Despatch Notice

4.1.1 Purpose

The purpose of the Stock Requisition & Issue process is to allow the controlled movement of stock throughout the organisation by enabling:

• The business to see stock that has been requested, is in transit or stock that has arrived at its final

destination.

• Warehouse or store personnel are involved in the process, along with shop personnel or staff at an

inventory location that have access to the functionality.

• Where stock is not available the process will allow Stock Needs Analysis to determine the additional

stock that is to be ordered.


The Stock Requisition Delegation will be checked when the requisition is approved. This ensures a broad range of users can create the Stock Requisitions. However, managers or users with the correct delegation will be required to approve the requisition before it is actioned.

4.1.3 Outputs

Several reports can be produced throughout this process:

• Stock Requisition Notice

• Picking Slip

• Despatch Notice




4.2 Create a Stock Requisition

1. Log into the system and select the Stores Officer workplace.

2. Select the Stock Requisitions tab and then click Stock Requisition Entry.

3. Click Blank Issue Requisition on the task pane.

4. Enter the General details.

• Select the Location to requisition goods from.

• Enter a Comment to describe the requisition.

• Select the Required Date




Field names with an asterisk (*) next to them indicate that an entry is required.

5. Enter the products required in the Lines section

• Select the Product Number of the product(s) that are required.

• Enter the Quantity of each product requested.

• If the quantity of goods required is more than that available, the Quantity Backordered needs to be entered. Any goods available will be reserved and the number reserved will be displayed.

• Select the Account Number of the expense account to use. This can be a ledger account or work order #.

6. Repeat the previous step for each product required.




7. Click Submit for Approval under Actions to Perform on the task pane.

8. Select the user to approve the requisition in Assign Next User and enter some Comments to the user about the requisition.




4.3 Print a Stock Requisition Notice

Following on from the section, once the requisition has been approved or submitted for approval a stock a requisition Notice can be produced.

1. Click Print Requisition on the task pane.

2. Select the method to use to produce the requisition and click Print.




3. Review the requisition and print it.




4.4 Approve a Stock Requisition

The approver will receive an email informing them that they have a Stock Requisition that has been submitted to them for approval.

1. Log into the system and select a workplace that allows the approval of requisitions.

2. Select the My Workflow tab.

3. Click Inbox and select a requisition awaiting approval.

4. Click Open Stock Requisition on the task pane.




5. Review the requisition and click Approve Requestion, Reject Requisition or Refer to Someone Else it as appropriate.

• Click Approve Requisition so it can be processed by the stores team.

• Click Reject Requisition to pass it back to the requestor.

• Click Refer to Someone Else to refer to the requisition to another approver for approval.

6. Click Approve Requisition on the task pane and enter a Comment.

7. Click OK to finalise the approval and send the requestor an email notifying them that the requisition has been approved.

Provided the approver’s financial delegation is sufficient to approve the requisition.




4.5 Assign Pick Jobs to a Reserved Stock

Once the requisition has been approved the stores officers are able to process the requisition and issue the products out of inventory. To process a requisition:


2. Select the Stock Requisitions tab and then click Assign Pick Jobs.

3. Select the items to assign to a pick job and click Picking Slip on the task pane.




4. Select the Transmission Method for the picking slip.

5. Review and pass the picking slip to the staff member who will be picking the goods from the bins in the store.




4.6 Confirm Pick Jobs

Once the goods have been physically picked from the store the actual quantities picked must be entered into the system. To enter the quantities:


2. Select Stock Requisitions tab and then click Confirm Pick Jobs.

3. Enter the actual quantities for each item and click Confirm Pick Selected Lines on the task pane.

4. Click Confirm Pick Selected Lines on the task pane.




4.7 Despatch Picked Stock

Once picking is confirmed, the goods need to be dispatched from the store. This process will complete the issue of goods. To despatch picked stock:


2. Select the Stock Requisitions tab and then click Despatch Picked Stock.

3. Enter the Quantity to despatch.

4. Click Despatch Notice on the task pane.

5. Check and adjust the Shipment Number if necessary.




4.7.1 Exercise


Create a Stock Requisition

Generate a stock requisition notice

Approve a Stock Requisition

Process a stock requisition to despatch



Store Management Stocktake Processing

5. Stocktake Processing

5.1 Overview

Stocktake Process refers to the process an organisation undertakes to physically verify the quantity of the organisation’s inventory. Where an adjustment is required, it will be automatically calculated by the system.

Stocktake Processing

Locati

on

Sto

res

Procurement and Expense Management Stores Management

Enter Counted

Stock

Finalise Stocktake

worksheet

Select Stock for

Stocktake

Create Stocktake

worksheet

Generate

Stocktake PDE

Export

Perform Stocktake

Update Count

Sheets

Result

Generate Count

Sheets

Report CSV Format

Result

Update Stocktake

PDE File

Import Stocktake

PDE File

Finalise Stocktake

worksheet

Report

CSV format

Update for changes

since selection

Update for changes

since selection

Inventory and

Ledgers adjusted

5.1.1 Purpose

The Stocktake Process allows stores to verify their record of stock is accurate in terms of both quantities and location. Counts are performed at desired locations and any difference between expected and counted forms part of the automatically generated adjustment at the end of the process.


