Engica: Q4 Power Stock & Procurement ... Q4 Maintenance and Safety Management

This is the master list of items that can be held in a number of different satellite stores or sites. The types database allows the relation of Chemical Safety information, equipment, safety procedures etc. that can be referenced regardless of location

Satellite stores can be created which will maintain descriptive records about available locations where stock Inventory (Stock Items) are held awaiting issue or disposal. The actions available in these stores are the same as that of the stock inventory detailed below

This function allows the user to create and maintain records about holding of stock items. It facilitates the relationships between stock inventory and other areas of the stock management system as follows:

Each Stock Inventory record is linked to a Stock Type and to a Depot. There is one Stock Inventory Record for each Stock Type/Depot combination. The quantity of Stock Type in each Depot is part of the Stock Inventory record. A facility is provided that allows the user the option of sub-dividing the Quantity for each Stock Inventory record into one or more Bin Quantities, (specific locations within each store).

Each Stock Inventory record contains a reference link to a Stock Supplier Record to define preferred last and alternate Vendors for the supply of the Stock Item.

It also has a facility to allow the user to reference a Stock Supplier Record and enter the Vendor manually. There is a check to ensure that a Vendor entry is a valid Vendor and a warning is displayed if the check proves negative

A Stock Supplier record designates a Vendor as a supplier of a particular Stock Type/Vendor combination

There is a Vendor Appraisal Record that allows the user to create and maintain information about a Vendor. Each Vendor Appraisal Record has a one- to- one link with Vendors

Some of the functions available to users include:

A complete suppliers / manufactures address book. This is related to the stock supplier as well as bank details and appraisal records. Linking also allows the user to easily view related information on purchase orders and tenders. Related to the main vendors section are:

This feature allows the recording of specific data about a stock item from a specified supplier. This included the cost of an item from different suppliers, the lead-time and specific descriptions and supplier part numbers.

The system allows the user to record details of appraisals made of Suppliers. It also provides the ability to identify the types of items that each vendor can supply. Appraisal information includes:

Percentage variation in cost per items supplied over time period.

The software automatically creates and retains history records of all stock movements. This includes easy to use data links throughout the system which allows users to view transactional type data (movements and purchase orders) by simple selection of desired icon. All purchase order details and transactions are recorded within a Purchase Order transaction database and purchase order history data are available to the user for reporting purposes.

The software generates Stock Movement report capable of being run against all Stock Transactions by Date, type, etc., and details stock Quantities and Costs accordingly

The function provided within the system caters for both stores bonding and stores allocations. (Bonds and allocations are similar in that they are both reservation of particular requirement, planned outage etc. A bond is the reservation of particular items of stock and is defined as a quantity with the store/depot and bin of that quantity. An allocation is the reservation of stock only when required. It may be taken from any bin within a single store/depot, except that bonded stock may not be used). For each transaction the system creates a record in a bonds and allocations register capable of being viewed by the user.

The software allows the user to set the initial stock balance and the event to be recorded for audit purposes

The reservation and cancellation of items in inventory. Bonding allows the items to be reserved and locked so that only the requestor can withdraw the items from stock.

Allows a user to record a withdrawal from stock and log it against a valid cost code. The system facilitates multiple Cost Codes details, combined with other relevant data such as Plant and Work Order numbers, being held against the issues within a stock transactions database. The issue transaction is allocated a unique reference number, which effectively provides the users with the Stores Issue Note number

A return allows the user to return items against valid issues, and will not allow more items to be returned than have been issued

This allows the user to set a Hold flag against a Stores Item for query purposes. It warns that the Stores item is on hold until the Hold flag is removed. Only users with appropriate security rights are allowed to perform this action

This function allows the user to transfer items between stores depots within a site Stores organization i.e. A stores to B stores.

The Loan Stock facility provides the capability of issuing stock (loan) items that are to be returned by a specific date. The software enables the recording of transactions relating to hired-in equipment, including the recording of the serial numbers of hired goods, and tracking the date of receipt, who they were issued to, when they were returned to stock, when they were off- hired, and where they are at any point in time, plus automated receipt for management accounts.

