smartplant materials a-z training - site inventory...

SmartPlant Materials A-Z Training - Site Inventory Management

Version 2011 SP8 (7.0.8)

April 2013

DMAR1-TE-100014A

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2 SmartPlant Materials A-Z Training - Site Inventory Management

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SmartPlant Materials A-Z Training - Site Inventory Management 3

Contents Objectives .................................................................................................................................................... 7

Prerequisites ........................................................................................................................................... 7 Overview ................................................................................................................................................. 7

Explanation .................................................................................................................................................. 9

Workflow Diagrams ................................................................................................................................. 9 Setup ..................................................................................................................................................... 10

Project Defaults .............................................................................................................................. 10 Site Locations ................................................................................................................................. 11 Warehouses ................................................................................................................................... 11 Warehouse Users ........................................................................................................................... 13 Site Material Status ........................................................................................................................ 14 Site Rules ....................................................................................................................................... 14

Inventory Management ......................................................................................................................... 16 Inventory Search ............................................................................................................................ 16 Material Transfer ............................................................................................................................ 23 Physical Counts .............................................................................................................................. 27 Over Issue Status ........................................................................................................................... 31 Inventory History ............................................................................................................................. 32

Item Information .................................................................................................................................... 33 Information by Commodity ............................................................................................................. 33 View BOM Information.................................................................................................................... 42

Tutorial........................................................................................................................................................ 45

Define Site Warehouses ....................................................................................................................... 45 Assign Warehouses to User ................................................................................................................. 46 Define an MTR Rule ............................................................................................................................. 47 Define a PICS Rule ............................................................................................................................... 49 Assign Rules to User ............................................................................................................................ 50 Set Project Defaults .............................................................................................................................. 52 Check the Inventory by Location........................................................................................................... 54 Check the Inventory by Warehouse ...................................................................................................... 55 Check the Inventory by Status .............................................................................................................. 56 Check the Inventory by Ident ................................................................................................................ 57 Perform Material Transfer ..................................................................................................................... 58 Create a Physical Count Sheet ............................................................................................................. 60 Check the Inventory History .................................................................................................................. 63 Check the Status of an Ident ................................................................................................................. 64

Summary .................................................................................................................................................... 67

Helpful References ............................................................................................................................... 67 Comments and Questions .................................................................................................................... 67

Index ........................................................................................................................................................... 69


Contents


S E C T I O N 1

In this lesson, you will learn how to manage the site inventory in SmartPlant Materials.

In detail, you will learn how to:

Perform inter-warehouse transfer

Review inventory

Recount inventory

Manage OS&Ds in inventory

Search inventory by item, warehouse, location, or status

Check inventory history

Prerequisites For this session, you must know how to log in to the software with the appropriate access rights from your administrator. You also need to have a consolidated knowledge about SmartPlant Materials and SmartPlant Reference Data basic functionality, which means you should be familiar with general screen handling in the software.

Additionally, you need a basic knowledge of material receiving on site in SmartPlant Materials.

Sessions BASICS - General Screen Handling

SPMat - Material Receiving on Site

Overview This session explains how to manage the inventory in SmartPlant Materials. During the tutorial, you will define a physical count sheet and an MTR (Material Transfer Report).

Objectives


Objectives


S E C T I O N 2

This tutorial describes how to manage the Site inventory in SmartPlant Materials. Additionally, it describes how to perform material transfers to issue material to subcontractors for fabrication, installation, painting, and so forth, and how to perform regular audits on the material inventory in a warehouse using physical count sheets. The topics of this tutorial are listed below.

Inventory Management by Location

Inventory Management by Warehouse

Inventory Management by Status

Inventory Management by Ident

Material Transfer

Physical Count Sheets

OS&D for Inventory

Inventory History

For more information, see Inventory Management in the SmartPlant Materials Site User’s Guide, available from the Printable Guides page in the software.

Workflow Diagrams The following workflow diagrams illustrate how to perform an inventory audit and how to transfer materials. Both tasks are part of site inventory management.

Inventory Audit

Explanation


Explanation Material Transfer

Setup When starting a new project in SmartPlant Materials, you must define the Site-related project defaults and perform the setup of the Site module.

Project Defaults You can find a detailed description of how to set project defaults and the purpose and usage of each project default in the Site section of the SmartPlant Materials Project Defaults documentation, available from the Printable Guides page in the software.

Some of the project defaults must be set before you start using the Site module on a new project. Others are optional depending on the detailed workflow established by the project.

Project Default Comment

ZC_BIN_LOC This project default controls whether warehouse logic (Warehouses like C.10.03 and Locations like C.10.01) is used (ZC_BIN_LOC=WHTU, default), or whether bin location logic is used (ZC_BIN_LOC=BLOC).

ZC_MULT_WH If the project default ZC_MULT_WH is set to Y, you can only work with those warehouses for which the Use for Issues option has been checked on the C.10.02 Warehouses screen.

ZC_OI_HIST Set this parameter to Y if you want to see the overissue history of an ident on the C.20.26 Inventory History screen. If this parameter is set to N, the overissue history is not shown.


Explanation ZC_QTYTRAN This project default is used for material transfer. If the value is set to N

(default), the move quantity is populated with 0 (zero) as the default in the corresponding screens. If ZC_QTYTRAN is set to Y, the move quantity is populated with either the reserved or the on hand quantity (depending on the kind of material transfer).

Site Locations Material that is received on site and booked into the inventory will be stored at a location in a warehouse. All material in the inventory is handled with assigned warehouse, location, receiving status, and quantity unit.

For easy identification, a location should be related to a real physical material storage location.

Site locations can be defined on the C.10.01 Locations screen.

The name of the site location appears in the Location field, and the descriptions appear in the Short Desc and Description fields. To make a location a quarantine location, the Quarantine Loc indicator must be selected. A quarantine location is needed for the Site inspection feature. A quarantine location is not available to issue material; therefore, material assigned to a quarantine location cannot be selected in the material issue screens.

The Cable Drum indicator can be used for reporting purposes; it is not used anywhere else in SmartPlant Materials.

Warehouses A warehouse is just an abstraction that does not necessarily relate to a real or physical material storage location. Choose a name for your warehouse that is easy to identify.

Different types of warehouses can be defined as listed below.

