Hansen Inventory User Guide

Inventory
 Inventory overview
 Inventory transactions
 Audits
 Pick lists
 Invoices
 Requisitions
 Purchase orders
 Inventory setup
Inventory overview
Infor Public Sector provides tools to manage the parts in your agency's inventory. Infor Public Sector
tracks each part's usage and location in detail, so you can determine which parts your organization
stocks, where the parts are located, and how many parts are currently in stock.
Information about each type of part in your inventory is stored in the Infor Public Sector part catalog.
Each part record consists of a part number, the part's location in your inventory, and other detailed
information. You can use the manufacturer and vendor catalogs to define the manufacturers and
vendors that provide your agency's parts and cross-reference their part numbers with your own
using the Infor Public Sector manufacturer and vendor catalogs.
Infor Public Sector organizes your inventory by stock areas. Stock areas can be a variety of places,
such as buildings, vehicles, rooms, or closets. You can divide your stock areas into smaller stock
locations to help you find parts more easily and track the use of parts more precisely.
After you’ve assigned the parts to stock areas, you can track all movement of parts in your inventory
using transaction records. Transaction records maintain detailed information on the number of parts
on hand in each stock area. Infor Public Sector provides a list of transaction types and the tasks that
you can perform with the transactions, such as creating, reversing, and looking up transactions. Also
included is a Transaction InfoViewer that you can use to view transaction records.
You can also monitor part usage and costs by perfo

Inventory transactions
An inventory transaction is any activity that affects the quantity of parts in a stock area or location,
such as issuing parts, receiving shipments, assembling part kits, and transferring parts between
stock areas. When you perform an inventory transaction, Infor Public Sector automatically calculates
the number of parts on hand and the cost of the transaction. You can use the Transaction InfoViewer
to view a transaction.
You can perform these types of transactions in Infor Public Sector:
 Issue: Used to distribute parts from your inventory to employees.

 Receipt: Used to receive new inventory from vendors or manufacturers.
 Transfer: Used to move parts from one location to another.
 Reserve: Used to set aside a number of parts for designated employee.
 Direct Shipment: Used to receive parts that are delivered directly to work sites or other
locations, rather than to a stock area.
 Adjustment: Used to change the quantity of parts on hand to correct for miscalculations or
losses.
 Assemble: Used to collect the parts from your inventory that make up a part kit.
 Disassemble: Used to return the parts in a kit to their original stock areas.
 Return: You can create return from issue receipt reserve.
 Average Cost Adjustment: Used to adjust the average cost of a part in a stock area.
 Issue transaction
 Receipt transactions
 Transfer transactions
 Reserve transactions
 Direct shipment transactions
 Adjustment transactions
 Assemble transactions
 Disassemble transactions
 Average cost adjustment transactions
Issue transaction
When you distribute parts to an employee or crew, you must create an issue transaction to record
the parts you have taken out of inventory. Issue transactions are used to track the number of parts
on hand and the costs of the parts.
After you have created an issue transaction, you can view it in the Transaction InfoViewer or create
another issue transaction. You can also create a return from issue transaction to return issued parts
to the stock area.
Note: You can also use the Materials Manager to create issue transactions. You can use the
Materials Manager to issue several different types of parts at the same time.
Two different quantities are tracked for each part in a stock area. The quantity on hand is the total
number of parts in the stock area, and the quantity available is the quantity of parts in the stock area
that are not reserved.
You cannot issue more than are on hand, but you can create a reserve transaction for a quantity
greater than the quantity available. The quantity available becomes a negative number, indicating
that more parts are reserved than are currently on hand. This may be acceptable in an emergency,
or in cases where you know you'll be receiving more parts before the reserved parts are needed.
Note: If your agency has purchased Infor Barcoding, you can also use a barcode scanner to issue
parts. See the Infor Barcoding documentation for instructions.
 Issuing a part from stock

 Returning an issued part to stock
Parent topic: Inventory transactions

Issuing a part from stock
1. Select Inventory > Transactions > Transaction Management.

2. Click the Issue tab.
3. Click Create.
4. Specify this information:
Note: You can enter an identification code in each field, or load information in more than
one field at the same time using the popup accessed from the Location field or Part #
field.
Stock Area
Specify the stock area for the part. This is a required field.
Location
Specify the location of the part.
Part #
Specify the part number of the part you want to issue.
5. Under Transaction Information, specify this information:
Employee
Specify the identification code for the employee initiating the transaction. This is a required
field.
Rec Employee
Specify the identification code for the employee receiving the parts.
Date
Specify the date of the transaction. This is a required field.
Quantity
Specify the number of parts to be issued. This is a required field.
6. Enter any other optional information about the transaction in the remaining fields.
Reserve Trans #
If a part is being issued to an employee who previously reserved it, specify the number of the
reserve transaction.
Work Order #
If a part is being issued that will be used for a work order, specify the work order
identification code.
Group Project #
If a part is being issued that will be used for a group project, specify the group project
Service Request #
If a part is being issued that will be used for a service request, specify the service request
7. Click Finish.
The part quantities in the stock area are checked. If the quantity issued is less then or equal to the
quantity available, the transaction is completed and a summary is shown. Click the Transaction #
link to view and edit the transaction in the Transaction InfoViewer.
If the quantity of parts issued is greater than the quantity available (number of unreserved
parts on hand) but less than the quantity on hand, Infor Public Sector displays a dialog box
asking you to choose an option. You can cancel the transaction, issue the quantity available,
or issue the full quantity specified. You may issue reserved parts, which may be acceptable
in an emergency, or in a case where you know you'll be receiving more parts before the
reserved parts are needed, so you can complete the transaction. The quantity available will
then be a negative number, indicating that more parts are reserved than are currently on
hand in the stock area.
If the quantity of parts issued is greater than the quantity on hand, select one of the options
to cancel the transaction, issue the quantity on hand, issue the parts from another location,
or issue substitute parts.
8. Click New Transaction to create another issue transaction or, if you are finished issuing
parts, click Close.
Parent topic: Issue transaction

Returning an issued part to stock

2. On the Issue tab, click Return.
3. In the first three fields, specify the part being returned and the stock area and location where
it will be returned.
You can enter an identification code in each field, or load information in more than one field
at the same time using the popup accessed from the Location field or Part # field.
4. Enter the identification code for the employee initiating the transaction in the Employee field.
5. Enter the date of the transaction in the Date field.
6. Enter the identification code for the employee returning the part in the Ret Employee field.
7. Enter the number of parts being returned in the Quantity field.
8. Enter the identification number for the original issue transaction in the Issue Trans # field.
9. Enter any other information about the transaction.
10. Click Finish.
If the number of parts returned is equal to or less than the number issued in the original issue
transaction, Infor Public Sector displays a summary of the return transaction and a message
that the transaction was created successfully. You can click the Transaction # link to view
and edit the transaction in the Transaction InfoViewer. Note that Infor Public Sector adjusts
the quantity of parts on hand in the stock area by the quantity returned.
If the quantity of parts returned exceeds the number issued in the original issue transaction,
Infor Public Sector gives you the option of canceling the transaction or returning only the
amount in the original issue transaction. Click the appropriate link.
11. Click New Transaction to create another return from issue transaction or click Close if
you're finished returning issued parts.
Parent topic: Issue transaction

