Overview of Inventory Module
1. Standard Configuration
The standard configuration is based on the following procedure:
Staff arrive at a stores counter and request that certain items are provided. The
Storeman checks ID or that staff have appropriate signed authorisation or GIDO.
The Storeman enters details on line and collects item from stores for issue.
Details, including item number, quantity, account code or grant/project reference are
entered on-line. There will be free text which will enable the requisitioner to be
recorded on the system.
The system will update the stock records and a background process will run to update the
general ledger and grants. The background process for the general ledger is part of the
standard software. The background process for the grants update will be written in-house.
2. Item Codes
Each store will be set up as a separate organisation in the system.
Item codes will have a two character alphabetical prefix, to indicate the Department,
followed by code numbers to indicate specific items. In the case of Honours Departments
the second part of the code may be the same as the current item codes.
3. Issue Price
All stock issued will be at average cost which will be calculated automatically.
Storemen will be able to override the system and alter the issue price if Departments wish
to give this authority to them.
4. Units of Measure
The system will hold a primary unit of measure, normally the unit of purchase and
The unit of issue can be different and the system uses a conversion factor to convert
from store holding unit to issue rate. The unit for purchasing can be different from the
5. Functions Not Available
The Phase 1 functions will not allow an automatic mark-up to be applied to all issues,
nor will they include a link to accounts receivable so that invoices to external
organisations can be generated automatically.
6. Purchase Orders
When Purchase Orders are raised the system will default to non-stock expenditure, that
is, it will assume that the purchase is not to be added to stock. Therefore departmental
staff will need to alter the default setting when orders to replenish stores items are
7. Minimum and Maximum Stock Levels
Rules may be set on the system for minimum and maximum stock levels. Departmental staff
will be able to run a report listing all stocks above the maximum or below the minimum
level and use this as a basis for ordering new supplies.
8. Goods Received Process
It will be essential for the goods received stage to be entered if the Department is
using the Inventory module.
The system will produce Count Sheets for all or part of the stock items, as specified
by Departmental staff, as an aid to stocktaking. Details of actual stocks may then be
entered and the system will write off the difference to the stores expenditure code i.e.
the code against which stores running costs such as staff salaries are charged.
10. Issues to Other Departments
The Storeman will have to be given authority on the system to debit all account codes
including grants, which may have issues charged to them. For issues from a single
Department stores which is largely used by staff in that Department this is not likely to
be a problem.
Where staff from one Department wish to use a store owned by and
run by another Department, the issue to the Department will be dealt with by
using an IDT. The Stores department will nominate an account to which IDT transfers
are to be charged. Upon issue, the cost of the item will be charged to this
nominated account in the Inventory Module. An IDT will then be required to credit
the nominated account and charge the cost of the item to the other department.
This page last modified
June 3, 2011
by Web Editor