Standard Warehouse (with no special usages) To define a standard warehouse, just enter the warehouse name with its descriptions and select the Use for Issues indicator. Overissues of material (C.20.21, C.20.22, C.20.22.02) are not possible with a standard warehouse.


Explanation Overissue Warehouse To use a warehouse as an overissue warehouse, you have to assign a company to the warehouse. Select a company from the LOV in the Company field; all companies defined on A.10.23 and with the company type SUBCONTRACTOR assigned are available for selection.

Design Change Issue Warehouse This warehouse type is used for design change issues.

Scrap Warehouse A scrap warehouse is used by the site inspection feature. Material that does not pass the site inspection will be transferred to the scrap warehouse and will no longer be available to be issued or reserved.

Nested Plate Warehouse Nested plate warehouses are used for steel plate handling. You cannot receive material into this warehouse. Only steel plates can be transferred into a nested plate warehouse.

This indicator cannot be combined with other warehouse types. You cannot assign a company to a nested plate warehouse.

Corporate Warehouse Usually, when a project has been completed, material is left over that is not needed for the project anymore. To save time and money, this material can be made available to be used in other projects. The Corporate Warehouse (CWH) functionality can be used to manage this remaining material: to take it from the completed project and to make it available to other projects. The corporate warehouse functions as a pool to provide leftover material to other projects.

Free Issue Material (FIM) Warehouse FIM warehouses are used to provide free-issue material. Commonly, this is material that is received from the EPC’s customer and made available for usage.

Rental A rental warehouse is to be used only for the receiving of rental orders. This warehouse cannot be used for reservation and issue vs. BOM.


Explanation You can define warehouses on the C.10.02 Warehouses screen.

A new warehouse is created when you enter a name in the Warehouse field and descriptions in the Short Desc and Description fields. The appropriate indicator(s) must be selected to define the warehouse type as described above.

The indicators can only be selected or cleared as long as no material has been received in the warehouse.

Warehouse Users The warehouses must be assigned to users who can access the warehouse in the project. Warehouses are assigned to users on the C.10.03 Warehouses to User screen.

In the first (Users) block, the user appears with his first name, last name, phone number company, department, and manager. In the second (Warehouses to Users) block, you must enter the warehouses to which the user has access. The user can access the assigned warehouses for material receiving, material issue, material transfer, and forecast and reservation runs.


Explanation

Site Material Status The site material status is needed to classify the material condition upon receipt on site. The material statuses must be pre-defined for use on the material receiving screens (C.20.01, C.20.01.02, C.20.02, C.20.03, C.20.04, and C.20.05).

You can define site material statuses on the C.10.06 Site Material Status screen.

A new status is defined with a unique sequence number in the Seq field, a status name in the Status field, and descriptions in the Short Desc and Description fields.

Site Rules MTR Rules Material Transfer Report (MTR) rules must be pre-defined for use on the material transfer screen (C.20.15). When creating an MTR, a procedure automatically generates the MTR number using the MTR rule.

MTR rules can be defined on the C.10.09 MTR Rules screen.

The MTR rule name appears in the MTR Rule field, and the descriptions appear in the Short Desc and Description fields. The naming rule must be entered in the MTR Definition field. For the rule definition, you can use fixed parts and a sequence number. The number of digits of the sequence is defined by a number of 0 (zeros) delimited by the special character #. You can use the LOV to select this part of the rule. The fixed parts of the rule can be used to mark the type of the document (MTR), to indicate the project, or anything else.

The example rule in the picture above would create MTRs like ‘MTR-0001-ZA’.

The MTR rule defined as the default rule by selecting the Default indicator is used when no other rule is assigned to the user.

If you want to use different MTR rules for particular users, you must assign MTR rules to users on the C.10.21 Set Environment screen.


Explanation

PICS Rules Physical Inventory Count Sheet (PICS) rules must be pre-defined for use on the Physical Count Sheets screen (C.20.17). When creating a Physical Inventory Count Sheet, a procedure automatically generates the Sheet Code using the PICS rule.

PICS rules can be defined on the C.10.13 PICS Rules screen.

To define a new PICS rule, enter the rule name in the PICS Rule field and the descriptions in the Short Desc and Description fields. The naming rule must be entered in the PICS Definition field. For the rule definition, you can use fixed parts and a sequence number. The number of digits of the sequence is defined by a number of 0 (zeros) delimited by the special character #. You can use the LOV to select this part of the rule. The fixed parts of the rule can be used to mark the type of the document (PICS), to indicate the project, or anything else.

The example rule in the picture above would create physical count sheets like ‘PICS-0001-ZA’.

A PICS rule must be assigned on the C.10.21 Set Environment screen to users who are allowed to create physical count sheets on C.20.17.

User Rules A user’s role in a project determines whether he is permitted to receive, issue, transfer, or count material on site or create OSDs on traffic and site. In accordance with this role, pre-defined rules must be assigned to the user within the project. These rules are used if the user creates MRR, MIR, MRI, MTR, PICS, or OSD numbers.

You can assign rules to users on the C.10.21 Set Environment screen.

All project users appear with their disciplines and roles. Rules are assigned to the user in the corresponding fields, for example, in the MRR Rule and OSD Recv Rule fields.

If no rule assignment exists for the user in the project, and none of the existing rules were defined as the default, the user will not be able to create a report. For example, when no MRR rule is assigned to the user and no MRR is defined as the default, the user cannot create an MRR.


Explanation

Inventory Management This section describes how to manage the Site inventory. You can search and check the inventory, perform inter-warehouse material transfers, and perform physical counting.

Inventory Search You can do an inventory search by location, warehouse, status, or ident.

Inventory Locations For inventory search by location, use the C.20.11 Inventory Locations screen.

All inventory items are shown for the selected location. The inventory items are grouped by warehouse, receiving status, ident, heat number, ident deviation, and inventory attributes.

If an ident deviation was made for an inventory item, the ident code appears in red.

Query for the location in the first (Locations) block. All related inventory items appear in the second (Inventory Items) block. The Warehouse field shows the warehouse where the item is stored. The receiving status of the item appears in the Recv Status field. The next fields show the details of the item like commodity code, ident, and sizes. The following quantities appear for the inventory items:

On Hand Quantity - Quantity of the material that is not reserved for issue. On-hand quantity = received quantity - reserved quantity - issued quantity.


Explanation Reserved Quantity - Quantity reserved for issue by forecast run or MIR. Double-click in this

field to open Window 2, which displays the forecast runs/MIRs for which the selected inventory item is reserved.

