Material Issue

A Material Issue (also called a Stock Issue Note) records the outward movement of materials from warehouse stock. Every time materials leave the warehouse — whether going to a project site, a subcontractor, a customer, another job, or back to a vendor — a Material Issue note is created to track the movement, deduct from stock, and generate the corresponding finance voucher.

JobNext supports 9 distinct issue types, each tailored to a specific business scenario. The issue type determines which fields are required, what validations apply, and what happens upon approval (e.g., a Stock Transfer also creates a transfer note at the destination).

Issue List View

The Material Issue list screen shows all issue notes for the selected job within the date range. You can filter by type and status, search across all columns, and access bulk operations.

List Columns

Toolbar Actions

Filters

• Date Range (From / To) — Filter issues by date range. Defaults to the last 30 days.
• Type — Filter by issue type (To Project, Stock Transfer, Return to Vendor, etc.).
• Status — Filter by Draft, Submitted, Approved, or Rejected.

Issue Types

When you click Add Issue + or Issue Material, a dialog appears where you select the issue type and the job. The issue type determines the purpose and behaviour of the issue note.

Material Issue Workflow

The diagram below shows how the material issue process branches based on the selected issue type.

Step-by-Step: Creating a Material Issue

The following steps walk through the most common scenario — issuing materials "To Project". Other issue types follow the same general flow with minor variations noted in the Issue Type Variations section below.

Step 1: Open the Issue Dialog

Navigate to Logistics → Material Issue. Click Add Issue + in the toolbar (or click Issue Material at the bottom of the page).

The issue type selection dialog appears with two fields:

• Issue Type * — Select from the 9 available types (required).
• Job — Type to search and select the target job. The job autocomplete shows JobCode--JobName format.

Select your issue type and job, then click Select.

Step 2: Fill in the Issue Header

The Issue Details page opens with the job information at the top (read-only) and the issue header fields below.

Job Information (Read-Only)

The top grid shows the job context: Code, Job Name, Type, Status, Customer, Prospect, CPI (Cost Performance Index), and SPI (Schedule Performance Index).

Issue Header Fields

Field	Required	Description
Issue Code	Auto	System-generated code: IN/<JobCode>/<TypeCode>/<Sequence>. Read-only.
Issue Type	Auto	The type selected in the dialog (e.g., "To Project"). Read-only after creation.
Issue Date	Yes*	Date of the material issue. Defaults to today. Change to the actual issue date if different.
Voucher No	Auto	Finance voucher number. Blank until the issue is approved; populated automatically upon approval.
Notes	No	Free-text notes about the issue (e.g., "Cement for foundation pour Block A", "Requested by site engineer").
Created By	Auto	The user who created the issue note. Auto-populated.
Created On	Auto	Date of creation. Auto-populated.
Approved On	Auto	Populated when the issue is approved.
Approved By	Auto	The approver's name. Populated upon approval.

Step 3: Pick Materials from Stocked Items

Below the header, expand the Stocked Items accordion section. This grid shows all available stock lots in the job's warehouse(s) that can be issued. Each row represents a specific lot of a material at a specific putaway location.

Stocked Items Grid Columns

Column	Editable	Description
Lot Details	No	The lot code and warehouse name (e.g., OPEN/35 OMNISVC-QAPCOF0001 : Head Office). Shows which specific lot the stock comes from.
Putaway Location	No	Physical location of the lot in the warehouse (e.g., "SHELF A", "SHELF B", "Yard Section 2").
Material Code	No	Material master code (e.g., 000ASTAT00NA0005).
Material	No	Material description (e.g., "A3 SIZE WHITE ENVELOPE").
UOM	No	Unit of measure for the stock (e.g., NOS, KG, MTR).
Available Stock	No	Current available quantity in this lot. This is the maximum you can pick.
Qty. To Pick	Yes	Enter the quantity you want to issue from this lot. Must be ≤ Available Stock and within budget limits.
Expiry	No	Expiry date of the lot (if applicable). Helps with FIFO/FEFO picking.
Qty Budget	No	Budgeted quantity for this material in the job's estimate. Helps ensure you don't exceed planned consumption.
Value Budget	No	Budgeted value for this material. The system validates that the pick value doesn't exceed the budget.
+ (Add)	—	Click to add this lot/material to the issue note with the entered Qty. To Pick.

