What is a receipt?

Safekeeping should be understood as the removal of a tool from the warehouse by temporary loan of it to a worker for the performance of their activities. Note that, in this case, the tool is still part of the warehouse assets, even though it is temporarily not physically in the warehouse.

The object of the Tool Control program is precisely the control of the tools that are handed over to workers.

Entry / exit movements vs. receipts / returns

There is a very important difference to consider between entry and exit movements vs. movements of protection or return of tools.

Entrance movements.
Entry movement is considered, the entry of tools to the warehouse by acquisition, purchase, manufacture, transfer, etc., modifying the warehouse assets.

Exit movements.
Outbound movements are considered when a tool ceases to be part of the warehouse due to the end of its useful life, loss, wear, sale, transfer, etc., modifying the warehouse assets.

Guard movements.
A safeguard movement is the output of a tool by temporary loan of it to a worker for the performance of their activities. Note that, in this case, the tool is still part of the warehouse assets, even though it is temporarily not physically in the warehouse,

Return movement.
When a worker returns a tool that was previously delivered to him in safekeeping, it enters the warehouse, but does not modify the warehouse asset, since when the tool was under the worker's protection, it never ceased to be part of the warehouse.

The purpose of this application is precisely the control of the tools, whether they are physically in the warehouse or temporarily under the protection of a worker, in order to instantly know where each of the tools, devices or instruments is. that form the warehouse asset.

Generation of a backup movement

When the manager of the tool store hands over a tool to a worker, he must generate a safekeeping movement

Generating the security movements will allow you to see who has the tools in their possession.

To generate a guard movement, access the module Safeguards and returns from the main menu. Then press the tool "Guard”To generate movement. Complete the information requested in the window such as the warehouse from which the tool is taken, the name of the employee who receives it and the list of tools that are being delivered.

If the tool that you are lending in receipt is controlled by serial number, you must indicate it and thus you will know specifically which was the tool you lent it.

When finished, you can print a document in which the worker can stamp his signature as proof of the loan or receipt of the tools he is receiving.

When generating the receipt movements, you will be able to consult the stocks that you have available in the warehouse and those that are in receipt. Suppose for example that you have 5 drills and you deliver 2 in receipt. The program will continue to manage that you have 5 drills, but it will also inform you that of those 5 drills you have 3 available in the warehouse and 2 in storage. If you want to track where your drills are at any given time, the program will inform you of the names of the people who have the 2 drills under guard.

Tool Packages

Packages are sets of tools that are previously stored to facilitate the registration of receipts.

For example, a basic tool kit might consist of a tool box, pliers, a flat and cross screwdriver, a set of spanners, etc.

When generating a receipt document, the user can import any of these stored packages and all the tools contained in the package are automatically loaded into the receipt document.

The tool packages are managed from the auxiliary catalogs, from the main menu enter the module Auxiliary catalogs to add, edit or delete the packages.

Check availability of tools

By availability should be understood the tools that are in the warehouse available to be loaned to a worker. Therefore, it should be understood that tools that are in the safekeeping of other workers are not available until they are returned.

In the module Warehouses You will be able to consult the total stock, available stock and stock on receipt. You can also check the location of the tool within the warehouse.

When entering the module WarehousesIf you have multiple warehouses, select a warehouse. You can check how many tools you have available and
how many tools are in storage, as well as their location in the warehouse.

Check availability of a specific tool

Use the filter tools To search for a specific tool, you will be able to see how many you have available and how many are in storage. For more information, select the tool and open the information panel.

Generation of a return movement

When the employee or worker returns the tool or tools they have in safekeeping, the storekeeper must generate a return movement.

When generating a return movement, the returned tool (s) are once again available for lending to another worker.

To generate a guard movement, access the module Safeguards and returns from the main menu. Then press the tool "Return”To generate movement. Indicate in the window the name of the employee and the program will display the list of tools that said employee has in storage.

Select the tool (s) you are returning, indicate the quantity and press OK.

If the tool you are returning is controlled by serial number, then you will need to enter the serial number.

When finished, you can print a document in which the storekeeper can stamp his signature as proof for the worker that the tool was returned.

Consult receipt movements and returns by employee

Access the module Safeguards and returns from the main menu.

Group the mesh by “Employee” (Factory default) by dragging the column header to the groups section. For more information on how to use the grouping tool, see Group information meshes.

The name of all employees who have or have had one or more tools in storage will appear. Open the group and you will see all the tools that said employee has in storage, as well as the returned tools.

As can be seen, under this option there are tools that are stored and returned tools.

To see exclusively the tools you have in storage, eliminating those records about tools that have already been returned, use the filter option to exclusively see tools that have not yet been returned.

To do this, filter the “Returned” column by checking the box that says “See only data in which the value of the“ Returned ”column is blank.

Check which employees have a specific tool in storage

Access the module Safeguards and returns from the main menu.

Ungroup the mesh using the "Remove Groups" tool.

Locate the tool that you want to consult in the list using the filter tool. For more information on how to use the filter tool, see Filter information meshes.

Once the tool is located, all the employees who have had said tool under protection will appear, even those who have already returned it.

To see only the employees who have that tool on file, use the filter option to only see tools that have not yet been returned.

To do this, filter the “Returned” column by checking the box that says “See only data in which the value of the“ Returned ”column is blank.

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