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Adjust Inventory Menu

Issue Inventory Form

CMMS Issue Inventory Form

The COGZ CMMS Software Issue Inventory Form is used to remove inventory from stock when parts or materials are used. When a part is issued the quantity is adjusted in inventory, cost is applied to the equipment, and the parts catalog is updated.

 

Part Number: The COGZ CMMS Software part number that is being issued. By issuing you will automatically decrease this part from inventory, update the activity file and add the cost of this part to the equipment and account/budget file.

Cost: The current cost of this part.

Quantity: Enter the quantity that has been used. If you are using the part tag system and counting the bin quantities make sure that the quantity on the right of this screen coincides with the quantity on the tag. If it does not, you should make additional adjustments to make the inventory accurate. Issuing parts to a dummy account will accomplish this.

Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part came from. Choose one of the inventory location numbers available on the screen.

Date: The date this part was issued.

Equipment: The number of the equipment on which this part was used.

Component: The component associated with this part on the equipment.

WO Number: The work order on which this part was used.

Issued By: The code of the employee that issued this part, usually the employee’s initials.

Select Issue to issue this part. To verify that the part was issued the Part Number field will clear and the words "New Part was Issued" will appear at the top of the screen.

You may also press the Close button to leave without saving.

Receive Inventory Form

CMMS Receive Inventory Form

The Receive Inventory Form is used to receive parts or materials into inventory in our equipment software. When a part is received the quantity is adjusted in inventory, vendor history is updated, inventory activity is updated and if a purchase order was used it is also adjusted to show the receipt.

 

Date: The date the part was received.

Part Number: The part number to be received.

Vendor: The code of the vendor from whom this part is being received.

Cost: The cost of the part being received.

Quantity: The quantity received.

Location: The five inventory locations are available in the Optional Inventory Enhancement Module and show the location where these parts will be put.

Received By: The initials or code of the person that received the parts.

Tag Button: The inventory parts tag button is available in the Optional Inventory Enhancement Module.

Select Receive to receive this part. To verify that the part was restocked the Part Number field will clear and the words "Part was Received" will appear at the top of the screen.

You may also press the Close button to leave without saving.

 

Restock Inventory Form

CMMS Restock Inventory Form

The Restock Inventory Form is used to add parts back into inventory if they were not used. It reduces the equipment and account material costs. When the part is restocked, the quantity is adjusted in inventory.

 

Part Number: The part number that is being restocked. By restocking you will automatically add this part back into your inventory, update the activity file, and reduce the equipment and account material costs.

Cost: The current cost of this part.

Quantity: Enter the quantity that is being restocked.

Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part is being restocked. Choose one of the inventory location numbers available on the screen.

Date: The date the part was restocked.

Equipment: The equipment on which this part was not used.

WO Number: The Work Order this part was not used on.

Restocked By: The code of the employee that restocked this part, usually the employee’s initials.

Select Restock to restock this part. To verify the part was restocked, the Part Number field will clear and the words “Part was Restocked” will appear at the top of the screen.

You may also press the Close button to leave without saving.

 

Inventory Count Form

CMMS Inventory Count Form

The Inventory Count Form is used to enter a count for an inventory part. Any count made will adjust the inventory quantity.

 

Part Number: The part number that is being adjusted. By adjusting you will automatically add this part back into your inventory, update the activity file, and reduce the equipment and account material costs.

Count: Enter the total count of the inventory part.

Location: The four additional inventory locations are available in the Optional Inventory Enhancement Module and show the location that the part is being counted one of the inventory location numbers available on the screen.

Date: The date the part was counted.

Counted By: The code of the employee that counted this part, usually the employee’s initials.

 

Select OK to adjust the inventory quantity To verify the inventory was adjusted, the Part Number field will clear and the words “Inventory was Updated” will appear at the top of the screen.

You may also press the Close button to leave without saving.

 

Workstation Bar Code Menu

CMMS Workstation Bar Code Menu

The Workstation Bar Code Scanning is available with the Optional Bar Code Module. The separate issue, receive, and restock screens are configurable in the System Defaults Form in the Scanning tab.

Issue: Use this to issue inventory parts from your parts room.

Receive: Use this to receive inventory parts into your parts room.

Restock: Use this to restock inventory parts into your parts room.

Review and Process Data: Use this to access the Inventory Bar Code Adjustment Review List to review your issued, received, and restocked parts from your inventory to update your inventory quantities.

 

Issue Inventory Bar Code Form

CMMS Issue Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for issuing inventory, adjust the fields in the Scanning Tab of the System Defaults Form.

Date: Date the inventory part is issued; will always be today’s date.

Part Number: This field will display the scanned part number to be issued. This field is always required.

Location: The location of the inventory part to be issued.

Quantity: The number of this inventory part issued. This field is always required.

Cost: The cost of the inventory part to be issued.

Equipment No: The equipment on which this part was used.

Component: The component on which this part is used associated with the equipment.

WO No: The work order number on which this part was used.

Issued By: The employee issuing the inventory part.

 

Receive Inventory Bar Code Form

CMMS Receive Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form.

Date: Date the inventory part is received; will always be today’s date.

Part Number: This field will display the scanned part number to be received. This field is always required.

