TABLE OF CONTENTS

• Inventory Control Relevant Roles
• Who approves ITJ
• Material Purchase Process
  • Create MPR - Material Purchase Requestor
  • Purchase MPR - Procurement Manager
    • Fill Out New Purchase Type IC Transactions Journal Card
    • Generate RFQ and Generate PO
    • Execute Purchase Transaction
    • Send to Vendor
    • Change Material Price
  • Confirm Material Receipt - Material Recipient (Warehouse Manager)
• Other Transaction Types in Inventory Control
• Material Transfers
  • Create a Transfer transaction - Material Transfer Requestor
    • Create New IC Transactions Journal Card
    • Fill Out New Transfer Type IC Transactions Journal Card
    • Add Materials to Transfer
    • Choose Quantities and Send for Approval
  • Start Transfer - Material Origin Authority
  • Confirm Transfer - Material Recipient
• Material Adjustments
  • Create New IC Transactions Journal Card
    • Fill Out New Adjustment Transaction Journal Card
    • Add Materials to Adjust
    • Choose Quantities and Send for Approval
  • Execute and Confirm Adjustment Transaction

Inventory Control Relevant Roles

Users may fulfill different Roles while using the Inventory Control business solution.

These instructions are primarily relevant to the following System Roles:

• Procurement Manager
• Warehouse Manager

Where a user’s System Role is undefined we refer to him or her by their contextual Role.

For example, either a Procurement Manager or Warehouse Manager might initiate a Material Transfer so we refer to him or her there as the “Material Transfer Requestor”.

Who approves ITJ

The ITJ approval process is akin to the MPR approval process. Both are set up in the Approval Processes reference (system reference). They can have one or more approval levels. Moreover, ITJ Approvers are also customizable, e.g. they can be Warehouse Leads, Employees, User Groups.

Approvers receive the approval tasks in their FCX Desktop inbox.

They can approve or reject an ITJ via the task or using the Approve action in the ITJ card. In this way, Stakeholders are notified of actions taken on the ITJ.

Follow-up actions on the ITJ, such as Execute or Confirm, are performed directly in the ITJ card.

More on this below.

Material Purchase Process

A Material Purchase does not begin with the creation of an IC Transactions Journal card.

Instead, a Material Purchase always begins with the creation of a Material Purchase Requests (MPR) card.

Create MPR - Material Purchase Requestor

The Material Purchase Requestor begins the process of a Material Purchase in Inventory Control by creating a Material Purchase Request (MPR). Follow this article to learn more.

Purchase MPR - Procurement Manager

The Procurement Manager continues the process of the Material Purchase by creating Purchase type IC Transaction Journal cards. The Procurement Manager does this from the MPR card. Read more about purchasing MPR here.

Once the MPR has been purchased and the purchase type Inventory Transaction has been created, the Procurement Manager continues with this transaction to fill out the ITJ card. Note that the created Purchase ITJ will immediately have an Approved stage.

Fill Out New Purchase Type IC Transactions Journal Card

1. Review the requested materials listed in the center of the current IC Transactions Journal card. Determine if you want to purchase them all from the selected vendor.
2. Remove any materials you do not want to purchase from the selected vendor by clicking  next to the material and clicking Delete.
3. On the ribbon Home tab, in the Documents group, click Generate PO to generate a Purchase Order.
4. Type in a Quote Number if applicable.
5. Save your changes.
6. The ITJ purchase type will automatically move to the approved stage. The next step is to proceed with the purchase transaction execution process.

Generate RFQ and Generate PO

RFQ is a request for quote and therefore no pricing is included as this process is an attempt to solicit a price from the supplier.

The Generate RFQ option is available until the Purchase transaction is executed. It's open at the Pending and Approved stages.

The system allows you to print out (generate) the PO not only for the draft, pending and approved orders, but also after the order has been executed.  You may need to access the document to resend to the supplier or to share internally.  The Purchase Orders include pricing.