Receipt transactions
When your agency receives new parts, create a receipt transaction to add the parts to your
inventory. Receipt transactions are used to track the available number of parts and the costs of the
parts.
After you've created a receipt transaction, you can view it in the Transaction InfoViewer or create
another receipt transaction. You can also return a part to your suppliers or look up and view other
receipt and return to vendor/manufacturer transactions.
Note that receipt transactions are specifically used to record newly arrived parts. The total number of
parts in a stock area may also increase due to returns from issue, returns from reserves, or transfers
from one stock area to another. Also note that the only change you can make to a completed
transaction record is to update its budget numbers and comments. If you make a mistake, you can
reverse the transaction. If you want to correct the available quantity of the part involved in the
transaction, you can create an adjustment transaction.
Note: If your agency has purchased Infor Barcoding, you can also use a barcode scanner to receive
 Receiving a part
 Returning a part to the vendor or manufacturer
 Reversing a receipt transaction
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Transfer transactions
When you move parts between two different stock areas, you must create a transfer transaction to
record the parts that have been transferred. Infor Public Sector uses transfer transactions to track
the number of parts in your inventory and the costs of the transfer transaction.
After you've created a transfer transaction, you can view it in the Transaction InfoViewer or create
another transfer transaction. You can also look up and view other transfer transactions.
The only change you can make to a completed transaction record is to update its budget numbers
and comments. To change the quantity of parts on hand in a stock area, use the Adjustment
Transaction form.
Note: If your agency has purchased Infor Barcoding, you can also use a barcode scanner to transfer
 Transferring a part between stock areas

Reserve transactions
To ensure certain parts are available at a specific date and time, you can create a reserve
transaction to set aside those parts. You must specify the type and quantity of the parts, the stock
area where the parts are stocked, and the employee they're reserved for. To keep track of reserved
parts, Infor Public Sector distinguishes between two different quantities: the quantity on hand is the
total number of parts in the stock area, and the quantity available is the number of parts in the stock
area that aren't reserved. For example, if there are 12 parts on hand and an employee reserves 5 of
those, the quantity on hand will remain 12 and the quantity available will now be 7.
Note that the only change you can make to a completed reserve transaction record is to update its
comments. If you must correct the on hand quantity of the part involved in the transaction, create an
adjustment transaction. To issue the reserved parts, create an issue transaction and enter the
reserve transaction's number. To return reserved parts to stock, use Transaction Management to
create a return from reserve transaction.
Note also that Infor Public Sector doesn't necessarily prevent you from issuing reserved parts to an
employee other than the employee they're reserved for. When you create an issue transaction for
more than the quantity available in a stock area, a warning message is shown and you have the
option of canceling the transaction, issuing only the quantity of parts available, or issuing the full
quantity specified. If you issue the full quantity, the quantity available will be a negative number,
indicating that more parts are reserved than are currently on hand in the stock area.
 Reserving a part
 Returning a reserved part to stock

Returning a reserved part to stock

2. On the Reserve tab, click Return.
3. In the first three fields, specify the part that you want to return and the stock area and
location it will be returned to.
at the same time using the popup accessed from the Location field or Part # field. Click
Popup to the right of either field, select a part in the list, and click Select. Infor Public Sector
loads information in the fields at the top of the transaction form. To reduce the number of
parts that appear in the popup, you can enter information in any of the fields before you open
the popup or in the fields that appear at the top of the popup.
6. Enter the identification code for the employee requesting the return of the part from reserve
in the Return Employee field.
8. Enter the identification number of the original reserve transaction in the Reserve Trans #
field.
10. Click Finish.
If the quantity of parts you specified equals the number originally reserved, Infor Public
Sector displays a summary of the return transaction and a message that the transaction was
created successfully. You can click the Transaction # link to view and edit the transaction in
the Transaction InfoViewer. Note that Infor Public Sector adjusts the quantity of parts
available in the stock area by the quantity returned.
If the specified quantity exceeds the number originally reserved, Infor Public Sector displays
a message and does not complete the transaction. Close the dialog box and reduce the
quantity to complete the transaction.
11. Click New Transaction to create another return from reserve transaction or click Close if
you're finished returning reserved parts.
Direct shipment transactions

When parts are delivered to work sites or other locations directly from a vendor, you must create a
direct shipment transaction to record the parts that were received and distributed. Direct shipment
transactions are used to track the number of received parts in your inventory and the cost of the
parts in the shipment.
After you've created the direct shipment transaction, you can view these transactions in the
Transaction InfoViewer or create another direct shipment transaction. You can also return a
shipment to a vendor or look up and view other direct shipment and return from direct shipment
transaction. When you create a direct shipment transaction, a receipt transaction and an issue
transaction are automatically generated for the parts.
and comments. To correct the on hand quantity of the part involved in the transaction, create an
adjustment transaction.
 Receiving a direct shipment from a vendor

 Returning a direct shipment to a vendor

Receiving a direct shipment from a vendor

2. Click the Direct Shipment tab.
3. Click Create.
Stock Area
Specify the identification code for the stock area where the shipment is being processed.
This is a required field.
Part #
Specify the identification code for the part received. This is a required field.
Employee
Specify the identification code for the employee initiating the transaction. This is a required
field.
Date
Specify the date of the transaction. This is a required field.
Quantity
Specify the number of parts received. This is a required field.
Unit Cost
Specify the cost of the part per unit. If this field is left blank, you must specify the Packing
Slip #.
5. Enter the cost of the part per unit in the Unit Cost field.
If you don't record the unit cost for the part, you'll be required to type the identification
number for the vendor's packing slip in the Packing Slip # field.
You can specify the Work Order #, Group Project #, or Service # for which the parts will be
issued.
7. Click Finish.
You can click the Transaction # link to view and edit the transaction in the Transaction
InfoViewer. A receipt transaction and an issue transaction for the part is automatically
generated.
8. Click New Transaction to create another direct shipment transaction or, if you are finished
receiving direct shipments, click Close.
Returning a direct shipment to a vendor

2. On the Direct Shipment tab, click Return.
3. Enter the identification code for the stock area where the return shipment is being processed
in the Stock Area field.
4. Enter the identification code for the part being returned in the Part # field.
6. Enter the date the parts were returned in the Date field.
8. Enter the identification number for the original direct shipment transaction in the Dir
Shipment Trans # field.
10. Click Finish.
If the quantity of parts you specified is less than or equal to the number in the original direct
shipment transaction, Infor Public Sector displays a summary of the return from direct
shipment transaction and a message that the transaction was created successfully. You can
click the Transaction # link to view and edit the transaction in the Transaction InfoViewer.
If the number of parts being returned exceeds the number of parts in the original direct
shipment transaction, Infor Public Sector gives you the option of canceling the return
transaction or returning only the amount from the original transaction. Click the appropriate
link.
11. Click New Transaction to create another return from direct shipment transaction or click
Close if you're finished returning direct shipments.
Parent topic: Direct shipment transactions

Adjustment transactions
If you need to change the quantity of a part to correct for miscalculations or losses, you must create
an adjustment transaction to update the number of parts in your inventory and calculate the cost of
the adjustment.
See Adjusting the quantity of a part.
After you've created an adjustment transaction, you can view it in the Transaction InfoViewer or
create another adjustment transaction. You can also look up and view other adjustment transactions.
and comments. If you make a mistake, you can reverse the transaction.
Note: If your agency has purchased Infor Barcoding, you can also use a barcode scanner to adjust
part quantities. See the Infor Barcoding documentation for instructions.
 Adjusting the quantity of a part

