Inventory Control System Administration Manual

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Inventory Control System Administration 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 photocopying 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 ....................................................................... 1 Purpose ............................................................................................................................... 2 Contents .............................................................................................................................. 2 Other Manuals .................................................................................................................... 2 Phases ................................................................................................................................. 3 Initial Setup .................................................................................................................. 3 Live Operations............................................................................................................ 3 Recovery Processing.................................................................................................... 4 Procedures .......................................................................................................................... 4 Special Considerations ....................................................................................................... 5 Online Updating ........................................................................................................... 5 Audit Trail ................................................................................................................... 6 Cost/Quantity Updating in Inventory Control ............................................................ 6 LIFO Implementation .................................................................................................. 7 Estimated Freight ......................................................................................................... 8 Unit Types .................................................................................................................... 8 LIFO/FIFO Costing ..................................................................................................... 9

Chapter 2: Initial Setup File Maintenance ..................................................... 11 Option 1 - Parameters ...................................................................................................... 14 Option 2 - Product Classes ............................................................................................... 21 Option 3 - Warehouses ..................................................................................................... 23 Option 4 - Products .......................................................................................................... 25 Option 5 - Product Discounts By Customer .................................................................... 30 Option 6 - Products By Vendor ....................................................................................... 33 Option 7 - Products By Warehouse ................................................................................. 39 Option 8 - Material Requisitions ...................................................................................... 49 Option 9 - Product Purchases .......................................................................................... 52 Option 10 - Parameters List ............................................................................................. 54 Option 11 - Product Classes List ..................................................................................... 55 Option 12 - Warehouses List ........................................................................................... 55 Option 13 - Products List ................................................................................................. 56 Option 14 - Product Discounts By Customer List ........................................................... 58 Option 15 - Products By Vendor List .............................................................................. 59 Option 16 - Products By Warehouse List ........................................................................ 60 Option 17 - Material Requisitions List ............................................................................ 61 Option 18 - Product Purchases List ................................................................................. 62 Option 19 - Create Products By Warehouse Records ..................................................... 63

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Table of Contents

Chapter 3: Initial Setup Opening Entries ...................................................... 65 Initial Setup Opening Entries ........................................................................................... 66 Option 1 - Print Initial Count Sheets ............................................................................... 66 Option 2 - Initial Physical Inventory Entry ..................................................................... 67 Option 3 - Tags Entry ...................................................................................................... 70 Option 4 - Tags List ......................................................................................................... 72 Option 5 - Tags Process ................................................................................................... 72 Option 6 - Print Physical Inventory Edit List .................................................................. 73 Option 7 - Stock Status Report ........................................................................................ 74 Option 8 - Reset Product/Warehouse Quantities ............................................................. 75 Option 9 - Process Initial Setup ....................................................................................... 77

Chapter 4: Recovery Processing ...................................................................... 79 Option 1 - Parameters ...................................................................................................... 80 Option 2 - Products .......................................................................................................... 87 Option 3 - Product Purchases .......................................................................................... 92 Option 4 - Products By Vendor ....................................................................................... 93 Option 5 - Products By Warehouse ................................................................................. 99 Option 6 - Material Requisitions .................................................................................... 109 Option 7 - Transaction Detail ........................................................................................ 112 Option 8 - MTD Postings ............................................................................................... 115 Option 9 - Transaction Control ...................................................................................... 119 Option 10 - Reset Post in Progress - Material Requisitions .......................................... 123 Option 11 - Reset Post in Progress - Warehouse Transfers .......................................... 124 Option 14 - Reset Post in Progress - Product Transfers ............................................... 126 Option 13 - Reset Post in Progress - Adjustments ........................................................ 128 Option 14 - Reset Post in Progress - Receipts ............................................................... 130 Initial Setup Checklist .................................................................................................... 133 Step I: Master Files ................................................................................................ 133 Step II: Opening Entries ......................................................................................... 133 Step III: Process Initial Setup ................................................................................. 133

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Chapter 1: General Information

1 General Information

Purpose This manual provides instructions for completing the Initial Setup phase and for using the Recovery Processing phase of the APPX Inventory Control application. Chapter 2 provides information on transferring records from your present accounting system to the APPX Inventory Control application. Use it as a guide for setting up your Inventory Control application. If you follow each of the steps in the order described, you should have a successful installation. Chapter 3 explains the Recovery Processing phase. All features and options described in this manual are included in the APPX turnkey Inventory Control application. Any modification of the software or documentation is the responsibility of the licensed software consultant who makes the modification.

Contents In addition to an overview explaining the functions of the application, this manual includes: •

Sample screen displays



Data field characteristics



Instructions and explanations for valid entries



Pertinent examples



Sample reports and lists

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. The Inventory Control User Manual, along with this System Administration manual, complete the set of user manuals that accompany each APPX product. For questions about the computer hardware used at your installation, refer to the manuals provided by the hardware manufacturer.

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General Information 1

Phases The Inventory Control application operates in three distinct phases: •

Initial Setup



Live Operations



Recovery Processing

Each of these phases has a specific role in processing data.

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, adjustments, 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: •

Stock Status Report



Unused Items Report



Reorder Report



Sales Analysis By Product



Sales Analysis By Warehouse



Sales Analysis By Product Class



Product Purchase History



Vendor Purchase History



Request for Supplier Quote



Inflation Report



Inventory Value Report



Market Value Report



LIFO/FIFO Purchases Detail

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1 General Information Inquiry functions are available to display Inventory Control data. These inquiries include: •

Inventory and warehouse quantities



Product sales prices and costs



Price and purchase history



Alternate products and vendors



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, purchase 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 generate purchase order entry records from the reorder records.

Recovery Processing 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 files which are normally not accessible during the Live Operations phase. This application is designed to interface with other APPX accounting applications. Check with your software consultant for more information about integrating applications.

Procedures Initial Setup procedures are designed to establish master file records and to help you transfer information from existing records to the Inventory Control application. The first step in Initial Setup involves entering master file and historical data for the application. Here is a list of those files: •

Parameters



Product Classes



Warehouses



Products



Product Discounts By Customer

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General Information 1 •

Products By Vendor



Products By Warehouse



Material Requisitions



Product Purchases

You can run a utility function to create Products By Warehouse records using data from existing Products and Warehouses records. You should print lists of all files after you enter data to ensure that the data was entered completely and correctly. In the next step, as an alternative to entering on hand quantities through File Maintenance, you can take a physical inventory and enter this data into the system. You can use either of these methods: •

Print count sheets and use these sheets to tally the inventory. Use the Initial Physical Inventory Entry function to enter the physical inventory data and, if necessary, edit it.



Use the Tags function to enter physical inventory based on numbered count tags and, if necessary, edit it. Print a Tags list to verify that entries are complete and correct. Then run the Tags Process function to update the physical count on Products By Warehouse records.

When you have finished entering physical inventory data, print a Physical Inventory Edit List to verify that all entries are complete and correct. The third step is to run the Process Initial Setup function to validate records in the Product Purchases file and update records in the Products By Warehouse and Products By Vendor files. The fourth and final step in the Initial Setup procedure is End Initial Setup. After you select this menu option, the system begins the Live Operations phase.

Special Considerations Before beginning Initial Setup, you need to consider several options that may affect your system’s operation. The Special Considerations section includes discussion of accounting design issues and some optional features, which allow you to tailor your system to your particular organization. The following pages describe these system options.

Online Updating Inventory quantities in the Products By Warehouse file are updated online by the following transaction entries: Inventory Control System Administration Manual

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1 General Information •

Material Requisitions



Inventory Receipts



Adjustments



Warehouse Transfers



Product Transfers

If the Purchase Orders application is part of the system, the following transaction entries in that application update the Products By Warehouse file on line: •

Purchase Orders



Purchase Order Receipts

If the Order Entry application is part of the system, the following transaction entries in that application update the Products By Warehouse file on line: •

Sales Orders



Shipping Confirmations

These online updates are affected by the application chosen to update costs and quantities (see the Cost/ Quantity Updating section, later in this manual) and by the other applications to which Inventory Control posts.

Audit Trail Unlike journals in other APPX applications, journals in the Inventory Control application do not serve as the primary audit trail for transaction entries. Inventory Control journals show quantities for transactions but do not show the associated dollar amounts. This is because the associated costs to be applied to these quantities may change between the time a transaction is entered or journalized and the time it is posted, depending on the transactions posted in the interim and the costing method in use. In conjunction with the journals, the General Ledger Distributions report should be used as a primary audit trail for Inventory Control. If transaction detail is kept, the Transaction Detail report can also be used.

Cost/Quantity Updating in Inventory Control If the Purchase Orders and Accounts Payable applications are part of your system along with Inventory Control, you must specify which application(s) will update product costs and quantities at the time that you set up Inventory Control. These choices are available:

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General Information 1 •

Update product costs through Accounts Payable invoice postings and quantities received through Inventory Control receipt entries



Update costs and quantities received through Purchase Orders invoice postings and receipt entries, respectively



Update product costs and quantities received through Inventory Control receipts entries You should select the updating applications based on timing considerations and to avoid duplication of effort. The following restriction applies: If Accounts Payable is not part of the system, you must update costs and quantities through Inventory Control. This is because the Accounts Payable invoicing function is not available to update costs from either Accounts Payable or Purchase Orders.

If Accounts Payable is part of the system and Purchase Orders is not, you will probably want to update costs from Accounts Payable. This is because the invoicing function computes cost based on the values entered for purchase price, freight, tax, “other,” and (optionally) discount. If you update costs from Inventory Control, you must compute the cost manually and then enter this value. If Purchase Orders is part of the system, you will probably want to update costs and quantities through Purchase Orders. Invoicing in Purchase Orders supplies the cost figure. In addition, updating quantities (that is, entering receipts) in Purchase Orders updates the receipted values in the Purchase Orders file. If you choose to enter receipts through Inventory Control, the Purchase Orders file is not updated.

LIFO Implementation When you set up Inventory Control, you must specify the inventory costing method (FIFO, LIFO, average cost, last cost, or standard cost) that will be used. LIFO has been designed to facilitate a periodic implementation. If LIFO is used, the application will use “last cost” to approximate the LIFO cost of inventory movements on a daily basis. At year-end, or on a periodic basis, the LIFO costing approximation must be adjusted to reflect costing based on an actual periodic LIFO computation. The adjustment is not automatic. You must calculate the difference between the inventory value based on a periodic LIFO computation and the inventory value based on the last cost approximation. You must then enter an adjustment to your inventory and cost of goods sold accounts. To help in this calculation, the LIFO/FIFO Purchases Detail report provides a listing of all products purchased, along with associated quantities, costs, and dates of purchase. The monthly Transaction Detail report provides data regarding the last cost approximations that the system applied to all inventory movements during the period.

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1 General Information Estimated Freight The estimated freight option is intended for users who receive vendor invoices without freight charges and then receive freight invoices at a later date. To use this option, product costs must be updated through either Accounts Payable or Purchase Orders. (See the section on Cost/Quantity Updating in Inventory Control.) When an invoice is posted through Accounts Payable or Purchase Orders for a product with an estimated freight percentage, the system increases the cost of the product by the estimated freight percentage before it updates costs. In General Ledger, the Inventory account is debited for the cost of the invoice plus the estimated freight. The liability account is credited for the cost of the inventory, and a credit entry is made to the Estimated Freight account identified on the Product Classes record. General Ledger and Inventory Control records reflect an estimate of freight costs, based on a percentage of the product cost. When actual freight charges are received, adjustments must be posted. When the freight invoice is received, the freight amount must be entered as a separate invoice. If the estimated freight percentage on the Products By Warehouse record is accurate, the amounts posted to Inventory Control do not require adjustment. If General Ledger is part of the system, an entry is required to back out the duplicate estimated freight. If the estimated freight percentage was not accurate, Inventory Control and General Ledger adjustments are required.

Unit Types The Inventory Control application maintains three unit types: •

Pricing units. These are the units in which the vendor quotes prices. Pricing units are defined in the Products By Vendor file. All quantities in the Products By Vendor file are maintained in terms of pricing units.



Purchasing units. These are the units in which orders are placed. Purchasing units are defined in the Products By Vendor file.



Stockkeeping units. These are the units in which inventory is maintained. All quantities in the Products By Warehouse file are maintained in stockkeeping units.

The system uses two factors, the pricing factor and the quantity factor, to convert from purchasing units to pricing units and stockkeeping units, respectively. These factors are maintained in the Products By Vendor file. The following formulas are used for conversions: Purchasing Units x Pricing Factor = Pricing Units Purchasing Units x Qty Factor = Stockkeeping Units

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General Information 1 Purchase receipts are entered in purchasing units. The following are entered in stockkeeping units: •

Physical inventory



Material requisitions



Product and warehouse transfers



Adjustments



Receipts of warehouse transfers and manufactured goods

When reorder records are created, they include a reorder quantity that is expressed in stockkeeping units. If reorder records are converted to purchase orders, the reorder quantity is converted to purchasing units for the generated purchase orders. The quantity ordered on the purchase order is denominated in pricing units for the extension. All units and conversion factors are included on the reorder record.

LIFO/FIFO Costing The product purchases history maintained by the Inventory Control application is not segregated by warehouse. When the application operates under a FIFO costing method, the cost of an item removed from inventory is based upon the purchase history of the product within the company, and not confined to the purchase history of the individual warehouse.

