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INVENTORY CLASSES MAINTENANCE

ABOUT INVENTORY CLASS FUNCTION

The Inventory Class Maintenance function facilitates for the following:

· Classification of inventories used in the system

· Maintaining the details of vendors supplying the inventories to the Resident Association

· Generation of serialised inventories in the system

· Tracks all historical action against an inventory record

HOW TO SEARCH FOR AN INVENTORY CLASS RECORD?

1. Click on the INVENTORY CLASSES function from the JIRAN system main menu.

2. Once in this function, define the following search criteria to retrieve the desired record (by default all records are retrieved):

SEARCH CRITERIA	DESCRIPTION
Filter	Denotes a free text search criteria. Partial search is supported.

3. Click on SEARCH to retrieve the desired records.

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HOW TO CREATE A NEW INVENTORY CLASS RECORD?

The creation of a new inventory class record involves the maintenance of the following information:

SCREEN TABS/DETAILS	DESCRIPTION
Class Details	Denotes the classification of the inventory item
Vendor Details	Denotes the maintenance of the vendor’s information that supplies the said inventory. This tab is only activated once the class details of the inventory have been created in the system.
Consumable Inventory	Denotes the inventory count & expiry dates to be assigned to the inventory record. This tab is only activated once the class details of the inventory have been created in the system.

1. Click on the INVENTORY CLASSES function from the JIRAN system main menu.

2. From the INVENTORY CLASSES LISTING screen, click on NEW CLASS to initiate the creation of a new user record.

COMPLETING THE CLASS DETAILS SECTION

1. Enter the following details in the CLASS DETAILS tab:

DATA FIELDS	DESCRIPTION
Class Code	Denotes the abbreviated code to denote the inventory
Class Name	Denotes the full name of the class
Inventory Type	Denotes the type of inventory, i.e. fixed asset, consumable or rental inventories
Default Make	Denotes the default make value assigned to the inventory
Default Model	Denotes the default model value assigned to the inventory
Cost	Denotes the per unit cost of the inventory
Serializable	Denotes if the inventory is serialised. Check (R) YES if applicable
Has Expiry Date	Denotes if the inventory carries an expiry date, e.g., for access cards. Check (R) YES if applicable. If applied, the system will check the expiry date of the inventory when being assigned to a resident
Has Warranty Expiry Date	Denotes if the inventory carries has a warranty period. Check (R) YES if applicable
Active	Denotes if the inventory is active, i.e. to be used in the system. Check (R) YES if applicable

$Description: C:\Users\Earth\Desktop\Tasks\JIRAN User Guide\CODES\Inventory Classes\Inventory Class Create.png$

2. Click on SAVE to create the user record at the CLASS DETAILS tab.

3. Once the record has been created, the system will display the remaining data entry needed to complete the entry of following user details:

a. Vendor Details Tab

b. Consumable Inventory

COMPLETING THE VENDOR DETAILS SECTION

1. Once the INVENTORY CLASS record has been created at the CLASS DETAILS tab, proceed to complete the VENDOR DETAILS tab (if applicable).

2. Enter the following details to complete this section:

DATA FIELDS	DESCRIPTION
Vendor Name	Enter the full name of the vendor that supplies the said inventory
Address	Denotes the full address of the vendor
PostCode	Enter the Postcode information based on the vendor’s address
City	Enter the city information based on vendor’s address
Postcode	Postcode of the RA address
State	Select from the available selection
Country	Select from the available selection
Contact No	Enter the vendor’s contact no
Email	Enter the vendor’s email address

$Description: C:\Users\Earth\Desktop\Tasks\JIRAN User Guide\CODES\Inventory Classes\Inventory-Vendor Create.png$

3. Click on SAVE to create the user record at the VENDOR DETAILS tab.

COMPLETING THE CONSUMABLE INVENTORY SECTION

1. This section of the screen facilitates the creation of the inventory records in the system.

2. The creation of this record is applicable for non-serialized inventories.

a. The system will generate the number of inventory since the inventories do not carry any specific serial numbers.

3. For serialized inventories, the inventory records must be manually created in the STOCKS & FACILITIES function.

4. Enter the following information to generate the inventory records:

5. Enter the following details to complete this section:

DATA FIELDS	DESCRIPTION
Total Count of Inventory	Denotes the number of non-serialized inventories to be created in the system
Expiry Date	Denotes the expiry date of the non-serialized inventories created in the system

$Description: C:\Users\Earth\Desktop\Tasks\JIRAN User Guide\CODES\Inventory Classes\Inventory-Consumable Inventory.png$

6. Click on GENERATE INVENTORY to create the non-serialized inventory records in the system.

7. See article on STOCK & FACILITIES maintenance on how to maintain serialized inventories in the system.

ABOUT THE HISTORY TAB

1. The HISTORY tab display the historical activities (descending timestamp order) undertaken against the user record.

2. This information is provided for System Administrators and users alike to monitor their activities.

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HOW TO UPDATE AN INVENTORY CLASS RECORD?

1. Retrieve the desired INVENTORY CLASS record from the search function.

2. Select the record to be updated from the list of records.

3. Update the user record in the respective tabs and click on SAVE to update the record.

HOW TO DELETE AN INVENTORY CLASS RECORD?

1. Retrieve the desired INVENTORY CLASS record from the search function.

2. Select the record to be deleted from the list of records.

3. Click on DELETE to remove the record.