Stockroom Inventory Management App

Checking out items

Logging In

• The checkout form has its own login page: /busoffsuite/checkout_login.xhtml
• Login using your CLASSE ID
• You must have a record in the Business Office Employee database (same system used for Timesheet)
• On successful login, you will be redirected to the Checkout Form

Checkout form

The checkout form contains required and optional fields. Clicking Cancel will log you out and return to the login page.

Link to Inventory Checkout Form

Checking out items for another employee

• Optional
• If left blank, the employee will be set to the logged-in user

Business Purpose (Required)

• Provide a detailed explanation of:
  • Why the items are needed
  • How they relate to the relevant project
• A help dialog and example are available to assist in completing this field

Invoice Comment (Optional)

• Add any additional note related to the checkout

Funding Allocation (Required)

• Choose either:
  • WBS OR
  • Account
• WBS and Accounts cannot be mixed in the same checkout
• Steps:
  1. Select one or more WBS or Accounts
  2. Enter a percentage for each
  3. Click Apply
• Total percentage must equal 100% before checkout can be submitted
• At least one WBS or Account is required

Selecting inventory item(s)

• Search by Item Number or Description
• Must have at least one item in checkout list
• Quantity rules:
  • No maximum limit
  • Cannot be 0 or negative
• Click magnifying glass icon for a list of:
  • Item numbers
  • Descriptions
  • Locations
  • Quantities on hand
  • Prices

Checkout Confirmation

• After submitting checkout, you are redirected to a Checkout Confirmation page showing:
  • Items and quantities checked out
  • WBS/Accounts selected
• Option to receive a confirmation email:
  • If selected, details are sent to email tied to your CLASSE ID

Editing Checkouts

• Can be edited only before approval
• Once approved, checkouts are locked from editing funding
• How to edit:
  1. Go to checkout list
  2. Select a checkout to view
  3. Click the Edit button - visible only for:
     • Unapproved checkouts
     • Users with is_bus_off_manager enabled
• Restrictions:
  • Inventory items cannot be modified
    • Add items by creating a new checkout
    • Remove items by processing a checkout return

Approving Checkouts

• Only a Business Office Manager can approve checkouts
• Approval sets the amount allocated to accounts based on:
  • Checkout total
  • Percentages allocated
• Allocation:
  • If WBS chosen: Percentages saved in WBS_breakdown table
  • If Account chosen: Percentages saved from checkout form
• Non-approved checkouts do not appear in KFS reporting
• Once approved:
  • Checkout funding editing is locked
  • Date/time and approver are recorded

How Amount Allocation Works

Process Overview

1. Accounts are ordered by percentage, highest first
2. Each account is assigned its share based on its percentage, rounded to the nearest cent
3. If an account's share rounds to zero, but cents remain, it receives $.01
4. Allocated cents are deducted from the pool until no cents remain
5. If rounding caused the allocated sum to differ from the total, the difference is added (or subtracted) from the highest-priority account while respecting minimum allowed amounts

The system distributes the total amount across selected accounts using the following process:

• Percentage-based distribution: Each account receives money based on its assigned percentage.
• Priority System: Accounts with higher percentages get preference for leftover pennies
• Exact Reconciliation: Final allocated amounts always sum exactly to the checkout total.

Examples

Normal Case:

• Total: $100.00
• Account A (60%) -> $60.00
• Account B (40%) -> $40.00

Small Amount Case:

• Total: $.03
• Account A (40%) -> $0.01
• Account B (30%) -> $0.01
• Account C (20%) -> $0.01
• Account D (10%) -> $0.00

Small Amount Case, skewed percentages:

• Total: $.03
• Account A (97%) -> $0.03
• Account B (1%) -> $0.00
• Account C (1%) -> $0.00
• Account D (1%) -> $0.00

Rounding cents:

• Total: $.05
• Account A (40%) -> $0.02
• Account B (30%) -> $0.02
• Account C (20%) -> $0.01
• Account D (10%) -> $0.00

Managing Inventory Items

New Items

• From Inventory List, click Add
• Item Number must be unique
• Description is required

Editing Items

• From Inventory List, right-click → Select Edit
• Cannot change:
  • Item Number (contact CLASSE-IT)
  • Quantity on hand (process an adjustment)

Adjustments

Initial Stock

• Set during system implementation to record initial quantities

Checkout Returns

• Allowed only before checkout is included in the KFS report.
• Two ways to process a return:
  1. Item View Page
     Locate the item → "Checkouts" tab → locate checkout → dropdown → "Return item(s)"
  2. Checkout View Page
     Click *Return Items* button (hidden if approved)
• Cannot return if:
  • Checkout was included in a KFS report
  • All items already returned

Manual Count

• Inventory Item List → Item View → Adjust Quantity → Count Adjustment
• Enter new total quantity on hand

Damaged items

• Inventory Item List → Item View → Adjust Quantity → Report Damaged
• Enter quantity of damaged items
• Damaged stock is removed; handled by Stockroom Manager

Vendors and Vendor Details

• Stores a list of vendors and their inventory items
• The link between vendor and inventory item is called a Vendor Detail
• Vendor Detail stores:
  • Vendor
  • Item
  • Vendor Item Number
• To view vendor's items:
  • In Vendor List, click arrow in left column to expand
• To add an item to a vendor:
  1. In Vendor List, click the *+* icon
  2. Select inventory item
  3. Enter Vendor Item Number (item must exist in inventory)

Receiving Inventory

• From sidebar, click *Receive*
• Select a vendor (items loaded from Vendor Details)
  • If missing, create a vendor detail
• Enter price:
  • Leave blank if unchanged
  • Enter new price if updated
• Quantity on hand increases by number received

Restock Report

• Shows only items where quantity on hand <= order point
• Displays:
  • Date last checked out
  • Date last received

KFS reporting

The purpose of this report is to:

• Show approved stockroom allocations grouped by account.
• Include only allocations that fall within a given date range.
• Exclude allocations with null or zero amounts.
• Sum Amount Charged values for allocations belonging to the same account.

Example

Let's say the selected date range is January 1 - January 31, and you have these approved checkouts that allocated funds to accounts:

Date	Account	Amount Charged
Jan 5	A	$50.00
Jan 5	B	$20.00
Jan 12	C	$0 (excluded)
Jan 15	A	$25.00
Jan 20	B	$10.00

The report will group and total them:

Account	Total Amount Charged
A	$75.00
B	$30.00

The object code is set by the WBS:

• Fab: 6290
• Non-Fab: 6540
• If Accounts are selected (no WBS), object code = NULL

Effect of Generating the Report

A report is considered generated when the CSV button is pressed to download a CSV version of the report. Any checkout included in this report will be marked as included in report and becomes permanently locked.

Once a checkout is included in a generated report:

• The checkout cannot be edited in any way
• No returns are allowed for items in that checkout
• Funding allocations cannot be modified
• All changes are permanently restricted

Monthly Checkout Activity Report

Provides a 6-month rolling view of inventory checkout activity. It shows how much of each inventory item was checked out over the selected month and the five preceding months.

Data rules:

• Only approved checkouts are included in the totals.
• Returns are subtracted from checkout quantities.
• Items with no checkout activity in the 6-month period is not displayed.