The Material Management Update program allows you to add and update Material Codes for use with the MainTrac module. Materials are expendable resources that are used in jobs. Examples include, but are not limited to, fuel, oil, seeds, fertilizer, pesticides and paint. Materials are distinct from Material by virtue of the fact that Material can be re-used, and in some cases, needs maintenance. Materials become exhausted through use and must be replaced when depleted from inventory.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save your changes. You will return to the Material Management DataGrid.
Click Cancel to return to the Material Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the Photos screen.)
Core
Stock Room (MTMATERIAL_StockRoomCode)
If you are creating a new Material record, then click the Drop-down list and select the Stock Room in which this material is stored. This is a Mandatory field for the standard VSI Design. Your Design may vary.
If you are updating an existing Material Code then you will not visit this field.
Stock Rooms are maintained in Stock Room Management.
DeleteMaterial Code (MTMATERIAL_MaterialCode)
If you are creating a new Material record, then enter your Material Code in this field. Codes may be alpha and/or numeric. For Example: KCN. This is a Mandatory field for the standard VSI Design. Your Design may vary.
If you are updating an existing Material Code then you will not visit this field.
DeleteStatus (MTMATERIAL_RecordStatus)
Expand the Drop-down list to select the Status that best matches the current disposition of this Record
- Active - The item is active and ready for use. It will appear on DataGrids by default.
- Inactive - The item is inactive and not ready for use. It will appear on DataGrids only if you are opting to include Inactive items.
- Default - See below for definition.
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Maintenance DataGrid for this program and selecting one of the existing Default Options (provided at least on exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels/groups and tabs will be copied from the Default record.
"Default" status records to do not show up in Daily Processing DataGrids. They exist for the purpose of being copied only. If at any time you change the status of a Default record to Active or Inactive then it will become a "regular record" in your database and thus appear in Daily Processing DataGrids if applicable.
Options for adding Default Records are maintained on the Permissions profile Default Record Permissions Group.
DeleteDescription (MTMATERIAL_Description)
Enter the Description for this Material. For Example: Potassium Cyanide.
DeleteCategory (MTMATERIAL_CategoryCode)
Click the Picklist icon to select the Category into which this Material falls, if desired.
Material Category Codes are maintained in System Code Management. Type = Material Code
DeleteGL Code (MTMATERIAL_GLCode)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Materials option is "Resource."
Click the Picklist icon to select the GL Code you use to track costs incurred when this material is used for a job or task.
GL Codes are maintained in GL Code Management.
DeleteNonStock Item (MTMATERIAL_NonStockItem)
Select this option to classify this Material as non-standard, if desired. When this option is selected, then you are classifying it as an item you do not typically stock.
Leave this option de-selected if this Material is typically one you have in stock.
DeleteBin Code (MTMATERIAL_BinCode)
Click the Picklist icon to select the Bin within this Stock Room where this Material is stored, if desired. Selecting a Bin allows you to specify the exact location within this Stock Room where this Material is stored.
Material Category Codes are maintained in System Code Management. Type = Bin Code
DeleteUsage Unit (MTMATERIAL_UsageUnit)
Expand the Drop-down list to select the Usage Unit for this Material. Usage Unit" refers to how the Material is used or applied during the completion of a job. For Example: If you use oil filters one at a time then your Usage Unit might be "Each.".
Note: Your selections in the Usage Unit Stock Unit and Purchase Unit must all be of the same Type of Unit. For Example: You purchase Motor Oil by the 55 Gallon Drum (Unit Type = "Volume") you stock it by the Five (5) Gallon Can (Unit Type = "Volume") and you use it by the Quart (Unit Type = "Volume'")
The system will not allow you to Save a record that contains a mismatch in Unit Type. Using the example above the system would not allow you to use "Each" as the Usage Unit for Motor Oil because "Each" is a Unit Type of "Count" and your other two Usage Types (Stock Unit and Purchase Unit) are Unit Type "Volume." You would either have to change your Usage Unit to a Unit Type measured by "Volume" or change your Stock and Purchase Unit Types to something measured by "Count."
Units of measure are maintained in Unit Management.
YTD Quantity (MTMATERIAL_YTDQuantity)
During the initial setup of the item, enter the quantity of this item that has been used to date this year. The value you enter in this field needs to correspond to the number of Stock Units that have been used to date this year. For Example: You use Oil Filters one at a time (i.e. Each"). Oil Filters are stocked by the Case (12 filters per case). If you have used 120.00 Oil Filters to date this year then you would enter "10.00" in this field.
After initial entry the system will maintain this field as a byproduct of linking Materials to jobs during the logging process or by Issuing Materials For Example: The Material is Oil Filter. You store them by the Case (12 filters per case) and you use them one at a time (i.e. "Each"). A standard Lube Oil and Filter job uses one (1) Oil Filter. Upon logging a Lube Oil and Filter this field will have its value reduced by .0833 because ".833" is one-twelfth of 12 and Oil Filters are stocked by the Case.