 Reversing an adjustment transaction

Adjusting the quantity of a part

2. On the Adjustment tab, click Create.
3. In the first three fields, specify the part whose quantity is being adjusted and the stock area
and location where it is stored.
at the same time using the popup accessed from the Location field or Part # field.
6. Enter the correct number of parts on hand in the Qty On Hand field.
Infor Public Sector displays the amount by which the quantity of parts on hand has been
adjusted in the Adjustment Qty field. Infor Public Sector calculates this number based on
the difference between the adjusted number of parts in the Qty On Hand field and the
previous number of parts. Infor Public Sector assigns a positive number to an increase in
parts and a negative number to a decrease in parts.
7. In the Reason field, enter the identification code for the reason that the parts are being
adjusted.
9. Click Finish.
Infor Public Sector displays a message asking you to set the cost of the adjusted parts.
10. Select the method Infor Public Sector will use to calculate the unit cost of the adjusted parts.
The unit cost of the adjusted parts can be set in one of these ways:
o Average Cost: Calculates the unit cost based on the average cost of the part in the
stock location.
o Area Average Cost: Calculates the unit cost based on the average cost of the part
when all parts within the stock area are included.
o Last Received Cost: Calculates the unit cost based on the most recent receipt
transaction for the part in the stock location.
o Area Last Received Cost: Calculates the unit cost based on the most recent receipt
transaction for the stock area.
o Specify Cost: Displays a field that you can use to enter the unit cost.
11. Click Continue.
Infor Public Sector adjusts the quantity of parts on hand in the stock area by the quantity
specified and displays a summary of the adjustment transaction and a message that the
transaction was created successfully. You can click the Transaction # link to view and edit
the transaction in the Transaction InfoViewer.
12. Click New Transaction to create another adjustment transaction or click Close if you're
finished adjusting part quantities.
Parent topic: Adjustment transactions

Reversing an adjustment transaction
You can reverse an adjustment transaction if you made an error when recording it, such as entering
the wrong number of parts on hand. An adjustment transaction can only be reversed if no
subsequent transactions have occurred in the stock location.

2. On the Adjustment tab, click Reverse.
3. Enter the identification code for the original adjustment transaction in the Transaction #
field.
6. In the Reason field, enter the identification code for the reason that the transaction is being
reversed.
7. Click Finish.
Infor Public Sector displays a summary of the reverse transaction and a message that the
transaction was created successfully. You can click the Transaction # link to view and edit
the transaction in the Transaction InfoViewer. Note that Infor Public Sector adjusts the
quantity of parts on hand in the stock area by the quantity adjusted in the adjustment
transaction.
8. Click New Transaction to create another reverse transaction or click Close if you're finished
reversing adjustment transactions.
Parent topic: Adjustment transactions

Audits
An audit is a count of the parts on hand in a stock area. The number of parts expected to be in the
stock area is calculated based on your transaction records. Then you can physically count the parts
in your inventory and compare the results.
You can configure Infor Public Sector to calculate the scheduled audit date for parts stored in a stock
area using an audit code formula defined by your agency. For example, you can create an audit
code for critical parts that cost over $100 that should be audited once a month.
If an audit has a status of Completed, Open, or Recount, you can use the Action button in Lookup
Audits or the Audit InfoViewer to cancel, adjust, recount, or close the audit.
 Generating audits
 Completing an audit
 Adjusting stock based on an audit
 Recounting audits
 Canceling audits
 Closing audits
 Closing and adjusting audits
Generating audits
1. Select Inventory > Audits > Generate Audit.

Stock Area
Specify the identification code for the stock area being audited.
Scheduled for audit by
Specify the date the audit is due. You can also search for parts that do not have audit codes
by clearing the Scheduled for audit by check box.
Stock Location
Specify the location of the stock.
Part #
Specify the stock part number.
Part Description
Specify a description of the part.
Classification
Specify the classification of the part.
3. Click Search.
Infor Public Sector displays a list of the parts that match your search criteria.
4. Select the parts that you want to audit in the Audit Schedule Lookup Results grid.
5. Click Action and select Generate Selected.
Infor Public Sector generates audits for the parts selected in your search results and displays
a summary of the audits and a message that the audits were created successfully.
Note: You can also click Action and select Generate All to generate audits for all parts in
the search results grid.
Completing an audit
After you've counted the parts in a stock area for an audit, you can complete the audit by recording
the actual quantity of parts in your inventory and entering the completed date.
1. Select Inventory > Audits > Complete Audit.

2. Enter search criteria to locate the audit that you want to complete.
3. Click Search.
A list of the open audits that match your search criteria is displayed.
4. Enable editing in the grid and select the audit that you want to complete.
5. Enter the audit's completion date and time in the Completed fields.
6. Enter the number of parts in stock in the Counted Qty field.
7. Enter the identification code for the employee who performed the audit in the Completed By
field.
8. Enter the number of hours it took to perform the audit in the Work Hours field.
9. Click Save.
Infor Public Sector updates the audit with the completion information, closes the audit, and
removes it from the grid. A link appears above the grid so you can open the completed audit
in the Audit InfoViewer. If the quantity of the parts in stock is different than the quantity
calculated by Infor Public Sector, you can correct this discrepancy by creating an adjustment
transaction based on the audit.
Adjusting stock based on an audit
If an audit reveals a discrepancy between the quantity of parts counted and the quantity expected to
be on hand, use this procedure to adjust the number of parts on hand to match the counted quantity.
You can use Lookup Audits or the Audit InfoViewer to create an adjustment transaction based on the
audit to correct the stock quantity and calculate the cost of the adjustment.
You can only create an adjustment if the audit's status is Closed and it hasn't already been
adjusted.
1. Look up the correct audit.

2. Select the correct audit in the Audit Lookup Results grid, or open the audit in the Audit
InfoViewer.
Note: In the lookup, you can select multiple audits to adjust quantities in bulk.
3. Click Action and select Adjust Selected Audits (in the lookup) or Adjust Audit (in the
InfoViewer).
4. If the adjustment will increase the quantity on hand, select the costing method you want to
use for the added parts.
If the parts were added in a receipt transaction you would enter the unit cost, so an
alternative method is needed to determine the unit cost of parts added through an
adjustment. You can use the average cost, the area average cost, the last received cost, or
the area last received cost. You can also select Specify Cost and enter a unit cost for the
parts.
5. Enter the identification code for the employee recording the adjustment in the Employee
field.
6. Enter the reason for adjusting the stock quantity in the Reason field.
7. Enter any other information about the adjustment.
8. Click Finish.
Infor Public Sector creates an adjustment transaction based on the audit and displays a
message that the part quantity has been adjusted successfully.
Recounting audits
1. Select Inventory > Audits > Lookup Audits.

2. Look up the audit you want to recount.
InfoViewer.
Note: In the lookup, you can select multiple audits to recount them in bulk.
4. Click Action and select Recount Selected Audits (in the lookup) or Recount Audit (in the
InfoViewer).
The status of the audit is changed to Recount, and a message is displayed that the status
has been changed.
Parent topic: Audits

Canceling audits
To cancel an audit, it must have a status of Completed, Open, or Recount. Use the Action button
in Lookup Audits or the Audit InfoViewer to cancel the audit. After an audit is canceled, no further
processing is possible.
1. Look up the audit you want to cancel.

InfoViewer.
Note: In the lookup, you can select multiple audits to cancel them in bulk.
3. Click Action and select Cancel Selected Audits (in the lookup) or Cancel Audit (in the
InfoViewer).
Closing audits
After an audit has been completed and reviewed, and any needed recounts or adjustments have
been made, you can use the Action button in Lookup Audits or the Audit InfoViewer to change the
audit's status to Closed. This status indicates that no further action is required. You can only close
an audit if its status is Completed or Recount.
1. Look up the audit you want to close.

