Topic Doc: MainTrac Material Posting
RecTrac 3.1
Table of Contents
Document Summary
The Material Posting program allows you to track your MainTrac Materials inventory in three (3) ways:
- Issue Materials - Post Materials to a Task Code and an Asset (at a minimum). Materials also can be posted to a Staff member, Work Order, Project Code, Task Code, and/or Task Category Code. When you Post, the system generates a Log record and reduces the "in stock" quantity of the Materials used by the amount entered. You can use this option to generate Combination Log, Labor Log, and/or Work Order Log records, if desired, rather than generating log entries from those programs.
- Physical Count - Update the Stock Quantity of the Material selected by the quantity entered. You can use this option to update the system-generated Stock Quantity to match the actual physical count of this Material within its designated Stock Room.
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Receive Materials - Update the Stock Quantity of the Material selected by the quantity entered, based on its Unit of Purchase. You can use this option to account for the arrival of new Materials (i.e. accept them into inventory) after purchasing and receiving them into their Stock Room. As a byproduct of this option, the Last Cost and Average Cost values on the Materials received are updated.
Note: In order to post receivings for a Material, the Material must exist in the Stock Room. In other words, you cannot use this program to add a new Material record to a Stock Room. Material records are maintained in Material Management.
The work flow for each Posting Option follows the same basic steps:
- Select a Posting Option.
- Select a Material from the Materials DataGrid.
- Fill in all applicable fields on the left-hand panel.
- Click Add Record to place the Material record in the New / Updated Records DataGrid.
- Repeat as needed for all applicable Materials.
- Post the counts.
License – Maintenance Agreement
The Material Posting Interface is free. Use of the interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document provides the basic Processing steps required to:
- Receive Materials
- Post Physical Counts
- Issue Materials
If you have additional questions about Material Posting processing after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.09.03 or greater.
- You have a full understanding of how MainTrac Materials are managed in your organization, to include but not limited to: the Stock Room(s) in which materials are stored and their usage purposes and amounts.
- You understand MainTrac Material Management and have created Units of Measure, Stock Room(s) and Material records in your database for all Materials that you track.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to Materials Posting, to include but not limited to: Unit Management, Stock Room Management, Material Management, and Material Posting.
- You understand RecTrac DataGrids and how to maneuver through them.
Receive Materials
The "Receive Materials" Posting Option allows you to update the Stock Quantity of the Material selected by the quantity entered. You can use this option to account for the arrival of new Materials (i.e. accept them into inventory) after purchasing and receiving them into their Stock Room. As a byproduct of this option, the Last Cost and Average Cost values on the Materials received are updated.
Note: In order to post receivings for a Material, the Material must exist in the Stock Room. In other words, you cannot use this program to add a new Material record to a Stock Room. Material records are maintained in Material Management.
- In RecTrac, navigate to the Material Posting program.
- Expand the Drop-down list for Posting Option and select "Receive Materials."
- Highlight/select the Material you are receiving from the Materials DataGrid. The Unit field on the left-hand panel will populate with the "Purchase Unit" for this Material.
Note: Every time you select a different Material from the DataGrid, the Unit field will change and display the unit of purchase for that Material.
- Enter a value in the Quantity field that matches the number of Units being received.
- Accept the default entry in the Unit field or expand the Drop-down list to select the appropriate Unit of Purchase for this Material. The default entry in this field is the Unit of Purchase for this Material as defined in Material Update.
- Enter the purchase price for this Material in the Unit Cost field, doing so on a per Unit of Purchase basis. For Example: If you were receiving 25 Bags of a material and you paid $12.00 per bag, you would enter "12.00" in this field.
- Use the Comments field, as needed, to record any additional notes regarding the Material being received.
- Click Add Record when ready. The record will populate in the New / Updated Records DataGrid.
- Repeat these steps, as needed, to receive other Materials.
- Once all Material Records have been entered, expand the Drop-down list for "Post Counts" and make your selection. As noted above, the Last Cost and Average Cost values on the Materials received are updated as a byproduct of posting receivings.
- Post Counts - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials.
- Post Counts and Generate Report - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials. Additionally, the system will create a byproduct report that displays what you did. There are no Report Options; the report simply prints.
Physical Count
The "Physical Counts" Posting Option allows you to update the Stock Quantity of the Material selected by the quantity entered. You can use this option to update the system-generated Stock Quantity to match the actual physical count of this Material within its designated Stock Room.
- Perform a physical count of the various Materials in your Stock Room(s).
