IBM TRIRIGA 10 Inventory Management User Guide

© Copyright IBM Corp. 2011 i

IBM TRIRIGA Version 10.2

Inventory Management User Guide

Note Before using this information and the product it supports, read the information in “Notices” on page 85.

This edition applies to version 10, release 2, modification 0 of IBM® TRIRIGA® and to all subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2011. All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

© Copyright IBM Corporation 2011.

Contents

ABOUT THIS GUIDE ................................................................................... 1

Conventions ........................................................................................................................................................................ 1

Intended Audience ............................................................................................................................................................. 1

Prerequisites ....................................................................................................................................................................... 1

Support ............................................................................................................................................................................... 1

1. OVERVIEW OF INVENTORY MANAGEMENT ................................................ 2

Inventory objects ............................................................................................................................................................... 2

Key Inventory Features .................................................................................................................................................... 4

Key Features and Benefits .............................................................................................................................................. 11

2. INVENTORY SETUP ........................................................................... 13

Setup for Classifications .................................................................................................................................................. 13

Managing Classification Records .................................................................................................................................. 18

Setup for Specification Classes ....................................................................................................................................... 19

3. INVENTORY OBJECTS ........................................................................ 20

Create and Manage Specifications ................................................................................................................................. 20

Create Inventory Location Groups (optional) .............................................................................................................. 29

Create Inventory Primary Locations ............................................................................................................................. 31

Create Inventory Storage Areas ..................................................................................................................................... 33

Create Inventory Items ................................................................................................................................................... 35

Process Hold Transactions .............................................................................................................................................. 42

Issue Tickets ..................................................................................................................................................................... 43

Quick Fill Ticket .............................................................................................................................................................. 49

Inventory Count Work Task .......................................................................................................................................... 51

Inventory Pick .................................................................................................................................................................. 53

Creating Reservations against Inventory ...................................................................................................................... 55

4. INVENTORY TRANSACTIONS ................................................................ 59

Unit Price ....................................................................................................................................................................... 62

Adjustment Transaction ................................................................................................................................................. 63

Purchasing Transaction .................................................................................................................................................. 67

Pending Issue Transactions ............................................................................................................................................ 71

Issue Transaction ............................................................................................................................................................. 73

5. PROCESS OBJECTS ........................................................................... 76

Inventory Manager Form ............................................................................................................................................... 76

INDEX .................................................................................................. 84

© Copyright IBM Corporation 2011. 1

About This Guide This guide describes the procedures for operating, modifying, and maintaining the Inventory Management application. This guide also contains descriptions of the various tabs and their functions.

Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible:

Note – A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions.

Tip – A Tip adds insightful information that may help you use the system better.

Attention – An Attention notice indicates the possibility of damage to a program, device, system, or data.

Intended Audience This guide is for inventory managers and other users responsible for setting up, tracking, and maintaining Inventory Management details.

Prerequisites This guide assumes the reader has a basic understanding of the IBM® TRIRIGA® Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system.

Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at www.ibm.com/support.

http://www.ibm.com/support�


1. Overview of Inventory Management The IBM® TRIRIGA® Inventory Management application enables inventory managers to issue materials and assets to technicians, maintain accurate stock counts, and ensure that the optimal stock of materials is on hand.

The Inventory Management process typically involves the following types of users:

Employee of an organization (referred as the requester).

Inventory Managers (people responsible for one or more Inventory Locations).

Service Resources (people performing the work such as Inventory Picks or Cycle Counts).

Inventory managers perform the following tasks:

Set up and maintain inventory objects, including locations, inventory items, inventory batches, inventory groups, and cost items.

Manage the movement of items into inventory through purchase requisitions, adjustments, and transfers.

Manage the movement of items out of inventory through quick fill tickets, work tasks, issues, transfers, adjustments, and cycle counts.

Inventory objects The Inventory Management application provides business objects that contain the record information and trigger the workflow processes required for effective Inventory Management. The following are the three main inventory objects:

Locations: Locations are any type of location where inventory can be stored and distributed, such as Store Rooms, Mobile Carts, Service Trucks, Outdoor Storage Yards, and Motor Pool.

Items: The items stored in the locations. There is an Inventory Item record for each type of consumable, asset, or vehicle that you manage. The record manages the transactions, quantities, and valuation for the stored items.

Transactions: Inventory Transaction records are used to manage the inbound and outbound transactions that affect the quantities of an Inventory Item.


Inventory Locations

Inventory Primary Location

Inventory Items/Batches

Inventory Storage Area

InventoryGroup

Purchasing (Order,

Receive)

Pending Issue(Hold,

Back Order)

Issue(Issue,Loan,

Return)

Adjustment(Cycle Count,

Transfer In, Transfer Out, Lost,

Found, RetireUnder Repair,

Damaged)

Inventory Transactions

Specification

AssetsProduct

Location

Inventory CostGroup and Cost

Items

Inventory Locations, Items, and Transactions


Key Inventory Features Ref: Description

Inventory Locations The Inventory Locations hierarchy allows you to create a hierarchy of your Inventory Locations. This module is designed so that you can manage any type of location where inventory can be stored and distributed, such as Store Rooms, Mobile Carts, Service Trucks, Outdoor Storage Yards, and Motor Pool. You also can configure the hierarchy with as many (or as few) Storage Areas levels as you need (such as aisles, shelves, cabinets, and bins).

Inventory Locations Hierarchy - Example

Las Vegas Campus (Inventory Location Group)

Las Vegas – Building One (Primary Location)

Presentation Equipment (Storage Area)

Staging – LV – BLDG 1 – Loading Dock (Storage Area)

Las Vegas – Building Two (Primary Location)

Staging – LV – BLDG 2 – Loading Dock (Storage Area)

Las Vegas Warehouse (Primary Location)

HVAC Supplies Cabinet (Storage Area)

Staging – Warehouse (Storage Area)

Tools and Test Equipment (Storage Area)

Inventory Group An Inventory Group is the highest level of the Inventory hierarchy. It is an optional level (not required). Use Inventory Groups to group Inventory Primary Locations by Geographical Area (such as all Inventory in the Las Vegas area), or by type of Inventory (such as all Office Supplies).

Inventory Groups provide an organizational tool for managing your Inventory hierarchy.


Ref: Description

Inventory Primary Location An Inventory Primary Location represents the ‘primary’ record for a Store Room, Mobile Cart, Service Truck, Outdoor Storage Yard, Motor Pool, etc. The Inventory Primary Location record contains additional fields and sections to identify the Managing Organization, Primary Contact, Shipping Address, and (if applicable) the ‘physical’ Location (selected from the Location hierarchy).

Think of an Inventory Primary Location as the ‘storeroom’ where the equipment is kept and distributed. You will want to create an Inventory Primary Location for each of your storerooms (for example: You have facilities in McLean, VA, and in Nottingham, UK. You would create a Primary Inventory Location for each site).

Note – Vehicles – The process is the same for managing vehicles. Create an Inventory Primary Location for each vehicle storage/distribution area (such as a motor pool location).

Inventory Storage Area An Inventory Storage Area allows you to create a hierarchy of your actual storage locations.

For example you may have:

1) A store room with Aisles, Racks, Shelves, and Bins.

2) A hospital mobile Cart with Shelves and Bins.

3) A motor pool with lots and parking spaces

You can model these hierarchies using the Storage Area object.

Think of an Inventory Storage Area as the bin, cabinet, or shelf where the equipment is kept. You may want to create a Storage Area for each type of equipment or for small storerooms you may want to create a single Storage Area record for all equipment types (for example: You may have a cabinet for the LCD Projectors, and a shelf for the Laptop Computers – you would create a Storage Area that represents the cabinet and another Storage Area that represents the shelf).

Location You can associate an Inventory Primary Location with a ‘physical’ Location (selected from the Location hierarchy).


Ref: Description

Inventory Valuation Method The system tracks the unit price of items in inventory by using an inventory valuation method.

The following are the four valuation methods:

Average: Item Material Cost = Average Cost of purchased items

FIFO (First In First Out): Item Material Cost = Cost based on the order of purchase, starting from the earliest purchase incrementally to the latest purchase.

LIFO (Last In First Out): Item Material Cost = Cost based on the order of purchase starting from the latest purchase incrementally to the earliest purchase.

Standard: The cost is set by the user.

FIFO and LIFO methods use inventory batches. The system considers the batch in which an item was ordered when determining the cost of the item.

Over time, the same inventory item might be purchased at varying costs. These costs, the purchase date, and the quantity purchased must be evaluated when calculating the issue cost of the item. With the Average method, the cost value is the average of the costs of all of the items. With the FIFO and LIFO methods, the cost is calculated based on the quantity requested and the quantities in the batches, based on the method. With the Standard method, the user sets a cost value for the item.

Inventory Costing The following are the levels of inventory costing:

• Item-level costing: Inventory batches are associated with the item and costing is applied to the item based on the valuation method of the item (Average, LIFO, FIFO, or Standard).

• Cost group-level costing: Batches are associated with a group of one or more primary locations, such as all storerooms in a geographic region, and costing is applied to the items in the primary location or locations based on the valuation method.

Inventory Item After you have created a hierarchical view of your Inventory Locations, including the Primary Locations (the storerooms) and Storage Areas (the bins, shelves, cabinets); you next create records to track and manage the items stored in the Storage Areas. These records are called Inventory Items. You have an Inventory Item record for each type of Consumable, Asset, or Vehicle you manage at a Primary Location. The Inventory Item record manages the transactions, quantities, and valuation for the stored items.


Ref: Description

Inventory Batch

Inventory batches represent a quantity of items received, on a given date, for a specified cost. They provide the basis for costing based on valuation methods.

The batches that are associated with an item are listed in the Batches section of the Inventory Item record.

For items that use the LIFO or FIFO valuation methods, a batch record is created for every inbound transaction. For outbound transactions, items move out of batches and the quantity in the batches decreases. The system tracks the available quantity as items are added to and removed from inventory. After the available quantity has reached zero for a specific batch, the batch becomes retired and it is no longer available in the Batches section. You can use the Batches sub-query to view all batches, including retired batches, or to view the batch history.

Inbound transactions include the following types:

• Receipts • Transfers • Adjustments (such as found items, unretired items, and repaired

items) • Items added through cycle counts and returns.

Outbound transactions include the following types:

• Issues • Transfers • Adjustments (such as lost items, retired items, damaged items) • Items removed through cycle counts

The batch record includes the date of the transaction, the quantity of the item involved in the transaction, and the unit price of the item, as well as the quantity consumed, quantity available, value, and total cost of the inventory items. It also includes a link to the related transaction record.

For items that use the Standard or Average valuation methods, a single batch record is created and the quantity and total cost fields are updated as appropriate. After the available quantity has reached zero, the batch still exists. If outbound transactions are posted, the quantity will be a negative value.


Ref: Description

Specification To take maximum advantage of the IBM TRIRIGA Inventory application, all Inventory Items should be associated to a Specification. The Specification:

Seeds the Inventory Item with default values for many fields,

Is the primary link when matching Material Orders against Available Inventory, and

Is required for Inventory Transactions to process correctly.

Inventory Cost Group Inventory cost groups are collections of one or more primary locations that enable the costing of inventory to be done at a rolled up level for the group of locations, rather than being done for individual items. Cost groups contain cost items.

If an inventory group is defined for a primary location, all costing for the primary location and cost items in that group is done at the group level. If the primary location is not associated with an inventory group, then the costing is done at the item level. Also, if an item is not included as a cost item in the group, then the costing for that item is done at the item level.

If you change the currency at the inventory group level, the currency of the associated cost items and inventory items also are changed.

The Inventory Locations section shows a list of the primary locations that are included in the cost group. A primary location can only be included in one cost group. When a primary location is associated with a cost group, it is no longer available to be associated with any other cost group.

