Skip to main content

Documentation Index

Fetch the complete documentation index at: https://help.kwentra.com/llms.txt

Use this file to discover all available pages before exploring further.

Usage Department field links received goods to the consuming department and its expense account for cost tracking. Business Value
  • Clear traceability of goods to consuming department for cost-centre reporting.
  • Auto-fills Usage Department in direct receiving, reducing manual entry.
  • Enforces consistency across purchase requests and orders.
  • Restricts access to authorized departments only.
Use Cases
  • Food manager selects Kitchen and cost is attributed automatically.
  • Purchasing officer finds Usage Department pre-filled from purchase order.
  • Store manager filters orders by department for efficiency.
How It Works Accessing Receiving Orders
Back Office → Purchasing → Receiving Orders
Usage Department Field Behaviour
  • Direct Receiving (no purchasing cycle): The Usage Department field is editable. Select from the list of usage departments linked to your user account.
  • Receive from PO: The field is auto-filled from the Usage Department set on the linked Purchase Order and is read-only.
  • Add Receiving Order (single PO): Auto-filled from the linked PO Usage Department; read-only.
  • Add Receiving Order (multiple POs, same vendor): If all selected POs share the same Usage Department, the field is auto-filled. If POs have different Usage Departments, saving is blocked with the message: “Linked POs need to have the same Usage Department.”
Direct Receiving — Store Usage Integration
  • When submitting a direct receiving order that has a Usage Department, the field is automatically carried over to the Store Usage screen.
  • The expense account is also auto-filled based on the item expense account configuration if available.
Receiving Order List Screen
  • A new “Usage Department” multi-select autocomplete search field appears on the list screen.
  • Defaults to the usage departments linked to the logged-in user.
  • If a user resets the search filter and opens a receiving order with a usage department not linked to them, a validation message restricts access.
  • The Usage Department field is also shown on the receiving order print output.