Execute Purchase Transaction

The last action required of the Procurement Manager in the Material Purchase process is execution of the Purchase Transaction. The Purchase Transaction should be executed once the vendor confirms the purchased material has been shipped.

To execute the Purchase Transaction:

1. Open the relevant IC Transactions Journal card. You can do this via the MPR card.
2. Enter Order Confirmation and Est. Delivery Date dates.
3. Type in the Confirmation Number.
4. On the ribbon Home tab, in the Actions group click Start to execute.
5. Notification will be sent to Stakeholders that the materials are on their way. This could be a Warehouse Lead, specific Employees or a User Group. This is a configurable notification.

Send to Vendor

"Send to Vendor" only works if:

1. This option is enabled at your company 

2. An e-mail address (PO Email), to which a Purchase transaction must be sent, is specified in the Vendor Card.  You can check this on the Vendor card.

You can set up options for the Vendor email:

• Attach all Related Documents or don't.
• Add Vendor Responsible to BCC. Responsible is the Email on the Employee’s card to which the Vendor card is assigned. 
• Add ITJ Creator to BCC.
• Add a list of required Employees to CC.
• Select what to enter in the "Ship To" field. This can be a Location from the Inventory Transaction Journal, or a static “Will Call”, or Custom Address that you enter manually. 
• Write email notes to the Vendor.

Change Material Price

Change the Price ($) column pursuant to negotiations with the vendor. This option is available for Executed transactions.

• First, select a material whose price you want to change.
• Enter the new value.
• This changes the price in the relevant transaction, transaction entries and updates the Vendor Price in the Material card.

Confirm Material Receipt - Material Recipient (Warehouse Manager)

The Material Recipient, usually a Warehouse Manager completes the process of a Material Purchase by confirming the quantity of materials which have arrived at his or her warehouse.

To confirm material receipt:

1. Open the card of the relevant IC Transactions Journal in a new window: navigate through the MPR card or IC dashboard.
2. Type the quantity received of each material into the Recv. column of the purchased materials list. This may be different from the Rqst. quantity.
3. Add Taxes and Delivery amounts after receiving an Invoice from Vendor. Type Taxes and Delivery Fees or click the Estimate buttons to the right to calculate taxes and fees based on the predetermined percentages stated. Enter zeros if the subtotal already includes Taxes and Delivery charges.
4. Attach a bill of lading document.
5. On the ribbon Home tab, in the Actions group, click Confirm to confirm receipt.

If the QTY received is less than the requested QTY, another executed ITJ is created for the difference.

Please note that tax and delivery charges will only apply to certain types of ITJs. This is determined by the system constant. Typically, these are Purchase and Transfer transaction types, but can be changed at your request.

Other Transaction Types in Inventory Control

The processes for Material Transfers, Adjustments (+/-) and Returns are different from that used for Material Purchases. The primary difference is that these processes involve only the IC Transactions Journal card and do not the Material Purchase Requests (MPR) card.

This section provides a brief overview of the Transfers and Adjustments (+/-) Transaction processes.

The Returns Transaction type is uncommon and will be covered by separate, forthcoming instructions.

Material Transfers

Material Transfer Transactions begin with the creation of an IC Transactions Journal card.

Create a Transfer transaction - Material Transfer Requestor

The Material Transfer Requestor begins the process of a Transfer Transaction by creating a new Transfer type IC Transactions Journal card and submitting the Transfer Request for approval.

Create New IC Transactions Journal Card

1. From the Conterra Explorer, use Quick Launch search to find and open the IC Transactions Journal Reference.
2. Create a new IC Transactions Journal card.
3. The card opens in a new window.

Fill Out New Transfer Type IC Transactions Journal Card

1. Click the Type drop-down menu and select Transfer from the available options.
2. Click … next to the From Requisite to select the Location (usually a warehouse) from which the material will be transferred.
3. Click … next to the To Requisite to select the Location (usually a warehouse) to which the material will be transferred.
4. Click … next to the Build Plan Requisite to select the Build Plan this transfer is associated with, if applicable.
5. On the ribbon Home tab, in the Documents group, click Upload Documents if you want to attach any documents in reference to your request.
6. Click Add New Row to select the materials you want transferred.

