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Inventory Control User Manual

1. reeessvveessvveenvneennvnesnnvnennnnnennnnnesnnveennnvneener 7 Option 1 Material Requisitions 0 00 0 cess eseeseeeeeeeeseeeseesseeesaecaecaecssecsseesseeseeeseeeeneeees 8 Option 2 Warehouse Transfers issie cee ceeceseeeseeeseeceecaeceseceseceseesseesseeeseeseaeeeseseneeenaes 17 Option 3 Product Transfets mv nvimiseie dsetmesvrisiriesse dreies en caeseapesdbein ai i 24 Option 4 AdJ StMENtS ice eraon nenne aen ata on e EE ENE eO ORE EO Eei 31 Option 5 Inventory Receipts seen eera ea ea eo anea E aae paia eee tenes 38 Option 6 Material Requisitions Journal ssoronvornvvnnnvnvnvnvnvnrnerenerenenenvnrnvennvenvneneneerneeee 48 Option 7 Warehouse Transfers Journal sronvnrnvvnnnvnvnvnvnrnrnrrenenennnenvnrnvnnnvensnenenrasnreee 50 Option 8 Product Transfers Journal soronoronvronvnnnvvnnnnnvnvnrnrnrnerenenenvnenvnsnvnnnnensneneneesnseee 52 Option 9 Adjustments Journal eiorinn n r a a 54 Option 10 Inventory Receipts Journal 0 eee eee eeeeseeeseeeeeceecaeceaeceeeeseeseneeeneeeneeenaes 56 Option 11 Material Requisitions Post ronnronvnonvrnnvvnnnvnvnrnenrnrnrasvrnserasevsrsnensnvnsnveenresnreee 58 Option 12 Warehouse Transfers Post annnonvnnnvvnnvvnnnvnnrnrnvernrasvrnsenesevsrsnresnvnsnnnenvensuene 58 Option 13 Product Transfers POSt ioris reenen rroia iieii iiaeie 58 Option 14 Adjustments Post escanea a iia E E E a a 58 Option 15 Inventory Receipts Post ronrrnnnonvvonvnnnvvnnnvnrn
2. Vendor 00000020 Pool and Associates 10 10 3 1 2 White Round EACH 20 4 12 Gold Plated Black Round EACH 30 56 10 Red Cylinder EACH 40 58 10 Yellow Cylinder EACH Vendor Subtotals gt Grand Totals gt 130 Inventory Control User Manual 00 00 00 00 120000 00 250000 18750 00 50000 2375 00 12500 00 314200 Reports and Inquiry 5 Option 9 Request for Supplier Quote Report This report can be forwarded to vendors for price quotations Printed on standard 8 i by 11 inch paper the report lists each product supplied by a vendor along with the product s current price and lead time in days For each product space is provided for the vendor to enter a new quoted price and lead time Both your product number and the vendor s product number and description are listed for each product Here is a sample Request For Supplier Quote Report Expert Distributing Inc REQUEST FOR SUPPLIER QUOTE Pool and Associates 985 E University Way Suite 115 Seattle 98521 Our Vendor No 00000020 Date 05 23 91 Vendor Product Our Product Current Price Lead Time Description New Quote Current 1035WRX2 110 250 10 3 1 2 White Round X 2 Per EACH 70 Days 0412GPBRX2 20 155 750 4 12 Gold Pl Blk Rnd X 2 Per EACH 147 Days 4510RCX3 30 98 000 56 10 Red Cylinder X 3 Per EACH 70 Days 7839YCX3 40 25 350 58 10 Yellow Cylinder X 3 Per EACH 105 Days Inventory Control User Man
3. Count Date Each Count Date Each A 10 Count Date Each B 02 Count Date Each c 11 Count Date Each D 09 Inventory Control User Manual 145 6 Physical Inventor Option 2 Physical Inventory Entry This function is used to enter the physical count into the system Physical inventory data from the completed count sheets is entered by product and warehouse Entries can be verified by printing a Physical Inventory Edit List While using Physical Inventory Entry daily operations can continue as normal Select Physical Inventory Entry from the Physical Inventory menu Here is the Physical Inventory Entry screen Figure 38 The Physical Inventory Entry Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below 146 Inventory Control User Manual Physical Inventory 6 Warehouse Enter the
4. Enter the number of the product being transferred to inventory This product number must be on file in the Products file The system displays the corresponding description from the Products file so that you may verify your entry Inventory Acct In The system displays the inventory account identified on the new product s Product Classes record If General Ledger is part of your system the system displays the corresponding description from the Chart of Accounts file Warehouse In Enter the number of the warehouse to which the new product is being transferred You can use the Scan option to find an appropriate entry This number must be on file in the Ware houses file the combination of this number and the Product In number must be on file in the Products By Warehouse record The system displays the corresponding description from the Warehouses file so that you may verify your entry Quantity Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the Product In being transferred to inventory at the in warehouse U M The system displays the stockkeeping unit of measure identified for the Product In from the Products file Addl Unit Cost Enter up to 6 digits and 3 decimals for the cost per unit that you wish to add to the cost of Product Out in calculating the cost of Product In This figure is used in the following for mula Cost Inventory In Cost Inventory Out Quantity In x Add
5. User s Manual Initial Setup for more details on LIFO implementation Press RETURN to continue to the next screen This screen presents additional information about Parameters 110 Inventory Control User Manual File Maintenance 4 Figure 33 The Parameters Screen Part 2 of 2 The fields on this screen are automatically displayed In a few cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Data items for the preceding screen are described below Post to Other Applications GL The system displays Y or N to indicate whether or not information can be posted to the General Ledger application EOM Reports Required Printed The system displays Y or N for each Monthly Processing report available in the Inventory Control application The Required column indicates whether or not the report must be printed before running the Close Month procedure Displays in this column can be changed The system uses the Printed column to indicate whether or not the report has been printed during the current period Displays in this column cannot be changed System Control Numbers The system maintains a running control number for each transaction entry file This number is defaulted as the next control group number when you enter transactions Press RETURN to save the i
6. ranvnonvnrnvnnnvnnnrnrvrnrenreenenenvnsnvnsnvnrnvennnensvensnenensasvresen 79 Option 3 Product Discounts By Customer vrnnvvnnnvnvnvnnnrrenrnenenenvnenvnrnnnnnnensnenenenenresvreser 88 Option A ProduetsaLaxuardgsre n as eE a E E Ea OE TA E e ET aE 91 Option 5 Warehouses pocine eset T E a E AA O R E et ones 97 Option 6 Product Classes ic aes ieee E N E E EE EE E a Eia 99 Option 7 Material Requisitions sonoronrronvronvrrnvrrnvnvnrnnvrnrvrnserasersnsnenenerenvnenvnsnvesnvensnene 101 Option 87 Parame ters s 2 scciteciiicissstaccttaloeiebedi casted slicetesselesopeslceeebsstagete tacetusstlecetistangebels 106 Option 9 Products By Vendor List ronrrnnononvronvvnnvvnnvnnnrnnraserasevsrsverenensnvnennnsnvesnvensnene 112 Option 10 Products By Warehouse List ronnronvnnnvvnnvvnnnrrrnrerarevrnsvrrsnensnvnenvnsnvesnvensnene 113 Option 11 Product Discounts By Customer List rnvrnnnvnnnvnnrnvnrnenrrenvnenvnenvnrnvennvensven 114 Opt10n 12 Products Listissstlersasndatuesstder krenke eA E ERA 115 Option 13 Warehouses List 2 2 5 socieecvesevaitens este iain de ate vie enteeite 117 Option 14 Product Classes List 0 0 ceeceecceseeneeeseecsseceseceseceaecssecsseceseeeseeeseeseneeeaes 117 Option 15 Material Requisitions List ronrronvronvronvvnnvrnnvrsvrnreraserarsvensvensnvnsnvnsnvesnvensnene 118 Option 1 6 gt sParameters Listei laze sesieebiecaees totegueess EEEE ET E EEE e aaie 119 Chapter 5 Reports and Inqui
7. The system verifies that all journals have been printed before it posts the transactions Refer to the Journals and Post sections on Material Requisitions Warehouse Transfers Product Trans fers Adjustments and Inventory Receipts for details and samples 62 Inventory Control User Manual Chapter 3 Monthly Processing 3 Monthly Processin Monthly Processing The Monthly Processing menu has month and year end closing functions that complete the inventory control cycle Here is the Monthly Processing menu Figure 20 The Monthly Processing Screen 64 Inventory Control User Manual Monthly Processing 3 Option 1 General Ledger Distributions This report shows the month to date distributions from Inventory Control postings You can print a detailed and a summary report or only a summary report For each account the summary report in cludes the debit and credit amounts and the net change When you select this option the following screen appears Figure 21 The General Ledger Distributions Report Screen Data items for the preceding screen are described below Print Summary Report Only The system displays an N for this input screen You may enter Y to override the display Press RETURN to save the information on this screen and print the General Ledger Distributions Re port Inventory Control User Manual 65 3 Monthly Processing Here is a sample General Ledger Distributions Report Detail Expe
8. Y Hash Totals 70 70 Error The Entered and Calculated Control Totals are Not Equal Warning This Control Group Contains Errors and Cannot be Posted Grand Totals gt Number of Warnings 54 Inventory Control User Manual Transaction Processing 2 Below is an Inventory Adjustments Journal Summary Expert Distributing Inc 05 23 91 03 52 pm KAY Page 1 Inventory Control Journal Summary 11 ONE OR MORE OF THE CONTROL GROUPS ON THE DETAIL JOURNAL CONTAINED ERRORS GROUPS WITH ERRORS WILL NOT POST Yr Mo Account Account Name Jrnl ID Trx Date 89 08 1100001000WH Resale Inventory ICAJ AAA 08 05 89 89 08 1100001001WH Resale Inventory Sales Outlet ICAJ AAA 08 05 89 Grand Totals gt Inventory Control User Manual 55 2 Transaction Processing Option 10 Inventory Receipts Journal Before inventory receipt entries can be posted you must print the Inventory Receipts Journal The Inventory Receipts Journal option prints a journal of inventory receipts entered During journal print ing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Inventory Receipts transactions A sample output is shown below Expert Distributing Inc 05 23 91 03 54 pm KAY Page 1 Inventory Receipts Journal Src Ref Date Mo Yr Wh Product U M Qty Factor Unit Cost Quantity Total Cost Inv Account GL Account Vendor Control G
9. product classes or physical types or even throughout the entire system This function does not change product ABC classes in the Products file Here is an example of how you might use the Product ABC classification Inventory Control User Manual 165 7 Utilities and Special Edits Class Percentage A 10 B 40 C 50 Assume that the total YTD Sales for all Products By Warehouse records equalled 1 000 000 Starting with the highest YTD Sales figures all records that make up the top 10 or 100 000 of that overall figure would be classified as Class A products Those records which make up the next highest 40 or 400 000 of the YTD Sales figures would be classified as Class B products Finally the records that make up the remaining 50 or 500 000 of the YTD Sales figure would be classified as Class C products The following screen allows you to generate Product ABC classes Figure 45 The Generate Product ABC Classes Screen Data items for the preceding screen are described below Percent of Dollar Sales The system displays N for this field Enter Y or N to indicate whether or not the ABC class is based on the total year to date sales dollars generated by the product 166 Inventory Control User Manual Utilities and Special Edits 7 Percent of Inventory Value The system displays N for this field Enter Y or N to indicate whether or not the ABC class is
10. 30 88 04 06 50 pm 10 07 31 88 11 46 57 am 10 11 15 88 09 01 56 am 10 05 01 89 07 01 48 am 10 05 29 89 11 24 57 am Product Subtotals gt Product Class Subtotals gt Product Class 020 Special Order Product 20 4 12 Gold Plated Black Round 20 Each 06 08 87 02 45 28 pm 20 Each 06 30 87 10 26 35 am 20 Each 07 10 87 09 15 34 am 20 Each 07 25 87 07 35 12 am 20 Each 07 30 87 04 06 52 pm 20 Each 07 30 87 04 06 53 pm 20 Each 07 30 87 04 48 43 pm 20 Each 10 01 87 11 29 15 am 20 Each 11 28 87 10 16 49 am 20 Each 07 30 88 03 33 30 pm 20 Each 07 30 88 04 06 51 pm 20 Each 08 01 88 10 20 58 am 20 Each 09 01 88 08 31 56 am 20 Each 11 08 88 10 21 08 am 20 Each 12 10 88 11 10 26 am 20 Each 05 01 89 08 45 12 am 20 Each 05 29 89 03 45 26 pm Product Subtotals gt Inventory Control User Manual 135 5 Reports and Inquiry Option 14 Inventory Quantity Inquiry This inquiry function shows on hand on order and requisitioned committed quantities for a specified product in each warehouse This information is displayed from the Products by Warehouse file Here is a sample Inventory Quantity Inquiry kkkkkkkkkkkkkkkkkkkk k x Inventory Quantity Inquiry br Hd ddd one Product 10 10 3 1 2 White Round Description Main Facility South End Facility Drop Ship Warehouse Totals gt Option 15 Warehouse Quantity Inquiry This inquiry function shows on hand on order and requisitioned committed quantities fo
11. Accounting Audit Trails During Live Operations the Transaction Processing File Maintenance and Reports and Inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 journal printing and 3 transaction posting where records are integrated with permanent master files Transaction Entry Entry of data occurs in groups or batches called Control Groups that you should review before posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions entered Inventory Control may also receive sales information from Order Entry and purchasing information from Accounts Payable and Purchase Orders Journal Printing After initial transaction entry each control group must be printed on a journal before it can be posted The journals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail 4 Inventory Control User Manual General Information I Inventory Control This is the primary Inventory Control application menu It allows you to access specific Inventory Control submenus Figure 1 The Inventory Control Menu Screen Inventory C
12. Accounts Payable Order Entry Commission Account ing or Sales Analysis application is not part of the system In these cases you do not need to make entries in these fields A pound sign appears next to these fields Also certain entries on this screen will be automatically displayed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter up to 12 characters to identify the product This is the code that is used to recall or reference the product elsewhere in the system After you add a new Products record the product number can only be changed by using the Change Delete Product Numbers utility See the Utilities and Special Edits section of this manual for information about this utility 92 Inventory Control User Manual File Maintenance 4 Product Alpha Enter a unique code of up to 12 characters for this product The code that you enter allows you to locate the product if you do not know the product num ber
13. Also the system can use this code to sort data for reports Description Enter up to 30 characters to identify the product If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse and Products By Vendor records that include this product Thus you should change this field only if no purchase orders remain open in the Purchase Orders appli cation or if you also plan to modify all related records through the appropriate File Mainte nance functions Product Class Enter the product class to which this product belongs You can use the Scan option to find an appropriate entry The product class you enter must be in the Product Classes file The sys tem displays the description from the Product Classes file so that you can verify your entry The Product Classes record identifies the General Ledger accounts that are used for this prod uct If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse and Products By Vendor records that include this product Purchase or ders are not changed in the Purchase Orders file Unit of Measure Enter up to 4 characters to describe the stockkeeping unit of measure for the product For example if shirts are stored by the package in inventory you could enter Pkg here This field is for your information only It is occasionally displayed for reference on other records Stock Item En
14. Control Accounts Pay able and Purchase Orders See the updating description for the Last Purchase field YTD Purchases The system displays the cost of purchases from the vendor in the current year including the current month Depending on the specification in the Parameters file the current year may be either the current fiscal year or the current calendar year This field is updated when transactions are posted through Inventory Control Accounts Payable and Purchase Orders See the updat ing description for the Last Purchase field LY Purchases The system displays the cost of purchases from the vendor in the previous year Depending on the specification in the Parameters file the previous year may be either the previous fiscal year or the previous calendar year The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Products By Vendor record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Vendor file 78 Inventory Control User Manual File Maintenance 4 Option 2 Products By Warehouse The Products By Warehouse file associates each product with the warehouse s in which it is stored If products are found in more than one warehouse a record is set up in this file for each combination Each product must be on file in the Products file and each warehouse must be on file in the W
15. The ABC classification can be used to sort products for reports or inquiry on a dollar or like type basis It can also be used to select products with similar cost or turnover for partial physical inventory If this field is changed the system automatically changes the correspond ing field on all Products By Warehouse records that include this product Cycle Count Enter up to 2 digits to specify the number of times per year that physical inventory should be taken for this product This entry provides another classification to use when selecting prod ucts for physical inventory Physical Type Enter up to 3 characters to provide an additional classification for this product The physical type can be used to group products of similar types when a partial physical in ventory is taken It can also be used to sort products for reports and inquiry If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product The entered data is validated Press RETURN to save the information on this screen 96 Inventory Control User Manual File Maintenance 4 Select Next Record to go to the next Products record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products file Option 5 Warehouses The Warehouses file describes each inventory warehouse in the system Each record in the file in cludes a unique w
16. This field indicates whether or not the product is subject to sales tax when sold It may be changed Cycle Count The system displays the Cycle Count entry from the Products record This entry indicates how many times per year physical inventory is taken for the product You can enter a new cycle count of up to 2 digits to override the display Post Detail to SA Enter Y to transfer detailed information from this application to the Sales Analysis applica tion for use in sales reports Enter N if the Sales Analysis application is not included in your system or if the transfer of summary information from this product to the Sales Analysis application will suffice Physical Type The system displays the Physical Type entry from the Products record This entry is used to group products of similar types for partial physical inventory or for reports and inquiry You can enter a new physical type of up to 3 characters to override the display Inventory Control User Manual 81 4 File Maintenance Auto POs Enter Y or N to specify whether or not reorder records can be created when the product reaches the reorder point at this warehouse In ADD mode this field is N by default it can be changed Y Reorder records can be created for the product when it reaches the reorder point N Reorder records cannot be created Reorder records are created using the Create Reorder Records function For more details se
17. This field is required Indicate whether or not you are reserving exclusive rights to this group of warehouse trans fers Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of warehouse transfers This description will appear on the Transaction Control report and inquiry Quantity Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter the adding machine total of all warehouse transfer quantities to be entered This entry is balanced against the running total kept by the system as warehouse transfer entries are made The system displays the running total of quantities entered in the Current field and the balance remaining is shown in the Remaining field This field is optional Product Hash Total Enter a positive number with up to 12 digits Enter the total of all product numbers to be entered in this control group The system will keep a running total of product numbers and balance it against this entry This field is optional Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journa
18. Y or N to indicate whether or not vendor purchase detail is kept by vendor in the Products By Vendor file The display can be changed Y Purchase detail is kept by vendor in the Products By Vendor file A separate Products By Vendor record is maintained for each product vendor combination in the file N Purchase detail is not kept by vendor in the Products By Vendor file A record is main tained for each product in the file and all purchase detail from all vendors is summarized in that record Months to Keep Purchases Detail The system displays the number of months or periods for which purchase detail records are kept in the Product Purchases file Product Purchases records are created only if the FIFO or LIFO costing method is used see the Costing Method field For FIFO this field indicates how often the Product Purchases file is cleared The appropriate Close Month function clears all transactions older than the number of months specified here However Close Month does not delete records below the on hand quantity in the Products By Warehouse file That is the Product Purchases file must include at least one more record than those required to equal the on hand quantity in the Products By Warehouse file If you are using the LIFO costing method records are written to Product Purchases How ever because of the nature of the flow assumption records must be purged manually Refer to the Special Considerations section of the
19. changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically assigns a transaction number beginning with 1 Product Enter the number of the product to be transferred between warehouses You can use the Scan option to find an appropriate entry This product must be on file in the Products file The combinations of this product with the from and to warehouses see below must be on file in the Products By Warehouse file The system displays the corresponding description from the Products file so that you may verify your entry Quantity Enter up to 5 digits and 2 decimals for the number of stockkeeping units to be transferred between warehouses From Warehouse Enter the number of the warehouse from which products are being transferred You can use the Scan option to find an appropriate entry This number must be on file in the Warehouses file the combination of this numb
20. cost figure is used to adjust the General Ledger accounts If you enter an adjustment amount in this field total cost adjustments must be entered as sepa rate transactions Inventory Control User Manual 37 2 Transaction Processing On Order Enter up to 5 digits and 2 decimals positive or negative to adjust the on order quantity in the Products By Warehouse file Only one of the On Hand On Order and Committed fields may be non zero Additional adjustments may be entered as separate transactions Committed Enter up to 5 digits and 2 decimals positive or negative to adjust the committed quantity in the Products By Warehouse file Only one of the On Hand On Order and Committed fields may be non zero Additional adjustments may be entered as separate transactions The entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Adjustments Control Group screen Select the Next Record option to go to the next Adjustments record Select the END option to go to the next Adjust ments Control Groups screen At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments file Option 5 Inventory Receipts This function is used to enter receipts for warehouse transfers purchases and manufactured goods The Update Cost Quantity option in t