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1 General Information

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Chapter 2: Initial Setup File Maintenance

2 Initial Setup File Maintenance During the Initial Setup phase, you can establish files by entering data from existing accounting records. You also define parameters under which the system will run. This is the Initial Setup menu:

Figure 1. The Inventory Control Initial Setup Menu The File Maintenance selection allows you to enter information into your master and system-maintained files. Once you finish entering this data, select Opening Entries to enter opening transaction data.

Option 24 - End Initial Setup While you are still in the Initial Setup phase of Inventory Control, you can continue to access and change fields on all screens. Once you have established all necessary master files, and created and processed your opening entries, you may end Initial Setup. After you select this procedure, the Live Operations phase automatically begins, and certain fields and files may become inaccessible. When Initial setup is ended, the following changes occur: •

Certain fields in the Parameters file become display-only fields and cannot be changed.



System-maintained fields, such as balances, posted transactions, and dates of entries cannot be changed.



Online updates and posting to other applications are activated.

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Initial Setup File Maintenance 2 When you are ready to end the Initial Setup phase, select “End Initial Setup?” from the Initial Setup menu. The screen below appears.

Figure 2. The Inventory Control End Initial Setup Menu Data items for the preceding screen are described below.

End Initial Setup? By default, the system displays ‘Y’ in this field. Press RETURN to end Initial Setup and begin the Live Operations phase. Enter ‘N’ to continue in Initial Setup.

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2 Initial Setup File Maintenance

File Maintenance

Figure 3. The Inventory Control File Maintenance Menu Each selection on the File Maintenance menu represents a master or a system-maintained file. These files are arranged in logical order on the menu, so you can enter information into each file in the order shown. If you need to change this information after you complete the Initial Setup phase, you can change most of the fields and files through File Maintenance in the Live Operations phase. After you set up your Products and Warehouses files, you can save time in setting up your Products By Warehouse file by running the Create Products By Warehouse Records utility to create records in the Products By Warehouse file. This function creates records using default data from the Products and Warehouses files. Then use the Products By Warehouse File Maintenance function to edit the records you created. After data is entered for each File Maintenance function, use the corresponding List function to print out and verify the information. You may print these lists as often as necessary to check the status of each file.

Option 1 - Parameters The Parameters file contains a single record that defines how the Inventory Control application functions. This record contains information about the fiscal and calendar year, product costing method, and required monthly reports. It also indicates whether or not various system options are used. These options include: • 14

Keeping history information on a calendar or fiscal year basis Inventory Control System Administration Manual

Initial Setup File Maintenance 2 •

Posting to other applications



Specifying other applications to update product costs and quantities



Maintaining detail for product purchases and transaction entries.

Select “Parameters” from the File Maintenance menu. Here is the first Parameters entry screen:

Figure 4. The Inventory Control Parameters Screen - Part 1 of 2 Data items for the preceding screen are described below:

Current Fiscal Month /Year Enter the fiscal month and year for the first live month. The fiscal month can be a value between ‘1’ and ‘13’, depending on the entry you make in the Number of Fiscal Months field (see below).

Current Calendar Month /Year* The system displays the calendar month and year for the first live month based on the entries you make in the Current Fiscal Month and Year and Start Month of Fiscal Year fields (see below).

Start Month of Fiscal Year Enter the calendar month that begins your fiscal year. For example, if your fiscal year begins on July 1, the start month is ‘7’.

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2 Initial Setup File Maintenance Number of Accounting Periods Enter ‘12’ or ‘13’ to specify the number of periods in the fiscal year.

Calendar History? Enter ‘Y’ or ‘N’ to specify whether or not the history fields in the Product By Warehouse and Product By Vendor files will be kept on a calendar year basis. Y: History fields will be kept on a calendar year basis. N: History fields will be kept on a fiscal 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 ‘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 ‘Y’. This field is required. The system assumes you want to use the Transaction Control feature. This includes the ability 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 with up to 2 digits. Enter the number of months of Transaction Control history you wish to keep. Records older than the number of months specified in this field are deleted during Close Month processing.

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Initial Setup File Maintenance 2

Costing Method Enter one of the following codes to specify the costing method to be used for Inventory Control. A: Average cost F: FIFO (first in first out) L: LIFO (last in first out) S: Standard cost T: Last cost This entry specifies how Inventory Control interfaces with the Purchase Orders and Accounts Payable applications. Refer to the Special Considerations section of this manual for more details about this option.

Update On Hand with Warehouse Transfers? Enter ‘Y’ or ‘N’ to specify whether or not entering warehouse transfers will update on hand quantities in the Products By Warehouse records for both the sending and the receiving warehouse. Y: Warehouse transfer entries will update on hand quantities in both the sending and the receiving warehouse. That is, on hand quantities in the Products By Warehouse record for the sending warehouse will be reduced; those for the receiving warehouse will be increased. N: Warehouse transfer entries will only update on hand quantities in the sending warehouse. That is, on hand quantities in the Products By Warehouse record for the sending warehouse will be reduced. The on order quantity in the receiving warehouse will be increased; an inventory receipt must be entered to record receipt of the transferred goods and move the on order quantity to on hand. In either case, the costing for the transaction will be recognized when the warehouse transfer is posted.

Update Cost/Quantity Enter one of the following codes to specify which applications will update product costs and quantities. A: Update costs through invoice postings from Accounts Payable and quantities received through receipt entries in Inventory Control.

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2 Initial Setup File Maintenance P:

Update costs through invoice postings from Purchase Orders and quantities received through receipt entries from Purchase Orders.

I: Update costs through receipt postings in Inventory Control and quantities received through receipt entries in Inventory Control.

Estimated Freight Option? Enter ‘Y’ or ‘N’ to specify whether or not the estimated freight option will be used. Y: The estimated freight option will be used. The Update Cost/Quantity field must be set to ‘A’ or ‘P’ if this option is chosen. N: The estimated freight option will not be used. The estimated freight percentage is entered on the Products record. It defaults to the Products By Warehouse record, where it may be changed. The Estimated Freight accounts must be entered in the Product Classes file. For more information on this option, refer to the Special Considerations section of this manual.

Keep Drop Ship History? Enter ‘Y’ or ‘N’ to specify whether or not historical data will be maintained for “drop shipped” products. Y: Keep history for drop shipped products. History will be maintained in the Products By Warehouse records that include the drop ship warehouse (see the next field description). N: Do not keep history for drop shipped products.

Drop Ship Warehouse Number If drop ship history will be maintained, enter the number of the “dummy” warehouse that will be used to track drop shipped products. A record must be set up in the Products By Warehouse file for each product that will be drop shipped. This warehouse should be used for drop shipped inventory only.

Keep Detail in Transact File? Enter ‘Y’ or ‘N’ to specify whether or not transaction detail from Inventory Control and external applications will be kept in the Inventory Transactions file. Enter ‘Y’ if you are using the LIFO costing method (‘L’ in the Costing Method field). Refer to the Special Considerations section for information about how LIFO functions in Inventory 18

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Initial Setup File Maintenance 2 Control. The file must have been created large enough to hold transaction detail for the number of months specified in the Months To Keep Transact Detail field. During Live Operations, the Transaction Detail report shows the data in this file. Y: Transaction detail will be 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 will also be posted to this file. N: Transaction detail will not be posted to the Inventory Transactions file.

Months to Keep Transact Detail Enter up to 2 digits for the number of months for which transaction detail will be kept. In Live Operations, the Close Month function will delete all transactions older than this number of months from the file.

Keep Product/Vendor Detail? Enter ‘Y’ or ‘N’ to specify whether or not vendor purchase detail will be kept by vendor in the Products By Vendor file. Y: Keep purchase detail by vendor in the Products By Vendor file. A separate Products By Vendor record will be maintained for each product/vendor combination in the file. N: Do not keep purchase detail by vendor in the Products By Vendor file. A single record will be maintained for each product in the file, and all purchase detail from all vendors will be summarized in that record.

Months to Keep Purchases Detail Product Purchases records will be created only if the FIFO or LIFO costing method is used (see the Costing Method field). Enter up to 3 digits for the number of months for which purchase detail records will be kept in the Product Purchases file. For FIFO, this field indicates how often the Product Purchases file will be cleared. During Live Operations, the appropriate Close Month function will clear all transactions older than the number of months specified here. However, Close Month will 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 will be written to the Product Purchases file. However, because of the nature of the information flow, records must be purged manually. (Refer to the Special Considerations section of this manual for more details on LIFO implementation.) Inventory Control System Administration Manual 19

2 Initial Setup File Maintenance Press RETURN to go on to the next Parameters screen.

Figure 5. The Inventory Control Parameters Screen - Part 2 of 2 Data items for the preceding screen are described below:

Post to Other Applications - GL? Enter ‘Y’ or ‘N’ to tell the system whether or not to allow information to be posted to the General Ledger application. Enter ‘N’ if General Ledger is not part of the system.

EOM Reports Required? Printed? Enter ‘Y’ or ‘N’ for each Monthly Processing report. Use the “Required?” column to indicate whether or not the report must be printed before running the Close Month procedure. The system uses the “Printed?” column to indicate whether the report has been printed during the current period.

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. The entered data is validated. Press RETURN to save the information on these screens.

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Initial Setup File Maintenance 2

Option 2 - Product Classes The Product Classes file identifies product classifications and the General Ledger accounts used for posting products within each classification. Each product class is assigned a unique number. The record in the Products file for each product contains the product class number. Because the product class is associated with a General Ledger account, each product is associated with the appropriate General Ledger account. Select “Product Classes” from the File Maintenance menu. Here is the Product Classes entry screen:

Figure 6. The Inventory Control Product Classes 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 allowed 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 code that is used to reference or recall the record elsewhere in the system.

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2 Initial Setup File Maintenance 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 activity 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.

Over/Under Enter the General Ledger account number for the adjustment account. You can use the Scan option to find an appropriate entry. This is the account to which all overages and underages will be posted for products in this class. 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 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.

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. The description from the Chart of Accounts file is displayed so 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 sys22

Inventory Control System Administration Manual

Initial Setup File Maintenance 2 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, then you must enter this account number in order to use the option. Otherwise, leave this field blank. For a description of the estimated freight option, refer to the Special Considerations section of this manual. 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, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Product Classes file.

Option 3 - Warehouses The Warehouses file describes each inventory warehouse in the system. Each record in the file includes a unique warehouse number, an address and phone number, and a manager name. Select “Warehouses” from the File Maintenance menu. Here is the Warehouses entry screen:

Figure 7. The Inventory Control 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 alInventory Control System Administration Manual 23

2 Initial Setup File Maintenance 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.

Warehouse Enter 2 digits to identify the warehouse. This is the code that will be used to reference or recall the 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 name on the warehouse’s mailing address.

Address (Line 2) Enter up to 30 characters for the warehouse’s street address.

City Enter up to 20 characters for the city where the warehouse is located.

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, ‘(###) ###-####’ or ‘###-###-####’).

Manager Enter up to 20 characters for the warehouse manager’s name. 24

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Initial Setup File Maintenance 2 The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Warehouses record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Warehouses 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 locate a product if you do not remember the product number. For each product, a substitute product can be specified, which will 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. Select “Products” from the File Maintenance menu. Here is the Products entry screen:

Figure 8. The Inventory Control Products Screen

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2 Initial Setup File Maintenance Certain fields on the screen do not apply if the Accounts Payable, Accounts Receivable, Purchase Orders, Order Entry, Commission Accounting, or Sales Analysis applications are not part of the system. 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 allowed 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 reference or recall the record elsewhere in the system.

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 number. Also, the system will use this code to sort data for reports.

Description Enter up to 30 characters to describe the product. If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product.

Product Class Enter a code to identify 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 system 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 product. If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product. However, purchase orders (in the Purchase Orders file) are not changed.

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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 would enter ‘Pkg’ here. This field is for your information only. It is occasionally displayed for reference on other records.

Stock Item? Enter ‘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 on Products By Warehouse records that include this product. N:

This is a nonstock product. You can also enter ‘N’ here for a service (for example, installation or repair). Sales invoices entered with this product number will not reduce on hand quantities.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

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 this field on all Products 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: This product is not subject to sales tax. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

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 Inventory Control System Administration Manual 27

2 Initial Setup File Maintenance contain 4 packages (units of measure), you would enter ‘4’ here. This field is for your information only. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Drop Shipments OK? 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. Drop shipped products are products in transit (from the vendor directly to the customer) that are assigned to the “dummy” warehouse specified in the Parameters file. A drop shipment is recorded as on hand inventory on Products By Warehouse records for the drop ship warehouse until a sales invoice is 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 "to transfer detailed information from this application to the Sales Analysis application, 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 application to the Sales Analysis application will suffice. This entry can be specified or overridden in the Products By Warehouse file if not appropriate at the product level. If this field is changed, the system automatically changes this field on all Products 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 shipping. This amount should reflect a consistent, standard unit of measure (for example, ounces, pounds, or tons).

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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. If the Order Entry application is part of the system, you can use the Scan option to find an appropriate entry, and the system displays the corresponding 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. The estimated freight option must be selected in the Parameters file. (This option is described in the Special Considerations section of this manual.) If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Sub Product Enter a code to identify a product that can be substituted for this product if this product is not available. The product number you enter must be on file in the Products file. The system displays the description from the Products file so that you can verify your entry. If the Order Entry application is part of the system, it will use the substitute product number on orders if this product is unavailable.