InfoViewer.
Note: In the lookup, you can select multiple audits to close them in bulk.
3. Click Action and select Close Selected Audits (in the lookup) or Close Audit (in the
InfoViewer).
The status of each selected audit is changed to Closed and a message states that the audits
have been closed.
Closing and adjusting audits
If an audit with a status of Completed or Recount shows a discrepancy between the counted
quantity and the quantity expected to be on hand, you can use the Action button in Lookup Audits or
the Audit InfoViewer to close and adjust the audit. Infor Public Sector displays the same dialog box
as when you adjust an audit that is already closed. After you enter the adjustment information and
click Finish, Infor Public Sector will change the audit's status to Closed.
1. Look up the audit that you want to close and adjust.

InfoViewer.
Note: In the lookup, you can select multiple audits to close and adjust them in bulk.
3. Click Action and select Close and Adjust Selected Audits (in the lookup) or Close and
Adjust Audit (in the InfoViewer).
4. If the adjustment will increase the quantity on hand, select the costing method you want to
use for the added parts.
If the parts were added in a receipt transaction you would enter the unit cost, so an
alternative method is needed to determine the unit cost of parts added through an
adjustment. You can use the average cost, the area average cost, the last received cost, or
the area last received cost. You can also select Specify Cost and enter a unit cost for the
parts.
5. Enter the identification code for the employee recording the adjustment in the Employee
field.
6. Enter the reason for adjusting the stock quantity in the Reason field.
7. Enter any other information about the adjustment.
8. Click Finish.
Infor Public Sector creates an adjustment transaction based on the audit and displays a
message that the part quantity has been adjusted successfully. The audit is then closed.
Pick lists
A pick list is a record identifying the parts needed for a specific work order or type of activity. You
can use a pick list to locate and gather the desired parts from your inventory whenever a crew works
on the specified activity or work order.
When you create a pick list, parts are automatically added based on the information you enter. For
example, when you enter an activity code, Infor Public Sector fills in the standard parts defined for
the various tasks associated with the activity in Activity Workflow. You can also create an empty pick
list and add parts manually.
 Generating a pick list

 Adding a part to a pick list
 Pulling parts from inventory
 Issuing parts from a pick list
 Closing a pick list
Generating a pick list
1. Select Inventory > Pick List > Generate Pick List.

2. In the Stock Area field, enter the identification code for the stock area where the parts are
located.
3. Under Pick List Options, select the option for the type of pick list you want to generate.
o To generate a pick list for a specific work order, select Generate by Work Order and
enter the work order number in the field to the right. Infor Public Sector will fill in the
parts associated with the selected work order.
o To generate a pick list for a type of work order activity, select Generate by Activity
Code and enter the activity code in the field to the right. Infor Public Sector will fill in
the standard parts defined for the tasks associated with the activity.
o To generate a pick list for a requisition, select Generate by Requisition and enter
the requisition number in the field to the right. Infor Public Sector will fill in the parts
requested in the requisition.
o To generate a pick list for another purpose, select Empty Pick List.
4. Click Next.
5. To add parts to the pick list, click Add above the Pick List grid.
6. Enter the identification code for the part that you want to add in the Part # field.
7. Enter the location of the part in the Stock Location field.
8. Enter the number of parts required in the Qty Needed field.
9. Click Save.
Infor Public Sector adds the part to the pick list and displays the part's current quantity on
hand and quantity available.
10. Repeat steps 5 - 9 for each additional part that you want to add to the pick list.
11. When the grid lists the parts you want, click Action and select Generate Pick List.
Infor Public Sector displays a summary of the pick list and a message that the pick list was
created successfully. You can click the Pick list link to view and edit the pick list in the Pick
List InfoViewer. Using the viewer, you can pull the parts from your inventory and issue the
parts to a work crew.
Adding a part to a pick list
1. Load the pick list you want into the Pick List InfoViewer.
You access the Pick List InfoViewer by clicking the Pick List # link for the record on any form
that displays the link.
2. On the Parts tab, click Add above the grid.

3. Enter the identification number for the part that you want to add in the Part # field.
4. Enter the location of the part in the Stock Location field.
5. Enter the number of parts required in the Qty Needed field.
6. If the part has been pulled from your inventory, enter the correct quantity and date in the Qty
Pulled and Date Pulled fields.
Before a part can be issued to a work crew, it must be pulled from its stock area and the
pulled quantity and date must be recorded.
7. Click Save.
Infor Public Sector adds the part to the pick list and displays the part's current quantity on
hand and quantity available.
Pulling parts from inventory
Before you can issue parts from a pick list to a work crew, the parts must be pulled from your
inventory. You can pull any number of parts up to the full quantity needed.
2. On the Parts tab, enable editing in the grid and select the part that you want to pull.
3. Enter the number of parts pulled from inventory in the Qty Pulled field.
The number of parts pulled cannot exceed the number of parts in your inventory.
4. Enter the date the parts were pulled in the Date Pulled field.
5. Click Save.
Infor Public Sector updates the part record with the pulled information. You can now issue
the part to a work crew using the Issue button on the Parts tab.
Parent topic: Pick lists

Issuing parts from a pick list
After you pull parts in a pick list from your inventory, you can use the Pick List InfoViewer to issue
those parts to a work crew. Infor Public Sector creates an issue transaction for the quantity of parts
you have pulled. You can view issue transactions in the Transaction InfoViewer.
2. On the Parts tab, select the part you want to issue.
The part must be pulled from your inventory before it can be issued. You can select more
than one part in the list to issue multiple parts simultaneously.
3. Click Issue.
5. Enter the identification code for the employee receiving the parts in the Rec Employee field.
7. Enter any other information about the issue transaction.
8. Click Finish.
Infor Public Sector creates an issue transaction for the quantity of parts pulled and displays a
message that the part has been issued. You can view an issue transaction by locating it in
the Transactions lookup and loading it into the Transaction InfoViewer. For each part issued,
the number of parts pulled cannot exceed the number of parts required in the pick list or the
number available in your inventory. If the parts available for the pick list have been reserved
for another transaction, Infor Public Sector gives you the option of canceling the transaction
or using the reserved parts.
9. Click Close to close the dialog box.

10. When you're finished issuing parts, click Close to close the viewer.
Closing a pick list
After you issue parts from a pick list, you can use the Pick List InfoViewer to close the pick list.
2. Click Edit.
3. On the Information tab, enter the close date for the pick list in the Closed field.
4. Click Update
Invoices
The Stock Invoice Cost tools are used to keep track of parts that are received without invoices.
When a shipment comes in without an invoice, you can create a receipt transaction without any cost
information by entering the name of the vendor and number of the packing slip. When the invoice
arrives, you can use Create Invoice to create a record of it, and you can then use the Invoice
InfoViewer to review and update that record.
To review or update an existing invoice, you can use the lookup to locate the invoice you want. Infor
Public Sector searches your records using the criteria you enter and displays the invoices that match
that information in the Invoice Lookup Results grid.
After Infor Public Sector locates the invoices that match your search criteria, you can print your
search results and load an invoice into the Invoice InfoViewer.
 Creating an invoice
 Adding part receipts
 Recording unit costs
 Additional costs
 Calculating invoice costs
 Applying invoice costs
Adding part receipts
You can add part receipts to an invoice when you create it, or you can use the InfoViewer. Each
receipt represents a shipment of parts that was received without an invoice. After you've added the
receipt to the invoice, you can record the unit cost.
1. Load the invoice you want into the Invoice InfoViewer.
You can open an invoice in the InfoViewer by clicking the correct Invoice # link on any form
that displays the link, such as Lookup Invoices.
2. Select the Part Receipts tab.

