Items can be moved in to and out of inventory through transactions. The following are the four types of inventory transactions:
• Adjustment transactions.
• Purchasing transactions.
• Pending Issue transactions.
• Issue transactions.
Inventory transaction records are used by financial rollup fields to track the various quantity values for inventory items. The transaction records are created by the applications that interface with the inventory system, such as Purchasing, Receiving, and Tasks. Transactions also can be created manually from actions on inventory items.
After the record has been posted, the system will reset the Quantity to be Posted' with the Quantity Processed value. This means that the Quantity to be Posted value on the Inventory Transaction Item record will be reset according to the quantity that was actually fulfilled.
The following table describes the transaction types:
Transaction Type Description
Adjustment Transaction The Adjustment Transaction is used for ‘adjusting’ Inventory Item quantities based on various conditions.
You can post positive and negative quantities for Inventory Transactions.
For example:
If a Lost item is Found, ‘Post’ a Lost Transaction with a negative number,
If you have less items than the record lists based on a ‘Cycle Count’, ‘Post’ an Inventory Cycle Count Transaction with a negative number
If your Inventory Item manages Assets, on most Adjustment Transactions you can select the Assets that are Lost, Repaired, Retired, etc. The status of the selected Assets will change accordingly.
Adjustment Options include:
Transaction Type Description
Inventory Cycle Count Use for adjustments based on an on-site count of actual items
This transaction type can be used to populate your initial inventory quantity.
You can instruct the system to create Asset records in the Inventory Cycle Count Transaction.
The Inventory Cycle Count Transaction is auto-generated by the Inventory Cycle Count Task.
Damaged Use for posting Damaged items
Lost Use for posting Lost and Found items (use a negative quantity to post Found items) Repair Use for posting items being Repaired (use a
negative quantity to post items that have been Repaired and are now available stock) Retire Use for Retiring items no longer usable
Return Use for Returned items
Transfer Use to Transfer items from one Storage Area to another
The system supports partial transfers, and you can instruct the system to create a new Inventory Item in the destination location or merge with an existing Inventory Item.
Purchasing Transactions The Purchasing Transaction is used to Post items On Order and items Received.
The IBM TRIRIGA Purchasing process is integrated with Inventory. Items ordered by Purchase Requisition carry through the entire purchasing process and on Receipt; On Order transactions are reversed and Receiving transactions are created by the system.
Purchasing Options include:
Transaction Type Description
Receiving Use for Items Received into Inventory.
This transaction type can be used to populate your initial inventory quantity.
You can instruct the system to create Asset records in the Receiving Transaction Pending Issue
Transaction
The Pending Issue Transaction is used to Post items On Hold or Backordered against Inventory Items and Material Orders.
The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Pending Issue Transaction to place a Hold against ‘Pending Orders’ (perhaps with a future date).
The Pending Issue Transaction places a Hold for the specified quantity.
The Pending Issue quantities are deducted from the total ‘Quantity Available’.
Pending Issue Options include:
Hold Use to place a Hold against the Inventory Item quantity.
Backorder Use to note a Backorder against the Inventory Item quantity.
Safety Stock Safety Stock is a manually entered number, but is included in the Total Pending Issue quantity.
Issue Transaction The Issue Transaction is used to Post items Issue, On Loan, or Returned transactions against an Inventory Items and Material Orders.
The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Issue Transaction to place Issue Inventory Items against a Material Order.
The Issue Transaction also can reference a Task.
Issue Use to note an Item has been Issued against the Inventory Item quantity.
Transaction Type Description
On Loan Use to note an Item has been Loaned against the Inventory Item quantity.
Return Use to note an Item has been Returned against the Inventory Item quantity.
Unit Price
The Unit Price field is used to support the batch creation (inbound) and valuation calculation (outbound). For inbound transaction types, this field is used for the creation of the Inventory Batch records. The following outlines the flow of data to support the Unit Price in inventory transactions.
