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)

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.