Issued Quantity - Quantity of the selected inventory item that was issued from the

warehouse quantity. Double-click in this field to open Window 3, which displays the MIR numbers related to the selected inventory item. On this window, you can check when the material was issued, who did the issue, and who received the issued material.

Stock Receipt - Received quantity for the selected inventory item.

MRR Recv - Quantity received by MRR for the selected inventory item.

Overissues - Quantity received by overissue for the selected inventory item.

Transfers - Quantity received by material transfer (C.20.15) for the selected inventory item.

Phys. Count - Quantity received by physical count (C.20.17) for the selected inventory item.

Design Change - Quantity received by design change for the selected inventory item.

Subst./Trans. - Quantity received by substitution/transformation for the selected inventory item.

Return Quantity - Quantity returned for this inventory item by Return to Inventory (C.20.24.03).

In addition, the unit, tag number, heat number, and plate number of the inventory item appear.

At the bottom of the screen, the Ident Short Description and the Ident Deviation information appear. Further, attributes attached to an inventory item appear here.

The source of inventory item attributes is defined as group-by attributes with the MTO setup (R.10.41 and R.10.51). When requisitions are created by an MTO job, attributes are derived from the BOM data. The resulting requisition line items are split up for each distinct attribute value. The attached attributes and their values are carried through all SmartPlant Materials modules and appear on the requisition, procurement, and site screens. MTO attributes become inventory item attributes if the project default ZC_RCVATTR is set to Y. Otherwise, these attributes are not carried over to the inventory.


Explanation

Inventory Warehouses For inventory search by location, use the C.20.12 Inventory Warehouses screen.

All inventory items are shown for the selected warehouse. The inventory items are grouped by location, receiving status, ident, heat number, ident deviation, and inventory attributes.


Query for the warehouse in the first (Warehouses) block. All related inventory items are displayed in the second (Inventory Items) block. The Location field shows the location where the item is stored. All other fields are the same as on C.20.11; see Inventory Locations (on page 16) for the field descriptions.

If the Company and Company Name fields in the first block are filled, this indicates that the warehouse is an over issue warehouse.

Inventory Status For inventory search by receiving status, use the C.20.13 Inventory Status screen.

All inventory items are shown for the selected receiving status. The inventory items are grouped by location, warehouse, ident, heat number, ident deviation, and inventory attributes.


Explanation


Query for the receiving status in the first (Site Material Status) block. All related inventory items are displayed in the second (Inventory Items) block. The Location field shows the location where the item is stored. All other fields are the same as on C.20.11; see Inventory Locations (on page 16) for the field descriptions.

Inventory by Ident For inventory search by ident, use the C.20.14 Inventory by Ident screen.

All inventory items are shown for the selected ident. The inventory items are grouped by warehouse, location, receiving status, ident, heat number, ident deviation, and inventory attributes.


Explanation


Query for the ident code in the first (Idents) block. All fields showing the details of the ident like tag number, commodity code, ident, and sizes appear in the first block. Further, the total quantities of all inventory items displayed in the second block are shown in the first block. The following fields are displayed:

On Hand Qty - Sum of on-hand quantities of the selected ident. If a tag number is assigned to the ident, the first On Hand Qty field can show a different sum of on-hand quantities of the selected tag number.

Reserved Qty - Sum of reserved quantities of the selected ident.

Issued Qty - Sum of issued quantities of the selected ident.

Stock Receipt - Sum of stock receipt quantities of the selected ident.

MRR Recv - Total quantity received by MRRs.

Overissues - Total quantity received by overissue.

Transfers - Total quantity received by material transfer.

Phys. Count - Total quantity received by physical count.

Design Change - Total quantity received by design change.

Subst. / Trans. - Total quantity received by substitution / transformation.

Return Quantity - Quantity returned for this inventory item by Return to Inventory (C.20.24.03).

All related inventory items appear in the second (Inventory Items) block. The Location field shows the location where the item is stored. The Warehouse field shows the warehouse were the item is stored. The receiving status of the item appears in the Recv Status field. The quantity fields are the same as on C.20.11; see Inventory Locations (on page 16) for the field descriptions.


Explanation

Inventory Heat Numbers Heat numbers assigned to inventory items during material receipt are stored in the table m_heats; you can maintain these heat numbers on C.10.04. For these heat numbers, use the C.20.16 Inventory Heat Numbers screen for inventory search by heat number.

All inventory items are shown for the selected heat number. The inventory items are grouped by location, warehouse, receiving status, ident, heat number, ident deviation, and inventory attributes.


Query for the heat number in the first (Heat Numbers) block. The related certificate number, manufacturer, and file location also appear. You can use the Attributes button to open the A.50.21 Attached Attributes screen to view the attributes attached to the selected heat number. For more information, see Attached Attributes in the SmartPlant Materials User Interface Basics guide, available from the Printable Guides page in the software.

All related inventory items appear in the second (Inventory Items) block. The Location field shows the location where the item is stored. All other fields are the same as on C.20.11; see Inventory Locations (on page 16) for the field descriptions.


Explanation

Heat Number Query Heat numbers attached to inventory items during material receipt using the C.20.08 Received Heat Numbers screen are stored in the table m_heat_details. For these heat numbers, use the C.20.16.02 Heat Number Query screen for inventory search by heat number.

Query for the heat number in the first (Heat Number) block. The related certificate number, manufacturer, and file location also appear. Further, the quantity fields Received Qty, Reserved Qty, Issued Qty, Item Ship Qty, Phys Count Qty, and Transfer Qty are shown.

Double-click in the Received Qty field to open Window 2, which displays the related MRRs with all relevant information. Here you can double-click in the MRR Number field to open the corresponding screen displaying the selected MRR with all related information.

Double-click in the Reserved Qty field to open Window 3, which displays the related MIRs with all relevant information. Here you can double-click in the MIR Number field to open the corresponding screen displaying the selected MIR with all related information.


Explanation Double-click in the Issued Qty field to open Window 4, which displays the related MIRs with all relevant information. Here you can double-click in the MIR Number field to open the corresponding screen displaying the selected MIR with all related information.

Double-click in the Item Ship Qty field to open Window 5, which displays the related item shipments with all relevant information. Here you can double-click in the Order Number field to open the corresponding screen displaying the selected order with all related information.

