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Restrict inventory item to certain projects

  • 6 November 2023
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Is there a way to restrict inventory id to certain projects.  we use non-stock inventory items to purchase item to projects or service orders.  Service orders use a specific inventory id so it will direct the costs to the proper gl account for service orders.  We have another inventory id used for purchases to projects to direct those costs the a gl account for projects.  the problem we are having is that technicians are not using the correct inventory id, the the costs are going to the wrong GL account.  any ideas on how we can restrict what inventory items can be used where?  My first thought was to only allow the service order id to only be allowed to project x and the project id to not be allowed to project x, but I can’t find a way to restrict it.   This situation is really causing a lot of reclassifying of transactions.  please help.

Andrew

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Best answer by iqraharrison 7 November 2023, 04:39

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Kandy Beatty
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HI @andrew15 

There is no restriction ability for certain projects but you could do row level security for items and restrict based on user. You could only allow the tech to see and use certain items. Other than that, you would need a customization. 

 

Kandy ~ If a member helped you, please *Like* their post, and if a member provided an answer to your question, please mark it as *Best Answer*.
Laura02
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Hello @andrew15 ,

I see your question is about non-stock items, but I’m wondering whether Stock Items may help solve your need.

Do you have the Inventory module, with Stock Item capability?  Perhaps your team can consider using Stock Items with Project-specific Warehouse Locations alongside your non-stock items as a way of controlling where the items are used and to what accounts transactions are posted. When Stock Items are assigned to a project location, those items are earmarked for a certain project and cannot be used for other purposes. For example, project inventory can’t be added to a Service Order.

Ask your VAR, and look for You Tube videos for more information about Project Inventory.

 

Laura

 

 

Laura ~ Klear Systems, Inc. Irvine, CA. ~ AUG Forums Episode130 ~
iqraharrison
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@andrew15 not sure if this will help but what about including something in the name of the non-stock item for users to visually see.  for instance, using P as the prefix for all project related nonstock items and S for service items?  other than that, i think row level security may be your best bet or a customization as Kandy stated! good luck!

Iqra ~ If a member helped you, please *Like* their post. If a member provided an answer to your question, please mark it as *Best Answer*.
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@andrew15 not sure if this will help but what about including something in the name of the non-stock item for users to visually see.  for instance, using P as the prefix for all project related nonstock items and S for service items?  other than that, i think row level security may be your best bet or a customization as Kandy stated! good luck!

We do this now.  projects use “Jobmaterial” and service orders use “pservmat”, or “hvacservmat”, but he technicians move from jobs to service or back so much they are either choosing the first item they find or just don’t think as they are in too much of a hurry.  just looking to see if I missed something in order to do this.

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The restriction ability for certain projects and project quotes seem to be limited.

Row level security is very effective for GL, Vendor and customer access but does not seem to apply to Project Quotes. Please confirm if you have been able to supply a solution to restrict users from adding non-stock items to project quotes that result in the Project.

Retha

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There is no solution for this.   Right now when a tech makes a PO for a service order and they use a project code (which is wrong) we create a new PO for the proper code and cancel the orignal PO.  we then revere the AP bill that was applied and reenter to the proper PO.  Same is true the other way except sometime we can just change the code on the PO which saves some time.  The main problem we are finding is that the mobile app is not user friendly, so they end up using the first code they find and this causes the error.

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