4. Operations

This chapter elaborates upon the operations which can be performed using the function present as part of the Instruments Inventory Tracking (IV) module of Oracle FLEXCUBE. These operations have been elaborated upon in the sections given below.

This chapter contains the following sections:

4.1 Request Stocks

This section contains the following topics:

4.1.1 Requesting Stocks

The ‘Request Stocks’ function allows requests to be placed by various departments to the Inventory branch for ordering of stocks. This request is logged and monitored at the inventory branch and an actual order is placed later.

The Request Stocks function records the request for replenishment of stock at the branches. After the inputs are accepted and validated, an indent request reference number is generated for future tracking of this request. The requests are logged and status updated as ‘Open’.

To invoke this screen, enter ‘IVDTXNIR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

The details you need to specify in the above screen are given below.

Request Stock Number

Request stock number is generated by the system, upon Save, and is displayed for further tracking of the request status.

Requesting Branch

Select, from the adjoining list of options, the branch code of the branch for which this request is being made.

Note

If the Requesting Branch is different from the logged-in branch then the logged-in branch should be the inventory branch for request operation.

Stock Catalog Code

Select, from the adjoining list of options, the stock catalog code of the instrument being requested. Once you specify the stock catalog code, the following details are displayed:

Quantity

Specify here the quantity being requested.

Request Type

Can be a regular request ‘R’ or an ad-hoc request ‘A’.

Total Value

For stocks that are tracked by denominations, total value is calculated by multiplying quantity with the denomination value.

For stocks that are not tracked by denomination (denomination value as ‘zero’), the total value will be same as quantity.

Remarks

This is a free-text field where you can either justify the need for an ad-hoc request for inventory or provide general remarks. This field is mandatory for Ad Hoc requests and optional for regular requests.

Request For

Use this field to indicate if this indent request is for ‘Purchase’ or ‘Issue’. No system processing logic is associated with this field.

Status

The system specifies one the following statuses for stock requests:

Quantity Issued/Ordered/Received

Displays the quantity ordered, received and issued against this instrument request.

Order/ Receive/Issue Details

These sections display the order/receive/issue logs, respectively, for the indent request. Each record under the sections display the following details:

Click ‘Detail’ button to view the detailed screen for order, issue and receive stocks.

For request closure operation, the request should not be part of any order/ issue transaction. If stock is ordered for this request, then the order transaction has to be closed before closing the request stock transaction. If an issue is made against the request then the request stock transaction cannot be closed.

Note

For request stock transaction, re-open operation is not supported.

4.1.2 Request Stocks Summary Screen

You can use the ‘Request Stocks Summary’ summary screen to query for Request Stocks records by specifying the following parameters:

The summary screen displays only the requests logged in the current branch.

To invoke the ‘Request Stocks Summary’ screen, enter ‘IVSTXNIR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.2 Bulk Request Stocks

This section contains the following topics:

4.2.1 Bulk Request for Stocks

You can use the ‘Bulk Request Stocks’ screen for recording multiple requests at the same time. These requests can be for different stocks, denomination and requesting branch.

The ‘Bulk Request for Stocks’ function records the multiple requests for replenishment of stock at the branches. After the inputs are accepted and validated, the system generates a bulk request stock number and an individual request stock number for all future tracking of this request.

To invoke the ‘Bulk Request Stocks’ screen, enter ‘IVDTXNBR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

The Bulk Request Stock Number and the Request Stock Number for individual records will be generated by the system and displayed for further tracking of the request status. Bulk request number gets generated upon Save of the transaction. Upon authorization of bulk requests, system generates an auto-authorized individual request stock transaction.

You need to specify the following details in the above screen.

Bulk Request Type

Specify whether the request is a Regular or an Ad-hoc request.

Remarks

Here you may provide general remarks or remark the need for an ad-hoc request for inventory. This field is mandatory for Ad Hoc requests.

Request For

Indicate if this request is for ‘Purchase’ or ‘Issue’. No business logic is associated with this field.

Requesting Branch

Select, from the adjoining list of options, the branch code of the branch for which this request is being made. Requesting branch should be a valid branch code. If the requesting branch is different from the logged-in branch then the logged-in branch should be the inventory branch for request operation.

Stock Catalog Code

Select, from the adjoining list of options, the stock catalog code of the instrument being requested. Once you specify the stock catalog code, the following details are displayed:

Quantity

Specify here the quantity being requested.