Double-click in the Phys Count Qty field to open Window 5, which displays the related physical count sheets with all relevant information. Here you can double-click in the Sheet Code field to open the corresponding screen displaying the selected physical count sheet with all related information.

Double-click in the Transfer Qty field to open Window 6, which displays the related MTRs with all relevant information. Here you can double-click in the MTR Number field to open the corresponding screen displaying the selected MTR with all related information.

The second (Inventory Total) block of C.20.16.02 shows the on-hand quantity of the selected heat number in the Inventory Onhand Qty field, for each warehouse, location, and receiving status combination.

Material Transfer Inter-warehouse material transfers are performed to issue material to subcontractors for fabrication, installation, painting, and so forth. Additionally, material is transferred from the corporate warehouse (CWH) or the free issue material (FIM) warehouse to the project warehouse.

The material transfer feature can be used to transfer material from one warehouse to another. It can also be used to change the receiving status, which is necessary if the damaged material can be repaired.


Explanation To transfer inventory items, you can use the C.20.15 Material Transfer screen.

To create a material transfer report, select the transfer date from the LOV in the Transfer Date field. The MTR number is generated automatically based on the pre-defined MTR rule assigned to the user. If no MTR rule was assigned, the MTR rule marked as the default is used. Select the type of transfer from the drop-down list in the MTR Type field. The available types are listed below.

Regular (R)

MTR/Voucher (V)

Nested System (N)

The MTR status is set by the software; the possible values are listed below.

NULL - Regular transfer

OPEN (O) - Insert, update, or delete of inventory transfer items is allowed.

IN TRANSFER (T) - The MTR type is MTR/Voucher. If the status is In Transfer, any changes on the inventory transfer items are not allowed. This status is set after posting the MTR. On C.20.03, the LOV for the MTR/Voucher Number field shows the MTRs with an In Transfer status.

RECEIVED (C) - The MTR type is MTR/Voucher. If the inventory transfer items are received by direct receive on the C.20.03 screen, the status of the MTR is changed to Received.


Explanation If you want to transfer material based on a forecast/reservation run (FR/RR), you must select the name of the FR/RR from the LOV in the Reservation Code field. Then, you can use the Populate Reservation button to populate this reservation to the second (Inventory Transfers) block.

The entered reservation code cannot be changed as soon as MTR details (inventory transfers) are entered or the MTR posted. The Run Number field and the Split Result field are populated from the selected FR/RR. For more information about forecast/reservation runs, see Construction Planning in the SmartPlant Materials Site User’s Guide, available from the Printable Guides page in the software.

For MTR type MTR/Voucher, after you click the Post button, the assigned reservation run is rejected and the MTR/voucher is available to be received on the C.20.03 Prepare MRR by Direct Receive screen.

If the project default ZC_BIN_LOC is set to BLOC, you must select a site code from the LOV in the Site Code field. Next, select the source warehouse from the LOV in the Warehouse field. This warehouse is the one you transfer from; that is, where the material is currently stored. You can select all warehouses that are assigned to you on C.10.03. The warehouse can only be changed if the MTR has not been posted and if no inventory transfers have been assigned to the MTR.

Enter descriptions in the Short Desc and Description fields and save the MTR header.

The next fields are optional. The Transferred By field can be used to enter the person who did the transfer, the estimated time of arrival can be selected from the LOV in the ETA Date field, and a shipper reference number can be entered in the Shipper Reference field.

If you have selected a FR/RR in the Reservation Code field, the Populate Reservation button is available. When you click the button, the MTR is populated with the results of the selected FR/RR. The button is active only when the MTR has not been posted, and if no details (inventory transfers) exist for this MTR.

Without an FR/RR assigned to the MTR, you must assign the details (inventory transfers) manually. Click in the Ident Code field in the second (Inventory Transfers) block and click the


Explanation LOV button to open Window 2, which displays the available inventory items of the selected warehouse.

Select the Sel check box of all inventory items to be transferred. Then click the

button to close Window 2 and insert the selected items in the Inventory Transfer block of C.20.15.

For all inventory transfer items, you must fill in the new (destination) warehouse, location, and status. Open the LOV in the New Warehouse field, select the warehouse from the list, and click OK to fill in the selected value. In the same way, enter the location in the New Location field and the status in the New Status field. In the Move Quantity field, you must specify how much of the selected inventory item should be transferred from the source warehouse to the destination warehouse. By default, the available on hand qty of the inventory item is copied to the Move Quantity field. Check and correct this value when needed, enter a comment in the Comment field, and then save the record. The move quantity must not exceed the on-hand quantity of the inventory item.

If the material is temporarily booked out of the inventory (for example, for calibration or certification), you can link the MTR item to a service agreement line item by selecting the agreement position from the LOV in the Agreement Number field.

To complete the material transfer, you must click the button in the first block. When you click this button, the material transfer (with MTR type Regular) is posted to the inventory and the posted date of the MTR is set. The inventory is updated with the new warehouse, new location, and/or new receiving status. The custom procedure (CIP)


Explanation m_pck_site_custom.check_before_post_mtr is called when an MTR is posted. This procedure performs validations of the material transfer reports before the posting operation is executed.

The Post button is only enabled if the MTR has not been posted, and if details (for example, inventory transfers) exist for this MTR.

If the MTR type is Regular, at least one of the fields New Warehouse, New Location, or New Status must be filled for each inventory transfer detail.

If the MTR type is MTR/Voucher, you must not enter a warehouse. The inventory quantity is reduced by the move quantity and the MTR status is changed to In Transfer. Use the C.20.03 screen to receive the MTR/Voucher material that is in transfer. This method allows you to transfer material by ident and to update the received quantities manually. This is useful if material is lost in the transfer.

Before the material is posted, the software checks to see if the transfer quantities contain heat quantities. If heat quantities exist, the post is cancelled and a message appears. The idents that contain heat quantities in the transfer quantity are highlighted (in cyan), indicating for which lines you must insert transfer heat numbers.

Physical Counts It is common practice to perform regular audits on the material inventory in a warehouse. SmartPlant Materials provides physical count sheets to facilitate this practice. A count sheet lists what inventory is expected to be found in the warehouse and the actual count is recorded manually against each item. The result is entered back into SmartPlant Materials, and adjustments between the actual and SmartPlant Materials quantity are calculated.

