Creating and maintaining group internal use requests
Introduction
Exact Globe 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 standard internal use requests, see Creating and maintaining internal use requests and Creating multiple internal use requests.
At this screen you can create or maintain a group 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 Group internal use process flow section.
Menu path
- Inventory ➔ Entries ➔ Internal use
- HR ➔ Entries ➔ Internal use
Then, select Group internal use under the Selection section. Next, click New to create a standard internal use request or Open to edit an existing one.
Fields
Group internal use header
A list of options appears if you click 
in the Selection code box. From the list, select an option and click Select.
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.
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. For more information, see Viewing attached documents.
Group internal use lines
A list of options appears if you press F2 in the Item, Unit, Warehouse, Costs of goods sold, Resource, Cost center and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns in this example are displayed. By default, the Item, Item description, Quantity, Unit, Unit price, Amount, Warehouse, Attachment, Cost of goods sold, Resource, Cost center, and Status columns are displayed in the internal use lines section. You can add or delete columns as required. For more information, see Inserting and deleting columns.
Item
Type or select an item to create a request for this item. You can select items with the following attributes:
Once entered, the item description, quantity, unit, unit price, amount, warehouse, cost of goods sold, and status are automatically filled under the respective columns.
Item description
This column displays the description of the required item. This information cannot be edited.
Quantity
Type the amount of the required item. By default, the quantity is “1.000”.
Unit
Type or select a unit of measurement for the item. By default, the unit of measurement defined in the maintenance screen of the requested item is displayed. For more information, see Creating and maintaining items.
Unit price
This column displays the unit price of the requested item.
Note: The value in the Unit price column can be overwritten only if:
- the Unit price column can be edited
- the value of the cost price for the requested item is not set to “0” at the item maintenance screen, and
- when you change the warehouse for the requested item at the Group internal use screen.
Note: This is applicable only when the Unit price column can be edited. You can edit the Unit price column only when the requested item is a cost item or if there is a negative value in the Quantity column at the Group internal use screen.
Amount
This column displays the amount incurred based on the number of requested items defined under the Quantity column. This information cannot be edited.
Warehouse
Type or select a warehouse for the requested item. By default, the warehouse defined in the maintenance screen of the requested item is displayed. For more information, see Creating and maintaining items – Inventory tab.
Cost of goods sold
Type or select a general ledger account for the costs of goods sold of 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. This is mandatory.
Person
Type or select a person for whom the request is created. This is mandatory.
Cost center
Type or select the cost center of the selected resource. By default, the cost center of the selected resource will be displayed. This is mandatory.
Status
This column displays the status of the request.
Group 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 instead. 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: The authorization step is mandatory only if you select the Internal use check box in the Authorize section under 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 deliver to the requestor, and hence complete the request. For more information, see Fulfilling internal use requests.
Financial section
This displays the total amount of the requested items.
Buttons
Your ref.
Click this to display the transactions linked to the same your ref. number in the general journal. A your ref. number is a system generated unique reference number for identifying a group internal use request. Apart from that, an our ref. number is assigned to each group internal use line. In an integrated environment, the group internal use request will be split into multiple internal use requests in Exact Synergy. The Your ref. number in Exact Synergy will be synchronized with that in Exact Globe.
Note: The entries will only be displayed 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 “0”, “10”, or “15” to allow users with this 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.
Note: This is enabled only if you select an internal use line.
Resource
Click this to view or maintain the resource card of the creator of this request. For more information, see Creating and maintaining resources.
Note: This is enabled only if you select an internal use line.
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 selected internal use line under the Project column.
Item
Click this to view or maintain the maintenance screen of the requested item. For more information, see Creating and maintaining items.
Note: This is available enabled only if you select an internal use line.
Available 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 if you select an internal use line.
MRP
Click this to obtain the overview of material requirements planning (MRP) of the incoming and outgoing material requirements for the requested item. For more information, see Overview of MRP.
Transfer
Click this to generate an interbranch transfer request for the requested item.
Note: This is enabled only if the requested item in the selected internal use line 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.
Save
Click this to save the request.
New
Click this to create a request.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Support - On-line help |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
17.599.334 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
| Release: |
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Attachment: |
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| Disclaimer |