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The Material
Tracking Module not only has the structure necessary for tracking
project expenditures on materials but also has in place the features needed to
record the entire process of material procurement and eventual
disbursement out into the project. The group of tables and
their relationships is referred to as the Material Procurement and
Disbursement Record.
This record allows the user to track the status of a purchase order. For
every item in the PO detail the record allows you to post when material
was received, when and to whom the material was released to,
payments made to vendors (for invoice backup) and if needed, the target
invoice number the expenditures are to show up on for reimbursement. There are reports
that list material expenditures by cost codes and/or G/L number,
purchase order logs and invoice status reports.
The Materials Tracking Module uses
the following arrangement to organize the material procurement and
disbursement record:
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Requisition and P/O Detail
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The first thing
you might notice in the above diagram is that the requisition detail and
PO detail are combined into one table. Early in the inception of
the Materials Tracking Module it was decided to reduce the amount of
redundant data entry as much as possible. Therefore, the
application allows one user to compile a material requisition listing
all of the items needed for a particular task or phase of a project.
Another user, for example, the materials coordinator, can then examine
the requisition and tag (or select) line items and post those tagged
items to a PO. Other items in the same requisition can then be
tagged and posted to yet another PO. Each requisition can have up
to 99 POs linked to it. However, a purchase order and the PO line
items can be entered directly without the need to reference back to an
existing requisition.
Payment Detail includes your check number to the
vendor (required on some invoice backup), check date, the vendor's
invoice number, revised quantity if needed, and amount.
Receiving Detail includes quantities received, back
ordered and damaged or returned along with the date received and any
document numbers such as delivery ticket numbers, etc.
Disbursement Detail includes storage location (up to
three storage codes) and detail for a material issuing report. |