Sub Product Name* The system displays the description of the substitute product.

Product ABC You can enter ‘A’, ‘B’, or ‘C’ to classify this product. This field is optional. The ABC classification can be used to sort products for reports or inquiry on a dollar or liketype basis. It can also be used to select products with similar cost or turnover for partial physical inventory. This selection serves as the default in the Products By Warehouse file. It can be overridden in that file. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product. Inventory Control System Administration Manual 29

2 Initial Setup File Maintenance Cycle Count Enter up to 2 digits to specify the number of times per year that physical inventory should be taken for this product. Cycle counts provide another classification for selecting products 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 inventory is taken. It can also be used to sort products for reports and inquiry. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Products record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products file.

Option 5 - 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 discounts that are given to particular customers. Special prices for any quantity range can be specified in one of two ways: •

Using price breaks. An option in this file specifies whether the price breaks in this file override the base sales prices in the Products By Warehouse file, or whether they are added to or subtracted from the base sales prices.



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 quantity breaks are specified, the quantity ranges in the Products By Warehouse file are used. If desired, this file can specify an additional percentage to be subtracted from or added to the base sales

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Initial Setup File Maintenance 2 price. This percentage can be applied by itself, or it can be applied in addition to the price or percentage breaks. An ending date can be given for special pricing for any customer. Select “Product Discounts By Customer” from the File Maintenance menu. The Product Discounts By Customer entry screen is shown below.

Figure 9. The Inventory Control 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 allowed 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 a code to identify 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 Products file. The system displays the corresponding description so that you can verify your entry.

Customer Enter a code to identify the customer who will receive the discounts. You can use the Scan option to find an appropriate entry. If the Accounts Receivable application is part of the system, the customer number must be on file in the Accounts Receivable Customers file. The system displays the corresponding description so that you can verify your entry. Inventory Control System Administration Manual 31

2 Initial Setup File Maintenance 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 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 You can specify special prices for the customer as dollar amounts for each quantity range. In this case, enter up to 5 digits and 2 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 quantity break. If the Override? field is ‘N’, these prices will be used to adjust the base sales prices. A positive 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.

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% 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 Percentage Break is a discount percentage and will reduce the base price; a negative Percentage Break will increase the base price. If you make entries in Percentage Break fields, you cannot make entries in the Price Break fields (see Price Break).

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 Products 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, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Product Discounts By Customer file.

Option 6 - Products By Vendor The Products By Vendor file associates each product with a vendor. Month-to-date, year-to-date, and last-year totals are maintained for all purchases processed during the month or year. These totals include the number of units purchased and the dollar amounts of those purchases from each supplying vendor. The system maintains price changes for the six months previous to the current month. The Keep Product/Vendor Detail? option in the Parameters file specifies whether or not the Products By Vendor file can keep detail by vendor. •

If this option is chosen, a separate record is established for each product/vendor combination



If this option is not chosen, detail is kept by product only. A single record will be created for each product in the file, and all purchase detail from all vendors will be summarized in that record.

Information in this file is kept in terms of the supplier’s pricing units. You can enter conversion factors, which are used by the system to convert purchasing units to pricing units.

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2 Initial Setup File Maintenance You have the option of maintaining records on a calendar or fiscal year basis. This option is chosen in the Parameters file. Select “Products By Vendor” from the File Maintenance menu. The Products By Vendor entry screen is shown below.

Figure 10. The Inventory Control 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 “displayonly” 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 allowed 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 a code to identify 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 description from that file so that you can verify your entry.

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Vendor If you have chosen the Keep Product/Vendor Detail? option in the Parameters file, enter a code to identify the vendor to be set up on this Products By Vendor record. If the Accounts Payable application is part of your system, the vendor number that you enter must be on file in the Vendors file. You can use the Scan option to find an appropriate entry. 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 do not choose to keep detail by vendor in the Products By Vendor file, 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 No 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 $60.00 foot (for example, of wire), the pricing unit would be ‘FOOT’. This field appears on various reports and entry functions for information only.

Purchasing Unit 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 roll, the Purchasing Unit would be ‘ROLL’. This field appears on various reports and entry functions for information only.

Unit Price Enter up to 6 digits and 3 decimals for the current price of the pricing unit.

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2 Initial Setup File Maintenance Pricing Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to the pricing unit. 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.

Quantity Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to your stockkeeping unit. The default is ‘1.00’, the Quantity Factor used if the purchase unit and the stockkeeping unit are the same. For example, if you purchase a product in gallons, but stock the product in quarts, the Quantity Factor is ‘4’. On the other hand, if you purchase the product in quarts but stock the product in gallons, the Quantity Factor is ‘.25’. This factor is used to determine how many products are entered into inventory from a purchase (which is denominated in purchasing units). It will also be used by the Create Reorder Records function in Live Operations to convert the reorder quantity for automatically generated purchase orders to purchasing units. When the reorder point (stockkeeping units) is reached, the system will use 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

Gallon

Pricing Unit:

Quart

Stockkeeping Unit:

Pint

Pricing Factor is 4 (each gallon is equivalent to 4 quarts) Quantity Factor is 8 (each gallon is equivalent to 8 pints)

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Vendor Prod Desc Enter up to 30 characters for the vendor’s description of the product. During Live Operations, this information will be included on Requests for Supplier Quotes. If the Purchase Orders application is part of the system, it will also be included on purchase orders and request 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. This field appears on Requests for Supplier Quotes in Inventory Control and on Requests for Quote in Purchase Orders.

Price Expires Enter the date on which the Unit Price expires. This field is for your information only.

Last Purchase Enter the date of the last purchase for this product from this vendor.

Price Change Enter the date of the last price change for the product from this vendor.

Last Price Enter up to 6 digits and 3 decimals for the unit price of the last purchase. 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.

Price 1 Month Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor one month ago.

Price 2 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor two months ago.

Price 3 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor three months ago.

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2 Initial Setup File Maintenance Price 4 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor four months ago.

Price 5 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor five months ago.

Price 6 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor six months ago.

MTD Units Enter up to 7 digits and 2 decimals for the number of pricing units purchased from the vendor in the current month.

YTD Units Enter up to 7 digits and 2 decimals for 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.

LY Units Enter up to 7 digits and 2 decimals for 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 Enter up to 7 digits and 2 decimals for the cost of the purchases from the vendor in the current month.

YTD Purchases Enter up to 7 digits and 2 decimals for the cost of the 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.

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LY Purchases Enter up to 7 digits and 2 decimals for the cost of the 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, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products by Vendor file.

Option 7 - 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 Warehouses 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. Select “Products By Warehouse” from the File Maintenance menu. The first Products By Warehouse entry screen is shown below:

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Figure 11. The Inventory Control 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 these cases, 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 allowed 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 a code from the Products file to identify a product to be set up on the Products By Warehouse record. You can use the Scan option to find an appropriate entry. The system displays the corresponding description so that you can verify your entry.

Warehouse Enter a code from the Warehouses file that identifies a warehouse carrying the product. 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. 40

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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 locations also appear on picking lists.

Product Class The system displays the product class to which the product belongs from the Products file. You can enter a new product class to override the display. You can use the Scan option to find an appropriate entry. The system displays the corresponding description from the Product Classes file so that you can verify your entry.

Product Alpha The system displays the product alpha from the Products record. You can enter a new product alpha of up to 12 characters 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.

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? field (‘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 type 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.

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2 Initial Setup File Maintenance Taxable? The system displays the Taxable? field (‘Y’ or ‘N’) from the Products record. 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? The system displays the Post Detail to SA? field (‘Y’ or ‘N’) from the Products record. This field indicates whether or not data will be transferred to the Sales Analysis application. It may be changed.

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.

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. The default is ‘N’. 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 in Live Operations. (For more details, see the description of this function in the “User’s Manual: Live Operations.”)

Estimated Freight % The system displays the Estimated Freight Percentage entry from the Products record. You can enter a new percentage of up to 3 digits and 2 decimals to override the display. (For a description of the estimated freight option, refer to the Special Considerations section of this manual.) If the Update Cost/Quantity option in the Parameters file is ‘I’, this field is left blank.

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Reorder Point Enter up to 5 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. The number of available units is given by this formula: Available = On Hand + On Order - Requisitioned - Committed

Reorder Quantity Enter up to 5 digits for the number of stockkeeping units to be ordered when reorder records are created. During Live Operations, the reorder quantity is included on reorder records created by the Create Reorder Records function. The system converts the stockkeeping units entered here into purchasing units using the Quantity Factor, and into pricing units using the Pricing Factor, on the Products By Vendor record. The reorder quantity on the reorder record is shown in terms of all three unit types, and all conversion factors are included.

Reorder Vendor Enter a code from the Accounts Payable Vendors file for the vendor to be used when reorder records are created for this product. You can use the Scan option to find an appropriate entry. The system displays the vendor name so that you can verify your entry. A blank vendor is a valid option; you can enter the vendor name using the Edit Reorder Records function in Live Operations. Press RETURN to continue to the next Products By Warehouse screen. The second Products By Warehouse screen is shown below:

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Figure 12. The Inventory Control 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. Data items for the preceding screen are described below.

Product* The system displays the Product entry and description from the previous screen.

Warehouse No* The system displays the Warehouse No entry from the previous screen and the corresponding description from the Warehouses file.

On Hand Qty Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on hand at the warehouse. This number should include any units that you enter in the Uncosted field. If you will use the Opening Entries functions to enter physical inventory data, you can leave this field blank.

Requis’d Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are requisitioned from this warehouse. 44

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Initial Setup File Maintenance 2 If you want to set this quantity based on open material requisitions from the Material Requisitions file, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Cost Enter up to 6 digits and 3 decimals for the current unit cost of the product at this warehouse. The unit cost includes both the purchase price of the unit and any additional prorated costs applied to the product (for example, freight and tax). If you are using the average cost costing method, enter the average cost. Use this formula to compute average cost: Average Cost = Total Cost/(On Hand - Uncosted) If you are using the standard cost costing method, enter the standard cost. If you are using the last cost costing method, the Process Initial Setup function will set this field to the value in the Last Cost field. If you are using the FIFO or LIFO costing method, the Process Initial Setup function will set this field to the computed average cost: Cost = Total Cost/(On Hand - Uncosted)

On Order Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on order for this warehouse. If you want to set this quantity based on open purchase orders from the Purchase Orders file in the Purchase Orders application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Uncosted Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been received, but for which costs have not yet been recorded.

Last Cost Enter the most recent unit cost of the product at the warehouse. This field must be entered if you are using the “last cost” method of costing as defined the Parameters record. If you are using average cost for your costing method, you cannot make an entry in this field.

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2 Initial Setup File Maintenance The Process Initial Setup function will set this field to the Last Price from the Products By Vendor record with the latest Last Purchase date. If you are using last cost or standard cost for your costing method, the Process Initial Setup function will compare the Last Purchase dates for the product in this file and in the Products By Vendor files. If the Products By Vendor date is later, the Last Price on the Products By Vendor record overrides the entry you make here. If you are using LIFO or FIFO for your costing method, the Process Initial Setup function will set this field to the price on the latest Product Purchases record.

Committed Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been committed (sales orders not yet shipped) from this warehouse. If you want to set this quantity based on open sales orders from the Open Orders file in the Order Entry application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Online Adj Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been shipped but not invoiced (posted).

Total Cost Enter up to 7 digits and 2 decimals for the total cost of all product units on hand at this warehouse. The Uncosted quantity is not included. If you are using average cost for your costing method, you cannot make an entry in this field. When the Process Initial Setup function is run, the system sets this field to the value given by this formula: Total Cost = Cost x (On Hand - Uncosted On Hand) If you are using standard cost or last cost for your costing method, this field is optional. If you do not make an entry here, the Process Initial Setup function will set this field to the value given by the formula above. If you are using FIFO or LIFO for your costing method, enter the total cost of all products on hand at this warehouse.

Last Qty Purch Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were last purchased for this warehouse.

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Last Purchase Enter the date on which the product was last purchased for the warehouse.

Last Qty Sold Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were included in the last sale of the product from this warehouse.

Last Sale Enter the date that the product was last sold from this warehouse.

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 product’s selling prices for each quantity range are identified here. (The quantities are entered in the column 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: • Sales of 1 to 99 units are priced at $15.00 per unit • 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 price breaks are used by the Order Entry application during Sales Order Entry.

MTD Sales Enter up to 7 digits and 2 decimals for the month-to-date sales dollars earned on the product at this warehouse. This field is updated from the Order Entry application.

Inventory Control System Administration Manual 47

2 Initial Setup File Maintenance MTD Margin Enter up to 7 digits and 2 decimals for the month-to-date sales margin (sales dollars less cost) for the product at this warehouse. This field is updated from the Order Entry application.

MTD Units Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold from this warehouse during the current month. This field is updated from the Order Entry application.

YTD Sales Enter up to 7 digits and 2 decimals for the year-to-date sales dollars earned on the product at this warehouse. Be sure to include the sales dollars for the current month. This field is updated from the Order Entry application.

YTD Margin Enter up to 7 digits and 2 decimals for the year-to-date sales margin (sales dollars less cost) for the product at this warehouse. Be sure to include the margin for the current month. This field is updated from the Order Entry application.

YTD Units Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold at this warehouse during the current year. Be sure to include the units sold for the current month. This field is updated from the Order Entry application. 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.