Add Materials to Transfer

From the new Transfer type IC Transactions Journal card click Add New Row to select from the materials list or use the Import tool. 

Note that only materials available at the selected origin warehouse are available for selection.

Excel template:

• Put the column name in the first row.
• Find the columns in the order: Material name, Part. No, QTY, Comments.
• From the second row, list the required materials for the transfer.

Choose Quantities and Send for Approval

If you try to request a greater quantity of a material than the origin warehouse currently has, a dialogue box displays ‘Available only (Quantity) (Material Title) in the “(Location).

Start Transfer - Material Origin Authority

The Material Origin Authority is usually the manager of the Warehouse from which the material is being transferred.

This warehouse manager continues the Material Transfer by adding shipping information to the IC Transaction Journal card and executing the transfer.

To execute the Transfer Transaction:

1. Open the card of the relevant IC Transactions Journal in a new window: navigate through the MPR card or IC dashboard.
2. Click … next to the Order Confirmation and Est. Delivery Date Requisites to enter those dates.
3. Type in the Confirmation Number.
4. On the ribbon Home tab, in the Actions group click Start to execute.
5. Notification will be sent to Stakeholders that the materials are on their way.

Confirm Transfer - Material Recipient

The Material Recipient is usually the manager of the warehouse to which the material was transferred.

This Warehouse Manager completes the Material Transfer by confirming the quantity of materials which have arrived at his or her warehouse.

To confirm material receipt:

1. Open the card of the relevant IC Transactions Journal in a new window: navigate through the MPR card or IC dashboard.
2. Type the quantity received of each material into the Recv. column of the transferred materials list. This may be different from the Rqst. quantity. 
   • Enter Taxes and Delivery, if required.
3. On the ribbon Home tab, in the Actions group, click Confirm to confirm receipt.

If the QTY received is less than the requested QTY, another executed ITJ is created for the difference.

Material Adjustments

Material Adjustment Transactions are similar to Material Transfer Transactions.

Material Adjustment Transactions are used to revise inventory quantities where the original calculation was wrong for some reason.

These adjustments require approval and so must go through a transaction process similar to that of a transfer.

All steps of a Material Adjustment Request described here are carried out by the Material Adjustment Requestor.

Create New IC Transactions Journal Card

1. From the Conterra Explorer, use Quick Launch search to find and open the IC Transactions Journal Reference.
2. Create a new IC Transactions Journal card. 
3. The card opens in a new window.

Fill Out New Adjustment Transaction Journal Card

• Click Adjust(+) to add to the recorded quantity of selected materials. 
• Click Adjust(-) to subtract from the recorded quantity of selected materials.

2. Fill the To or From Requisites:

• If you are making a positive adjustment, click … next to the To Requisite to select the location (usually a warehouse) where quantities are being revised. 
• If you are making a negative adjustment, click … next to the From Requisite.

3. On the ribbon Home tab, in the Documents group, click Upload Documents if you want to attach any documents in reference to your request.
4. Click Add New Row to select the materials whose inventory you want to adjust (see below).

Add Materials to Adjust

From the new Transfer type IC Transactions Journal card click Add New Row to select from the materials list or use the Import tool. 

Once you have made your selection, on the ribbon Home tab, in the Commands group click Select to confirm.

Repeat to add more materials to the Adjustment Request.

For negative Adjustments you can only select materials available at the selected warehouse. For positive Adjustments, though, all items in the Material List are available for selection.

Choose Quantities and Send for Approval

Execute and Confirm Adjustment Transaction

Once the Adjustment Request has been approved, the Material Adjustment Requestor can complete the process 

by executing and confirming the Material Adjustment Transaction.

To execute and confirm the Transfer Transaction:

1. Open the relevant IC Transactions Journal.

2. On the ribbon Home tab, in the Actions group click Start to execute, then Confirm to confirm the adjustment.

Read more: 

Cancel ITJ or Close Short

Inventory Transaction Entries