Note: RecTrac does not currently offer a MainTrac Materials Worksheet for purposes of recording physical counts, so this must be done separately.
- In RecTrac, navigate to the Material Posting program.
- Expand the Drop-down list for Posting Option and select "Physical Count."
- Highlight/select the Material you need to update from the Materials DataGrid. The Unit field on the left-hand panel will populate with the "Stock Unit" for this Material.
Note: Every time you select a different Material from the DataGrid, the Unit field will change and display the stock unit for that Material.
- Enter a value in the Quantity field. The value you enter should match the number of Stock Units for this Material in your Stock Room based on your physical count.
- Use the Comments field, as needed, to record any additional notes regarding the Material being received.
- Click Add Record when ready. The record will populate in the New / Updated Records DataGrid.
- Repeat these steps, as needed, to update physical counts for other Materials.
- Once all Material Records have been entered, expand the Drop-down list for "Post Counts" and make your selection.
- Post Counts - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials.
- Post Counts and Generate Report - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials. Additionally, the system will create a byproduct report that displays what you did. There are no Report Options; the report simply prints.
Issue Materials
The "Issue Materials" Posting Option allows you to post materials to a Task Code and an Asset (at a minimum). Materials also can be posted to a Staff member, Work Order, Project Code, Task Code, and/or Task Category Code. When you Post, the system generates a Log record and reduces the "in stock" quantity of the Materials used by the amount entered.
You can use this option to generate Combination Log, Labor Log, and/or Work Order Log records, if desired, rather than generating those log entries from their program.
Note: When using this option to create Log entries, such as Combo Log or Work Order Log entries, etc…, be aware that you have to post each Material used separately because the system has no way of knowing whether you are issuing multiple Materials for a single job or issuing single Materials for multiple jobs. So if a single job requires a gallon of red paint, a gallon of blue paint and 2 bags of field chalk, then you would have to generate three (3) Issue Materials records, one for each Material being used. Similarly, if you had three (3) separate jobs that each required one (1) Material, you would have to make three (3) separate postings. Generally speaking, the standard MainTrac Logging programs provide a faster solution for logging work.
- In RecTrac, navigate to the Material Posting program.
- Expand the Drop-down list for Posting Option and select "Issue Materials."
- Highlight/select the Material you are issuing from the Materials DataGrid. The Unit field on the left-hand panel will populate with the "Usage Unit" for this Material.
Note: Every time you select a different Material from the DataGrid, the Unit field will change and display the usage unit for that Material.
- Enter a value in the Quantity field that corresponds with how much Material you are allocating to this job (i.e. how much you are issuing). The value you enter should match the number of Usage Units for this Material.
- Use the Comments field, as needed, to record any additional notes regarding the Material being received.
- (Optional) Click the Picklist icon to select the Staff Member to whom you are issuing materials, if desired. Generally speaking, the Staff Member you select is the person who will perform the work. This is a single-selection picklist.
- Expand the Drop-down list for Asset Type to select the Asset Type for which this material is being issued.
THEN
Click the Combo Box icon to select the Asset Code(s). This is a mandatory field for the default Vermont Systems RecTrac Design. Your Design and setup may vary. - (Optional) Select a Work Order and Project Code, if applicable.
- Expand the Drop-down list to select the Task Code for which this material is being issued. This is a mandatory field for the default Vermont Systems RecTrac Design. Your Design and setup may vary.
- (Optional) Select a Task Class and Task Category, if applicable.
- Click Add Record when ready. The record will populate in the New / Updated Records DataGrid.
- Repeat these steps, as needed, to issue additional Materials as needed.
Note: When using this option to create Log entries, such as Combo Log or Work Order Log entries, etc…, be aware that you have to post each Material used separately because the system has no way of knowing whether you are issuing multiple Materials for a single job or issuing single Materials for multiple jobs. So if a single job requires a gallon of red paint, a gallon of blue paint and 2 bags of field chalk, then you would have to generate three (3) Issue Materials records, one for each Material being used. Similarly, if you had three (3) separate jobs that each required one (1) Material, you would have to make three (3) separate postings. Generally speaking, the standard MainTrac Logging programs provide a faster solution for logging work.
- Once all Material Records have been entered, expand the Drop-down list for "Post Counts" and make your selection.
- Post Counts - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials.
- Post Counts and Generate Report - Use this option to complete your Material Post and update the Stock Quantity of the selected Materials. Additionally, the system will create a byproduct report that displays what you did. There are no Report Options; the report simply prints.