This function allows the user to adjust stock levels. The system ensures that users can only carry out this process with the necessary Security Access. When the user enters the new stock balance the system automatically write off any discrepancy, however within the transaction record (automatically created) the old, new and discrepancy values will be stored for audit and reporting purposes.

This function allows the users to make separate pricing adjustments against any Stock Item on Order prior to Receipt into Stock. As with all stores and purchasing transactions, pricing adjustments shall also be recorded within a historical database

The software provides reports for Over, Shortage and Damaged stock and allows a method of recording O S & D’s, against line items on purchase orders, preventing purchase orders being paid, until the action is closed out or other appropriate action is authorized

The software package includes an HAZARD Data Sheet Database. The HAZARD Data Records are linked to the generic stock records. The HAZARD Database includes the following:

This function enables the user to create and maintain records of Safety Procedures for the Safety Control of Stock Items, including statutory requirements. The software provides facilities for maintaining a Register of Safety Procedures, and for linking each safety Procedure to Stock Items.

This function allows the user to initiate automatic Stock Checks setting up Physical count Procedures, against the Stock Items that the user wishes to check. This process is limited to users with the correct security access.

To allow stock checks to be easily performed, the system can accommodate the use of hand held bar coded stock taking equipment, the results of which can be uploaded into the master system.

Stock Items can be selected by bins, types or random and be assigned to a particular Stock-Take Grouping. Stock selected can be marked on Hold-Stock marked on Hold can be released on completion stock -Take update so that quantities will not alter during the count.

All adjustments are automatically made within the system to correct the quantity on hand. All changes are recorded and analysis reports can be printed for additional investigation where large discrepancies are found. Within the transaction Record (automatically created) the old, new and discrepancy will be stored for audit and reporting purposes.

This function allows the system to contain standard Average Costing Calculations based on actual price at payment for valuing Stock Items.

This function includes and easy to use Stock Value Query Screen where users can run Total Stock Value Reports against individual Stock Items, a range of stock Items or the entire Stock Holding. A hard copy print out can be generated

This function ensures that the Last Paid Price is maintained within the stock Item Record and subsequently updated when New Stock Items are received

This software allows the user to manage the Procurement cycle from raising a Requisition to Receiving and paying for the Goods ordered. The functions provided are as follows:

The function allows the users, via a Create Purchase Order facility, to create purchase Orders (for approved requisitions or auto-raised requisitions). This includes Call-Off Orders (The facility to add Purchase Order lines to a previously created Purchase Order).

All Purchase Orders raised within the system have a unique Purchase Order number that allow users to track incoming items. The system accepts quantities different to what was due in and these are recorded against the Stock Item. The original quantities are ignored once the Purchase Order is flagged as clear for payment. The system handles Cancelled Orders exactly the same way, all goods due in are removed once the order has been flagged as cancelled.

Once purchase requisitions have been approved or auto-raised they are converted into purchase orders. Requisitions are capable of being processed individually or by batches, e.g. by supplier, when they are transferred into Purchase Orders. Once requisitions have been approved, these then become non-modifiable, however certain modifications e.g. amend quantity, can be carried out against the Purchase Order under appropriate levels of security.

The system allows the Raising of Purchase Orders without having to raise a Requisition. This facility is only available to users with the necessary security access.

If a number of requisitioned Stock Items can be purchased from the same supplier the user can process them into a single purchase order. The system allows the users to tag a number of individual Requisitions and produce individual Purchase Orders accordingly.

The system allows for Requisitions to be raised individually or auto-raised.

This function allows users to approve a Purchase order for transmission to a Supplier. Purchase Order approval is dependent upon appropriate security level.

As with requisitions the system provides Purchase Order Approval and Print processes. The status of a Purchase Order, when printed (or sent via e-mail), are automatically changed to Issued.

This function allows users via a Cancel Order facility to Mark the Purchase Order as Cancelled and deleted.

Only users with appropriate security rights are allowed to cancel Purchase Orders. Cancelled Purchase Orders are stored within the Purchasing System for reference. The On Order quantity and the Status fields within the Stock Item record are updated automatically once the Purchase Order is cancelled.

This function allows the users to create a hard copy of a Purchase Order. The system maintains a Print Count. It has a facility to send and record orders via e-mail (or E-Trade).