You can add individual or multiple locations to the group. Inventory locations cannot be removed from the cost group. You can, however, remove cost items or delete the cost group.

The Cost Items section shows a list of the cost items that are included in the inventory cost group.

All of the cost items in the group can use the same valuation method, or you can use different valuation methods for the items.

You can manually add cost items to the group by selecting them from a list of available specifications.

Cost items are unique based on the combination of inventory cost group and specification.

You can remove cost items from the cost group.


Ref: Description

Inventory Cost Item Cost items are associated with inventory groups and represent the specifications, or types of items, and the valuation method (LIFO, FIFO, Standard, or Average). Cost items contain the rolled up inventory batch records associated with the selected primary locations and their related specifications.

The cost item unit price is based on the valuation method. For example, if the valuation method is FIFO, then the unit price reflects the earliest (first-in) batch. If the unit price changes, the unit price of the inventory items that are managed by the cost item is updated as well. Similarly, if you change the currency or quantity of the inventory cost item, the values of the associated inventory items and batches are changed as well.

The Inventory Batches section shows a list of all batches associated with the inventory items in the cost group.

The Inventory Items section shows a list of all of the items that are associated with the cost item.

Product Inventory Items can be associated with a specific Product record in the system (optional). A Product is referenced on a Blanket Purchase Order or Service Agreement Contract and represents an ‘item’ that can be purchased from a particular Vendor for a negotiated amount.

Linking Products to Inventory Items allows Inventory Managers to re-stock from an existing Contract, or to issue Purchase Order Releases against Vendor managed inventory.

Assets Inventory Items can manage ‘specific’ Assets. The Assets are associated with the Inventory Item. The Inventory Transactions can manipulate the status of the Assets.

For example: You may manage Calibration Devices for the Las Vegas area. You have a Storage Location configured in your Inventory Location hierarchy for the Calibration Devices. You have an Inventory Item for the Calibration Device that has all the Devices (Assets) associated with it.


Ref: Description

Inventory Transactions Inventory Transaction records are used to manage the transactions that affect the quantities of an Inventory Item. The system provides four types of Inventory Transactions:

Purchasing Transactions,

Pending Issue Transactions,

Issue Transactions, and

Adjustment Transactions

Each Transaction record carries the values and processes specific to the type of Transaction. The system maintains a history of all Transactions against an Inventory Item.

Transaction records track all inbound and outbound inventory transactions. They are associated with inventory items and are used to track the resulting quantity values, such as the quantity of issued items, on hand items, and on order items.

After the record has been posted, the system resets the Quantity to be Posted with the Quantity Processed value. This means that the Quantity to be Posted value on the Inventory Transaction Item record is reset according to the quantity that was actually fulfilled.

The transaction records can be created by other IBM TRIRIGA applications that impact inventory, such as Purchasing, Receiving, and Tasks.

Purchasing Transaction Purchasing Transactions are used for managing On Order and Receiving transactions against an Inventory Item.

Pending Issue Transaction Pending Issue Transactions are used for managing On Hold or Backorder transactions against an Inventory Item.

Issue Transaction Issue Transactions are used for managing Issue, Loan, or Return transactions against an Inventory Item.


Ref: Description

Adjustment Transaction Adjustment Transactions are used for managing adjustment transactions against an Inventory Item.

Cycle Count

Transfer In, Transfer Out

Lost, Found

Retire, Un-Retire

Under Repair, Repaired

Damaged, Repaired

Key Features and Benefits Some of the key features of the process include:

End users can raise ‘Product’ requests through an easy-to-use (web-based) employee Request Central portal, increasing employee satisfaction and streamlining the request process

End users can review progress and modify (if necessary) their requests online, reducing the number of costly ‘call-backs’

Create ‘on-line’ Catalogs to make finding and selecting Products easier for end users

Assure that users can only view and select items they are ‘entitled’ to request by managing Entitlement roles

Full integration with other applications such as Contract Management, Service Management, Preventive Maintenance, Facility Assessment, Real Estate, Facilities, and Operations and Maintenance

Manage routing of Material Orders to proper Inventory Location, based on the type of product requested, who is making the request, and where they are located (either by Location or Geography)

Manage Service Level Agreements

Manage Service Contracts (internal and external)

Integrate with Blanket Purchase Orders so Inventory Managers can access and issue Purchase Order Releases to satisfy Inventory Requests

Integrate with the Purchasing processes and objects for Ordering and Receiving

Leverage Specification data to pre-populate Inventory Items with standard data (ensuring consistency across locations)


Link Inventory Items to specific Vendor Products for easier re-ordering

Manage Cycle Count Tasks, and automatically adjust stock based on assessed conditions,

Manage Batch information

Manage Inventory Valuation

Maintain a history of all Transactions for the life of an Inventory Item

Manage Reservable Inventory, integrated with the IBM TRIRIGA Workplace Reservation Manager application

Manage Assets in Inventory with quick access to the Asset status

Leverage CAD graphics to produce web-based ‘intelligent’ views of floor plans, thus, extending the use (and advantages) of graphics beyond the small community of CAD users to everyone in the company

Automate notifications (via the IBM TRIRIGA portal and email) and approvals at key milestones with user-defined ‘smart’ approval messages

Automate the service provision process, including assignments and approvals

Maintain an accurate database as a consequence of performing the work and not as a separate administrative task

Customized system access and privileges on a user-by-user basis

Create detailed or summary level reports

Costing of inventory items can be tied directly to the item, to a location, or to a group of locations and is based on the inventory valuation method.


2. Inventory Setup This chapter discusses the setup required prior to rolling out an Inventory Management implementation to end-users.

Setup for Classifications There are several Classifications that should be setup prior to implementing Inventory Management in the system:

Brands

Inventory ABC Class

Inventory Category

Inventory Group

Inventory Location Class

Inventory Type

Inventory Valuation Method

Service Assignment Class

Specification Order Type

Tip – The IBM TRIRIGA application ships with default records for all Classifications (as listed below). During your planning and setup phase of implementation you should evaluate and modify these values as needed to best suit your business needs.


Classification Where Used Description

Brands Specifications The Brands Classification is a list of manufacturers. You can associate a Brand with each Specification.

Inventory ABC Class Specifications, Inventory Item

The Inventory ABC Class system classifies items (using the industry standard terms) to identify the small number of items that will account for most of the volume and that are the most important ones to control.

Default values shipped with the Product include:

A Class

B Class

C Class

Inventory Category Specifications, Inventory Item

The Inventory Category Class allows you to classify your Specifications and Inventory Items by Category.


Chemicals

Fiberglass

Food

Hardware

Medical Supplies

Metal

Other

Paper

Rubber

Software

Textile

Wood



Inventory Group Specifications, Inventory Item

The Inventory Group Class allows you to classify your Specifications and Inventory Items by Group.


Apparel

Manufacturing

Operations

Point-of-Sale

Retail

Technical

Technology

Inventory Location Class Inventory Location

The Inventory Location Class is used to classify the type of Inventory Location.


Aisle

Bin

Cabinet

Group

Hook

Mobile Card

Primary

Shelf

Staging

Vehicle

Yard



Inventory Type Specifications, Inventory Item

The Inventory Type Class is used to classify the type of items being stored in the Inventory Location.

Based on the value selected for Inventory Type on the Inventory Item, the form will change to display the fields and sections pertinent to that class.


Asset (Assignable)

Asset (Reservable)

Consumable

Vendor Managed

Note – These values are tied to workflows in the system and should not be changed without changing the business logic.

Inventory Valuation Method

Specifications, Inventory Item

The Inventory Valuation Method Class is tied to business logic that re-calculates the Specification Item Material Cost as Purchase Orders for that Specification are completed.

If ‘Average’ then Item Material Cost = Average Cost of purchased items,

If ‘FIFO’ (First In First Out) then Item Material Cost = Cost of first purchased item,

If ‘LIFO’ (Last In First Out) then Item Material Cost = Cost of last purchased item.


Average

FIFO

LIFO

Note – These values are tied to workflows in the system and should not be changed without changing the business logic.



Service Assignment Class


The Service Class allows you to link a Specification and an Inventory Item record to the ‘discipline or trade’ that normally services that system. For example: Facilities, Plumbing, Electrical, Mechanical, Interiors, Security, etc. The Service Classification is used throughout the IBM TRIRIGA applications, and is especially important in Inventory and Service Management.

Specification Order Type



Assemble to Order

Configure to Order

Pick to Order

Service

Stand Alone


Managing Classification Records

The Classification hierarchy provides access to all Classification records in the system. The Classification hierarchy can be accessed from the Setup Menu item.

Note – Classification Records act as ‘smart’ lists, provide consistency by controlling field selections, and are used (in some cases) in workflow logic. The users, who have access to create, edit, or delete classification records should be limited. Therefore, based on your system security, you may have no access or limited access to the Classification hierarchy.

Note – The Inventory ABC Class is used as an example in this section. All other Classifications are similar.

To Manage Classification Records

Step 1 Open an Inventory ABC Classification record.

Classification records are created and managed through the Classification hierarchy.

Step 2 In the Inventory ABC Class record, General section:

ID: Enter a unique ID for the record.

Status: System generated field.

Name: Enter the name. This name is displayed in most queries and drop down lists.

Description: Enter a description.

Color: Used for some graphical queries (not required).

Hierarchy Path: System generated field typical for all Classification records.

In the Classification Notes section:

Enter any additional notes necessary to fully describe the classification.

Note – Although Inventory ABC Class is used, other Classifications noted in this section are similar.

Note – If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action.


Setup for Specification Classes Although the IBM TRIRIGA application comes with a wealth of data attributes (fields) in each Specification Class business object, if your company needs to add fields to match your business practices, it can be done from within the Specification Class.

The users who have access to create, edit, or delete Specification Class records should be limited. Your access to this functionality may be limited based on your system security.

The Fixture specification class is used as an example in this section. The other Specification Classes are similar.

The Classification hierarchy provides access to all Classification records in the system, including Specification Class. The Classification hierarchy can be accessed from the Setup menu.

To Set Up Specification Classes

Step 1 Select the Tools > Administration > Classifications option.

Step 2 Review the Classification hierarchy.

The Classification hierarchy page appears. You will see the list of existing classifications in the panel on the left.

Step 3 Scroll the left panel and click Specification Class. Note the list of Specification Classes in the right panel.

Step 4 Use the scrollbars to find the desired Specification Class.

Step 5 Click the name of the Specification Class.

The Specification Class form appears.

Step 6 In the Data Attributes section, click Add to add a data attribute (field).

Step 7 The Data Attribute Item form appears. Enter values appropriate for the field being added. Click Create.

Step 8 If you have already set up a template that you wish to include, click Find Using Template.

Step 9 Click the check boxes next to the data attributes to be included. Click OK.

Step 10 When you have finished entering data attributes, click Save & Close.


3. Inventory Objects The Inventory Management application provides business objects that contain the record information and trigger the workflow processes required for effective Inventory Management. This chapter (and the diagram below) describes the basic Inventory Objects and the order in which they should be created.

CreateSpecifications

(for each type ofEquipment or

Vehicle)

Create InventoryPrimary Locations

Create InventoryStorage Areas asneeded in each

Inventory PrimaryLocation

Create InventoryItems for each

type of Equipmentor Vehicle in eachInventory Primary

Location

Create Assets foreach type ofEquipment or

Vehicle in eachInventory Item

If InventoryItem manages

Assets

Creating Inventory Objects

Create and Manage Specifications The Specification page contains a central repository for Specification records. Specification records are shared across applications, so they contain information that is used for many purposes. This section describes the minimum

Specifications represent a ‘description’ of an item, but not an actual item. Think of Specifications more like the items in a ‘catalog’.

basic setup and configuration required to create Inventory Items and Assets managed by the Inventory Items.

