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Purchases items

To manage Purchase items, select the Purchase items option
Description. Unique description of the purchase item.
 
Managed.
Managed purchase items
Stock or batches of stock are managed and tracked by an identifiable “bin” number.
All movement is recorded and used to determine stock quantities and aged stock values based on initial captured cost or purchase price.
Stock is adjusted specifically against bin numbers.
 
Unmanaged purchase items
As with managed stock movement, all movement can be recorded however the issuing of items to maintenance schedules for e.g. is not taken into account when stock reports are drawn.
iTech Facilities Management assumes those stock items are still in existence as they are generally non consumable.
Unmanaged stock is intended for loose tools (for e.g.) where the items may be drawn for use but will be returned post maintenance completion.
These items are seldom assigned to maintenance or project schedules specifically.
 
In a highly controlled environment, loose tools (for e.g.) could be Managed down to every last tape measure and hammer if needs be.
If a maintenance schedule requires a hammer, that could be allocated to the schedule, the stock issued from stores and then at the end of the maintenance, the item reversed back into stock when returned.
 
Supplier. Select the supplier of the purchase item. You may purchase the same item from two different suppliers in which case specify a slightly different description.
Suppliers of type “Purchase item supplier” and “Supplier/service provider” will be listed.
You can access Supplier management using the Suppliers option alongside the Supplier field.
 
Supplier code, internal code. Purchase item stock codes. These are for information and reference purposes.
 
Purchase category. See Purchase categories. You can access Purchase category management using the Categories option alongside the Purchase category field.
 
Supply unit, Single unit, Quantity of single units per supply unit.
Examples
Case of 24 cans of soft drink: “Case 24”, “Can”, “24”
Carton of 10 boxes of staples: “Carton 10”, “Box”, “10”
Box of 12 eggs: “Dozen”, “Egg”, “12”
Tape measure: “Tape measure”, “Tape measure” OR “1” OR “Each”, “1”
 
Other costs (e.g. Municipal dues)
If you are managing leases and wish to invoice the client with municipal dues, create the appropriate Supplier (e.g. “Municipality”), purchase items (e.g. “Water”, “Electricty”) which can be ordered, receipted, allocated to the corresponding lease month booking and invoiced acordingly.
As you will receive and issue the same amount, you can elect to set this up as a Managed purchase item. There should never be any stock on hand due to matching/issuing which is a control to ensure you have invoiced clients for these services.
If you specify these items as Unmanaged, remember to write-off the purchase and invoiced quantity against stock to bring the cost into account.
If water is charged out on a sliding scale, create multiple purchase items for each scale (e.g. “Water tier 1”, “Water tier 2” etc) and load those respective quantities onto the booking separately.
This approach can be applied to any additional costs and chargeable items relating to bookings. Another e.g. may include an “Administration fee” levied.
 
Purchase items are allocated to bookings and maintenance in their supply units, not single units.
You may indicate decimal quantities. E.g. “1.5 x Case 24” would be “36” single units.
 
If you intend breaking supply units up, either load them as single units and divide the price for the supply unit out by the Quantity of single units per supply unit or apply the decimal approach as mentioned above.
 
Taxed by supplier. Even though suppliers have a taxable field, this option is for nontaxable/exempt items.
If the taxation details have not been specified in the Administration module, tax will not appear on purchase orders.
 
Current cost price. This is the price that is used on purchase orders placed with the supplier.
It is also the cost used for standard cost purposes in the Financial Reports.
 
Price from. Enter the first date from which the cost price is to be applied.
As prices change, simply enter the new price and date and Update item.
iTech Facilities Management automatically determines pricing to be applied based on the date indicated.
Where dates precede the pricing date, the next available price is applied chronologically speaking.
To change an existing price, ensure the date you have selected corresponds with the previously created price/date combination and enter the new price.
Use the Cost price history option to review all existing prices for the active purchase item.
 
Lead time days. Indicate the average number of days it takes for the supplier to deliver the purchase item.
 
Min stock holding. High usage purchase items are generally managed better on a minimum stock holding basis.
The minimum stock holding is factored into availability reports.
Purchase items that have a long lead time may also be better managed with a minimum stock holding level.
The quantity you indicate must be for supply units, not single units.
 
Selling price. This is the price charged to customers on bookings.
It is also the price used for standard selling price purposes on invoices and in the Financial Reports.
 
(for bookings) from. Enter the first date from which the selling price is to be applied.
As prices change, simply enter the new price and date and Update item.
iTech Facilities Management automatically determines pricing to be applied based on the date indicated.
Where dates precede the pricing date, the next available price is applied chronologically speaking.
To change an existing price, ensure the date you have selected corresponds with the previously created price/date combination and enter the new price.
Use the Selling price history option to review all existing prices for the active purchase item.
 
Reinstate. Reinstating a purchase item will automatically reinstate the supplier if the supplier was previously removed.