Centres

	Centres

Program Navigation : Centre | Centres

Section Description

The Centre file represents all stock items and assets on-hand within centres / rooms in your department. Once you have done the initial setup of your centres, they can be used to keep track of stock on-hand and usage. If you are using the Orders module, you should rarely need to add stock manually to a cost centre as that is done automatically when orders are received. However, to update the On Hand field (ie. keep track of stock that has been used) you need to perform a stocktake (see Stocktake File).

Steps

To get to the Edit Centre File

To get to the Centre file, select the Centre menu and select Centres or click on the Centre button on the navigator.

Adding a Centre File

See Centre Allowance File | Adding a Centre.

Editing a Centre File

Open a centre by double clicking on the centre name in the list, or clicking on the centre once then clicking on Open Centre. You will now be able to view the stock items that are on hand in that cost centre.

Adding a Centre Item

To add a centre item, click on the New button and all of the data fields will become blank.
Click the down arrow in the Item In field and use the search to locate the stock item you wish to add to the centre (see Searching (Lookups)).
The description, supplier and stock group type will be entered automatically.
Enter the quantity of the item that you have on-hand.
Assign the item an appropriate stock category.
Enter in a Min Level if required.
If the item is an asset item, check the Asset Item checkbox and fill in the asset information.
Click on the Save button to save changes. Clicking Cancel will cancel all changes.

Editing a Centre Item

To edit a centre item, locate the item you wish to edit by using the list or search (see Searching (Lookups)).
Alter any required fields.
Click on the Save button to save changes. Clicking Cancel will cancel all changes.

Deleting a Centre Item

To delete a centre item, locate the item you wish to edit by using the list or search (see Searching (Lookups)).
Click on the Delete button. Click OK to confirm delete.

Deleting a Centre File

See Centre Utilities | Delete Centre.

Update Order Info

To update a Centre's item details:

1. Select Centre you want to update by using List or Search (see Searching (Lookups)).

2. Click on the Update Order Info button near the bottom left of the screen. This will update any changes fields eg. Description as well as those updated because of an order, eg. On-hand Values.

Reports

To view the centre reports (once you have opened a centre), click on the Reports tab at the top left of the Centre screen. The Centre file provides 7 reports:

Centre Item List [Item Number Order / Description / Supplier + Item No / Supplier + Description / Category + Description]: This report displays a list of stock in a selected centre in 1 of 5 orders. To generate the report, select 1 of the 5 optional orderings for the Centre Item List, select a start and end category and a centre, if applicable, then click on Preview or Print.
Centre Items by Category: This report is a listing of stock items by centre and broken up into stock categories. The values of stock in each category are calculated. To generate the report, select Centre Items by Category from the report list, select a start and end category, a centre and a supplier, if applicable, then click on Preview or Print.
Complete Stock Inventory: This report generates a complete list of stock in all centres and calculates the total on-hand for each item. It also displays the total value. To generate the report, select Complete Stock Inventory from the report list and click on Preview or Print.
Monthly Centre Expenditure: This report is a monthly breakdown of expenditure per centre for the current financial year. To generate the report, select Monthly Centre Expenditure from the report list, when the confirmation message pops up, click OK to include all orders or Cancel to include just completed orders, then click Preview or Print.
Stock Items by Centre: This report displays the on-hand values of each item in each centre. To generate the report, select Stock Items by Centre from the report list. To select the centres to include in the report, click on the Add Centre button and add the desired centres to the list. Select the range of categories to include if you wish. Click on Preview or Print.
Centre Value Totals: This report displays the total value of all the centres. To generate the report, select Centre Value Totals from the report list, then click on Preview or Print.
Asset Register Report: This report gives a listing of all asset items by centre. To generate the report, select Asset Register Report from the report list, select a centre (or leave it blank to select all), then click on Preview or Print.