Actual Item

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To record the use of materials in connection with a work order, you use the Items subsection of the Resources section of the work order. First, you create a demand for each item you expect to use (for more, see Demand Item). Then when you actually use an item, select the corresponding Demand Item from the list of resources and click Actualize. This opens a window where you can record the item use:

Entry Date: A read-only field giving the date that this record was created.

Effective Date: The date/time when you want to say the item was used. By default, this is set to the current date/time.

User Contact: A read-only field giving your name. This will appear in MainBoss's accounting history to show who did the actualization.

Read-only fields: Provide information from the original demand and from storeroom assignment records.

Use all remaining demand: If you checkmark this box, MainBoss completes the record to indicate that you used the quantity listed under "Remaining Demand". If you leave the box blank, you will have to fill in "Quantity" yourself.

Quantity: The quantity of the item that you actually used.

On Hand, Calculated On Hand Cost: The quantity of the item present in the specified location and the costs associated with that quantity.

Demanded, Demanded Cost: The estimated quantity and cost stated in the original demand.

Manually Enter Cost: If you select this option, you must enter the actual cost of the item(s) used in "This Entry".

Use calculated On Hand cost: If you select this option, "This Entry" will be set to the cost of the item(s) as taken from inventory records.

Use demanded cost: If you select this option, "This Entry" will be set to the cost of the item(s) as given in the original estimated demand.

This Entry: The actual cost of the quantity used. This will be read-only unless you selected Manually Enter Cost.

As Corrected: Will be the same as "This Entry" unless you have made a correction to this record after it was originally created.

From Cost Center, To Cost Center: Read-only fields telling the cost centers involved in this operation. MainBoss creates accounting records indicating the transfer of money from the first cost center to the second. These fields are only visible if your database has an Accounting license key. For more, see Accounting Facilities.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

When you don't have permissions to see item costs: Your security roles may permit you to record actual item usage but not to view the costs of items. In this case, MainBoss automatically assigns costs to the items used.

For more on security roles, see Security Roles. For more on resources, see Resources. For more on work orders, see Work Orders. For more on editors in general, see Using Editors.

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