48

Inventory Control System Administration Manual

Initial Setup File Maintenance 2

Option 8 - Material Requisitions This function is used to enter and edit records in the Material Requisitions file. During Live Operations, this file holds any posted material requisitions that have not been cancelled or fully released. Select “Material Requisitions” from the File Maintenance menu. Here is the first Material Requisitions entry screen:

Figure 13. The Inventory Control 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 allowed 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 identify the requisition.

Description Enter up to 30 characters to describe the requisition.

Inventory Control System Administration Manual 49

2 Initial Setup File Maintenance Warehouse Enter up to 2 digits to identify the warehouse where the requisitioned product is located. You can use the Scan option to find an appropriate entry; the warehouse number must be on file in the Warehouses file. The system displays the corresponding description so that you can verify your entry.

Date Enter the date of this requisition.

Trx Posted Enter up to 4 digits for the number of line items that have been posted for this requisition. During Live Operations, the system increments this field by the number of requisition or release line items posted every time the Material Requisitions Post function is run for this requisition.

Cancel? If you want to cancel this requisition, enter ‘Y’. If not, enter ‘N’. The default is ‘N’. If you cancel this requisition, it will be deleted when the Material Requisitions Post function is run during Live Operations. The Total Quantity Requested on the Material Requisition line item and the Requis’d quantity on the Products By Warehouse record will be reduced accordingly. Fully released requisitions are automatically cancelled. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Material Requisitions record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Material Requisitions file. You can now enter line items for the requisition on the second half of the screen. Here is a sample line item entry screen:

50

Inventory Control System Administration Manual

Initial Setup File Maintenance 2

Figure 14. The Inventory Control Material Requisition Line Items Screen Data items for the preceding screen are described below:

Line No Enter a unique number of up to 3 digits to identify this line item.

Date Required Enter the date on which the requisitioned product is required.

Product No Enter a code to identify the requisitioned product. You can use the Scan option to find an appropriate entry; the product number must be on file in the Products file. The system displays the corresponding description so that you can verify your entry.

Inventory Account* The system displays the inventory account to which the requisition is applied and the corresponding description from the General Ledger Chart of Accounts file.

Total Quantity Requested Enter up to 5 digits and 2 decimals for the total stockkeeping quantity requested for this line item.

Inventory Control System Administration Manual 51

2 Initial Setup File Maintenance and Released Enter up to 5 digits and 2 decimals for the total stockkeeping quantity released for this line item.

GL Account For a release, enter the General Ledger account that was debited for this line item during posting. You can use the Scan option to find an appropriate entry. If the General Ledger application is part of your system, this account must be on file in the General Ledger Chart of Accounts file. The system displays the corresponding description of this account so that you can verify your entry. Because the account is required for releases but not for requisitions, this field may be blank if no releases have been posted. If an entry is made in this case, it is used for information only.

Last Quantity Requested Enter up to 5 digits and 2 decimals for the last stockkeeping quantity requested for this line item.

and Released Enter up to 5 digits and 2 decimals for the last stockkeeping quantity released for this line item. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Material Requisition Line Items record. 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 9 - Product Purchases The Product Purchases file is used only if the LIFO or FIFO costing method is used. This function allows you to enter records in this file, which maintains detailed information for all purchases. Select “Product Purchases” from the File Maintenance menu. Here is the Product Purchases entry screen:

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Initial Setup File Maintenance 2

Figure 15. The Inventory Control Product Purchases 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 allowed 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 a code to identify the purchased product. 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 corresponding description so that you can verify your entry.

Date Enter the date and time at which the product was purchased. This date and time must be unique.

Quantity Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were purchased on this date.

Total Cost Enter up to 7 digits and 2 decimals for the total cost of the purchase. Inventory Control System Administration Manual 53

2 Initial Setup File Maintenance The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Product Purchases record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Product Purchases file.

Option 10 - Parameters 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 systemmaintained information. During Initial Setup, 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 Initial Setup. A sample output is shown below.

Expert Distributing, Inc. 05/23/91 04:15 pm

KAY Page: 1 Inventory Parameters List ================================================================================================================================= Current Fiscal Month Current Fiscal Year Start Month of Fiscal Year

08 89 06

Ask for Operator ID? Use Transaction Control?

Y Y

Costing Method Update Cost/Quantity Estimated Freight Option?

F P Y

First In First Out Costing & Qty from P/O Update On Hand with Warehouse Transfers?

N

Keep Drop Ship History? Keep Detail in Transact File? Keep Product/Vendor Detail?

Y Y Y

Drop Ship Warehouse Number Months to Keep Transact Detail Months to Keep Purchases Detail

99 13 13

Post to Other Applications?

54

Current Calendar Month Current Calendar Year Number of Accounting Periods Calendar History?

01 89 12 N

Months of Transaction Control

3

GL Y

EOM Reports

Required?

Printed?

GL Distributions Transaction Control

Y N

N Y

Inventory Control System Administration Manual

System Control Numbers Material Requisitions Warehouse Transfers Product Transfers Adjustments Inventory Receipts

3 3 3 3 3

Initial Setup File Maintenance 2

Option 11 - Product Classes List This option prints a listing of the Product Classes file. A sample output is shown below.

Expert Distributing, Inc. 05/23/91 04:12 pm

KAY Page:

1

Product Classes List Account Description Account Description ================================================================================================================================== 010 Standard Inventory Sales Estimated Freight 020

Resale Inventory, Sales Outlet Sales, Wholesale Freight Out, Sales/Wholesale

Over/Under Cost of Goods Sold

1100001000WH 4010000001WH

Resale Inventory Cost of Goods Sold, Sales/Whls

1100001000WH 3010001001WH 4190000001WH

Resale Inventory Sales, Wholesale Freight Out, Sales/Wholesale

Over/Under Cost of Goods Sold

1100001000WH 4010000001WH

Resale Inventory Cost of Goods Sold, Sales/Whls

1100001001WH 3010001001WH 4190000001WH

Resale Inventory, Sales Outlet Sales, Wholesale Freight Out, Sales/Wholesale

Over/Under Cost of Goods Sold

1100001000WH 4010000001WH

Resale Inventory Cost of Goods Sold, Sales/Whls

Special Order

Inventory Sales Estimated Freight 030

1100001001WH 3010001001WH 4190000001WH

Custom

Inventory Sales Estimated Freight

Option 12 - 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:

1

Warehouses List Warehouse Ship to Address Manager/Phone ================================================================================================================================= 10 Main Facility Main Warehouse A. Daniels 123 Main Street 206 246-3118 Seattle, WA 98166 20

South End Facility

South End Warehouse 114 E. Marginal Way Seattle, 98166

Bldg 12 WA

B. Smith 206 246-3118

30

North End Facility

North End Warehouse 8900 Olympic Way North Everett, WA 98119

J. Jangaard 206 282-9998

99

Drop Ship Warehouse

Drop Ship Warehouse 123 Main Street Seattle, 98166

Corporate Office (202) 246-7022 WA

Inventory Control System Administration Manual 55

2 Initial Setup File Maintenance

Option 13 - 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 16. The Inventory Control Product 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.

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Inventory Control System Administration Manual

Initial Setup File Maintenance 2 A sample Products List (long form) is shown below.

Expert Distributing, Inc. 05/23/91 04:08 pm

KAY Page:

1

Products List Class I/U U/Ctn Stk? Tax? U/M DS? Package Frt Cl Est Frt S/A? Ship Wt Commiss Sub Product ABC Cycle Phys ================================================================================================================================= 10 #10 3-1/2" White Round Alpha = WHITE ROUND 010 1 1.00 Y N Each N 3 X 5 010 0.00 Y 100.00 150.00 A 06 10 20 020

#4 12" Gold Plated Black Round 1 1.00 Y Y Each N

Alpha = BLACK ROUND 2 X 2 020

0.00

Y

15.00

250.00

030

#56 10" Red Cylinder 1 1.00 Y N

N

Alpha = RED CYLINDER 3 X 6 010

0.00

N

25.00

300.00

030

#58 10" Yellow Cylinder 1 1.00 Y N Each

N

Alpha = YEL CYLINDER 3 X 6 010

0.00

N

25.00

7.00

30 40

Each

40

B

04

20

C

06

10

C

01

10

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 10 Each Y N 20 #4 12" Gold Plated Black Round BLACK ROUND 20 Each Y Y 30 #56 10" Red Cylinder RED CYLINDER 30 Each Y N 40 #58 10" Yellow Cylinder YEL CYLINDER 30 Each Y N

Inventory Control System Administration Manual 57

2 Initial Setup File Maintenance

Option 14 - Product Discounts By Customer List This option prints a listing of the Product Discounts By Customer file. A sample output is shown below.

Expert Distributing, Inc. 05/23/91 04:06 pm

KAY Page:

1

Product Discounts By Customer List Price Quantity Price Percent Add Product Name Customer Override? Expires Breaks Breaks Breaks Disc % ================================================================================================================================== 10 #10 3-1/2" White Round 00000020 N 1.00 0.000 1.00 0.000 100.00 0.000 5.00 0.00 0.000 5.00 0.00 0.000 0.00 0.00 0.000 0.00 10

#10 3-1/2" White Round

00000030

N

10

#10 3-1/2" White Round

00000040

10

#10 3-1/2" White Round

0.00 0.00 0.00 0.00 0.00

200.000 200.000 200.000 200.000 200.000

0.00 0.00 0.00 0.00 0.00

0.000

N

0.00 0.00 0.00 0.00 0.00

0.000 0.000 0.000 0.000 0.000

1.00 1.00 1.00 1.00 1.00

0.000

00000050

N

1.00 10.00 100.00 0.00 0.00

0.000 0.000 0.000 0.000 0.000

1.00 2.50 2.50 0.00 0.00

0.750

20

#4 12" Gold Plated Black Round 00000030

N

0.00 0.00 0.00 0.00 0.00

0.000 0.000 0.000 0.000 0.000

0.00 0.00 0.00 0.00 0.00

2.500

30

#56 10" Red Cylinder

Y

1.00 50.00 0.00 0.00 0.00

300.000 250.000 0.000 0.000 0.000

0.00 0.00 0.00 0.00 0.00

0.000

58

00000030

12/31/83

12/31/83

Inventory Control System Administration Manual

Initial Setup File Maintenance 2

Option 15 - Products By Vendor List 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:

1

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 MISC #10 3-1/2" White Round / X.2 010 1035WRX2 EACH 1.0000 EACH 1.0000 000

10 00000020

20 00000010

20 00000020

Unit Price Price Expires Price Change

3.250

Last Purchase Last Price

08/01/89 3.250

#10 3-1/2" White Round Pool and Associates #10 3-1/2" White Round / X.2 Unit Price Price Expires Price Change

110.250 07/31/85

Last Purchase Last Price

05/29/89 100.250

#4 12" Gold Plated Black Round Miscellaneous Supplier Unit Price Price Expires Price Change

0.000

Last Purchase Last Price

04/25/91 0.000

#4 12" Gold Plated Black Round Pool and Associates #4 12" Gold Pl. Blk. Rnd / X.2 Unit Price Price Expires Price Change

155.750 07/31/85

Last Purchase Last Price

05/29/89 150.750

Price 1 2 3 4 5 6 POOL 010

Month Months Months Months Months Months

Ago Ago Ago Ago Ago Ago

1035WRX2

Price 1 2 3 4 5 6

0.000

EACH

Month Months Months Months Months Months

Ago Ago Ago Ago Ago Ago

110.250 97.000 95.000 96.000 92.000

Month Months Months Months Months Months

Ago Ago Ago Ago Ago Ago

0.000

MISC 000

1.0000

Units Units Units Purchases Purchases Purchases

EACH MTD YTD LY MTD YTD LY

Units Units Units Purchases Purchases Purchases

MTD YTD LY MTD YTD LY

Units Units Units Purchases Purchases Purchases

1.0000

Price 1 2 3 4 5 6 POOL 020

MTD YTD LY MTD YTD LY

0412GPBRX2

Price 1 2 3 4 5 6

Month Months Months Months Months Months

Ago Ago Ago Ago Ago Ago

EACH 155.750 145.500 142.750 140.000 138.750 135.000

1.0000

0.00 0.00 0.00 0.00 0.00 0.00

1.0000

1.0000

EACH MTD YTD LY MTD YTD LY

Units Units Units Purchases Purchases Purchases

010

0.00 1500.00 5000.00 0.00 120000.00 250000.00

000

0.00 0.00 0.00 0.00 0.00 0.00

1.0000

021

0.00 125.00 500.00 0.00 18750.00 50000.00

Inventory Control System Administration Manual 59

2 Initial Setup File Maintenance

Option 16 - 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

KAY Page:

1

Products By Warehouse List Phys Product Warehouse Loc Alpha Class Type ABC Stk? Tax? ================================================================================================================================== 10 #10 3-1/2" White Round 10 Main Facility A-10 WHITE ROUND 010 010 A Y Y Reorder Point Reorder Quantity Reorder Vendor Auto POs

