WAREHOUSE CONSUMPTIONS Window

General Description

The window Warehouse Consumptions is the module where product outflows from inventory for the company's internal use are recorded. This window fulfills three functions depending on the document status: create new consumptions from scratch, edit existing consumptions that have not been finalized, or view already closed consumptions in read-only mode.

This window has the same form, structure and procedure as the Customer Quotations window, following the same design pattern as all document creation windows in Kardex Tauro. However, it presents important differences in its purpose and effects, since a consumption represents the internal use of products and not a commercial proposal.

What Is a Warehouse Consumption?

A Warehouse Consumption is the document that formalizes the outflow of products from inventory to be used internally by 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:

  • When finalizing it, automatically deducts the stock on hand from inventory.
  • Generates the corresponding entries in the Kardex as a merchandise issue.
  • It does not generate accounts receivable or payable.
  • Validates that products are available in inventory before allowing the consumption.
  • It can only be printed when it is finalized (closed).
  • If the products use serial numbers, these remain linked to the consumption.
  • It requires identifying a third party who receives the consumption (employee, area, vehicle, etc.).

Types of consumptions recorded here:

  • Office material consumed by administrative areas
  • Cleaning supplies used in maintenance
  • Packaging and packing materials used in dispatches
  • Raw materials used in the manufacturing of products
  • Fuel consumed by company vehicles
  • Spare parts used in equipment maintenance
  • Products delivered as free samples
  • Food and beverages consumed in the office
  • Tools or equipment delivered to employees for their use

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

At the top there is a double selector that identifies the two actors involved in the consumption:

Recipient Selector:

Allows selecting the employee, area, vehicle, machine or third party who receives the products in consumption. The selector works in three complementary ways:

  • Text field: The third party's code can be typed directly.
  • Search button: Clicking the button with the magnifying glass icon opens a dialog box where the third party can be searched for and selected from a complete list.
  • Name label: It automatically shows the name of the selected third party.

Requester Selector:

Allows identifying which person or area is requesting this consumption. It works the same way as the previous selector, with a text field, magnifying glass button and name label.

Real-time validation:

If a nonexistent third party code is typed in either of the two selectors, the field turns red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Mandatory requirement:

Both third parties are required to perform the consumption: the one who receives and the one who requests. Without both, the system will not allow the document to be saved.

Upper Zone - Document Information

Document number:

  • When a new consumption is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

Allows setting the consumption date. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button starts the process of saving and finalizing the document.

Central Product Grid

Central Zone - Consumed Products List

In the center of the window there is a grid where the products being consumed are shown. The grid columns are:

  • Code: Unique identifier of the product.
  • Name: Product description.
  • Quantity: Number of units being consumed.
  • Amount: Unit value of the product.
  • Total IVA: IVA amount in money.
  • Total: Total value of the product including IVA.
  • Subtotal: Value of the product before IVA.

By default, this grid appears empty when a new consumption is created. Products are added using the controls located at the bottom.

Add Products to the Consumption

Bottom Left Zone - Product Selector

To add products to the consumption, the controls located at the bottom left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete drop-down list.

Units field:

Numeric field where the number of units to be consumed of the selected product is typed.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. Enter the number of units to be consumed.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

Stock on hand validation:

The system automatically validates that products are available in inventory. If an attempt is made to type a quantity greater than the available stock on hand, the control turns red, indicating that more cannot be consumed than is on hand. This validation prevents consumptions of unavailable products.

Existing product validation:

If the code of a nonexistent product is entered in the selector, the control turns red, indicating that this product does not exist in inventory. This visual aid prevents typing errors.

Editing Products in the Grid

Once the products have been added to the central grid, it is possible to modify their information before finalizing the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Select the product by clicking on it in the grid.
  2. Double-click the "Quantity" column.
  3. A small window is displayed where the new number can be written.
  4. The system validates that the new quantity does not exceed the available stock on hand.
  5. Totals are recalculated automatically.

Amount and IVA editing:

The unit value and the IVA percentage of each product can be modified by double-clicking the corresponding columns. When any of these values is changed, the system automatically recalculates the subtotals, IVA and totals of the product and of the entire document.

Financial Information of the Consumption

Lower Right Zone - Financial Summary

To the right of the product selector, the consolidated financial information of the consumption is shown. This information is simple and direct:

  • SubTotal: Total value of the consumed products before IVA.
  • Total Consumption: Final value of the consumption including IVA.

Differences with other windows:

In the consumption, the following are NOT displayed:

  • Detailed taxable base.
  • Discount information (unless specifically applied).
  • Payment information, cash, credit or change (there is no financial transaction with external third parties).

These totals are automatically recalculated every time the quantities, values or IVA of the products in the grid are modified.

Saving and Finalizing the Document

The saving process is similar to that of other windows: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

"Finalize Warehouse Consumption" Window

This pop-up window presents the following options:

Information displayed:

  • The Total of the Consumption for informational purposes.
  • NO payment information is displayed (cash, credit, change) because a consumption does not generate financial transactions with external third parties.

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The document can be printed.
  • The stock on hand is automatically deducted from inventory.
  • The corresponding entries are generated in the Kardex.
  • The document is ready for filing and internal control.

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • It cannot be printed.
  • It does not affect inventory or Kardex yet.
  • Useful when the consumption is incomplete or additional information is being awaited.