Inventory In Transactions
Transaction Type RulesReceipts Manual from Inventory Item record:
• Defaults from the unit price on the Inventory Item, but can be changed
From the Receiving form:
• Actual cost from the receiving line item (read-only) Transfer (In) Defaults from the unit price on the Inventory Item, but can be
changed
Negative (-) Adjustments
• Lost/Found
• Retired (Un-retired)
• Damaged (Repaired)
A negative adjustment means the user is reversing a previous positive adjustment. For example: previously a user created a transaction and noted that three items had been lost. If the items were subsequently found, the user would create another lost transaction and enter -3 to reverse the original transaction.
• Defaults from the unit price on the Inventory Item, but can be changed
Positive (+) Adjustments
• Cycle Count
• Return
Defaults from the unit price on the Inventory Item, but can be changed
Inven
tory Out Transactions
Transaction Type RulesIssue Manual from Inventory Item record:
• Calculated average based on valuation method From the Issue (Quick Fill) form:
• Calculated average based on valuation method Transfer (Out) Calculated average based on valuation method
Negative (-) Adjustments
• Cycle Count
Calculated average based on valuation method
Positive (+) Adjustments
• Lost
• Retired
• Repaired
• Damaged
Calculated average based on valuation method
Adjustment Transaction
The Adjustment Transaction is used for ‘adjusting’ Inventory Item quantities based on various conditions.
Tip – You can post positive and negative quantities for Inventory Transactions. For example:
If a Lost item is Found, ‘Post’ a Lost Transaction with a negative number,
If you have less items than the record lists based on a ‘Cycle Count’, ‘Post’ an Inventory Cycle Count Transaction with a negative number.
Tip – If your Inventory Item manages Assets, on most Adjustment Transactions you can select the Assets that are Lost, Repaired, Retired, etc. The status of the selected Assets will change accordingly.
Tip – The Inventory Cycle Count process includes the creation of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.Step
Inventory Item Adjustments Section:
The Adjustments section displays all Adjustment Transactions against the Inventory Item.
To create an Adjustment Transaction:
• Select either the Adjustment or Transfer actions
• The Adjustment Transaction form will open in a separate window.
Inventory Item
Adjustment Transaction
The sections and fields described are typical for all Adjustment Transaction options.
General Section:
• ID and Status are populated by the system
Detail Section:
• Transaction Type: Select the appropriate Transaction Type from the drop down list
• Quantity to be Posted: Enter the quantity
• Units: This field will default to the proper value based on the Inventory Item
• Reason for Adjustment: Enter any comments about the adjustment
• Create Assets: This option is only available for the Inventory Cycle Count option.
Note – You can instruct the system to create Asset records in the Inventory Cycle Count Transaction.Primary Inventory Item and Provided Specification Sections:
Step
Transaction form from.
Assets for the Inventory Item Section:
This section displays all Assets associated with the inventory item and their current status.
For several of the adjustment options this section will have check boxes in front of the Assets. You can use these check boxes to select the Assets pertaining to the Transaction.
• When you have entered the data, select the Post action.
• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Item.
Inventory Item History Tab:
The History tab on the Inventory Item record displays all transactions against the item.
Once posted Adjustment Transactions are read-only.
Adjustment Transaction
In this example, we will create an Inventory Repair Transaction.
• Select the Transaction Type (Inventory Repair)
• Enter the Quantity to be Posted
• Enter the Reason for Adjustment
• Select the Asset(s) to be Repaired
• Select the Post action
• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Item.
• The Status of the selected Asset will change to Offline for Repair Adjustment Transaction
In this example we will create an Inventory Transfer Transaction.
• Select the Transfer action on the Inventory Item
Tip – You also can select the Adjustment action on the Inventory Item and then select Inventory Transfer as the Transaction Type.• Transaction Type = Inventory Transfer
Step
When you select Inventory Transfer, the form will change to display the Inventory Transfer Option field
• Inventory Transfer Option: Select the appropriate option
Based on the Inventory Transfer Option you select, the form will change to display the sections appropriate for the option.