Budget Control: The system enforces budget limits. If the budgeted value is 0 or the pick exceeds the budget, you will see a validation message: "You cannot pick more than the Budgeted Value (X.XX)". To proceed, either reduce the quantity or ask your project manager to revise the job estimate/budget.

To add materials to the issue:

1. Use the Search box to find specific materials by name or code.
2. Enter the desired quantity in the Qty. To Pick column.
3. Click the + button on that row to add it to the issue note.
4. Repeat for additional materials.

FIFO picking: When the same material exists in multiple lots, prefer issuing from older lots first (lower lot numbers or earlier expiry dates) to follow first-in-first-out principles.

Step 4: Review Items in Issue Note

After adding materials, expand the Items In Issue Note accordion section to review all items that have been added to this issue. This section shows the consolidated list of materials with their quantities, rates, and total values.

You can remove items from the issue note here if needed before saving.

Step 5: Save the Issue Note

Click Save to save the issue note in Draft status. At this stage:

• No stock movements occur yet.
• No finance entries are generated.
• You can still edit, add, or remove items.
• The issue appears in the list view with Draft status.

Step 6: Submit for Approval

Open the saved issue note and click Request Approval (this button appears after saving). The issue status changes to Submitted and the configured approver(s) are notified.

Approval routing: Material Issue approval is governed by the workflow configured in Administration → Approvals. Depending on your setup, approvals may be single-level or multi-level based on value thresholds or issue type.

Step 7: Approval Outcome

The approver reviews the issue note and takes one of the following actions:

Action	Result
Approve	Status changes to Approved. Stock transactions posted: Negative quantity entries in omni_stock_transaction for each issued lot, reducing stock-on-hand. Finance voucher generated: Accounting entry debiting the job/cost center and crediting inventory. Voucher No populated on the issue header. For Stock Transfer type: A Stock Transfer Note is automatically created for the destination job.
Reject / Return	No stock or finance entries are created. The issue can be revised and resubmitted.

Issue Type Variations

While the basic flow (create → pick items → save → approve) is the same for all types, some types have additional fields or different behaviour.

Stock Transfer (ST)

When the issue type is Stock Transfer, the system requires a Target Job field — the destination job that will receive the materials. Upon approval:

1. Stock is deducted from the source job's warehouse.
2. A Stock Transfer Note (omni_stock_transfer_note) is automatically created with all the transferred line items.
3. The destination job sees this as a pending transfer in their Stock Transfer Receipt screen.
4. The destination storekeeper accepts the transfer, which creates new stock lots in the destination warehouse.

Return to Vendor (RV)

Used when materials need to be sent back to the vendor (defective goods, wrong specifications, excess delivery). The issue note links to the original vendor and MRN/PO reference. Upon approval, a reverse voucher / credit note is generated.

Machine Consumables (MC)

Requires linking the issue to a specific Machine from the Equipment module. The cost is charged to the machine's operating expenses rather than a project scope. This enables accurate tracking of equipment running costs.

To Subcontractor (SC)

Links the issue to a Work Order and the subcontractor party. Materials issued to subcontractors are tracked separately, enabling reconciliation of materials provided vs. work delivered.

Against Sales Order (SO)

Links the issue to a specific Sales Order in the Trading module. The issued quantities update the delivery status of the sales order.

To Waste (TW)

Used for writing off damaged, expired, or unusable materials. The loss is recorded as an expense in the finance voucher. This is typically used during stock-takes or when materials have exceeded their shelf life.

Understanding Issue Codes

Every issue note receives an auto-generated code that encodes the job, type, and sequence:

IN / <JobCode> / <IssueTypeCode> / <SequenceNumber>

Examples:
  IN/OMNISVC-C55/PR/443390   → To Project issue #443390 for job C55
  IN/OMNISVC-C55/ST/441261   → Stock Transfer issue #441261 for job C55
  IN/OMNISVC-C55/RV/440100   → Return to Vendor issue for job C55

Bulk Upload Material Issue Notes

For high-volume scenarios, use the Upload Material Issue Notes feature:

1. Click Upload Material Issue Notes at the bottom of the list page.
2. Download the Excel template provided.
3. Fill in the template with issue header and line item details.
4. Upload the completed file.
5. The system validates the data and creates issue notes in Draft status.
6. Review and submit each note for approval as normal.

Tips & Best Practices