Last Last Last Last

10

Qty Purch Purchase Qty Sold Sale

Last Last Last Last

Qty Purch Purchase Qty Sold Sale

Last Last Last Last

Qty Purch Purchase Qty Sold Sale

On Hand On Order Committed Requis'd Uncosted

MTD Sales MTD Units MTD Margin

20

100 0 00000020 N

6000.00 05/29/89 0.00

#10 3-1/2" White Round Reorder Point Reorder Quantity Reorder Vendor Auto POs

60

5.00 05/29/89 4.00 08/01/89

#10 3-1/2" White Round Reorder Point Reorder Quantity Reorder Vendor Auto POs

10

150 100 00000020 Y

N

0.00 0.00

1000.00 4.00 440.00

Cost 34.913 Last Cost 110.000 Total Cost 13965.00 Estimated Freight % 0.00

YTD Sales YTD Units YTD Margin

South End Facility

On Hand On Order Committed Requis'd Uncosted

MTD Sales MTD Units MTD Margin

99 0 0

291.00 61.00 0.00 301.00 6.00

722.00 260.00 0.00 90.00 12.00

0.00 0.00 0.00

MTD Sales MTD Units MTD Margin

1.00 500.00 1.00 0.00 0.00

0.00 0.00 0.00

WHITE ROUND

020

Cost 16.146 Last Cost 62.500 Total Cost 14402.50 Estimated Freight % 0.00

YTD Sales YTD Units YTD Margin

Drop Ship Warehouse

On Hand On Order Committed Requis'd Uncosted

Quantity Breaks 1.00 10.00 25.00 50.00 100.00

6820.00 31.00 3400.00

B-02

0.00 0.00 0.00

Inventory Control System Administration Manual

010

010

0.00 0.00 0.00

0.000 0.000 0.00 0.00

A

Y

Y 1 1.00

Price Breaks 320.000 315.000 310.000 305.000 295.000

Y

Items/Unit Units Per Carton Post to S/A N Cycle Count 00

Quantity Breaks 1.00 10.00 25.00 50.00 100.00

1 1.00

Price Breaks 250.000 245.000 240.000 220.000 200.000

Items/Unit Units Per Carton Post to S/A N Cycle Count 04

Quantity Breaks 1.00 10.00 25.00 50.00 100.00

D-09 Cost Last Cost Total Cost Estimated Freight %

YTD Sales YTD Units YTD Margin

Items/Unit Units Per Carton Post to S/A N Cycle Count 04

Y 1 0.00

Price Breaks 250.000 245.000 240.000 220.000 200.000

Initial Setup File Maintenance 2

Option 17 - 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:

1

Material Requisitions List Req Description Date Wh Trx Posted Cancelled? ================================================================================================================================== 1 Line ---1 2 2 Line ---1 2 3 Line ---1 4 Line ---1 2 5 Line ---1 2 1121 Line ---1 2

Raw Material Requisitions Product ------10 20

Date Req -------08/01/89 08/01/83

Raw Material Requisitions Product ------20 40

Date Req -------08/01/89 08/01/89

Manufacturing Product ------10

Manufacturing Product ------30 40

Date Req -------09/15/89 09/15/89

3

30

10

2

1

2

20

2

08/15/89

10

GL Account ---------1080001000MA 1080001000MA

Last Rel --------50.00 0.00

Total Req --------10.00 15.00

Last Req --------10.00 15.00

Total Rel --------0.00 0.00

Last Rel --------0.00 0.00

Total Req --------1.00

Last Req --------1.00

Total Rel --------0.00

Last Rel --------0.00

Total Req --------1000.00 500.00

Last Req --------1000.00 500.00

Total Rel --------0.00 0.00

Last Rel --------0.00 0.00

Total Req --------10.00 20.00

Last Req --------10.00 20.00

Total Rel --------0.00 0.00

Last Rel --------0.00 0.00

Total Req --------25.00 32.00

Last Req --------25.00 32.00

Total Rel --------0.00 0.00

Last Rel --------0.00 0.00

N Inv Account -----------

2

Total Rel --------50.00 0.00

N Inv Account -----------

GL Account ---------1080001000MA 1080001000MA

Last Req --------100.00 1000.00

N Inv Account -----------

GL Account ---------1080001000MA 1080001000MA

Total Req --------100.00 1000.00

N Inv Account -----------

GL Account ---------1080001000MA 10

N Inv Account ----------1100001000WH

GL Account ---------1080001000MA 1080001000MA

08/01/89 Date Req -------08/08/89 08/08/89

Raw Material Requisition Product ------10 20

07/25/89

08/01/89 Date Req -------08/08/89 08/08/89

20

GL Account ---------1080001000MA 1080001000MA

07/25/89 Date Req -------12/31/89

Manufacturing Product ------20 10

07/25/89

N Inv Account -----------

Inventory Control System Administration Manual 61

2 Initial Setup File Maintenance

Option 18 - Product Purchases List This option prints a listing of the Product Purchases file. A sample output is shown below. Expert Distributing, Inc. 05/28/91 11:39 pm

JDF Page:

1

Product Purchases List Product Name Date Quantity Total Cost Unit Cost ================================================================================================================================== 10 #10 3-1/2" White Round 06/08/87 10:56:02 am 2.00 95.00 47.500 10 #10 3-1/2" White Round 06/30/87 11:45:16 am 2.00 95.00 47.500 10 #10 3-1/2" White Round 07/10/87 12:59:08 pm 4.00 90.00 22.500 10 #10 3-1/2" White Round 07/25/87 04:23:08 pm 2.00 95.00 47.500 10 #10 3-1/2" White Round 08/01/87 03:34:58 pm 6.00 75.00 12.500 10 #10 3-1/2" White Round 09/01/87 04:57:12 pm 7.00 100.00 14.286 10 #10 3-1/2" White Round 10/01/87 07:45:21 am 7.00 85.00 12.143 10 #10 3-1/2" White Round 07/30/88 03:33:30 pm 10.00 950.00 95.000 10 #10 3-1/2" White Round 07/30/88 03:37:14 pm 1.00 62.50 62.500 10 #10 3-1/2" White Round 07/30/88 04:06:48 pm 414.00 19665.00 47.500 10 #10 3-1/2" White Round 07/30/88 04:06:50 pm 149.00 7077.50 47.500 10 #10 3-1/2" White Round 07/31/88 11:46:57 am 7.00 332.50 47.500 10 #10 3-1/2" White Round 11/15/88 09:01:56 am 7.00 135.00 19.286 10 #10 3-1/2" White Round 05/01/89 07:01:48 am 2.00 95.00 47.500 10 #10 3-1/2" White Round 05/29/89 11:24:57 am 1.00 150.00 150.000 20 #4 12" Gold Plated Black Round 06/08/87 02:45:28 pm 7.00 175.00 25.000 20 #4 12" Gold Plated Black Round 06/30/87 10:26:35 am 3.00 175.00 58.333 20 #4 12" Gold Plated Black Round 07/10/87 09:15:34 am 7.00 135.00 19.286 20 #4 12" Gold Plated Black Round 07/25/87 07:35:12 am 3.00 175.00 58.333 20 #4 12" Gold Plated Black Round 07/30/87 04:06:52 pm 162.00 4050.00 25.000 20 #4 12" Gold Plated Black Round 07/30/87 04:06:53 pm 230.00 5750.00 25.000 20 #4 12" Gold Plated Black Round 07/30/87 04:48:43 pm 290.00 7250.00 25.000 20 #4 12" Gold Plated Black Round 10/01/87 11:29:15 am 10.00 130.00 13.000 20 #4 12" Gold Plated Black Round 11/28/87 10:16:49 am 3.00 205.00 68.333 20 #4 12" Gold Plated Black Round 07/30/88 03:33:30 pm 15.00 2325.00 155.000 20 #4 12" Gold Plated Black Round 07/30/88 04:06:51 pm 415.00 10375.00 25.000 20 #4 12" Gold Plated Black Round 08/01/88 10:20:58 am 10.00 130.00 13.000 20 #4 12" Gold Plated Black Round 09/01/88 08:31:56 am 10.00 130.00 13.000 20 #4 12" Gold Plated Black Round 11/08/88 10:21:08 am 8.00 108.00 13.500 20 #4 12" Gold Plated Black Round 12/10/88 11:10:26 am 7.00 145.00 20.714 20 #4 12" Gold Plated Black Round 05/01/89 08:45:12 am 8.00 200.00 25.000 20 #4 12" Gold Plated Black Round 05/29/89 03:45:26 pm 2.00 190.00 95.000 30 #56 10" Red Cylinder 02/15/87 11:51:06 am 13.00 175.00 13.462 30 #56 10" Red Cylinder 02/25/87 08:01:56 am 2.00 170.00 85.000 30 #56 10" Red Cylinder 05/30/87 04:37:12 pm 3.00 205.00 68.333 30 #56 10" Red Cylinder 07/01/87 07:54:39 am 5.00 175.00 35.000 30 #56 10" Red Cylinder 07/30/87 03:33:31 pm 20.00 2000.00 100.000 30 #56 10" Red Cylinder 07/30/87 04:06:50 pm 322.00 4347.00 13.500 30 #56 10" Red Cylinder 01/19/88 09:45:13 am 12.00 162.00 13.500 30 #56 10" Red Cylinder 01/29/88 08:31:03 am 3.00 205.00 68.333 30 #56 10" Red Cylinder 03/30/88 11:01:47 am 3.00 205.00 68.333 30 #56 10" Red Cylinder 04/25/88 03:49:44 pm 3.00 205.00 68.333

62

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Initial Setup File Maintenance 2

Option 19 - Create Products By Warehouse Records The Create Products By Warehouse Records utility allows you to create records in the Products By Warehouse file using data from existing Products and Warehouses records. Records are created for a specified range of warehouses. Products that will be included in these warehouses can be selected by product number, product alpha, product class, product ABC, or physical type. A sort selection screen is used to select products for the new records. (See the instructions for printing reports in the “User’s Guide to APPX Applications” for a description of sort selection screens.) The function uses default data from the Products file for the new Products By Warehouse records. You can edit the records that you create using the standard Products By Warehouse file maintenance function. Select “Create Products By Warehouse Records” from the Utilities option on the File Maintenance menu. The Create Product/Warehouse Records entry screen is shown below:

Figure 17. The Inventory Control Create Products/Warehouse Records Screen Data items for the preceding screen are described below:

Starting Warehouse Enter the first warehouse number in the range of warehouses to be set up on Products By Warehouse records. If you leave this field blank, the starting warehouse is assumed to be the warehouse with the lowest warehouse number. Inventory Control System Administration Manual 63

2 Initial Setup File Maintenance Ending Warehouse Enter the last warehouse number in the range of warehouses to be set up on Products By Warehouse records. If you leave this field blank, the ending warehouse is assumed to be the warehouse with the highest warehouse number. The entered data is validated. Press RETURN to save the information on this screen and create the designated Products By Warehouse records.

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Chapter 3: Initial Setup Opening Entries

3 Initial Setup Opening Entries

Initial Setup Opening Entries Opening Entries functions are optional during Initial Setup. They are used to enter the physical inventory count from system-printed count sheets or tags, which will be used to set up on hand quantities in the Products By Warehouse file. However, if desired, on hand quantities can simply be entered using the Products By Warehouse file maintenance function. A utility is available to reset committed, on order, and requisitioned quantities on Products By Warehouse records based on open Order Entry sales orders, Purchase Orders purchase orders, and Inventory Control material requisitions, respectively. A Stock Status report can also be printed to show the status of inventory. Select “Opening Entries” from the Initial Setup menu. Here is the Opening Entries menu:

Figure 18. The Inventory Control Opening Entries Menu

Option 1 - Print Initial Count Sheets This function is used to print a product-by-location worksheet that is used for taking a full or partial physical inventory. Count sheets 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 through the Initial Physical Inventory Entry function.

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Initial Setup Opening Entries 3 Here is a sample Physical Count Sheet:

Expert Distributing, Inc. 05/24/91 11:10 am

KAY Page:

1

Inventory Count Sheets Product Description Class Wh ABC Phys Cycle U/M Loc Count Ok ================================================================================================================================== Warehouse 00 20

000

0

Count Date

.................

0

Each

.................

..........

Warehouse 10

Main Facility

Count Date

.................

10

#10 3-1/2" White Round

010

10

A

010

4

Each

A-10

.................

..........

20

#4 12" Gold Plated Black Round

030

10

A

010

6

Each

C-11

.................

..........

Warehouse 20

South End Facility

Count Date

.................

10

#10 3-1/2" White Round

020

20

A

010

4

Each

B-02

.................

..........

20

#4 12" Gold Plated Black Round

030

20

A

010

4

Each

B-01

.................

..........

30

#56 10" Red Cylinder

020

20

A

010

6

Each

D-05

.................

..........

40

#58 10" Yellow Cylinder

010

20

C

030

2

Each

F-43

.................

..........

Warehouse 30

North End Facility

Count Date

.................

20

#4 12" Gold Plated Black Round

030

30

A

010

4

Each

C-11

.................

..........

30

#56 10" Red Cylinder

030

30

0

Each

D-06

.................

..........

40

#58 10" Yellow Cylinder

020

30

2

Each

F-34

.................

..........

Warehouse 99

Drop Ship Warehouse

Count Date

.................

10

Product 10 Drop Shipments

010

99

0

Each

.................

C

030

D-09

..........

