SpendMap User Guide (v15)

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Navigation: Inventory Control > Usages From Stock

Load Work Area with Cost Center Distributions

INVENTORY CONTROL > Usages from stock > Load work Area with Cost Center distributions

This is used to create multiple usage transactions in the Usage Work Area for a number of Cost Centers.

This can save you time over entering a usage for each Cost Center individually and is useful when mass-distributing items.

Fields

Field

Description

Item Code

•The item code to remove from stock.

Location

•For items that are kept in multiple stock Locations/Warehouses, enter the location to remove the item from.

Quantity/UOM

•Enter the quantity to distribute to EACH Cost Center specified below and the unit of measure (UOM). The UOM will default to the base/stocking UOM for the item but can be changed and SpendMap will do the conversion for you.

Field options

The Quantity Field may or may not include decimal places. To turn decimals on or off, see User Defined Field Settings.

G/L Account

•Enter a G/L Account for the usage transactions.

•G/L Account Codes are used to categorize and track your spending. While the title of this field can be renamed, the term “G/L Account” generally defines the type of item being removed from stock. For example, most organizations would have G/L Account codes for things like office supplies, computer supplies, services, etc.

•The field will default based on the selected item.

•There are many options for configuring this field. See G/L Account Master File for details.

Project and Job

•The Project and Job fields can be used to categorize and track inventory usages. You can track history and otherwise sort, filter and search for information in the system by Project and Job.

•There are many options for configuring these fields. See Project Master File and Job Master File for details.

Request-by

•Select a Request-By code for the usages, if applicable.

•While the title of this Master File can be renamed, the Request-By field is typically used to record the individual (staff member) that needs the item (i.e. the end-user of the item), so this field may not apply when mass-distributing items.

•There are many options for configuring this field. See Request-By Master File for details.

Reference

•Enter a comment to appear in Item History and other reports that show the usage transactions.

•The field will default to "TO: <COST CENTER>" and, unless you change the comment, SpendMap will substitute in the applicable cost center for each transaction when the usages are loaded into the Work Area.

Distribute this item to all:

•Items can be distributed based on a left-to-right match on the Cost Center code or Division fields or both. That is, if you fill in both fields, only Cost Centers that match BOTH the queries will be included.

• A Division is a group of Cost Centers. You can specify the Division for each Cost Center in the Cost Center Master File.