Available from version 1.7.2.
There is a facility in Opex called Bulk Issue that allows you to issue items to multiple officers. You can issue full kits lists or individual stock items.
Only users with a role of Req_Manager can add a Bulk Issue.
** - The parameteres that can be set up by Datatecnix Support for Bulk Issuing are as follows:
"RQ" - Bulk Requisitions Allocate Items - true/false - if set to true the bulk issue requisitions will automatically be allocated
"RQ" - Bulk Requisitions Dispatch Items - true/false - if set to true the bulk issue requisitions will automatically be completed
"RQ" - Bulk Requisitions Update History - true/false - if set to true the bulk issue requisitions will update the officers history (Issued Items)
"RQ" - Bulk Requisitions Update Profile - true/false - if set to true the bulk issue requisitions will update the officers profile
"RQ" - Bulk Requisitions Reason Code - enter a default reason code
To add a bulk issue go to Requisitions > Bulk Issue
Click New Bulk Requisition and enter the following information:
- Description - enter a description for the bulk issue ie Roll out of airtex shirt
- GL code - if no GL is selected the default code that is on the stock item record will be used
- Budget code - if no budget code is selected the default code that is on the officers location record will be used
- Comment code - select a reason code for the bulk issue if a default code is not displayed
Click OK to add the Bulk Issue header record.
In the lower grid you will see 3 tabs....Staff, Items & Detail.
Staff
To add staff individually click Add Staff. Alternatively you can click Add All Staff which will populate the grid with all active staff. You can then filter the staff by rank or location code. This will allow you to do a bulk issue by rank, location, division, department, area command etc.
After you have finished filtering the Staff click Apply Staff Filter.
The next stage is to add the stock items that you want to issue. Click on the Items tab.
Items
Click Add Item.
Select the stock item that you want to issue and enter a quantity to be issued to each officer. Click OK to add the stock item. Repeat this process for each stock item that you want to issue.
The next stage is to generate the requisition lines for the staff and stock items that you have set up under the Staff and Items tabs. Click on the Detail tab.
Detail
Click Create Detail Lines. This action will generate a line for each officer listed under the Staff tab and each stock item listed under the Items tab.
Example - if you had 10 officers and 3 stock items there would be 30 records. When the requisitions are created later, one requisition per officer will be generated. Therefore in this example 10 requisitions will be created.
A message will appear 'This will remove all existing requisition lines'. Click OK. A second message will appear 'Bulk Issue Lines Created'. Click OK.
Where possible, the system will get the size for the stock item from the officers profile. If the item or size is not on the profile the size will be left blank and the status will be shown as Invalid Size. To add a valid size or to change a size click on the line then click Edit. You can also click Download to Spreadsheet and enter/update the sizes/quantities via excel.
For instructions on how to download data into excel click on the following link:
**Please note - in order to add a size there must be sufficient free stock in the warehouse for all of the issues**
If there is not sufficient stock of an item/size the status will be Insufficient Stock.
If the stock item is a serialised item the status will be shown as NO Serial Number. To add a serial number click on the line then click Edit and select the serial number.
The warehouse will be picked up from the default warehouse.
At this stage you can also amend the quantity.
**Please note - you can only have one line per person per stock item. The quantity can be greater than one UNLESS it is a serialised stock item. The maximum quantity for a serialised stock item is one**
When all of the lines have a valid size, warehouse and serial number, if applicable, the Status will be shown as OK.
**Please note - if you make any amendments to the Staff tab or Items tab always click Empty Detail then click Create Details Lines. This will ensure that the changes are picked up and reported correctly**
Only when all lines are at status OK will the button Issue Bulk Requisitions appear in the top grid.
Click Issue Bulk Requisitions and the following screen will be displayed.
Select Yes or No to each of the parameters then click OK. For an explanation of each of the parameters see ** at the top of this help guide.
The requisitions and stock transactions will then be created and stock levels updated.
Uploading data from a spreadsheet
It is possible to upload data from a spreadsheet directly into Requisitions > Bulk Issue > Detail
The upload file must contain fields for staff code, item code, size, warehouse and if applicable serial number.
Add the Bulk Issue header record as instructed above then go to the Detail tab and click Upload From Spreadsheet.
Click Browse and locate the file to be uploaded. The format of the file must be CSV, XLS or XLSX.
The system will automatically try and map the fileds in the spradsheet to the fields required in Opex.
If it cannot automatically map a field you will need to do it manually by clicking the drop down next to each field and selecting the correct field.
Once you have mapped the fields you can add an email address for the upload log to be sent to. The email address is optional however we advise you enter one.
Click Import.
The above message will be displayed. Click OK.
If any of the data in the uploaded file is not valid the line will be ignored and not processed.
You can check the email log to see the results of the upload.
This is a copy of an email log. The uploaded file contained one incorrect size, therefore the line was ignored and it was not processed.
2017-02-23T11:30:14 Import process started.
2017-02-23T11:30:17 Error importing record #5.
Invalid Item/Size/Warehouse line ignored
staff_uid=887;
item_code=AS;
size_code=XL;
qty=3;
whse_code=1;
br_header_id=30;
2017-02-23T11:30:17 Processed 6 records. Detected 1 errors.
If you want to correct the invalid records amend the spreadsheet then go back to the Detail tab and click Empty Detail. This will remove all of the uploaded files. Then Click Upload From Spreadsheet and repeat the loading process until you no longer have any errors.
The final stage is to click Issue Bulk Requisitions from the top grid.