The system provides a Re-Print Order icon. The Status remains as Issued, a counter field is provided, and protected from users who indicate how many times a Purchase Order has been Re-Printed. The Re-Print option is available to users with appropriate security rights.

This function allows the users to Receive Stock into a Bin and creates a Goods Received Note. Part Orders and Over-Receipt are allowed Purchase Orders raised within the system have a unique Purchase Order Reference Number that allows users to track incoming items. The system accepts quantities different to that which was due in and these are recorded against the Stock Item. The original quantities are recorded in the Purchase Order transaction Log and substituted quantity shown once the purchase has been flagged as clear for payment. The system handles Cancelled Orders in exactly the same way; all Dues In are removed once the Purchase Order has been flagged as Cancelled.

If all quantities on a purchase order are received it is automatically transferred through the system where further actions can be carried out. The system provides for part payment of Purchase Orders and individual Purchase Order lines.

This function allows the users to mark the purchase order ready for payment.

This function allows the users to mark the purchase order as paid and complete.

This function allows the users to check incoming invoices to payments.

For each Delivery Received against a Purchase Order the system generates a Good received Note (GRN) which is displayed for the users for data entry. The system provides a straightforward GRN log. The GRN provides an invoice matching capability which may be used, with appropriate security rights, to mange and control the receipt of stock Items against approved Purchase Orders and to accept or reject the received quantities and clear them for payment.

This function allows the user to return goods to a supplier after they have been entered as received.

The system automatically creates history of Purchase Transactions from Raising Requisitions through to Marking Purchase Orders as Paid.

This function allows the users, via this facility to check Current Budget Values prior to Raising Orders.

This function allows the users, via this facility, to write off Stores Items. This facility is available only to users with higher-level security rights.

This function allows the Stock Record of an item to automatically display the Re-Order status once the ROL is reached. All items with this status shall appear on the re-order report. However, to eliminate any danger of duplicate ordering, the places and additional flag against any stock Item that has reached the ROL and has been raised on a Requisition of Purchase Order. Therefore the re-order report shows only Stock Items that are at the Re-Order Status and have not been raised onto a requisition or Purchase Order.

The system provides a Re-Order Level Report that users can manually select and run against any Stores Listing that may include Stores Items that are at or below the current Re-Order level. Details on the report includes Stock Number, Bin, Status, Current Quantity Held, Re- Order Quantity etc. The system allows the user to view this report on the screen and/or direct for hard copy printouts.

This facility automatically raises a requisition as defined in the local policy of each Stock Item. For high consumption or priority Stock Items the system allows a user generated, Auto Requisition process where all Stock Items that are flagged as Re-Order and not already on a Requisition will have a requisition raised against them.

This function includes a Raise Requisition facility to display all the information in a single record. A valid Stock Number or Item Reference are mandatory fields and must be entered before the requisition can be raised. In addition, the system includes a field to assign a requisition to a person. Non stock or one off selection options are available where requisitions can be raised for a Work Order etc.

The One-Off selector allows the user the facility of raising requisitions for manpower, contractor services, etc.

This functions allows the users/authorizers to query requisitions and to list records that have been directed to themselves. The processes for approval and disapproval of requisitions are protected by appropriate level of authority. The requisition record contains the name, date and time the authorized person either approved or disapproved the requisition. A facility to enter a reason into the system when a requisition is rejected is provided.

This function allows for the Requisitions to be cancelled prior to being approved. Both Cancelled and Approved Requisitions, even after being transferred into Purchase Orders still be visible through Requisition Listings. However a Cancelled Requisition can not be capable of being un-cancelled.

This function allows the users to generate a Tender Inquiry letter to send out to potential suppliers for one or a number of items prior to purchase.

This function allows the users, via a Tender Processing facility, to process the Tender Inquiry returns and select the relevant Preferred Suppliers.

This function allows users to enter results of a tender as they are received.

This function maintains a history of all tenders issued and their results.

This function allows the winning tenderer to be selected for the production of a Purchase Order.

Productivity systems for streamlined daily activities	© Copyright 2006, Engica Technology Systems Int. All rights reserved.
	Web and Legal Information

Q4 Power Stock & Procurement

Bringing together all the functions needed to run a state-of-art EAM system