Total Value

For stocks that are tracked by denominations, total value is calculated by multiplying quantity with the denomination value.

For stocks that are not tracked by denomination (denomination value as ‘zero’), the total value will be same as quantity.

The system will not allow modification of an authorized record. Once the bulk request is authorized, further tracking can be done only from individual Request Stock screens. Unauthorized bulk requests can be tracked/modified only from the Bulk Request screen.

In Bulk Request Mode, closure operation is not supported. Only individual request has to be closed using request stock screen provided order operation is not done for that particular request.

Note

For bulk request stock transaction, re-open operation is not supported. System will not al­low modification of an authorized record. Once the bulk request is authorized, further tracking will be facilitated only from the individual request stock screen. Unauthorized bulk request can be tracked/modified only from the bulk request screen.

4.2.2 Bulk Request for Stocks Summary screen

You can use the ‘Bulk Request for Stocks - Summary’ screen to query for Bulk Request records, by specifying the following parameters:

The system will display only the bulk requests logged in the current branch.

To invoke the ‘Bulk Request Stocks - Summary’ screen, enter ‘IVSTXNBR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.3 Order Stocks

This section contains the following topics:

4.3.1 Ordering Stocks

You can use the ‘Order Stocks’ screen, to place purchase orders to suppliers, by considering the current stock levels in the inventory branch and the requests received from various branches.

The details of the purchase order are captured and tracked for receipt.

To invoke this screen, enter ‘IVDTXNOR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

The details you need to specify in the above screen are explained below.

Order Stock Number

The Order Stock Number is generated, upon Save, for all future tracking of the status of the purchase order.

Request Stock Number

All purchase orders are placed against indent requests received from branches. So, for each purchase order, the indent request reference is accepted as input and the details are automatically displayed. Multiple indent requests can be combined in a single purchase order.

The Request Stock Number should be valid and should not be in ‘Completed’ status. All indent requests in an order stock transaction should have the same inventory branch for receiving stocks.

Use the adjoining list to specify the Request Stock Number.

Supplier Code

Select, from the adjoining list of options, the supplier code.

Requesting Branch

This field displays the list of branches for which the logged-in/current branch is the inventory branch for Order Stock operations.

Stock Catalog Code

Select, from the adjoining list of options, the stock catalog code.

You can now query, by clicking ‘Query’ button, the list of unfulfilled indent requests based on the Request Stock Number/ Stock Catalog Code/ Supplier Code / Requesting Branch specified.

When queried based on the Supplier Code, all indent requests which can be serviced by the selected supplier and ordered by the current branch will be displayed.

Series Number

You may specify here a separate series that is normally pre-printed on an entire book or pad of stationery. Series number will be accepted only for Traveller’s Cheques.

Start Number and End Number

Record the start/end number of the ordered stocks here. If auto-serial number is set for the stock code then the system will auto-generate the start and end numbers. Otherwise, the system allows to input start number only and end number gets defaulted based on the value provided for the quantity.

Quantity

You can modify the quantity of stocks ordered. It should be positive-non-zero value and should be less than or equal to the unfulfilled quantity of the request.

Total Value

This value is computed based on denomination value, quantity and denomination tracking indicator.

Upon confirmation of order details status of the indent requests that form part of the purchase order is updated to ‘In Progress’.

For order closure operation, the order should not be part of any Receive Stock transaction.

For order stock transaction, re-open operation is not supported. System will not allow modification of an authorized record, it can only be closed.

4.3.2 Order Stocks Summary Screen

You can use the ‘Order Stocks Summary’ screen to query for Order Stocks records, by specifying the following parameters:

To invoke the ‘Order Stocks Summary’ screen, enter ‘IVSTXNOR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.4 Receive Stocks

This section contains the following topics:

4.4.1 Receiving Stocks

You can use the ‘Receive Stocks’ screen for recording of inventory added to your existing stock. The receipt of stocks would be against a purchase order reference, which in turn would be based on an indent request from branch. This reference number can be used to quickly update the receipt of stocks.

To invoke the ‘Receive Stocks’ screen, enter ‘IVDTXNRO’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

This function updates the balance in hand for the stocks that are received. It also updates the status of the purchase order. Received stocks can be issued against a request or can be transferred to another branch and then issued.

You need to specify the following details in the above screen.

Order Stock Number

Since stocks are received against purchase orders, this screen accepts the order stock number as input.

All un-fulfilled purchase orders, which can be processed by the logged-in branch, are available in the adjoining list of values for selection. When the purchase order reference is selected, all the relevant details of the order are displayed. You can then proceed to modify quantities and accept receipt.