Location: The location of the inventory part to be received.

Quantity: The number of the inventory part received. This field is always required.

Cost: The cost of the inventory part to be received.

Received By: The employee who received the inventory part.

Vendor: The vendor who supplied the part.

 

Restock Inventory Bar Code Form

CMMS Restock Inventory Bar Code Form

The Date, Part Number, and Quantity will always be displayed. To select the required and displayed fields for receiving inventory, adjust the fields in the Scanning Tab of the System Defaults Form.

Date: Date the inventory part is restocked; will always be today’s date.

Part Number: This field will display the scanned part number to be restocked. This field is always required.

Location: The location of the inventory part to be restocked.

Quantity: The number of the inventory part restocked. This field is always required.

Cost: The cost of the inventory part to be restocked.

Equipment No: The equipment on which this part was not used.

WO No: The work order number on which this part was not used.

Restocked By: The employee restocking the inventory part.

Inventory Bar Code Adjustment Review List

CMMS Inventory Bar Code Adjustment Review List

This list allows you to review any inventory part scans that were incorrect or are missing information. Any inventory parts with problems will remain in the list until the issues have been resolved and processed or deleted from the list.

 

Portable Bar Code Menu

CMMS Portable Bar Code Menu

Download Scanner Data: After inserting the bar code scanner into the scanner base, press this button to download the data.

Import Data for Review: Imports the data to the inventory adjustment system from the file created in the previous step.

Review Imported Data: This will bring you to the Scan Review List during the import process where you can process your scans to update your inventory counts.

Inventory Bar Code Adjustment Review List – Portable Menu

CMMS Inventory Bar Code Adjustment Review List - Portable Menu

This list allows you to review any inventory part scans that were incorrect or are missing information. Any inventory parts with problems will remain in the list until the issues have been resolved and processed or deleted from the list.

 

Adjust Inventory Bar Code Scanning

The Bar Code Module is an optional module. The portable bar code laser scanner is used to automate the process of issuing, receiving, and restocking your inventory parts. It is used with the Bar Code Module. The adjustment inventory installation process consists of the following:

Shut down your computer.

Plug the black serial cable into COM port (1 or 2)

Plug the bar code reader power supply into the serial cable and attach to the laser scanner.

COGZ software must also be set up to recognize the COM port you have selected.

Adjustment Scanner Setup Information:

CMMS Adjustment Scanner Setup Information

ADJUSTMENT SCANNING PROCESS

How to enter parts room adjustment scanning counts

From the main scanner menu, select F2=COLLECT. You will have a choice of what you would like to do for your adjustment scanning: Issue, Receive, or Restock. This is the display:

F1=PHYSICAL INV (see physical inventory section)

F2=ISSUE

F3=RECEIVE

F4=RESTOCK

 

Issue Inventory, select F2. You can bypass the location by pressing Enter on your scanner to continue to the quantity.

ITEM                                      LOCATION                           QUANTITY

F3=REV F4=EXITF3=REV F4=EXITF3=REV F4=EXIT

 

Receive Inventory, select F3. You can bypass the location by pressing Enter on your scanner to continue to the quantity.

ITEM                                      LOCATION                           QUANTITY

F3=REV F4=EXITF3=REV F4=EXITF3=REV F4=EXIT

 

Restock Inventory, select F4. You can bypass the location by pressing Enter on your scanner to continue to the quantity.

ITEM                                      LOCATION                           QUANTITY

F3=REV F4=EXITF3=REV F4=EXITF3=REV F4=EXIT

 

Press F2, F3, or F4 to start collecting parts room data. The following steps perform the scanning process.

1. Scan the part number.

2. Scan the location (optional).

3. Enter the count of parts on hand, then press ENTER. (Scanning the third bar code on the inventory tag scans the number 1.)

4. Repeat until finished.

5. Press F4 to end data collection.

 

Portable Bar Code Menu

To download the adjustment data into COGZ: Start COGZ and select the Inventory menu, Adjust Inventory menu, and Portable Bar Code menu.

CMMS Portable Bar Code Menu

CMMS Laser Scanner Port Message

Step 1 - Press the Download Scanner Data button. On the hand held unit press the options below as they are available on the screen:

F3=FILE OPTIONS

F2=SEND FILE

F3=TRANSACTIONS

 

The bold selections below show the order in which to select the proper functions to download your data into COGZ (the same selections as above with all of the screen options listed). The screens are in order from left to right:

*COGZ Inventory*              *FILE OPTIONS*                *SEND FILE*

F2=COLLECT                       F2=SEND FILE                    F2=PHYSICAL INV

F3=FILE OPTIONS            F3=ERASE FILE                   F3=TRANSACTIONS

F4=EXIT                                F4=EXIT

 

When downloading is complete, you will receive the following message:

*SEND COMPLETE*

F3=SEND OPTIONS

F4=EXIT

Step 2 - Press the Import Data for Review button.

This process imports the data into a COGZ list for final review before actually changing your inventory.

 

Step 3 - Press the Review and Process Imported Data button.

This process will change the inventory to reflect the new counted quantities.

 

After completing this step, make sure you erase the file in the laser scanner so your next adjustment scanning does not contain outdated information.