3. Click Add above the Part Receipts grid.
Infor Public Sector displays the Part Receipts popup. The grid in this popup lists each receipt
transaction from the vendor specified in the Vendor field that doesn't have a unit cost.
4. In the Part Receipts grid, select each receipt you want to add to the invoice.
5. Click Select.
Note: You can also enter a packing slip number in the Packing Slip # field and click
Search to display only the receipt transactions that are associated with that packing slip.
Recording unit costs

After you've added receipts to an invoice, you can record their unit costs.
2. Select the Part Receipts tab.

3. Enable editing in the Part Receipts grid and select the receipt for which you're recording
costs.
4. Enter the unit cost for the parts received in the Unit Cost field.
5. Enter any additional cost in the Additional Cost field.
Any additional cost you enter here will only apply to the selected part receipt. You can also
use the Additional Costs tab to record additional costs for the entire invoice.
6. Click Save.
Additional costs
Additional costs are any costs that are included in an invoice other than the unit costs of the parts,
such as taxes or shipping and handling. You can record additional costs for individual parts when
adding their unit costs, or you can record additional costs for the invoice as a whole. Additional costs
recorded for the whole invoice are distributed among the receipts proportionally, based on their
percentage of the total invoice cost.
Adding additional costs
2. Select the Additional Costs tab.

3. Click Add above the Additional Costs grid.
4. Enter the code for the type of cost in the Part Cost Type field.
5. Enter the cost in the Unit Cost field.
6. Click Save.
Requisitions
A requisition is a request for parts or professional services to be purchased, or for parts to be issued
or transferred from one stock area to another. Line items associated with the requisition represent
the specific parts or services that are needed.
After a requisition is created it will must typically be reviewed and approved by one or more
employees within the agency. You can use either the Requisition InfoViewer or the Materials
Manager to manage the submission and approval process. If the requisition is a purchase request
you can then create a purchase order for the parts or services. For issue and transfer requests you
can create the appropriate transactions to fulfill the requisition.
 Creating a requisition
 Creating an issue request line item
 Adding a transfer request to a requisition
 Requesting a cataloged part
 Requesting a non-cataloged part
 Requesting a professional service
 Submitting a requisition
 Submitting a line item
 Processing a submitted requisition
 Processing a submitted line item
Related topics
Purchase orders
Creating a requisition
You can add one or more line items to the requisition at the time you create it, or you can use the
Requisition InfoViewer to add line items after the requisition is saved.
1. Select Inventory > Materials Management > Create Requisition.

Requester
Specify the employee ID of the person requesting the items.
Requesting Stock Area
Specify the identification code for the stock area where the requested items will be stored.
The requesting stock area is optional unless you're creating a transfer request.
Delivery Instructions
Specify any special directions or information required for the delivery of the items.
Contact
Specify the contact information for the person receiving the delivery. The delivery contact is
added to each line item added to the requisition. You can change the delivery contact for
individual line items, if necessary.
3. Add line items to the requisition for the specific parts and services being requested. You can
add an issue request, transfer request, or purchase request line item. You can also add line
items to the requisition after it is created using the Requisition InfoViewer.
4. Specify any other information required for the requisition, such as the number of the work
order or group project for which the parts are needed.
5. Click Save.
The requisition and its line items will have the status of In Progress. You can click the
Requisition # link to view and edit the requisition in the Requisition InfoViewer.
Creating an issue request line item
Use this procedure to request parts that are currently stocked in your agency's inventory. An issue
request line item can be fulfilled by creating a stock issue transaction using either Transaction
Management or the Materials Manager.
1. Begin to create a requisition, or load an existing requisition in the InfoViewer and select the
Line Items tab.
2. Under the Line Items grid, click Add above the grid.
3. Select Issue Request from the Request Type list.
4. Select Cataloged Part from the Item Type list.
A cataloged part is a part that is already stocked by your agency and assigned to one or
more stock areas. You can only select Cataloged Part when creating an issue transaction
because you can only issue parts that are in your inventory.
Part #
Specify the identification code for the part. If there's an existing description for the part in
your agency's part catalog, it will automatically be entered into the Description field.
Otherwise, you must type a description of the requested part into the field.
Quantity
Specify the number of parts you want.
Need Date
Specify the date on which you need the parts.
Supplier Stock Area
Specify the identification code for the stock area supplying the requested parts.
6. Enter any other information required for the line item.
If you didn't enter a delivery contact when you started creating the requisition, or if a different
person is receiving this particular part, enter the contact information for the person in the
Contact fields. You can also enter an estimated price for the part in the Estimated Unit
Price field.
7. Click Save.
The requisition is updated with the new line item with a status of In Progress.
Adding a transfer request to a requisition
If you want to move parts between two different stock areas, you can create a transfer request line
item. You can then complete the transfer by creating a transfer transaction using either Transaction
Management or the Materials Manager.
Line Items tab.
3. Select Transfer Request from the Request Type list.
4. Select Cataloged Part from the Item Type list.
A cataloged part is a part that is already stocked by your agency and assigned to one or
more stock areas. Note that you can only select Cataloged Part when creating a transfer
transaction because you can only transfer parts that are in your inventory.
The transferred part must be assigned to both the source stock area and the destination
stock area. You must also specify a requesting stock area for the requisition.
5. Enter the identification code for the part in the Part # field.
If there's an existing part description for the part in your agency's part catalog, Infor Public
Sector will automatically enter it into the Description field. Otherwise, you must type a
description of the requested part into the field.
6. Enter the number of parts to be transferred in the Quantity field.

7. Enter the date the parts are needed by in the Need Date field.
8. Enter the identification code for the stock area supplying the requested parts in the Supplier
Stock Area field.
If you didn't enter a delivery contact when you started creating the requisition or if a different
Price field.
10. When you're finished adding the line item, click Save.
Infor Public Sector closes the Add Line Item dialog box and updates the requisition with the
new line item. The line item will have a status of In Progress.
Requesting a cataloged part
A cataloged part is one your agency normally stocks, so it will have a record in the part catalog. If
you want to request cataloged parts, you can create a purchase request line item. If your agency has
created a purchase order for the parts, you can use the Purchase Order InfoViewer to link the
request to the purchase order. When your agency receives the parts, you can create a receipt
transaction using the Materials Manager.
Line Items tab.
3. Select Purchase Request from the Request Type list.
4. Select Cataloged Part in the Item Type list.
5. Enter the identification code for the part in the Part # field.
Sector will automatically enter it in the Description field. Otherwise, you must type a
description of the part in the field.
6. Enter the number of parts in the Quantity field.