In general, stocktake processing within the system is limited to only one or a few users within the stores Department (e.g. Stores Controller) for control purposes. However, once stock has been selected for processing, the physical counting can distributed to and performed by the relevant locations.

Counts are blind counts meaning the number expected is not shown on the count sheet. Counts can also be performed using a barcode device or PDE and import of the count data can be done in bulk.

5.1.3 Outputs

The follow reports can be produced throughout this process:

• Stocktake Count Sheets

• Stocktake Analysis – Summary

• Stocktake Analysis – Detail Report

• Stocktake Adjustment - Estimate

• Finalise Stocktake Results Report




5.2 Create Stocktake Selection

This step will detail how products are selected for inclusion in a stock take.


2. Select the Inventory tab and then click Stocktake in Progress Report.

3. Enter the Stocktake Selection details.

• Select the Inventory to perform a stocktake on.

• Enter the Stocktake Name

• Enter a Description.

• Select the Location where the stocktake will be performed and whether or not all products will be included in the stocktake.




4. Click Select Stocktake on the task pane

5. Click View Last Job Details under Actions to Perform on the task pane and then review the processing log.

• The log will show the number of products selected along with any products that have been excluded.




5.2.1 Exercise


Generate a stock take selection




5.3 Run Stocktake Selection Anomalies Report

This report will show details of any products that meet the selection criteria but have not been included in the stock take selection.


2. Select the Inventory tab and then click Stocktake Selection Anomalies.

3. Verify that the General report options are correct and click Start Processing.




4. Review the Anomalies Report. This report will be blank unless there are products that have been excluded from the stocktake selection.




5.3.1 Exercise


Generate the stock take selection anomalies report.




5.4 Produce Stocktake Count Sheets

Count sheets are used by those performing the stock counts to record their findings.


2. Select the Inventory tab and then click Stocktake Count Sheets.

3. Check that the General report settings are correct and click Start Processing on the task pane.




4. Print the count sheets for handing out to staff that are doing the actual counting.




5.4.1 Exercise


Produce the stocktake count sheets.




5.5 Stocktake Count Entered Against Products

This step will detail how the stock count details are entered into the system.


2. Select the Inventory tab and then click Stocktake Count Entry.




3. Select the Product/Stock Item Nbr to record a count for, enter the Count and select the Units (if required).

4. Select Auto Advance so that the system will automatically move to the next item to be counted and click Save on the task pane.




5.5.1 Exercise


Enter stock take counts for all products in your stocktake selection created earlier.




5.6 Stocktake Bulk Count Entry

This will cover an alternative method of entering stock counts using the bulk entry method.


2. Select the Inventory tab and then click Stocktake Bulk Count Entry.

3. Click Retrieve to obtain a list of all products in the Count section.




4. Enter the Count and Unit for each product. Click Save on the task pane.




5.6.1 Exercise


Perform a second count using the bulk count entry method.




5.7 Calculate Stocktake Adjustments

Once the count has been entered the stock adjustments must be calculated. To calculate the stocktake adjustments:


2. Select the Inventory tab and then click Calculate Stocktake Adjustments.

3. Check that the Inventory and Stocktake Name are set correctly and click Start Processing on the task pane.




4. Click View Last Job Details on the task pane and then review the processing log for any errors that may have occurred.




5.7.1 Exercise


Calculate stocktake adjustments after completing the counts in the previous exercise.




5.8 Review Stocktake Adjustments

A series of reports is available to allow you to review the results and financial impacts of the stocktake counts entered.


2. Select the Inventory tab and then click Stocktake Analysis – Summary.

3. Check that the General report settings are correct and then click Start Processing on the task pane.




4. Review the report to ensure the adjustments are correct.

5. Click Close on the toolbar and then click Stocktake Analysis – Detail Report.

6. Check the General settings for the report and click Start Processing on the task pane.




7. Review the detail report.

8. Click Close on the toolbar and then click Stocktake Adjustment – Estimate.





10. Review the report.




5.8.1 Exercise


Calculate your stocktake adjustments.

Run the stocktake Analysis Summary Report.

Run the stocktake Analysis detail report.

Run the Stocktake Adjustment Estimate report.




5.9 Finalise Stocktake

Once the adjustments have been reviewed, the stocktake can be finalised. The finalisation process will generate the adjustment transactions. To finalise the stocktake:


2. Select the Inventory tab and then click Finalise Stocktake.

3. Update the Close Comment if necessary and then click Finalise Stocktake on the task pane.

4. Click Yes to confirm the finalisation process should start.




5. Select the Inventory tab and then click Finalise Stocktake Results Report.





7. Review the report and the adjustment transactions generated.




5.9.1 Exercise


Finalise the stocktake and generate adjustment transactions.



Store Management Appendix A – Document Control

Appendix A – Document Control

Date Version Sections/All Name Reason for Change

13/4/16 1 All Mark Brett First Version of Document

Documents

STM Manualhilltops.nsw.gov.au/Hilltops_Internet/media/TechOne/Stores-Manage… · QUALITY ENDORSEMENT - ISO9001 Quality Management Systems - Requirements ABOUT TECHNOLOGYONE TechnologyOne