Critical implications of the choice:

The decision between finishing now or later is fundamental because it determines whether the inventory and the Kardex are updated:

  • If it is finished later, the document remains editable but has no effect on the inventory or the Kardex. The products are not deducted until it is finalized.
  • If it is finished now, the document is locked for editing and the inventory and the Kardex are automatically updated. The products are deducted and recorded as consumed.

Recommendation:

You should only choose "Finish now" when you are completely sure that all the consumed products are correctly recorded and the physical inventory matches what is going to be recorded in the system.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent code for the receiver or the requester is typed, the field immediately turns red.
  • This validation also runs before saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • If a nonexistent product code is typed, the control turns red.
  • The product selector with the magnifying glass only shows valid products.

Stock on hand validation:

  • The available quantities in inventory are validated.
  • More units cannot be consumed than are available.
  • If an attempt is made to type a quantity greater than the stock on hand, the control turns red.
  • This validation prevents consumptions of unavailable products.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Amount validation:

  • Unit values must be valid numbers.
  • IVA percentages must be within valid ranges.

Validation on finalizing:

  • The system verifies that there is at least one product in the consumption before allowing finalization.
  • All totals are recalculated to guarantee consistency.
  • It is validated that the two mandatory third parties (the receiver and the requester) have been captured.

Typical Workflow

The complete process of creating a warehouse consumption follows these steps:

Step 1: Identify the actors

  • Open the "Warehouse Consumptions" window.
  • Select who receives the consumption (employee, area, vehicle) using the text field or the magnifying glass button.
  • Verify that the name appears correctly (field without a red background).
  • Select who requests the consumption.
  • Verify that both third parties are correctly identified.

Step 2: Add products

  • For each product to be consumed:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that the code is valid (no red background).
    • Enter the number of units to be consumed.
    • Verify that the quantity does not exceed the available stock on hand (no red background).
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Adjust information

  • Review the central product grid.
  • If necessary, double-click quantities, values or IVA to edit.
  • Verify that the totals (SubTotal and Total Consumption) are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The "Finish Warehouse Consumption" window opens.

Step 5: Decide the document status

  • If the consumption is incomplete: Choose "Finish later" to continue editing later.
  • If the consumption is complete and you want to process it: Choose "Finish now" to close the document, deduct the inventory and generate the entries in the Kardex.

Step 6: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • The inventory is automatically updated with the deduction of the consumed products.
    • The entries are generated in the Kardex.
    • The document can be printed for filing.

Relationship with Other Windows

Warehouse Consumptions List Window:

Shows all the consumptions created, allowing searching, filtering, viewing, printing and deleting consumptions. It is the management center of the internal consumption process.

Inventory Window:

It is automatically updated when a consumption is finalized, deducting the stock on hand of the consumed products. The consumed products are no longer available.

Kardex Window:

Automatically records the outbound movement when a consumption is finalized, maintaining complete traceability of the products that leave inventory for internal use.

Third Parties List Window:

Provides the list of employees, areas, vehicles or machines used in the selectors of this window.

Serial Numbers List Window:

If the consumed products use serial numbers, the serial numbers captured during the consumption are recorded and can be consulted from this window.

Production Orders Window:

Consumptions linked to production orders can also be recorded from this window, although they are generally managed from the Production Orders List window.

Usage Recommendations

Always verify the third parties

Before adding products, make sure that both the receiver and the requester are correctly selected. Observe that the fields do not have a red background, which would indicate nonexistent codes.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a third party or product, use the magnifying glass button to search by name. It is more practical and avoids typing errors.

Respect the stock on hand validations

If the control turns red when typing a quantity, it means that there is not enough stock on hand. Do not try to force the system; verify the real inventory or adjust the quantity.

Document the purpose of the consumption

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

Add products accurately

Carefully verify the quantities before adding each product. Although they can be edited later (if the document is not finalized), it is more efficient to do it correctly from the start.

Edit directly in the grid

Take advantage of the double-click functionality to edit quantities, values and IVA directly in the central grid. It is faster than deleting and re-adding products.

Review the totals before saving

Make sure that the SubTotal and Total Consumption correctly reflect the consumed products. These values will be the ones recorded in the Kardex.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later.
  • Choose "Finish now" only when the consumption is complete and you want to process it immediately.
  • Remember that only upon finalizing is the inventory deducted and the entries generated in the Kardex.

Print the document for filing

Once finalized, print the consumption for physical filing as support for the internal movement.

Do not finalize prematurely

If you have doubts about any product, quantity or value, it is better to save with "Finish later" and review before definitively processing the consumption.

Keep traceability of serial numbers

If the consumed products use serial numbers, make sure to correctly capture the serial numbers during the consumption process to maintain complete traceability of equipment or tools delivered to employees.

Train the staff

Make sure that all employees who record consumptions understand how the system works, the automatic validations and the importance of correctly documenting the purpose of the consumption.

Analyze consumptions periodically

Use the "Warehouse Consumption List" window to analyze consumption patterns by area, employee or product type. This allows identifying opportunities for optimization and cost control.

Implement authorization controls

Establish clear policies about who can authorize consumptions, especially for high-value products or significant consumptions.

Reconcile consumptions with physical inventory

Periodically verify that the recorded consumptions match the real physical inventory, especially for high-value or operation-critical products.

Use consumptions for tool control

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

Document vehicle consumptions

For fuel, spare parts or vehicle maintenance consumptions, clearly document the specific vehicle and the purpose of the consumption for operating cost analysis.

Integrate consumptions with budgets

Use the consumption reports to compare against budgets assigned to each area or project, facilitating budget control.

Kardex Tauro - Professional Inventory Management System

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