Supplier Code and Inventory Branch

Supplier Code And Inventory Branch will be defaulted based on the order stock number. By default, all new inventory received is logged under the inventory branch which ordered the stocks. After that when transfer happens, the location of the inventory automatically changes.

Quantity

For the first stock receipt against the specified order number, the ordered quantity will be defaulted here.

For subsequent receipts the system will not default the quantity. You will need to manually specify it. The Quantity specified cannot be more than what was ordered in the purchase order.

Series Number, Start Number and End Number

The series number cannot be modified. You can modify the start number, but the same should be within the range specified during the order. The End Number will be defaulted based on the quantity received.

Total Value

This is computed based on denomination value, quantity and denomination tracking indicator. For stocks that are tracked by denominations, Total Value is calculated by multiplying the received quantity with the denomination amount

Note

4.4.2 Receive Stocks Summary Screen

The ‘Receive Stocks Summary’ screen can be used to query for Receive Stocks records, be specifying the following parameters:

To invoke the ‘Receive Stocks Summary’ screen, enter ‘IVSTXNRO’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.5 Issue Stocks

This section contains the following topics:

4.5.1 Issuing Stocks

You can use the ‘Issue Stocks’ screen for the distribution of existing inventory to the various departments within the bank. Stocks are issued against indent requests from branch. This reduces the stock in inventory branch and the stock quantity is tracked against the specified re-order level.

To invoke the ‘Issue Stocks’ screen, enter ‘IVDTXNRI’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

The ‘Issue Stocks’ function acts like a transfer transaction of stocks between Inventory branch and requested branches. It increases the balance in hand at branches for the stocks that are issued and decreases the same simultaneously at the Inventory location. It also updates the status of the indent request.

The above screen is detailed below.

Request Stock Number

Since stocks are issued against indent requests, this screen accepts the Indent Request reference number as input. All un-fulfilled indent requests are available in a pick list for selection.

Stock Catalog Code and Requesting Branch

You can also perform the query by specifying the Stock Catalog Code and Requesting Branch.

You can then modify the quantities, record the respective instrument numbers and issue the stocks.

Quantity

The quantity that was requested is defaulted. You may modify the quantity issued for the denomination, if needed. However the quantity cannot be more than what was requested in the indent request.

Series number, Start number and End number

The series number cannot be modified. You can modify the start number, but the same should be within the range as per the balance availability. The end number will be defaulted based on the quantity received.

Total Value

This value is calculated based on issued quantity, denomination value and denomination tracking indicator.

Note

The Quantity Issued and Start Number are the only fields that can be modified.

When a request indent is queried, all the items in the request indent are displayed and system allows modification of certain fields as mentioned above. All new issues are automatically logged under the branch location that requested for it.

An indent request may be serviced by existing stocks or against new purchase orders. For stocks that are tracked by denominations, total value is calculated by multiplying received quantity by the denomination amount.

Note

For issue stock transaction, close and re-open operation are not supported. System will not allow modification of an authorized record.

4.5.2 Issue Stocks Summary screen

You can use the ‘Issue Stocks Summary’ screen to query of Issue Stocks records, by specifying the following parameters:

To invoke the ‘Issue Stocks Summary’ screen, enter ‘IVSTXNRI’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.6 Adjust Inventory Balance

This section contains the following topics:

4.6.1 Adjusting Inventory Balance

You can use the ‘Adjust Inventory Balance’ screen for any adjustments to be made after an issue or receipt of inventory. These adjustments may be needed when returning certain items from the vendor or when the bank’s departments return them to the main inventory control.

To invoke the ‘Adjust Inventory Balance’ screen, enter ‘IVDTXNAS’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

The above function changes the current location and status of the instruments. The Adjustment Stock Number is automatically generated by the system. Specify the following details in the above screen.

Type of Adjustment

Select the Adjustment Type from the adjoining drop-down list. Adjustment Type can be one of the following:

The system performs the following validations based on adjustment type entered:

Date

The system displays the current system date maintained in the system.

Stock Catalog Code

Specifying the Stock Catalog Code here by selecting it from the adjoining list. You can then modify quantities, record respective serial numbers and change the start numbers if needed.

Once you have specified the Stock Catalog Code, the following details are displayed:

Quantity

The quantity issued is defaulted. You may modify the quantity issued for the denomination, if needed. However the quantity cannot be more than what was issued.