21. displays the date that the product was last sold from this warehouse This field is updated when Order Entry invoices are posted Inventory Control User Manual File Maintenance 4 Quantity Breaks You can enter up to 5 quantity breaks on which to base selling prices The quantity ranges for each price are identified here The prices are entered in the column to the right Enter up to 5 digits and 2 decimals to identify each of the quantity ranges Price Breaks The prices for each quantity range are identified here The quantities are entered in the col umn to the left Enter up to 6 digits and 3 decimals to identify the selling price offered for each quantity range Here is a sample table of quantity and price breaks Quantity Breaks Price Breaks 1 00 15 000 100 00 13 000 10 000 00 11 000 This table indicates the following pricing e Sales of 1 to 99 units are priced at 15 00 per unit e Sales of 100 to 9 999 units are priced at 13 00 per unit Sales of 10 000 units and up are priced at 11 00 per unit The quantity and price breaks are used by the Order Entry application MTD Sales The system displays the month to date sales dollars earned on the product at this warehouse This field is updated when Order Entry invoices are posted MTD Margin The system displays the month to date sales margin sales dollars less cost for the product at this warehouse This field is updated when Order Entry invoices are p
22. eonvronvronvnnnvvnnnrrvrnrerarenensnrrsnersnvnsnnnsnvesnvensnene 136 iv Inventory Control User Manual Table of Contents Option 16 Product Sales Price Inquiry rrnononvnenvnenrnnnrnrnrarernnevrvenensnensnvnsnvnsnvesnvensnene 137 Option 17 Product Sales Cost Inquiry onorononnnnnnnvnvnvnnnrnnnrnrerarenansverenensnvnenvnsnvesnvensvene 137 Option 18 Price and Purchase History Inquiry ernvonnnrrvrnrvrnvevrnenrnenenenvnenvnrnvnsnvensvene 138 Option 19 Alternate Products Inquiry onorononnnnnnnrnnnrnnnrnnnrarerarevanenerenersnvnenvnsnvesnvensnene 138 Option 20 Alternate Vendors Inquiry cece eeeesecscecnseceseceseceseceseeeeeeseeeseeeeneeeaee 139 Option 21 Customer Discounts Inquiry 200 0 ee eee cseecsseceseceseceseceseeeseeeseeeseeeeneeeaes 139 Option 22 Transaction Control Inquiry 00 ee eee esecseecnseceseceseceseceseeeseeeseesseeeeneeenes 140 Option 23 Product Price Catalog iiei a E E a e aia 141 Option 24 Product Price Cost Catalog rronvnonvnnvnvnvnnnrnnvrnreranenrnsnrnsvensnvnenvnsnvesnvensvene 142 Chapter 6 Physical Inventory se ssseeesooesooesssesssesssocssooesoossssessoesssoessoossosseos 143 Option T Print Count Sheets seise eret eeaeee eE R GE a EE 145 Option 2 Physical Inventory Entry rrnvvnnvvnnnvnnnvnvnrnnnrnsraserasevansversnersnvnsnvnsnvesnvensnene 146 Option3 Tags Entry saus mageleie ee E EREE EEE E T eect E iste tee 148 Option 4 Tags List 0 4 oid civiss
23. file the combination of this product and the previously entered warehouse must be on file in the Products By Ware house file Inventory Control User Manual 15 2 Transaction Processing The system displays the product description so that you may verify your entry Date Required Enter the date the requisitioned product is required Quantity Requisitioned If you are requisitioning products from this warehouse enter up to 5 digits and 2 decimals for the number of stockkeeping units requisitioned Once a requisition has been posted this field cannot be changed However you may cancel a requisition using the Material Requisitions file maintenance function If you make an entry in this field product releases must be entered as separate transactions or Released If you are releasing products from this warehouse enter up to 5 digits and 2 decimals for the number of stockkeeping units to be released For any requisitioned quantity you may make multiple partial releases If you make an entry in this field product requisitions must be entered as separate transactions GL Account Enter the number of the General Ledger account to be debited when the release is posted If the General Ledger application is part of your system this account number must be on file in the Chart of Accounts file The corresponding description is displayed so that you may verify your entry Inventory Account The system only displays the inventory
24. posted Total Cost The system displays the total cost of all product units on hand at this warehouse The Uncosted quantity is not included Due to fluctuations in the Cost field the Total Cost field should not be expected to contain a value equal to the quantity of the product multiplied by its current cost Last Qty Purch The system displays the number of stockkeeping units of the product that were last purchased for this warehouse This field is updated online when inventory receipts are entered This field is is also updated when inventory receipts are posted If the Purchase Orders application is part of the system this field is updated online during invoice entry If invoices are entered through Purchase Orders it is also updated when in voices are posted If the Accounts Payable application is part of the system this field is updated when invoices and adjustments are posted Last Purchase The system displays the date on which the product was last purchased for the warehouse This field is updated by transaction entries and postings through the Inventory Control Pur chase Orders and Accounts Payable applications See the description of updates for the Last Qty Purch field Last Qty Sold The system displays the number of units of the product that were included in the last sale of the product from this warehouse This field is updated when Order Entry invoices are posted Last Sale 86 The system
25. supplying vendor Here is a sample Product Purchase History Report Expert Distributing Inc 05 23 91 04 28 pm Product Purchase History Report Last Last Pricing MTD YTD YTD LY LY Vendor Price Pur Date i Purchases Units Purchases Units Purchases Product Product 20 4 12 Gold Plated Black Round 00000010 Miscellaneous Supplier 04 25 91 Product Subtotals Product Class Subtotals Product Class 10 Standard Product 10 10 3 1 2 White Round 00000010 Miscellaneous Supplier 250 08 01 89 EACH 0 00 0 00000020 Pool and Associates 250 05 29 89 EACH 120000 00 250000 Product Subtotals Product Class Subtotals Product Class 20 Special Order Product 20 4 12 Gold Plated Black 00000020 Pool and Associates 750 05 29 89 EACH 18750 00 Product Subtotals Product Class Subtotals Inventory Control User Manual 129 5 Reports and Inquiry Option 8 Vendor Purchase History Report This report shows the pricing unit and the month to date year to date and last year purchases in pur chasing units and dollars of each product supplied from each supplying vendor Here is a sample Vendor Purchase History Report Expert Distributing Inc 05 23 91 04 30 pm Vendor Purchase History Report Pricing MTD MTD Units Purchases KAY Page YTD Vendor 00000010 Miscellaneous Supplier 20 4 12 Gold Plated Black 10 10 3 1 2 White Round 30 56 10 Red Cylinder EACH Vendor Subtotals gt
26. to release a product Items are released on a line by line basis in descending order Therefore you should not enter more than one line item for the same prod uct on any one requisition 8 Inventory Control User Manual Transaction Processing 2 When you enter material requisitions you see only one of the two possible screens for Material Req uisitions Control Groups Which screen you see depends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transac tion Control question If you answered Y to both questions you see the first screen and can enter control and hash totals for your requisitions In addition a record is written to the Transaction Control file for each group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID This screen presents information about Material Requisition Control Groups Figure 3 The Material Requisitions Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data un
27. units 72 Inventory Control User Manual File Maintenance 4 When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Products By Vendor from the File Maintenance menu Here is the Products By Vendor entry screen Figure 23 The Products By Vendor Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the number of the product to be set up on this Products By Vendor record You can use the Scan option to find an appropriate entry The product number that you enter must be on file in the Products file The system displays the product descript
28. 0 3 1 2 White Round WHITE ROUND 1 1 00 Y N Each N 010 4 12 Gold Plated Black Round BLACK ROUND 1 1 00 Y X Each N 020 56 10 Red Cylinder RED CYLINDER 1 1 00 Y N Each N 010 58 10 Yellow Cylinder YEL CYLINDER 1 1 00 Y N Each N 010 A sample Products List short form is shown below Expert Distributing Inc 05 23 91 04 09 pm KAY Page 1 Products List Short Product Unit Stock Product Description Alpha Class Measure Item Taxable 10 10 3 1 2 White Round WHITE ROUND 20 4 12 Gold Plated Black Round BLACK ROUND 30 56 10 Red Cylinder RED CYLINDER 40 58 10 Yellow Cylinder YEL CYLINDER 116 Inventory Control User Manual File Maintenance 4 Option 13 Warehouses List This option prints a listing of the Warehouses file A sample output is shown below Expert Distributing Inc 05 23 91 04 10 pm KAY Page Warehouses List Warehouse Ship to Address Manager Phone Main Facility Main Warehouse A Daniels 123 Main Street 206 246 3118 Seattle 98166 South End Facility South End Warehouse B Smith 114 E Marginal Way Bldg 12 206 246 3118 Seattle WA 98166 North End Facility North End Warehouse J Jangaard 8900 Olympic Way North 206 282 9998 Everett WA 98119 Drop Ship Warehouse Drop Ship Warehouse Corporate Office 123 Main Street 202 246 7022 Seattle 98166 Option 14 Product Classes List This option prints a listing of the Product Classes file A sample output is shown below Expert Di
29. 000 50 00 220 000 100 00 200 000 113 4 File Maintenance Option 11 Product Discounts By Customer List This option prints a listing of the Product Discounts By Customer file A sample output is shown be low Expert Distributing Inc 05 23 91 04 06 pm KAY Page Product Discounts By Customer List Price Quantity Price Percent Product Customer Override Expires Breaks Breaks Breaks 10 3 1 2 White Round 00000020 10 3 1 2 White Round 00000030 12 31 83 10 3 1 2 White Round 00000040 10 3 1 2 White Round 00000050 4 12 Gold Plated Black Round 00000030 12 31 83 56 10 Red Cylinder 00000030 114 Inventory Control User Manual File Maintenance 4 Option 12 Products List This option prints a listing of the Products file The screen shown below allows you to choose to print the short Products List Figure 34 The Products List Screen Data items for the preceding screen are described below Print Short List Enter Y yes or N no The initial default value is N This field is required Indicate whether or not you wish to print the short Products List Press RETURN to save the information on this screen Inventory Control User Manual 115 4 File Maintenance A sample Products List long form is shown below Expert Distributing Inc 05 23 91 04 08 pm KAY Page Products List Class I U U Ctn Stk Tax U M DS Package Frt Cl Est Frt S A Ship Sub Product ABC Cycle 1
30. 00020Y Inventory Control User Manual 125 5 Reports and Inquiry Option 4 Sales Analysis By Product Report This report shows the month to date and year to date units sold sales dollars cost of sales gross margin percentage and average sales dollars for each product by warehouse Here is a sample Sales Analysis By Product Report Expert Distributing Inc 05 23 91 04 22 pm KAY Page Sales Analysis By Product Report Avg Wh Sale Product 10 10 3 1 2 White Round 10 Main Facility 20 South End Facility 99 Drop Ship Warehouse Product Totals gt Product 20 4 12 Gold Plated Black Round 00 2222222222222222222222 00 10 Main Facility 00 20 South End Facility 30 North End Facility Product Totals gt Product 30 56 10 Red 20 South End Facility 30 North End Facility Product Totals gt Product 40 58 10 Yellow Cylinder 20 South End Facility 30 North End Facility Product Totals gt Grand Totals gt 126 Inventory Control User Manual Reports and Inquiry 5 Option 5 Sales Analysis By Warehouse Report This report shows the month to date and year to date units sold sales dollars cost of sales gross margin percentage and average sales dollars for each warehouse by product Here is a sample Sales Analysis By Warehouse Report Expert Distributing Inc 05 23 91 04 24 pm KAY Page Sales Analysis By Warehouse Report Avg Product Sale Warehouse 20 4
31. 12 Gold Plated Black Round Wh Totals gt Warehouse 10 Main Facility 10 10 3 1 2 White Round 4 00 1000 20 4 12 Gold Plated Black Round Wh Totals gt Warehouse 20 South End Facility 10 10 3 1 2 White Round 0 00 0 20 4 12 Gold Plated Black Round 2 00 580 30 56 10 Red Cylinder 1 00 40 58 10 Yellow Cylinder Wh Totals gt Warehouse 30 North End Facility 20 4 12 Gold Plated Black Round 0 00 30 56 10 Red Cylinder 0 00 40 58 10 Yellow Cylinder Wh Totals gt Inventory Control User Manual 127 5 Reports and Inquiry Option 6 Sales Analysis By Product Class Report This report shows the month to date and year to date units sold sales dollars cost of sales gross margin percentage and average sales dollars for each product class Here is a sample Sales Analysis By Product Class Report Expert Distributing Inc 05 23 91 04 26 pm KAY Page s Analysis By Product Class Report Avg Sale Product Class Class Totals gt Product Class 10 Standard Class Totals gt Class Totals gt Product Class 30 Custom Class Totals gt Grand Totals gt 128 Inventory Control User Manual Reports and Inquiry 5 Option 7 Product Purchase History Report This report shows the last price last purchase date pricing unit and month to date year to date and last year purchases in purchasing units and dollars for each product for each
32. 20 Inventory Control User Manual Transaction Processing 2 Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of warehouse transfers This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Press RETURN to save the information on this screen Select the Next Record option to go to the next Warehouse Transfers Control Groups record At this screen use of MODE keys ADD DEL CHG or INQ pertain to those records in the Warehouse Transfers Control Groups file The screen shown below presents information about Warehouse Transfers Figure 9 The Warehouse Transfers Screen Inventory Control User Manual 21 2 Transaction Processing Certain entries on this screen will be automatically displayed In most cases the displayed entry can be
33. 89 16 06 51 07 30 89 16 06 52 07 30 89 16 06 53 07 30 89 16 06 53 07 30 89 16 48 37 07 30 89 16 48 39 07 30 89 16 48 42 07 30 89 16 48 43 07 31 89 11 46 57 07 31 89 11 46 57 07 31 89 11 46 58 07 31 89 11 46 58 Journal Code ICPT 07 30 89 15 37 12 07 30 89 15 37 13 07 30 89 15 37 14 08 05 89 08 15 89 08 03 89 08 03 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 30 89 07 31 89 07 31 89 07 31 89 07 31 89 08 15 89 08 15 89 08 15 89 1100001001WH 1100001001WH 1100001001WH 1100001001WH 0 00 45 00 0 00 0 00 00000000 00000000 00000000 Journal Code Subtotals gt 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 Journal Code Subtotals gt 1100001001WH 1100001001WH 1100001001WH 5 00 5 00 1 00 Inventory Control User Manual 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 00000000 69 3 Monthly Processin Option 4 Print All Reports This function prints all required reports that have not yet
34. ANSFERS 06 27 90 11 46 am ICWT BBB 0002 Aug adjustments BBB 0002 August Receipts BBB 0002 August Requisitions BBB 0002 August Product Transfers BBB 0002 August Warehouse Transfers Inventory Control User Manual 67 3 Monthly Processin Option 3 Transaction Detail If the Keep Detail in Transact File option in the Parameters file is set to Y this report shows detail from the Inventory Transaction file for the number of months specified in the Parameters file It in cludes all posted transactions in Inventory Control When Inventory Control transactions and inventory related transactions from Accounts Payable Order Entry or Purchase Orders are posted detail from these transactions will also be posted to this file The following transactions from external applications are posted to the Inventory Control Transaction file e From Accounts Payable invoices and adjustments e From Purchase Orders invoices e From Order Entry invoices 68 Inventory Control User Manual Monthly Processing 3 A sample Transaction Detail report is shown below 05 24 91 11 01 am Product Expert Distributing Inc Transaction Detail Report Wh Account Quantity Vendor Journal Code ICAJ 07 30 89 15 38 38 07 30 89 15 38 39 07 30 89 15 38 40 06 27 90 11 47 23 Journal Code ICAP 07 30 89 16 06 49 07 30 89 16 06 49 07 30 89 16 06 50 07 30 89 16 06 50 07 30 89 16 06 51 07 30
35. Aug adjustments Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted Total Amount Posted 140 Inventory Control User Manual Reports and Inquiry 5 Option 23 Product Price Catalog This price catalog lists all products by product class and shows the quantities and prices by quantity break and price break respectively It also lists the freight class stockkeeping unit of measure items per unit of measure package size shipping weight and ABC class Here is a sample Product Price Catalog Expert Distributing Inc 05 24 91 10 45 am KAY Page Product Price Catalog Product Description U M ABC I U Qty1 Qty4 Qty5 Wh Package Size Ship Wt Pricel Price4 Product Class 20 4 12 Gold Plated Black Round 0 020 Product Class 10 Standard 10 10 3 1 2 White Round 10 10 3 1 2 White Round 99 58 10 Yellow Cylinder 20 Product Class 20 Special Order 10 10 3 1 2 White Round 20 56 10 Red Cylinder 20 58 10 Yellow Cylinder 30 Product Class 30 Custom 20 4 12 Gold Plated Black Round 10 020 4 12 Gold Plated Black Round 20 020 4 12 Gold Plated Black Round 30 020 56 10 Red Cylinder 30 Inventory Control User Manual 141 5 Reports and Inquiry Option 24 Product Price Cost Catalog This catalog lists each product by warehouse and product class and shows the quantities and prices by quantity break and price break respectively The av
36. Create Reorder Records function The product number warehouse number vendor quantity price and amount on the reorder record can be changed The system displays the operator ID under which the record was created and the date on which it was created Select Edit Reorder Records from the Utilities and Special Edits menu Here is the Edit Reorder Records screen Inventory Control User Manual 167 7 Utilities and Special Edits Figure 46 The Edit Reorder Records Screen Certain entries on the screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the number of the product for which a reorder record has been created You can use the Scan option to find an appropriate entry The system displays the corresponding product description so that you may verify your entry Warehouse Enter the number of the warehouse from which a
37. ETURN to save the information on this screen Select the Next Record option to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments Control Groups file This screen may optionally be used to display information about Adjustments Control Groups Figure 14 The Adjustments Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing 34 Inventory Control User Manual Transaction Processing 2 Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journa
38. Enter up to 4 characters to identify the purchasing unit of measure For example if the pricing unit is a foot for example of wire and it is purchased by rolls the Purchasing Unit would be ROLL This field is available on various reports and entry functions for informational purpose only Unit Price Enter up to 6 digits and 3 decimals for the current price of the pricing unit The unit price is printed on requests for quotes generated through the Request for Supplier Quote function or through the Purchase Orders application 74 Inventory Control User Manual File Maintenance 4 Pricing Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to the pricing units The default is 1 00 the pricing factor used if the pricing and purchasing units are the same For example if the purchasing unit is gallons and the pricing unit is pints then the Pricing Factor entry would be 8 If the purchasing unit is pints and the pricing unit is gallons then the Pricing Factor entry would be 125 As another example if the purchasing unit is tons and the pricing unit is pounds the Pricing Factor would be 2000 If the purchasing unit is pounds and the pricing unit is tons the Pricing Factor would be 0005 Vendor Product Enter up to 12 characters to identify the vendor s product number for the product If the Purchase Orders application is part of the system this info
39. Inventory Control User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table of Contents Chapter 1 General Information eeosevovessvveesvvneennvneennnnesnnvneennnnesnnnnennnveennnvnennne 1 Purpose Luger ek 2 Contents Jsjnerin gele de aa nies deel haem ele inia 2 Other Manualsa Krause 2 Phases eoat aea A EAE e AE E EEE A tase Metres atc ete log 2 Initial Sepie E sr tebe E E TA E a TTA E 3 Live Op ra ti nS ooi i a he eee nett chia ai i EE E E E A E ee 3 Recovery Processing scc tissaececsdsaqeted ieser ieee rinsed EAE OEE AEREE EA EEES 4 Accounting Audit Frais epe aeioeaio a a aged 4 Transaction Entry cz vii ies ie iene Dies E ae aca 4 Journal Printing oona ais analy eth IMA neta ets 4 Inventory Control terenie ea eE ee Eee 5 Chapter 2 Transaction Processing
40. Months to Keep Purchases Detail Post to Other Applications GL Y EOM Reports Required Printed System Control Numbers GL Distributions x N Transaction Control N Y Material Requisitions Warehouse Transfers Product Transfers Adjustments Inventory Receipts Inventory Control User Manual 119 4 File Maintenance 120 Inventory Control User Manual Chapter 5 Reports and Inquiry 5 Reports and Inquiry Reports and Inquiry The Inventory Control Reports and Inquiry functions print a number of reports Included among these are reports on inventory status product purchase sales and history and inventory value Functions are also provided to print product price and price cost catalogs In setting up your reports you can both sort the information included on each report according to your needs and you can select the level of detail that you want to appear Several inquiry functions are also available to provide on screen displays of Inventory Control data These inquiries allow you to view inventory and warehouse quantities product sales prices and costs price and purchase history alternate products and vendors and customer pricing The Reports and Inquiry menu is shown below Figure 35 The Reports and Inquiry Screen 122 Inventory Control User Manual Reports and Inquiry 5 Option 1 Stock Status Report The Stock Status Report lists products by warehouse and product class and identifies the number of stockk
41. Transfers Journal option prints a journal of product transfers entered During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Product Transfers transactions A sample output is shown below Expert Distributing Inc 05 23 91 03 48 pm KAY Page Product Transfers Journal Ref Post Mo Yr Addl Unit Cost GL Account From Product From Inv Account To Product To Inv Account Control Group AAA 0001 August Prod Transfers Post Month Year 08 89 0003 PRODTR 08 15 89 08 89 30 56 10 Red Cylinder 1100001000WH Resale Inventory 40 58 10 Yellow Cylinder 1100001000WH Resale Inventory PRODTR 08 15 89 08 89 4010000001WH Cost of Goods Sold Sales Whls 10 10 3 1 2 White Round 1100001000WH Resale Inventory 10 10 3 1 2 White Round 1100001000WH Resale Inventory Control Group AAA 0001 August Prod Transfers Entered Calculated Difference Exclusive N Control Totals Post Now Hash Totals Number of Errors in This Journal 52 Inventory Control User Manual Transaction Processing 2 Below is a Product Transfers Journal Summary Expert Distributing Inc 05 23 91 03 49 pm KAY Page Inventory Control Journal Summary Account Account Name Jrnl ID Trx Date Debits Credits 1100001000WH Resale Inventory ICPT 08 15 89 4010000001WH Cost of Goods Sold Sales Whls ICPT 08 15 89 Grand Totals gt Invento
42. account for release transactions The account defaults from the product s Product Classes record If the General Ledger application is part of your system the corresponding description is dis played from the Chart of Accounts file Current Balance The system displays in stockkeeping units the total posted requisitioned quantity less the total posted released quantity for this product only on this requisition This entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen 16 Inventory Control User Manual Transaction Processing 2 Select the Previous Image option to go back to the Material Requisitions screen Select the Next Record option to go to the next Line Items screen Select the END option to go to the next Material Requisitions screen At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Material Requisition Line Items file Option 2 Warehouse Transfers This function records transfers of inventory products from one warehouse to another warehouse that stocks the same products The cost in at the receiving warehouse is equal to the cost out of the sending warehouse You must use the Product Transfers function for any cost differential between the two warehouses The Update On Hand with Warehouse Transfers option in the Parameters file specifies whether ware house transfer
