To create a new request for workwear and tools that are intended for employees of specific department or view the existing requests, go to Asset management > Workwear and Tools Documents > Workwear and Tools Issues.
The Workwear and Tools Issues form contains a list of documents each of which specifies the items, workwear and tools, issued for employees of specific department.
The list of Workwear and Tools Requests
As the list is populated, you can change its display settings. Click More actions on the toolbar and select Configure list. For more information on the list settings, see Working with the item list. You can filter the list by entity, department, employee, warehouse, or workwear / tool type - for this, use the fields on the top of the form.
The toolbar buttons
To create a new document, click Create on the toolbar (for more details, refer to Creating a Workwear and Tools Issue).
If for the warehouse where the items are stocked, it is required to use warehouse documents (Goods Dispatch/Receipt Notes), select the particular issue or multiple Issues, then click Generate > Goods Dispatch Note.
For description of other buttons, refer to List Toolbar.
Creating a Workwear and Tools Issue. The Main tab
Use this tab to provide general information about the document.
The following fields are required: Entity, Department, Warehouse, and Basis.
The "Workwear and Tools Issues (create)" form. The Main tab
<Auto> in the Number field indicates that a number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.
Make sure the Entity field is populated with the correct entity.
In the Warehouse field, specify the warehouse from which the requested items are issued.
In the Department field, select the department for which the items of workwear and tools are issued.
Use the Request field to specify the Workwear and Tools Request document on which this Issue is based. if the issue is intended for multiple requests, consider moving this field as a column to the Workwear and Tools tab – for this, use the Settings button on the toolbar.
In the Basis field, select the document which indicates the items of workwear and tools for issue; click the Fill by Basis button to populate the document form the basis. Note, that if you have made changes to the document that you would like to cancel, you can click the Fill by Basis button to reset the data to the data from the basis.
Use the Project field to select the associated project. If the items were requested for multiple projects, the field is used as a column on the Workwear and Tools tab.
The toolbar buttons
After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.
If for the warehouse where the items are stocked, it is required to use warehouse documents (Goods Dispatch / Receipt Notes), click Generate > Good Dispatch Note to create a such document.
For descriptions of other buttons, see Document Toolbar.
Use the Settings button to invoke the Document Settings dialog box if you need to move the Project or Project Task fields from the document header (the Main tab) as columns to the table on the Workwear and Tools tab or back. Similarly, you can decide whether you need the Cell field or Cell column and the Workwear and Tools Request field or the column.
The Document Settings dialog box
Once you are done with the option selections, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.
Fixed Asset Monthly Usage Documents
To access the Fixed Asset Monthly Usage document list, go to Accounting > Fixed Assets > Fixed Asset Monthly Usage. Documents of this type provide information on monthly usage for the fixed assets with the Units of Production depreciation method.
The Fixed Asset Monthly Usage document list
The Fixed Asset Monthly Usage includes all the Fixed Asset Monthly Usage documents available in the system. If you don't see a specific document, rearrange the list by date or document number. You can change the list display settings to suit your particular needs. To learn more about the list display settings, see Working with the item list.
The toolbar buttons
To manually create a new document of the Fixed Asset Monthly Usage type, click the Create button on the toolbar.
To edit an existing document, double-click the line with the document in the Fixed Asset Monthly Usage list. You can also select the line, right-click it, and select Edit or click More actions > Edit on the toolbar. For descriptions of other buttons, refer to List Toolbar.
Creating a Fixed Asset Monthly Usage. The Main tab
On this tab, you can enter general information about fixed assets' monthly usage for the fixed assets with the Units of Production depreciation method.
The "Fixed Asset Monthly Usage (create)" form. The Main tab
<Auto> in the Number field indicates that a number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.
In the Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings> General Settings. You can select your personal default entity to appear in documents; for this, refer to Personal Settings. If you have not selected your default entity, the entity, which was defined first, will be used as the system default value.
The Comment text box you can use to specify any additional information about this month's usage.
The document totals and other Information
At the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:
- New (document was created, but not recorded to the database)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
There are no totals on this form.
The toolbar buttons
After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to save, post the document without closing it or Post and close to save, post, and close the document.
For descriptions of other buttons, see Document Toolbar.
Creating a Fixed Asset Monthly Usage. The Fixed Assets tab
On this tab, you can specify the monthly usage for the fixed assets with the Units of Production depreciation method.
The "Fixed Asset Monthly Usage (create)" form. The Fixed Assets tab
Click Add on the tab toolbar to append a line to the document.
In the Fixed Asset column, select the fixed asset being used in this month.
The UOM column is populated with the UOM for measuring usage.
In the Quantity column, you can enter the usage in the specified UOM.
Creating a Workwear and Tools Issue. The Workwear and Tools tab
You can use this tab to provide a list of workwear items and tools for issuing to employees of specific department and specific entity.
The list is populated based on the particular Workwear and Tools Request / Requests selected on the Main tab, or it can be populated by using one of the Fill options.
The "Workwear and Tools Issues (create)" form. The Workwear and Tools tab
To populate the list, click the Fill button on the tab toolbar and select one of the following options:
- By Usage Rates: To populate the list with the employees of the specified department and with quantities of workwear and tools that are required according to the employee's position and usage rates defined for this position.
- By Demand: To populate the list with the employees of the specified department, with the quantities of the workwear and tools in accordance with positions, usage rates defined for positions, and the quantities that are currently in use.
- Selectively by Employee: To select the particular employees and then fill in the quantities of workwear and tools by demand or by usage rates.
Alternatively, you can manually add the tools and workwear items to be issued to some employees. For this, click Add to add a new line to the document.
In the Employee column, select an employee who needs certain workwear or tools.
In the Position column, select a position of this employee.
In the Workwear/Tool Type column, select a specific type of tools or workwear (actually, a category).
In the Item column, select a specific workwear or tool of the selected type.
Make sure that if the selected item is of any workwear category with defined characteristics, the Characteristic column is populated with the particular size of the employee specified for workwear of this type (category).
In the Quantity column, check that item quantity is calculated correctly according to the usage rate of the item. The UOM column is populated with the UOM associated with the item. You can edit the quantity.
The Qty in Use column shows the quantity of the selected item that is currently in use by this employee.
The Excess Qty column shows the quantity of the selected item that is currently in use by this employee in excess of the usage rate.
The Usage Rate column specifies the quantity of the item that must be issued simultaneously.
Use the Project Task column to associate the request with a particular task of the project specified on the Main tab. If all items in the list are associated with the same task, consider moving this column as a field to the Main tab by using the Settings button on the toolbar.
Creating a Workwear and Tools Issue. The Additional Information tab
This tab can be used for providing any useful additional information about this issue.
The "Workwear and Tools Issues (create)" form. The Additional Information tab
In the Responsible field, specify an employee who is responsible for this issue.
In the Transaction Remarks, enter any information that may prove useful.