Option 2 - Initial Physical Inventory Entry This function is used to enter the initial physical count into the system from completed count sheets. Physical inventory data is entered by product and warehouse. Entries can be reviewed by printing a Physical Inventory Edit List. Select “Initial Physical Inventory Entry” from the Physical Count option on the Opening Entries menu. Here is the Initial Physical Inventory Entry screen:

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3 Initial Setup Opening Entries

Figure 19. The Inventory Control Initial Physical Inventory Entry 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 allowed 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:

Warehouse Enter a code to identify the warehouse where the physical inventory was taken. You can use the Scan option to find an appropriate entry; the 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 a code to identify 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 previous field must be on file in the Products By Warehouse file. The system displays the corresponding description so that you can verify your entry. 68

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Initial Setup Opening Entries 3

Press RETURN to display the remaining fields on the screen, described below.

Unit of Measure* The system displays the stockkeeping unit of measure from the Products By Warehouse record.

Location* The system displays the product’s location in the warehouse from the Products By Warehouse record.

Product Class* The system displays the product class to which the product belongs from the Products By Warehouse record.

Product ABC* The system displays the product’s ABC classification from the Products By Warehouse record.

Physical Type* The system displays the product’s physical type from the Products By Warehouse record.

Cycle Count* The system displays the product’s cycle count from the Products By Warehouse record.

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 can distinguish between a ‘0’, which is a valid entry, and a blank, which represents an item not included in the count. This entry updates the physical count on the Products By Warehouse record.

The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Initial Physical Inventory Entry record. At this screen, use of the MODE keys — CHG or INQ — pertain to those records in the Initial Physical Inventory Entry file. Inventory Control Initial Setup Manual

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3 Initial Setup Opening Entries

Option 3 - Tags Entry This function allows you to enter or edit initial physical inventory counts using numbered tags. This procedure can simplify the count process and provide a more accurate count in a large warehouse environment. Select “Tags Entry” from the Tags Count option on the Opening Entries menu. Here is the Tags entry screen:

Figure 20. The Inventory Control Tags Screen Data items for the preceding screen are described below:

Tag Enter up to 12 digits to identify the inventory tag number for which data is being entered.

Product Enter a code to identify the product counted with this tag. You can use the Scan option to find an appropriate entry; this product must be on file in the Products file. The system displays the corresponding description so that you can verify your entry. This field is required.

Warehouse Enter a code to identify the warehouse where the product counted with this tag was located.

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Initial Setup Opening Entries 3 You can use the Scan option to find an appropriate entry; this warehouse must be on file in the Warehouses file. The system displays the corresponding description so that you can verify your entry.

Bin Enter up to 4 characters to identify the warehouse bin of the product counted with this tag.

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 product 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.

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3 Initial Setup Opening Entries

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:

1

Tags List Tag Product Alpha Bin Comment Warehouse Count Unit ================================================================================================================================= 200

10

#10 3-1/2" White Round WHITE ROUND

********** 210

20

#4 12" Gold Plated Black Round BLACK ROUND

********** 220

40

#58 10" Yellow Cylinder

********** 230

30

#56 10" Red Cylinder

********** 240

30

#56 10" Red Cylinder

YEL CYLINDER

2

20 South End Facility Passed Inspection 300.00

Each

3

30 North End Facility Passed Inspection 250.00

Each

13

20 South End Facility Failed Inspection 300.00

Each

20 RED CYLINDER RED CYLINDER

31

Damaged

South End Facility 250.00

Each

12

30 North End Facility Perfect Condition 240.00

Each

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 sum of the quantities by product/ warehouse that were 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 quantities for all bins before updating the physical inventory quantity. To run this function select “Tags Process” from the Tags Count option on the Opening Entries menu.

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Initial Setup Opening Entries 3

Option 6 - Print Physical Inventory Edit List This function prints a list that shows all physical inventory quantities that have been: • Entered through Initial Physical Inventory Entry; or • Entered through the Tags Entry function and processed through the Tags Process function. You should print a Physical Inventory Edit List and review it for completeness and accuracy before you run the Process Initial Setup function. Here is a sample Physical Inventory Edit List: Expert Distributing, Inc. 05/24/91 11:42 am

KAY Page:

1

Physical Inventory Edit List Product Description Class Wh ABC Phys Cycle U/M Loc Count OK ================================================================================================================================== Warehouse 20 South End Facility

10

#10 3-1/2" White Round

020

20

A

010

4

Each

B-02

300.00

..........

30

#56 10" Red Cylinder

020

20

A

010

6

Each

D-05

250.00

..........

40

#58 10" Yellow Cylinder

010

20

C

030

2

Each

F-43

300.00

..........

A

010

4

Each

C-11

250.00

..........

0

Each

D-06

240.00

..........

Warehouse 30 North End Facility

20

#4 12" Gold Plated Black Round

030

30

30

#56 10" Red Cylinder

030

30

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3 Initial Setup Opening Entries

Option 7 - Stock Status Report You can print a Stock Status Report to show the status of your inventory in the Products By Warehouse file. This report lists products by warehouse and product class and identifies the number of stockkeeping units on hand, committed, requisitioned, on order, and available. Here is a sample Stock Status Report:

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Stock Status Report On Open Net On Available Product Description Unit Hand Committed Reqs Available Order + On Order ================================================================================================================================= Warehouse Product Class 20

#4 12" Gold Plated Black Round

Each

0.00

0.00

0.00

0.00

0.00

0.00

Each

291.00

0.00

301.00

10.00-

61.00

51.00

Each

325.00

2.00

186.00

137.00

75.00

212.00

Each

182.00

0.00

85.00

97.00

300.00

397.00

Each Each

722.00 592.00

0.00 62.00

90.00 165.00

632.00 365.00

260.00 30.00

892.00 395.00

Each

575.00

2.00

0.00

573.00

25.00

598.00

Each

265.00

2.00

59.00

204.00

365.00

569.00

Each Each

730.00 1030.00

0.00 10.00

0.00 0.00

730.00 1020.00

135.00 135.00

865.00 1155.00

Each

1.00

1.00

0.00

0.00

500.00

500.00

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 30

#10 3-1/2" White Round #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 30

#4 12" Gold Plated Black Round #56 10" Red Cylinder

Warehouse 99 Drop Ship Warehouse Product Class 10 Standard 10

74

#10 3-1/2" White Round

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Initial Setup Opening Entries 3

Option 8 - Reset Product/Warehouse Quantities This function resets any of the following quantities in the Products By Warehouse file: • Committed quantities, based on open sales orders in the Order Entry application • On order quantities, based on open purchase orders in the Purchase Orders application • Open requisitions quantities, based on posted material requisitions in the Inventory Control application This function also prints a report that shows the entire Products By Warehouse file and the following quantities: • Old and new on order • Old and new committed • Old and new open requisitions Select “Reset Products By Warehouse Quantities” from the Utilities option on the Opening Entries menu. The Reset Products By Warehouse Quantities entry screen is shown below.

Figure 21. The Inventory Control Reset Products By Warehouse Quantities Screen

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3 Initial Setup Opening Entries Data items for the preceding screen are described below:

Reset Committed Quantity? This field specifies whether or not to reset the Committed field on Products By Warehouse records based on open sales orders. By default, the system displays ‘N’ in this field. You can enter ‘Y’ to override the display. This option can only be selected if the Order Entry application is part of your system.

Reset On Order Quantity? This field specifies whether or not to reset the On Order field on Products By Warehouse records based on open purchase orders. By default, the system displays ‘N’ in this field. You can enter ‘Y’ to override the display. This option can only be selected if the Purchase Orders application is part of your system, and if all receipts in Purchase Orders and all warehouse transfers in Inventory Control have been posted.

Reset Open Requisitions Quantity? This field specifies whether or not to reset the Requis’d field on Products By Warehouse records based on open material requisitions. By default, the system displays ‘N’ in this field. You can enter ‘Y’ to override the display. This option can only be selected if all material requisitions have been posted.

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Initial Setup Opening Entries 3 Below is a sample report from this function. Expert Distributing, Inc. 06/06/91 04:55 pm

KAY Page:

1

Reset Product/Warehouse Quantities Report Old New Old New Old New Product Wh Committed Committed * On Order On Order * Open Reqs Open Reqs * ================================================================================================================================== Product 10 #10 3-1/2" White Round 10 20 99

0.00 0.00 1.00

0.00 0.00 1.00

61.00 260.00 500.00

0.00 6000.00 0.00

* * *

251.00 90.00 0.00

701.00 60.00 0.00

* *

00 10 20 30

0.00 2.00 2.00 0.00

0.00 2.00 2.00 0.00

0.00 75.00 25.00 135.00

0.00 0.00 6000.00 0.00

* * *

0.00 324.000.00 0.00

20 30

62.00 10.00

2.00 10.00

30.00 135.00

3001.00 0.00

* *

165.00 0.00

120.00 0.00

*

20 30

0.00 2.00

0.00 2.00

300.00 365.00

0.00 0.00

* *

70.00 59.00

40.00 0.00

* *

40

0.00

0.00

0.00

0.00

0.00

0.00

Product 20 #4 12" Gold Plated Black Round 0.00 1124.00 500.00 0.00

* *

Product 30 #56 10" Red Cylinder *

Product 40 #58 10" Yellow Cylinder

Product 50 Special Test Product

Option 9 - Process Initial Setup This function verifies the Products By Warehouse and Products By Vendor records. Based on the costing method you are using, various costing computations are performed in the Products By Warehouse file. The following processing is performed: •

If you used Opening Entries functions to enter physical inventory data, the physical inventory entries are processed. On hand quantities are set equal to the physical count quantities.



Record-protect fields are set in the Products, Products By Warehouse, and Material Requisitions files.



Depending on the costing method selected in the Parameters file, and on whether or not Total Cost has been entered in the Products By Warehouse file, the system may compute Total Cost.

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3 Initial Setup Opening Entries If the costing method is average cost, the system uses this formula: Total Cost = Cost x (On Hand - Uncosted On Hand) If standard cost or last cost is used, the system uses the Total Cost entered on the Products By Warehouse record. If no Total Cost was entered, the system uses the formula given above. If FIFO or LIFO is used, the system uses records in the Product Purchases file to compute the Total Cost. This calculation overrides any Total Cost entry on the Products By Warehouse record. •

Last Cost is verified or computed in the Products By Warehouse file. If the costing method is average cost, Last Cost is set based on the latest Last Purchase date for this product in the Products By Vendor file. For last cost or standard cost, the system uses the Last Cost entered in the Products By Warehouse file. It then compares the Last Purchase dates for the product in the Products By Vendor and Products By Warehouse files. If the Products By Vendor date is later, the Last Price on the Products By Vendor record overrides the Last Cost entry. If you are using LIFO or FIFO, Last Cost is set to the unit cost on the most recent Product Purchases record.



If the costing method is last cost, Cost is set to Last Cost in the Products By Warehouse file.

During this function, the system checks for any errors, prints these on an error log, and places the log in the print queue. To run Process Initial Setup, select “Process Initial Setup” from the Opening Entries menu.

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Chapter 4: Recovery Processing

4 Recovery Processing This menu contains function that allows recovery from abnormal situations. The functions on this menu are not used during normal processing. Special security should be required to access this menu.

Figure 22. The Inventory Control Recovery Processing Menu

Option 1 - Parameters This function allows entry to the Inventory Control Parameters file. Only one record is required. The parameters of this file specify attributes and limitations of the Inventory Control system. Select “Parameters” from the Recovery Processing menu. Here is the first Parameters entry screen:

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Recovery Processing

Figure 23. The Recovery Processing Parameters Screen - Part 1 of 2 Data items for the preceding screen are described below:

Current Fiscal Month /Year Enter the fiscal month and year for the first live month. The fiscal month can be a value between ‘1’ and ‘13’, depending on the entry you make in the Number of Fiscal Months field (see below).

Current Calendar Month /Year* The system displays the calendar month and year for the first live month based on the entries you make in the Current Fiscal Month and Year and Start Month of Fiscal Year fields (see below).

Start Month of Fiscal Year Enter 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 Enter ‘12’ or ‘13’ to specify the number of periods in the fiscal year.

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4

4 Recovery Processing Calendar History? Enter ‘Y’ or ‘N’ to specify whether or not the history fields in the Product By Warehouse and Product By Vendor files will be kept on a calendar year basis. Y: History fields will be kept on a calendar year basis. N: History fields will be kept on a fiscal 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 ‘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 ‘Y’. This field is required. The system assumes you want to use the Transaction Control feature. This includes the ability 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 with up to 2 digits. Enter the number of months of Transaction Control history you wish to keep. Records older than the number of months specified in this field are deleted during Close Month processing.

Costing Method Enter one of the following codes to specify the costing method to be used for Inventory Control.

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Recovery Processing A: Average cost F: FIFO (first in first out) L: LIFO (last in first out) S: Standard cost T: Last cost This entry specifies how Inventory Control interfaces with the Purchase Orders and Accounts Payable applications. Refer to the Special Considerations section of this manual for more details about this option.

Update On Hand with Warehouse Transfers? Enter ‘Y’ or ‘N’ to specify whether or not entering warehouse transfers will update on hand quantities in the Products By Warehouse records for both the sending and the receiving warehouse. Y: Warehouse transfer entries will update on hand quantities in both the sending and the receiving warehouse. That is, on hand quantities in the Products By Warehouse record for the sending warehouse will be reduced; those for the receiving warehouse will be increased. N: Warehouse transfer entries will only update on hand quantities in the sending warehouse. That is, on hand quantities in the Products By Warehouse record for the sending warehouse will be reduced. The on order quantity in the receiving warehouse will be increased; an inventory receipt must be entered to record receipt of the transferred goods and move the on order quantity to on hand. In either case, the costing for the transaction will be recognized when the warehouse transfer is posted.

