Apply Inventory

The Apply Inventory form allows users to select specific lots for the transaction being completed. Apply Inventory is not a stand alone transaction, but rather a form containing important features found within many existing inventory transactions.

This form displays information for the available and selected lots such as Lot Date, Expiration Date, Lot Number, Location, Serial or Container Number, Attributes, and the Available and Used amounts.

Lots are displayed according to the following logic:
- Expiration Date - the first suggestion or first lot to appear on the form will be the first lot to expire.
- Lot Date - after prioritizing all lots with Expiration Dates, the system will display the oldest lot first. This includes lots without an Expiration Date.
- Quantity - in the event of multiple lots with the same Lot Date and/or Expiration Date, the system will display the smallest quantity first.
Expired lots cannot be issued or reserved and will not appear on this form.
The "postref" variable and the "fi_origpostref" field are available to the Apply Inventory "InvOut" grid. The "postref" field is a comma separated string of the grouped postrefs of the specified Lots. "Fi_origpostref" is the original postref of the Lot.
Lots in the "Pending QC" status may be selected when shipping Inter-Company Transfers. Users will be able to perform QC testing while Lots are in transit and also when they have been received at the receiving Facility.
If the Picking Unit of Measure is set on a sales order line, all quantities on this form will be displayed in the picking unit for the corresponding line.
When modifying a grid row and opening the Apply Inventory form, the Unit field will correspond with the Unit from the Edit Quantity form and the 'Available', 'Remaining', and 'Quantity' fields will be converted to use this Unit.
If the Reserve Any Allowed Lot field in Sales > Options (available beginning in version 17.04.008.0000) is checked, users will be able to select any allowed lots (on the Apply Inventory form) that are in inventory; regardless of inventory status, QC status, shelf life criteria, and user security. This only applies when using the sales order reserve process. Notes on Allowed Lots feature:
- The lots available for reserving do not have to exists at the time the original sales orders in created.

System Navigation

The Apply Inventory form is available anywhere in the system where users can issue or reserve inventory. The main menu paths where the form is located are indicated below.

Inventory > Final Staging > "Substitute Lots"
Inventory > Pre-Staging > "View" > "Continue"
Inventory > Issue/Reserve > "New Item" or "Modify" > "Select Lots"
Inventory > Produce Assemblies > "Add" or "Modify" button in the Parts to Consume section > "Select Lots"
Sales > Ship > "Continue" > "Modify" > "Select Lots"

