Using Goods Internally

You may receive into inventory items and assets that you intend to use within your own company. You use the Internal Usage screen to record your company's use of inventory items. More...

Inventory Control lets you:

  • Record the withdrawal of items from inventory for your own company's use.

    For example, an office supply store could take a desk from inventory for a new employee, or use office supplies, such as paper, pencils, and pens.

  • Import internal usage transactions from other Sage 300 databases or from non-Sage 300 programs.
  • Export internal usage transactions.
  • Assign serial and/or lot numbers for internal usage of serialized or lotted items if you have a license to use Serialized Inventory and Lot Tracking.

If you use Sage Fixed Assets to manage the fixed assets in your company, you can also mark goods that are taken out of inventory for internal use as fixed assets. Sage 300 will transfer the asset information to Sage Fixed Assets. (For more information, see About Using Inventory Control with Sage Fixed Assets.)

  • Have ready all transaction information, such as the name of the person or department ordering the goods.
  • Determine the internal usage numbers to use for new transactions, or have the program allocate numbers for you automatically.
  • Decide whether to post each new transaction as you enter it, or save the transactions to post them later in a batch using the Post Transactions screen.

To take goods from inventory for your company's use:

  1. Open Inventory Control > I/C Transactions >  Internal Usage.

  2. If *** NEW *** appears in the Internal usage Number field, press the Tab key to start a new transaction.

    If ***NEW*** is not displayed, click the New New button button.

    The program automatically assigns a document number when you save or post the transaction.

    Note: You can also enter a new transaction number yourself, and press Tab.

  3. In the top part of the screen, enter header information for the transaction, as follows:
    1. Specify the date, fiscal year, and fiscal period to which to post the transaction in the general ledger.
    2. Enter an optional description and reference for the internal use transaction.
    3. Enter or select the person in your company who ordered the goods. If you use the US or Canadian Payroll module, you can choose employees from the Finder.
    4. Click the Zoom Zoom button button to add optional fields for this transaction (appears only if you use optional fields).
  4. In the table, using a separate line for each detail of the transaction:
    1. Specify the item number, category, location, quantity, and unit of measure.

      If you are working with serialized and/or lotted items, you are prompted to assign serial and/or lot numbers after specifying a quantity. (For more information, see Assigning Serial/Lot Numbers for Internal Usage Transactions.)

    2. Enter an optional comment.
    3. Enter optional fields, if you use them.

    Note: If you are entering an asset and use Sage Fixed Assets, see Identifying an Inventory Item as a Fixed Asset for Sage Fixed Assets for instructions on entering fixed asset information.

  5. When you are ready, click Save or Post.
    • If you choose Save, Inventory Control saves the transaction so you can edit and post it later.

    • If you choose Post, Inventory Control posts the transaction immediately.

      Important! If you use the option to allow you to delete transactions after posting, Inventory Control asks if you want to delete the transaction. Click No, unless your company always deletes posted transactions. If you delete the posted transaction, you will not be able to drill down to the transaction details from General Ledger.

  6. Make a note of the transaction number, and then click OK at the confirmation message.
  • If you saved the transactions, instead of immediately posting them:
    • Print the Transaction Listing report to list all transactions that you entered.
    • Compare listings to original documents and edit transactions if necessary.
    • Use the Post Transactions screen to post transactions and update inventory quantities and costs (depending on the Setup options that you choose).
  • Run Day End Processing to update Inventory Control's audit data, costing data (if you cost during Day End Processing), and item statistics after posting internal usage transactions.
  • Print the Transaction Listing Report or Posting Journal for internal transactions to check the transactions that you saved and posted.