7. Enter the date that the requested item is needed by in the Need Date field.
You can enter the part's vendor or manufacturer information, including the vendor or
manufacturer's identification code for the part.
Price field.
new line item. The line item will have the status of In Progress.
Requesting a non-cataloged part
A non-cataloged part is one your agency doesn't normally stock, so it won't have a record in the part
catalog. If you want to request non-cataloged parts, you can create a purchase request line item. If
your agency has created a purchase order for the parts, you can use the Purchase Order InfoViewer
to link the request to the purchase order.
Line Items tab.
4. Select Non-Cataloged Part in the Item Type list.
5. Enter the number of parts in the Quantity field.
6. Enter the date that the requested item is needed by in the Need Date field.
7. Type a description of the part in the Description field.
8. Enter the vendor's identification code for the part in the Vendor Part # field.
You can enter the part's vendor or manufacturer information, including the vendor or
manufacturer's identification code for the part.
Price field.
Requesting a professional service
In addition to requesting parts, you can also use purchase request line items to request professional
services. If your agency has created a purchase order for the service, you can use the Purchase
Order InfoViewer to link the request to the purchase order.
Line Items tab.
4. Select Service in the Item Type list.
5. Enter the amount of service, such as a number of hours, being ordered in the Quantity field.
6. Enter the date that the requested service is needed by in the Need Date field.
7. Type a description of the service in the Description field.
person is receiving this particular service, enter the contact information for the person in the
Contact fields. You can also enter an estimated rate for the service in the Estimated Unit
Price field.
Submitting a requisition
Infor Public Sector automatically assigns each new requisition a status of In Progress. The
requisition must be approved by an agency employee with the appropriate authority before parts can
be issued, transferred, or purchased. Before it can be approved, however, the employee who
created the requisition has to submit it. The reviewer can then process the requisition and its line
items and decide whether to approve or reject it.
When a requisition is submitted, Infor Public Sector updates its status to Submitted, indicating that it
is ready for review. All attached line items with the status of In Progress will be also updated to
Submitted.
1. Load the requisition you want into the Requisition InfoViewer.
You access the Requisition InfoViewer by clicking the Requisition # link for the requisition on
any form that displays the link.
2. Click Action and select Submit Requisition.
Infor Public Sector changes the status of the requisition to Submitted. Any line items with a
current status of In Progress or Rejected will also be changed to Submitted.
Submitting a line item
1. Load the requisition you want into the Requisition InfoViewer.
You access the Requisition InfoViewer by clicking the Requisition # link for the requisition on
any form that displays the link.
2. Select the Line Items tab.

3. Enable editing in the grid and select the line item you want to submit.
4. Click Action and select Submit Line Item.
The status of the line item is updated from In Progress to Submitted.
5. Click Save.
Parent topic: Requisitions

Processing a submitted requisition
After a requisition is submitted, it must typically be reviewed by one or more agency employees with
the authority to approve the request. After reviewing the requisition and its line items you have the
option to approve or reject the requisition as a whole, or to approve or reject specific line items.
Processing the requisition as a whole involves using the Action button on the Requisition InfoViewer
to update the status of the requisition and its line items.
Note that each action only applies to eligible line items. For example, a line item must have a status
of Submitted before it can be approved. If you approve a requisition that includes a line item with a
status of In Progress, the status of that line item will not change.
Infor Public Sector sets the status of the requisition to the status of the line item that is the least
advanced in the approval process. For example, if a requisition has three line items with a status of
Approved and one with a status of In Progress, the status of the requisition will be In Progress.
Users can only approve line items up to the amount of the approval levels they are assigned to in
Infor Public Sector.
 To approve a requisition, click Action and select Approve Requisition. If your agency has
defined requisition approval levels, Infor Public Sector will first check to see if you have the
necessary access control permissions to approve the requisition's dollar amount. If you have
the correct access, Infor Public Sector updates each line item with a status of Submitted to
Approved. If all line items have been approved, Infor Public Sector also changes the status
of the requisition to Approved.
After a requisition and its line items are approved, further status changes depend on the
transactions you record using Transaction Management or the Materials Manager. For
example, when you create an issue transaction to fulfill an issue request line item, Infor
Public Sector will update the line item's status to Completed.
 To reject a requisition, click Action and select Reject Requisition. Infor Public Sector
updates each line item with a status of Submitted to Rejected. Line items that have already
been approved or completed aren't affected. If at least one line item is rejected, Infor Public
Sector also changes the status of the requisition to Rejected.
 To cancel a requisition, click Action and select Cancel Requisition. Infor Public Sector
changes the status of the requisition and any uncompleted line items to Canceled. After a
requisition is canceled, no further processing is allowed. You must create a new requisition if
you want to renew the request.
Processing a submitted line item
After a requisition is submitted, it must typically be reviewed by one or more agency employees with
the authority to approve the request. In addition to approving or rejecting a requisition as a whole,
Infor Public Sector gives you the option of approving or rejecting individual line items. For example,
you might reject one line item because the items requested are too expensive, but approve the rest
of the requisition. Users can only approve line items up to the amount of the approval levels they are
assigned to in Infor Public Sector.
To process a line item, select the Line Items tab on the Requisition InfoViewer. Enable editing in the
grid and select the line item you want. You can then use the Action button in the Edit Line Item box
to update the status of the line item. Note that each action only applies to eligible line items. For
example, a line item must have a status of Submitted before it can be approved.
 To approve a line item, click Action and select Approve Line Item. If your agency has
defined requisition approval levels, Infor Public Sector will first check to see if you have the
necessary access control permissions to approve the request's dollar amount. If you have
the correct access, Infor Public Sector will update the status of the line item to Approved.
After a line item is approved, further status changes depend on the transactions you record
using Transaction Management or the Materials Manager. For example, when you create an
issue transaction to fulfill an issue request line item, Infor Public Sector will update the line
item's status to Completed.
 To reject a line item, click Action and select Reject Line Item. If the line item has a status of
Submitted, Infor Public Sector will update the status to Rejected. Note that you can adjust
and then resubmit rejected line items. For example, if a line item is rejected because the
number of parts requested would be too expensive, you can update the line item to request a
smaller quantity.
 To cancel a line item, click Action and select Cancel Line Item. Infor Public Sector changes
the status of the line item to Canceled. After a line item is canceled, no further processing is
allowed. You must create a new line item if you want to renew the request.
Purchase orders
A purchase order is a record of an order for parts or services that your agency has placed with a
vendor. Each specific part or service being ordered is represented by a line item that is associated
with the purchase order. When parts are received you can then record the delivery information and
update the status of the purchase order.
You can also use the Purchase Manager to create purchase orders from requisitions.
 Creating a purchase order

 Adding parts to an existing purchase order
 Deleting a purchase order
 Adding a line item for a cataloged part
 Adding a line item for a non-cataloged part
 Adding a line item for a service
 Adding a delivery to a purchase order
 Attaching a purchase request to a purchase order
 Purchase order delivery status
Related topics
Creating a purchase order
When you first create a purchase order, you do not list any specific parts or services. After the
purchase order is saved you can use the Purchase Order InfoViewer to add line items for the
specific parts being ordered. You can also use the InfoViewer to track deliveries against the
purchase order and link purchase orders to requisitions.
1. Select Inventory > Materials Management > Create Purchase Order.

2. Specify an identification number for the purchase order in the Reference Number field.
3. Specify contact information for the purchase order.
You can specify these contacts: vendor, purchase order, and invoice.
4. Click Save. A new purchase order is created, assigned the next available identification
number, and opened in the InfoViewer. The new purchase order has a status of Draft.
Parent topic: Purchase orders

Adding parts to an existing purchase order
1. Select Inventory > Materials Management > Purchase Manager.