43. al Ledger account number for the adjustment account to which all overages and underages for products in this class will be posted You can use the Scan option to find an appropriate entry If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file The description from the Chart of Accounts file is displayed so that you can verify your entry This account defaults when adjustments to total cost and on hand quantities are entered it can be overridden It is also used when physical inventory variances are processed through the Adjust to Physical Inventory function in this case it cannot be overridden Sales Enter the General Ledger account number for the sales account for products in this class You can use the Scan option to find an appropriate entry If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file The descrip tion from the Chart of Accounts file is displayed so that you can verify your entry This account defaults during transaction entry in the Order Entry application 100 Inventory Control User Manual File Maintenance 4 Cost of Goods Sold Enter the General Ledger account number for the cost of goods sold account for products in this class You can use the Scan option to find an appropriate entry If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file Th
44. ancellation status on header records and the line number or date required on line item records You cannot use this function to add or delete records When you use this option a record of all entries are printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old and new field contents are shown and in all cases the User ID date and time are printed Select Material Requisitions from the File Maintenance menu Here is the first Material Requisi tions entry screen Inventory Control User Manual 101 4 File Maintenance Figure 30 The Material Requisitions Screen Certain entries on this screen will be automatically displayed If an asterisk appears next to one of the fields listed it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Requisition Enter up to 5 digits to specify the requisition you want to change or cancel You can use the Scan option to find an appropriate entry Description The sys
45. and value in the Products By Warehouse records according to the physical inventory data Additionally the system produces General Ledger Distributions postings for these adjustments and an audit report reflecting these adjustments Physical Inventory procedures can be performed without interrupting normal system operations In addition a partial physical inventory can be processed The Physical Inventory menu is shown below Figure 37 The Physical Inventory Screen 144 Inventory Control User Manual Physical Inventory 6 Option 1 Print Count Sheets This function is used to print product by location worksheets that are used for taking a full or partial physical inventory They provide space for recording the count date for each warehouse and a count and OK for each product in a warehouse They are then used as input forms when entering the data into the system Here is a sample count sheet 05 24 91 11 10 am Product Expert Distributing Inventory Count Sheets KAY Page Warehouse 00 20 Warehouse 10 Main Facility 10 10 3 1 2 White Round 4 12 Gold Plated Black Round Warehouse 20 South End Facility 10 10 3 1 2 White Round 4 12 Gold Plated Black Round 56 10 Red Cylinder 58 10 Yellow Cylinder Warehouse 30 North End Facility 20 4 12 Gold Plated Black Round 56 10 Red Cylinder 58 10 Yellow Cylinder Warehouse 99 Drop Ship Warehouse 10 Product 10 Drop Shipments
46. apne ite eet Ohana hate Hiei Weare 151 Option 5 Tags Process esta todideareislactels ae O AEE E E a eaea ne 151 Option 6 Physical Inventory Edit List snorononnnrnnvnvnrnrnrnrvrnrvrarevarenerenensnvnenvnsnvrsnvensnene 151 Option 7 Physical Inventory Variance Report sssessssseseesesreeseeresresrssreeresreeresrresesees 153 Option 8 Adjust to Physical Inventory and Print Audit Report snronvronvrrnvvrnvrnnnen 154 Chapter 7 Utilities and Special Edits esocosevovessvvvessvveevvneesnvneennvneennvneenneeee 155 Option 1 Purchase Price By Product rronvnonvnnnvnnnvnnnvnnnrnrnraserasevsrsnrrenensnvnsnvnsnvesnvensnene 156 Option 2 Purchase Price By Percentage srrrnvrnvnvnvnnnrnnvrnnvrnrevrnsnrnenensnvnenvnsnvesnvensvene 159 Option 3 Price Changes List srerennnnernnnnrnrrnennrneennnnsensnsenrrsennrnsennnnsensessnrssennrnsensnssnnssee 160 Option 4 Change Delete Product Numbers anvnnnvnnnnnnnrnrnrnrvrnrenrnsnenenerenvnenvnsnvennvensvene 160 Option 5 Reset Product Warehouse Quantities ernvrnnvrrvrnrvnnvevrnsnrnennnenvnenvnsnvnnnvensvene 163 Option 6 Generate Product ABC Classes rannnnnnnnnvnvnvnnnvnrvrarerarenansnrnenensnvnenvnsnvesnvensvene 165 Option 7 Create Reorder Records snr e e E E EEE a aia N 167 Option 8 Edit Reorder Records seneronnrnvvnnvvnnnvnenrnvnrnrnrnsvraserasensssvansnensnvnsnvnsnvesnvensvene 167 Option 9 Reorder Laster sec ices cl sees oe evs hades aiseacbe Solace ck
47. aracters to complete the warehouse s address City Enter up to 20 characters for the warehouse s city State Enter the standard 2 letter state abbreviation Zip Code Enter up to 10 characters for the zip code Country Enter up to 20 characters for the country where the warehouse is located Phone Enter up to 14 characters for the warehouse s phone number including area code You can use any notation or format for example HHE HEHEHE or HiHE HTHH THHEP Manager Enter up to 20 characters for the warehouse manager s name 98 Inventory Control User Manual File Maintenance 4 Press RETURN to save the information on this screen Select Next Record to go to the next Warehouses record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Warehouses file Option 6 Product Classes The Product Classes file identifies product classifications and the General Ledger accounts used for products within each classification Each product class is assigned a unique number The record in the Products file for each product in cludes the product class number Because the product class is associated with General Ledger ac counts each product is associated with the appropriate General Ledger accounts When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes bo
48. are houses file Products By Warehouse records contain the system maintained cost quantity purchases and sales data They also include the selling price and quantity breaks and the reorder points for the product All data is shown in terms of your stockkeeping units Depending on the option chosen in the Parameters file history can be maintained on a calendar or a fiscal year basis When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Products By Warehouse from the File Maintenance menu This file has two entry screens Here is the first Products By Warehouse screen Figure 24 The Products By Warehouse Screen Part 1 of 2 Certain fields on the screen do not apply if the Order Entry or Sales Analysis applications are not part of the system In this case you do not need to make entries in these fields When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing I
49. are given to particular customers Special prices for any quantity range can be specified in one of two ways Using price breaks The price breaks in this file can be used instead of the base sales prices in the Products By Warehouse file or they can be added to or subtracted from the base sales prices e Using percentage breaks The percentage is added to or subtracted from the base sales price in the Products By Warehouse file Quantity breaks specify the quantity ranges for each price or percentage break in this file If no quan tity breaks are specified the quantity ranges in the Products By Warehouse file are used 88 Inventory Control User Manual File Maintenance 4 If desired this file can specify an additional percentage to be subtracted from or added to the base sales price This percentage can be applied by itself or it can be applied in addition to the price or percent age breaks An ending date can be given for special pricing for any customer When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Product Discounts By Customer from the File Maintenance menu The Product Discounts By Customer entry screen is shown on the next page This screen presents infor
50. arehouse number an address and phone number and a manager s name When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Warehouses from the File Maintenance menu Here is the Warehouses entry screen Figure 28 The Warehouses Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Inventory Control User Manual 97 4 File Maintenance Data items for the preceding screen are described below Warehouse Enter 2 digits to identify the warehouse This is the number that is used to recall or reference this record elsewhere in the system Description Enter up to 30 characters to describe the warehouse Address Line 1 Enter up to 30 characters for the warehouse s address During purchase order entry the system displays the address you enter here as the default ship to address Address Line 2 If needed enter up to 30 additional ch
51. arehouse transfer entries update on hand quantities in both the sending and the receiving warehouse N Warehouse transfer entries update on hand quantities in the sending warehouse and on order quantities in the receiving warehouse An inventory receipt must be entered at the receiving warehouse to record receipt of the transferred goods and move the on order quantity to on hand In either case the costing of the transaction is recognized when the warehouse transfer is posted Inventory Control User Manual File Maintenance 4 Estimated Freight Option The system displays Y or N to indicate whether or not the estimated freight option is to be used This display can be changed Y The estimated freight option is used The Update Cost Quantity field must be set to A or P if this option is chosen N The estimated freight option is not used For more information on this option refer to the Special Considerations section of the User s Manual Initial Setup Keep Drop Ship History The system displays Y or N to specify whether or not historical values are maintained for drop shipped products Y History for drop shipped products is maintained in the Products By Warehouse records for the drop ship warehouse see the next field description N History is not kept for drop shipped products Drop Ship Warehouse No If drop ship history is maintained the system displays the number of the du
52. argin YTD Purchases YTD Units LY Units 70 Inventory Control User Manual Chapter 4 File Maintenance 4 File Maintenance File Maintenance Inventory Control master files contain data for products warehouses vendors material requisitions and system parameters The File Maintenance menu allows you to create and update master file records You can also print a listing of these files at any time Here is the File Maintenance menu Figure 22 The File Maintenance Menu The following pages provide sample screens and field definitions for each File Maintenance function Option 1 Products By Vendor The Products By Vendor file associates each product with a vendor If more than one vendor supplies the product and if the Keep Product Vendor Detail option is selected in the Parameters file then a separate record must be established for each product vendor combination If this option is not selected you must set up records with a product number and a blank vendor number In this case all activity is summarized by product Month to date year to date and last year totals are kept for the number of units purchased and the dollar amounts of those purchases from each supplying vendor Depending on the option chosen in the Parameters file history can be maintained on a calendar or a fiscal year basis The system maintains price changes for the six months previous to the current month All data is shown in terms of the vendor s pricing
53. ation is part of your system and if all receipts in Purchase Orders and warehouse transfers in Inventory Control have been posted Reset Open Requisitions Quantity 164 The system displays N for this field Enter Y or N to indicate whether or not you wish to recalculate and reset the Products By Warehouse Requis d requisitioned field according to the current open material requisitions This option can only be selected if all material requisitions in Inventory Control have been posted Inventory Control User Manual Utilities and Special Edits 7 The entered data is validated Press RETURN to save the information on this screen and update the Products By Warehouse file Here is a sample Products By Warehouse Quantities Change Report from this function Expert Distributing Inc 06 06 91 04 55 Reset Product Warehouse Quantities Report Old New Old New Product Committed Committed On Order On Order Product 3 1 2 White Round Product 20 4 12 Gold Plated Black Round Product 30 56 10 Red Cylinder Product 40 58 10 Yellow Cylinder Product 50 Special Test Product Option 6 Generate Product ABC Classes This function is used to generate product ABC classes for the Products By Warehouse file The ABC classes can be based either on year to date dollar sales or on the inventory value Total Cost in the Products By Warehouse records Product ABC classes can be changed for specific warehouses
54. based on the total inventory value total cost of the product Enter Percentages Enter up to 2 digits and 1 decimal for each percentage breakdown for the three classifications That is enter the percentage of sales or inventory value that qualifies a product for classes A B and C The total of the three percentages must equal 100 Press RETURN to complete the function Option 7 Create Reorder Records This function is used to create reorder records for specific products that have reached reorder points in their warehouses and have the Auto POs option set to Y in the Products By Warehouse file The reorder point has been reached when the following expression is true On Hand On Order Committed Requisitioned LE Reorder Point The reorder vendor and reorder quantity on the reorder record are obtained from the Products By Warehouse record The purchase price is obtained from the Products By Vendor record if detail in this file is not kept by vendor the purchase price is set to 0 and you must edit the reorder record to provide this information If a reorder record already exists a new reorder record replaces the existing record An option can be set on the reorder record to allow a purchase order to be generated from the record Select Create Reorder Records from the Utilities and Special Edits menu to run this function Option 8 Edit Reorder Records This function is used to edit reorder records created using the
55. been printed so that the Close Month proce dure can be performed These reports include General Ledger Distributions Transaction Control and Transaction Detail Samples of these reports are included in the sections on General Ledger Distribu tions Report Transaction Control Report and Transaction Detail Report Option 5 Monthly Status Use this inquiry function to verify the current status of the Inventory Control application Monthly Status provides an on screen display that shows the current calendar month and year To accomplish this job select Monthly Status from the Monthly Processing menu A sample inquiry is shown below JIS ISIE kkk kx k Monthly Status OCs Harr Si rE rE nS rn a re Fiscal Period 08 Calendar Month 01 Fiscal Year 89 Calendar Year 89 Start Month of Fiscal Year 6 EOM Reports Required Printed General Ledger Distributions Report Option 6 Close Month During the Close Month procedure Inventory Control files are prepared for the next accounting month The Close Month procedure deletes Month To Date Postings records and selectively purges the Transaction Detail and Product Purchases holding files Depending on how you set up your Parameters file and the current month you are in Close Month updates the following master files and fields Products By Vendor Products By Warehouse Monthly Price 6 MTD Sales Current Price MTD Margin MTD Units MTD Units MTD Purchases YTD Sales LY Purchases YTD M
56. ccd eee 170 Option 10 Generate Purchase Orders 000 0 eee eeeeseeseecssecsseceseceseceseceseeeseeeseeeseeeeneeeaes 171 Inventory Control User Manual v Table of Contents vi Inventory Control User Manual Chapter 1 General Information 1 General Information Purpose This manual provides instructions for using the Live Operations phase of the Inventory Control appli cation Use this manual as a guide for performing day to day and monthly inventory control proce dures All features and options described in this manual are included in the APPX Inventory Control applica tion Any modification of the software or documentation is the responsibility of the person who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications Since the information contained in the APPX User Manual is not repeated in this or other APPX manuals you should read it carefully before working with the system This manual along with both the Inventory Control System Administrator manual which provides in formation about the Initial Setup phase a
57. ceipts adjustments warehouse transfers and product transfers are posted If the Accounts Payable application is part of the system this field is updated when invoices or adjustments are posted If the Purchase Orders application is part of the system this field is updated when invoices are posted If the Order Entry application is part of the system this field is updated when invoices are posted Inventory Control User Manual File Maintenance 4 On Order The system displays the number of stockkeeping units of the product that are on order for this warehouse This field is updated online when adjustments to on order quantities are entered During warehouse transfer entry if the Update On Hand with Warehouse Transfers option in the Parameters file is set to N the transferred quantity updates this field in the receiving warehouse An inventory receipt must be entered to move the transferred quantity from this field to the On Hand Qty field If the Purchase Orders application is part of the system this field is updated on line when purchase orders are entered It is also updated when receipts are entered through either Inventory Control or Purchase Orders Uncosted The system displays the number of stockkeeping units of the product that have been received but not yet costed This field is updated online when material requisitions and inventory receipts are entered It may also be updated on line by adjustments and warehou
58. ciates EACH 10 110 250 100 250 05 29 89 Option 21 Customer Discounts Inquiry This inquiry function shows up to five discount percentages and their associated quantity and price breaks for a specified customer and product It also displays the expiration date of the price breaks the additional discount percentage if any and whether or not the price breaks override those in the Prod ucts By Warehouse file Here is a sample Customer Discounts Inquiry kkkkkkkkkkkkkkkkkkkk kk x Customer Discounts Inquiry 5 iddei idide ie dek dekie Product 10 10 3 1 2 White Round Customer 00000020 Master Sellers Company Price Expires Override N Additional Discount 0 000 Quantity Inventory Control User Manual 139 5 Reports and Inquiry Option 22 Transaction Control Inquiry If you have chosen the option to use Transaction Control this inquiry allows you to view Transaction Control information The file posted along with the operator ID control number and description from the posted transactions are shown Also shown are the control total hash total number of transactions number of errors number of warnings last transaction posted and amount posted from the control group Here is a sample Transaction Control Inquiry FOI III IO II III 390 Transaction Control ie iede dede dee iee de de de dk ie e de de eE eke ke Appl File Control Group Date Time Description TIC ADJUSTMENTS BBB 0002 06 27 90 11 47 am
59. counts entered from either count sheets or tags and provides space for verification and approval These lists are used to review entries for completeness and accu racy before the system computes variances and performs inventory adjustments Inventory Control User Manual 151 6 Physical Inventor Here is a sample Physical Inventory Edit List Expert Distributing Inc 05 24 91 11 42 am Product Physical Inventory Edit List Description Class ABC Phys Cycle U M KAY Page 1 Warehouse 20 South End Facility 10 30 40 10 3 1 2 White Round 020 56 10 Red Cylinder 020 58 10 Yellow Cylinder 010 Warehouse 30 North End Facility 20 30 4 12 Gold Plated Black Round 030 56 10 Red Cylinder 030 20 20 20 30 30 A 010 4 A 010 6 c 030 2 A 010 4 0 Each Each Each Each Each B 02 300 00 D 05 250 00 F 43 300 00 we ee ee eee C 11 250 00 ce ee ee eee D 06 240 00 cs eee eeeee 152 Inventory Control User Manual Physical Inventory 6 Option 7 Physical Inventory Variance Report This report calculates quantity and amount variances between the on hand inventory quantities and the physical count entered from count sheets or tags You can use this report to review discrepancies be fore the actual adjustments are posted Here is a sample Physical Inventory Variance Report Expert Distributing Inc 05 24 91 11 48 am KAY Page Physical Inven
60. d in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail 32 Inventory Control User Manual Transaction Processing 2 Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of adjustments Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of adjustments This description will appear on the Transaction Control report and inquiry Quantity Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter the adding machine total of all adjustment quantities to be entered This entry is bal anced against the running total kept by the system as adjustments entries are made The sys tem displays the running total of quantities entered in t
61. e Transfers Journal Date Post Mo Yr Product Quantity From Warehouse From Inv Account To Warehouse To Inv Account Control Group AAA 0001 August Warehouse Transfers Post Month Year 08 89 0004 WHTRN 08 15 89 08 89 10 10 3 1 2 White Round 20 South End Facility 1100001000WH Resale Inventory 10 Main Facility 1100001001WH Resale Inventory Sales WHTRN 08 01 89 08 89 20 4 12 Gold Plated Black Round 10 Main Facility 1100001001WH Resale Inventory Sales 30 North End Facility 1100001001WH Resale Inventory Sales WHTRN 08 15 89 08 89 40 58 10 Yellow Cylinder 20 South End Facility 1100001001WH Resale Inventory Sales 30 North End Facility 1100001000WH Resale Inventory Control Group AAA 0001 August Warehouse Transfers Entered Calculated Difference Exclusive N Control Totals 110 00 Post Now N Hash Totals 70 70 Number of Errors in This Journal Number of Warnings 50 Inventory Control User Manual Transaction Processing 2 Below is a Warehouse Transfers Journal Summary Expert Distributing Inc 05 23 91 03 46 pm KAY Page Inventory Control Journal Summary Account Account Name Trx Date Debits 1100001000WH Resale Inventory 08 15 89 1100001001WH Resale Inventory Sales Outlet 08 15 89 Grand Totals gt Inventory Control User Manual 51 2 Transaction Processing Option 8 Product Transfers Journal Before product transfer entries can be posted you must print the Product Transfers Journal The Prod uct
62. e changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of adjustments Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of adjustments This description will appear on the Transaction Control report and inquiry Quantity Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter the adding machine total of all receipt quantities to be entered This entry is balanced against the running total kept by the system as inventory receipt entries are made The system displays the running total of quantities entered in the Current field and the balance remain ing is s
63. e description from the Chart of Accounts file is displayed so that you can verify your entry This account defaults during transaction entry in the Order Entry application Estimated Freight Enter the General Ledger account number for the estimated freight account You can use the Scan option to find an appropriate entry This is the account to which estimated freight costs will be posted for products in this class If the General Ledger application is part of the sys tem this number must be on file in the Chart of Accounts file The description from the Chart of Accounts file is displayed so that you can verify your entry If the estimated freight option was chosen in the Parameters file and if this product class uses that option this account number must be entered Otherwise leave this field blank For a description of the estimated freight option refer to the Special Considerations section of the User s Manual Initial Setup The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Product Classes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Classes file Option 7 Material Requisitions Material requisitions are entered and posted as part of normal Transaction Processing For posted requisitions you can use the Material Requisitions File Maintenance function to edit or view the de scription or c