Assets are the actual owned or leased items. An Asset has an association to a Specification.

The Specification Objects include:

Classification Description

Building Equipment Use this Specification object for Building Equipment items such as pumps, motors, fans, electrical equipment, and fire protection equipment.

Consumables Use this Specification object for Consumable items such as filters, belts, fasteners, lamps, and cleaning supplies.

Typically Consumables will include your disposable items and items that you will not be managing as Assets in the system.

Core Use this Specification object for Cores as part of the Key Management application


Classification Description

Fixtures Use this Specification object for Fixture items such as display cases.

Food Service Equipment Use this Specification object for Food Service Equipment items such as coffee makers, grills, and microwave ovens.

Furniture Use this Specification object for Furniture items such as tables, chairs, desks, and file storage.

Keys Use this Specification object for Keys as part of the Key Management application.

Locks Use this Specification object for Locks as part of the Key Management application.

Point of Sale Equipment Use this Specification object for Point of Sale Equipment items such as bar code scanners and cash registers.

Security Use this Specification object for Security Equipment items such as theft prevention tags and scanners, doorway scanners, and surveillance cameras.

Office Equipment Use this Specification object for Office Equipment items such as printers, fax machines, copiers, and conference and training equipment.

Software Licenses Use this Specification object for Software License items such as IBM TRIRIGA Facilities, IBM TRIRIGA Capital Projects Manager, and IBM TRIRIGA Workplace Reservation Manager.

Space Standards Space Standard is a unique Specification object used to manage typical office standards such as Executive Office, Manager Office, Staff Office, and Hoteling Workstation.

Services Use this Specification object for Service items such as floor jacks, ladders, and vacuums.

Technology Use this Specification object for Technology items such as Laptop Computers, Desktop Computers, and Handheld Devices.

Telephones Use this Specification object for Telecommunication items such as Desk Phones and Mobile Phones.

Tools and Test Equipment

Use this Specification object for Tools and Test Equipment items such as Calibration Devices, Measuring Devices, Meters, and Protective Clothing.

Vehicles Use this Specification object for Vehicles.

Work Area Outlet Use this Specification object for Work Area Outlets such as Electrical Outlets, Data Outlets, and Phone Outlets.


Note – Refer to the IBM TRIRIGA 10 Portfolio Management User Guide or the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide for a more complete description of the specification objects.

Note – Since Specifications are used by many different users, based on your system security, you may see some or all of the objects, tabs, and sections described.

Step

Specification Set Up

The Specification Set Up can be accessed from the Portfolio > Set Up > Specification.

The results page contains a list of the Specification objects.

Note – Since Specifications are used by many different users, based on your system security, you may see some or all of the objects described.

Select a Specification type from the results page:

• The Specification records for the selected object will be displayed in the results page

Specification Set Up

To Add a Specification record:

• Select the Add action from the results page

• A new record will open in a separate window

Attention – Specification records can be associated to many other objects in the system. ‘Retire’ Specification records instead of ‘Deleting’ them. ‘Retiring’ a record keeps the record in the system (thereby preserving the valuable historical information) but removes it from active processes. The system provides a workflow that traps an attempt to delete a Specification record and retires it instead.


Step

To Delete a Specification record:

• Select the Specification type

• Select the check boxes to the left of the record(s) to be deleted

• Select the Delete action

Specifications

Create a Specification record for each type of item you want to manage as Inventory (for example: you can select a Furniture Specification for a Work Chair).

Note – A Furniture Specification is used in this example. Other Specifications are similar.

Note – Only the sections and fields pertinent to Inventory Management are described in this section.

General Tab:

General Section:

• ID: Enter a unique ID for the record

Note – If you leave the ID field blank, the system will generate a unique ID for the record when you select the Create Draft action.

• Status: System generated field

• Name: Enter the name

Note – The Name field is displayed in most queries.

• Description: Enter a description

• Image: Select an Image for the item.

Note – The Image is used throughout the system and is particularly important for Request Central users.


Step

Furniture Specification

General Tab:

Details Section:

• Spec Type: Select if the Specification is a Hard Spec, Performance Spec, or Other

• Spec Class: This field provides a way to sub-class the specification type. For example: You can note that the Furniture Specification you are creating is in the Seating Spec Class.

• Spec Group: This classification can be used to Group like specifications. For example: a Conference group, or Executive Office Group.

• Specification Order Type: Select the appropriate Order Type.

• Construction Class: Select the appropriate Construction Class

• Building System Class: Select the appropriate Building System Class

• Specified: The name of the person who created the record

• Manage Inventory: Select this check box if the item will be managed as Inventory

• Self Service Request: Select this check box if the item is to be viewed and selected by Request Central users

• Contains Haz Mat: Select this check box if the item contains hazardous materials

• Move Item: Select this check box if the item is to be used in the Move Management process


General Tab:

Environmental Details Section:

Energy Rating Type: Select from the rating types.

Energy Rating Value: Enter the value for the Energy Rating Type.

Overall Product Rating: Indicate whether the Specification is Preferred, Approved, Not Rated, or Has Issues.

If the Spec Class is Fixtures, Food Service Equipment, Point of Sale Equipment, or Security Equipment, there will be an additional Specification Class Data Attributes section between the Details section and the Units section. The Specification Class Data Attributes section contains relevant data defined by your company and set up when the Specification Class was created.

The values set as default in the Specification Class can be adjusted for a particular Specification.


Step


General Tab:

Units Section:

Currency and Item Units: Select the appropriate Unit of Measure.

Note – UOM: The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars, and all Item Unit fields can be in a Quantity of Each.

Manufacturer Section (optional):

Select the Manufacturer for the Specification.

Manufacturer Details Section:

Enter the Manufacturers information as required

Item Cost Section:

Enter the Material and Service costs and the Markup. The system will calculate the Total Price.

Note – As Purchase Orders are placed against Specifications, the system will read the value of the Inventory Valuation Method field and will adjust the Item Material Cost to reflect the latest Purchase Order and the selected Valuation Method.

Note – The Total Price from the Specification is used as the Estimated Price for all Material Orders.

• Initial Purchase Price: The system will record the price from the first Purchase Order for the Specification

• Last Purchase Price: The system will record the latest Purchase Order price for the Specification

• Average Price: The system will calculate and display the average price from Purchase Orders for the Specification


Step


General Tab:

Item Use Cost Section:

Enter the Usage Cost for the Specification (for example: $10/day). The system uses this cost in the IBM TRIRIGA Workplace Reservation Manager application multiplied by the duration of the reservation to determine the ‘usage’ chargeback for the Asset. If you do not charge for reserved Assets; or are not using the Workplace Reservation Manager application enter the number ‘0’.

Select the unit of measure for the Usage Cost (for example: $30/hour, $120/day, and $1000/occurrence). The system supports hour, day, and occurrence only.

Entitlements section:

Entitlements define the ‘Roles’ for people who are entitled to view and request an item. Employee records contain a Functional Role field with values such as Staff, Manager, Director, Vice President, etc – these values are user defined to match your company’s business nomenclature).

Note – On the Entitlement section use the Find action to display the list of available roles and select those, which are allowed to view and select the item described in the specification record. (For example: only people in the organization with a role of Staff, Manager, and Director might be able to view and select the Desk Chair – but perhaps you want Executives and Vice Presidents to have a different grade of Desk Chair – in this case you would create another Specification for the Executive/VP Desk Chair and select the Executive and Vice President roles in the Entitlement section.


Details Tab:

Enter the Specification details are required.

Bill of Materials (Parts List) Section:

Select the Specifications and enter the quantities to create a complete Parts list.

Compatible Specifications Section: Select the Specifications that are considered ‘Compatible’ with the current Specification.

Note – The Inventory module provides the ability for the Inventory Manager to view his Inventory Items for matching Specifications and Compatible Specifications. By defining a Compatible Specification you are determining that the compatible items are acceptable ‘alternates’.


Step

Specification

Products Tab:

This section displays any Catalogs and Products associated with the Specification.

Specification

Inventory tab:

The Inventory tab contains information used to ‘seed’ (pre-populate) Inventory Items. This simplifies the creation of an Inventory Item and provides consistency across the company.

Inventory General Section:

Select the appropriate Classification values for each field.

• Inventory Group: • Inventory Category: • ABC Class: • Inventory Valuation Method: • Service Class:

Note – The ABC Class system classifies items (using the industry standard terms) to identify the small number of items that will account for most of the volume and that are the most important ones to control.

Note – The Inventory Valuation Method Class is tied to business logic that re-calculates the Specification Item Material Cost as Purchase Orders for that Specification are ‘Completed’.

If ‘Average’ then Item Material Cost = Average Cost of purchased items,

If ‘FIFO’ (First In First Out) then Item Material Cost = Cost of first purchased item,

If ‘LIFO’ (Last In First Out) then Item Material Cost = Cost of last purchased item.

Inventory Details Section:

• Create Asset on Receipt: Select if Asset records should be created when new items are received

• Inventory Type: Select the appropriate Classification value

• Manage Safety Stock: Select if by default new Inventory Items created from this Specification should include safety stock


Step

• Quantity Safety Stock: Enter the number of items that by default should be withheld as safety stock.

Inventory Units Section:

• Currency and Item Units: Select the appropriate Unit of Measure.

Note – UOM: The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars, and all Item Unit fields can be in a Quantity of Each.

Inventory Purchasing Details Section:

Select the default Reorder Logic and Reorder Point

Specification

Inventory Tab:

Inventory Summary and Inventory Details Sections:

These sections contain read-only fields that reflect the totals (for each category of transaction listed) across ALL Inventory Items.

Inventory Items Section:

This section displays a list of ALL Inventory Items that are associated with the Specification.

Inventory Transactions Section:

This section displays a list of ALL Inventory Transactions that are associated with the Specification.

Specification

Self Service Tab:

The Self Service tab is the only tab typically visible to Request Central employees (via system security) if they drill into a record in a search query. This provides them with a read-only view of the item Image, Spec Name, and Spec Class, a Description of the item and a list of Features.

Note – The Description and Features sections are rich-text sections. The section type provides you with additional formatting options.


Step

Note – While you can enter information in these fields, end users will typically see this information as read-only.

Specification

Notes & Documents Tab:

Use the sections on this tab to add additional comments or documents.

Note – Documents are managed by the IBM TRIRIGA Document Manager and are stored in the database.

Create Inventory Location Groups (optional) An Inventory Location Group is the highest level of the Inventory hierarchy. It is an optional level (not required). Use Inventory Location Groups to group Inventory Primary Locations by Geographical Area (such as all Inventory in the Las Vegas area), or by type of Inventory (such as all Office Supplies).

Note – Inventory Location Groups provide an organizational tool for managing your Inventory hierarchy.

Step

Inventory Locations

To create a Inventory Location Group:

Create Inventory Location Groups

• Click the first-level Inventory menu item

• Select Inventory Locations under Related Links - Inventory > Inventory portal section. This will display the Hierarchy view

• Select the ‘root’ in the hierarchy (Inventory Locations)

• Select the New action

• Select Inventory Location Group from the drop down list

The Inventory Location Group form will open in a separate window.


Step

Inventory Location Group

General Tab:

General Section:


Note – If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action




Details Section:

• Inventory Location Class: Select ‘Group’ from the list.

Location Section (optional):

Select the physical location of the Inventory Location Group

Manage By Organization Section:

Select the organization responsible for managing the Inventory Location Group

Manage By Contact Section:

Select the person responsible for managing the Inventory Location Group

Ship To Address Section (optional):

Enter the Shipping Address for the Inventory Location Group.