2. Specify search criteria for the requisitions that you want to find in the fields at the top of the
page.
3. Click Search.
A list of approved requisition line items that match your criteria and are not yet associated
with purchase orders is shown.
4. In the Requisitions grid, select each line item you want to include in the purchase order.
5. Click Add to Existing PO.
6. In the Lookup Purchase Order dialog box, specify search criteria to locate the purchase
order to which you want to add the parts, and click Search.
7. Select the correct work order in the Lookup Results grid and click Select.
The part is added to the selected purchase order and displayed in the Purchase Order
InfoViewer. You can select the Line Item tab to review the line items that were created
based on the requisition line items. For each requisition line item, a purchase order line item
and an associated delivery is added. The requisition line item is associated with the delivery.
Parent topic: Purchase orders

Deleting a purchase order
Note: If the purchase order has any line items attached to it, you must delete the line items before
you can delete the purchase order. You can delete the line items on the Line Items tab of the
Purchase Order InfoViewer.
1. In Lookup Purchase Orders, look up the purchase order that you want to delete.
2. Select the correct purchase order.
3. Click Action and select Delete Purchase Order.
Infor Public Sector asks you if you want to delete the purchase order.
4. Click Yes.
Infor Public Sector deletes the purchase from your records.

Adding a line item for a cataloged part
A cataloged part is one that your agency normally stocks, so it will have a record in the Part Catalog.
1. Load the purchase order you want into the Purchase Order InfoViewer.
You access the Purchase Order InfoViewer by creating a new purchase order or by clicking
the Purchase Order # link for the purchase order on any form that displays the link.

3. Click Add above the Line Items grid.
4. Select Cataloged Part in the Item Type list.
5. Enter the identification code for the part in the Part field.
Sector will automatically enter it in the Description field. Otherwise, you must type a
description of the part in the field.
Infor Public Sector will automatically enter the unit of purchase, quantity of units per
purchase, and the unit of stock from your part catalog.
7. Update the part's purchase quantity and unit information, if necessary.

10. Click Save.
Infor Public Sector displays a message telling you that the line item has been added
successfully.
11. Click Close to close the message.
Infor Public Sector closes the message and the Add New Line Item dialog box and displays
the new line item in the Line Items grid. The line item will have the status of Draft.
Adding a line item for a non-cataloged part
A non-cataloged part is one that your agency does not normally stock, so it does not have a record
in the Part Catalog.

4. Select Non-Cataloged Part in the Item Type list.
5. Type a description of the part in the Description field.
7. Update the part's purchase quantity and unit information, if necessary.
10. Click Save.
successfully.
Adding a line item for a service

4. Select Service in the Item Type list.
5. Type a description of the service in the Description field.
7. Click Save.
successfully.
Adding a delivery to a purchase order
When the vendor notifies your agency that they've received your order and are preparing your
shipment, you can add the estimated delivery information to your purchase order record.
2. Click the Line Items tab.

3. In the Line Items tree, browse to the line item that the delivery is for.
4. Click Add above the Deliveries grid.
5. Select Draft in the Delivery Status list.
The Draft delivery status indicates that the vendor is preparing your shipment and has given
your agency an estimated delivery date and shipping cost. When the vendor actually ships
the parts, you can use the Purchase Order InfoViewer to activate the delivery. If the delivery
has already shipped, select the Active status.
6. Enter the date that the line item part is needed by in the Needed field.
7. Enter the estimated delivery date in the Promised field.
8. Enter the number of parts in the delivery in the Delivery Qty field.
9. If the items are taxable, select the Taxable check box and enter the tax rate in the
Estimated Tax Rate field.
10. Enter the estimated cost for shipping the delivery items in the Estimated Shipping Cost
field.
Infor Public Sector will calculate the total cost for the delivery based on the unit cost for the
line item, the number of items, the tax and the shipping cost.
11. Enter the contact information for the person receiving the delivery in the Contact fields.
12. Click Save.
Infor Public Sector displays a message telling you that the delivery has been successfully
added to the line item.
Infor Public Sector closes the message and the Add New Delivery dialog box and displays
the new delivery in the Deliveries grid and Line Items tree.
Attaching a purchase request to a purchase order
If a purchase order was created to fill an existing requisition, you can link the purchase order's line
items to the requisition's line items for the same parts or services.
2. Click the Line Items tab.

3. In the Line Items tree, browse to the delivery the purchase request's items are associated
with.
4. Click Add above the Purchase Requests grid.
5. Enter the identification codes for the correct requisition and line item in the Purchase
Request # fields.
The requisition line item's request type must be a purchase request.
6. Enter the number of units from the requisition that are included in the delivery in the
Purchase Qty field.
The quantity of requisitioned parts included in the delivery cannot be greater than the total
quantity of parts for the delivery.
7. Click Save.
Infor Public Sector displays a message telling you that the purchase request has been
successfully added to the delivery.
Infor Public Sector closes the message and displays the purchase request in the Purchase
Requests grid and Line Items tree.
Purchase order delivery status
This table describes each status available for a delivery:
Status Description
Active The vendor has shipped your product.
Canceled The delivery from the vendor has been canceled and will not be shipped to your
agency.
Closed Your agency has received the delivery and the correct number of parts.
Draft The vendor is preparing your shipment and has given your agency an estimated
delivery date and shipping cost.
Over Your agency has received the delivery and it contained more parts than ordered.
Receipt
Short Your agency has received the delivery and it contained fewer parts than ordered.
Receipt
 Updating purchase order delivery status

Updating purchase order delivery status
When your agency receives a delivery from a vendor or is notified of a change in its status, you can
update the delivery's status.
Note: Changing the status of a delivery will also change the status of the purchase order and its line
items.
Use one of these methods to update the delivery's status:
 To activate or cancel all deliveries for a purchase order, click Action and select Activate
Deliveries or Cancel Deliveries.
 To activate or cancel deliveries for a certain line item, right-click the appropriate line item
node in the Line Items tree and select Activate Deliveries or Cancel Deliveries.
 To activate or cancel a certain delivery, select the line item node for the delivery in the Line
Items tree. Enable editing in the grid, and select the correct delivery.
 When your agency receives a delivery, select the line item node for the deliveries in the Line
Items tree. Enable editing in the grid, and select the correct delivery.
Note: You can record the receipt of a purchase order using Create Receipt Transaction or the
Materials Manager.
Inventory setup
Infor Public Sector provides the tools that you need to manage your inventory of parts, including the
types of parts that your agency uses and the stock areas where they are stored.
Each type of part in your inventory is represented by a part catalog record. Each record includes a
variety of information, including a description of the part, its unit of weight, shelf life, hazard codes,
and important details about where it is stored. You can also specify parts that can serve as a
substitute if the part is unavailable.
Infor Public Sector organizes your inventory by stock areas. Stock areas can be a variety of places,
such as buildings, vehicles, rooms, or closets. You can divide your stock areas into smaller stock
locations to help you find parts more easily and track the use of parts more precisely. After you've
assigned parts to stock areas, you can track all movements of parts in your inventory. You can then
create transactions to receive specific quantities of parts into those stock areas, issue parts, transfer
parts between stock areas, and so on. Infor Public Sector automatically keeps track of the number of
parts on hand in each stock area.
You can also create vendor and manufacturer catalog records to cross-reference the parts in your
agency's inventory with the part information provided by the vendor and manufacturer.
 Part catalog
 Stock areas
 Vendor catalog
 Manufacturer catalog
 Requisition approval levels
Part catalog
The Infor Public Sector part catalog is a comprehensive list of every type of part that your agency
stocks. A part catalog record specifies where a part is stored, the number of parts on hand, and
other detailed information about a part, such as its shelf life, hazard codes, and substitute parts. You
can create inventory transactions to track the movement of parts throughout your inventory, perform
audits to count the number of parts on hand, and set aside parts for work orders and activities.
 Defining a part
 Deleting a part
 Kits
 Assigning substitute parts
 Defining a part as a substitute
 Assigning a part to a stock area
 Changing a part's location
 Associating an asset with a part
 Viewing a part's requisitions and purchase orders
 Viewing a part's reserve transactions
 Viewing a part's work orders
 Serial and lot numbers
Parent topic: Inventory setup

Defining a part
1. Select Inventory > Setup > Create Part Catalog.

