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Add Material Distributions

Material Distributions are used when team members distribute your Material Donations to Recipients.

To get started, choose Materials Management > Material Distributions - from the Argenta main menu on the left-hand side of the screen:

 

This opens your Material Distribution screen where all the distributions you have done are listed. From here, click the "Add New" button:

This opens the Add A New Material Distribution screen:

 

From here you need to enter a few quick details about your distribution:

  1. Distribution Date - Enter a date of the distribution here. This is a required field.
  2. Recipient ID - Select the corresponding Recipient. If the Recipient is already in the system, click the Lookup  icon to search for and select a Recipient. If the Recipient is not in the system, you can add them by clicking the Add New  icon (for help see KB Article, Add Material Donation Recipients). This is a required field.  The Recipient ID field will display the ID for the selected Recipient, and their name will be displayed below.
  3. Distributed By - Select the team member who handled the distributed by using the drop-down list. This is a required field.

After reviewing the information entered, click the “Add & Enter Items” button to save your work and be redirected to the Material Distribution Workspace screen:

 
There are three tabs of information in this workspace. Let's go tab-by-tab and field-by-field:
 
1. Distribution Details tab:
 

On this tab you will enter the details about your distribution. From here you can enter:

  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3. Distribution Date - This has been pre-filled from the previous screen. If you made a mistake you can correct it here. This is a required field.
  4. Recipient ID - This has been pre-filled from the previous screen. If you made a mistake you can correct it here. This is a required field.
  5. Team Member - This has been pre-filled from the previous screen. If you made a mistake you can correct it here. This is a required field.
  6. Distribution Status - Select a status from the drop-down list. Your options are: Complete or Incomplete. If a status is not listed you can add a new one by clicking the Add New  icon.
  7. Distribution Type - Select a type from the drop-down list. If a type is not listed you can add a new one by clicking the Add New  icon.
  8. Distribution Category - Select a category from the drop-down list. If a category is not listed you can add a new one by clicking the Add New  icon.
  9. Chapter - If this distribution belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
  10. Division - If this distribution belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  11. Department - If this distribution belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  12. District - If this distribution belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  13. Precinct - If this distribution belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
  14. Related Files - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this distribution. If you need help adding a file please see our other KB Article - Add Related Files. Make sure to save your changes first before adding related files. If you would like to add any related files to this distribution you can do so here. This could be a copy of the distribution sheet, etc. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box".
  15. Notes - If you would like to add any notes to this distribution you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes Section. To add a note, click the "Add Note" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your  material distribution workspace. 
Once you have the above details completed, save your work before moving on by clicking the "Save All Changes & Continue" button.  Now it is time to add the item(s) that you are distributing to the record. This is done on the items distributed tab discussed next.
 
2. Items Distributed tab:
 
 
On this tab is where you will enter the items that you are distributing to your recipient.  From this tab click the "Add New Item" button:
 
 
This will open the Add A Distribution Item screen:
 
 
From here you will enter the name of the item or a partial name to search your items. Enter a name and click the enter key or the Lookup  icon:
 
 
To add your item click the orange select  icon. This will add the item to your items distributed list:
 
 
From here you need to enter the quantity for the item that you are distributing. Once a quantity has been entered click the save  icon to save your changes. You will get a confirmation screen telling you the changes have been saved. From here you can enter more items to be distributed if needed.
  
3. Record Permission tab:
 

This tab controls the record permissions for the material distribution.

3. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the Add User box (start typing the user's name) then click the Add button to add the user to the view-only access permissions.

3. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the Add User box (start typing the user's name), then click the Add button to add a user to the locked record access permissions.

 
Reconnecting…