64. e purchase order entry records in the Purchase Orders application from designated reorder records The Auto POs option in the Products By Warehouse record must be set to Y to allow purchase orders to be generated The purchase order records can be edited in the Pur chase Orders application The selected reorder records are grouped by vendor Only one purchase order record per vendor is created This function updates the on order quantity in the Products By Warehouse file as would normally be done during purchase order entry in the Purchase Orders application Select Generate Purchase Orders from the Utilities and Special Edits menu Here is the Generate Purchase Order entry screen Figure 47 The Generate Purchase Orders Screen Data items for the preceding screen are described below Beginning Purchase Order Number Enter up to 8 characters for the number of the first purchase order to be generated The fol lowing purchase orders will be sequentially numbered beginning with this number The entered data is validated Press RETURN to save the information on the screen and generate Purchase Orders Inventory Control User Manual 171 APPX Software Inc Inventory Control User Manual Published 5 95
65. e quantity on hand in each warehouse Here is a sample Inventory Value Report Expert Distributing Inc 05 23 91 04 36 pm KAY Page Inventory Value Report Adjusted Product Description Avg Cost Wh Description On Hand Total Cost Product Class 20 4 12 Gold Plated Black Round Product Subtotals Product Class Subtotals Product Class 10 Standard 10 10 3 1 2 White Round 10 Main Facility 99 Drop Ship Warehouse Product Subtotals 58 10 Yellow Cylinder 20 South End Facility Product Subtotals Product Class Subtotals Product Class 20 Special Order 10 10 3 1 2 White Round 20 South End Facility Product Subtotals 56 10 Red Cylinder 20 South End Facility Product Subtotals 58 10 Yellow Cylinder 30 North End Facility Product Subtotals Product Class Subtotals Inventory Control User Manual 133 5 Reports and Inquiry Option 12 Market Value Report This report shows the total inventory cost average cost x adjusted on hand quantity and total inventory market value price x adjusted on hand quantity Here is a sample Market Value Report Expert Distributing Inc 05 23 91 04 38 pm KAY Page Market Value Report Product Description Adjusted Wh Description Avg Cost Price 1 On Hand Total Cost Market Value Product Class 20 4 12 Gold Plated Black Round 00 0 000 0 000 Product Subtotals gt Product Class Subtotals gt Product Class 10 Standard 10 10 3 1 2 Whi
66. e saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of material requisitions This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Press RETURN to save the information on this screen 12 Inventory Control User Manual Transaction Processing 2 Select the Next Record option to go to the next Materials Requisitions Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Materials Requisitions Control Groups file The screen shown below presents information about Material Requisitions Figure 5 The Material Requisitions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record w
67. e the description of this function in the Utilities and Special Edits section of this manual Estimated Freight The system displays the Estimated Freight Percent entry if any from the Products record You can enter a new percentage of up to 3 digits and 2 decimals to override the display If the Update Cost Quantity option in the Parameters file is I this field is ignored Reorder Point Enter up to 6 digits to identify the point at which the product should be reordered for this warehouse The reorder point is the number of available stockkeeping units at which more product should be ordered Available stockkeeping units are calculated using the following formula Available On Hand On Order Requisitioned Committed If you entered Y for Auto POs reorder records can be created at the reorder point by run ning the Create Reorder Records function For more details see the description of this func tion in the Utilities and Special Edits section of this manual Reorder Quantity Enter up to 6 digits for the number of stockkeeping units to be ordered when reorder records are created The reorder quantity is included on the reorder record Reorder Vendor 82 Enter the 8 digit number from the Accounts Payable Vendors file for the vendor to be used on reorders of this product You can use the Scan option to find an appropriate entry The sys tem displays the vendor s name on the screen so that you can verif
68. e use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Discounts by Customer file Option 4 Products The Products file contains a record for each product in inventory Products in this file can be raw materials standard inventory products nonstock items including services or manufactured goods Each product is identified both by a product number and by a product alpha You can use the product alpha to identify the product for example for data entry or report selection if you do not remember the product number For each product a substitute product can be specified which may be available during Order Entry if the original product is unavailable Records in the Products file are tied to Product Classes records which include General Ledger account numbers Because of this transactions involving each product can be posted to the appropriate General Ledger accounts Inventory Control User Manual 91 4 File Maintenance When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Products from the File Maintenance menu The Products entry screen is shown below Figure 27 The Products Screen Certain fields on the screen do not apply if the
69. ed Costing and quantity information is also updated Option 20 Edit Unposted Control Groups You can use this function to edit the Print Journal and Post Now questions on all control group records of outstanding transactions The screen shown below presents information about Unposted Control Groups 58 Inventory Control User Manual Transaction Processing 2 Figure 19 The Unposted Control Groups Screen Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID of the operator who entered the control group is displayed Control No The system displays a positive number with up to 4 digits Supply the control number of the record you want to edit File The system displays an upper case alphanumeric field up to 4 characters in length The originating file is identified The valid values and their meanings are REQ Material Requisitions WHTR Warehouse Transfers PROD Product Transfers ADJ Adjustments RCPT Receipts Inventory Control User Manual 59 2 Transaction Processing Description The system displays an alphanumeric field up to 30 characters in length The description of this group is displayed Print Journal Enter Y Yes or N No The initial default value is Y This field is required Enter N if
70. ed information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Receipts Control Groups screen Select the Next Record option to go to the next Receipts record Select the END option to go to the next Receipts Control Groups screen At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receipts file Inventory Control User Manual 47 2 Transaction Processing Option 6 Material Requisitions Journal Before material requisition entries can be posted you must print the Material Requisitions Journal The Material Requisitions Journal option prints a journal of material requisitions entered During jour nal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Material Requisitions transac tions A sample output is shown below Expert Distributing Inc 05 23 91 03 28 pm KAY Page Material Requisitions Journal Control Group AAA 0001 August RQ Post Month Year 08 89 01121 08 15 89 08 89 Main Facility Raw Material Requisition Line Date Req GL Account Product No Qty Req d Qty Rel d Inv Account 001 09 15 89 10 10 3 1 2 White Round 1100001001WH Resale Inventory Sales Outlet 09 15 89 20 4 12 Gold Plated Black Round 1100001001WH Resale Inventory Sales Outlet 08 01 89 08 89 20 South End Faci
71. een and can enter control and hash totals for your adjustments In addition a record is written to the Transaction Control file for each group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID On the following pages the screens displayed by this function are shown The following screen presents information about Adjustments Control Groups Inventory Control User Manual 31 2 Transaction Processing Figure 13 The Adjustments Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be change
72. eeping units on hand committed requisitioned on order and available Here is a sample Stock Status Report Expert Distributing Inc 05 23 91 04 17 pm KAY Page Stock Status Report On On Available Hand Committed i Order On Order Warehouse Product Class 20 4 12 Gold Plated Black Round Warehouse 10 Main Facility Product Class 10 Standard 10 10 3 1 2 White Round Product Class 30 Custom 20 4 12 Gold Plated Black Round Warehouse 20 South End Facility Product Class 10 Standard 40 58 10 Yellow Cylinder Product Class 20 Special Order 10 10 3 1 2 White Round 30 56 10 Red Cylinder Product Class 30 Custom 20 4 12 Gold Plated Black Round Warehouse 30 North End Facility Product Class 20 Special Order 40 58 10 Yellow Cylinder Product Class 30 Custom 20 4 12 Gold Plated Black Round 30 56 10 Red Cylinder Warehouse 99 Drop Ship Warehouse Product Class 10 Standard 10 10 3 1 2 White Round Option 2 Unused Items Report This option prints an Unused Items Report that shows the stock status of products that have not been sold or requisitioned for a user specified number of days The screen shown below allows you to specify the number of days to check for unused items Inventory Control User Manual 123 5 Reports and Inquiry Figure 36 The Unused Items Report Screen Data items for the preceding screen are described below Enter Number of Days to Check Enter a number up to 4 digi
73. eginning with 1 Product Enter the number of the inventory product to be adjusted You can use the Scan option to find an appropriate entry This number must be on file in the Products file the combination of this number and the warehouse number see next field must be on file in the Products By Ware house file The system displays the corresponding product name from the Products file so that you may verify your entry Warehouse Enter the number of the warehouse in which the product to be adjusted is located You can use the Scan option to find an appropriate entry This number must be on file in the Ware houses file the combination of this number and the product number must be on file in the Products By Warehouse file The system displays the corresponding warehouse description from the Warehouses file so that you may verify your entry Inventory Account The system displays the inventory account identified on the product s Product Classes record If the General Ledger application is part of your system the corresponding description is dis played from the Chart of Accounts file Over Under Account The over under General Ledger account number is defaulted from the product s Product Classes record You may override the display You can use the Scan option to find an appro priate entry 36 Inventory Control User Manual Transaction Processing 2 If the General Ledger application is part of your system the accou
74. ehouse Transfers Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of warehouse transfers This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail 18 Inventory Control User Manual Transaction Processing 2 Operator Exclusive Enter Y Yes or N No The initial default value is N
75. elete all records that contain a specified product number 160 Inventory Control User Manual Utilities and Special Edits 7 A product number cannot be changed or deleted if e Any Products By Warehouse record has nonzero values for on order committed or open requisi tion quantities for the product e There are open purchase orders in Purchase Orders sales orders in Order Entry or material requisitions or reorder records in Inventory Control for the product A product number can be changed but not deleted if e Any sales history for the product exists in the Products By Warehouse file e Any purchase history for the product exists in the Products By Vendor file At any time you can select the Direct Process I option to momentarily suspend this function to exit to the installation wide direct menu or the Direct Process 2 option to exit to the application direct menu In addition you can review on line documentation for any field at any time by positioning the cursor at that field and selecting the Help option Below is the Change Delete Product Numbers screen Figure 43 The Change Delete Product Numbers Screen Data items for the preceding screen are described below Inventory Control User Manual 161 Utilities and Special Edits Old Product Number Enter the number of the current product number that is to be changed or deleted You can use the Scan option to find an appropriate entry This p
76. entory Control User Manual Monthly Processing 3 Here is a sample General Ledger Distributions Report Summary Expert Distributing Inc 05 24 91 10 56 am Inventory General Ledger Distributions Report Summary Account Credit Net Change Post Month Year 08 89 1080001000MA Work in Process Corp Mfg 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 4010000001WH Cost of Goods Sold Sales Whls Post Month Year 08 89 Totals gt Grand Totals gt Option 2 Transaction Control If the Use Trx Control option in the Parameters file is Y this report lists the information from the Transaction Control file The file posted along with the operator ID control number and description from the posted transactions are shown Also shown are the control and hash totals number of trans actions number of errors and warnings last transaction posted and amount posted from the transac tion control group A sample Transaction Control report is shown below 05 24 91 10 58 am Appl File Date Time Expert Distributing Inc Inventory Control Transaction Control Report Amt Posted Op Exc Ctrl Total Control Group Description Last Trx Hash Total Trx Errors Warnings TIC ADJUSTMENTS 06 27 90 11 47 am ICAJ TIC INVENTORY RECEIPTS 06 27 90 11 45 am ICRC TIC MATERIAL REQUISITIONS 06 27 90 11 47 am ICRQ TIC PRODUCT TRANSFERS 06 27 90 11 46 am ICPT TIC WAREHOUSE TR
77. entory Control User Manual 27 2 Transaction Processing Select the Next Record option to go to the next Product Transfers Control Groups record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Transfers Control Groups file The screen shown below presents information about Product Transfers Figure 12 The Product Transfers Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically assigns a transaction number beginning with 1 Reference Enter up to 6 characters to further describe and reference the product transfer 28 Inventory Control User Manual Transaction Processing 2 Date The system displays today s date You may override the display Post Mo Yr Enter up to 2 characters each for the month a
78. equired monthly reports When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Parameters from the File Maintenance menu Here is the Parameters entry screen Figure 32 The Parameters Screen Part 1 of 2 The fields on this screen are automatically displayed In a few cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Data items for the preceding screen are described below Current Fiscal Month Year The system displays the current fiscal month and year The fiscal month can be a value be tween 1 and 13 Current Calendar Month Year The system displays the current calendar month and year 106 Inventory Control User Manual File Maintenance 4 Start Month of Fiscal Year The system displays the calendar month that begins your fiscal year For example if your fiscal year begins on July 1 the start month is 7 Number of Accounting Periods The system displays 12 or 13 to specify the number of periods in the fiscal year Calendar History The system displays Y or N to indicate whether or
79. er Manual Transaction Processing 2 Press RETURN to save the information on this screen Select the Next Record option to go to the next Receipts Control Groups record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receipts Control Groups file The screen shown below presents information about Receipts Figure 18 The Receipts Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically assigns a transaction number beginning with 1 Inventory Control User Manual 43 2 Transaction Processing Reference Enter up to 6 characters to further describe and reference this receipt Date The system displays today s date for the receipt of this product You may change this display Post Mo Yr Enter up to 2 character
80. er Point Reorder Quantity Reorder Vendor Auto POs Last Qty Purch Last Purchase Last Qty Sold Last Sale Main Facility On Hand On Order Committed Requis d Uncosted 291 00 61 00 0 00 301 00 6 00 MTD Sales MTD Units MTD Margin 1000 00 4 00 440 00 20 South End Facility On Hand 722 00 On Order 260 00 Committed 0 00 Requis d 90 00 Uncosted 12 00 MTD Sales MTD Units MTD Margin 99 Drop Ship Warehouse On Hand 1 00 On Order 00 Committed 1 00 Requis d 0 00 Uncosted 0 00 MTD Sales MTD Units MTD Margin A 10 WHITE ROUND Cost Last Cost Total Cost Estimated Freight 34 913 110 000 13965 00 0 00 Quantity Breaks YTD Sales YTD Units YTD Margin 6820 00 31 00 3400 00 B 02 WHITE ROUND Cost 16 146 Last Cost 62 500 Total Cost 14402 50 Estimated Freight 0 00 Quantity Breaks YTD Sales YTD Units YTD Margin Cost Last Cost Total Cost Estimated Freight Quantity Breaks YTD Sales YTD Units YTD Margin Inventory Control User Manual 010 010 Items Unit Units Per Carton Post to S A N Cycle Count Price Breaks 1 00 250 000 10 00 245 000 25 00 240 000 50 00 220 000 100 00 200 000 020 010 Items Unit Units Per Carton Post to S A N Cycle Count Price Breaks 1 00 320 000 10 00 315 000 25 00 310 000 50 00 305 000 100 00 295 000 010 Items Unit Units Per Carton Post to S A N Cycle Count Price Breaks 1 00 250 000 10 00 245 000 25 00 240
81. er and the product number must be on file in the Products By Warehouse file The system displays the corresponding description from the Warehouses file so that you may verify your entry Inventory Acct The inventory account for the sending warehouse defaults from the warehouse s Product Classes record If General Ledger is part of your system the corresponding description is displayed from the Chart of Accounts file 22 Inventory Control User Manual Transaction Processing 2 To Warehouse Enter the number of the warehouse to which products are being transferred You can use the Scan option to find an appropriate entry This number must be on file in the Warehouses file the combination of this number and the product number must be on file in the Products By Warehouse file The system displays the corresponding description from the Warehouses file so that you may verify your entry Inventory Acct The inventory account for the receiving warehouse defaults from the warehouse s Product Classes record If General Ledger is part of your system the corresponding description is displayed from the Chart of Accounts file Date The system displays today s date You may override the display Post Mo Yr Enter up to 2 characters each for the month and year to identify the calendar month and year to which this transaction is to be posted Valid entries are 1 13 Calendar period EY End of year Reference Enter up to 6 charact
82. erage cost of the product and the percentage mark up at each price break are included The catalog also lists the product s freight class stockkeeping unit of measure items per unit of measure package size shipping weight and ABC class Here is a sample Product Price Cost Catalog Expert Distributing Inc 05 24 91 10 49 am Product Price Cost Catalog Product Unit ABC Qtyl Qty2 Qty3 Qty4 Qty5 Wh Package Size Pricel Price2 Price3 Price4 Price5 Ave Cost Markup1 Markup2 Markup3 Markup4 Markup5 Product Class Warehouse 20 4 12 Gold Plated Black Round 020 00 00001 15 00 Product Class 10 Standard Warehouse 10 Main Facility 10 10 3 1 2 White Round 010 10 00001 100 Warehouse 20 South End Facility 40 58 10 Yellow Cylinder 010 20 00001 25 00 Warehouse 99 Drop Ship Warehouse 10 10 3 1 2 White Round 010 99 00001 100 00 Product Class 20 Special Order Warehouse 20 South End Facility 10 10 3 1 2 White Round 010 20 00001 100 00 30 56 10 Red Cylinder 010 20 00001 25 00 142 Inventory Control User Manual Chapter 6 Physical Inventory 6 Physical Inventor Physical Inventory The Physical Inventory functions provide two methods for counting and entering physical inventory using count sheets which are printed by the system and using tags Once a physical count from count sheets or tags has been entered and processed the system provides an edit list and a variance report The system adjusts the on h
83. ers have been entered the system displays the current price You may enter up to 6 digits and 3 decimals for the new unit price of the product Press RETURN and the new price you enter automatically updates the Current Price field below Product Description The system displays the product description from the Products record Unit of Measure The system displays the product s stockkeeping unit of measure from the Products file Current Price The system displays the vendor s current unit price for the product from the Products By Vendor file Last Price The system displays the unit price used on the last order placed with the vendor from the Products By Vendor file Last Purchased The system displays the date of the last order for this product placed with this vendor from the Products By Vendor file Last Price Change The system displays the date of the last price change for the product This date reflects the last time either the Purchase Price By Product or the Purchase Price By Percentage utility was run or the price was changed in Products By Vendor File Maintenance Press RETURN to save the information on this screen and update the Products By Vendor file Select Next Record to go to the next Purchase Price By Product record At this screen use of the MODE keys CHG or INQ pertain to those records in the Purchase Price By Product file 158 Inventory Control User Manual Utilities and Special Edit
84. ers to further describe and reference the warehouse transfer This entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Warehouse Transfers Control Groups screen Select the Next Record option to go to the next Warehouse Transfers record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Warehouse Transfers file Inventory Control User Manual 23 2 Transaction Processing Option 3 Product Transfers This function allows you to transfer a product from one product number warehouse number or unit of measure to another If a product is transferred on hand quantities in Products By Warehouse records for both the new and the old warehouses are updated Any difference in cost is entered in the Additional Unit Cost field and posted to the General Ledger account entered on the transaction When you enter product transfers you see only one of the two possible screens for Product Transfers Control Groups Which screen you see depends on how you answered two questions on your Param eters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the first screen and can enter control and hash totals for your product transfers In addition a record is written to
85. esponding description is displayed so that you may verify your en try If you entered 1 or 3 manufactured goods or warehouse transfers for Source this field is not required Warehouse Enter the number of the warehouse that received the product You can use the Scan option to find an appropriate entry The warehouse number must be on file in the Warehouses file the combination of this number and the product number must be on file in the Products By Ware house file The system displays the corresponding description from the Warehouses file so that you may verify your entry Inventory Acct The inventory account is defaulted from the product s Product Classes record If General Ledger is part of your system the corresponding description is displayed from the Chart of Accounts file GL Account If you entered 1 manufactured goods for Source enter the General Ledger account that offsets the Inventory Account display see previous field If you entered 2 purchased goods for Source this field is not required if the Update Cost Quantity option in the Parameters file is set to A However you may enter an account number for your information only If the Update Cost Quantity option in the Parameters file is set to P leave this field blank If the Update Cost Quantity option in the Parameters file is set to I enter the General Led ger account that offsets the Inventory Account displa
86. haracters in length This field is required Describe this group of material requisitions This description will appear on the Transaction Control report and inquiry Quantity Control Total 10 Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter the adding machine total of all material requisitions quantities to be entered This entry is balanced against the running total kept by the system as material requisitions entries are made The system displays the running total of quantities entered in the Current field and the balance remaining is shown in the Remaining field This field is optional Inventory Control User Manual Transaction Processing 2 Product Hash Total Enter a positive number with up to 12 digits Enter the total of all product numbers to be entered in this control group The system will keep a running total of product numbers and balance it against this entry This field is optional Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified t