Create Inventory Primary Locations An Inventory Primary Location represents the primary record for a Store Room, Mobile Cart, Service Truck, Outdoor Storage Yard, Motor Pool, etc. The Inventory Primary Location record contains additional fields and sections to identify the Managing Organization, Primary Contact, Shipping Address, and (if applicable) the ‘physical’ Location (selected from the Location hierarchy).

Note – Think of an Inventory Primary Location as the storeroom where the equipment is kept and distributed. You will want to create an Inventory Primary Location for each of your storerooms (for example: You have facilities in McLean, VA, and in Nottingham, UK. You can create a Primary Inventory Location for each site).

Note – Vehicles – The process is the same for managing vehicles. Create an Inventory Primary Location for each vehicle storage/distribution area (such as a motor pool location).

Step

Inventory Manager

To create a Inventory Primary Location:

Create Inventory Primary Location



• Select the appropriate point in the hierarchy where you want to create the new Inventory Primary Location


• Select Primary Location from the drop down list

• The Inventory Primary Location form will open in a separate window

Inventory Primary Locations

General Tab:

General Section:


Note – If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action


Step




• Storeroom Type: Select Self-managed to auto-create Issue transactions. Or, select Managed to auto-create Hold transactions.

Details Section:

• Inventory Location Class: Select Primary from the list.

Location Section (optional):

Select the physical location of the Inventory Primary Location

Manage By Organization Section:

Select the organization responsible for managing the Inventory Primary Location

Manage By Contact Section:

Select the person responsible for managing the Inventory Primary Location

Ship To Address Section:

Enter the Shipping Address for the Inventory Primary Location

Inventory Primary Locations

Inventory Items Tab:

The Inventory Items tab displays a list of ALL Inventory Items stored at that Inventory Primary Location.


Service Locations Tab:

Building Sub-Tab and Section:

On the Service Locations tab define the types of Buildings or Structures that are serviced by the Inventory Primary Location (storeroom).


Step

Note – This information is used as filter criteria, so that users are selecting only Equipment that is available for the Building(s) / Structure(s) serviced by this Inventory Location.


Service Locations Tab:

Equipment Sub-Tab and Section:

On the Service Locations tab define the types of Equipment managed by the Inventory Primary Location (storeroom).

Note – This information defines what items users can select when ‘Reserving’ Equipment from this Inventory Location.




Documents are managed by the IBM TRIRIGA Document Manager and are stored in the database.

Create Inventory Storage Areas An Inventory Storage Area allows you to create a hierarchy of your actual storage locations.

For example you might have:

A store room with Aisles, Racks, Shelves, and Bins.

A hospital mobile Cart with Shelves and Bins.

A motor pool with lots and parking spaces

You can model these hierarchies using the Storage Area object.

Note – Think of an Inventory Storage Area as the bin, cabinet, or shelf where the equipment is kept. You may want to create a Storage Area for each type of equipment or for small storerooms you may want to create a single Storage Area record for all equipment types (for example: You might have a cabinet for the LCD Projectors, and a shelf for the Laptop Computers – you can create a Storage Area that represents the cabinet and another Storage Area that represents the shelf).


Step

Inventory Storage Areas

Next you create Inventory Storage Areas (as needed) within the Inventory Primary Locations.

Create Inventory Storage Areas

To create Storage Areas:



• Select the appropriate point in the hierarchy where you want to create the new Inventory Storage Area


• Select Storage Area from the drop down list

• The Inventory Storage Area form will open in a separate window

Inventory Storage Area

General Tab:

General Section:

• ID: Enter a unique ID for the record. If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action




Details Section:

• Inventory Location Class: Select ‘Storage Area’ from the list

• Primary Inventory Location: System generated field. This field provides a link back the Primary Location record

• Hierarchy Path: System generated field. Provides the full hierarchy path for the record.

Inventory Storage Areas

Inventory Items Tab:

The Inventory Items tab displays a list of ALL Inventory Items stored at the Inventory Storage Area.


Create Inventory Items

Note – At this point you have created a hierarchical view of your Inventory Locations, including Inventory Groups, Inventory Primary Locations (the storerooms) and Storage Areas (the bins, shelves, cabinets).

The next step is to create records to track and manage the items stored in the Storage Areas. IBM TRIRIGA calls these records Inventory Items. You will have an Inventory Item record for each type of Consumable, Asset, or Vehicle you manage at a Primary Location. The Inventory Item record manages the transactions, quantities, and valuation for the stored items.

Step

Inventory Items

To create an Inventory Item record:

Create Inventory Item records for each type of equipment or vehicle stored in a Storage Area

• Click Inventory > Manage Inventory > Items

• Select the Add action

• The Inventory Item form will open in a separate window.

Inventory Item

Note – In this example we will create an Inventory Item to manage some equipment. The process is similar for all Inventory Items.

General Tab:

General Section:

• ID: If preferred, enter a unique ID for the record.

Note – If you leave the ID field blank, the system generates a unique ID for the record when you select the Create Draft action.

• Status: System generated field.

• Name: Enter the name.

• Description: Enter a description.

Units Section:

Quantity: Select the appropriate Unit of Measure (UOM).

• Currency: Displays the currency from the specification. If the inventory item is associated with


Step

a cost group, then this field shows the currency from the cost group.

Note – Unit of Measure (UOM): The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Inventory Item record, all Quantity fields can be in a Quantity of Each.

Specification (Stock Item) Section:

Note – Specification: Based on the Inventory Type selected in the Details section below, the Spec Name field may or may not be required. Here are the Inventory Types:

Asset (Assignable) – Spec Name is required.

Asset (Reservable) – Spec Name is required.

Consumable – Spec Name is not required.

Vendor Managed - Spec Name is not required.

Click the Find action and select the Specification of the item.

Tip – On selecting a Specification, the section will be filled in with the information from the Specification record.

Inventory Item

Note – Most of the fields on the Inventory Item record are populated with the default values from the selected Specification.

General Tab:

Product Section:

• Select the Find action and select the Product.

Note – Products: Inventory Items can be associated with a specific Product record in the system (optional). A Product is referenced on a Blanket Purchase Order or Service Agreement Contract and represents an ‘item’ that can be purchased from a particular Vendor for a negotiated amount. Linking Products to Inventory Items allows Inventory Managers to re-stock from an existing Contract or to issue Purchase Order Releases against Vendor managed inventory.


Step

Primary Inventory Location (Storeroom) Section:

• Select the Primary Location where this Inventory Item will be located.

Inventory Location (Bin, shelf, cabinet…) Section:

• Select the Inventory Storage Area where this Inventory Item will be located.

Note – The Inventory Location section Find list is filtered to display only Storage Areas that are associated with the selected Primary Inventory Location.

Inventory Item

General Tab:

Details Section:

Select the appropriate Classification values for each field.

• Inventory Group

• Inventory Category

• Inventory Valuation Method. This field defaults to the valuation method from the specification but you can change it. When costing is done at the inventory item level, this field is used to determine the costing method that is used by the workflow for all issues. This field also defines how inventory batches are created and managed.

• ABC Class

• Inventory Valuation Method

• Service Class

• Specification Order Type

• Inventory Type: (Required Field) Depending on the selection, the tabs, sections, and fields on the Inventory Item form are changed to display the options pertinent to the type of inventory being managed. (1) Asset (Assignable) (2) Asset (Reservable) – The Inventory Purchasing Details, Hold or Pending Issue, and Issued or Returned sections are hidden. (3) Consumable – The Asset Details tab is hidden, and the Create Asset on Receipt check box is grayed out. (4) Vendor Managed - The Asset Details tab is hidden, the Create Asset on Receipt check box is grayed out, and all the sections below the Details section are hidden.


Step

Inventory Item

General Tab:

Details Section:

Select the appropriate options for each field.

• Create Asset on Receipt: Select if Asset records should be created when new items are received.

• Contains Hazardous Material: Select if the items being managed contain any hazardous materials.

• Storeroom Type: Select the type of storeroom management. (1) Self-managed – This option creates an Issue transaction. (2) Managed – This option creates a Hold transaction, until the item is ready to be issued.

Inventory Item

General Tab:

Expiration Section:

Select the appropriate options for each field.

• Start Date: Specify the date when an item is available to be issued.

• Expiration Date: Specify the date when an item is expired (for example, when a perishable food item can no longer be issued). Expired items must be handled manually. An inventory manager manages expiration dates and notes when items have reached their dates. The inventory manager then uses adjustment transactions to retire the expired items. The adjustment transactions trigger adjustments to the associated batch records.

Inventory Item

General Tab:

Batches Section: This section shows the inventory batches that exist for the item. A batch record is created for each receipt (inventory in) transaction. If the inventory item is associated with a cost item in an inventory cost group, this section is hidden.

When the quantity in the batch record equals zero, the batch record is retired and it is removed from the default Active Batches display. You can still view retired batch records by choosing All Batches or Batch History instead of the default view.


Step

Inventory Item

General Tab:

Inventory Purchasing Details Section:

Enter the Purchasing Details.

Tip – Selecting the MIN-MAX option on the Purchasing Reorder Logic field displays the EOQ fields.

• U. Purchasing Reorder Point (ROP): Use this field to enter the quantity when you should reorder.

• EOQ (Economic Order Quantity) fields: Use these fields to specify the quantity that should be ordered when the reorder point is reached, the unit of measure used for reorders, if you want the system to automatically create a Purchase Requisition when the ROP point is reached, and the Estimated Request duration.

• W. Reorder Logic – Reorder Point (V-U): This calculated field displays the Reorder Point factoring in what is already On Order.

Inventory Item

General Tab:

Inventory Summary, Hold or Pending Issue, Issued or Returned, and Adjustments Sections:

These sections display the results of each of the four primary Transaction types for the Inventory Item.

The Unit Price field shows the unit price based on the inventory valuation method:

• If the valuation method is LIFO, the unit price is the last active batch price.

• If the valuation method is FIFO, the unit price is the first active batch price.

• If the valuation method is Average, the unit price is the total quantity in divided by the total cost.

• If the valuation method is standard, you can edit the unit price.

The value in the Estimated Stock Value (On Hand) field is the unit price multiplied by the quantity on hand. If active batches exist for the inventory item, then this value is the total value of the batches.


Step

Note – Refer to the section on Inventory Transactions for a detailed description of the various Transaction Types. For this example we will create an Adjustment Transaction (Inventory Cycle Count) to populate the initial quantity and create the Assets managed by the Inventory Item.

Inventory Item

General Tab:


• Select the Adjustment action.

• An Adjustment Transaction form will open.

Adjustment Transaction

General Tab:

Detail Section:

• Transaction Type: Select Inventory Cycle Count.

• Quantity to be Posted: Enter the quantity.

• Reason for Adjustment: Enter a reason for the Transaction.

Tip – The system maintains a history of all transactions so record your comments whenever reasonable.

• Create Assets: Check this field if you want the system to create an Asset records for the quantity entered.

Note – The remainder of the form is pre-populated by the system.

• Select the Post Action.

• The Transaction form closes and the quantity is posted against the Inventory Item.

Inventory Item

General Tab:


Note – The quantity from the Transaction is posted to the respective field (in this example, the Quantity Adj by Count field) on the Inventory Item record and all calculations are updated.


Step

Inventory Item

Asset Details Tab:

The Asset Details tab displays all Assets associated with the Inventory Item.

Note – In this example the Assets that were created in the previous Transaction step are displayed.

You also can use the Find and Remove actions to add Assets or Remove Assets from the list.

Inventory Item

Contacts Tab:

The Contacts tab is used to identify ‘Contact Roles’ specific to the Inventory Item and the Person filling that role.

Tip – The Contact Role section is used in conjunction with Approvals and Notifications.


Use the sections on the Notes and Documents tab to add additional comments or documents.


Inventory Item

History Tab:

The History tab displays a list of all Transactions against the Inventory Item.