• Based on the Transfer Option select either the Transfer To Inventory Location or Transfer To Inventory Item
Note –
Create New Inventory Item: This option will:
Inventory Transfer Options
Create a new Inventory Item in the selected Inventory Primary Location (storeroom),
Post a ‘Transfer In’ quantity to the new Inventory Item,
Post a ‘Transfer Out’ quantity from the original Inventory Item, and
Move any selected Assets to the new Inventory Item.
Transfer to Existing Inventory Item: This option will:
Post a ‘Transfer In’ quantity to the selected ‘Transfer To’ Inventory Item,
Post a ‘Transfer Out’ quantity from the original Inventory Item, and
Move any selected Assets to the ‘Transfer To’ Inventory Item.
• Enter the Quantity to be Posted
• Enter the Reason for Adjustment
• Select the Asset(s) to be Transferred
• Select the Post action
• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Items.
Inventory Item History Tab:
The History tab on the Inventory Item record displays all transactions against the item.
For Transfer Adjustment Transactions you will get two Transactions (one for the ‘Transfer Out’ and
Step
Adjustment Transaction
In this example, you can create an Inventory Transfer Transaction using the Transfer to Existing Inventory Item option. The process is similar to that above, except for this transaction option you will select the Inventory Item you want to transfer to - Transfer To Inventory Item.
Purchasing Transaction
The Purchasing Transaction is used to Post items On Order and items Received.
Tip – The IBM TRIRIGA Purchasing process is integrated with Inventory. Items ordered by Purchase Requisition carry through the entire purchasing process and on Receipt; On Order transactions are reversed and Receiving transactions are created by the system. The Purchasing Transaction supports partial receipts.
Tip – The process described in this section includes the creation of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.Step
Inventory Item
Inventory Summary Section:
The Inventory Summary section displays all Purchasing Transactions against the Inventory Item.
To create an Purchasing Transaction:
• Select the Order/Receipt action
• The Purchasing Transaction form will open in a separate window.
Purchasing Transaction
The sections and fields described are typical for all Purchasing Transaction options.
General Section:
• ID and Status are populated by the system
Step
Detail Section:
• Transaction Type: Select the appropriate Transaction Type from the drop down list (options include: Inventory On Order and Inventory Received)
• Quantity to be Posted: Enter the quantity
• Units: This field will default to the proper value based on the Inventory Item
• Comment: Enter any comments
• Create Assets on Receipt: If checked the system will create Asset records when a Receiving Transaction is posted.
Primary Inventory Item and Provided Specification Sections:
These sections are pre-populated by the system based on the Inventory Item you opened the Transaction form from.
Assets for the Inventory Item Section:
This section displays all Assets associated with the inventory item and their current status.
• When you have entered the data, select the Post action.
• The Purchasing Transaction form will close and the Transaction will be posted against the Inventory Item.
Inventory Item History Tab:
The History tab on the Inventory Item record displays all transactions against the item.
Once posted Purchasing Transactions have additional actions available.
Purchasing Transaction
Once posted Purchasing Transactions have additional actions available.
Recall Order Action:
The Recall Order action will reverse the posted On Order quantity and change the status of the Transaction to ‘Recalled’.
Tip – Use the Recall Order action if for some reason you cancelled your Order.Step
The Purchasing process can create On Order Transactions and trigger a Recall.
Receive to Inventory Action:
The Receive to Inventory action will reverse the posted On Order quantity and create a corresponding Receiving Transaction.
Inventory Item History Tab:
The History tab on the Inventory Item record displays all transactions against the item.
Recall Order Action:
The Recall Order action will reverse the posted On Order quantity and change the status of the Transaction to ‘Recalled’.
Note the Recalled Transaction.
Inventory Item History Tab:
The History tab on the Inventory Item record displays all transactions against the item.
Receive to Inventory Action:
The Receive to Inventory action will reverse the posted On Order quantity and create a corresponding Receiving Transaction.
Note the bottom two Transactions. On Receive to Inventory the On Order Transaction was
‘Recalled’ and an Inventory Received Transaction was created.
Purchasing Transaction
Inventory Received Transaction Type
• Inventory Receiving Option: Select the appropriate option
Based on the Inventory Receiving Option you select the form will change to display the sections appropriate for the option.