87. he Current field and the balance remaining is shown in the Remaining field This field is optional Product Hash Total Enter a positive number with up to 12 digits Enter the total of all product numbers to be entered in this control group The system will keep a running total of product numbers and balance it against this entry This field is optional Adjustment Affects GL Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not this group of adjustments will affect the balances in General Ledger Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Inventory Control User Manual 33 2 Transaction Processing Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press R
88. he Remaining field This field is optional Product Hash Total Enter a positive number with up to 12 digits Enter the total of all product numbers to be entered in this control group The system will keep a running total of product numbers and balance it against this entry This field is optional Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press RETURN to save the information on this screen Select the Next Record option to go to the next Product Transfers Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Transfers Control Groups file This screen may optionally be used to display information about Product T
89. he journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Material Requisitions Control Groups record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Materials Requisitions Control Groups file This screen may optionally be used to display information about Materials Requisitions Control Groups Inventory Control User Manual 11 2 Transaction Processing Figure 4 The Material Requisitions Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field required In ADD mode this field will automatically b
90. he Parameters file specifies which applications update product costs and quantities This in turn specifies the types of receipts that can be entered through Inventory Control If Update Cost Quantity is set to A all inventory receipts can be entered here Costs are up dated through invoice postings from Accounts Payable and quantities through receipt entries in Inventory Control If Update Cost Quantity is set to P purchase receipts cannot be entered here Costs are updated through invoice postings and quantities through receipt entries in Purchase Orders If Update Cost Quantity is set to I all inventory receipts can be entered here Costs are updated through receipt postings and quantities are updated through receipt entries in Inventory Control 38 Inventory Control User Manual Transaction Processing 2 If the Update On Hand with Warehouse Transfers option in the Parameters file is set to N and if a warehouse transfer receipt is entered the on order quantity in the receiving warehouse is reduced and the on hand quantity increased by the amount received When you enter receipts you see only one of the two possible screens for Inventory Receipts Control Groups Which screen you see depends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you
91. he Purchase Price By Product Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the number of the product for which the price is being changed You can use the Scan option to find an appropriate entry This product must be on file in the Products file Vendor Enter the number of the vendor supplying the product You can use the Scan option to find an appropriate entry The combination of this number and the product number must be on file in the Products By Vendor file Also if the Accounts Payable application is part of the system this number must be on file in the Vendors file The system displays the vendor name so that you can verify your entry Press RETURN to enter the New Price Inventory Control User Manual 157 7 Utilities and Special Edits New Price Once the product and vendor numb
92. his product is not subject to sales tax If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product Thus you should change this field only if no purchase orders remain open or if you also plan to modify all related records through the appropriate File Maintenance functions UM Per Ship Carton Enter up to 5 digits and 2 decimals for the number of units of measure in the shipping carton used for this product Using the Unit of Measure example if shirts are shipped in cartons that contain 4 packages units of measure you would enter 4 here This field is for your infor mation only If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product Drop Shipments OK 94 Enter Y or N to specify whether or not this product can be drop shipped from the vendor directly to the customer s site Y This product can be drop shipped N This product cannot be drop shipped Inventory Control User Manual File Maintenance 4 Drop shipped products are products in transit from the vendor directly to the customer that are assigned to a dummy warehouse known as a drop ship warehouse The drop ship warehouse is specified in the Parameters file A drop shipment is recorded as on hand inven tory in the drop ship warehouse until a sales invoice is
93. hown in the Remaining field This field is optional 40 Inventory Control User Manual Transaction Processing 2 Product Hash Total Enter a positive number with up to 12 digits Enter the total of all product numbers to be entered in this control group The system will keep a running total of product numbers and balance it against this entry This field is optional Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press RETURN to save the information on this screen Select the Next Record option to go to the next Receipts Control Groups record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Receipts Control Groups file This screen may opti
94. ice of the last purchase This field is updated when invoices are posted through the Accounts Payable or Purchase Orders application If costing is performed through Inventory Control it is also updated when receipts are posted The following items reflect the current price in effect at each month end for the last six months These prices are updated during Close Month processing through Inventory Control or Purchase Orders 76 Inventory Control User Manual File Maintenance 4 Price 1 Month Ago The system displays the unit price charged by the vendor one month ago During Close Month processing the unit price in the Unit Price field rolls back into this field Price 2 Months Ago The system displays the unit price charged by the vendor two months ago During Close Month processing the unit price in the Price 1 Month Ago field rolls back into this field Price 3 Months Ago The system displays the unit price charged by the vendor three months ago During Close Month processing the unit price in the Price 2 Months Ago field rolls back into this field Price 4 Months Ago The system displays the unit price charged by the vendor four months ago During Close Month processing the unit price in the Price 3 Months Ago field rolls back into this field Price 5 Months Ago The system displays the unit price charged by the vendor five months ago During Close Month processing the unit price in the Price 4 Months Ago field roll
95. ill be displayed for editing Data items for the preceding screen are described below Requisition Enter up to 5 digits to identify the requisition You may identify a previously posted requisi tion You can use the Scan option to find an appropriate entry Description Enter up to 30 characters to describe this requisition Warehouse Enter the warehouse number for the warehouse from which products have been requisitioned Inventory Control User Manual 13 2 Transaction Processing You can use the Scan option to find an appropriate entry The warehouse number must be on file in the Warehouses file the combination s of this number and each product entered on the line item screen s must be on file in the Products By Warehouse file The system displays the corresponding warehouse description from the Warehouses file so that you may verify your entry Date Enter the date for the requisition Post Mo Yr Enter up to 2 characters each to identify the calendar month and year to which this transaction is to be posted Valid entries are 1 13 Calendar period EY End of year After you complete this screen press RETURN to save the information on this screen and enter line items which identify products and quantities for the requisition Select the Previous Image to go back to the Material Requisitions Control Groups screen Select the Next Record option to go to the next Material Requisition Select the END option to go
96. ion Price Months Ago Price Month Ago Price Last Paid Annual Inflation Rate Option 19 Alternate Products Inquiry This inquiry function shows a product that can be substituted for the specified product For the original and alternate products the name size shipping weight warehouse total quantity on hand and next alternate product for the alternate product are shown It finds and displays the first Products By Ware house record to provide quantity and price breaks Here is a sample Alternate Products Inquiry FOI III III IOI III III FOI III III ok oe Alternate Products Inquiry Original Product Alternate Product Product Name Size Ship Wt Wh lo 138 4 12 Gold Plated Black Round 2x2 15 00 10 Main Facility Quantity 1 00 10 315 000 25 310 000 50 305 000 320 000 Total Next Alt Product Inventory Control User Manual Quantity Total On Hand Reports and Inquiry 5 Option 20 Alternate Vendors Inquiry This inquiry function displays all vendors that supply the specified product The vendor s unit lead time current and last price and last purchase date are displayed for each alternate vendor Here is a sample Alternate Vendors Inquiry kkkkkkkkkkkkkkkkkkkk k x Alternate Vendors Inquiry OOOOH HOR iiei iek iok ikk k Product 10 10 3 1 2 White Round Vendor Name Unit Lead Cur Price Last Price Last Pur 00000010 Miscellaneous Supplier 3 250 08 01 89 00000020 Pool and Asso
97. ion from that file so that you can verify your entry Inventory Control User Manual 73 4 File Maintenance Vendor If you have chosen the Keep Product Vendor Detail option in the Parameters file enter the number of the vendor to be set up on this Products By Vendor record You can use the Scan option to find an appropriate entry If the Accounts Payable application is part of your sys tem the vendor number must be on file in the Vendors file The system displays the vendor name from that file so that you can verify your entry Multiple vendors can be entered on separate Products By Vendor records If you have not chosen the Keep Product Vendor Detail option leave this field blank Product Class The system displays the number of the product class to which the product belongs based on the entry in the Products file The corresponding description from the Product Classes file is also displayed The system changes this field automatically if the Product Class field on the Products record is changed Alpha The system displays the vendor alpha from the Vendors record Pricing Unit Enter up to 4 characters to identify the pricing unit used by the vendor when quoting prices For example if the vendor price for this product is quoted as 6 00 per foot for example of wire the pricing unit would be FOOT This field is available on various reports and entry functions for informational purpose only Purchasing Unit
98. ion to find an appropriate entry This product number must be on file in the Products file The system displays the corresponding description so that you can verify your entry Warehouse Enter the number of the warehouse where the product counted with this tag is located You can use the Scan option to find an appropriate entry This warehouse number must be on file in the Warehouses file The system displays the corresponding description so that you can verify your entry Inventory Control User Manual 149 6 Physical Inventor Bin Enter up to 4 characters to identify the warehouse bin where the product counted with this tag is located Comment Enter a comment of up to 30 characters which relates to this tag Product Alpha The system displays the product alpha from the Products By Warehouse file Physical Count Enter up to 5 digits and 2 decimals for the number of stockkeeping units tagged for this prod uct in this warehouse and bin This entry does not update the Physical field in the Products By Warehouse record until the Tags Process function is run Unit Measure The system displays the stockkeeping unit of measure for the product from the Products file The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Tags record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Tags file 150 Inventory Cont
99. ions 07 25 89 30 N Product Date Req GL Account Account Total Req Last Req Last Rel 08 01 89 1080001000MA 08 01 89 1080001000MA Manufacturing 07 25 89 10 Product GL Account Account Total Req Total Rel 1080001000MA Manufacturing 08 01 89 10 Product GL Account Account Total Req Total Rel 08 08 89 1080001000MA 1000 00 1000 00 08 08 89 1080001000MA 500 00 500 00 Manufacturing 08 01 89 20 Product Date Req GL Account Account Total Req Last Req Total Rel 08 08 89 1080001000MA 08 08 89 1080001000MA Raw Material Requisition 08 15 89 10 Line Product GL Account Account Total Req Total Rel 09 15 89 1080001000MA 09 15 89 1080001000MA 118 Inventory Control User Manual File Maintenance 4 Option 16 Parameters List This option prints a listing of the Parameters file A sample output is shown below Expert Distributing Inc KAY Page 05 23 91 04 15 pm Inventory Parameters List Current Fiscal Month Current Fiscal Year Start Month of Fiscal Year Ask for Operator ID Use Transaction Control Costing Method Update Cost Quantity Estimated Freight Option Keep Drop Ship History Keep Detail in Transact File Keep Product Vendor Detail Current Calendar Month Current Calendar Year Number of Accounting Periods Calendar History Months of Transaction Control First In First Out Costing amp Qty from P O Update On Hand with Warehouse Transfers Drop Ship Warehouse Number Months to Keep Transact Detail
100. ions for entering physical inven tory They allow you to enter edit list and process physical inventory data using numbered tags The use of tags can simplify the physical inventory process and provide a more accurate count in a large warehouse environment This function is used to enter the physical inventory count for specific tags in specific product ware house bin locations Comments about the tag can be entered Select Tags Entry from the Physical Inventory menu Here is the Tags Entry screen 148 Inventory Control User Manual Physical Inventory 6 Figure 39 The Tags Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Tag Enter up to 12 digits to identify the inventory tag from which data is being entered Product Enter the number of the product counted with this tag You can use the Scan opt
101. ities based on open purchase orders and the reset quantity will be un derstated by the quantity of the nonreceipted warehouse transfers This function also prints a report that shows the entire Products By Warehouse file and the following quantities e Old committed and old on order e New committed and new on order e Old open requisitions and new open requisitions Asterisks are printed next to the products that have been changed Select Reset Product Warehouse Quantities from the Utilities and Special Edits menu The entry screen is shown below Inventory Control User Manual 163 7 Utilities and Special Edits Figure 44 The Reset Products By Warehouse Quantities Screen Data items for the preceding screen are described below Reset Committed Quantity The system displays N for this field Enter Y or N to indicate whether or not you wish to recalculate and reset the Products By Warehouse committed quantity according to the cur rent open sales orders in the Order Entry application This option can only be selected if the Order Entry application is part of your system Reset On Order Quantity The system displays N for this field Enter Y or N to indicate whether or not you wish to recalculate and reset the Products By Warehouse on order quantity according to the open purchase orders in the Purchase Orders application This option can only be selected if the Purchase Orders applic
102. l tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Press RETURN to continue to save the information on this screen Select the Next Record option to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments Control Groups file The screen shown below presents information about Inventory Adjustments Figure 15 The Adjustments Screen Inventory Control User Manual 35 2 Transaction Processing Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system automatically assigns a transaction number b
103. l OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Inventory Control User Manual 19 2 Transaction Processing Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated Press RETURN to save the information on this screen Select the Next Record option to go to the next Warehouse Transfers Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Warehouse Transfers Control Groups file This screen may optionally be used to display information about Warehouse Transfers Control Groups Figure 8 The Warehouse Transfers Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below
104. l Unit Cost GL Account Enter the General Ledger account number to which additional unit cost is posted You can use the Scan option to find an appropriate entry If the General Ledger application is part of 30 Inventory Control User Manual Transaction Processing 2 your system this account number must be on file in the Chart of Accounts file The corre sponding description is displayed so that you may verify your entry This entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the information on this screen Select the Previous Image option to go back to the Product Transfers Control Groups screen Select the Next Record option to go to the next Product Transfers record Select the END option to go to the next Product Transfers screen At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Product Transfers file Option 4 Adjustments This function allows you to enter adjustments to the total cost on hand on order and committed quan tities in the Products By Warehouse file When you enter adjustments you see only one of the two possible screens for Adjustments Control Groups Which screen you see depends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the first scr
105. lity Raw Material Requisition Date Req GL Account Product No Qty Req d Qty Rel d Inv Account 09 30 89 10 10 3 1 2 White Round 1100001000WH Resale Inventory 09 30 89 30 56 10 Red Cylinder 1100001000WH Resale Inventory 09 30 89 40 58 10 Yellow Cylinder 1100001001WH Resale Inventory Sales Outlet Control Group AAA 0001 August RQ Entered Calculated Difference Exclusive N Control Totals Post Now Hash Totals Number of Errors in This Journal 48 Inventory Control User Manual Transaction Processing 2 Below is a Material Requisitions Journal Summary Expert Distributing 06 10 91 12 50 pm KAY Page Inventory Control Journal Summary Account Account Name ID Trx Date Debits Credits 1080001000MA Work in Process ICRL KAY 06 10 91 1100001001WH Resale Inventory Sales Outlet ICRL KAY 06 10 91 Grand Totals gt Inventory Control User Manual 49 2 Transaction Processing Option 7 Warehouse Transfers Journal Before warehouse transfer entries can be posted you must print the Warehouse Transfers Journal The Warehouse Transfers Journal option prints a journal of warehouse transfers entered During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accuracy If the system finds no errors you can post the Warehouse Transfers transactions A sample output is shown below Expert Distributing Inc 05 23 91 03 45 pm KAY Page 1 Warehous
106. mation about Material Requisition Line Items Inventory Control User Manual 103 4 File Maintenance Figure 31 The Material Requisition Line Items Screen Certain entries on this screen will be automatically displayed If an asterisk appears next to one of the fields listed it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Line No The system displays the number of the first line item on the requisition To change or view a different line item enter up to 3 digits to identify it Date Required The system displays the date on which the requisitioned product is required This date can be changed Product No The system displays the number of the requisitioned product and the corresponding descrip tion from the Products file 104 Inventory Control User Manual File Maintenance 4 Inventory Account The system displays the inventory account to which the requisition applies The correspond ing description from the Chart of Accounts file is also displayed Total Quantity Reque
107. mation about Product Discounts By Customer Figure 26 The Product Discounts By Customer Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Enter the number of the product for which the customer will receive discounts You can use the Scan option to find an appropriate entry The product number must be on file in the Prod ucts file The system displays the corresponding description so that you can verify your entry Inventory Control User Manual 89 4 File Maintenance Customer Enter the number of the customer who will receive the discounts If the Accounts Receivable application is part of the system the customer number must be on file in the Accounts Receiv able Customers file you can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Pricing Expires Enter the date the discounts on this record expire If these discounts are good indefinitely leave this field blank If the Order Entry application is part of the system and if the current date is after
108. mmy warehouse that is used to track drop shipped products This display can be changed The warehouse identified here should be used for drop shipped inventory only A record must be set up in the Products By Warehouse file for each product that is drop shipped Keep Detail in Transact File The system displays Y or N to indicate whether or not transaction detail from Inventory Control and external applications is kept in the Inventory Transactions file Y Transaction detail is kept in the Inventory Transactions file When Inventory Control transactions and inventory related transactions from Accounts Payable Order Entry or Purchase Orders are posted detail from these transactions is also posted to this file N Transaction detail is not posted to the Inventory Transactions file If this field is set to Y the following transactions from external applications are posted to the Inventory Transactions file From Accounts Payable invoices and adjustments e From Purchase Orders invoices and receipts e From Order Entry invoices Inventory Control User Manual 109 4 File Maintenance Months to Keep Transact Detail The system displays the number of months or periods for which transaction detail is kept You can enter up to 3 digits to override the display The Close Month function deletes all transactions older than this number of months from the file Keep Product Vendor Detail The system displays
109. nd the Recovery Processing phase and the APPX User manual complete the set of manuals that accompany each APPX application For questions about the computer hardware used at your installation refer to the manuals provided by the hardware manufacturer Phases The Inventory Control application operates in three distinct phases Each has a specific role in pro cessing data e Initial Setup e Live Operations e Recovery Processing 2 Inventory Control User Manual General Information 1 Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history may be entered This information provides a basis for the Live Operations phase Live Operations In Live Operations transactions for material requisitions product and warehouse transfers adjust ments and inventory receipts are entered and processed Physical inventory counts can be entered if desired inventory can be adjusted to the physical count Inventory Control can produce a variety of reports including e Stock Status Report e Unused Items Report e Reorder Report e Sales Analysis by Product e Sales Analysis by Warehouse e Sales Analysis by Product Class e Product Purchase History e Vendor Purchase History e Request for Supplier Quote e Inflation Report e Inventory Value Report e Market Value Report e LIFO FIFO Purchases Detail Inquiry functions are available to display inventory and warehouse q