Primary Location

The Inventory Location records display all associated Inventory Items.


Process Hold Transactions At this point, while Inventory Items are on Hold (Managed), you can select items for Issue or Recall transactions.

Step

Inventory Manager

To process Hold transactions:

Process Hold (Managed) transactions by creating Issue and/or Recall transactions of Inventory Items

• Access the Inventory first-level menu.

• Select Inventory On Hold Pending Issue under Related Links - Inventory > Inventory Transactions. This will display a list of existing Inventory Items.

• Click the Process Hold Transactions action.

• The Inventory On Hold Pending Issue form will open in a separate window.

Inventory On Hold Pending Issue

General Tab:

Select Consumable Hold Transactions Section:

• If Hold transactions are available, select the transactions to be issued.

Select Assignable Hold Transactions Section:

• If Hold transactions are available, select the transactions to be issued.

• Click the Issue Transaction action.


Issue Tickets Issue Tickets are used to Issue items from Inventory to customers.

Customer orders originate from Product Requests, Tasks, and Purchase Requisitions

The system creates a Material Order for each requested product

The Material Orders are routed/assigned to the appropriate Organization/Location for fulfillment

The Inventory Manager fulfills the Material Orders via Issue Tickets (for in-house inventory) or Purchase Order Releases (for vendor managed inventory).

Note – Based on your business practice and setup, you can specify the routing/assignment of Material Orders by the type of item requested, the location or geography of the request, and the requesting organization. For example: you might want all requests for electrical supplies in the Las Vegas buildings to be routed/assigned to the Central Storeroom (Inventory Location) for Las Vegas; requests for Conference Room equipment in Knoxville, Tennessee, might be routed/assigned to the Conference Supplies Storeroom (Inventory Location) in Knoxville; a request to re-stock (Purchase Requisition) the LCD Projectors in the Conference Supplies Storeroom in Knoxville, might be routed/assigned to the corporate Purchasing department in New York. The system contains a powerful routing/assignment engine.


The Issue Ticket process is described in this section.

Tip – Issue Tickets can be created manually from the Inventory Manager, in which case you will go through each of the steps shown in the diagram below. The Inventory Manager Form allows you to combine several of the initial steps, simplifying the Issue Ticket creation process.

Select MaterialOrder(s) to be

filled

Select sourceInventory Itemsand quantities

for eachMaterial Order

Select StagingInventoryLocation

Create IssueTicket record

Pick Items fromStorage Areasand Stage to

StagingLocation

Issue the IssueTicket

Creates/Posts aPending IssueTransaction foreach Inventory

Item

Recalls thePending Issue

Transactions andCreates/Posts

IssueTransactions

OPTIONAL

Adjusts thequantities of theInventory Itemsand the Material

Order

Completes theMaterial Order (if

final Issue)

Assigns Asset(s)(if appropriate)

What the User Does

What the System Does

InventoryManager Form

Issue Ticket Process

Step

Product Request

Self-Service users can initiate a Request for products or supplies using the Product Request form.

• The user selects items using the Catalog Search action

• The system creates a Material Order Item record for each selected item

• On Submit of the Request, the system routes/assigns the Material Order Items to the respective Service Providers


Step

Note – The process is similar for the Task and Purchase Requisition forms. All create Material Order Items.

Inventory Manager Form

The Inventory Manager Form provides a view of all your assigned Material Orders.

To create an Issue Ticket for Material Orders:

• Select the Material Orders you want to include on the Issue Ticket

• Select the Issue Ticket action

• The Issue Ticket form will open in a separate window

Note – Alternately, you can create a Purchase Order Release from the Inventory Manager Form if you use Blanket Order Contracts for vendor managed inventory.

To create a Purchase Order Release for Material Orders:

• Select the Material Orders you want to include on the Purchase Order

• Select the Select action

• The system will display any ‘matching’ Products in the Matching Products section

• Select the Product

• Select the Purchase Order action

• The Purchase Order form will open in a separate window pre-populated with the pertinent information

Issue Ticket

General Tab:

Note – If you initiated the Issue Ticket from the Inventory Manager Form the Reference (Product Request or Task), Ship/Deliver To, and the Order Items to Issue sections will be pre-populated with information from the Material Order.

General Section:

• Ticket ID and Status: system generated fields

• Date: pre-populated with the current date, but can be changed if necessary

• Issue Comments: Enter any comments pertaining to the Issue Ticket

• Currency: Enter the default currency


Step

Primary Inventory Location Section:

Select the Primary Inventory Location from which the items are being issued

Reference (Product Request or Task) Section:

• Select the Product Request or Task (if applicable)

• If the selected Product Request or Task has Material Order items they will be listed in the Order Items to Issue section

Details Section:

Enter the shipping details

Ship/Deliver To Section:

Enter the ship/deliver to details

Order Items to Issue Section:

You will have a Issue Ticket Item record in the Order Items to Issue section for each Material Order

• Open each Issue Ticket Item record and review and complete the issue details

Note – There are two types of Issue Ticket Items in the system. Both can be created and displayed from the Order Items to Issue section.

(1) Issue Ticket Item. This type allows you provide more information and it will auto-populate any Pending Issue Transactions (On Hold Transactions) that may have been associated with the Material Order during planning. You can also Assign Assets and mark the Material Order to be Completed on Issue. Issue Ticket Items are created by the system when you: originate the Issue Ticket from the Inventory Manager Form, or select a Reference Product Request or Task that already has Material Order Items.

To create an Issue Ticket Item: select the Add Item action on the Order Items to Issue section.

(2) Quick Fill Item. This type allows you quickly create an Issue Transaction against a Task, Product Request, Material Order, and Inventory Item.

To create a Quick Fill Item: select the Quick Fill action on the Order Items to Issue section.

Tip – If you select a Task or Product Request on the Quick Fill form and DO NOT select a Material Order; when you select the Post Action on the Quick Fill form the system will create the Material Order for you and associate it with the reference Product Request or Task.


Step

Quick Fill Item

The Quick Fill record is actually an Issue Transaction. Refer to the section on Issue Transactions for more information on this object.

General Section:

• Enter the Quantity to be Posted

• Enter a Comment (if required)

• Quantity Picked: This field is populated by the person picking the items from the Storage Area and moving them to the Staging Area

Reference (Product Request or Task Section:

• Select the reference Product Request or Task

Tip – If you select a Task or Product Request on the Quick Fill form and DO NOT select a Material Order; when you select the Post Action the system will create the Material Order for you and associate it with the reference Product Request or Task.

Issue Ticket Item

The Issue Ticket Item record contains all the details needed to process an Issue against a Material Order.

General Section:

• ID and Status: auto-populated by the system

Detail Section:

• Transaction Type: This field default to Inventory Issue

• Transaction Date: read-only field records the current Date/Time

• Issue Note: Enter any comments

• Partial Issue: Select if you are doing a partial issue

• Complete Material Order Task: Select if you want the system to change the status on the Material Order to Complete

• Issue Asset To: If you are issuing Assets, enter the name of the person who the Assets should be ‘assigned’ to.

Material Order and Requested Specification Sections:

• If not pre-populated select the Material Order

• The Requested Specification section will auto-populate


Step

Active Transactions and Transaction Log Sections:

• If not pre-populated select the Add action

• The Pending Issue Transaction form will open in a separate window, pre-populated with the Material Order information

• Refer to the section on Pending Issue Transactions for details on this transaction type.

Tip – When Issuing Assets, be sure to check the Assets to be issued in the Select The Assets to Issue Section.

Note – On Issue of the Issue Ticket the system:

Performs a ‘Recall’ action on any Pending Issue Transactions to reverse the ‘On Hold’ quantities posted against the Inventory Item.

Creates corresponding Issue Transactions against the Inventory Item.

Issue Ticket Item

Pick Details Tab:

General Section:

• Assigned To: Enter the name of the person assigned to the Pick activity

• Planned Start: Enter the date and time you want the items Picked

• Actual End: The date and time the items were Picked

Stage To Location Section:

Enter the Storage Area where the Picked items are to be staged.

Pick Details – Material Orders and Pick Details – Quick Add Items Sections:

These sections are pre-populated by the system and display the various Transactions, the Inventory Items, and the Quantities to be Picked.

• Quantity Picked: Enter the quantity Picked

When all the information has been added select the Pick Items action

• The status of the Issue Ticket will change to Pick In-Progress

Issue Ticket Item


Step

Pick Details Tab:

When all Pick is complete select the Pick Complete action

• The status of the Issue Ticket will change to Pick Complete

Issue Ticket Item

General Tab:

When the Pick is complete and the items are ready to Issue select the Issue action

• The status of the Issue Ticket will change to Completed and the record will be read-only

Issue Ticket Item

On Issue of the Issue Ticket, the system:

• Performs a ‘Recall’ action on any Pending Issue Transactions to reverse the ‘On Hold’ quantities posted against the Inventory Item

• Creates corresponding Issue Transactions against the Inventory Item

• Updates the quantities on the Material Order

Inventory Item

On Issue of the Issue Ticket, the system:

• Assigns any Assets marked to be assigned

• Creates Assignment Log records and associates them to the respective Asset records

• Changes the Assignment Status on the Asset Records

• Reflects the Assignment status in the Inventory Item records

Quick Fill Ticket The Inventory application provides a Quick Fill Ticket that can be used to quickly process Inventory Items without going through the Task process.

Step

Inventory Manager

Create Issued transactions for the selected Inventory Items by replicating the Task process with the Quick Fill Ticket


Step

To add a Quick Fill Ticket:

• Navigate to Inventory > Manage Inventory > Quick Fill Tickets.

• Click the Add action.

• The Inventory Quick Fill Ticket form opens in a separate window.

Inventory Quick Fill Ticket

The Quick Fill Ticket allows a Storeroom Manager to issue transactions quickly without requiring the Inventory Items to be approved by the same Storeroom Manager.

In other words, since he or she would already know what kind and how many parts and equipment are available, the Storeroom Manager will issue the items directly to the Technician.

General Tab:

General Section:

• Ticket ID and Status: system generated fields.

• Date: pre-populated with the current date, but can be changed if necessary.

• Comments: Enter any comments pertaining to the Issue Ticket.

• Currency: Enter the default currency.


Select the Primary Inventory Location from which the items are being issued.

Reference (Product Request or Task) Section:

• Select the Product Request or Task (if applicable).

Details Section:

Enter the shipping details.

Ship/Deliver To Section:

Enter the ship/deliver to details.

Parts Section:

The Parts section displays all consumable Inventory Items associated with the Quick Fill Ticket.


Step

You also can use the Find and Remove actions to add or remove parts from the list.

Equipment Section:

The Equipment section displays all assignable Inventory Items associated with the Quick Fill Ticket.

You also can use the Find and Remove actions to add or remove equipment from the list.

Inventory Count Work Task The Inventory application provides an Inventory Count Work Task that can be used to:

Validate that the physical inventory matches that shown in the database, and

Auto-update (adjust if necessary) the quantities on the Inventory Items.

Note – The Inventory Count Work Task is a Task type and therefore inherits all of the Task specific functionality such as Assignment and Acceptance, Time Entries, Performance Dates, Resource Scheduling, and the ability to be incorporated into Projects.

Tip – The Inventory Count Work Task can be created manually from the Inventory Manager. If you originate the Inventory Count Work Task from the Inventory Manager Form you can have much of the information pre-populated.

Step


The easiest way to initiate a Cycle Count is from the Inventory Manager Form.

• Select the Items to be counted

• Select the Count Task action

• The Inventory Count Work Task will open in a separate window pre-populated with all the pertinent information

Inventory Count Work Task

Note – The Inventory Count Work Task is a Task type and therefore inherits all of the Task specific functionality such as Assignment and Acceptance, Time Entries, Performance Dates, Resource Scheduling, and the ability to be incorporated into Projects.