Series number, Start number and End number

You may specify the Series Number here. You can also modify the start number, but the same should be within the range as per the balance availability. The end number will be defaulted based on the quantity.

Total Value

This value is calculated and displayed based on quantity and denomination value and denomination tracking indicator. For stocks that are tracked by denominations, total value is calculated by multiplying received quantity by the denomination amount.

Remarks

You can enter free text here to describe the need for adjustment.

From Branch and To Branch

Specify the From Branch and To Branch for stock adjustment. Note that:

Instruments should be available in the branch mentioned in ‘From Branch’.

All instruments must have valid series, start and end numbers along with the above validations.

For stock adjustment transaction, close and re-open operation are not supported. System will not allow modification of an authorized record.

For Millionaire Instruments transfer, adjustment types ‘MC - Branch to User’ and ‘MC – User to Branch’ are used for stock codes with instrument type as ‘Millionaire Certificate’.

Maintain Home branch of the customer as ‘From Branch’ and ‘To Branch’.

User

Specify a valid application user maintained in the system to perform the transfer of instrument who has a Till attached for the respective Branch.

For adjustment types ‘MC - Branch to User’ and ‘MC – User to Branch’, User Id is mandatory.

If the adjustment type is 'MC - Branch to User', then you have to maintain an adjustment inventory balance record before issuing the term deposit certificates.

Note

For status change of a denominated deposit certificate before issuance of a denominated deposit, you need to use the ‘Adjust Inventory Balance’ screen only if the ‘Allow Inventory Tracking’ check-box in the ‘Bank Parameters Maintenance’ screen (STDBANKP) is checked.Once the denominated deposit certificates are issued, there will be no further sta­tus update in Inventory module for the certificates. The status tracking and changes will be done using the STDCUSTD screen.

Reason

Specify the reason for performing inventory balance adjustment. Alternatively, you can select the reason from the option list. The list displays all valid reason codes maintained in the system.

4.6.2 Adjust Inventory Balance Summary screen

You can use the ‘Adjust Inventory Balance Summary’ screen (IVSTXNAS) to query for Adjustment Stock records, by specifying the following parameters:

To invoke the ‘Adjust Inventory Balance Summary’ screen, enter ‘IVSTXNAS’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

4.7 Confirm Receipts

You can use the ‘Confirm Receipts’ function to acknowledge the physical receipt of stock which is issued or transferred (Stock adjustment – returned to the inventory) to the current branch. Instrument receipt confirmation marks the instrument as available for issue to customers.

To invoke the ‘Confirm Receipts’ screen, enter ‘IVDCONFR’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

You can query for and retrieve the stocks to be confirmed / rejected based on the Stock Catalog Code, Denomination ID and Reference Number.

Stock Catalog Code

You can perform a query based on the Stock Catalog Code.

Reference Number

Specify the issue/transfer stock transaction number. Only stock transactions which are issued or transferred to the current branch will be displayed. Reference number should be a valid issue stock transaction number or adjustment stock transaction number with type of adjustment as ‘Returned to the inventory’.

Upon specify the Stock Catalog Code, the following details are displayed:

Inventory Branch displays the current branch.

Once you have specified the Stock Catalog Code, and if needed the Reference Number, click ‘Query’ button. Upon querying, the system displays only the stock details which are yet to be accepted by the current branch. System will not display the stock details which are already accepted or rejected. This function does not log the transaction details in the Audit Trail. System will log the confirm receipt transaction details (with user-id and transaction date timestamp) separately.

Transaction Details - Status

Specify the status here. You can either accept or reject the instrument. Upon accepting the instruments, it will be made available for issue to customer. If user rejects the stocks then the status of the instrument will be marked as ‘Lost’.

The Instrument Receipt Confirmation marks the instrument as available for issue to customers.

No authorization is required for Confirm Receipts transactions. Upon Save, the balance gets updated for that particular stock code.

4.8 Balance On Hand Inquiry

You can use the ‘Balance on Hand Inquiry’ screen to view the current balance stock in a denominations and serial numbers wise break down. The query results are based on the requesting Branch.

To invoke the ‘Balance on Hand Inquiry’ screen, enter ‘IVDBALIN’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

Branch code

Specifies the branch for which the query is requested.

Stock code

Specifies the stock code for which the balance is requested.

The query results will be for the requesting branch code. This function allows inquiry operation only. The respective branch’s current balance for each type of stock catalog will be displayed with the breakdown of denominations and value for each denomination.

