Exact Globe+

Creating multiple internal use requests

Menu paths

Inventory ➔ Entries ➔ Internal use
HR ➔ Entries ➔ Internal use

Then, select Internal use under the Selection section. Next, click Multiple to create multiple standard internal use requests or click Open to edit an existing standard internal use request.

Introduction

Exact Globe Next allows you to create two types of internal use requests, namely standard internal use requests and group internal use requests. An 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 internal use requests and Creating and maintaining group internal use requests.

In this screen, you can create multiple standard internal use requests for different items or resources with different quantities, unit of measurements, and warehouses, from a single entry screen. This function is useful when you want to create multiple internal use requests for the same reason, project, sales order, or creditor. 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.

The process flow is as follows:

Create an internal use request via Inventory ➔ Entries ➔ Internal use and HR ➔ Entries ➔ Internal use as described in this document. For more information, also see Creating and maintaining internal use requests and Creating and maintaining group internal use requests.
Authorize the internal use request via Inventory ➔ Entries ➔ Authorize or HR ➔ Entries ➔ Authorize internal use. It is only mandatory to authorize the request 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 and Authorizing internal use requests.
Fulfill the manually or automatically authorized internal use request via Inventory ➔ Entries ➔ Fulfillment, Order ➔ Entries ➔ Fulfillment, or HR ➔ Entries ➔ Fulfillment internal use. For more information, see Overview of internal use requests to be fulfilled or completed.

Fields

Once you click Multiple, a list of check boxes will be displayed. You need to at least select the Item or Resource check box.

Item

Select this check box to create multiple requests, each one requesting for the same item. Clear this to create multiple requests, each one requesting for the same or different items.

Note: Once cleared, the Unit check box will be disabled.

Resource

Select this check box to create multiple requests, each one created for the same resource. Clear this to create multiple requests, each one created for the same or resource.

Quantity

Select this check box to create multiple requests, each one requesting for the same quantity of item. Clear this to create multiple requests, each one requesting for the same or different quantity of item.

Unit

Select this check box to create multiple requests, each one requesting for an item with the same unit of measurement. Clear this to create multiple requests, each one requesting for an item with the same or different unit of measurement.

Warehouse

Select this check box to create multiple requests, each one requesting for an item linked to the same warehouse. Clear this to create multiple requests, each one requesting for an item linked to the same or different warehouse.

Then click OK to continue creating multiple requests or Cancel to cancel.

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, and SO. From the list, select an option and click Select.

Only the following boxes and check boxes are applicable when creating multiple internal use requests.

Item, Qty., Unit, Price

Type or select an item at Item to create a request for this item. By default, Multiple is displayed. 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.

Note: The Item and Unit boxes will only be enabled if you have cleared the Item check box in the Multiple screen.

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

If you are creating multiple requests for one common item, the general ledger account for the cost of goods sold defined in the maintenance screen of the selected item will be displayed. For more information, see Creating and maintaining items – Financial tab.

Note: This is available only in the Advanced mode but always disabled.

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 available only if you cleared the Item check box in the Multiple screen but enabled only after you have selected any item other than an hour item.

Reason

Type a reason for creating the internal use request.

Note

Type any additional information for the internal use 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.