Creating and maintaining internal use requests
Menu paths
- Inventory ➔ Entries ➔ Internal use
- HR ➔ Entries ➔ Internal use
Then, select Internal use under the Selection section. Next, click New to create a standard internal use request or Open to edit an existing one.
Introduction
Exact Globe Next allows you to create two types of internal use requests, namely standard internal use requests and group internal use requests. A group internal use request is created for requesting items or services to support daily internal processes in an organization. A standard internal use request contains a single item per request whereas a group internal use request contains multiple items per request. You can generate standard internal use requests in multiples but once saved, the requests will be divided into the individual standard internal use requests. For more information on how to create group internal use requests, see Creating and maintaining group internal use requests.
In this screen, you can create or maintain a standard internal use request. You can retrieve the created requests via Inventory ➔ Entries ➔ Internal use and HR ➔ Entries ➔Internal use. For more information, see Overview of internal use requests. For more information on the process flow of the internal use request, see the Standard internal use process flow section.
Fields
A list of options will be displayed if you click 
at Item, Warehouse, Location, Serial number, Selection code, Cost of goods sold, Resource, Cost center, Cost unit, Project, SO, Creditor, and PO. From the list, select an option and click Select.
Item, Qty., Unit, Price
Type or select an item at Item to create a request for this item. Once selected, the following information will be available:
- The sales unit, price, and warehouse will be automatically filled at Unit, Price, and Warehouse, respectively.
- The attributes of the selected item will be indicated with
at the top right hand corner of the screen.
- The picture of the selected item will be displayed at the top right hand corner of the screen, if any.
- The extra information of the item is displayed in the box under the fields, if any.
By default, “8” (8 hours or 1 day) is displayed at Qty for an hour item, or “1” for other items. You can only edit the number of items to be displayed if you have selected any item other than an hour item.
The unit of measurement defined at Sls. unit in the maintenance screen of the requested item is displayed. This can only be edited if you have selected any item other than an hour item.
The sales price of the item is displayed at Price. This information can only be edited if you have selected an hour item.
The total amount incurred based on the quantity and sales price is displayed next to Price. This information cannot be edited. For more information, see
Creating and maintaining items.
Warehouse, Location
Type or select a warehouse linked to the requested item. By default, the main warehouse defined in the corresponding item maintenance screen will be displayed. For more information, see Creating and maintaining items – Inventory tab. This is mandatory.
Type or select a warehouse location for the selected warehouse.
Note: Location is only available in the Advanced mode and if you select the Warehouse locations check box under the Fulfillment section in Inventory settings. For more information, see Inventory settings.
Serial number
Type or select a serial number for the requested item. Click 
to create a serial number for the item.
Note: This is available only in the Advanced mode and enabled only if the item requested has a serial attribute. For more information, see Creating and maintaining items – Inventory tab.
Selection code
Type or select a selection code to categorize the request under this selection code. For more information, see
Creating and maintaining selection codes.
Note: This is available only in the Advanced mode.
Cost of goods sold
Type or select a general ledger account for the cost of goods sold for the requested item. By default, the general ledger account for the cost of goods sold defined in the maintenance screen of the requested item is displayed. For more information, see Creating and maintaining items – Financial tab.
Note: This is available only in the Advanced mode.
Date
Type or select the date and time or range of dates and time when the requested item is expected to be fulfilled. During fulfillment, this date will be automatically displayed. For more information, see
Overview of internal use requests to be fulfilled or completed.
Note: You can only enter a range of dates and the time if you have selected an hour item.
Avail. stock
Click this to obtain an overview of the availability of stock in different warehouses that store the requested item. For more information, see Overview of stock availability of selected item.
Note: This is enabled only after you have selected any item other than an hour item.
Reason
Type a reason for creating the request. This is mandatory.
Note
Type any additional information for the request. A timestamp will be automatically added to the note.
Click this to attach a new document to the request or view an existing one. Once attached, the title of the attachment will be displayed. For more information, see
Viewing attached documents.
Resource
Type or select a resource for whom the request is created. By default, the resource who is currently logged on to the system is displayed.
Cost center, Cost unit
Type or select the cost center of the selected resource. By default, the cost center of the selected resource will be displayed.