Physical Count Sheets The physical count sheets are created and maintained on the C.20.17 Physical Count Sheets screen.

To create a count sheet, select the date from the LOV in the Count Date field. The Sheet Code value is generated automatically based on the pre-defined PICS rule assigned to the user.


Explanation The Count Seq field shows the number of counts, based on the maximum count sequence of the details. The Final indicator shows if all counts were marked as final, which means a final agreement has been reached on the inventory quantity.

If you want to limit the count sheet to one particular warehouse, select the warehouse from the LOV in the Insert only Warehouse field. The LOV for the inventory items only displays the inventory items of the selected warehouse. If the project default ZC_MULT_WH is set to Y, you can only work with those warehouses for which the Use for Issues box has been checked on the C.10.02 Warehouses screen.

You can use the Location button to include the material of a particular location. Clicking the button opens Window 2, which displays the available locations.

Select the Count indicator of all locations to be included, or click the Mark All button to select all. Then click the Fill in Sheet button to close Window 2 and insert all inventory items assigned to the selected location(s) into the count sheet.

You can use the Part Name Material button to include particular material. Clicking the button opens Window 3, which displays the available commodity codes, ident codes, and their sizes.

Select the Count indicator of all idents to be included, or click the Mark All button to select all. Then click the Fill in Sheet button to close Window 3 and insert all inventory items available for the selected ident(s) into the count sheet.


Explanation You can use the Inventory Items button to include particular material. Clicking the button opens Window 4, which displays all inventory items.

Select the Sel indicator of all inventory items to be included, or click the Mark All button to select all. Then click the Fill in Sheet button to close Window 4 and insert all selected inventory items into the count sheet.

To enter new records in the second (Physical Inventory Counts) block, select the location/warehouse from the LOV in the Location field. If the project default ZC_BIN_LOC is set to BLOC, you must select a site code first from the LOV in the Site Code field.

Next, select a commodity code from the LOV in the Commodity Code field. Then select the ident from the LOV in the Ident Code field. Finally enter a number in the Count Seq field and save the record.

When the physical count sheet is complete, print this sheet and count the inventory items. If the count was made, enter the counted quantity in the Count Quantity field and increase the count sequence by 1 in the Count Seq field for each item.

When the count of the inventory items has been finished, all counted quantities have been entered in the software, and the Final indicator has been selected for all items, click the Post button to post the physical count sheet to the inventory and to adjust the inventory quantities.

The physical count of plate number inventory items is not supported.

If the counted quantity is less than the quantity stored in the database, you must manually create an OS&D report on the C.20.19 OSD for Inventory screen.


Explanation

Post Count Sheets You can use the C.20.18 Post Count Sheets screen to post multiple count sheets to the inventory in one step.

All physical count sheets that have not been posted to the inventory appear on this screen. Select the Post indicator of all count sheets to be posted. Then click the Post to Inventory button to post all selected count sheets to the inventory.

OS&D for Inventory If the counted quantity derived by the physical count is less than the quantity stored in the database, you must create an OS&D report manually on the C.20.19 OSD for Inventory screen.

Query the first (Physical Inventory Counts) block to display the idents with the shortage quantity.

To create the OS&D report in the second (Over, Short or Damages) block, fill in the OS&D quantity in the OSD Quantity field. The OSD Number will be generated automatically based on


Explanation the pre-defined OSD rule assigned to the user. Then select the type of the OS&D from the drop-down list in the OSD Type field. The available types are listed below.

Over

Short

Damaged

Not to spec

Incorrectly received

Correctly received

The OSD Create Date field is filled automatically with the current date. Specify who is responsible for resolving the problem by entering the name in the Responsible Person field. If it is to be the home office, select the HO Responsible check box. If site personnel are responsible, leave the check box blank.

Specify the required action in the Req Action field. If the home office is responsible, expediting must take care of it. Otherwise, the site personnel must take action. Whoever is responsible for taking action is also responsible for closing the OS&D after the problem has been resolved. Closing an OS&D is done by entering the date of closing this OS&D in the OS&D Closed Date field and specifying what action was taken to resolve the problem in the Action Taken field.

Over Issue Status You can use the C.20.20 Over Issue Status screen to show the total of overissue quantities from posted MIRs, grouped by MIR (without revision) and BOM list positions.

These overissue quantities should act like a sub warehouse for new MIRs.


Explanation

Inventory History The inventory history allows the material controller to look up in the inventory for each received ident.

To check the history of inventory items, you can use the C.20.26 Inventory History screen. Open the screen and query for an ident code.

The second (Inventory History) block shows all actions taken with the selected ident. The Date field shows the date of the material movement. The kind of material movement appears in the Kind field, such as Receiving, Move between Warehouses, Physical Count, Direct Issue, and so forth. When you double-click in this field, the referring screen opens. For example, if you double-click ‘Move between Warehouses’, the C.20.15 Material Transfer screen opens, displaying the MTR shown in the Reference field.

Further, a comment generated by the software is shown in the Comment field describing the action, like ‘Direct Issue, MIR Create Date: 29-09-2010’. The quantity being transferred is shown in the Movement Quantity field, with the quantity unit in the Unit field. The receiving status, warehouse, and location appear in the corresponding fields. The Reference field shows the document by which this history record was created.

An active OSD for Receiving or OSD for Inventory button indicates that an OS&D report exists. Click the button to view the contents of the OS&D report.


Explanation

Item Information Information by Commodity

You can obtain detailed information about the status of a commodity code or ident on the C.40.01 Information by Commodity screen.

The main screen shows the relevant totals. For each total quantity, the two columns Converted and Missing Conversions are displayed. The Converted column shows the total quantity. The Missing Conversions column should always show 0.000 (zero). A conversion can be required if the quantity has been entered with ‘ft’ as the quantity unit, but is actually required with the quantity unit ‘m’. Missing conversions can appear if there is no valid conversion rule specified on A.10.13 Unit to Unit.

To display the quantities of a particular ident, select the commodity code from the LOV in the Commodity Code field, and/or select the ident/ident code from the LOV in the Ident/Ident Code field. Then click the Exe Query button.

Click the Details button or double-click in any of the Converted fields to open a detail window displaying the detail information about the selected quantity. For example, you can see where the selected ident is used in BOMs, requisitions, inquiries, procurement, traffic, and site.


Explanation You can define a setup set for calculation rules of BOM totals by clicking the Setup button, which opens Window 10.

