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SecurityTrax

Spillage Reports

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Used as a means to remove faulty or missing equipment from an Inventory Recipient's On Hand count.  Spillage Reports can be used as a precursory step to creating a RMA.

Terms

View the complete list of terms used in inventory management.

Default Vendor

  • On an Inventory Template, the Equipment Vendor that should be used to order the equipment item from.  
  • On an Equipment Item, the Equipment Vendor that should be used. 
  • On a Purchase Requisition the Equipment Vendor that will be used for the Equipment Item when generating Purchase Orders. 

Default Vendor Priority

The priority by which a Default Vendor is determined.  The following order of priority is used:

  1. An overridden Inventory Template value set specifically on an Inventory Recipient on the Equipment Details Page.
  2. The value set on the Inventory Template applied to the Inventory Recipient.
  3. The value set on the Equipment Item.

Equipment Item

Represents the items that your company uses in the course of business operations. Note: In SecurityTrax, this list does not contain Equipment Kits, which are treated separately.

Inventory Recipient

An entity that participates in your inventory system that can be assigned inventory items. In SecurityTrax, users and office locations can be designated as inventory recipients. 

Just Received

When receiving Equipment Items from a Purchase Order, Spillage Report or RMA, this is the quantity of Equipment Items that have been physically received at the moment you are updating the Purchase Order. 

Previously Received

When receiving Equipment Items from a Purchase Order, Spillage Report or RMA, this is the quantity of Equipment Items that have been previously recorded as received. 

Spillage Report

Used as a means to remove faulty equipment from a recipient's on-hand count. Spillage Reports may also be used by a warehouse manager if a technician returns defective equipment to the office with no explanation of the defect. These reports can also be used as a precursory step to creating an RMA.

Spillage Report Status

The overall status of the Spillage Report that indicates its progression.  Possible values are:

  1. Open - the Spillage Report can still have additional Equipment Items added to it.
  2. Locked - the Spillage Report can no longer have additional Equipment Items added to it.  Typically, once a Spillage Report is locked the Inventory Recipient is instructed to physically return all defective items to the company for handling.
  3. Closed - the Spillage Report has been reviewed and closed.  When closing, if desired and applicable, the Spillage Report can be converted to a RMA.

Spillaged

Term used to indicate that an Inventory Recipient has specified that an Equipment Item is either faulty or missing.  Spillaged items are collected and reported via a Spillage Report.

Vendor Details Page

When viewing an Inventory Recipient, the page used to set associations to between the Inventory Recipient and Equipment Vendors.

Usage

Adding an Equipment Item on a Spillage Report immediately deducts the quantity of that Equipment Item from the Inventory Recipients on hand count.

Creating a spillage report

While in Company Inventory, click on Spillage in the left menu.

  1. Click Add.
  2. Select the Inventory Recipient.
  3. Select the Spillage Report Status.  The default will be "Open".
  4. Select the Equipment Items that you want to spillage, including the following information:
    1. Quantity - the count of the Equipment Item you are wanting to spillage.
    2. Return Reason - the reason the Equipment Item is being Spillaged.
    3. Comments - and general comments about the Equipment Item or the reason it is being Spillaged.
  5. Click Review.
  6. A summary of the spillage report will be shown for you to review and approve.
  7. Click Save.

Viewing a spillage report

While in Company Inventory, click on Spillage in the left menu.

  1. Click on the Spillage Report you want to view.
  2. On the top you will the Spillage Report Status indicted across the top.  This will also show the date and user that placed the Spillage Report in the respective status.
  3. Below you will see the list of Equipment Items to be Spillaged.

Adding additional items to a spillage report

While in Company Inventory, click on Spillage in the left menu.

Note: you can only add additional Equipment Items to a Spillage Report that has a Spillage Report Status of "Open".

  1. Click on the Spillage Report you want to add items onto.
  2. Select the Equipment Items that you want to spillage, including the following information:
    1. Quantity - the count of the Equipment Item you are wanting to spillage.
    2. Return Reason - the reason the Equipment Item is being Spillaged.
    3. Comments - and general comments about the Equipment Item or the reason it is being Spillaged.
  3. Click Review.
  4. A summary of the spillage report will be shown for you to review and approve.
  5. Click Save.

Locking a spillage report

Once all items have been added to the spillage report the inventory administrator can lock it (note that this can be an automated process if desired).

While in Company Inventory, click on Spillage in the left menu.

  1. Click on the Spillage Report you want to lock.
  2. Click on Save & Lock.
  3. You will then be presented with a confirmation for you to review and approve.
  4. Click Save & Lock

The Spillage Report Status will now be locked and no additional items will be allowed nor any other modifications.

Completing a spillage report

Once the Spillage Report has been locked you can (optionally) indicate which items (of applicable) have been physically returned and are in your possession.   It is expected that in the case that Equipment Items are lost that the total received quantity will not match the total Spillaged Quantity.

While in Company Inventory, click on Spillage in the left menu.

  1. Click on the Spillage Report you want to receive items for.
  2. For each item update the Just Received input box with the amount of items you are currently recorded as received. Note that this field is designed to allow receiving of Equipment Items over time.  Each time the Spillage Report is updated you are indicating how many you Just Received and the Previously Received quantity will reflect the amount you have received in previous updates.
  3. (Optional) If you are going to convert the Spillage Report to an RMA:
    1. Specify which Equipment Vendor you would like to use for the given item.  The dropdown will default to the Default Vendor using the Default Vendor Priority.   The dropdown will additionally contain any other Equipment Vendors that the vend the equipment item and the Inventory Recipient is associated to in the Vendor Details Page.
    2. Click Save & Convert to RMA.
    3. You will then be presented with a confirmation for you to review and approve.
    4. Click Save & Convert to RMA.
    5. You will be presented with a list of RMAs for you to review and save.
  4. (Optional) If you want to save and close the Spillage Report:
    1. Click Save & Close.
    2. You will then be presented with a confirmation for you to review and approve.
    3. Click Save & Close.
  5. Click Save.
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