Update Cost/Quantity Enter one of the following codes to specify which applications will update product costs and quantities. A: Update costs through invoice postings from Accounts Payable and quantities received through receipt entries in Inventory Control. P:

Update costs through invoice postings from Purchase Orders and quantities received through receipt entries from Purchase Orders.

I: Update costs through receipt postings in Inventory Control and quantities received through receipt entries in Inventory Control.

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4

4 Recovery Processing Estimated Freight Option? Enter ‘Y’ or ‘N’ to specify whether or not the estimated freight option will be used. Y: The estimated freight option will be used. The Update Cost/Quantity field must be set to ‘A’ or ‘P’ if this option is chosen. N: The estimated freight option will not be used. The estimated freight percentage is entered on the Products record. It defaults to the Products By Warehouse record, where it may be changed. The Estimated Freight accounts must be entered in the Product Classes file. For more information on this option, refer to the Special Considerations section of this manual.

Keep Drop Ship History? Enter ‘Y’ or ‘N’ to specify whether or not historical data will be maintained for “drop shipped” products. Y: Keep history for drop shipped products. History will be maintained in the Products By Warehouse records that include the drop ship warehouse (see the next field description). N: Do not keep history for drop shipped products.

Drop Ship Warehouse Number If drop ship history will be maintained, enter the number of the “dummy” warehouse that will be used to track drop shipped products. A record must be set up in the Products By Warehouse file for each product that will be drop shipped. This warehouse should be used for drop shipped inventory only.

Keep Detail in Transact File? Enter ‘Y’ or ‘N’ to specify whether or not transaction detail from Inventory Control and external applications will be kept in the Inventory Transactions file. Enter ‘Y’ if you are using the LIFO costing method (‘L’ in the Costing Method field). Refer to the Special Considerations section for information about how LIFO functions in Inventory Control. The file must have been created large enough to hold transaction detail for the number of months specified in the Months To Keep Transact Detail field. During Live Operations, the Transaction Detail report shows the data in this file.

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Recovery Processing Y: Transaction detail will be 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 will also be posted to this file. N: Transaction detail will not be posted to the Inventory Transactions file.

Months to Keep Transact Detail Enter up to 2 digits for the number of months for which transaction detail will be kept. In Live Operations, the Close Month function will delete all transactions older than this number of months from the file.

Keep Product/Vendor Detail? Enter ‘Y’ or ‘N’ to specify whether or not vendor purchase detail will be kept by vendor in the Products By Vendor file. Y: Keep purchase detail by vendor in the Products By Vendor file. A separate Products By Vendor record will be maintained for each product/vendor combination in the file. N: Do not keep purchase detail by vendor in the Products By Vendor file. A single record will be maintained for each product in the file, and all purchase detail from all vendors will be summarized in that record.

Months to Keep Purchases Detail Product Purchases records will be created only if the FIFO or LIFO costing method is used (see the Costing Method field). Enter up to 3 digits for the number of months for which purchase detail records will be kept in the Product Purchases file. For FIFO, this field indicates how often the Product Purchases file will be cleared. During Live Operations, the appropriate Close Month function will clear all transactions older than the number of months specified here. However, Close Month will 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 will be written to the Product Purchases file. However, because of the nature of the information flow, records must be purged manually. (Refer to the Special Considerations section of this manual for more details on LIFO implementation.) Press RETURN to go on to the next Parameters screen.

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4 Recovery Processing

Figure 24. The Recovery Processing Parameters Screen - Part 2 of 2 Data items for the preceding screen are described below:

Post to Other Applications - GL? Enter ‘Y’ or ‘N’ to tell the system whether or not to allow information to be posted to the General Ledger application. Enter ‘N’ if General Ledger is not part of the system.

EOM Reports Required? Printed? Enter ‘Y’ or ‘N’ for each Monthly Processing report. Use the “Required?” column to indicate whether or not the report must be printed before running the Close Month procedure. The system uses the “Printed?” column to indicate whether the report has been printed during the current period.

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. The entered data is validated. Press RETURN to save the information on these screens.

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Recovery Processing

Option 2 - Products This job allows maintenance of product records. 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 locate a product if you do not remember the product number. For each product, a substitute product can be specified, which will 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. Select “Products” from the Recovery Processing menu. Here is the Products entry screen:

Figure 25. The Inventory Control Products Screen Certain fields on the screen do not apply if the Accounts Payable, Accounts Receivable, Purchase Orders, Order Entry, Commission Accounting, or Sales Analysis applications are not part of the system. 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 allowed 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 System Administration Manual

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4

4 Recovery Processing 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 reference or recall the record elsewhere in the system.

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 number. Also, the system will use this code to sort data for reports.

Description Enter up to 30 characters to describe the product. If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product.

Product Class Enter a code to identify 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 system 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 product. If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product. However, purchase orders (in the Purchase Orders file) are not changed.

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 would enter ‘Pkg’ here. This field is for your information only. It is occasionally displayed for reference on other records.

Stock Item? Enter ‘Y’ or ‘N’ to specify whether or not this is a regularly stocked product.

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This is a nonstock product. You can also enter ‘N’ here for a service (for example, installation or repair). Sales invoices entered with this product number will not reduce on hand quantities.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

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 this field on all Products 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: This product is not subject to sales tax. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

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 information only. If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Drop Shipments OK? Enter ‘Y’ or ‘N’ to specify whether or not this product can be drop shipped from the vendor directly to the customer’s site.

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4 Recovery Processing Y: This product can be drop shipped. N: This product cannot be drop shipped. Drop shipped products are products in transit (from the vendor directly to the customer) that are assigned to the “dummy” warehouse specified in the Parameters file. A drop shipment is recorded as on hand inventory on Products By Warehouse records for the drop ship warehouse until a sales invoice is 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 "to transfer detailed information from this application to the Sales Analysis application, 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 application to the Sales Analysis application will suffice. This entry can be specified or overridden in the Products By Warehouse file if not appropriate at the product level. If this field is changed, the system automatically changes this field on all Products 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 shipping. 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. If the Order Entry application is part of the system, you can use the Scan option to find an appropriate entry, and the system displays the corresponding description so that you can verify your entry.

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Estimated Freight % Enter up to 3 digits and 2 decimals to specify the percentage used to cover the estimated freight cost of the product. The estimated freight option must be selected in the Parameters file. (This option is described in the Special Considerations section of this manual.) If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Sub Product Enter a code to identify a product that can be substituted for this product if this product is not available. The product number you enter must be on file in the Products file. The system displays the description from the Products file so that you can verify your entry. If the Order Entry application is part of the system, it will use the substitute product number on orders if this product is unavailable.

Sub Product Name* The system displays the description of the substitute product.

Product ABC You can enter ‘A’, ‘B’, or ‘C’ to classify this product. This field is optional. The ABC classification can be used to sort products for reports or inquiry on a dollar or liketype basis. It can also be used to select products with similar cost or turnover for partial physical inventory. This selection serves as the default in the Products By Warehouse file. It can be overridden in that file. If this field is changed, the system automatically changes this 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. Cycle counts provide another classification for selecting products 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 inventory is taken. It can also be used to sort products for reports and inquiry.

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4 Recovery Processing If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Products record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products file.

Option 3 - Product Purchases The Product Purchases file is used only if the LIFO or FIFO costing method is used. This function allows you to enter records in this file, which maintains detailed information for all purchases. Select “Product Purchases” from the Recovery Processing menu. Here is the Product Purchases entry screen:

Figure 26. The Inventory Control Product Purchases 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 allowed 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: 92

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Product Enter a code to identify the purchased product. 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 corresponding description so that you can verify your entry.

Date Enter the date and time at which the product was purchased. This date and time must be unique.

Quantity Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were purchased on this date.

Total Cost Enter up to 7 digits and 2 decimals for the total cost of the purchase. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Product Purchases record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Product Purchases file.

Option 4 - Products By Vendor The Products By Vendor file associates each product with a vendor. Month-to-date, year-to-date, and last-year totals are maintained for all purchases processed during the month or year. These totals include the number of units purchased and the dollar amounts of those purchases from each supplying vendor. The system maintains price changes for the six months previous to the current month. The Keep Product/Vendor Detail? option in the Parameters file specifies whether or not the Products By Vendor file can keep detail by vendor. •

If this option is chosen, a separate record is established for each product/vendor combination



If this option is not chosen, detail is kept by product only. A single record will be created for each product in the file, and all purchase detail from all vendors will be summarized in that record.

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4 Recovery Processing Information in this file is kept in terms of the supplier’s pricing units. You can enter conversion factors, which are used by the system to convert purchasing units to pricing units. You have the option of maintaining records on a calendar or fiscal year basis. This option is chosen in the Parameters file. Select “Products By Vendor” from the Recovery Processing menu. The Products By Vendor entry screen is shown below.

Figure 27. The Inventory Control 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 “displayonly” 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 allowed 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 a code to identify 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 description from that file so that you can verify your entry. 94

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Vendor If you have chosen the Keep Product/Vendor Detail? option in the Parameters file, enter a code to identify the vendor to be set up on this Products By Vendor record. If the Accounts Payable application is part of your system, the vendor number that you enter must be on file in the Vendors file. You can use the Scan option to find an appropriate entry. 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 do not choose to keep detail by vendor in the Products By Vendor file, 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 No 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 $60.00 foot (for example, of wire), the pricing unit would be ‘FOOT’. This field appears on various reports and entry functions for information only.

Purchasing Unit 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 roll, the Purchasing Unit would be ‘ROLL’. This field appears on various reports and entry functions for information only.

Unit Price Enter up to 6 digits and 3 decimals for the current price of the pricing unit.

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4 Recovery Processing Pricing Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to the pricing unit. 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.

Quantity Factor Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to your stockkeeping unit. The default is ‘1.00’, the Quantity Factor used if the purchase unit and the stockkeeping unit are the same. For example, if you purchase a product in gallons, but stock the product in quarts, the Quantity Factor is ‘4’. On the other hand, if you purchase the product in quarts but stock the product in gallons, the Quantity Factor is ‘.25’. This factor is used to determine how many products are entered into inventory from a purchase (which is denominated in purchasing units). It will also be used by the Create Reorder Records function in Live Operations to convert the reorder quantity for automatically generated purchase orders to purchasing units. When the reorder point (stockkeeping units) is reached, the system will use 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

Gallon

Pricing Unit:

Quart

Stockkeeping Unit:

Pint

Pricing Factor is 4 (each gallon is equivalent to 4 quarts) Quantity Factor is 8 (each gallon is equivalent to 8 pints)

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Vendor Prod Desc Enter up to 30 characters for the vendor’s description of the product. During Live Operations, this information will be included on Requests for Supplier Quotes. If the Purchase Orders application is part of the system, it will also be included on purchase orders and request 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. This field appears on Requests for Supplier Quotes in Inventory Control and on Requests for Quote in Purchase Orders.

Price Expires Enter the date on which the Unit Price expires. This field is for your information only.

Last Purchase Enter the date of the last purchase for this product from this vendor.

Price Change Enter the date of the last price change for the product from this vendor.

Last Price Enter up to 6 digits and 3 decimals for the unit price of the last purchase. 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.

Price 1 Month Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor one month ago.

Price 2 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor two months ago.

Price 3 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor three months ago.

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4 Recovery Processing Price 4 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor four months ago.

Price 5 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor five months ago.

Price 6 Months Ago Enter up to 6 digits and 3 decimals for the unit price charged by the vendor six months ago.

MTD Units Enter up to 7 digits and 2 decimals for the number of pricing units purchased from the vendor in the current month.

YTD Units Enter up to 7 digits and 2 decimals for 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.

LY Units Enter up to 7 digits and 2 decimals for 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 Enter up to 7 digits and 2 decimals for the cost of the purchases from the vendor in the current month.

YTD Purchases Enter up to 7 digits and 2 decimals for the cost of the 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.

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LY Purchases Enter up to 7 digits and 2 decimals for the cost of the 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, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products by Vendor file.

Option 5 - 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 Warehouses 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. Select “Products By Warehouse” from the Recovery Processing menu. The first Products By Warehouse entry screen is shown below:

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Figure 28. The Inventory Control 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 these cases, 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 allowed 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 a code from the Products file to identify a product to be set up on the Products By Warehouse record. You can use the Scan option to find an appropriate entry. The system displays the corresponding description so that you can verify your entry.

Warehouse Enter a code from the Warehouses file that identifies a warehouse carrying the product. 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. 100

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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 locations also appear on picking lists.

Product Class The system displays the product class to which the product belongs from the Products file. You can enter a new product class to override the display. You can use the Scan option to find an appropriate entry. The system displays the corresponding description from the Product Classes file so that you can verify your entry.

Product Alpha The system displays the product alpha from the Products record. You can enter a new product alpha of up to 12 characters 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.

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? field (‘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 type 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.

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4 Recovery Processing Taxable? The system displays the Taxable? field (‘Y’ or ‘N’) from the Products record. 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? The system displays the Post Detail to SA? field (‘Y’ or ‘N’) from the Products record. This field indicates whether or not data will be transferred to the Sales Analysis application. It may be changed.

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.

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. The default is ‘N’. 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 in Live Operations. (For more details, see the description of this function in the “User’s Manual: Live Operations.”)