110. nd year to identify the calendar month and year to which this transaction is to be posted Valid entries are 1 13 Calendar period EY End of year Product Out Enter the number of the product being transferred from inventory You can use the Scan option to find an appropriate entry This product number must be on file in the Products file The system displays the corresponding description from the Products file so that you may verify your entry Inventory Acct Out The system displays the inventory account identified on the product s Product Classes record If General Ledger is part of your system the system displays the corresponding description from the Chart of Accounts file Warehouse Out Enter the number of the warehouse from which the product is being transferred You can use the Scan option to find an appropriate entry This number must be on file in the Warehouses file the combination of this number and the Product Out number must be on file in the Products By Warehouse file The system displays the corresponding description from the Warehouses file so that you may verify your entry Quantity Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the Product Out being transferred from the inventory at the out warehouse U M The system displays the unit of measure for the Product Out from the Products file Inventory Control User Manual 29 2 Transaction Processing Product In
111. nformation on these screens Inventory Control User Manual 111 4 File Maintenance Option 9 Products By Vendor List You can print the contents of any file by selecting the corresponding list from the File Maintenance Menu Lists include those items in each record that can be entered or changed as well as system maintained information During Live Operations you should print lists to check the accuracy of the data that is being entered These lists provide you with a printed record of the information used during Live Operations This option prints a listing of the Products by Vendor file A sample output is shown below Expert Distributing Inc 05 23 91 04 03 pm KAY Page Products By Vendor List Product Vendor Description Alpha Vendor Pricing Pricing Purch Quantity Lead Prod Class Product Unit Factor Unit Factor Time 10 10 3 1 2 White Round 00000010 Miscellaneous Supplier 10 3 1 2 White Round X 2 1035WRX2 1 0000 EACH Unit Price 3 250 1 Month MTD Units Price Expires 2 Months YTD Units Price Change 3 Months LY Units 4 Months MTD Purchases 5 Months YTD Purchases 6 Months LY Purchases Last Purchase 08 01 89 Last Price 3 250 10 10 3 1 2 White Round 00000020 Pool and Associates 10 3 1 2 White Round X 2 1035WRX2 EACH Unit Price 110 250 1 Month MTD Units 0 Price Expires 2 Months A YTD Units 1500 Price Change 07 31 85 3 Months LY Units 5000 4 Months MTD Purchases 0 5 Months Purchases 120000 6 M
112. not history in the Products By Ware house and Products By Vendor files is kept on a calendar year basis Ask for Operator ID If this field is set to Y the operator ID is requested at the beginning of transaction entry within this application This permits editing of another operator s transactions If this field is set to N then the system does not request an operator ID at the beginning of transaction entry Transactions will belong to the operator who entered the transactions therefore it is not possible to edit another operator s transactions Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required The system assumes you want to use the Transaction Control feature This includes the abil ity to track and report on the Transaction Control file which is an additional audit trail and to enter control and hash totals for your transactions If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of the Operator Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this question the system assumes that Ask for Operator ID is also Y Months of Transaction Control Enter a positive number wi
113. nt number must be on file in the Chart of Accounts file and the corresponding description is displayed so that you can verify your entry Date The system displays today s date You may override the display Post Mo Yr Enter up to 2 characters each for the month and year to identify the calendar month and year to which this transaction is to be posted Valid entries are 1 13 Calendar period EY End of year Reference Enter up to 6 characters to further describe and reference this adjustment Total Cost Enter up to 5 digits and 2 decimals positive or negative for the amount of the adjustment A positive figure increases the balance of the General Ledger inventory account and the total cost in the Products By Warehouse record A negative figure decreases the balance of the General Ledger inventory account and the total cost in the Products By Warehouse record If LIFO or FIFO costing is used the Product Purchases file is also adjusted If you enter an adjustment amount in this field on hand adjustments must be entered as sepa rate transactions On Hand Enter up to 5 digits and 2 decimals positive or negative for the number of stockkeeping units in the adjustment A positive figure increases the on hand quantity and the resulting total cost in the Products By Warehouse file A negative figure decreases the on hand quantity and the resulting total cost The costing method selected in the Parameters file determines which
114. ntry Product Alpha The system displays the product alpha from the Products record You can enter a new prod uct alpha to override the display Items Per UM The system displays the Items Per UM entry from the Products record This identifies the number of individual items included in the unit of measure You can enter up to 5 digits to override the display 80 Inventory Control User Manual File Maintenance 4 UM Per Ship Carton The system displays the UM Per Ship Carton entry from the Products record This entry indicates the number of units of measure in the shipping carton used for this product You can enter up to 5 digits and 2 decimals to override the display Stock Item The system displays the Stock Item entry Y or N from the Products record This entry indicates whether the product is a regularly stocked item or a nonstock item It may be changed Product ABC The system displays the Product ABC entry from the Products record This entry is used to sort products for reports or inquiry on a dollar or like type basis or to select products with similar cost or turnover for partial physical inventory It may be changed This field is updated automatically when the Generate Product ABC Classes function is run from the Utilities and Special Edits menu See the description of this function later in this manual Taxable The system displays the Taxable entry Y or N from the Products record
115. number of the warehouse where the physical inventory was taken You can use the Scan option to find an appropriate entry This warehouse number must be on file in the Warehouses file Also the combination of the product that you specify in the next field and this warehouse must be on file in the Products By Warehouse file The system displays the corresponding description so that you can verify your entry Product Enter the number of the product for which you are entering a physical count You can use the Scan option to find an appropriate entry The product number must be on file in the Products file Also the combination of this product and the warehouse that you specified in the previ ous field must be on file in the Products By Warehouse file The system displays the corresponding description so that you can verify your entry Once you have made entries in both the warehouse and product fields press RETURN to display the record At this point the Warehouse and Product fields become display only and you can make an entry in the Physical Quantity field The system will automatically call up the next record To access and change the physical quantity for a different product and warehouse press CHG change Unit of Measure The system displays the stockkeeping unit of measure from the Products By Warehouse file Location The system displays the product s location in the warehouse from the Products By Warehouse file Product Cla
116. nventory Audit Report Product Class Inventory Account Over Under Account 020 Special Order 1100001000WH 1100001000WH 030 Custom 1100001001WH A 1100001000WH Grand Totals gt 154 Inventory Control User Manual Chapter 7 Utilities and Special Edits 7 Utilities and Special Edits Utilities and Special Edits The Utilities and Special Edits functions are used to make application wide changes for specific price quantity and product number fields They are also used to generate product ABC classes reorder records and purchase order records The Utilities and Special Edits menu is shown below Figure 40 The Utilities and Special Edits Screen Option 1 Purchase Price By Product This function is used to change purchase prices for a product from a specific vendor The system dis plays the following information from the Products By Vendor record Product description Stockkeeping unit of measure e Current price and last purchase price Date the product was last purchased Date the price was last changed The system changes the current price and last price online when the user presses RETURN to go on to the next price change entry It also updates any reorder records for this product vendor Select Purchase Price By Product from the Utilities and Special Edits menu Here is a sample Price Changes By Product screen 156 Inventory Control User Manual Utilities and Special Edits 7 Figure 41 T
117. nventory Control User Manual 79 4 File Maintenance Data items for the preceding screen are described below Product Enter the number of the product to be set up on this Products By Warehouse record You can use the Scan option to find an appropriate entry The product number that you enter must be on file in the Products file The system displays the product description from that file so that you can verify your entry Warehouse Enter the number of a warehouse carrying the product The warehouse number you enter must be on file in the Warehouses file You can use the Scan option to find an appropriate entry The system displays the corresponding description so that you can verify your entry Description The system displays the product description from the Products file You can enter up to 30 characters to override the display Location Enter up to 4 characters to specify the location of the product in the warehouse Product locations are printed on physical count sheets to aid in taking physical inventories If the Order Entry application is part of the system product location also appears on the picking list Product Class The system displays the product class number that was entered for this product in the Prod ucts file You can enter a new product class to override the display You can use the Scan option to find an appropriate entry The description from the Product Classes file is displayed so that you can verify your e
118. onally be used to display information about Receipts Control Groups Inventory Control User Manual 41 2 Transaction Processing Figure 17 The Receipts Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of inventory receipts This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail 42 Inventory Control Us
119. onths LY Purchases 250000 Last Purchase 05 29 89 Last Price 100 250 20 4 12 Gold Plated Black Round 00000010 Miscellaneous Supplier MISC 000 Unit Price Month Units Price Expires Months Units Price Change Months Units Months Purchases Last Purchase 04 25 91 Months Purchases Last Price 0 000 Months Purchases 20 4 12 Gold Plated Black Round 00000020 Pool and Associates POOL 4 12 Gold Pl Blk Rnd X 2 020 0412GPBRX2 EACH Unit Price 155 750 Price 1 Month Ago 6 MTD Units Price Expires 2 Months Ago YTD Units Price Change 07 31 85 3 Months Ago x LY Units 4 Months Ago MTD Purchases 5 Months Ago YTD Purchases 6 Months Ago LY Purchases Last Purchase 05 29 89 Last Price 150 750 112 Inventory Control User Manual File Maintenance 4 Option 10 Products By Warehouse List This option prints a listing of the Products By Warehouse file A sample output is shown below Expert Distributing Inc 05 23 91 04 05 pm Products By Warehouse List Product Warehouse Phys Class Type ABC Stk 10 3 1 2 White Round Reorder Point 150 Reorder Quantity 100 Reorder Vendor 00000020 Auto POs p Last Qty Purch Last Purchase Last Qty Sold Last Sale 5 00 05 29 89 4 00 08 01 89 10 3 1 2 White Round Reorder Point 100 Reorder Quantity o Reorder Vendor 00000020 Auto POs N Last Qty Purch Last Purchase Last Qty Sold Last Sale 6000 00 05 29 89 0 00 10 3 1 2 White Round Reord
120. ontrol User Manual 5 1 General Information 6 Inventory Control User Manual Chapter 2 Transaction Processing 2 Transaction Processing Transaction Processing The Transaction Processing menu lists many of the functions used during the routine operation of the Inventory Control application Data entry functions are used to enter material requisitions warehouse transfers product transfers adjustments and inventory receipts Journals must be printed for these same items before posting These journals provide an audit trail and verification of the entries Transactions are only posted to files after journals have been printed without error The Transaction Processing menu is shown below Figure 2 The Transaction Processing Screen Option 1 Material Requisitions This function lets you enter and release material requisitions which move products out of inventory Posted material requisitions remain in a system maintained file until released Once they are fully re leased or if the Cancel option is set to Y in the Material Requisition file in File Maintenance they are deleted from the system maintained file during posting On hand quantities in the Products By Warehouse file are updated by releases and requisitioned quan tities are updated by requisitions and releases Since the system identifies a requisition or release by requisition number and product number it is not necessary to recall line item numbers in order
121. operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of product transfers This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of product transfers Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of product transfers This description will appear on the Transaction Control report and inquiry Quantity Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Enter the adding machine total of all product transfer quantities to be entered This entry is balanced against the running total kept by the system as product transfer entries are made Inventory Control User Manual 25 2 Transaction Processing The system displays the running total of quantities entered in the Current field and the balance remaining is shown in t
122. or the vendor s description of the product This information is included on Requests for Supplier Quotes If the Purchase Orders appli cation is part of the system it is also included on purchase orders and requests for quotes Lead Time Enter up to 3 digits to identify the number of days of lead time needed when ordering the product from this vendor Lead time is printed on requests for quotes generated through the Request for Supplier Quote function or through the Purchase Orders application Price Expires Enter the date on which the Unit Price expires This field is for your information only Last Purchase The system displays the date of the last purchase for this product from this vendor This field is updated when inventory receipts are posted If the Purchase Orders application is part of the system this field is updated on line during purchase order entry If invoices are entered through Purchase Orders it is also updated when invoices are posted If the Accounts Payable application is part of the system this field is updated when invoices are posted It is also updated when Inventory Control adjustments are posted Price Change The system displays the date of the last price change for the product from this vendor This date is updated when the Unit Price field is changed or when entries are made using the Purchase Price By Product or Purchase Price By Percentage utility Last Price The system displays the unit pr
123. orresponding description so that you can verify your entry Estimated Freight Enter up to 3 digits and 2 decimals to specify the percentage used to cover the estimated freight cost of the product To use the estimated freight option it must be specified in the Parameters file Inventory Control User Manual 95 4 File Maintenance The estimated freight percentage is used during invoice entry in Accounts Payable or Pur chase Orders The percentage is applied to each invoice line item that contains this product before cost records are updated The added cost is posted to the estimated freight account identified on the product s Product Classes record Inventory costs also reflect the estimated freight amount If this field is changed the system automatically changes this field on all Products By Ware house records that include this product Sub Product Enter up to 12 digits to identify a product that can be substituted for this product if this prod uct is not available The product number you enter must be on file in the Products file If the Order Entry application is part of the system it will use the substitute product number on orders for the unavailable product Sub Product Name The system displays the description from the Products file of the substitute product entered in the preceding field Product ABC Enter A B or C to provide another way to classify this product This field is optional
124. ory Transaction file is updated Costing and quantity information is also updated if appropriate Option 12 Warehouse Transfers Post During the warehouse transfers post procedure the MTD Postings system maintained file is updated If you have selected the Parameter option to keep transaction detail the Inventory Transaction file is updated Cost and quantity information is also updated for both the warehouse quantity in and the warehouse quantity out Option 13 Product Transfers Post During the product transfers post procedures the MTD Postings system maintained file is updated If you have selected the Parameter option to keep transaction detail the Inventory Transaction file is updated Cost and quantity information is also updated for both the product in and the product out Option 14 Adjustments Post During the adjustments post procedure the MTD Postings system maintained file is updated If you have selected the Parameter option to keep transaction detail the Inventory Transaction file is updated Costing information is also updated if the adjustment affects General Ledger Option 15 Inventory Receipts Post If the receipt is not a warehouse transfer receipt and purchase receipts are normally processed through Inventory Control the MTD Postings system maintained file and Product by Vendor history file are updated If you have selected the Parameter option to keep transaction detail the Inventory Transac tion file is updat
125. osted MTD Units The system displays the number of units of the product that have been sold from this ware house during the current month This field is updated when Order Entry invoices are posted Inventory Control User Manual 87 4 File Maintenance YTD Sales The system displays the year to date sales dollars earned on the product at this warehouse This figure includes the sales dollars for the current month This field is updated when Order Entry invoices are posted YTD Margin The system displays the year to date sales margin sales dollars less cost for the product at this warehouse This figure includes the sales margin for the current month This field is updated when Order Entry invoices are posted YTD Units The system displays the number of units of the product that have been sold at this warehouse during the current year This figure includes the units for the current month This field is updated when Order Entry invoices are posted The entered data is validated Press RETURN to save the information on these screens Select Next Record to go to the next Products By Warehouse record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Warehouse file Option 3 Product Discounts By Customer The Product Discounts By Customer file is used only if the Order Entry application is part of your system This file specifies special prices or price breaks that
126. posted against it UM Package Size Enter up to 12 characters to describe the size or dimensions of the package This field is for your information only Post Detail to SA Enter Y or N to specify whether or not sales data detail for the product units dollars and margin will be posted to the Sales Analysis application This selection may be overridden by warehouse in the Products By Warehouse file Y Sales data will be posted to Sales Analysis N Sales data will not be posted to Sales Analysis or Sales Analysis is not part of the system If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product Shipping Weight Enter up to 5 digits and 2 decimals for the weight of the product when it is packaged for ship ping This amount should reflect a consistent standard unit of measure for example ounces pounds or tons Commission Amount If your salespeople receive a fixed commission for this product enter up to 5 digits and 2 decimals for the dollar amount of the commission per unit of measure Freight Class Enter up to 3 digits to identify the freight class under which this product as packaged for shipping is shipped If the Order Entry application is part of the system this freight class must be on file in the Freight Classes file you can use the Scan option to find an appropriate entry The system displays the c
127. previous screen and the corresponding description from the Warehouses file Inventory Control User Manual 83 4 File Maintenance On Hand Qty The system displays the number of stockkeeping units of the product that are on hand at the warehouse This field is updated online when the following transactions are entered through Inventory Control e Material Requisitions Inventory Receipts e Warehouse Transfers Product Transfers Adjustments of on hand quantity If the Purchase Orders application is part of the system this field is updated on line when receipts are entered Requis d Cost 84 The system displays the number of stockkeeping units of the product that are requisitioned from this warehouse This field is updated online during Material Requisitions entry The system displays the current unit cost of the product at this warehouse The unit cost in cludes both the purchase price of the unit and any additional prorated costs applied to the cost of the product for example freight and tax If you are using standard cost Costing Method S this field contains the standard cost and you may access this field Using any of the other costing methods this field is inaccessible If you are using the average cost LIFO or FIFO costing method this field contains the average cost If you are using last cost it contains the last cost This field is updated when material requisitions inventory re
128. quantity break Inventory Control User Manual File Maintenance 4 If the Override field is N these prices will be used to adjust the base sales prices A posi tive Price Break is a discount amount and will reduce the base price A negative Price Break will increase the base price If you make entries in Price Break fields you cannot make entries in the Break fields Break You can also specify special prices for the customer as percentage decreases or increases of the base sales prices in the Products By Warehouse file for each quantity range In this case enter a positive or negative value of up to 3 digits and 2 decimals for the percentage to adjust the base price for each quantity break A positive Percent Break is a discount percentage and will reduce the base price a negative Percent Break will increase the base price If you make entries in Percent Break fields you cannot make entries in the Price Break fields Additional Discount If an additional discount percentage will be applied for this customer enter up to 2 digits and 3 decimals for the additional discount percentage The additional discount is applied to each of the sales prices and quantities stored on the Prod ucts By Warehouse record for each product warehouse combination The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Product Discounts by Customer record At this screen th
129. r a specified product and warehouse It also shows the product s reorder point and quantity in stockkeeping units along with the last sales date last purchase date and last quantity purchased Here is a sample Warehouse Quantity Inquiry kkkkkkkkkkkkkkkkkkkk k x Warehouse Quantity Inquiry HHH ror dd ne Product 10 10 3 1 2 White Round Warehouse 10 Main Facility Req Reord Reord Last Last Point Qty Sale Purchase 100 08 01 89 05 29 89 136 Inventory Control User Manual Reports and Inquiry 5 Option 16 Product Sales Price Inquiry This inquiry function shows the product class freight class stockkeeping unit of measure items per unit package size on hand quantity shipping weight and pricing information for a specified product and warehouse Here is a sample Product Sales Price Inquiry kkkkkkkkkkkkkkkkkkkk k product Sales Price Inquiry 000 H HO OOOH re Product 10 10 3 1 2 White Round Warehouse 10 Main Facility Product Class 010 Standard Freight Class 010 Unit of Measure Each Items Per Unit 1 On Hand 291 00 Package Size 3x5 Ship Wt 100 00 Quantity Option 17 Product Sales Cost Inquiry This inquiry function displays sales and cost information from the Products and Products By Ware house files for a specified product and warehouse Here is a sample Product Sales Cost Inquiry JES O OOOO OOOH Product Sales Cost Inquiry 000 O HOGG OO IIH k Product 10 10 3 1 2 White Round Warehou
