Rotating Items

A rotating item is an inventory item with a current balance where the instances of the item are tracked individually as serialised assets – a rotating asset. The term “rotating” is used because you are tracking the serialised assets from the storeroom, to an operating location, then to a repair shop and back to a storeroom ready to be issued again – rotating stock, it is issued, and eventually returned to be issued again. The balances of a rotating item are controlled by the movement of rotating assets in and out of the storeroom.

For example, PUMP100 is marked as Rotating in the Item Master application. The Rotating checkbox is found in the right-hand column under the Status field. 

If you go to the Assets application and query on PUMP100 in the Rotating Item column of the List tab, you will find several rotating assets some of which exist in the CENTRAL storeroom, others exist in operating locations like BR430 and BR450, and asset 11470 will be found in the REPAIR location.

A rotating item has several characteristics which are different to that of an item which is not marked as rotating, a non-rotating item. We will be discussing these differences in this and other related articles. But we will start by examining the checkbox “Rotating?”. 

A non-rotating item can be made into a rotating item, but only if the balance is zero. In the Item Master application if the Rotating field is left unchecked it will become read-only as soon as there is a balance in a storeroom, and the item must have reached ACTIVE state in the storeroom to add the balance. If you deplete the balance to zero, the check box will be enabled again. 

For a rotating item it is a little different, as soon as an asset references the rotating item, the rotating checkbox on Item Master application becomes read-only, the rotating asset does not have to exist in the storeroom. The “Rotating?” field is enabled again if there is no asset that references the rotating item. The status of the asset plays no part in this, a decommissioned rotating asset that references a rotating item will still have a read-only “Rotating?” checkbox on the Item Master application.

Asset – Change Item Number

You can change an existing asset to a rotating asset by associating a rotating item with it. The action Change Item Number is used, it displays the existing value of the Rotating Item field in the “Old Item” field and allows you to select a rotating item in the “New Item” field. If the rotating item is condition enabled, you can select the Condition Code.

The same action can be used to:

You cannot turn a rotating asset into a non-rotating asset if the asset exists in a storeroom location, you will receive the error message “BMXAA0092E – Item field is empty. Only rotating assets can be defined in an inventory location.”

Creating Storeroom Balances for Rotating Items

You add a rotating item to a storeroom in the same way you would do for consumables and non-serialised spare parts used on assets, by using the action “Add Items to Storeroom”.

The first part of this action opens a dialog which asks what storeroom and site to add the item to. A second dialog opens, but here the Current Balance field is read-only, and it is not dependent on the value of the Issue Cost Type if you were wondering. Issue Cost Type is a big enough subject to warrant its own article.

On the Inventory application if you use the New Row button on the Inventory Balances table window you can enter the bin number, but all other fields including the Current Balance are read-only.

So how do you create a balance of a rotating item? There are a few choices:

Inventory Adjustments for Rotating Items

You cannot change the current balance of a rotating item. When you use the Inventory Adjustments action – Current Balance – you will receive the following error message “BMXAA1799E – A current balance adjustment cannot be performed on a rotating item.”

You cannot perform a physical count adjustment on a rotating item. When you use the Inventory Adjustments action – Physical Count – you will receive the following error message “BMXAA1804E – A physical count adjustment cannot be performed on a rotating item.” 

You may physically count the number of a rotating item in a storeroom but if there is a difference between that counted and the current balance then it is a matter of understanding which rotating asset is actually missing from the storeroom and then changing the status of the asset to MISSING. At some later date if the asset is not found then you would reduce the current balance by issuing or transferring the asset, but the method used would need to financially account for this, which will involve debiting the storerooms shrinkage account by the value of the asset.

While the Reconcile Balances action will open a dialog box, using OK doesn’t actually perform anything. If there is no physical count adjustment, then there is no balance to reconcile.

A Standard Cost Adjustment or an Average Cost Adjustment can be performed if the Issue Cost Type is STANDARD or AVERAGE. If the default Issue Cost Type for non-capitalized rotating items is set to “Asset Cost” then neither of these adjustment actions will be available to be used, in this case the Issue Cost Type will be set to ASSET. The Issue Cost Type default is set by the Inventory Costs action in the Organizations application.

9 responses to “Rotating Items”

  1. Anne Antonelli avatar
    Anne Antonelli

    What is this hidden field on the asset template that needs to be configured? “There is a hidden field for the Rotating Item which needs to be configured onto the Asset Templates application.” So that you can create Rotating Items from the Asset Template application?

    1. maximosecrets avatar

      Hi Anne, yes exactly that. I suggest this as a method of generating the asset to then move into a storeroom. However, be careful as to what you configure on the Asset Template, you might not use classification so as to allow the standard functionality of rotating items to add the classification. A rotating item can also have a meter group which will generate meters on the assets. So, it requires a bit of experimentation to decide what to leave off the Asset Template. I expect it was these conflicts which meant the Rotating Item was excluded from the UI of Asset Templates.

  2. Dara Kang avatar
    Dara Kang

    After an Asset has been Issued to an Operating Location and then later moved out of its operating location to a Repair location – how do you return an item to an Inventory location to be re-issued?

    1. maximosecrets avatar

      Hi Dara – In the Assets application use the Move/Modify action and select the storeroom where the asset will be added to inventory. Regards – Andrew

  3. Sunny avatar

    What is the best way to return rotating assets which were issued 3 years back on a work order. The work order is closed long back to return on the same work order. I am trying to return with different work order but it is not working.

  4. joe paaga avatar
    joe paaga

    you guys ever deal with fire extingushers that needs to be inventored and sent out to recharge for services.

    1. maximosecrets avatar

      Hi Joe, Each fire extinguisher is an asset with a rotating item. Move to a Vendor type location when it needs to be recharged (Repair type if internal), then from there you can move to storeroom waiting to be issued again.

      1. joe paaga avatar
        joe paaga

        thanks i appreciate that help so my question about the vendor type location can you tell me what that means. sorry i think i know but maybe not lol.

      2. maximosecrets avatar

        Hi Joe,

        Here’s a link to an article that has the YouTube transcript and slides for Location Types and Location Systems

        There are 7 location types, Vendor, Repair and Salvage might be grouped, you move assets in an out of these like you do between operating locations using the Move/Modify actions. Consider Vendor type as external repair and Repair type as internal. When you create a new location change the default of Operating to Vendor or Repair. For example, if you get repairs done at vendor BURSAW create a new location called BURSAW with type VENDOR.
        Regards – Andrew

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