On-Hand Adjustments - WebTMA 7

Updated September 17, 2024 15:50

Path: Material > On-Hand Adjustments

The On-hand Adjustments (OHA) function logs movement of Parts in and out of Warehouses. The following inventory adjustments (positive and negative) are tracked:

Defective Parts
Order Receipt
Part Distribution
Returns

On-Hand Adjustment Details

Many adjustments are made automatically. For example, if material cost is included on a Work Order or if Parts are returned, WebTMA creates an On-Hand Adjustment record. For items distributed to a Work Order on an OHA using Adjustment Codes 2 or 5, the Warehouse Account # is automatically inserted in the related field on the Work Order. This applies only if the Warehouse record has a number entered in the Warehouse Account # field.

Scroll across the window to see information about each line including Freight.

If you use the Invoicing module, WebTMA checks both the quantity of items in stock as well as uninvoiced items on the virtual dock. When the items on hand are insufficient to fill an order, the system automatically issues items from the dock. The On-Hand Adjustments window uses different codes to distinguish between adjustments for in-stock or uninvoiced items.

You can also make manual adjustments at any time, but once the record is saved, it cannot be edited or deleted. To remove errors, create a new OHA record to "adjust out" the error.

You can make positive and negative adjustments within the same batch; however, you cannot adjust the same Part both negatively and positively in the same batch.

OHA code 10 is reserved for WebTMA software use and relates to internal Sales Order returns. This is not the same as returns to outside vendors using an RMA. Use the WebTMA Returns & Repairs module for external returns. When using the Invoice feature, Code 4 cannot be used for removing uninvoiced Parts since it would prevent proper matching. Also, code 25 is only created from the Receiving window and applied to Purchase Orders that are invoiced.

Optional fields for On-Hand Adjustment

You have the option to add as many as four different text fields to the On-Hand Adjustment Entry window to capture additional information about the inventory adjustment transaction (such as additional detail on why it is being made). The fields are hidden by default.

The fields are labeled Option Field 1, Option Field 2, etc. as illustrated above but can be renamed using Text Management (Admin > Text Management). These fields are alpha-numeric with a limit of 255 characters.

On-Hand Adjustment Codes

An important part of understanding the process that takes place during the On-hand Adjustment transaction is to know the behavior of adjustment codes. Some of the codes are listed at the bottom of the On-hand Adjustment Entry flyout in Add mode and are valid with manual adjustments. To see a brief list of all codes, select the Adjustment Code link on the Action Menu for the On-hand Adjustments window.

The next topics define these codes beyond a mere title.

Incoming (Positive) On-hand Adjustments

Type 1 Positive Adjustment is used when setting up initial inventory or to correct inventory quantities.
Type 2 Return Part is used when a Technician returns a Part that was issued to a Work Order.
Type 3 Order Arrival is used only to add Parts to inventory that were ordered using non-WebTMA Purchase Orders, i.e., created outside the WebTMA software. If the Purchase Order was generated by WebTMA software, use the Receivings window to create an On-hand record in order to complete the WebTMA Purchase Order transaction.
Type 9 MobileTMA Inventory used by mobileTMA and bar code scanning to adjust inventory. Reserved for WebTMA software use.
Type 10 Sales Return is used when Parts are returned by internal Departments using the Sales Order window. Reserved for WebTMA software use.
Type 13 Kit Disassembly is used when a Part Kit is disassembled using the Assemble/Disassemble Kits function. Reserved for WebTMA software use.
Type 16 Return Uninvoiced Item (WO) is used to return uninvoiced Parts previously issued using code 15.
Type 18 Return Uninvoiced Item (SO) is used to return the uninvoiced quantities not used.
Type 19 P-Card Adjustment is available in WebTMA Plus to note any modification to a saved P-Card transaction for an increase in quantity.
Type 25 Receive Uninvoiced Item is created from the Receiving window when the PO is marked as invoiced.
Type 26 Positive Adjustment for Uninvoiced Part Transfer is a "warehouse in" code used when transferring Parts where insufficient stocked Parts are available in the Warehouse but a sufficient quantity is on the virtual dock, i.e., received but not yet matched to an invoice.
Type 30 PPE Return applies if a PPE item is returned to a Warehouse.