Apply Inventory form

Button/Field	Description
Apply	If clicked, applies the selected Lots and quantities and closes the Apply Inventory form.
Modify	If clicked, opens the Select Quantity form, used to indicate the quantity necessary to fulfill the required quantity. This form displays information such as the lot date, expiration date, serial and container numbers (if applicable), and attribute information. Clicking the "Use All" button will populate the "Quantity" field with the amount in the "Remaining" field, therefore consuming all remaining quantity of the lot. If the Picking Unit of Measure is set on a sales order line, the quantities on this form will be displayed in the picking unit for the corresponding line. The "Unit" field is available on the Select Quantity form. This field initially displays the stock unit for the selected part. If a different unit is selected in this field, the system will convert the quantities in the "Available," "Remaining," and "Quantity" fields to that unit of measure. Useful when issuing needs to be done in a unit of measure that is different than the stock unit.
Use Oldest/Use Newest	If clicked, the system will apply the appropriate Lots, beginning with the oldest or newest first, until the required quantity has been satisfied. Displays as "Use First Exp." or "Use Last Exp." depending on "Pick Order" selected on the Part's Item Master General 2 tab. The system will apply lots in order of system lot number in cases where the lot dates or expiration dates are the same for multiple lots.
QC Values	If clicked, any QC results entered for the selected Lot will be displayed.
Use First Exp./Use Last Exp.	If clicked, the system will apply the appropriate Lots, beginning with either the first or last expiring, until the required quantity has been satisfied. Displays as "Use First Exp." or "Use Last Exp." depending on "Pick Order" selected on the Part's Item Master General 2 tab. Only when all Lots with expiration dates that are not expired have been fully used will Lots without expiration dates be selected. The system will apply lots in order of system lot number in cases where the lot dates or expiration dates are the same for multiple lots.
Use All	If clicked, the system will use all displayed lot quantities when determining the "Applied" amount. Useful in situations where the list has first been filtered to a specific range of lots or serialized items via the "Filter/Sort" button on the toolbar.
Part Number	Displays the item number that will be used in the transaction.
Description	Displays the item description as defined on the Item Master.
Stock Unit	Displays the Unit of Measure in which the Part will be stocked, counted for inventory, and issued to Jobs.
Facility	Displays the Facility in which the Lots listed in the list are stored.
Inventory Status	Pick list used to indicate if Lots in regular Inventory, Quarantine, or Staging will be used. This should be editable when issuing to a new master lot for the first lot being added, after that the field should become locked and preset to the status from the already allocated lot. The security setting "Inventory -- issue/reserve from quarantine" allows users to see and select the "Quarantine" option in this field. Once Quarantined inventory has been reserved to the Sales Order, it may be shipped. This field will be disable if the "Reserve Any Allowed Lot" field is checked in Sales > Options. When selecting a lot in a status of “staging” during the shipping process, via Modify > Select Lots in the Sales > Ship transaction, the system will ship the lot provided the lot is not in the middle of the Final Staging process (where st_stagcnt = 0). Note: The Inventory Status can be set on the first item to be issued to a new master lot. This gives users the ability to issue lots not in inventory status to new master lots.
QC Status	Pick list used to indicate if lots that have (1) only Passed, (2) Passed and Failed, (3) Customer Specific, or (4) Pending QC status will be used. The security setting "Inventory -- issue failed QC lots" controls access to the "Passed and Failed" option. The security setting "Inventory -- issue/reserve pending QC lots" controls access to the "Pending" option. For customer parts with customer specific QC, this field will default to (1) "Customer Specific" when selecting lots for a Sales Order and (2) "Passed" for anything else. The "Customer Specific" option will only be available if customer specific QC Groups are indicated for the customer parts displayed. The system will filter the lots that may be selected in the "Customer Specific" option based on the parent QC specifications when a make to order Job (header or line Job) is created and the user is issuing material to the Job and the part for the order has a customer part with QC. This same logic/filtering is applied when pre-staging to a single job (via the "Job/Staging" type) to a header or line job. In WMS, the system will filter lots by the child item customer part QC when selecting lots to issue or suggesting lots to issue. This field will be disable if the "Reserve Any Allowed Lot" field is checked in Sales > Options.
Expiration	Pick list used to indicate if expired lots will be used. Used in situations where the Shelf Life requirements for one customer may not apply to another customer. As an example: Customer 1 has a Shelf Life requirement on a Raw Material of 7 days, but this lot of Raw Material is not used within this time frame. Customer 2 has a Shelf Life requirement of 9 days. Changing the Expiration Date of the Raw Material (which is some situations might be an option) is not advisable due to the risk of the WMS scanners and Deacom application suggesting the lots be used immediately on the Jobs for Customer 1 because they would instantly become the oldest non-expired lots. In this case, the new expiration combobox, which requires security to use, is the best option. Note: If an expired lot has been issued to a Job, the system no longer warns that the lot has expired when finishing the job. Similarly, if an expired lot is reserved to a Sales Order, the system no longer warns that the lot has expired when shipping the order. Must have security option "Inventory -- override shelf life" set to Yes. When issuing material for types Job or Job - Staging, if a Customer Part Cross Reference exists, its Shelf Life requirements will be honored when displaying available lots. This field will be disable if the "Reserve Any Allowed Lot" field is checked in Sales > Options.
To Apply	Displays the total quantities from all lots that will used when the "Apply" button is clicked. If the Picking Unit of Measure is set on a sales order line, the To Apply quantity in this field will be displayed in the picking unit for the corresponding line.
Applied	Displays the amount that has been previously applied. If the Picking Unit of Measure is set on a sales order line, the applied quantity will be displayed in the picking unit for the corresponding line.
Remaining	Displays the quantity that will need to be both selected and applied in order to fulfill the required quantity. If the Picking Unit of Measure is set on a sales order line, the remaining quantity will be displayed in the picking unit for the corresponding line.