Select either the Best Quantity indicator in combination with the Use only Site Status indicator, or clear the Best Quantity indicator and select a fixed issue status from the LOV in the Issue Status field.

Select a list status from the LOV in the Min. List Status field. Only list positions with this list status or a higher list status assigned will be considered.

Select the Query with Tag Number indicator if the tag number should be considered for the queries and be displayed.

By choosing one of your predefined work packages via LOV in the Work Package field, you can assign the associated work package nodes to your setup set. The nodes are shown in the Work Package Details block below, where you can delete or add nodes manually. Click the Nodes button to open the BOM multi selection LOV. Select the Sel check box of all nodes to be added, and then click the Fill In button to close the LOV and to insert the selected nodes.

After defining the setup, click the Return button to close the window. The Setup Set assigned indicator shows if a setup is defined.

Master and detail tags created by the split tag functionality provided in procurement, expediting, traffic, and site are taken into account. Master tags and information referring to them appear in a dark blue color; detail tags and their corresponding information in the detail windows appear in a light blue color. If you query for a master tag, the Show Detail Tags button allows you to see all detail tags. If you query for a detail tag, the ident code of its master tag is shown in the lower right part of the first window. By double-clicking on this master ident, you can re-open the C.40.01 screen for this master ident and see all detail tags for this master ident when looking at the details of the totals. In the case of master tags, the totals displayed in the first window only reflect the quantities of the master, not of its detail tags. But when looking at the details of a master, you will see not only the records of the master tag but also those of the detail tags. Detail tags, on the contrary, are shown as any other ident that has not been split. The only difference is that the detail information appears in a light blue color.

The available total quantity fields with their related sub-windows are listed below.


Explanation BOM Total (Window 2) This field shows the total quantity of the selected ident on all BOM positions. Double-click to open Window 2.

Here you can see all BOM positions and their attribute values of your selected ident. This window is a detailed view for the BOM total and reserved total. If you have defined a setup set and call this block as a detail of the BOM total, the shown list positions might be restricted by the setup rules.

Req Total (Window 3) This field shows the total quantity of the selected ident on all requisition line items that have been released to procurement. Only requisitions that can be used for purchasing (Purchase indicator is checked) are considered. Double-click to open Window 3.

Within an engineering requisition, the material is placed on line items, which are numbered by position and sub-position. Only one ident (material) can be stored on each line item with one quantity. Depending on the related MTO, it is possible to see more attributes from the BOM positions, which result in line items like date information, insulation material, or erection work.

Inquiry Total (Window 3) This field shows the total quantity of the selected ident on all approved inquiries. Double-click to open Window 3. Window 3 is displayed above in the Req Total section.


Explanation Order Total (Window 4) This field shows the total quantity of the selected ident on approved purchase orders and notices of commitment (NOC). NOCs are considered if they have not been closed. Double-click to open Window 4.

All orders on which the item can be found appear on this window.

Shipped Total (Window 5) This field shows the total quantity of the selected ident on item shipments. Double-click to open Window 5.

All item shipments with the selected ident can be seen here.


Explanation Traffic Activity Total (Window 6) This field shows the total quantity of the selected ident on material receipts (traffic type MR), bills of lading (BOL), and containers (CNT). Double-click to open Window 6.

For each item shipment received, a material receipt line item is generated showing the order and quantity received.

Received Total (Window 7) This field shows the total quantity of the selected ident received on site with an MRR. Double-click to open Window 7.

All MRRs on which the ident has been placed are shown in this block.

Stock Receipt (no details window) This field shows the total quantity of the selected ident received in stock.


Explanation BOM Issue Total (Window 16) This field shows the total quantity of the selected ident issued for particular BOM positions with a MIR. Double-click to open Window 16.

Here you can see all BOM positions and the related MIRs of your selected ident.

If you have defined a setup set, the shown list positions might be restricted by the setup rules.

Direct Issue Total (Window 8) This field shows the total quantity of the selected ident directly issued with a MIR. Double-click to open Window 8.

All MIRs of direct issue on which the ident can be found are shown here.

MLD Issue Total (Window 8) This field shows the total quantity of the selected ident issued with a MIR with issue type Miss, Lost, or Damaged. Double-click to open Window 8.


Explanation Reserved Total (Window 2) This field shows the total reserved quantity of the selected item. Double-click to open Window 2. Window 2 is displayed above in the BOM Total section.

Provisional Reserved (Window 12) This field shows the total quantity of the selected ident that was placed on a MIR which is not yet posted. Double-click to open Window 12.

Number of open OSDs (Window 9) This field shows the number of over, short, and damaged reports (OS&Ds) for the selected ident. Double-click to open Window 9.

Here you can see all open OSDs for receiving and inventory of the selected ident. OSDs are created for receiving and inventory.

On Hand Quantity (screen C.20.14) This field shows total on-hand quantity of the selected ident. Double-click to open the C.20.14 Inventory by Ident screen.


Explanation DCI Total (screen C.20.14) If a design change occurs on a BOM after material has been issued, the BOM quantity is reduced accordingly. This situation results in an over issue, and the surplus quantity is booked into the design change (DCI) warehouse. This material can then be returned to the standard warehouse. This field shows the quantity that can be returned for the selected ident. Double-click to open the C.20.14 Inventory by Ident screen.

Over Issue Total (Window 8) This field shows the total over issue quantity of the selected ident. Double-click to open Window 8.

All MIRs on which the ident can be found with an overissue quantity greater than 0 are shown here.

Scrap Total (screen C.20.14) Total quantity of the selected ident moved to the scrap warehouse.

Transfer Total In (Window 13) This field shows the total quantity of the selected ident transferred into a warehouse by an MTR. Double-click to open Window 13.

All MTRs on which the ident can be found with a transfer quantity greater than 0 are shown here.


Explanation Transfer Total Out (Window 14) This field shows the total quantity of the selected idents transferred out of a warehouse by an MTR. Double-click to open Window 14.

All MTRs on which the ident can be found with a transfer quantity less than 0 are shown here.

Phys. Count Total (Window 15) This field shows the total counted quantity of the selected ident. Double-click to open Window 15.

All physical count sheets on which the ident can be found are shown here.


Explanation Return Qty Total (Window 17) This field shows the total returned quantity of the selected ident. Double-click to open Window 17.

All ITRs on which the ident can be found are shown here.