Outgoing (Negative) On-hand AdjustmentsType 4

Type 5 Issue Part is used when Parts are given to a Technician. Certain qualifications apply before the Part can be issued. These qualifications include:

The Technician must supply a valid Work Order number.
If the Work Order has been posted, the system will verify that the current user has the authority to modify a posted Work Order.
The total quantity issued cannot exceed the available quantity plus the amount allocated to the Work Order.

Type 6 Defective Part is used to remove defective Parts from inventory.

The quantity must be less than or equal to the available quantity.
Type 8 Sales Order is used when Parts are requested by internal Departments. Reserved for WebTMA software use.

Type 11 MobileTMA Inventory used by mobileTMA and bar code scanning to adjust inventory. Reserved for WebTMA software use.
Type 12 Kit Assembly applies when a number of Parts that are used together are grouped for ease of issuance using the Assemble/Disassemble Kits function. Reserved for WebTMA software use.
Type 15 Issue Uninvoiced Item (WO) applies to uninvoiced items issued to a Work Order. At times, code 5 stocked items are insufficient to complete the number of items issued. Code 15 is used with Quick Post Cost, Quick Post Material, Work Order, and mobile. When items from the virtual dock are issued, code 15 indicates these uninvoiced items.
Type 17 Issue Uninvoiced Item (SO) when insufficient stocked Parts in Warehouse. This code indicates uninvoiced items on the dock were issued to the Sales Order.
Type 20 P-Card Adjustment is available in WebTMA Plus only to note any modification to a saved P-Card transaction for a decrease in quantity.
Type 27 Negative Adjustment for Uninvoiced Part Transfer is a "warehouse out" code used when transferring Parts where insufficient stocked parts are found in the Warehouse but a sufficient quantity is on the virtual dock, i.e., received but not yet matched to an invoice.
Type 28 Order Return applies to stock that is "unreceived." Used when incorrect or damaged goods were received and the entire case or similar quantity is returned to vendor.
Type 29 Return Uninvoiced Order applies when an order subject to invoicing and, therefore, on the virtual dock is "unreceived." Used when incorrect or damaged goods were received and the entire case or similar quantity is returned to vendor.
Type 31 PPE Issuance applies if a PPE item is issued from a Warehouse.

Other On-hand Adjustments

Use of these other codes is restricted either to the software or to the WebTMA System Administrator.

Type 7 Set Average Price is used to update the average price of a Part.
Type 14 Warehouse Relocation is used to move a quantity of Parts from one Warehouse to another.

Signature

Signatures can only be made in Add mode. Click the link and use the mouse to make a signature on the flyout.

In View mode, click the Signature link on the Action Menu to view an existing signature. If no signature is available, the signature block has a gray background.

Once you save a record with a signature:

the signature cannot be edited or altered
a different signature cannot be added

How to Make On-hand Adjustments

Before you make any adjustments, review the descriptions of this function and the related codes.

The full Part record can be reviewed in either Add or View mode by selecting the Part Code, which opens the record in a new browser tab.

Once you save a manual adjustment, it cannot be edited or deleted. To correct an error, create a new adjustment record to "adjust out" the error.

From the On-hand Adjustments window:

Choose Add on the WebTMA toolbar.
Complete the required fields.
Select the Add On-hand Adjustment link on the Details Grid.
Enter the Adjustment Code. A list of the available Codes is on the window.
Add other required information. The Adjustment Code determines these fields. The Quantity equals the inventory adjustment amount. The read-only Quantity / Available field is for your reference.
Choose the Save button on the flyout. A signature may be required, see the Note below.
Select Save on the WebTMA toolbar.

NOTE: If your Client Info / Preferences page has Require Signature on Material Transactions checked, a signature is required when you select the Save button on the flyout.

Want to Learn More?

Visit the WebTMA Help Page