WAREHOUSE CONSUMPTIONS LIST Window

General Description

The window Warehouse Consumptions List is the module where all the records of products that have left the inventory to be used internally by the company are managed. It works as a master-detail form that presents all the consumptions in a consolidated way, allowing you to view both the headers (general information of each consumption) and the details (products consumed in each document).

This window is the control point from where all the internal consumptions of the business are created, consulted, printed and administered. It is a fundamental tool for internal cost control, since it allows monitoring which products are being used, who consumes them and for what purpose.

What Is a Warehouse Consumption?

A Warehouse Consumption is the document that formalizes the issue of products from the inventory for internal use of the company, without a sale to an external customer. It represents the use of merchandise for the business's own operations, whether for direct consumption, transformation into other products, use in internal processes, or delivery to employees.

Key features:

  • Automatically deducts the stock on hand from the inventory upon finalizing.
  • Generates a record in the Kardex as an issue of merchandise.
  • It can be in open (editable) or closed (finalized) status.
  • It can only be printed when it is closed/finalized.
  • If the products use serial numbers, these remain linked to the consumption.
  • Identifies the third party who receives the consumption (employee, area, vehicle, etc.).
  • Allows assigning costs to different areas or projects of the company.

Window Structure

The window is organized into three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the top there is a real-time search text box. It allows you to type any data (document number, name of the third party who receives, status, or any text contained in the consumptions) and the system filters automatically, showing only the matching elements. When you delete the text from the search box, all the elements are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box, a grid is presented with the headers of all the consumptions. The main columns include:

  • Document: Consecutive consumption number.
  • Third Party receiving: Name of the employee, area, vehicle or machine that receives the consumption.
  • Status: Current status of the document (open, closed, etc.).
  • Total: Total value of the consumption.
  • Date: Document creation date.

When you click on a row, the consumption is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

In the lower part, the detail of the consumption selected in the upper list is shown. Here the consumed products appear with their code, name, quantity, unit value, VAT, subtotal and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the consumptions:

New Consumption: Creates a new consumption document from scratch.

View Consumption: Opens the selected consumption. The behavior depends on the status:

  • If the consumption is open, it allows editing it.
  • If the consumption is closed, it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the consumption from the system. This button is automatically enabled and disabled depending on the status of the selected consumption. It is not possible to delete consumptions that have already been finalized, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When you right-click on any consumption in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the consumptions currently visible in the list. If there are filters applied, only the consumptions that meet those criteria are exported.

View Report

Shows a printable report with the consumptions that appear in the list. If the list has filters applied, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific reports of internal consumptions.

Print

Generates the formal document of the consumption in standard format, ready for filing or internal control. This is a generic print menu that presents the consumption as an internal issue document.

Important about printing: The print button it is only visible when the consumption is closed/finalized. It is not possible to print consumptions that are open or in the process of being edited, since the document must be finalized to be valid as a record.

Filters

Allows applying advanced filtering criteria on the consumption list:

  • By document
  • By third party who receives (employee, area, vehicle)
  • By value greater than (consumptions above an amount)
  • By value less than (consumptions below an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all the consumptions of the production area greater than one hundred thousand made in the month of January.

Remove Filters

Restores the complete view by removing all the applied filters, showing all the consumptions of the system again.

Convert Document

Opens a window that allows transforming the selected consumption into another type of document, keeping all the information. The conversion options are:

  • Supplier quotation
  • Customer quotation
  • Sales Invoice
  • Purchase Order
  • Warehouse consumption (to duplicate the current document)

Edit Notes

Allows opening a window to edit the general notes of the selected consumption.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

Allows viewing and editing the specific notes of that single item of the consumption. The item notes are independent from the general notes of the document.

View Serial Numbers

If the consumed product had serial number usage configured, this option shows which specific serial numbers were the ones consumed in that transaction. It is essential for the traceability of equipment, tools or high-value products delivered to employees.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for the analysis of internal costs. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Consumption report by area:

Apply a filter by third party who receives (select a specific area) and a date filter for the desired period, then click "View Report". The result is a complete report of all the consumptions of that area in the period.