DeleteStock Quantity (MTMATERIAL_StockQuantity)
You should visit this field only during initial setup of your MainTrac module.
During the initial setup of the item enter the quantity of this item that you currently have in stock. The value you enter in this field should correspond to the number of Stock Units that you have. For Example: You use Oil Filters one at a time but you stock them by the case (12 each). If you have five (5) cases of Oil Filters in your Stock Room then you would enter "5.00" in this field.
After initial entry the system will maintain this field as a byproduct of linking Materials to jobs during the logging process and/or as a byproduct of using the Material Posting program. For Example: The Material is Potting Soil and you use it and store/stock it by the 25lb bag. Planting Geraniums at the Senior Center uses two (2) bags of Potting Soil. Upon logging that job this field will have its value reduced by two (2).
DeleteStock Unit (MTMATERIAL_StorageUnit)
Expand the Drop-down list to select the Stock Unit for this Material. Stock Unit" refers to how the Material is stored in your Stock Room. For Example: If you use oil filters one at a time but you store them by the Case. Your Stock Unit might be "Case (12)."
Note: Your selections in the Usage Unit Stock Unit and Purchase Unit must all be of the same Type of Unit. For Example: You purchase Motor Oil by the 55 Gallon Drum (Unit Type = "Volume") you stock it by the Five (5) Gallon Can (Unit Type = "Volume") and you use it by the Quart (Unit Type = "Volume'")
The system will not allow you to Save a record that contains a mismatch in Unit Type. Using the example above the system would not allow you to use "Each" as the Usage Unit for Motor Oil because "Each" is a Unit Type of "Count" and your other two Usage Types (Stock Unit and Purchase Unit) are Unit Type "Volume." You would either have to change your Usage Unit to a Unit Type measured by "Volume" or change your Stock and Purchase Unit Types to something measured by "Count."
Units of measure are maintained in Unit Management.
Reorder Point (MTMATERIAL_ReorderPoint)
Enter the reorder point for this item. This is the point at which you allow the inventory of this Material to drop before placing an order for more of it. The value you enter in this field needs to correspond to your Purchase Units value. For Example: You use Oil Filters one at a time. You stock them by the Case, with 12 filters to each Case. You purchase them in Bulk, with four (4) Cases in each Bulk. You enter .50" in this field. When the number of Oil Filters you have in stock drops below 24 (12 x 4 / 2) then you will have reached your "Reorder Point."
Note: Enable the Display Material Reorder Message option on your Combination Log profile to have the system prompt you automatically when the stock quantity of a Material dips below the value entered here due to making Combination Log entries and assigning Materials..
Reorder Quantity (MTMATERIAL_ReorderQuantity)
This field is informational only at this time and is not used by the system.
Enter a value in this fieldif desired. The value you enter represents the number of Purchase Units you typical order when re-stocking this Material.
DeletePurchase Unit (MTMATERIAL_PurchaseUnit)
Expand the Drop-down list to select the Purchase Unit for this Material. Purchase Unit" refers to how the Material is purchased by your Department. For Example: If you use oil filters one at a time you store them by the Case (12 each) and you purchase them by in Bulk (4 Cases). Your Stock Unit might be "Bulk (4 Cases)."
Note: Your selections in the Usage Unit Stock Unit and Purchase Unit must all be of the same Type of Unit. For Example: You purchase Motor Oil by the 55 Gallon Drum (Unit Type = "Volume") you stock it by the Five (5) Gallon Can (Unit Type = "Volume") and you use it by the Quart (Unit Type = "Volume'")
The system will not allow you to Save a record that contains a mismatch in Unit Type. Using the example above the system would not allow you to use "Each" as the Usage Unit for Motor Oil because "Each" is a Unit Type of "Count" and your other two Usage Types (Stock Unit and Purchase Unit) are Unit Type "Volume." You would either have to change your Usage Unit to a Unit Type measured by "Volume" or change your Stock and Purchase Unit Types to something measured by "Count."
Units of measure are maintained in Unit Management.
Last Cost (MTMATERIAL_LastCost)
During the initial setup of this Material item, enter the item's last cost amount in this field. Thereafter the system will maintain this field as a byproduct of posting Materials received.
Note: The value you enter here is representative of the Usage Unit for the Material. For Example: You purchase Motor Oil by the 55 Gallon drum. You store/stock Motor Oil in five (5) gallon cans. You use Motor Oil by the Quart. The value you enter here would be the Last Cost of a Quart of Motor Oil.
Average Cost (MTMATERIAL_AverageCost)
During the initial setup of this Material item, enter the item's average cost amount in this field. Thereafter the system will maintain this field as a byproduct of posting Materials received.
