Data Entry Grid

The most important component of the Stock Request screen is the data entry grid. Depicted below is a typical example of a couple of lines of data in a typical Stock Request.

·    No

Each line of data entered in a Stock Request is typically numbered.

·    Stock Item

Identifying number of the stock item being ordered.

·    Description

This is the unique description of a particular item.

·    B/A: (Budget Authorized)

Each cost centre is subject to a budget value. If the budget for the cost centre has not been exceeded the check box will be ticked. If the budget has been exceeded then the stock item needs to be passed up to a user with a higher level of authorization.

·    P/A: (Stock item Authorization)

Each stock item in the stock item master file is also subject to an order authorization level. Typically senior management would need to authorize very expensive stock items such as a motor vehicle or expensive champagne.

·    A/L: (Authorization Level)

This is a numeric value that indicates the level of authorization that is required for this stock item to be requested or ordered by any user. This relates to closely to a users authorization level.

If the product that is been ordered has an authorization level of 5 and the user generating the Order Request has an authorization level of only 2 then the stock item would not be authorized. Once the Order Request gets submitted, the stock item without the authorization level flag gets passed up to a user with a higher authorization level and it will show up in their events manager.

This user would then authorize the stock item or discard the request. If the stock request is discarded, then the request will be passed back to the user from where it originated.

·    Unit Size

The unit of measure of the stock item that is been requested.

When a stock item is selected and the particular stock item has more than one pack size, another window appears prompting the user to select the required pack size for the stock item.

·    Requested Qty

The user is required to enter the number of stock items of the selected stock item that this location wishes to order. Enter a quantity in the Requested Qty cell. If you need to order another stock item, hit the selection arrow on the keyboard and another line is available to enter a stock item in. If you made an error entering a stock item, simply highlight the incorrect line and hit the Delete button on your keyboard.

·    Price (Excl)

This is the selling price of the stock item without Tax.

·    Total (Excl)

This is the total value of the selected stock item without Tax.

·    Requesting Cost Centre

This is the cost centre that is requesting the stock item. If there is no cost centre selected when a stock item is loaded then the user can select a cost centre by clicking on the ellipsis button and selecting a cost centre from the pop up screen. When the cost centre is selected it will populate all the other lines of the request with the selected cost centre name.

·    Delivery Date

This is the expected delivery date of the stock item. The user is able to select different delivery dates for each stock item if that is required.

Below the data entry grid is an data information table that displays the stock items information for the highlighted stock item in the data entry grid.