2. In the Part # field, type an identification code for the part according to your agency's naming
scheme.
3. Type a description of the part in the Part Description field.
4. Under Specify information you want to record for this part, check the check boxes for
the types of information that you want to record for the part.
Based on the check boxes you check, Infor Public Sector will display additional grids that you
can use to record specific types of information for the part, such as the stock area where the
part is stored, assets that the part can be used for, and parts that can be substituted for the
current part. These grids will appear on addition pages later in this process.
5. Click Next.
You can click Finish on any page in this process to create the part record without entering
additional information.
6. Enter any other information about the part.
Check Serialized Part if your agency keeps track of the serial numbers of parts of this type.
If a part is serialized, Infor Public Sector will require you to enter a serial number for each
part that you receive, and the serial number will also be required for all subsequent
transactions. Similarly, you can check Lot Tracked Part to keep track of the lot numbers for
parts of this type. The main difference is that a lot number identifies a group of parts that
were received together, while a serial number identifies a single part.
7. Click Next to specify the additional information you want to record for the part.
o If you checked Kit on the previous page and then clicked Next, Infor Public Sector
displays a This Kit is comprised of grid. A kit is a part that is made up of other
parts, such as a vehicle tune-up kit made up of various tools. To assign parts to the
kit, click Add above the grid. Then select the parts you want from the popup, click
Select to add them to the grid, and click Next.
o If you checked Specify parts which may be substituted for this part on the initial
page, Infor Public Sector displays a Substitute this part with grid. Add the parts you
want to the grid, and then click Next.
o If you checked Specify parts this part may be substituted for on the initial page,
Infor Public Sector displays a This part may be substituted for grid. To specify
parts that can use the current part as a substitute, add them to the grid and then click
Next.
o If you checked Specify assets which use this part on the initial page, Infor Public
Sector displays an Associated Assets grid. To specify assets that use the current
part, add the assets to the grid and enter the number of parts to associate with each
selected asset. Then click Next.
o If you checked Specify where this part is stored on the initial page, Infor Public
Sector displays a Storage Information grid. To assign the part to a stock area, enter
the stock area in the grid. Specify the stock location, if applicable, in the Location
field, the units in which the stock is issued in the Unit of Issue field, and the number
of parts in each unit of stock in the Qty per Unit of Issue field. Then enter any other
information about the part under Order Information and Associated Information
and click Next.
8. After you've finished recording your additional information for the part, click Finish to create
the part record.
Infor Public Sector displays a summary of the part and a message that the part record was
created successfully. You can click the Part Number link to view and edit the part in the Part
InfoViewer.
9. Click New Part to define another part, or click Close if you're finished defining parts.
Deleting a part
1. In the Lookup Part Catalogs, look up the part that you want to delete.
2. Select the correct part record.
You can select more than one record in the list to delete multiple records simultaneously.
3. Click Action and select Delete Part(s).
A dialog box appears asking if you want to delete the part catalog record.
4. Click OK.
Infor Public Sector deletes the part from your records and from any associated records. Note
that you can't delete a part that is currently in stock.
Kits
A kit is a collection of parts that are issued together, such as a spill cleanup kit or a vehicle tune-up
kit. Each kit is treated as a single part. To define a part as a kit, you must first select the Kit check
box when creating the part record or editing it in the Part InfoViewer. You can then specify the
individual parts that the kit consists of.
Note: You cannot define a part as a kit if there are one or more units already in stock.
 Specifying parts for a kit
Parent topic: Part catalog

Specifying parts for a kit
Note: You cannot define a part as a kit if there are one or more units already in stock.
1. Load the part you want into the Part InfoViewer.
You access the Part InfoViewer by clicking the Part # link for the part on any form that
displays the link.
2. Click Edit.
The Edit button is renamed to Update , and you can change the information at the top of the
viewer and on the Information and Comments tabs.
3. On the Information tab, select the Kit check box.

4. On the Kits tab, under Comprised of, click Add above the grid.
5. Specify your search criteria at the top of the popup to locate the parts you want to add to the
kit.
6. Click Search.
Infor Public Sector displays a list of parts that match your search criteria.
7. Select all the parts that you want to add to the kit, and click Select.
Infor Public Sector closes the popup closes, the parts that you selected in the Comprised of
grid are shown, and the Update button is renamed Edit. The quantity of each part is
specified as 1 by default. The current kit's part number is also displayed in the Contained In
grid for each part in this kit.
Parent topic: Kits

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Inventory

You can also monitor part usage and costs by perfo

You can perform these types of transactions in Infor Public Sector:

 Issue: Used to distribute parts from your inventory to employees.

 Issuing a part from stock

Parent topic: Inventory transactions

1. Select Inventory > Transactions > Transaction Management.

5. Under Transaction Information, specify this information:

Parent topic: Issue transaction

1. Select Inventory > Transactions > Transaction Management.

Parent topic: Issue transaction

Parent topic: Inventory transactions

 © Copyright 2016. Infor. All rights reserved.

 Transferring a part between stock areas

Parent topic: Inventory transactions

Parent topic: Inventory transactions

1. Select Inventory > Transactions > Transaction Management.

Direct shipment transactions

 Receiving a direct shipment from a vendor

Parent topic: Inventory transactions

1. Select Inventory > Transactions > Transaction Management.

Specify the date of the transaction. This is a required field.

Specify the number of parts received. This is a required field.

6. Enter any other information about the transaction.

1. Select Inventory > Transactions > Transaction Management.

Parent topic: Direct shipment transactions

See Adjusting the quantity of a part.

 Adjusting the quantity of a part

Parent topic: Inventory transactions

1. Select Inventory > Transactions > Transaction Management.

Parent topic: Adjustment transactions

1. Select Inventory > Transactions > Transaction Management.

Parent topic: Adjustment transactions

1. Select Inventory > Audits > Generate Audit.

1. Select Inventory > Audits > Complete Audit.

1. Look up the correct audit.

1. Select Inventory > Audits > Lookup Audits.

Parent topic: Audits

1. Look up the audit you want to cancel.

1. Look up the audit you want to close.

1. Look up the audit that you want to close and adjust.

 Generating a pick list

1. Select Inventory > Pick List > Generate Pick List.

2. On the Parts tab, click Add above the grid.

Parent topic: Pick lists

2. On the Parts tab, select the part you want to issue.

9. Click Close to close the dialog box.

1. Load the invoice you want into the Invoice InfoViewer.

2. Select the Part Receipts tab.

Recording unit costs

1. Load the invoice you want into the Invoice InfoViewer.

2. Select the Part Receipts tab.

Adding additional costs

1. Load the invoice you want into the Invoice InfoViewer.

2. Select the Additional Costs tab.

1. Select Inventory > Materials Management > Create Requisition.

Requesting Stock Area

5. Specify this information:

Specify the number of parts you want.

Specify the date on which you need the parts.

Supplier Stock Area

6. Enter any other information required for the line item.

6. Enter the number of parts to be transferred in the Quantity field.

6. Enter the number of parts in the Quantity field.