Note: The value you enter here is representative of the Usage Unit for the Material. For Example: You purchase Motor Oil by the 55 Gallon drum. You store/stock Motor Oil in five (5) gallon cans. You use Motor Oil by the Quart. The value you enter here would be the Average Cost of a Quart of Motor Oil.
Fixed Cost (MTMATERIAL_FixedCost)
If you pay a fixed price for this item, enter it in this field.
Note: The value you enter here is representative of the Usage Unit for the Material. For Example: You purchase Motor Oil by the 55 Gallon drum. You store/stock Motor Oil in five (5) gallon cans. You use Motor Oil by the Quart. The value you enter here would be the Fixed Cost of a Quart of Motor Oil.
Cost Option (MTMATERIAL_CostOption)
Expand the Drop-down list to select your Cost Option. Your setting in this field determines the cost you will use when deducting this Material item's value from inventory during logging.
- Last Cost - You will use the value in the Last Cost field.
- Average Cost - You will use the value in the Average Cost field.
- Fixed Cost - You will use the value in the Fixed Cost field.
Markup Amount (MTMATERIAL_MarkupAmount)
In the event you want to pass along costs for this Material item to overhead when it is used for a job, enter the dollar amount by which you wish to mark up the item in this field.
THEN
Expand the Drop-down list for Markup Type and select Percent" or "Flat."
For Example: Entering "5.75" in this field and selecting "Flat" would equate to a $5.75 markup on this Material item. Entering "10.50" in this field and selecting "Percent" would equate to a 10.5% markup on this Material item.
DeleteMarkup Type (MTMATERIAL_MarkupType)
In the event you want to pass along costs for this Material item to overhead when it is used for a job, enter the dollar amount by which you wish to mark up the item in the Markup Amount field.
THEN
Expand the Drop-down list and select Percent" or "Flat."
For Example: Entering "5.75" in the Amount field and selecting "Flat" would equate to a &5.75 markup on this Material item. Entering "10.50" in the Amount field and selecting "Percent" would equate to a 10.5% markup on this Material item.
Note: The system computes the Percentage markup by taking the cost of the item multiplying it by the percentage markup amountand adding the product to the cost amount. The system computes the Flat markup by adding the markup amount to the last cost amount.
Fungicide (MTMATERIAL_Fungicide)
Select this option if this Material is a fungicide, a substance used for destroying fungi.
DeleteHerbicide (MTMATERIAL_Herbicide)
Select this option if this Material is a herbicide, a substance used for killing plants, typically weeds.
DeleteInsecticide (MTMATERIAL_Insecticide)
Select this option if this Material is an insecticide, a substance used for killing insects.
DeleteHazardous (MTMATERIAL_Hazardous)
Select this option if this Material is hazardous.
THEN
Enter any applicable Notes as needed.
Hazard Notes (MTMATERIAL_HazardNotes)
Select this option if this Material is hazardous.
THEN
Enter any applicable Notes as needed.
Note: Generally speaking hazard and first aid information for pesticides will be found on the product label.
Pesticide (MTMATERIAL_Pesticide)
Select this option if this Material is a pesticide, a substance used for destroying plant, fungal, or animal pests.
THEN
Click the Combo Box for Pesticide List to select the pest record(s) against which this pesticide can be used
Pest Codes are maintained in System Code Management. Type = Material Pests.
DeleteApplication Rate (MTMATERIAL_ApplicationRate)
If this Material is a pesticide, then enter the rate/ratio at which it should be applied. For Example: 12.5 ounces per 100 gallons
This field will accept up to 100 characters.
Note: Generally speaking application information for pesticides will be found on the product label.
Pesticide List (MTMATERIAL_PestList)
Select the Pesticide option if this Material is a pesticide, a substance used for destroying plant, fungal, or animal pests.
THEN
Click the Combo Box to select the pest record(s) against which this pesticide can be used
Pest Codes are maintained in System Code Management. Type = Material Pests.
DeleteChemical (MTMATERIAL_Chemical)
If this Material is a pesticide, then enter its chemical makeup, if desired. For Example: Acetamiprid.
This field will accept up to 100 characters.
DeleteEPA Number (MTMATERIAL_EPANumber)
If this Material is a pesticide, then enter its Environmental Protection Agency's (EPA) Registration Number in this field, if desired. If you do not know the EPA Registration Number for this Material, or for further information, vist https://www.epa.gov/pesticide-registration/selected-epa-registered-disinfectants.
This field will accept up to 100 characters.
DeleteSpecifications (MTMATERIAL_Specifications)
Enter any specifications pertaining to this Material. This information can be useful when purchasing new supplies.
This field will accept up to 30,000 characters.
DeleteSpecial Use Notes (MTMATERIAL_SpecialUseNotes)
Enter as many usage notes about this Material as are needed.
This field will accept up to 30,000 characters.
Delete