Inventory to Project Transfer

OBJECTIVE

The Inventory to project transfer function is used to transfer catalogue items and their associated costs from inventory to a project or vice versa. Since the system transfers costs from one activity to another, and these activities can have different general ledger accounts, transferring a transaction creates a general ledger entry.

If the maestro*MOBILE Inventory-Site Transfer interface is used, all transfers entered in the mobile app will also be available here (the transfer and modification source, A – maestro* or M – Mobile, can be displayed in the transaction grid).

The total quantities and amounts must equal 0.

To return quantities and costs to inventory, simply create a negative entry.

Some maestro* options create Inventory to Project Transfer transactions. These transactions can be viewed and modified if necessary.

PREREQUISITEs

Summary

Transfer from inventory to a project
- Add item from a kit
Calculation of quantity available

Steps

maestro* > Purchasing >Inventory > Processing > Inventory-Project Transfer

Transfer from inventory to a project

Enter the required information in the Detail tab:

Fields followed by the * character are mandatory fields.

You can search for an item by reservation number by clicking the Reservations Search icon. The selected items can then be added to the transaction. If a reservation is made without serial numbers for items with serial numbers, a new window is displayed in which the user can select the serial numbers for the item.

You can import transactions by clicking the Import an Excel File icon.

Field

Description

Date*

Date on which the transfer transaction is posted.

NOTE: This date must be within a valid and open period.

Reference

Reference number for the transaction.

Requester

Allows user to identify the requester for an inventory to project transfer transaction.

Currency

The currency is identified by the system. This value cannot be changed. For all new transactions, the currency displayed is the one configured in the settings for the current company.

Status

Displays the status of the transaction if Workflow Management is used. Otherwise, no status is displayed.

NOTE: By default, the entered status is displayed and when the Worklow management is complete, the status is changed to confirmed.

Req. No.

Requisition number attached to the inventory-to-project transfer.

NOTE: Drilling, which is available by double-clicking the requisition number, allows you to view requisition information, from general to more detailed.

Resource No.

Resource number attached to the inventory-to-^project transfer.

Default Values section:

The project, activity and group must not be the same as the project, activity or group for the group inventory defined in Configuration, in the Inventory section. Otherwise, it will be not possible to save the transaction.

Field

Description

Company

Name of the company to which the material will go or from which the material is received if the transaction is negative (return of material from a project to inventory).

NOTE: Available in multidimensional mode only.

Project*

Project affected by the transfer.

NOTE: The list of available projects is displayed based on Security Management.

In multidimensional mode, the list is also filtered by the selected company in the Company field.

Activity*

Activity of the project to which the line amount is transferred.

Group*

Group of expenses or income to be allocated.

Work Order

Work order number, if the transfer is linked to a work order transaction and is used for Invoice Preparation (W/O).

NOTE: The work order number can be entered for information purposes only.

If the Work Order option is installed, you can select an existing work order.

Site

Default site for the items in inventory.

Container

Text field that identifies the container.

NOTE: The Advanced entry of the material destination function must be enabled in Configuration.

Breakdown section:

The Entry of items by bar code icon is used to enter inventory codes using a bar code reader. For information on how this option functions, refer to help on Entering Items Using Bar Codes.

Field

Description

Company

Name of the company to which the material will go or from which the material is received if the transaction is negative (return of material from a project to inventory).

NOTE: Available in multidimensional mode only.

#-Project*

Project affected by the transfer.

NOTE: The list of available projects is displayed based on Security Management.

In multidimensional mode, the list is also filtered by the selected company in the Company field.

Activity*

Activity of the project to which the line amount is transferred.

Group*

Group of expenses or income to be allocated.

Inventory Code

Inventory code from Catalogue Management.

If the item is a kit, see section Add item from a kit.

NOTE: Only 1-General, 3-Inventory, 5-General Without Validation and 6-Assembled Product item types are available.

Description

Description of the item.

Unit

Conversion unit.

NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.

The arrow is used to select the item in inventory and the system displays the corresponding values by default.

Site

Site on which the item is located.

Location

Actual location of the item in inventory.

NOTE: To determine the source of the location, refer to help on Reading Locations for Inventory Items.

Characteristics

Item characteristic.

Identification

Item identification.

Reservation No

Reservation number.

NOTE: This number can be entered manually by the user.

Container

Text field that identifies the container.

NOTE: The Advanced Material Destination Entry function must be enabled in Configuration.

Case

Text field that identifies the case.

NOTE: The Advanced entry of the material destination function must be enabled in Configuration.

Box

Text field that identifies the box.

NOTE: The Advanced entry of the material destination function must be enabled in Configuration.

Qty available

Quantity available on Hand.

NOTE: For information on how available quantities are calculated, refer to the appendix.

Quantity

Quantity to be transferred.

NOTE: A negative quantity reverses the transaction; from the project to inventory.

Inv. Unit.

Inventory unit associated with the item in Catalogue Management.

Unit Price

Cost of the item.

NOTE: By default, the system enters the UP according to the setting defined in Configuration in the Unit price select. for adj and transfers. This price can be changed manually.

Supplier U.P.

Converted unit price based on the supplier's conversion factor in Catalogue Management.

Amount*

Amount to be transferred.

NOTE: If a quantity and unit price are entered, the system performs the calculation automatically.

Tax 1

Tax code to be applied.

Tax 2

Tax code to be applied.

Requisition No.

Requisition number related to the transfer.

Requisition Line No.

Line number of the requisition related to the transfer.

Currency

Displays the currency associated with the company.

NOTE: Available in multidimensional mode only.

