Picking Slip not processing

Processing the posted GRVs stock items to Jobs.

Go to Job Costing Module > Activity > GRV to Job

 Remove the date from and click on the search button, to list all GRVs with Job allocations to them.

 

 Highlight the GRV to Process, click on the Process button.

Note: This does not do any General Ledger accounting transactions, these have already taken place when the GRV was posted.

This Process just moves the stock from On shelf to Job WIP section.

 

 If there is a problem with Posting of the GRV, it will come up in red. Click on the X in the top right hand corner to close the window.

 

 The GRV to Job Picking Slip will come up. Print out document so that you can research why the stock will not move from On Shelf to Job. Some reasons are as follows:

1. Job is closed and stock item cannot move onto a closed job.

2. There is insufficient stock on Hand to move to a Job. (stock could have being used on another job or has already being allocated some other way in the system).

3. Only one of the items on the Picking slip has one of the above problems and thus the whole process is stopped

 

 Click on the print button on the report to print out the document to analysis the data.

 

 Go to Job Costing Module > Analysis > Manage Job History.

This is to check on jobs which have being closed or cancelled or completed.

 

 Once in the search header do the following:

1. Put the job number that you want to close in the Job Number field

2. Remove your Date From – this allows one to search all jobs from beginning of time

3. Click on Search button

 

 Double click on the highlighted line or click on the View button at the bottom of the screen.

 

 When in the Manage Job

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

3. As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 When in the Manage Job, do the same for the other item

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

 As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 When in the Manage Job, checking for all items entered on the job.

1. Leave the item code blank in the filter to search on all items

2. Click on All Job Lines to show information up on the grid.

 You will notice that items come onto the grid, if you notice that items have values entered against the Actual column, it means it has being managed and stock has moved from On Shelf to Job WIP.

 

 Highlight the line so as to see what was managed and by who, date and when. Click on the History Button.

 

 Notice that the line was managed on a particular date and by how many.

 

 Summary:

This means that Based on the example we just did, the job was closed and the items were not allocated to the jobs.

What does this mean:

It means that the stock in the computer accounting system still reflects the stock is in the store room and has not being allocated to the Job.

What one has to do is to check the store room to match what stock is actually there vs what the computer accounting system says is on Hand.

Should the stock be out with those items then one would have to do a stock level adjustment Journal to reduce the stock levels on hand to match the store. This is only done if the items were not managed on the closed job and that it was not invoiced to that customer. Otherwise the stock has already left the on shelf on the accounting system.

 Checking quantity on hand on system

Go to Inventory Module > Configuration > Inventory Setup.

Put your item in the Item Code and click on search to pick up the item you are looking for. Highlight the item which is relevant. 

 

 Click on the tab called Stock Available, this will tell you how much stock is On Hand vs Stock in WIP.

 Check the other item as well. By checking the items

 Next example of problems

Manually allocating of GRV to Job

In this example:

The first and third items, the jobs are opened but the second line the job has being closed. This means that you cannot process this document, so we will take you through the steps to allocated the stock to Job WIP

  

 Go to Job Costing Module > Activity > Manage Job

This is to check on jobs which are non started or started.

 

 Once in the search header do the following:

1. Put the job number that you want to close in the Job Number field

2. Remove your Date From – this allows one to search all jobs from beginning of time

3. Click on Search button

 

 

 Double click on the highlighted line or click on the Manage Job button at the bottom of the screen.

 

 When in the Manage Job checking on open jobs

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

3. As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 We are now going to manually allocate the stock items to the job.

Click on Cost to Company to add the item.

 

 

 When the window comes up enter the item that is required.

Click on the quantity needed.

 

 To Manage the line at the same time as entering it, click on the Manage Tab and enter the usage quantity. Also enter a note so you will know why you entered this. The GRV number will help. Then click on Save and Close button.

  

 You will notice that the item has being entered onto the Job and that both the budget and Actual quantities have being update. This means that the stock has moved from On Shelf to Job WIP sections.

 

 You will notice that the item has being entered onto the Job and that both the budget and Actual quantities have being update. This means that the stock has moved from On Shelf to Job WIP sections.

To look at the History of the line,

Highlight the line and click on the History button.

 

  Next Item

Do the same for the next item.

However you will notice that on this example the line already exists. It has already 2 items allocated to it.

 

 We will now highlight the line and click on Manage Job.

 

 You are now going to manage an additional quantity onto the job.

Fill in the quantity in the Usage area, enter your note and click on Save and Close button.

 

 Notice that the line has increased to usage of 5.

 

 When highlighting the line and clicking on the History button, one can see the movement history on this item.

 

 After Analysis and adding items

This procedure is shown on how to write off stock on jobs that have being closed and stock needs to be written off (note: the item used here was already allocated to a closed job and does not need to be written off, this is JUST an example of how to do this)

Write off stock to the closed Job 2975 of 1 item after checking physical stock.

One must check the physical stock in the store room to the stock on hand on the system.

Go to Inventory Module > Activity > Stock Level Adjustment

 

 Click on the insert button at the bottom of the screen.

Fill in the information needed on what is being written off. Make clear notes so when auditors need to check why one is writing off the stock you have valid reasons.

 

 Inserting of the line to be written off.

1. Select and search for the item.

2. Select the warehouse that you are reducing the item by.

3. Select the Decrease circle button.

4. Enter the amount you are decreasing the item by.

5. Enter a reason.

 

 This is what the batch will look like. Click on Close to go back to the Stock Level adjustment batch processing.

 

 At the bottom of the window, click on the Process tab, click on the Verify button to ensure that the stock level will process.

Click on the process button to complete the transaction.

This will now update the General Accounts by reducing the stock ledger account and stock adjustment account.

It will also do the stock movement from On Shelf out of the system.

 

 Closing of GRV to Job Picking Slip

Now one can remove the GRV to Job item from the list with valid reasons.

Go to Job Costing Module > Activity > GRV to Job

Highlight the line GRV to be removed.

Click on the REMOVE button.

Note: there is no General ledger transactions that take place, it merely removes the GRV from this list.

 

 Confirm you want to remove this item. Click on Yes to do this.

 

  

 Message comes up to alert the user that it was successfully removed.

 

 

Enter a reason in the note space as to why you are removing and click on the OK button.