Analysis of high-value consumptions:

Apply a filter of value greater than (a significant amount) to identify the most costly consumptions and generate a report of the most important internal expenses.

Consumptions by employee:

Filter by a specific employee to see all the products they have consumed in a given period, useful for controlling tools or personal supplies.

Fuel consumptions:

Filter by vehicle or by specific product (fuel) to analyze the consumption of the vehicle fleet.

This functionality turns the window into a tool for generating ad-hoc internal cost reports without the need for additional modules.

Differences from Other Document Windows

Although the structure is similar to other document list windows, there are important differences:

Document type:

  • Consumptions: Internal issue documents, they do not generate a sale or an account receivable.
  • Sales Invoices: Formal sale documents, they generate a right to collect.
  • Quotations: Offer documents, they do not affect inventory.

Inventory impact:

  • Consumptions: They deduct stock on hand when completed.
  • Quotations: They do not affect inventory.
  • Invoices: They deduct stock on hand when completed.

Third Party involved:

  • Consumptions: The third party is internal (employee, area, vehicle).
  • Invoices: The third party is an external customer.
  • Quotations: The third party is an external customer.

Purpose:

  • Consumptions: Control of internal use and cost allocation.
  • Invoices: Sales recording and revenue generation.
  • Quotations: Commercial proposal before the sale.

Record Limit and Performance

The number of items that appear in this window is limited by default to the last two years, just like all the document list windows in Kardex Tauro. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Create Warehouse Consumption Window:

It is the operating window where individual consumptions are created and edited. From the list you access it through the "New Consumption" or "View Consumption" buttons.

Inventory Window:

Consumptions that are finalized automatically deduct the stock on hand in the Inventory. The consumed products are no longer available.

Kardex Window:

Each finalized consumption generates an outbound movement in the Kardex, keeping complete traceability of the products that leave the inventory for internal use.

Third Parties List Window:

It provides the information of the employees, areas, vehicles, or machines that appear as recipients of the consumptions.

Serial Numbers List Window:

It allows you to query the specific serial numbers consumed in each document, useful for tracking tools or equipment delivered to employees.

Production Orders Window:

Consumptions linked to production orders also appear in this list, but they are grouped and related to the corresponding production order in the Production Orders List window.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific consumptions when some reference data is known, such as the name of the employee or area.

Take advantage of the stackable filters:

Combine multiple filters to generate specific consumption reports by area, employee, period, or amount. Filters are the key to precise internal cost analysis.

Use "View Report" for cost analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria. Ideal for internal expense review meetings.

Finish consumptions before printing:

Remember that only closed/finalized consumptions can be printed. Finalize the document before attempting to generate the document for filing.

Document the purpose of the consumption:

Use the document notes to record the reason for the consumption (maintenance, production, sample, etc.). This information is valuable for cost analysis.

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Analyze consumptions by area or employee:

Use the filters to identify which areas or employees consume the most resources, allowing you to optimize the use of supplies.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Respect the status of consumptions:

Remember that closed consumptions cannot be edited. If you need to modify a finalized consumption, you must create a new one or make adjustments through other mechanisms.

Delete only consumptions in an appropriate status:

The Delete button only works for consumptions that have not been finalized. Respect this restriction to maintain historical integrity.

Train staff in the use of filters:

Filters are a powerful tool for cost analysis. Make sure all personnel who need to generate reports know how to use them correctly.

Control high-value consumptions:

Use amount filters to identify costly consumptions and evaluate whether they are necessary or whether there are more economical alternatives.

Track tools and equipment:

If you deliver tools or equipment to employees, use consumptions with serial numbers to keep control of which employee has which tool.

Integrate consumptions with budgets:

Use the consumption reports to compare against budgets assigned to each area or project.

Periodically review consumption patterns:

Analyze recurring consumptions to identify opportunities for optimization or expense reduction.

Kardex Tauro - Professional Inventory Management System

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