Production Quantity

Production quantity made per item.

NOTE: Available only if Drilling Time Management is installed.

Employee in Charge

Employee in charge of the production specified in the previous field.

NOTE: Available only if Drilling TimeHours Management is installed.

Field	Description
Date*	Date on which the transfer transaction is posted. NOTE: This date must be within a valid and open period.
Reference	Reference number for the transaction.
Requester	Allows user to identify the requester for an inventory to project transfer transaction.
Currency	The currency is identified by the system. This value cannot be changed. For all new transactions, the currency displayed is the one configured in the settings for the current company.
Status	Displays the status of the transaction if Workflow Management is used. Otherwise, no status is displayed. NOTE: By default, the entered status is displayed and when the Worklow management is complete, the status is changed to confirmed.
Req. No.	Requisition number attached to the inventory-to-project transfer. NOTE: Drilling, which is available by double-clicking the requisition number, allows you to view requisition information, from general to more detailed.
Resource No.	Resource number attached to the inventory-to-^project transfer.

Field	Description
Company	Name of the company to which the material will go or from which the material is received if the transaction is negative (return of material from a project to inventory). NOTE: Available in multidimensional mode only.
Project*	Project affected by the transfer. NOTE: The list of available projects is displayed based on Security Management. In multidimensional mode, the list is also filtered by the selected company in the Company field.
Activity*	Activity of the project to which the line amount is transferred.
Group*	Group of expenses or income to be allocated.
Work Order	Work order number, if the transfer is linked to a work order transaction and is used for Invoice Preparation (W/O). NOTE: The work order number can be entered for information purposes only. If the Work Order option is installed, you can select an existing work order.
Site	Default site for the items in inventory.
Container	Text field that identifies the container. NOTE: The Advanced entry of the material destination function must be enabled in Configuration.

Field	Description
Company	Name of the company to which the material will go or from which the material is received if the transaction is negative (return of material from a project to inventory). NOTE: Available in multidimensional mode only.
#-Project*	Project affected by the transfer. NOTE: The list of available projects is displayed based on Security Management. In multidimensional mode, the list is also filtered by the selected company in the Company field.
Activity*	Activity of the project to which the line amount is transferred.
Group*	Group of expenses or income to be allocated.
Inventory Code	Inventory code from Catalogue Management. If the item is a kit, see section Add item from a kit. NOTE: Only 1-General, 3-Inventory, 5-General Without Validation and 6-Assembled Product item types are available.
Description	Description of the item.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option. The arrow is used to select the item in inventory and the system displays the corresponding values by default.
Site	Site on which the item is located.
Location	Actual location of the item in inventory. NOTE: To determine the source of the location, refer to help on Reading Locations for Inventory Items.
Characteristics	Item characteristic.
Identification	Item identification.
Reservation No	Reservation number. NOTE: This number can be entered manually by the user.
Container	Text field that identifies the container. NOTE: The Advanced Material Destination Entry function must be enabled in Configuration.
Case	Text field that identifies the case. NOTE: The Advanced entry of the material destination function must be enabled in Configuration.
Box	Text field that identifies the box. NOTE: The Advanced entry of the material destination function must be enabled in Configuration.
Qty available	Quantity available on Hand. NOTE: For information on how available quantities are calculated, refer to the appendix.
Quantity	Quantity to be transferred. NOTE: A negative quantity reverses the transaction; from the project to inventory.
Inv. Unit.	Inventory unit associated with the item in Catalogue Management.
Unit Price	Cost of the item. NOTE: By default, the system enters the UP according to the setting defined in Configuration in the Unit price select. for adj and transfers. This price can be changed manually.
Supplier U.P.	Converted unit price based on the supplier's conversion factor in Catalogue Management.
Amount*	Amount to be transferred. NOTE: If a quantity and unit price are entered, the system performs the calculation automatically.
Tax 1	Tax code to be applied.
Tax 2	Tax code to be applied.
Requisition No.	Requisition number related to the transfer.
Requisition Line No.	Line number of the requisition related to the transfer.
Currency	Displays the currency associated with the company. NOTE: Available in multidimensional mode only.
Production Quantity	Production quantity made per item. NOTE: Available only if Drilling Time Management is installed.
Employee in Charge	Employee in charge of the production specified in the previous field. NOTE: Available only if Drilling TimeHours Management is installed.

Click Save.
Click Transfer.

You can transfer several transactions at a time by clicking the Transaction Transfer icon on the main menu.

You can also print a transfer order by clicking the Print icon.

Add item from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

In the Breakdown grid, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
Enter the amount of kits (Quantity) needed in the transfer.
Check the kit items to include in the transfer.
Click on Select.
All chosen kit items will automatically be added to the transfer.
Save the transfer.

Calculation of quantity available

The quantity available is calculated based on the following settings:

Unit Validation
Confirmation of units
Characteristic Validation

These settings are available in the Configuration option of the Purchasing module (Inventory section).

Selected Configuration	Reading of quantities
If Unit Validation is set to one of the following choices: 0 - Do not validate 1 – Depending on available stocks 2 – Depending on available qty by site	The quantity displayed will be based on: The prefix of the company AND The site specified
If Unit Validation is set to: 3 – Depending on available qty by site / location	The quantity displayed will be based on: The prefix of the company The site specified The location specified

Selected Configuration

Reading of quantities

If Unit Validation is set to one of the following choices:

0 - Do not validate
1 – Depending on available stocks
2 – Depending on available qty by site

The quantity displayed will be based on:

The prefix of the company AND
The site specified

If Unit Validation is set to:

3 – Depending on available qty by site / location