View BOM Information The C.40.02 View BOM Information screen can be used by site users to get information about the BOMs of different projects.

In the first (Projects) block, you can query or browse through all projects you can access.

The list nodes are not populated automatically. To display the list nodes of the selected project in the second (List Nodes) block, either click the Query Details button or move the cursor to the second block and click the Exe Query button. The list nodes appear with the entire BOM path, the issue status derived from the related list positions, and the issue progress. The meaning of the issue progress is as follows:

None - Nothing has been issued from the list positions material of the selected list node.

Partly - The material of the selected list node has been issued partly.

Completely - The material of the selected list node has been issued completely.

No positions - The selected list node does not have any list positions assigned.


Explanation Keep in mind that only the list positions that fit the issue status logic specified in the project BOM options are considered.

In addition, the Total List Weight, Total Issue Weight, and % Issue Weight values appear.

In the third (List Node Values) block, the node attributes of the selected list node with their values are displayed.

Double-click in the BOM Path, List Node, or Issue Status field to open Window 2, which displays the list positions of the selected list node.

The first (List Positions) block shows the list positions with quantity, issued quantity, and reserved quantity. The progress appears in the Issue Progress field as:

None (Issue Qty = 0)

Partly (0 < Issue Qty < Quantity)

Completely (Issue Qty = Quantity)

In the second (List Position Values) block at the left bottom, the attributes assigned to the selected list position appear with their values.

In the third (related MIRs to List Position) block at the right bottom, the MIRs associated with the selected list positions are listed with creation date, posting date, and issue quantity.


Explanation To limit the displayed list nodes on Window 1 of C.40.02, you can define a setup set as a filter. Click the Setup button to open Window 3.

Select either the Best Quantity indicator in combination with the Use only Site Status indicator, or clear the Best Quantity indicator and select a fixed issue status from the LOV in the Issue Status field.

Select a list status from the LOV in the Min. List Status field. Only list positions with this list status or a higher list status assigned are considered.

By choosing one of your predefined work packages via LOV in the Work Package field, you can assign the associated work package nodes to your setup set. The nodes are shown in the Work Package Details block below. There you can delete or add nodes manually. Click the Nodes button to open the BOM multi selection LOV. Select the Sel check box of all nodes to be added, and then click the Fill In button to close the LOV and to insert the selected nodes.

After defining the setup, click the Return button to close the window. The Setup Set assigned indicator in Window 1 shows if a setup is defined.


S E C T I O N 3

The purpose of this tutorial is to configure the site setup and to manage the inventory in the Site module of SmartPlant Materials.

Be sure to read the Explanation (on page 9) section of this training document before starting the tutorial.

Before starting the tutorial, please log in to the TRAINPROJ project and the PIPING discipline. You can check the project and discipline by looking at the bottom of the screen.

Define Site Warehouses Purpose This section explains how to define the site warehouses that are used to store the received material in the inventory.

Exercise 1. Open the C.10.02 Site Locations screen from the SmartPlant Materials > Site > Field

Material Control > C.10 Setup menu branch.

2. Click Exe Query to view the existing warehouses.

3. Click New Record to create a new record.

Tutorial


Tutorial 4. Enter STORE-TRAIN in the Warehouse field.

5. Enter Train Store in the Short Desc and Description fields.

6. Select the Use for Issues check box.

7. Save the changes using the Save button.

8. Close the screen.

Assign Warehouses to User Purpose This section explains how to assign the site warehouses to SmartPlant Materials users to allow them to access the warehouse for material receiving and issuing.


Tutorial Exercise 1. Open the C.10.03 Warehouses to User screen from the SmartPlant Materials > Site >

Field Material Control > C.10 Setup menu branch.

2. Click Exe Query to view the existing records.

3. Use the scrollbar on the left to scroll to user TRAINING.

4. Click in the Seq field in the second block.

5. Enter 2 in the Seq field.

6. Select STORE-TRAIN from the LOV in the Warehouse field.



Define an MTR Rule Purpose This section explains how to define an MTR (Material Transfer Report) rule that is used for MTR creation. An MTR number is created using the MTR rule.


Tutorial Exercise 1. Open the C.10.09 MTR Rules screen from the SmartPlant Materials > Site > Field


2. Click the Exe Query button to view the existing records.

3. Enter MTR-TRAIN in the MTR Rule field.

4. Enter MTR Rule in the Short Desc and Description fields.

5. Enter MTR-TRAIN- in the MTR Definition field.

6. Select 0000 from the LOV in the MTR Definition field.

7. Select the Default check box.



Tutorial 9. Close the screen by selecting File > Close All or Close from the main menu.

Define a PICS Rule Purpose This section explains how to define a PICS (Physical Count Sheet) rule that is used for creation of physical count sheets. A sheet number is created using the PICS rule.

Exercise 1. Open the C.10.13 PICS Rules screen from the SmartPlant Materials > Site > Field



Tutorial


3. Enter PICS-TRAIN in the PICS Rule field.

4. Enter PICS Rule in the Short Desc and Description fields.

5. Enter PICS-TRAIN- in the PICS Definition field.

6. Select 0000 from the LOV in the PICS Definition field.


8. Close the screen by selecting File > Close All or Close from the main menu.

Assign Rules to User Purpose This section explains how to assign the pre-defined MTR and PICS rules to SmartPlant Materials users.


Tutorial Exercise 1. Open the C.10.21 Set Environment screen from the SmartPlant Materials > Site > Field


2. Select TRAINING from the LOV in the User field

3. Select PIPING from the LOV in the Discipline field.


5. Select MTR-TRAIN from the LOV in the MTR Rule field.

6. Select PICS-TRAIN from the LOV in the PICS Rule field.



Tutorial 8. Close the screen by selecting File > Close All or Close from the main menu.

Set Project Defaults Purpose This section explains how to set the relevant project defaults before starting the inventory management of a new project in the SmartPlant Materials Site module.

Exercise 1. Open the A.20.12 Projects Defaults screen from the Administration > A.20

Project/Product Group menu branch.

The login project should appear in the first block. If not, click the Enter Query button to change to query mode.

2. Open the LOV using the List of Values button.

3. Select the project from the list.

4. Click OK to close the LOV.

5. Click the Run Query button to display the selected project with its details.


Tutorial 6. Click the Site tab to display the project defaults relevant for the Site module.