130. ransfers Control Groups 26 Inventory Control User Manual Transaction Processing 2 Figure 11 The Product Transfers Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of product transfers This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Press RETURN to save the information on this screen Inv
131. reorder record has been generated You can use the Scan option to find an appropriate entry The system displays the corresponding warehouse description so that you may verify your entry Vendor The system displays the reorder vendor if any from the Products By Warehouse record 168 Inventory Control User Manual Utilities and Special Edits You may override the display You can use the Scan option to find an appropriate entry The system displays the corresponding vendor name so that you may verify your entry Generate PO When you have finished editing this record you may enter Y to indicate that the reorder record is to be used to create a purchase order If you do not wish to create a purchase order leave this field set to N Y A purchase order entry is to be created for this reorder record N No purchase order entry is to be created Reorder Quantity The system displays the Reorder Quantity from the Products By Warehouse record This quantity is in terms of stockkeeping units Quantity Ordered The system displays the number of purchasing units to be reordered You may enter up to 5 digits and 2 decimals to override the display Pricing Qty The system displays the number of pricing units to be reordered Quantity Factor The system displays the Quantity Factor from the Products By Vendor record Pricing Factor The system displays the Pricing Factor from the Products By Vendor record Uni
132. rmation is included on pur chase orders to the vendor It is also included on requests for quotes generated through the Request for Supplier Quote function or through the Purchase Orders application Quantity Factor The system displays 1 00 as the factor used to convert the purchasing units to stockkeeping units Enter up to 5 digits and 2 decimals to override the display For example if you purchase a product in gallons but stock the product in pints the Quantity Factor is 8 On the other hand if you purchase the product in pints but stock the product in gallons the Quantity Factor is 125 This factor is used to determine how many products are entered into inventory from a pur chase which is denominated in purchasing units It is also used by the Create Reorder Records function to convert the reorder quantity for automatically generated purchase orders to purchasing units When the reorder point stockkeeping units is reached the system uses this factor to convert your reorder quantity stockkeeping units into purchasing units Here is an example of the relationship between the conversion factors Purchasing Unit Gallons stock purchased in gallons Pricing Factor 8 Pricing Unit Pints stock priced in pints Quantity Factor 8 Stockkeeping Unit Pints stock quantity maintained in pints Inventory Control User Manual 75 4 File Maintenance Vendor Prod Desc Enter up to 30 characters f
133. rnenrnrnrnsvvaserssevsssnensnvesnvnsnvensvene 58 Option 20 Edit Unposted Control Groups orenvrrnvvnnnvnvnvnvnrnrnrnrvresenerenersnrnsnvnsnvesnvensnene 58 Option 21 Print Unposted Control Groups renvrrnvvnnvvnvnvnvnrnrnrnrvrnserarevrrenensnvnenvnsnvensvene 61 Option 22 Print Alk Journals senasa ea e E E E A E T 62 Option 23 Post All Transactions enronoronoronvvenvvrnvvnnnenennnenrnrnrnsvraseresensssnsnsnvnsnvesnvensnene 62 Option 24 Print Post All Transactions srronononvvnnvvnnnnnvnvnrnrnrvrnseraserssensrsnsnsnvnsnvnenvensnene 62 Chapter 3 Monthly Processing seseesssvvvessvveennvnevsnvneennvnennnvnennnvnesnnvnennnvnennnneeee 63 Option 1 General Ledger Distributions osvronvnrnvvnnvvnvnvnvnvnrnrarvrrseverevrrsnenenvnsnvnsnvensvene 65 Option 2 Transaction Control ssoi orere eaor Serine ETE eE Eie riea EEEE 67 Option 3 Transaction Detail eee ceeceeeeseeeeeeeeeseeeseecseecsaeceaecaecsaeesseeeeeeseeeeeeeeaes 68 Inventory Control User Manual iii Table of Contents Opti0n 4 gt Print Al Reports useusantasgsestte e E E eske askuriakede 70 Option 5 Monthly Status sic cccss c ceseec cases ai i i 70 Option 6 Close Month icisi2 lt i tedetedashel Gectssetested E e EEEE E KEE EEE E eE KAGE 70 Chapter 4 File Maintenance e sseoesooesoosssoesssesssocssoossoossssesssesssocssoosssossssssssee 71 Option 1 Products By Vendor uns eesti au retain heehee e Rie 72 Option 2 Products By Warehouse
134. rod uct number After your selections are completed press RETURN to update the Products By Vendor file Option 3 Price Changes List You can print a list of price changes that were made using the Purchase Price by Product and Purchase Price by Percentage functions The list shows each product by vendor and its associated pricing unit of measure current price last price and price change date By default only price changes for the cur rent date are shown however this default can be overridden Here is a sample Price Changes List Expert Distributing Inc 05 25 91 04 27 pm Price Changes List Vendor Pricing Current Vendor 00000020 Pool and Associates 10 1035WRX2 10 3 1 2 White Round X 2 111 904 100 250 05 25 91 20 0412GPBRX2 4 12 Gold Pl Blk Rnd X 2 158 086 150 750 05 25 91 30 4510RCX3 56 10 Red Cylinder X 3 99 470 98 100 05 25 91 40 7839YCx3 58 10 Yellow Cylinder X 3 25 730 0 000 05 25 91 Option 4 Change Delete Product Numbers This function is used to change product numbers on all records that include a product number Because a product number is a part of records in most Inventory Control files this function enables you to change product numbers on all the records automatically Specifically this function changes the prod uct number in the following files e Products e Product Purchases e Products By Warehouse e Products By Vendor e Product Discounts By Customer This function can also d
135. roduct number must be on file in the Prod ucts file the system displays the corresponding description so that you can verify your entry New Product Number If the product number is being changed enter the number of the new product If the product number is to be deleted leave this field blank The entered data is validated Press RETURN to save the information on this screen and update the affected Inventory Control files Below is a sample Change Delete Product Numbers report from this function Expert Distributing Inc 06 06 91 05 16 pm Product Number Changes List Old Prod 56 10 Red Cylinder 162 Inventory Control User Manual Utilities and Special Edits 7 Option 5 Reset Product Warehouse Quantities This function resets any of the following quantities in the Products By Warehouse file e Committed quantities based on open sales orders in the Order Entry application e On order quantities based on open purchase orders in the Purchase Order Control application e Open requisitioned quantities based on posted material requisitions in the Inventory Control ap plication If the Update On Hand with Warehouse Transfers option in the Parameters file is set to N do not run this function If you have any warehouse transfer for which you have not yet posted receipts the sys tem has no way of knowing that these items are on order at the receiving warehouse If this function is run it will reset on order quant
136. rol User Manual Physical Inventory 6 Option 4 Tags List You can print a list of the physical inventory count entered using the Tags Entry function The system prints this list in numerical order a line of asterisks is included for any missing tag numbers Here is a sample Tags List Expert Distributing Inc 05 24 91 11 13 am KAY Page Tags List 10 3 1 2 White Round 20 South End Facility WHITE ROUND Passed Inspection 300 FOI IO IIR Ik 210 4 12 Gold Plated Black Round 30 North End Facility BLACK ROUND Passed Inspection 250 FRI III IIR 220 58 10 Yellow Cylinder 20 South End Facility YEL CYLINDER Failed Inspection 300 FI III III 230 56 10 Red Cylinder 20 South End Facility RED CYLINDER Damaged 250 FI III III 240 56 10 Red Cylinder 30 North End Facility RED CYLINDER Perfect Condition 240 Option 5 Tags Process This function processes the physical inventory entries made using the Tags Entry function It sets the physical inventory quantity in the Products By Warehouse file to the quantity that was entered using the Tags Entry function If the same product is in the warehouse in several bins and each requires a tag entry the system totals the product quantity for all bins in the warehouse before updating the physical inventory quantity Select Tags Process from the Physical Inventory menu to run this function Option 6 Physical Inventory Edit List This function lists the physical inventory
137. roup AAA 0001 August receipts Post Month Year 08 89 0003 MFG MFG 08 15 89 08 89 20 10 10 3 1 2 White Round 1 0000 95 000 10 00 950 00 1100001000WH Resale Inventory 1080001000MA Work in Process Corp Mfg 00000020 Pool and Associates MFG MFG 08 01 89 08 89 10 20 4 12 Gold Plated Black Round 1 0000 155 000 15 00 2325 00 1100001001WH Resale Inventory Sales Outlet 1080001000MA Work in Process Corp Mfg 00000020 Pool and Associates Control Group Totals gt 3275 00 Control Group AAA 0001 August receipts Entered Calculated Difference Exclusive N Control Totals Post Now Hash Totals Grand Total gt Number of Errors in This Journal 56 Inventory Control User Manual Transaction Processing 2 Below is an Inventory Receipts Journal Summary Expert Distributing Inc 05 23 91 03 56 pm KAY Page Inventory Control Journal Summary Account Account Name Jrnl ID Trx Date Debits Credits 1080001000MA Work in Process Corp Mfg ICRC 08 15 89 3275 00 1100001000WH Resale Inventory ICRC 08 15 89 950 00 1100001001WH Resale Inventory Sales Outlet ICRC 08 01 89 2325 00 Grand Totals gt 3275 00 3275 00 Inventory Control User Manual 57 2 Transaction Processing Option 11 Material Requisitions Post During the material requisitions post procedure the Material Requisitions and MTD Postings system maintained files are updated If you have selected the Parameter option to keep transaction detail the Invent
138. rt Distributing Inc 05 24 91 10 55 am KAY Page Inventory General Ledger Distributions Report Detail Product Description Wh Quantity Unit Credit Net Change Post Month Year 08 89 Account 1080001000MA Work in Process Corp Mfg ICRC AAA 08 15 89 10 10 3 1 2 White Round ICRC AAA 08 01 89 20 4 12 Gold Plated Black Round ICRC 08 20 89 30 56 10 Red Cylinder ICRC 08 20 89 30 56 10 Red Cylinder Account Subtotals gt Account 1100001000WH Resale Inventory ICRC BBB 08 20 89 30 56 10 Red Cylinder 20 20 00 ICPT BBB 08 01 89 30 56 10 Red Cylinder 20 10 00 ICWT BBB 08 01 89 30 56 10 Red Cylinder 20 45 00 ICWT BBB 08 15 89 10 10 3 1 2 White Round 20 75 00 Account Subtotals gt Account 1100001001WH Resale Inventory Sales Outlet ICRC Icwr Icwr ICPT ICPT ICAJ ICAJ ICRC Icwr Icwr 08 15 89 10 10 3 1 2 White Round 08 15 89 10 10 3 1 2 White Round 08 15 89 10 10 3 1 2 White Round 08 15 89 40 58 10 Yellow Cylinder 08 15 89 30 56 10 Red Cylinder 08 05 89 10 10 3 1 2 White Round 08 05 89 10 10 3 1 2 White Round 08 01 89 20 4 12 Gold Plated Black Round 08 01 89 20 4 12 Gold Plated Black Round 08 01 89 20 4 12 Gold Plated Black Round 08 15 89 10 10 3 1 2 White Round 08 15 89 10 10 3 1 2 White Round 08 25 89 40 58 10 Yellow Cylinder 08 25 89 40 58 10 Yellow Cylinder AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA WWNHNNNNPRPPRPBP ER 66 Inv
139. ry e ssessssoesooessoesssesssoessoossoossssesssesssocssoossooseos 121 Option 1 Stock Status Report enerenrronrronvnonvnennnenvnnnrnrvrareraserasersnsnersnensnvnsnnnsnvesnvensnene 123 Option 2 Unused Items Reporterii iir iiini ia ei aa 123 Option 3 Reorder Report sneinen ni iai ea raii En 125 Option 4 Sales Analysis By Product Report 0 0 eee esesseeseecseceseceeceseeeseeeseeeeneeenes 126 Option 5 Sales Analysis By Warehouse Report 0 ee cece eseesecseceseceseceeeeeseeeeeeeeneeenee 127 Option 6 Sales Analysis By Product Class Report rsnrnnnvnrnvnvnrrrnrrenrnenvnenvnrnvernvensvene 128 Option 7 Product Purchase History Report rrenvnnnvvnnnvnvnvnvvnrenrnenrrenenenvnenvnsnvnnnvensnene 129 Option 8 Vendor Purchase History Report sorenvnnnvvnnnnrvrnrranvenenenenvnenvnsnvnsnvennvensnene 130 Option 9 Request for Supplier Quote Report ronvnrnvvnnvvnnnvnvrarenrnrnrvenenenvnenvnenvnenvensvene 131 Option 10 Inflation Reports seas ci eaten lesesalen 132 Option 11 Inventory Value Report anrronnnonvnonvvenvnnnrnnnrnrnrarerasenansvrnsnensnvnsnvnsnvennvensvene 133 Option 12 Market Value Report coerceri oeiee ieiet ee oeie E e CSEE era 134 Option 13 LIFO FIFO Purchases Detail Report rrnvrnnnvnrnvnvnrnrnrrenrrenvnenvnsnvnnnvennvene 135 Option 14 Inventory Quantity Inquiry ooronononononvvnnvnnnrnnnrnrerarevanenrnenenenvnsnnnsnvesnvensvene 136 Option 15 Warehouse Quantity Inquiry
140. ry Control User Manual 53 2 Transaction Processing Option 9 Adjustments Journal Before adjustment entries can be posted you must print the Inventory Adjustments Journal The Ad justments Journal option prints a journal of adjustments entered During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journal for accu racy If the system finds no errors you can post the Adjustments transactions A sample output is shown below Expert Distributing Inc 05 23 91 03 51 pm KAY Page 1 Inventory Adjustments Journal Date Post Mo Yr Ref Product Total Cost On Hand On Order Committed Inv Account Over Under Account Warehouse Control Group AAA 0001 August Adjustments Post Month Year 08 89 0004 08 05 89 08 89 ADJ 10 10 3 1 2 White Round 10 00 0 00 0 00 1100001000WH Resale Inventory 1100001001WH Resale Inventory Sales Outlet 20 South End Facility 08 30 89 08 89 ADJ 20 4 12 Gold Plated Black Round 0 00 0 00 15 00 1100001001WH Resale Inventory Sales Outlet 1100001001WH Resale Inventory Sales Outlet 10 Main Facility 08 14 89 08 89 ADJ 40 58 10 Yellow Cylinder 0 00 45 00 0 00 1100001001WH Resale Inventory Sales Outlet 1100001001WH Resale Inventory Sales Outlet 20 South End Facility Control Group Totals gt Control Group AAA 0001 August Adjustments Entered Calculated Difference Exclusive N Control Totals 60 00 45 00 15 00 Post Now N Adjustment Affects GL
141. s 7 Option 2 Purchase Price By Percentage This function enters an across the board percentage price change for selected products supplied by a particular vendor or for selected product classes Select Purchase Price By Percentage from the Utilities and Special Edits menu Here is a sample Price Changes By Percentage entry screen Figure 42 The Purchase Price By Percentage Screen Data items for the preceding screen are described below Vendor Enter the number of the vendor supplying the product If the Accounts Payable application is part of your system this number must be on file in the Vendors file You can use the Scan option to find an appropriate entry The system displays the corresponding vendor name so you can verify your entry Price Change Enter the percentage by which the vendor s prices are to be changed If the change is a per centage decrease enter a minus sign before the percentage For example if you enter 5 then all products for that vendor in the Products By Vendor file will increase in price by 5 On the other hand if you enter 5 then all products for that vendor in the Products By Vendor file will decrease in price by 5 Inventory Control User Manual 159 7 Utilities and Special Edits Once you have selected the vendor and price change percentage press RETURN The entered data is validated press RETURN again to select products for price changes based on product class and p
142. s back into this field Price 6 Months Ago The system displays the unit price charged by the vendor six months ago During Close Month processing the unit price in the Price 5 Months Ago field rolls back into this field MTD Units The system displays the number of pricing units purchased from the vendor in the current month This field is updated when transactions are posted through Inventory Control Accounts Pay able and Purchase Orders See the updating description for the Last Purchase field Inventory Control User Manual 77 4 File Maintenance YTD Units The system displays the number of pricing units purchased from the vendor in the current year including the current month Depending on the specification in the Parameters file the current year may be either the current fiscal year or the current calendar year This field is updated when transactions are posted through Inventory Control Accounts Pay able and Purchase Orders See the updating description for the Last Purchase field LY Units The system displays the number of pricing units purchased from the vendor in the previous year Depending on the specification in the Parameters file the previous year may be either the previous fiscal year or the previous calendar year MTD Purchases The system displays the cost of purchases from the vendor in the current month This field is updated when transactions are posted through Inventory
143. s each for the month and year to identify the calendar month and year to which this transaction is to be posted Valid entries are 1 13 Calendar period EY End of year Product Enter the number of the product to be receipted You can use the Scan option to find an ap propriate entry The product number must be on file in the Products file the combination of this product number and the warehouse number must be on file in the Products By Warehouse file The system displays the corresponding description from the Products file so that you may verify your entry Source Enter the 1 digit code that identifies the source of this product The remaining information to be entered for this receipt varies depending upon which source is identified here Source Display Explanation 1 MFG Manufactured goods 2 PURCHASE Purchased goods cannot enter if the Update Cost Quantity option in the Parameters file is set to P 3 TRANSFER Warehouse transfers cannot enter if Update On Hand with Warehouse Transfers option in the Parameters file is set to Y 44 Inventory Control User Manual Transaction Processing 2 Vendor If you entered 2 purchased goods for Source you must enter up to 8 digits to identify the vendor from whom the product was purchased You can use the Scan option to find an appro priate entry If the Accounts Payable application is part of your system the vendor must be on file in the Vendors file and the corr
144. s update on hand or on order quantities in the destination warehouse If this option is chosen warehouse transfers update on hand quantities in the sending and receiving warehouses If this option is not chosen warehouse transfers update on hand quantities in the sending warehouse and on order quantities in the receiving warehouse An inventory receipt must be entered to move the on order quantity to the on hand quantity when the inventory arrives at the warehouse When you enter warehouse transfers you see only one of the two possible screens for Warehouse Transfers Control Groups Which screen you see depends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the first screen and can enter control and hash totals for your warehouse transfers In addition a record is written to the Transaction Control file for each group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID The screen below presents information about Warehouse Transfers Control Groups Inventory Control User Manual 17 2 Transaction Processing Figure 7 The War
145. se 10 Main Facility Product Class 010 Standard Freight Class 010 Unit of Measure Each Items Per Unit 1 On Hand 291 00 Package Size 3x5 Ship Wt 100 00 Product Cost 34 913 150 00 Quantity Inventory Control User Manual 137 5 Reports and Inquiry Option 18 Price and Purchase History Inquiry For a given product and vendor this inquiry function shows the quoted purchase price lead time unit of measure date price was updated last purchase price and date month to date year to date and last year totals for units purchases and average purchase price prices and inflation rates for 1 to 6 months ago and last price paid annual inflation rate and current quoted price Here is a sample Price and Purchase History Inquiry FOI III IOI IOI IOI III IK FOI IOI IO IOI III IOI IIIA Price amp Purchase History Inquiry Product 10 Vendor 00000020 10 3 1 2 White Round Pool and Associates U M EACH Last Pur 05 29 89 Quoted Pur Price Lead Time 110 250 10 Price Updated Last Pur Price 07 31 85 100 250 Purchases 0 00 120000 00 250000 00 Pricing Units 0 00 1500 00 5000 00 Avg Pur Price 0 000 80 000 50 000 Month To Date Year To Date Last Year 0 000 92 000 96 000 95 000 97 000 110 250 100 250 0 19 14 16 13 0 10 Price Months Ago Price Months Ago Price Months Ago 6 Inflation 5 4 Price 3 Months Ago 2 1 Li Inflation Inflation Inflation Inflation Inflation Inflat
146. se transfers This field is updated when material requisitions adjustments and product transfers are posted If invoices are entered through Accounts Payable invoice posting updates this field If the Accounts Payable application is part of the system this field is also updated when adjustments are posted If invoices are entered through Purchase Orders invoice posting updates this field If the Purchase Orders application is part of the system this field is also updated on line when re ceipts if entered through Purchase Orders are entered See the Cost field for further infor mation Last Cost The system displays the most recent unit cost of the product at the warehouse This field is updated when transactions are posted through Inventory Control Accounts Pay able Purchase Orders and Order Entry See the updating description for the Cost field Committed The system displays the number of stockkeeping units of the product that have been commit ted sales orders not yet shipped from this warehouse This field is updated online when adjustments are entered to committed quantities If the Order Entry application is part of the system this field is updated when sales orders and shipping confirmations are entered Inventory Control User Manual 85 4 File Maintenance Online Adj The system displays the number of stockkeeping units of the product that have been shipped from this warehouse but not yet invoiced
147. see the first screen and can enter control and hash totals for your receipts In addition a record is written to the Transaction Control file for each group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID On the following pages the screens displayed by this function are shown The screen shown below presents information about Receipts Control Groups Figure 16 The Receipts Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Inventory Control User Manual 39 2 Transaction Processing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may b
148. ss The system displays the product class to which the product belongs from the Products By Warehouse file Product ABC The system displays the product s ABC classification from the Products By Warehouse file Physical Type The system displays the product s physical type from the Products By Warehouse file Inventory Control User Manual 147 6 Physical Inventor Cycle Count The system displays the product s cycle count from the Products By Warehouse file Physical Quantity Enter up to 5 digits and 2 decimals for the stockkeeping quantity of the product that was counted in the warehouse The system distinguishes between a 0 which is a valid entry and a blank which may represent an item not to be included in the count This entry updates the physical count in the Physical field on the Products By Warehouse record You should be careful when making entries in this field since the on hand quantity in the Products By Warehouse record will be set to this quantity when the Adjust to Physical Inven tory and Print Audit Report function is run Press RETURN to save the information on this screen and update the Products By Warehouse file Select Next Record to go to the next Physical Inventory Entry record At this screen use of the MODE keys CHG or INQ pertain to those records in the Physical Inventory Entry file Option 3 Tags Entry Tags count functions provide an alternative to the Physical Count funct