• Based on the Receiving Option select either the Receive To Inventory Location or Primary Inventory Item
Step
Note –
Create New Inventory Item: This option will:
Inventory Receiving Options
Create a new Inventory Item in the selected Inventory Primary Location (storeroom),
Post a ‘Received’ quantity to the new Inventory Item,
If Create Assets on Receipt is checked, the system will create Assets and associate them with the new Inventory Item.
Merge with Existing Inventory Item: This option will:
Post a ‘Received’ quantity to the Inventory Item,
If Create Assets on Receipt is checked, the system will create Assets and associate them with the Inventory Item.
• Enter the Quantity to be Posted
• Enter the Comment
• Select Create Assets on Receipt (if appropriate)
• Select the Post action
• The Purchasing Transaction form will close and the Transaction will be posted against the Inventory Item(s).
Inventory Item Asset Details Tab:
If Create Assets on Receipt is checked, the system will create Assets and associate them with the Inventory Item.
Pending Issue Transactions
The Pending Issue Transaction is used to Post items On Hold or Backordered against Inventory Items and/or Material Orders.
Note – The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Pending Issue Transaction to place a Hold against ‘Pending Orders’ (perhaps with a future date).
Note – The Pending Issue Transaction places a Hold for the specified quantity. The Pending Issue quantities are deducted from the total ‘Quantity Available’.
Note – The process described in this section includes the selection of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.Step
Inventory Item
Hold or Pending Issue Section:
The Hold or Pending Issue section displays all Transactions against the Inventory Item that are still in stock, but ‘held’ for a specific reason.
To create an Pending Issue Transaction:
• Select the Hold action
• The Pending Issue Transaction form will open in a separate window.
Step
Pending Issue Transaction
The sections and fields described are typical for all Pending Issue Transaction options.
General Section:
• ID and Status are populated by the system
Detail Section:
• Transaction Type: Select the appropriate Transaction Type from the drop down list (options are: Inventory Hold and Inventory Backorder)
• Quantity to be Posted: Enter the quantity
• Units: This field will default to the proper value based on the Inventory Item
• Comments: Enter any comments
Material Order Section:
Select the Material Order for the Transaction.
The default query on the popup list will display any Material Orders that match the Specification on the Inventory Item.
Pending Issue Transaction
• When you select a Material Order the Requested Specification section is populated.
• When you have entered the data, select the Post action.
• The Pending Issue Transaction form will close and the Transaction will be posted against the Inventory Item and the Material Order.
Note – The IBM TRIRIGA system allows you to define ‘Compatible’ Specifications in the Specification Manager. This functionality allow the Inventory Manager to review specifications that may be in stock that are not exactly what the user requested, but that the company has deemed ‘compatible’ with the requested Specification, and therefore could be Issued as an alternate product.
Inventory Item History Tab:
Step
Pending Issue Transaction Recall Transaction Action:
The Recall Transaction action will reverse the posted Pending Issue quantity.
The Purchasing process auto-triggers the Recall Transaction action on Issue.
Issue Transaction
The Issue Transaction is used to Post items Issue, On Loan, or Returned transactions against an Inventory Items and Material Orders.
Note – The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Issue Transaction to place Issue Inventory Items against a Material Order.
Note – The process described in this section includes the selection of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.Step
Inventory Item
Inventory Issued or Returned Section:
The Inventory Issued or Returned section displays all Issue Transactions against the Inventory Item.
To create an Issue Transaction:
• Select the Issue action
• The Issue Transaction form will open in a separate window.
Issue Transaction
The sections and fields described are typical for all Issue Transaction options.
General Section:
• ID and Status are populated by the system
Step
Detail Section:
• Transaction Type: Select the appropriate Transaction Type from the drop down list (options include: Inventory Issue, Inventory On Loan, and Inventory Return)
• Quantity to be Posted: Enter the quantity
• Units: This field will default to the proper value based on the Inventory Item
• Comment: Enter any comments
Reference (Product Request or Task Sections:
Reference (Product Request or Task Sections: