This transaction is designed to complete an audit of items by AREA or by a CUSTODIAN. When either Area or Custodian is selected, the Unit Validation grid is populated based on the expected items. All expected item records are set with a validation status of ‘Not Set’. The expected units are logged after the first user enters the criteria. The create date and the area or custodian will be used to identify creating the initial unit validation log. If the area or custodian is selected on a different date, a new expected units log will be created for that day.
For AREA, items returned will include items with a status of Available, Received, Deployed, Out of Service, or Hold if the item is serial tracked. For items that are tracked by a quantity, only the status of Available will be returned.
For CUSTODIAN, items with the status of Checked Out will be returned to validate.
Validate Transaction
Once the area is selected, focus will be set to the Handle field. The handle represents the unique ID of a serial-tracked item or the item master for quantity-tracked items. The corresponding look up list will include REMAINING items to validate. Once validated, it is dropped from the list.
- If the handle selected is a serial-tracked item, it is immediately validated if it is expected. You can view the serial-tracked units (both expected and validated) under the UNITS tab.
- If the handle selected is a quantity-tracked item, then a quantity field will be presented to enter a count for the area. The variance to the expected quantity is displayed. Once the count is entered and confirmed with the key enter, any calculated variance is created. A decrease is represented with an adjustment transaction. An increase is represented with a create (add) transaction.
The ITEMS tab displays the list of all expected items on the Item Master level. Items with a completed validation are identified with a green checkmark. If a quantity-tracked item has a count with a variance, the variance is displayed.
The UNITS tab displays the list of serialized items by each unique ID. A warning icon indicates that it has not been validated. A checkbox indicates that the unit has been found.
The Unit Validation log is updated with each validation.
- For serial tracked, scanned units are set to a status of Validated. The Validated Qty is set to 1.
- For quantity tracked, the count quantity will be set as the Validated Qty. Any variance will be recorded and the Validation Status will be set as follows
- Validated when variance calculation = 0
- Adjustment for DECREASE (negative) variance
- Create for an INCREASE variance
Unit Validation Log
The Unit Validation Log can be used to review the validation status. Filtering on the columns provides the ability to view by area, custodian, and date. If a variance is discovered, filtering by a date or range of dates and the item may help identify any need for marking a serial-tracked item as missing or to evaluate total variance (loss) for a quantity-tracked item. This may require building history first.