When the user clicks on the ‘Details’ button for a stock catalog code, the denomination-wise balance units will be displayed for each series, along with the total value in each series and stock status.

Valid values of stock status are:

Stock Balance Details

The following fields are displayed in multiple rows:

For every Stock Balance Details records, click the ‘Details’ button alongside to view the Denomination Details.

The Denomination Details screen displays the following information as part of Balance Details for a particular Denomination:

4.9 Stock Transactions Inquiry

You can use the ‘Stock Transactions Inquiry’ screen to query on the transactions that have happened on a stock code during a period.

This function allows Inquiry operation only. It displays all the transactions that have happened in the branch for the specified stock within the specified date range.

To invoke the ‘Stock Transactions Inquiry’ screen, enter ‘IVDSTKIN’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

Branch code

Specify a valid branch code here.

User ID

Identify the user (maker-id) for which the query is requested. If the User Id is left blank it will show the transactions for all users within that branch.

User id will be validated against the user profile for existence.

Stock catalog code

Specify the stock code for which the query is requested. Stock catalog code should be a valid stock code in stock catalog master.

From Date

Specify the starting date of the period for which the query is done.

To Date

Specify the ending date of the period for which the query is done.

The ‘To Date’ should be greater than or equal to ‘From Date’. Both dates cannot be greater than the application date.

Transaction Type

This input can be used to further narrow down the query results or display all transaction types. It can be chosen to display all receipts, all issues or the full transaction set.

Type of transaction should be ‘R’ – receipts, ‘I’ – issues and ‘A’ – all.

After the query input fields are validated, the following fields are displayed in the input frame.

Note

For denominated deposit certificates, the Stock Transaction Inquiry screen (IVDSTKIN) provides the transaction details only till the issuance of the certificates to a deposit ac­count. Once the certificate is issued, there will be no further update on the status of the certificate available from this screen.

4.10 Usage Pattern Analysis

You can use the ‘Usage Pattern Analysis’ screen to query and display the details of stock usage across periods.

To invoke this screen, enter ‘IVDUSPIN’ in the field at the top right corner of the Application Toolbar and then click the adjoining arrow button.

This function allows Inquiry operation only. This function displays the denomination-wise balance on hand and the quantity utilized for the specified date range with the frequency-wise break down. If frequency is monthly then it’s advisable to give the start of the month as ‘From Date’ otherwise system derived ‘From Date’ and ‘To Date’ may not be synchronized.

Type of analysis

Type of analysis can be Issue or Receive. Specify one from the following:

From date and To date

Specify here the date range for the inquiry.

Frequency

For usage pattern analysis, stock usage within the specified date range will be grouped based on pre-defined frequencies (viz. Weekly, Fortnightly, Monthly, Quarterly, Half-yearly and yearly).

Balance On Hand

Balance on hand displays the current balance of the stock and denomination.

Quantity

Quantity displays the usage level per frequency.

The above inquiry is based on the requesting branch, stock code, date range and type of analysis. All the stock issues/receipts made by requesting branch, during the date range, will be grouped under a pre-defined frequency and displayed.

4.11 EOD Processing

The following EOD activities will be present in the End of Financial Input group.

This section contains the following topics:

4.11.1 Re-order Level Alerts

EOD processing will fetch the re-order level and the re-order quantity from the Stockflow Definition (if available) or Stock Catalog Master Definition. For an inventory branch, levels maintained at Stockflow Definition will supersede the levels specified in stock catalog master definition. For a non-inventory branch, system will apply the levels specified in Stock Catalog Master Definition.

System will calculate the balance on hand for each stock code and denomination. System will compute the projected quantity to be received from inventory branch (unfulfilled request quantity).

If the sum of balance on hand and projected quantity is less than or equal to the re-order level then system will generate an auto-authorized Request Stock transaction for the specified re-order quantity with Transaction Date as next working date.

Re-order Alert will be logged in the system, and can be viewed using BI reports.

4.11.2 Excess Level Alerts

EOD processing will fetch the excess level from the Stockflow Definition (if available) or Stock Catalog Master Definition. For an inventory branch, levels maintained at Stockflow Definition will supersede the levels specified in Stock Catalog Master Definition. For a non-inventory branch, system would apply the levels specified in Stock Catalog Master Definition.

System will calculate the balance on hand for each stock code and denomination. If balance on hand is greater than the excess level then the system will log an excess level alert. BI reports can be used to view the logged alerts.