Step

• The Inventory Count Work Task will open with most of the information pre-populated for you

• Complete the rest of the information

• The Baseline fields are copied from the Planned fields and are used in metrics.

• Select the Activate action to move the Task from a Draft status to an Active status.


Work Details Tab:


This section lists the Primary Inventory Locations for the count activity.

Note – If you use the Add action on the Inventory Items for Count section, the list will be filtered to include only Inventory Items from the listed Primary Inventory Locations.

Inventory Items for Count Section:

The Inventory Items for Count section contains a list of all items to be counted by the Technician

• Quantity On Hand (From Record): This is the quantity currently recorded in the Inventory Item record

• Quantity On Hand (From Count): This editable field is for the actual field count

• Create Asset: If selected the system will create an Asset record for each ‘additional’ Asset found

Select the Complete action on the Task when all item counts are complete

Inventory Count Item

To review the complete details of a line item open the line item form.

Tip – If the ‘From Count’ quantity is less than the ‘From Record’ quantity and you are managing Assets, you can select the Asset records in the Asset at this Location section that were not located. On Completion of the Task the selected Asset will be noted as Lost.

Inventory Item

History Tab:


Step

On Complete of the Inventory Count Work Task, the system:

• Creates corresponding Adjustment Transactions against the Inventory Items

• Updates the quantities on the Inventory Items

Inventory Item

Asset Details Tab:


• Creates Assets records where marked and associated them with the appropriate Inventory Item

• Creates Lost Log records and associates them to the respective Asset records

• Changes the Assignment Status on the Asset Records

• Reflects the Assignment status in the Inventory Item records


Inventory Tab:


• The data on the Inventory Items is automatically updated to reflect the field conditions


Should you Re-Open the Inventory Count Work Task, for example because the work was not completed satisfactorily, the Task ReIssue Popup appears. Click the Search icon and select the reason for the Re-Open. Then click Continue.

The Task ReIssue Reason appears in the General section of the Inventory Count Work Task.

Inventory Pick The Inventory application provides two objects for managing Inventory Picks: 1) Inventory Pick is incorporated directly into the Issue Ticket, and 2) an Inventory Pick Work Task.

The Inventory Pick Work Task can be used for General Pick activities or in an Inventory environment where the additional Task-based functionality such as planning and scheduling of resource is required.


Note – The Inventory Pick Work Task is a Task type and therefore inherits all of the Task specific functionality such as Assignment and Acceptance, Time Entries, Performance Dates, Resource Scheduling, and the ability to be incorporated into Projects.

Tip – The Inventory Count Work Task can be created from the Inventory Manager.

Step

Inventory Pick Work Task

Note – The Inventory Pick Work Task is a Task type and therefore inherits all of the Task specific functionality such as Assignment and Acceptance, Time Entries, Performance Dates, Resource Scheduling, and the ability to be incorporated into Projects.

General Tab:

• Complete the required information

• The Baseline fields are copied from the Planned fields and are used in metrics.

• Select the Activate action to move the Task from a Draft status to an Active status


Work Details Tab:

Primary Inventory Locations Section:

Select the Primary Inventory Locations for the Pick activity

Material Order Task Section:

Select the Material Order Tasks being fulfilled by the picked items.

Note – The Material Order Task section is filtered to display only Orders assigned to the Organization listed as the Responsible Organization on the General tab.

Inventory Items for Pick Section:

Select the Inventory Items and enter the quantity to be picked from each item.

Note – The Inventory Items for Pick section is filtered to display only Inventory Items for the selected Primary Inventory Locations and that match the items being requested by the Material Orders.


Step

Stage to Inventory Location Section:

Select the staging Storage Area

Select the Complete action when the Task is Complete.

Inventory Pick Item

To access additional detail on the individual Pick line items open the item

Tip – If the Inventory Items are managing Assets, you can designate the Asset records that were picked.


Should you Re-Open the Inventory Pick Work Task, for example because the work was not completed satisfactorily, the Task ReIssue PopUp appears. Click the Search icon and select the reason for the Re-Open. Then click Continue.

The Task ReIssue Reason appears in the General section of the Inventory Pick Work Task.

Creating Reservations against Inventory The Inventory application allows you to manage both Assignable Assets and Reservable Assets.

Reservable Inventory Items contain ‘Reservable’ Assets. Reservable Assets are assets that are ‘loaned’ for typically a short period of time and are then returned to inventory such as:

Tools and Test Equipment that are reserved for use on specific Tasks

Conference Room Equipment reserved for a meeting, or

Vehicles reserved from a motor pool

You can manage your Reservable Assets directly from the Inventory Manager Form. Depending on your implementation, you may have reservation being placed against your Assets from several areas of the product:


Equipment Reservation: The Equipment Reservation can be implemented as a Self-Service object, where all users of the system can place reservations against Reservable Inventory Items. For example: you might allow all users of the system to search for and make reservations for conference room equipment.

Vehicle Reservation: The Vehicle Reservation is similar to an Equipment Reservation except it is focused specifically on vehicles.

Note – The IBM TRIRIGA Reservation objects and processes are integrated with Inventory. Users can only view and reserve Assets that are:

Designated as available for Self-Service Reservations,

‘Available’ for the Requested Start and End dates and times of the Reservation, and

‘Entitled’ by the user to request (for example: Staff employees might be able to view and reserve a compact vehicle, while upper management might be able to view and reserve a luxury vehicle).

Concierge Reservation Form

: Your company may restrict Self-Service Reservations, but allow Reservation to be made through a Contact Center or central Concierge service

Maintenance Managers

can place reservations against equipment assets such as Tools and Test Equipment by selecting and including them as Resources on Tasks.

Inventory Manager Form:

The Inventory Manager Form provides an interface for the Inventory

Manager to view existing reservations and create new reservations.

Note – Refer to the IBM TRIRIGA 10 Reservation Management User Guide for more information on the Reservation processes, setup, and objects.

This section describes the process of viewing and creating Equipment Reservations using the Inventory Manager Form.

Step


Reservable Inventory Tab:

The Reservable Inventory tab allows you to manage Inventory Items that contain ‘Reservable’ Assets. Reservable Assets are assets that are ‘loaned’ for typically a short period of time and are then returned to inventory (for example: Tools and Test Equipment that is reserved for use on specific Tasks; Conference Room Equipment reserved for a meeting; or Vehicles reserved from a motor pool.

List View Section:

The List View section displays a list of all Inventory Items where the Inventory Type field = Assets


Step

(Reservable).

To display the Assets associated with an Inventory Item:

• Select the Inventory Item

• Select the Select for Availability View action

• The Assets are displayed in the Selected Assets section

Inventory Manager


Availability View Section:

The Availability section displays the selected assets as well as their ‘commitments’ (blue horizontal bars represent reservations) and scheduled available time.

Tip – You can view an existing Reservation by double-clicking one of the horizontal bars. The Reservation will open in a separate window.

Details Section:

• You can change the Availability Start and Availability End Dates and Times to adjust the Availability View timescale bars (the area between the green and red bars) and refocus the view to display the selected Date.

Tip – Use the scroll bar on the bottom of the Availability Section to scroll through future dates.

Inventory Manager


To add a Reservation for an Asset:

• Select the Asset(s) from the List View

• Adjust the Green/Red bars in the Availability View for the Date and Time of the reservation

• Select the Equipment Reservation action

• The Asset Reservation form opens in a separate window pre-populated with the Assets and other reservation information

Asset Reservation

The Asset Reservation form opens pre-populated with the information from the Inventory Manager Form including:


Step

• Requester,

• Dates (as selected from the Availability View)

• Assets (as selected)

Review the information and select the Submit action when complete.

• A popup form will ask you to confirm the information and enter payment information (if required)

• Select Submit on the popup form

• The Asset Reservation window will close

Inventory Manager


On Submit of the Asset Reservation a commitment is placed against the selected equipment for the date and time of the reservation.

Tip – You can view an existing Reservation by double-clicking one of the horizontal bars. The Reservation will open in a separate window.


4. Inventory Transactions Items can be moved in to and out of inventory through transactions. The following are the four types of inventory transactions:

• Adjustment transactions.

• Purchasing transactions.

• Pending Issue transactions.

• Issue transactions.

Inventory transaction records are used by financial rollup fields to track the various quantity values for inventory items. The transaction records are created by the applications that interface with the inventory system, such as Purchasing, Receiving, and Tasks. Transactions also can be created manually from actions on inventory items.

After the record has been posted, the system will reset the Quantity to be Posted' with the Quantity Processed value. This means that the Quantity to be Posted value on the Inventory Transaction Item record will be reset according to the quantity that was actually fulfilled.

The following table describes the transaction types:

Transaction Type Description

Adjustment Transaction The Adjustment Transaction is used for ‘adjusting’ Inventory Item quantities based on various conditions.

You can post positive and negative quantities for Inventory Transactions. For example:

If a Lost item is Found, ‘Post’ a Lost Transaction with a negative number,

If you have less items than the record lists based on a ‘Cycle Count’, ‘Post’ an Inventory Cycle Count Transaction with a negative number

If your Inventory Item manages Assets, on most Adjustment Transactions you can select the Assets that are Lost, Repaired, Retired, etc. The status of the selected Assets will change accordingly.

Adjustment Options include:



Inventory Cycle Count Use for adjustments based on an on-site count of actual items

This transaction type can be used to populate your initial inventory quantity.

You can instruct the system to create Asset records in the Inventory Cycle Count Transaction.

The Inventory Cycle Count Transaction is auto-generated by the Inventory Cycle Count Task.

Damaged Use for posting Damaged items

Lost Use for posting Lost and Found items (use a negative quantity to post Found items)

Repair Use for posting items being Repaired (use a negative quantity to post items that have been Repaired and are now available stock)

Retire Use for Retiring items no longer usable

Return Use for Returned items

Transfer Use to Transfer items from one Storage Area to another

The system supports partial transfers, and you can instruct the system to create a new Inventory Item in the destination location or merge with an existing Inventory Item.

Purchasing Transactions The Purchasing Transaction is used to Post items On Order and items Received.

The IBM TRIRIGA Purchasing process is integrated with Inventory. Items ordered by Purchase Requisition carry through the entire purchasing process and on Receipt; On Order transactions are reversed and Receiving transactions are created by the system.

Purchasing Options include:

On Order Use for Items that have been Ordered or are on a Purchase Requisition.



Receiving Use for Items Received into Inventory.

This transaction type can be used to populate your initial inventory quantity.

You can instruct the system to create Asset records in the Receiving Transaction

Pending Issue Transaction

The Pending Issue Transaction is used to Post items On Hold or Backordered against Inventory Items and Material Orders.

The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Pending Issue Transaction to place a Hold against ‘Pending Orders’ (perhaps with a future date).

The Pending Issue Transaction places a Hold for the specified quantity. The Pending Issue quantities are deducted from the total ‘Quantity Available’.

Pending Issue Options include:

Hold Use to place a Hold against the Inventory Item quantity.

Backorder Use to note a Backorder against the Inventory Item quantity.

Safety Stock Safety Stock is a manually entered number, but is included in the Total Pending Issue quantity.

Issue Transaction The Issue Transaction is used to Post items Issue, On Loan, or Returned transactions against an Inventory Items and Material Orders.

The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Issue Transaction to place Issue Inventory Items against a Material Order.

The Issue Transaction also can reference a Task.

Issue Use to note an Item has been Issued against the Inventory Item quantity.



On Loan Use to note an Item has been Loaned against the Inventory Item quantity.

Return Use to note an Item has been Returned against the Inventory Item quantity.

Unit Price

The Unit Price field is used to support the batch creation (inbound) and valuation calculation (outbound). For inbound transaction types, this field is used for the creation of the Inventory Batch records. The following outlines the flow of data to support the Unit Price in inventory transactions.

