About Issue / Return

Updated by Cheryl Wallace

The majority of day-to-day work done in ToolHound is the processing check outs (issues) and returns to track inventory loaned out to the responsible party - either personnel or non-stocking locations (entity). Select the the entity and transaction type once then scan or enter all the inventory items for the transaction.  

Issue transactions can specify due dates by which the inventory must be returned. These dates are calculated from the Max Days Out on the part number or can be entered manually at the time of the transaction.

Watch this video on checking out and returning inventory in the browser and in the Mobile app.

Related Reports
Consumables, Damaged Tools, Exceeds Max Issue, Issues Summary, Issues, Issues By Part, Transaction Activity, Transaction Receipt

Fields on this tab include:

Use Current Date & Time?

Checked by default. Uncheck this option to enter a different Transaction Date and Time than current.

Stocking Point

This will be selected automatically if only one stocking location is in use, or if only one is within the visibility of the user. If multiple stocking are available, select a stocking location from the drop-down list.

Entity

Scan, type, or select an entity (personnel or non-stocking location) from the drop-down list. This is the party responsible for the inventory when it leaves the stocking location or the entity returning the inventory.

If a picture is associated with a personnel entity, it will be displayed to the left.

Transaction Type

Select the transaction type indicating the direction of the inventory from the drop-down list. The two most common are

  • Issue to indicate inventory leaving the stocking location and
  • Return to indicate inventory coming back into the stocking location.

Other transaction types could be available depending on

If a Return transaction type is selected, a Return Status is required to indicate the state of the inventory.

Due Date

For issue transactions, enter an optional date by which the inventory is to be returned. Any inventory not returned by this date is considered late or overdue.

Features to manage overdue inventory are the Issued Assets Email, the notification for Transactions Over Due Issues, and the Issues report.

The Due Date will not apply to any items where the part numbers have a Max Days Out value. The Max Days Out will take priority and calculate the Due Date for each item based on the transaction date + Max Days Out.

Reference

Enter a reference for the transaction, if needed.

Item ID

Scan or enter a barcode or search for the item ID and select it from the list.

Created User

The user currently logged in.

Transaction Rate Sheet

Displayed only when the Transaction Rental module is in use. Displays the rate sheet in effect for the entity at the stocking location. Read-only.

Billing Date Same as Transaction Date/Time?

Checked by default. Uncheck this option to use a Billing Date and Time that are not the same as the date of the transaction.

Job

Displayed only when the stocking location has the Use Code Coding option enabled. Select a Job from the drop-down list.

Sub Job

Displayed only when the stocking location has the Use Code Coding option enabled. Select a Sub Job from the drop-down list.

Cost Code

Displayed only when the stocking location has the Use Code Coding option enabled. Select a Cost Code from those assigned to the selected sub job from the list.

The Cost Code can be overridden for any item ID added to the transaction by selecting it in the grid.

Work Order No

Displayed only when the stocking location has the Charges Issue to Work Order option enabled. Enter or select a Work Order number from the list.

Notes

Enter any notes about the transaction, if needed.

Print after saving?

Not selected by default. Check this box to print a transaction receipt when processing is complete.

This setting is retained. If it is checked, it will print transaction receipts for all transactions until is is disabled and a transaction is saved.

Email after saving?

Not selected by default. Check this box to email the transaction receipt to the entity when processing is complete. The entity must have a valid email address saved.

This setting is retained. If it is checked, it will email transaction receipts for all transactions until is is disabled and a transaction is saved.
To quickly issue inventory for an approved work order where the task has required tools and materials, select the Stocking Location and the Transaction Type then enter the Work Order No and click . If the work order has already been assigned and the Entity ID is not entered on the transaction, this information will be carried over from the work order's Assigned To. Otherwise enter the Entity ID. In the Required Inventory dialog box, select the inventory and serialized items to issue. Click OK when done. Make any changes to quantities of non-serialized items before continuing with the transaction.

See also:

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