In the complex world of tracking scaffolding, shoring, and formwork, it’s common to receive more equipment than you sent to a job. This can be due to numerous reasons, such as:
- Your customer has multiple jobs and has sent your equipment from one job to another without your knowledge and is now returning it all at once.
- The equipment you received isn’t yours.
- Someone found items on a jobsite that were previously lost.
These common occurrences can be handled in Quantify by simply returning more equipment than was at the jobsite, including items that aren't there.
Options
Since this feature is disabled by default, when an over return is attempted you’ll see an error message like below.
To enable this feature, check the option ‘Allow balance to go negative’ in the Global Options dialog box under the Job Site Properties tab. With this checkbox checked you can return more equipment than is currently stocked at a job.
Negative Balance
When an over return occurs a negative balance is left at a jobsite. Once you’ve determined how you will fix the balance, highlight the item and click the 'Clear negative balance at job site' button on the toolbar.
When this button is clicked a dialog box is displayed that allows you to choose what to do with the branch balance: either subtract or add back the equipment. In the dialog box below, Westminster is the parent branch and Oakhurst WWTP is the jobsite.
Resolving the negative balance will set the quantity for this item to zero at the jobsite and, depending upon what option you’ve chosen on the resolve dialog box, either subtract or add this value from the branch balance.
When attempting to adjust the balance, if the selected part stocked at the selected location doesn't match what is shown in the stocked product grid (an accumulation of balances from jobsite groups), then an error message will be displayed.
Resolving Balances for Scaffold Tags
To resolve negative balances on a scaffold tag you can click on the resolve button in the Bill of Materials for the tag. Clicking this button will display the same dialog box to resolve the balance.
Viewing Changes in a Pivot
When negative balances are resolved, the adjustment that you make is stored in history so you can see what happened. This history is displayed in a pivot, which is accessed by highlighting the job in question and clicking the history button on the toolbar above the job.
This pivot displays the change that was made, as well as the comment and average cost of the part at the time of the adjustment (useful for writing off assets in financial systems).
Reports
To easily see jobs that have negative balances, a report on the Products tab displays all jobs with a negative balance.
Rental Billing
Rental billing is not affected by over returns. When invoices are created they treat this situation as a complete return and do not issue credits.
Deliveries and Transfers
Note that overages are not allowed on a job to job transfer. Additionally, when a balance is negative at a jobsite you cannot ship a part to the job if there is a negative balance for that part; the negative balance for the part must first be resolved.
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