Inventory In Transactions

Transaction Type Rules

Receipts Manual from Inventory Item record:

• Defaults from the unit price on the Inventory Item, but can be changed

From the Receiving form:

• Actual cost from the receiving line item (read-only)

Transfer (In) Defaults from the unit price on the Inventory Item, but can be changed

Negative (-) Adjustments

• Lost/Found

• Retired (Un-retired)

• Damaged (Repaired)

A negative adjustment means the user is reversing a previous positive adjustment. For example: previously a user created a transaction and noted that three items had been lost. If the items were subsequently found, the user would create another lost transaction and enter -3 to reverse the original transaction.

• Defaults from the unit price on the Inventory Item, but can be changed

Positive (+) Adjustments

• Cycle Count

• Return

Defaults from the unit price on the Inventory Item, but can be changed


Inventory Out Transactions

Transaction Type Rules

Issue Manual from Inventory Item record:

• Calculated average based on valuation method

From the Issue (Quick Fill) form:

• Calculated average based on valuation method

Transfer (Out) Calculated average based on valuation method

Negative (-) Adjustments

• Cycle Count

Calculated average based on valuation method

Positive (+) Adjustments

• Lost

• Retired

• Repaired

• Damaged

Calculated average based on valuation method

Adjustment Transaction The Adjustment Transaction is used for ‘adjusting’ Inventory Item quantities based on various conditions.

Tip – You can post positive and negative quantities for Inventory Transactions. For example:

If a Lost item is Found, ‘Post’ a Lost Transaction with a negative number,

If you have less items than the record lists based on a ‘Cycle Count’, ‘Post’ an Inventory Cycle Count Transaction with a negative number.

Tip – If your Inventory Item manages Assets, on most Adjustment Transactions you can select the Assets that are Lost, Repaired, Retired, etc. The status of the selected Assets will change accordingly.


Tip – The Inventory Cycle Count process includes the creation of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.

Step

Inventory Item

Adjustments Section:

The Adjustments section displays all Adjustment Transactions against the Inventory Item.

To create an Adjustment Transaction:

• Select either the Adjustment or Transfer actions

• The Adjustment Transaction form will open in a separate window.

Inventory Item


The sections and fields described are typical for all Adjustment Transaction options.

General Section:

• ID and Status are populated by the system

Detail Section:

• Transaction Type: Select the appropriate Transaction Type from the drop down list

• Quantity to be Posted: Enter the quantity

• Units: This field will default to the proper value based on the Inventory Item

• Reason for Adjustment: Enter any comments about the adjustment

• Create Assets: This option is only available for the Inventory Cycle Count option.

Note – You can instruct the system to create Asset records in the Inventory Cycle Count Transaction.

Primary Inventory Item and Provided Specification Sections:

These sections are pre-populated by the system based on the Inventory Item you opened the


Step

Transaction form from.

Assets for the Inventory Item Section:

This section displays all Assets associated with the inventory item and their current status.

For several of the adjustment options this section will have check boxes in front of the Assets. You can use these check boxes to select the Assets pertaining to the Transaction.

• When you have entered the data, select the Post action.

• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Item.

Inventory Item

History Tab:

The History tab on the Inventory Item record displays all transactions against the item.

Once posted Adjustment Transactions are read-only.


In this example, we will create an Inventory Repair Transaction.

• Select the Transaction Type (Inventory Repair)


• Enter the Reason for Adjustment

• Select the Asset(s) to be Repaired

• Select the Post action

• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Item.

• The Status of the selected Asset will change to Offline for Repair


In this example we will create an Inventory Transfer Transaction.

• Select the Transfer action on the Inventory Item

Tip – You also can select the Adjustment action on the Inventory Item and then select Inventory Transfer as the Transaction Type.

• Transaction Type = Inventory Transfer


Step

When you select Inventory Transfer, the form will change to display the Inventory Transfer Option field

• Inventory Transfer Option: Select the appropriate option

Based on the Inventory Transfer Option you select, the form will change to display the sections appropriate for the option.

• Based on the Transfer Option select either the Transfer To Inventory Location or Transfer To Inventory Item

Note –

Create New Inventory Item: This option will:

Inventory Transfer Options

Create a new Inventory Item in the selected Inventory Primary Location (storeroom),

Post a ‘Transfer In’ quantity to the new Inventory Item,

Post a ‘Transfer Out’ quantity from the original Inventory Item, and

Move any selected Assets to the new Inventory Item.

Transfer to Existing Inventory Item: This option will:

Post a ‘Transfer In’ quantity to the selected ‘Transfer To’ Inventory Item,

Post a ‘Transfer Out’ quantity from the original Inventory Item, and

Move any selected Assets to the ‘Transfer To’ Inventory Item.


• Enter the Reason for Adjustment

• Select the Asset(s) to be Transferred


• The Adjustment Transaction form will close and the Transaction will be posted against the Inventory Items.

Inventory Item

History Tab:


For Transfer Adjustment Transactions you will get two Transactions (one for the ‘Transfer Out’ and another for the ‘Transfer In’).


Step


In this example, you can create an Inventory Transfer Transaction using the Transfer to Existing Inventory Item option. The process is similar to that above, except for this transaction option you will select the Inventory Item you want to transfer to - Transfer To Inventory Item.

Purchasing Transaction The Purchasing Transaction is used to Post items On Order and items Received.

Tip – The IBM TRIRIGA Purchasing process is integrated with Inventory. Items ordered by Purchase Requisition carry through the entire purchasing process and on Receipt; On Order transactions are reversed and Receiving transactions are created by the system. The Purchasing Transaction supports partial receipts.

Tip – The process described in this section includes the creation of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.

Step

Inventory Item

Inventory Summary Section:

The Inventory Summary section displays all Purchasing Transactions against the Inventory Item.

To create an Purchasing Transaction:

• Select the Order/Receipt action

• The Purchasing Transaction form will open in a separate window.

Purchasing Transaction

The sections and fields described are typical for all Purchasing Transaction options.

General Section:



Step

Detail Section:

• Transaction Type: Select the appropriate Transaction Type from the drop down list (options include: Inventory On Order and Inventory Received)



• Comment: Enter any comments

• Create Assets on Receipt: If checked the system will create Asset records when a Receiving Transaction is posted.

Primary Inventory Item and Provided Specification Sections:

These sections are pre-populated by the system based on the Inventory Item you opened the Transaction form from.

Assets for the Inventory Item Section:

This section displays all Assets associated with the inventory item and their current status.


• The Purchasing Transaction form will close and the Transaction will be posted against the Inventory Item.

Inventory Item

History Tab:


Once posted Purchasing Transactions have additional actions available.


Once posted Purchasing Transactions have additional actions available.

Recall Order Action:

The Recall Order action will reverse the posted On Order quantity and change the status of the Transaction to ‘Recalled’.

Tip – Use the Recall Order action if for some reason you cancelled your Order.


Step

The Purchasing process can create On Order Transactions and trigger a Recall.

Receive to Inventory Action:

The Receive to Inventory action will reverse the posted On Order quantity and create a corresponding Receiving Transaction.

Inventory Item

History Tab:


Recall Order Action:

The Recall Order action will reverse the posted On Order quantity and change the status of the Transaction to ‘Recalled’.

Note the Recalled Transaction.

Inventory Item

History Tab:


Receive to Inventory Action:

The Receive to Inventory action will reverse the posted On Order quantity and create a corresponding Receiving Transaction.

Note the bottom two Transactions. On Receive to Inventory the On Order Transaction was ‘Recalled’ and an Inventory Received Transaction was created.


Inventory Received Transaction Type

• Inventory Receiving Option: Select the appropriate option

Based on the Inventory Receiving Option you select the form will change to display the sections appropriate for the option.

• Based on the Receiving Option select either the Receive To Inventory Location or Primary Inventory Item


Step

Note –

Create New Inventory Item: This option will:

Inventory Receiving Options

Create a new Inventory Item in the selected Inventory Primary Location (storeroom),

Post a ‘Received’ quantity to the new Inventory Item,

If Create Assets on Receipt is checked, the system will create Assets and associate them with the new Inventory Item.

Merge with Existing Inventory Item: This option will:

Post a ‘Received’ quantity to the Inventory Item,

If Create Assets on Receipt is checked, the system will create Assets and associate them with the Inventory Item.


• Enter the Comment

• Select Create Assets on Receipt (if appropriate)


• The Purchasing Transaction form will close and the Transaction will be posted against the Inventory Item(s).

Inventory Item

Asset Details Tab:

If Create Assets on Receipt is checked, the system will create Assets and associate them with the Inventory Item.


Pending Issue Transactions The Pending Issue Transaction is used to Post items On Hold or Backordered against Inventory Items and/or Material Orders.

Note – The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Pending Issue Transaction to place a Hold against ‘Pending Orders’ (perhaps with a future date).

Note – The Pending Issue Transaction places a Hold for the specified quantity. The Pending Issue quantities are deducted from the total ‘Quantity Available’.

Note – The process described in this section includes the selection of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.

Step

Inventory Item

Hold or Pending Issue Section:

The Hold or Pending Issue section displays all Transactions against the Inventory Item that are still in stock, but ‘held’ for a specific reason.

To create an Pending Issue Transaction:

• Select the Hold action

• The Pending Issue Transaction form will open in a separate window.


Step


The sections and fields described are typical for all Pending Issue Transaction options.

General Section:


Detail Section:

• Transaction Type: Select the appropriate Transaction Type from the drop down list (options are: Inventory Hold and Inventory Backorder)



• Comments: Enter any comments

Material Order Section:

Select the Material Order for the Transaction.

The default query on the popup list will display any Material Orders that match the Specification on the Inventory Item.


• When you select a Material Order the Requested Specification section is populated.


• The Pending Issue Transaction form will close and the Transaction will be posted against the Inventory Item and the Material Order.

Note – The IBM TRIRIGA system allows you to define ‘Compatible’ Specifications in the Specification Manager. This functionality allow the Inventory Manager to review specifications that may be in stock that are not exactly what the user requested, but that the company has deemed ‘compatible’ with the requested Specification, and therefore could be Issued as an alternate product.

Inventory Item

History Tab:



Step


Recall Transaction Action:

The Recall Transaction action will reverse the posted Pending Issue quantity.

The Purchasing process auto-triggers the Recall Transaction action on Issue.

Issue Transaction The Issue Transaction is used to Post items Issue, On Loan, or Returned transactions against an Inventory Items and Material Orders.

Note – The Inventory Transactions are integrated with the IBM TRIRIGA Product Request and Task Material Order process. Material Orders can be assigned to the appropriate Inventory Location for fulfillment. You can use the Issue Transaction to place Issue Inventory Items against a Material Order.

Note – The process described in this section includes the selection of Assets. The process is the same for Consumables, except you will not be managing specific Asset records.

Step

Inventory Item

Inventory Issued or Returned Section:

The Inventory Issued or Returned section displays all Issue Transactions against the Inventory Item.

To create an Issue Transaction:

• Select the Issue action

• The Issue Transaction form will open in a separate window.

Issue Transaction

The sections and fields described are typical for all Issue Transaction options.

General Section:



Step

Detail Section:

• Transaction Type: Select the appropriate Transaction Type from the drop down list (options include: Inventory Issue, Inventory On Loan, and Inventory Return)



• Comment: Enter any comments

Reference (Product Request or Task Sections:

Select the Product Request or Task that the Items are being Issued against.

Material Order Section:

Select the Material Order for the Transaction.

The default query on the popup list will display any Material Orders that match the Specification on the Inventory Item.

Issue Transaction

• When you select a Material Order the Requested Specification section is populated.

Select Assets for Issue Section:

This section displays all Assets associated with the Inventory Item and their current status.