Type or select the cost unit of the selected resource. By default, the cost unit linked to the item group of the requested item will be displayed.
Project, SO
Type or select a project to link the request to this project. The planned and actual cost of the request will then be included under the Financial section in the Basics tab of a project maintenance screen.
Type or select a sales order to link the request to this sales order. The planned and actual revenue will then be included under the Financial section in the Basics tab of a project maintenance screen.
For more information, see
Creating and maintaining projects.
Creditor, PO
By default, the resource for whom the request is created is displayed as the creditor. This information cannot be modified. As such, the company can reimburse a claim for the purchase order to the creditor (resource). If the creditor is an employee, the reimbursement will be paid to the creditor account during payroll processing.
If you click the Purchase button to create a purchase order for this request, the purchase order number will be automatically displayed in PO.
Avail. stock
Click 
MRP to obtain the overview of material requirements planning (MRP) of the incoming and outgoing material requirements for the requested item. The availability of the requested item is indicated by the following:
— This indicates a shortage of the requested item. The delivery time of the supplier is displayed on the right hand side, in terms of days.
- — This indicates sufficient stock for the requested item.
For more information, see
Overview of MRP.
Note: This is available only after you have selected any item other than an hour item.
Standard internal use process flow section
This section displays the status of each process flow step of the request. Once a step is completed, the completion date and will be displayed under the corresponding box. Otherwise, will be displayed. The process flow is as follows:
Ordered
By default, this step is displayed as completed when you are in the process of creating or maintaining a request.
Authorized
Click this to change the authorization status of the request. This will ensure that the management is aware of the financial cost involved and that the cost is within the planned budget of the cost center. For more information, see
Authorizing internal use requests.
Note: This step is mandatory only if you have selected the Internal use check box under the Authorize section in Inventory settings at System ➔ General ➔Settings. For more information, see Inventory settings.
Fulfilled
Click this to fulfill the request whereby the inventory will be issued from the warehouse and delivered to the requestor, and hence completing the request. For more information, see
Fulfilling internal use requests.
Financial section
This displays the financial entries of the request as described in the following:
- Debit the cost of goods sold account
Buttons
Advanced / Simple
Click Advanced to expand the filter criteria. Once clicked, you will see the Warehouse, Location, Serial number, Selection code, and Cost of goods sold boxes. Click Simple to hide the filter criteria.
Our ref.
Click this to display the transactions linked to the same our ref. number in the general journal. The our ref. number is a system-generated unique reference number for identifying a standard internal use request.
Note: This is enabled only if the request has been saved.
Fulfilled
Click this to obtain a list of fulfilled requests created by the same creator of this request.
Security level
Click this to define the security level that will be used as access control to this request. Select “10 - Current”, “10 - Default”, or “99 - My Level” to allow users with the selected security level or higher to view or maintain this request.
Budget
Click this to view the planned and actual amount of project costs and general ledger entries for this request.
Resource
Click this to view or maintain the resource card of the creator of this request. For more information, see Creating and maintaining resources.
Project
Click this to view or maintain the project linked to the requested item. For more information, see
Creating and maintaining projects.
Note: This is enabled only if a project is linked to the request.
Item
Click this to view or maintain the maintenance screen of the requested item. For more information, see Creating and maintaining items.
Transfer
Click this to generate an interbranch transfer request for the requested item.
Note: This is enabled only if the requested item is linked to more than one warehouse.
Produce
Click this to create or maintain a production order to replenish the requested item.
For more information, see
Generating production orders from sales orders, service orders, and
internal use requests.
Note: This is enabled only if the requested item is a manufactured item with a defined bill of materials. For more information, see Creating and maintaining items – Manufacturing tab.
Purchase
Click this to create or maintain a back-to-back purchase order to replenish the requested item.
For more information, see
Generating purchase orders from sales orders, service orders, production
orders, and internal use requests.
Note: This is enabled only if the requested item is a purchased item. For more information, see
Creating and maintaining items – Purchase/sales tab.
Authorize
Click this to change the authorization status of the request.
New
Click this to create a request.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
|
Security level: |
All - 0 |
| Sub category: |
|
Document ID: |
16.968.877 |
| Assortment: |
Exact Globe+
|
Date: |
26-09-2022 |
| Release: |
390 |
Attachment: |
|
| Disclaimer |