149. sted The system displays the total number of stockkeeping units requested to date for this line item and Released The system displays the total number of stockkeeping units released to date for this line item GL Account The system displays the General Ledger account that was debited for this line item during release posting and the corresponding description of this account from the Chart of Accounts file Because the account is required for releases but not for requisitions this field may be blank if no releases have been posted Last Quantity Requested The system displays the last number of stockkeeping units requested for this line item and Released The system displays the last number of stockkeeping units released for this line item Press RETURN to save the information on this screen Select the Previous Image option to go back to the Material Requisitions screen Select the Next Record option to go to the next Line Items record Select the END option to go to the next Material Requisitions screen At this screen use of the MODE keys CHG or INQ pertain to those records in the Material Requisition Line Items file Inventory Control User Manual 105 4 File Maintenance Option 8 Parameters The Parameters file contains a single record that defines how the Inventory Control application func tions This record contains such information as the fiscal and calendar year product costing method and r
150. stributing Inc 05 23 91 04 12 pm KAY Page Product Classes List Account Description Account Description 010 Standard Inventory 1100001001WH Resale Inventory Sales Outlet Over Under 1100001000WH Resale Inventory Sales 3010001001WH Sales Wholesale Cost of Goods Sold 4010000001WH Cost of Goods Sold Sales Whls Estimated Freight 4190000001WH Freight Out Sales Wholesale 020 Special Order Inventory 1100001000WH Resale Inventory Over Under 1100001000WH Resale Inventory Sales 3010001001WH Sales Wholesale Cost of Goods Sold 4010000001WH Cost of Goods Sold Sales Whls Estimated Freight 4190000001WH Freight Out Sales Wholesale 030 Custom Inventory 1100001001WH Resale Inventory Sales Outlet Over Under 1100001000WH Resale Inventory Sales 3010001001WH Sales Wholesale Cost of Goods Sold 4010000001WH Cost of Goods Sold Sales Whls Estimated Freight 4190000001WH Freight Out Sales Wholesale Inventory Control User Manual 117 4 File Maintenance Option 15 Material Requisitions List This option prints a listing of the Material Requisitions file A sample output is shown below Expert Distributing Inc 05 23 91 04 14 pm KAY Page Material Requisitions List Req Description Wh Trx Posted Cancelled Raw Material Requisitions 07 25 89 20 N Product Date Req GL Account Inv Account Total Req Total Rel Last Rel 10 08 01 89 1080001000MA 1100001000WH 100 00 100 00 20 08 01 83 1080001000MA 1000 00 1000 00 Raw Material Requisit
151. t Price The system displays the current unit price from the Product By Vendor record You may enter up to 6 digits and 3 decimals to override the display Total Amount The system displays the extended cost of the product which is computed as follows Pricing Quantity x Unit Price You may enter up to 7 digits and 2 decimals to override the display Inventory Control User Manual 169 7 Utilities and Special Edits The entered data is validated Press RETURN to save the information on the screen Select Next Record to go to the next Reorder record At this screen use of the MODE keys DEL CHG or INQ pertain to those records in the Reorder file Option 9 Reorder List You can print a list of all reorder records that have been created using the Create Reorder Records function A sample Reorder List is shown below Expert Distributing Inc 05 24 91 11 22 am KAY Page Reorder List Product Generate PO Reorder Qty Purchase Units Pricing Units Added On Changed On Warehouse Qty Factor Pricing Factor Unit Price Added By Changed By Vendor Total Amount 4 12 Gold Plated Black Round 07 31 85 07 31 85 Main Facility x n AMP AMP 00000020 Pool and Associates 40 58 10 Yellow Cylinder pi i 07 31 85 07 31 85 20 South End Facility x AMP AMP 00000020 Pool and Associates 170 Inventory Control User Manual Utilities and Special Edits Option 10 Generate Purchase Orders This function is used to creat
152. te Round 10 Main Facility 34 913 250 000 A 100000 99 Drop Ship Warehouse 0 000 250 000 Product Subtotals gt 58 10 Yellow Cylinder 20 South End Facility 19 637 62 000 Product Subtotals gt Product Class Subtotals gt 117424 Product Class 20 Special Order 10 10 3 1 2 White Round 20 South End Facility 16 146 320 000 y 285440 Product Subtotals gt 2 285440 56 10 Red Cylinder 20 South End Facility 11 591 360 000 i 228240 Product Subtotals gt 58 10 Yellow Cylinder 30 North End Facility 4 651 79 000 Product Subtotals gt Product Class Subtotals gt i 537854 134 Inventory Control User Manual Reports and Inquiry 5 Option 13 LIFO FIFO Purchases Detail Report This report lists purchase detail for each product if the LIFO or FIFO costing method is used For each product the unit of measure purchase date and quantity unit cost and total cost are shown Here is a sample LIFO FIFO Purchases Detail Report Expert Distributing Inc 05 23 91 04 39 pm KAY Page LIFO FIFO Purchases Detail Report Product Date Quantity Unit Cost Total Cost Product Class 010 Standard Product 10 10 3 1 2 White Round 10 06 08 87 10 56 02 am 10 06 30 87 11 45 16 am 10 07 10 87 12 59 08 pm 10 07 25 87 04 23 08 pm 10 08 01 87 03 34 58 pm 10 09 01 87 04 57 12 pm 10 10 01 87 07 45 21 am 10 07 30 88 03 33 30 pm 10 07 30 88 03 37 14 pm 10 07 30 88 04 06 48 pm 10 07
153. tem displays the description of the requisition You can enter a new description of up to 30 characters to override the display Warehouse The system displays the number of the warehouse entered on the transaction and the descrip tion of this warehouse 102 Inventory Control User Manual File Maintenance 4 Date The system displays the date entered on the transaction Trx Posted The system displays the number of line items that have been posted for this requisition The system increments this field by the number of line items posted every time the Material Requisitions Post function is run for this requisition Cancel By default the system displays N in this field If you want to cancel this requisition change this field to Y If you cancel this requisition it will be deleted the next time the Material Requisitions Post function is run The Total Quantity Requested on the Material Requisition line item and the Requisitioned quantity on the Products By Warehouse record will be reduced accordingly Fully released requisitions are automatically cancelled When you have completed this screen press RETURN You can now recall line items for the requi sition on the second half of the screen Select the Next Record option to go to go to the next Material Requisitions screen At this screen the use of the MODE keys CHG or INQ pertain to those records in the Material Requisitions file The screen below presents infor
154. ter Y or N to specify whether or not this is a regularly stocked product Y This is a regularly stocked product Sales invoices posted with this product number will reduce on hand quantities in inventory N This is a nonstock product A nonstock item does not have on hand quantities that can be reduced Sales invoices entered with this product number will not reduce on hand quan tities You can also enter N here for a service for example installation or repair Inventory Control User Manual 93 4 File Maintenance If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product Thus you should change this field only if no purchase orders remain open or if you also plan to fix all related records through the appropriate File Maintenance functions Items Per UM Enter up to 5 digits to specify the number of individual items included in the unit of measure Using the example given for the Unit of Measure field if each package unit of measure contains 3 shirts you would enter 3 here This field is for your information only If this field is changed the system automatically changes the corresponding field on all Prod ucts By Warehouse records that include this product Taxable Enter Y or N to specify whether or not this product is subject to sales tax when sold Y This product is subject to sales tax N T
155. th old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Product Classes from the File Maintenance menu The Product Classes entry screen is shown below Figure 29 The Product Classes Screen Inventory Control User Manual 99 4 File Maintenance When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Product Class Enter a unique number of up to 3 digits to identify the product class This is the number that is used to recall or reference this record elsewhere in the system Description Enter up to 30 characters to describe the product class Inventory Enter the default General Ledger account number for the inventory account to which all activ ity for products in this class will be posted You can use the Scan option to find an appropri ate entry If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file The description from the Chart of Accounts file is displayed so that you can verify your entry Over Under Enter the Gener
156. th up to 2 digits Enter the number of months of Transaction Control you want to keep During close month processing records older than the number of months specified in this field are deleted Inventory Control User Manual 107 4 File Maintenance Costing Method The system displays one of the following codes to specify the costing method used for Inven tory Control A Average cost F FIFO first in first out L LIFO last in first out S Standard cost T Last cost Update Cost Quantity The system displays one of the following codes to specify which applications update product costs and quantities A Costs are updated by invoice postings from Accounts Payable Quantities are updated by receipt entries in Inventory Control P Costs are updated by invoice postings from Purchase Orders Quantities are updated by receipt entries from Purchase Orders I Costs are updated by receipt postings in Inventory Control Quantities are updated by receipt entries in Inventory Control This field specifies how Inventory Control interfaces with the Purchase Orders and Accounts Payable applications This concept is discussed in the Special Considerations section of the User s Manual Initial Setup Update On Hand with Warehouse Transfers 108 The system displays Y or N to indicate whether or not warehouse transfers update on hand quantities in both the sending and the receiving warehouse Y W
157. the Transaction Control file for each group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID On the following pages the screens displayed by this function are shown The following screen presents information on Product Transfers Control Groups Figure 10 The Product Transfers Control Groups Screen 24 Inventory Control User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an uppercase alphanumeric field up to 3 characters in length Only numbers and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by
158. the date in this field any sales orders that are entered will use the pricing on the Products By Warehouse record and will not apply these discounts Override Enter Y or N to specify whether or not the price breaks you enter in this file will override those in the Products By Warehouse file Y The price breaks in this file will override those in the Products By Warehouse file These prices will be used instead of the prices in the Products By Warehouse file for the given quantity ranges N The price breaks in this file will not override those in the Products By Warehouse file These prices will be subtracted from or added to the prices in the Products By Warehouse file for the given quantity ranges Quantity Break If you do not want to use the quantity breaks specified in the Products By Warehouse file enter a quantity break of up to 5 digits and 2 decimals for each price or percentage break If you do not enter quantity breaks the system uses the quantity ranges stored on the Products By Warehouse record in applying the price or percentage breaks that you enter here Price Break 90 You can specify special prices for the customer as dollar amounts for each quantity range In this case enter up to 6 digits and 3 decimals for the price break associated with each quantity break If the Override field see above is Y these prices will override the base sales prices in the Products By Warehouse file for each
159. til you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Inventory Control User Manual 9 2 Transaction Processing Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of material requisitions This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of material requisi tions Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 c
160. tions warehouse transfers product transfers adjustments and inventory receipts before you post The Print All Journals selection allows you to print all these journals consecutively During journal printing the system verifies that the records are accurate Make sure that you also manually verify the journals for accuracy If the system finds no errors you can post the transactions Samples of the Material Requisitions Warehouse Transfers Product Transfers Adjustments and In ventory Receipts Journals can be found in the sections on the Material Requisitions Journal Ware house Transfers Journal Product Transfers Journal Adjustments Journal and Inventory Receipts Journal Option 23 Post All Transactions When you are ready to post material requisitions warehouse transfers product transfers adjustments and inventory receipts select this option from the Transaction Processing menu The system verifies that journals have been printed before it posts the transactions Refer to the sections on Material Requisitions Post Warehouse Transfers Post Product Transfers Post Adjustments Post and Inventory Receipts Post for details about posting Option 24 Print Post All Transactions If you choose this option the system prints journals for all of your transactions It then immediately posts all transactions During journal printing the system verifies that the records are accurate Con trol Groups found to have errors are not posted
161. to the next Material Requisitions Control Groups screen At this screen the use of MODE keys ADD DEL CHG or INQ pertain to those records in the Material Requisitions file The screen shown below presents information about Material Requisition Line Items 14 Inventory Control User Manual Transaction Processing 2 Figure 6 The Material Requisition Line Items Screen Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Line Item The system provides a line number beginning with 1 for each line item on the requisition You can enter up to 3 digits to change this number but each line item must be identified by a unique line number Product Enter the number of the product that has been requisitioned You can use the Scan option to find an appropriate entry This product must be on file in the Products
162. tory Variance Report Variance Variance i Am t Product Class 10 Standard 40 58 10 Yellow Cylinder 20 Product Class Subtotals Product Class 20 Special Order 10 10 3 1 2 White Round 20 30 56 10 Red Cylinder 20 Product Class Subtotals Product Class 30 Custom 20 4 12 Gold Plated Black Round 30 30 56 10 Red Cylinder 30 1030 00 Product Class Subtotals Grand Totals Inventory Control User Manual 153 6 Physical Inventor Option 8 Adjust to Physical Inventory and Print Audit Report This function adjusts the inventory records to the physical count quantities entered from count sheets or tags and prints an Audit Report of the Inventory Control and General Ledger adjustments made On hand inventory quantities are set to the actual physical inventory count according to the following formula Old On Hand Variance Quantity New On Hand Adjustments are made in the Inventory Control files and the General Ledger accounts to reflect the changes The inventory account and the over under account from each product s Product Classes record are adjusted by the amount indicated on the Physical Inventory Variance Report and the Audit Report The Audit Report indicates by product class the inventory and over under accounts to which adjust ments were posted and the amounts of the adjusting entries A sample Audit Report is shown below Expert Distributing Inc 05 24 91 11 53 am Adjust to Physical I
163. ts to specify the number of days to be checked for unused items Press RETURN to save the information on this screen and run the report Here is a sample Unused Items Report Expert Distributing Inc 05 23 91 04 19 pm Unused Items Report for 30 Days or Over Product Class Last Sale Warehouse 10 Main Facility 10 10 3 1 2 White Round Each Standard 08 01 89 20 4 12 Gold Plated Black Round Each Custom 07 15 89 Warehouse 20 South End Facility 40 58 10 Yellow Cylinder Each Standard 07 09 89 30 56 10 Red Cylinder Each Special Order 04 15 89 20 4 12 Gold Plated Black Round Each Custom 04 20 89 124 Inventory Control User Manual Reports and Inquiry 5 Option 3 Reorder Report This report lists the products for which the net available quantity is at or below the reorder point speci fied in the Products By Warehouse file The net available quantity is shown in the following formula On Hand On Order Committed Requisitioned Here is a sample Reorder Report Expert Distributing Inc 05 23 91 04 21 pm KAY Page Reorder Report Net Reord Reord Reord Gen Product Description On Hand Committed Avail On Order Vendor Warehouse 20 4 12 Gold Plated Black Round 00 Warehouse 10 Main Facility 10 10 3 1 2 White Round 10 Each p 10 00 61 00 00000020Y 20 4 12 Gold Plated Black Round 10 Each 137 00 75 00 00000020Y Warehouse 20 South End Facility 40 58 10 Yellow Cylinder s 97 00 300 00 000
164. ual 131 5 Reports and Inquiry Option 10 Inflation Report This report lists each product its cost per purchasing unit for each supplying vendor for the past six months its current price and the annualized inflation rate The average inflation rate by product is also shown Here is a sample Inflation Report Expert Distributing Inc 05 23 91 04 35 pm KAY Page Inflation Report Price 5 Price 4 Price 3 Price 2 Price 1 Current Vendor Mnths Ago Mnths Ago Mnths Ago Mnths Ago Mnth Ago Price Product Class Product 20 4 12 Gold Plated Black Round 00000010 Miscellaneous Supplier A 0 000 0 000 Average gt Product Class 10 Standard Product 10 10 3 1 2 White Round 00000010 Miscellaneous Supplier A k A 0 000 3 250 00000020 Pool and Associates 4 h 110 250 110 250 Average gt Product Class 20 Special Order Product 20 4 12 Gold Plated Black Round 00000020 Pool and Associates 135 138 750 K 155 750 155 750 Average gt Product Class 30 Custom Product 30 56 10 Red Cylinder 00000010 Miscellaneous Supplier i a x A 0 000 00000020 Pool and Associates 3 A f 98 000 Average Product 40 58 10 Yellow Cylinder 00000020 Pool and Associates 4 K y 25 350 Average 132 Inventory Control User Manual Reports and Inquiry 5 Option 11 Inventory Value Report This report shows the total inventory value computed by multiplying the average cost of each product and th
165. uantities product sales prices and costs price and purchase history alternate products and vendors and customer discounts Inventory Control can also print product price catalogs with or without the average cost percentage mark up for products at each sales price break Utilities are provided to change purchase prices to edit product numbers on all affected records to reset open requisitions on order quantities and committed quantities based on open requisitions pur chase orders and sales orders respectively and to generate product ABC classes Functions are also provided to generate reorder records once product quantities reach a given reorder point and to gener ate purchase order entry records from the reorder records Inventory Control User Manual 3 1 General Information Recovery Processing As you use the Inventory Control application there is a certain day to day risk of losing data due to sudden power surges or outages and other system problems Recovery Processing is used to manually restore information to system maintained fields and files that are normally not accessible during the Live Operations phase Recovery Processing is provided as an aid to your software consultant and should only be accessed by your consultant or under his or her direction This application is designed to interface with other APPX accounting applications Check with your software consultant for more information about integrating applications
166. urchased goods for Source enter the cost per purchasing unit How ever if the Update Cost Quantity option in the Parameters file is set to A you may leave this field blank e If you entered 3 warehouse transfers for Source you may leave this field blank since costs are updated during the Warehouse Transfer posting function Quantity Factor If you entered 2 purchased goods for Source the system displays the quantity factor from the Products By Vendor record This factor converts the purchasing units entered above in the Quantity field into stockkeeping units e If you entered 1 or 3 for your source product this field is blank 46 Inventory Control User Manual Transaction Processing 2 Total Cost The system displays the total cost extension which is computed as follows Total Cost Unit Cost x Quantity You may enter up to 7 digits and 2 decimals to override the display in which case the system automatically recomputes and redisplays the Unit Cost Stockkeeping Qty If you entered 2 purchased goods for Source the system displays the stockkeeping quan tity which is computed as follows Stockkeeping Quantity Quantity x Quantity Factor If you entered 1 or 3 manufactured goods or warehouse transfers for Source the system displays the stockkeeping quantity entered above in the Quantity field The entered data is validated Press RETURN to display system suppli
167. y see previous field If you entered 3 warehouse transfers for Source leave this field blank If you need to enter a GL Account you can use the Scan option to find an appropriate entry Your entry must be on file in the General Ledger Chart of Accounts file the system displays the corresponding description so that you can verify your entry Inventory Control User Manual 45 2 Transaction Processing Quantity Enter up to 5 digits and 2 decimals to indicate the number of units received for this product If you entered 1 or 3 manufactured goods or warehouse transfers for Source enter the number of stockkeeping units included in the receipt If you entered 2 purchased goods for Source enter the number of purchasing units in cluded in the receipt The system converts the purchasing units to stockkeeping units using the quantity factor on the Products By Vendor record Purchasing UM If you entered 2 purchased goods for Source the system displays the purchasing unit of measure from the Products By Vendor record If you entered 1 or 3 manufactured goods or warehouse transfers for Source this field is blank Unit Cost Enter up to 6 digits and 3 decimals to indicate the cost per Source unit that is price plus any inventoriable costs for this product If you entered 1 manufactured goods for Source enter the cost per stockkeeping unit If you entered 2 p
168. y your entry You can leave this field blank if you do not know who the reorder vendor will be The reorder vendor is included on the reorder record The vendor may be changed If you leave this field blank the vendor name on the reorder record is blank it can be entered after the record is created Inventory Control User Manual File Maintenance 4 The entered data is validated press RETURN to supply system maintained information and press RE TURN again to go on to the next screen Select Next Record to go to the next Products By Warehouse record At this screen use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Products By Warehouse file The screen below presents additional information about Products By Warehouse Figure 25 The Products by Warehouse Screen Part 2 of 2 Certain entries on this screen will be automatically displayed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed In addition certain fields on the screen do not apply if the Order Entry application is not part of the system In these cases you do not need to make entries in these fields Data items for the preceding screen are described below Product The system displays the Product entry from the previous screen and the corresponding de scription from the Products file Warehouse The system displays the Warehouse entry from the
169. you want to delay printing the journal for any reason Post Now Enter Y Yes or N No The initial default value is Y This field is required Enter N if you want to delay posting for any reason Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y if the journal has been printed and has no errors otherwise N is displayed The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Control Groups file 60 Inventory Control User Manual Transaction Processing 2 Option 21 Print Unposted Control Groups This option lists any unposted control groups for the Material Requisitions Warehouse Transfers Product Transfers Adjustments and Receipts files A separate report is printed for each file that con tains unposted control groups A sample Unposted Transactions report for Material Requisitions is shown below Expert Distributing Inc 05 23 91 03 57 pm Unposted Transactions Material Requisitions Prnt Jour Post Post Op Cntrl Description Jour OK Now Strt Cntrl Total AAA 0001 August RQ Inventory Control User Manual 61 2 Transaction Processing Option 22 Print All Journals You are required to print journals for all material requisi

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