Inventory Checkouts

Workflow

1. Work order is created

A new work order is created by a technician or an authorized AMD staff person.

2. Inventory items are added to the work order

This step may be completed by a technician, an authorized AMD staff member, or a combination of the two.

Depending on the situation, this may occur before the technician visits the work site, after the technician visits the work site, or both.

When adding an item to the work order, the user must select:

• The inventory item

• The quantity

• The source, from these options:

  • Warehouse Inventory: Controlled inventory managed by warehouse staff

  • Working Stock: Controlled inventory managed by AMD staff

  • Truck Stock: Controlled and non-controlled inventory managed by AMD staff

  • Contractor Supply: Controlled and non-controlled inventory issued in bulk to a contractor

  • Other: TBD. We have not defined what this might be.

3. An inventory request is submitted to warehouse staff

If any of the items listed on a work order are sourced from Warehouse Inventory or Working Stock, the items will be listed on the work order with a status of Needs to be issued, and an inventory request will be automatically created in the Inventory module.

4. Warehouse staff issue items

Warehouse staff issue items listed on the request to the technician. The warehouse staff person may adjust the quantities to be issued, and add or remove items if needed.

When an item is issued, the item will show a status of Issued on the work order.

5. Financial Review

If the inventory request is associated with a "back-chargeable" (as opposed to "memo") Task Order, the Inventory Request will move to a status of Financial Review once all items have been issued.

Finance staff will review all inventory requests with a status of Financial Review, and may update funding codes as needed. By default, all inventory materials are tracked under Fund 5125 and Unit 3510 unless changed during this step.

6. Returns

If a technician checks out materials that they did not use, they must be returned to inventory.

The technician should bring the materials to inventory staff, at which point inventory staff can search for the inventory request by work order ID, work location, or the technician's name.

The warehouse staff locate the line item on the inventory request that is being returned, click the "Return" button, and complete the form, which includes the return quantity, the location to which the items will be returned, and the person who returned the items.

Once an item is marked as returned on the inventory request, the inventory request will have a status of Needs AIMS entry.

Warehouse staff will need to process the return in AIMS by creating an SN document, and then entering the SN # into the line item on the inventory request.

Once all returns have been processed and AIMs entry has been completed, the inventory request will have a status of Compeleted.

Working Stock

As described in the workflow (above), any materials used from working stock must be listed on the corresponding work order, with the source field set to Working Stock. This action will cause a new inventory request to be created with a status of Needs to be issued.

Warehouse staff can replenish working stock items by identifying

Staging Materials

If inventory materials need to be staged for an upcoming job, the normal checkout process should be followed.

1. A work order is created

2. Materials are added to work order

3. Warehouse staff issue the materials to a designated signal technician

4. Materials are placed in the staging area, having been formally checked out of the warehouse.