• Select the Asset(s) to be Issued


• The Issue Transaction form will close and the Transaction will be posted against the Inventory Item.

Note – The IBM TRIRIGA system allows you to define ‘Compatible’ Specifications in the Specification Manager. This functionality allow the Inventory Manager to review specifications that may be in stock that are not exactly what the user requested, but that the company has deemed ‘compatible’ with the requested Specification, and therefore could be Issued as an alternate product.


Step

Issue Transaction

When the Issue Transaction is Posted, if Assets are selected the Assets will be ‘Assigned’ to the ‘Requested For’ person listed on the Material Order. The ‘Status’ of the Asset will change to ‘Assigned’ and an Assignment Log record will be appended to the Asset record.

Inventory Item

History Tab:


Issue Transaction

The Issue Transaction also can be used to log ‘Returns’.

• Select Inventory Return as the Transaction Type

• Enter the Quantity to be Posted (Returned)

• Select the Material Order

Select Assets for Issue Section:

This section displays all Assets associated with the Inventory Item and their current status.

• Select the Asset(s) to be Returned


• The Issue Transaction (Return) form will close and the Transaction will be posted against the Inventory Item.

Issue Transaction

When the Issue Transaction (Return) is Posted, if Assets are selected the Assets will be ‘Un-Assigned’. The ‘Status’ of the Asset will change to ‘Available’ and an Assignment Log record will be appended to the Asset record


5. Process Objects The IBM TRIRIGA system contains several ‘Process Objects’ specifically designed to pull functionality used by a specific ‘user role’ into a single interface. The Process Object forms can be left open throughout a user session (they are ‘persistent’), providing real-time access to system records and processes.

The Process Objects related to Maintenance and Operations covered in this section include:


Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for information on additional process objects pertinent to Inventory such as:

Dispatch Manager Form

Resource Manager Form

Time Sheet Manager Form

Maintenance Manager

Inventory Manager Form The Inventory Manager Form provides consolidated access for Inventory Managers to records and processes in the system that are filtered for the manager’s Organizations. This provides access to all functions a manager needs to effectively manage work, but also a filtered list specific to their area of responsibility.

Note – People in the system can be associated with multiple Workgroups (such as shops and teams) and a single Department. Therefore, it is possible for managers to obtain views across all organizations they are a member of.

The Inventory Manager provides access to:

Material Orders

Assignable Inventory

Reservable Inventory

With on-line actions to:

Manage Inventory Items and process Inventory Transactions

View available Inventory against incoming Material Orders

View available Inventory for ‘compatible’ products against incoming Material Orders


View available Products under Blanket Purchase Order Contracts against incoming Material Orders

Process Purchase Order Releases against Blanket Purchase Order Contracts

Create Purchase Requisitions for Re-stock

Create and Process Issue Tickets and Pick activities

Manage Reservable Inventory and Reservations

Step

Inventory Manager

General Tab:

General Section:

The General section displays the Name of the Manager. This field defaults to the name of the person who opens the Inventory Manager Form.

My Organization Section:

The My Organizations section lists the organizations that the Manager is associated with.

All subsequent data displayed on the Inventory Manager Form is filtered for the Organizations listed in the My Organizations section.

Inventory Manager

General Tab:

Primary Inv Locations Section:

The Primary Inventory Locations section displays all Inventory Locations managed by the Organizations that the Manager is associated with.

Inventory Manager

Order Planning Tab:

The Order Planning tab provides a planning view of all pending Material Orders and allows you to place Hold Transactions against Inventory Items for the selected Material Order.

Selected Order Item Section:

The Selected Order Item Section displays information about the currently selected Material Order.


Step

Order Items Section:

The Order Items section displays a list of all ‘active’ Material Orders that have been assigned to the Organizations that the Manager is associated with.

• Select a Material Order Item and select the Show Details action

• The lower sections of this tab will display Matching (or compatible) Inventory Items, existing Transactions against the selected Material Order, and any Matching Specifications.

Note – Material Orders can be initiated from the Self-Service Product Request, from a Task, or from a Purchase Requisition. Material Orders are assigned by the system (based on setup, Contracts, and Service Agreements to the Inventory Location that handles the requested product at the requested location. Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for a complete description of the Service Assignment process.

Inventory Manager

Order Planning Tab:

Matching Inventory Items Section:

This section contains several related reports that allow you to view:

• Inventory Items managed by your Organization that match

• Inventory Items for ALL organizations that

the requested item

match

• Inventory Items managed by your Organization

the requested item

that are approved ‘compatible’ specifications

• Inventory Items for ALL organizations

for the requested item

that are approved ‘compatible’ specifications

the requested item

Note – The Inventory module provides the ability for the Inventory Manager to view his Inventory Items for matching Specifications AND Compatible Specifications. By defining a Compatible Specification you are determining that the compatible items are acceptable ‘alternates’.

Inventory Manager

Order Planning Tab:

Matching Specification Section:

This section displays the Matching Specification record AND any Compatible

Specifications for the selected item.


Step

Inventory Manager

Order Processing Tab:

The Order Processing tab provides a view of all pending Material Orders and allows you to initiate an Issue Ticket or Pick Task against Inventory Items for the selected Material Orders.

You also can search the system for Matching Products (which have been negotiated by a Blanket Purchase Order) and create a Purchase Order Release to buy off the existing Contract.

Orders Section:

The Order section provides a view of all pending Material Orders

• Select a Material Order item from the list and Select action

• The System displays a list of Matching or Compatible Products

Matching Products Section:

The System will display a list of Matching or Compatible Products

Inventory Manager

Order Processing Tab:

Issue Tickets Section:

The Issue Tickets section displays a list of all ‘in-progress’ Issue Tickets.

Matching Specifications Section:

This section displays the Matching Specification record AND any Compatible

Specifications for the selected item.

Inventory Manager

Inventory Tab:

Inventory Locations Section:

The Inventory Locations section displays all Inventory Locations managed by the Organizations that the Manager is associated with.


Step

Inventory Manager

Inventory Tab:

Sub-Inventory Locations Section:

The Sub-Inventory Locations section displays all Inventory Storage Areas managed by the Organizations that the Manager is associated with.

To create a new Inventory Item:

• Select the Storage Area

• Select the New Inventory Item action

• The Inventory Item form will open in a separate window pre-populated with the selected Inventory Storage Area and Primary Location

Inventory Manager

Inventory Tab:

Inventory Items - Adjustments Section:

The Inventory Items - Adjustments section displays a list of all Inventory Items managed by the Organizations that the Manager is associated with.

To create an Adjustment or Transfer transaction:


• Select the Adjustment or Transfer action

• The Adjustment Transaction form will open in a separate window pre-populated with the Inventory Item information

• Refer to the section on Adjustment Transactions for the information and process to complete the transaction.

To create a new Inventory Item:

• Select the New Inventory Item action

• The Inventory Item form will open in a separate window

Inventory Manager

Inventory Tab:

Inventory Items – Reorder/Count Section:

The Inventory Items - Adjustments section displays a list of all Inventory Items managed by the


Step

Organizations that the Manager is associated with. You can initiate a Requisition or a Purchase Order directly from this section for re-stocking Inventory, and initiate a Cycle Count Task.

To create a Requisition, Purchase Order (PO), or Cycle Count Task:

• Select the Inventory Item(s)

• Select the Requisition, PO, or Count Task action

• The appropriate form will open in a separate window pre-populated with the Inventory Item(s) information

Inventory Manager

Inventory Tab:

Contracts Section:

The Contracts section displays a list of all Contracts associated with the Inventory Manager’s Organizations.

Use the related reports to access either Purchase Requisitions or Blanket Purchase Orders.

This is a good way to keep track of the status of any Purchase Requisitions you have issued for re-stock.

Inventory Manager

Inventory Tab:

Receiving Section:

The Receiving section displays a list of all Receipts or Purchase Orders associated with the Inventory Manager’s Organizations.

Use the related reports to access either Receipts or Blanket Orders.

To Receive items:

• Select the Purchase Order

• Select the Receive action

• The Receiving form will open in a separate window pre-populated with the Purchase Order information


Step

Inventory Manager


The Reservable Inventory tab allows you to manage Inventory Items that contain ‘Reservable’ Assets. Reservable Assets are assets that are ‘loaned’ for typically a short period of time and are then returned to inventory (for example: Tools and Test Equipment that is reserved for use on specific Tasks; Conference Room Equipment reserved for a meeting; or Vehicles reserved from a motor pool.

List View Section:

The List View section displays a list of all Inventory Items where the Inventory Type field = Assets (Reservable).

To display the Assets associated with an Inventory Item:


• Select the Select for Availability View action

• The Assets are displayed in the Selected Assets section

Inventory Manager


Availability View Section:

The Availability section displays the selected assets as well as their ‘commitments’ (blue horizontal bars represent reservations) and scheduled available time.

You can view an existing Reservation by double-clicking one of the horizontal bars. The Reservation will open in a separate window.

Details Section:

• You can change the Availability Start and Availability End Dates and Times to adjust the Availability View timescale bars (the area between the green and red bars) and refocus the view to display the selected Date

Use the scroll bar on the bottom of the Availability Section to scroll through future dates.

To add a Reservation for an Asset:

• Select the Asset(s) from the List View

• Select the Equipment Reservation action


Step

• The Asset Reservation form opens in a separate window pre-populated with the Assets and other reservation information

© Copyright IBM Corporation 2011.

INDEX

Energy Rating Type, 24 Energy Rating Value, 24 Environmental Details, 24 Furniture, 24 General, 24 Inventory

Primary Location, 31 Inventory Batch, 7 Inventory Cost Group, 8 Inventory Cost Item, 9 Inventory Costing, 6 Inventory Count Work Task, 51 Inventory Items, 35, 42 Inventory Location Group, 29 inventory objects, 2 Inventory Objects

Inventory Items, 35, 42 Specifications, 20

Inventory Storage Area, 33 Inventory Transactions

Adjustment Transaction, 63 Issue Transaction, 73 Pending Transaction, 71 Purchasing Transaction, 67

Inventory Valuation Method, 6 Issue Tickets, 43 Key Inventory Features, 4 Overall Product Rating, 24 Process Hold Transactions, 42 Product Request, 44 Quick Fill Ticket, 49 Set Up

Classifications, 13 Specification Classes, 19

Specifications, 20

Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in other countries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's responsibility to evaluate and verify the operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to:

IBM Director of Licensing IBM Corporation North Castle Drive Armonk, NY 10504-1785 U.S.A.

For license inquiries regarding double-byte character set (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to:

Intellectual Property Licensing Legal and Intellectual Property Law IBM Japan, Ltd. 1623-14, Shimotsuruma, Yamato-shi Kanagawa 242-8502 Japan

The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local law:

INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you.

This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice.

Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part of the materials for this IBM product and use of those Web sites is at your own risk.

IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you.

Licensees of this program who wish to have information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact:

IBM Corporation 2Z4A/101 11400 Burnet Road Austin, TX 78758 U.S.A.

Such information may be available, subject to appropriate terms and conditions, including in some cases, payment of a fee.

The licensed program described in this document and all licensed material available for it are provided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement or any equivalent agreement between us.

Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of those products.

All statements regarding IBM's future direction or intent are subject to change or withdrawal without notice, and represent goals and objectives only.

This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental.

Trademarks

IBM, the IBM logo, ibm.com, and TRIRIGA are trademarks or registered trademarks of International Business Machines Corp., registered in many jurisdictions worldwide.

Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at “Copyright and trademark information” at www.ibm.com/legal/copytrade.shtml.

http://www.ibm.com/legal/copytrade.shtml�

IBM TRIRIGA 10 Inventory Management User Guide

Documents

Transcript of IBM TRIRIGA 10 Inventory Management User Guide