Catalogue Inquiry
OBJECTIVE
The Catalogue Inquiry function provides an overview of the various transactions conducted on an item.
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The ability to drill down in the transaction tabs allows you to view more general or more detailed information. |
PREREQUISITE
Steps
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maestro* > Purchasing > Analysis and Inquiry > Catalogue > Catalogue Inquiry |
Consult an item in the catalogue
- Select a Code.
- View the available information for the item.
- Description tab:
- Identification, Accounting and Units sections: This tab displays the general information entered when the item was created in Catalogue Management.
- Inventory Status section:
All of the quantities and amounts in this table are calculated based on transferred transactions only.
Field
Description
Ordered
Total stock order from catalogue transactions.
Not Invoiced
Total of merchandise receipt transactions if the fees incurred function is not used. Otherwise, the total amounts are displayed.
NOTE: Item additions are included in the calculation.
To Deliver
Totals of customer order transactions that are still to be delivered. Only the Quantity is displayed.
Stock
Quantity and value of the item in stock in maestro*.
Reserved
Total transactions with reservations.
NOTE: The transaction must have an entry in the Reservation No. field to be included in the calculation.
Available
Difference between Stock and Reserved.
Average cost for the current prefix
Average cost calculated in relation to existing items in the current company only.
NOTE: Only available in the multidimensional mode
- Purchase and Sale section: This tab displays the information entered when the item was created in Catalogue Management or after transactions are processed in maestro*.
In multidimensional mode, the displayed average cost available in this section is the cost for all companies.
Refer to the appendix at the end of this document for an explanation on the workings of the average cost.
- Pivotal View section: This section is used to create a table for monitoring item quantities.
You can create a presentation model and make it available to all users.
- Other tab: This tab displays general information on the item. This information was entered when the item was created in Catalogue Management.
The Warranty section is used to view information about item warranties when defined as a part on equipment. The Preventive Maintenance module must be installed to make this tab available.
- Additional Fields tab: This tab displays additional fields as entered in catalogue management.
- Quantities tab: This tab displays a summary of quantities based on the columns of quantities available.
- Customer Orders tab: This tab displays the quantities and amounts in transactions transferred from customer orders or not.
- Supplier Orders tab: This tab displays the quantities and amounts in transactions (transferred or non-transferred) for stock orders from catalogue only.
- History tab: This tab displays all transactions for the selected item. The Inventory Status section calculates the quantities and amounts from transactions in this tab.
Only non-self-referring fields are defined in the table below.
Field
Description
Transaction Type
Available values:
:
Receipt of merchandise on a project.
;
Inventory to project transfer transaction.
?
Time/Material delivery.
=
Sale and invoice transaction from a customer order.
<
Cancellation of a balance from a customer order.
>
Cancellation of a customer invoice.
@
Internal sale.
È
Physical inventory count.
Ç
Fuel management.
1
Stock Order from Catalogue.
2
Receipt of merchandise.
3
Cancellation of a balance from a stock order from catalogue.
4
Inventory adjustment transaction.
5
Transaction from a customer order.
6
Transaction from a delivery from a customer order.
7
Receipt of merchandise delivered to the project.
8
Invoicing of a stock order from catalogue.
9
Cancellation of an invoicing balance.
Surplus
Surplus quantity if the quantity received is higher than the quantity ordered or the quantity invoiced is higher than the quantity received.
Surplus Amount
Surplus amount if the receipt of goods amount is higher than the ordered amount or the invoiced amount is higher than the receipt of goods amount.
Original Characteristics
Characteristic entered in the Stock Order from Catalogue.
NOTE: If the characteristic is changed when the merchandise is received, the value remains in the same field, but the word "original" is no longer displayed.
Origi. Location
Location entered in the Stock Order from Catalogue.
NOTE: If the location is changed when the merchandise is received, the value remains in the same field, but the word "original" is no longer displayed.
Origin. Unit
Unit entered in the Stock Order from Catalogue.
NOTE: If the unit is changed when the merchandise is received, the value remains in the same field, but the word "original" is no longer displayed.
Origin. Identification
Identification entered in the Stock Order from Catalogue.
NOTE: If the identification is changed when the merchandise is received, the value remains in the same field, but the word "original" is no longer displayed.
Original Reservation No.
Reservation number entered in the Stock Order from Catalogue.
NOTE: If the reservation number is changed when the merchandise is received, the value remains in the same field, but the word "original" is no longer displayed.
Gross Unit Price
Unit price entered in the order.
NOTE: This field is used to update the inventory values in maestro* and to display the last price, based on the current prefix, in CatalogInquiry.
Discount for Gross Unit Price
Discount on the unit price entered in the order.
NOTE: This field is used to update the inventory values in maestro*and to display the last discount, based on the current prefix, in Catalog Inquiry.
- Analyze Active Orders tab: This tab displays current sale and purchase orders.
- Reservations tab: This tab displays reservations of material created from requisitions, stock orders from catalogue, inventory to project transfers, etc.
- Warranty by Equipment tab: This tab displays the list of equipment for which the current item is part of the components list.
- Requisitions tab: This tab displays all current or completed requisitions for the item.
- Bill of Materials tab: This tab displays the bills of materials in which the item is used.
- Serial Number tab: This tab displays the list of existing serial numbers for this item, as well as transactions linked to each serial number.
The list generator can be used to generate the following specific lists: Catalogue, Quantities, Orders, Customer Order and History.
See also
- How to Service Management Procurement
- How to Service Management Procurement
Appendix
Calculation of the Average Cost Formula
The basic formula is straightforward:
- Average Cost = Stock Value / Stock Quantity.
But we have to consider some particularities that occur depending on whether the Accrual Accounting is activated or not.
- In the purchasing process (Stock Order > Receipt > Invoice):
- The Stock Quantity is updated as soon as the reception is done;
- The Stock Value is updated only when the invoice is received.
If the Accrual is NOT activated:
- We DO NOT take into account the material received but not billed yet.
- Therefore, Average cost is available only when the invoice is posted.
- So, to calculate correctly the Average cost:
- We subtract the quantity received but not invoiced yet from the Stock Quantity.
If the Accrual IS activated:
- We DO take into account the material received but not billed yet.
- Therefore, the Average cost is calculated as soon as the receipt of goods is posted.
- So, in order to calculate correctly the average cost:
- We add the value of the stock received but not invoiced yet to the Stock Value.
There are other factors that the system will take into account:
- In a multidimensional environment, it is possible to calculate an average cost by prefix or a global one (for all prefixes);
- It is possible to calculate an average cost that includes items as soon as the Purchase Order is posted (it is called Average Cost +);
- The system will not calculate an average cost if the stock quantity is less than 0,01.
- The system will not calculate a negative average cost, even if the stock value or the stock quantities are less than zero;
Maestro* can show a negative average cost in the Catalogue Inquiry, if the Stock Value (or the Quantity on hand) is negative. But maestro* will not use this negative average cost in transactions. Instead, the next available value in priority will be used (Last Price Paid or Supplier Price, for example).