7. Double-click in the Value field of project default ZC_BIN_LOC, and select WHTU from the

LOV.

In the same way, set the following project defaults:

Project Default Value

ZC_MULT_WH Y

ZC_OI_HIST Y

ZC_QTYTRAN Y


9. Close the screen by selecting File > Close All or Close from the main menu.


Tutorial

Check the Inventory by Location Purpose This section explains how to check inventory items by location in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.11 Inventory Locations screen from the SmartPlant Materials > Site >

Field Materials Control > C.20 Warehouse Management > Inventory Management menu branch.

2. Click Enter Query to change to query mode.


4. Select A2 from the list.


6. Click Run Query to display the selected location with its details.



Tutorial

Check the Inventory by Warehouse Purpose This section explains how to check inventory items by warehouse in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.12 Inventory Warehouses screen from the SmartPlant Materials > Site >

Field Materials Control > C.20 Warehouse Management > Inventory Management menu branch.



4. Select STORE from the list.


6. Click the Run Query button to display the selected warehouse with its details.



Tutorial

Check the Inventory by Status Purpose This section explains how to check inventory items by status in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.13 Inventory Status screen from the SmartPlant Materials > Site > Field

Materials Control > C.20 Warehouse Management > Inventory Management menu branch.



4. Select OK from the list.


6. Click the Run Query button to display the selected status with its details.


Tutorial 7. Close the screen.

Check the Inventory by Ident Purpose This section explains how to check inventory items by ident in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.14 Inventory by Ident screen from the SmartPlant Materials > Site > Field




4. Select I4374981 from the list.



Tutorial

6. Click the Run Query button to display the selected ident code with its details.


Perform Material Transfer Purpose This section explains how to transfer material from a warehouse to another in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.15 Material Transfer screen from the SmartPlant Materials > Site > Field


2. Click the New Record button to create a new record.


Tutorial

The cursor is placed in the Transfer Date field.


4. Pick the current date from the calendar.


6. Select Regular from the drop-down list in the MTR Type field.

7. Enter MTR Training in the Short Desc and Description fields.

8. Enter your name in the Transferred by field.

9. Click Save to save the changes.

10. Click in the Ident Code field in the second block.


12. Select the Sel check box of ident code I0396853.

13. Click Fill In.


Tutorial 14. Select STORE-TRAIN from the LOV in the New Warehouse field.

15. Select B2 from the LOV in the New Location field.

16. Select OK from the LOV in the New Status field.

17. Check the value in the Move Quantity field. Change the value to 1.


19. Click Post.


Check the inventory for ident code I0396853 as described under Check the Inventory by Ident (on page 57).

Create a Physical Count Sheet Purpose This section explains how to perform an audit on the material inventory in a warehouse using the physical count sheet in the SmartPlant Materials Site module.


Tutorial Exercise 1. Open the C.20.15 Material Transfer screen from the SmartPlant Materials > Site > Field


2. Click the New Record button to create a new record.

The cursor is placed in the Count Date field.


4. Pick the current date from the calendar.


6. Enter your name in the Count by field.


8. Click the Location button.


Tutorial

Window 2 opens and displays the available locations.

9. Select the Count check box for the location A2.

10. Click Fill in Sheet.

11. Enter 12 in the Count Quantity field for ident code I0396853.

12. Select the Final check box for ident code I0396853.


14. Click the Post button.


Check the inventory for ident code I0396853 as described under Check the Inventory by Ident (on page 57).


Tutorial

Check the Inventory History Purpose This section explains how to check the inventory history for particular idents in the SmartPlant Materials Site module.

Exercise 1. Open the C.20.26 Inventory History screen from the SmartPlant Materials > Site > Field

Materials Control > C.20 Warehouse Management > Issuing menu branch.


3. Enter I0396853 in the Ident Code field.


Tutorial

4. Click Run Query to display the selected ident code with its details.


Check the Status of an Ident Purpose This section explains how to check the overall status of a particular ident in the SmartPlant Materials Site module.

Exercise 1. Open the C.40.01 Information by Commodity screen from the SmartPlant Materials >

Site > Field Materials Control > C.40 Item Information menu branch.


3. Enter I0396853 in the Ident Code field.


Tutorial

4. Click Run Query to display the selected ident code with its details.

5. Double-click in any Converted field to open a new window where detailed information

appears.



Tutorial


S E C T I O N 4

In this tutorial, you learned how to:

Administer the Site setup

Manage the inventory by location

Manage the inventory by warehouse

Manage the inventory by status

Manage the inventory by ident

Perform material transfer

Create physical count sheets

Check the inventory history

Check the status of an ident

Helpful References SmartPlant Materials and Reference Data - User Interface Basics

SmartPlant Materials A-Z Training - Material Receiving on Site

Comments and Questions Please send comments or questions to [email protected] (mailto:[email protected]).

Summary


mailto:[email protected]

Summary


A Assign Rules to User • 50 Assign Warehouses to User • 46

C Check the Inventory by Ident • 57 Check the Inventory by Location • 54 Check the Inventory by Status • 56 Check the Inventory by Warehouse • 55 Check the Inventory History • 63 Check the Status of an Ident • 64 Comments and Questions • 67 Create a Physical Count Sheet • 60

D Define a PICS Rule • 49 Define an MTR Rule • 47 Define Site Warehouses • 45

E Explanation • 9

H Heat Number Query • 22 Helpful References • 67

I Information by Commodity • 33 Inventory by Ident • 19 Inventory Heat Numbers • 21 Inventory History • 32 Inventory Locations • 16 Inventory Management • 16 Inventory Search • 16 Inventory Status • 18 Inventory Warehouses • 18 Item Information • 33

M Material Transfer • 23 MTR Rules • 14

O Objectives • 7 OS&D for Inventory • 30 Over Issue Status • 31 Overview • 7

P Perform Material Transfer • 58 Physical Count Sheets • 27 Physical Counts • 27 PICS Rules • 15 Post Count Sheets • 30 Prerequisites • 7 Project Defaults • 10

S Set Project Defaults • 52 Setup • 10 Site Locations • 11 Site Material Status • 14 Site Rules • 14 Summary • 67

T Tutorial • 45

U User Rules • 15

V View BOM Information • 42

W Warehouse Users • 13 Warehouses • 11 Workflow Diagrams • 9

Index


smartplant materials a-z training - site inventory...

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