Estimated Freight % The system displays the Estimated Freight Percentage entry from the Products record. You can enter a new percentage of up to 3 digits and 2 decimals to override the display. (For a description of the estimated freight option, refer to the Special Considerations section of this manual.) If the Update Cost/Quantity option in the Parameters file is ‘I’, this field is left blank.

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Reorder Point Enter up to 5 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. The number of available units is given by this formula: Available = On Hand + On Order - Requisitioned - Committed

Reorder Quantity Enter up to 5 digits for the number of stockkeeping units to be ordered when reorder records are created. During Live Operations, the reorder quantity is included on reorder records created by the Create Reorder Records function. The system converts the stockkeeping units entered here into purchasing units using the Quantity Factor, and into pricing units using the Pricing Factor, on the Products By Vendor record. The reorder quantity on the reorder record is shown in terms of all three unit types, and all conversion factors are included.

Reorder Vendor Enter a code from the Accounts Payable Vendors file for the vendor to be used when reorder records are created for this product. You can use the Scan option to find an appropriate entry. The system displays the vendor name so that you can verify your entry. A blank vendor is a valid option; you can enter the vendor name using the Edit Reorder Records function in Live Operations. Press RETURN to continue to the next Products By Warehouse screen. The second Products By Warehouse screen is shown below:

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Figure 29. The Inventory Control 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. Data items for the preceding screen are described below.

Product* The system displays the Product entry and description from the previous screen.

Warehouse No* The system displays the Warehouse No entry from the previous screen and the corresponding description from the Warehouses file.

On Hand Qty Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on hand at the warehouse. This number should include any units that you enter in the Uncosted field. If you will use the Opening Entries functions to enter physical inventory data, you can leave this field blank.

Requis’d Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are requisitioned from this warehouse. 104

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Recovery Processing If you want to set this quantity based on open material requisitions from the Material Requisitions file, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Cost Enter up to 6 digits and 3 decimals for the current unit cost of the product at this warehouse. The unit cost includes both the purchase price of the unit and any additional prorated costs applied to the product (for example, freight and tax). If you are using the average cost costing method, enter the average cost. Use this formula to compute average cost: Average Cost = Total Cost/(On Hand - Uncosted) If you are using the standard cost costing method, enter the standard cost. If you are using the last cost costing method, the Process Initial Setup function will set this field to the value in the Last Cost field. If you are using the FIFO or LIFO costing method, the Process Initial Setup function will set this field to the computed average cost: Cost = Total Cost/(On Hand - Uncosted)

On Order Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on order for this warehouse. If you want to set this quantity based on open purchase orders from the Purchase Orders file in the Purchase Orders application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Uncosted Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been received, but for which costs have not yet been recorded.

Last Cost Enter the most recent unit cost of the product at the warehouse. This field must be entered if you are using the “last cost” method of costing as defined the Parameters record. If you are using average cost for your costing method, you cannot make an entry in this field. The Process Initial Setup function will set this field to the Last Price from the Products By Vendor record with the latest Last Purchase date. Inventory Control System Administration Manual

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4 Recovery Processing If you are using last cost or standard cost for your costing method, the Process Initial Setup function will compare the Last Purchase dates for the product in this file and in the Products By Vendor files. If the Products By Vendor date is later, the Last Price on the Products By Vendor record overrides the entry you make here. If you are using LIFO or FIFO for your costing method, the Process Initial Setup function will set this field to the price on the latest Product Purchases record.

Committed Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been committed (sales orders not yet shipped) from this warehouse. If you want to set this quantity based on open sales orders from the Open Orders file in the Order Entry application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Online Adj Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been shipped but not invoiced (posted).

Total Cost Enter up to 7 digits and 2 decimals for the total cost of all product units on hand at this warehouse. The Uncosted quantity is not included. If you are using average cost for your costing method, you cannot make an entry in this field. When the Process Initial Setup function is run, the system sets this field to the value given by this formula: Total Cost = Cost x (On Hand - Uncosted On Hand) If you are using standard cost or last cost for your costing method, this field is optional. If you do not make an entry here, the Process Initial Setup function will set this field to the value given by the formula above. If you are using FIFO or LIFO for your costing method, enter the total cost of all products on hand at this warehouse.

Last Qty Purch Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were last purchased for this warehouse.

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Last Purchase Enter the date on which the product was last purchased for the warehouse.

Last Qty Sold Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were included in the last sale of the product from this warehouse.

Last Sale Enter the date that the product was last sold from this warehouse.

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 product’s selling prices for each quantity range are identified here. (The quantities are entered in the column 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: • Sales of 1 to 99 units are priced at $15.00 per unit • 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 price breaks are used by the Order Entry application during Sales Order Entry.

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4 Recovery Processing MTD Sales Enter up to 7 digits and 2 decimals for the month-to-date sales dollars earned on the product at this warehouse. This field is updated from the Order Entry application.

MTD Margin Enter up to 7 digits and 2 decimals for the month-to-date sales margin (sales dollars less cost) for the product at this warehouse. This field is updated from the Order Entry application.

MTD Units Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold from this warehouse during the current month. This field is updated from the Order Entry application.

YTD Sales Enter up to 7 digits and 2 decimals for the year-to-date sales dollars earned on the product at this warehouse. Be sure to include the sales dollars for the current month. This field is updated from the Order Entry application.

YTD Margin Enter up to 7 digits and 2 decimals for the year-to-date sales margin (sales dollars less cost) for the product at this warehouse. Be sure to include the margin for the current month. This field is updated from the Order Entry application.

YTD Units Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold at this warehouse during the current year. Be sure to include the units sold for the current month. This field is updated from the Order Entry application. 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.

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Option 6 - Material Requisitions This function is used to edit the descriptive information or to select the Cancel option on Material Requisitions records. The actual Material Requisitions may be added or edited in Initial Setup and Recovery Processing or may be changed by posting Material Requisitions entries. Select “Material Requisitions” from the Recovery Processing menu. Here is the first Material Requisitions entry screen:

Figure 30. The Inventory Control 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 allowed 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 identify the requisition.

Description Enter up to 30 characters to describe the requisition.

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4 Recovery Processing Warehouse Enter up to 2 digits to identify the warehouse where the requisitioned product is located. You the Warehouses file. The system displays the corresponding description so that you can verify your entry.

Date Enter the date of this requisition.

Trx Posted Enter up to 4 digits for the number of line items that have been posted for this requisition. During Live Operations, the system increments this field by the number of requisition or release line items posted every time the Material Requisitions Post function is run for this requisition.

Cancel? If you want to cancel this requisition, enter ‘Y’. If not, enter ‘N’. The default is ‘N’. If you cancel this requisition, it will be deleted when the Material Requisitions Post function is run during Live Operations. The Total Quantity Requested on the Material Requisition line item and the Requis’d quantity on the Products By Warehouse record will be reduced accordingly. Fully released requisitions are automatically cancelled. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Material Requisitions record. At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Material Requisitions file. You can now enter line items for the requisition on the second half of the screen. Here is a sample line item entry screen:

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Figure 31. The Inventory Control Material Requisition Line Items Screen Data items for the preceding screen are described below:

Line No Enter a unique number of up to 3 digits to identify this line item.

Date Required Enter the date on which the requisitioned product is required.

Product No Enter a code to identify the requisitioned product. You can use the Scan option to find an appropriate entry; the product number must be on file in the Products file. The system displays the corresponding description so that you can verify your entry.

Inventory Account* The system displays the inventory account to which the requisition is applied and the corresponding description from the General Ledger Chart of Accounts file.

Total Quantity Requested Enter up to 5 digits and 2 decimals for the total stockkeeping quantity requested for this line item.

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4 Recovery Processing and Released Enter up to 5 digits and 2 decimals for the total stockkeeping quantity released for this line item.

GL Account For a release, enter the General Ledger account that was debited for this line item during posting. You can use the Scan option to find an appropriate entry. If the General Ledger application is part of your system, this account must be on file in the General Ledger Chart of Accounts file. The system displays the corresponding description of this account so that you can verify your entry. Because the account is required for releases but not for requisitions, this field may be blank if no releases have been posted. If an entry is made in this case, it is used for information only.

Last Quantity Requested Enter up to 5 digits and 2 decimals for the last stockkeeping quantity requested for this line item.

and Released Enter up to 5 digits and 2 decimals for the last stockkeeping quantity released for this line item. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Material Requisition Line Items record. 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 7 - Transaction Detail This function is used for maintenance of the TRANACT file. It is accessed only via Recovery Processing. Select “Material Requisitions” from the Recovery Processing menu. Here is the first Material Requisitions entry screen:

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Figure 32. The Recovery Processing 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 allowed 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:

Date/Time Enter the date and time when the Operator ID group was posted.

Product The system displays up to 12 characters to identify the product on the transaction item, along with the description from the Products file. The description cannot be changed. If you change the product number, the new product number must be on file in the Products file.

Warehouse The system displays up to two digits to identify the warehouse on the transaction item, along with the corresponding description from the Warehouses file. If you change the Warehouse number, the new Warehouse number must be on file in the Warehouse file.

Trx Date The system displays the date the transaction item was posted. The date can be changed

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4 Recovery Processing Journal Code The system displays the code for the journal on which the transaction is shown. The code can be changed. Valid journal codes are APAJ Accounts Payable Adjustments APIV Accounts Payable Invoices ICAJ Inventory Adjustments ICPT Inventory Product Transfers ICRC Inventory Receipts ICRQ Inventory Requisitions ICRL Inventory Requisitions Released ICWT Inventory Warehouse

Quantity If appropriate, the system displays up to 5 digits and two decimals for the quantity on the transaction item. The display can be changed.

Account Enter the General Ledger account

Customer If the transaction applied to a customer, the system displays up to 8 digits to identify the customer. The display can be changed. If you change the Customer number, the new Customer number must be on file in the Customer file.

Price If this transaction involved a sales price, the system displays up to 6 digits and 3 decimals to indicate the price. The price can be changed.

Vendor If this transaction item applied to a particular vendor, the system displays up to 8 digits to identify the vendor. The display can be changed. If you change the vendor number and if Accounts Payable is part of the system, the new Vendor number must be on file in the Vendor file.

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Cost If this transaction item involved a cost, the system displays up to 7 digits and 2 decimals to indicate the cost. The display can be changed. The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Material Requisition Line Items record. 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 8 - MTD Postings You can use this function to edit the MTD Postings file in the unlikely event of a failure during posting. When you use this function, 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. The screen shown below presents information about MTD Postings. This file stores Inventory Control postings from journal entries and current month postings from all subsidiary applications. These postings may be in detail format, or in some kind of summary format, depending on the value of the “Level of MTD Detail” field in the Chart of Accounts file for the account.

Figure 33. The Recovery Processing MTD Postings Screen Inventory Control System Administration Manual

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4 Recovery Processing 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 allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing. Data items for the preceding screen are described below:

Account Enter an upper case alphanumeric field, up to 12 characters in length. This field is required. You can use Scan to search for an appropriate entry. The account number that was updated by this posting is displayed, as is its description.

Fiscal Month Enter an upper case alphanumeric field, up to 2 characters in length. Only numbers and letters are acceptable. Valid entries are 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13 and EY. This field is required. The fiscal month to which the posting was made is displayed.

Fiscal Year Enter a positive number with up to 2 digits. The fiscal year t which the posting was made is displayed.

Journal Code Enter an upper case alphanumeric field, up to 4 characters in length. The code identifying the journa reference for the transactions is shown, if detail is being kept by journal. Some examples are APIV for Accounts Payable Invoices, ARAJ for Accounts Receivable Adjustments, and ICRC for Inventory Receipts.

Operator ID Enter an upper case alphanumeric field, up to 3 characters in length. Only numbers and letters are acceptable. The operator ID is displayed, if detail is being kept by operator.

Date Posted Enter a date (YMD). The date of the entry is shown, if detail is being kept by date. This is the date on which the originating transaction was posted into General Ledger.

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Time Posted Enter a time (HMSH). The time of the posting is shown, if all detail is being kept.

Description Enter an alphanumeric field, up to 30 characters in length. The transaction description is displayed.

Control No Enter a positive number with up to 4 digits. The number of the control group which contained the original transaction is displayed, if sufficient detail is being kept.

Source Trx No Enter a positive number with up to 4 digits. The transaction number from the original entry is displayed, if complete detail is being kept.

Transaction Date Enter a date (YMD). The transaction date is displayed, if complete detail is being kept.

Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal. The transaction amount is shown.

Reference Enter an upper case alphanumeric field, up to 6 characters in length. The reference from the original transction is shown, if sufficient detail is being kept.

Reversing? Enter an uppr case alphanumeric field, 1 character in length. Only letters are acceptable. Valid entries are Y, N, and ‘*’. The initial default value is ‘N’. This field indicates whether or not this entry is to be reversed in the following month, or if it is a reversing entry. The options are: N: No, this is not a reversing entry Inventory Control System Administration Manual

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4 Recovery Processing Y: Yes, a record will be generated in the fiscal month following this one, to back out this entry. *: This record is the posting corresponding to an entry if ‘Y’ in the previous month

Adjustment? Enter ‘Y’ (Yes) or ‘N’ (No). the initial default value is ‘N’. This field is required. This field indicates whetehr or not this is an adjusting entry. Adjusting transactions are entered solely for the purpose of reducing MTD sources and uses in the Account Balances file. Y: Yes, this is an adjustment N: No, this is not an adjustment

S/U/N Override Enter an upper case alphanumeric field, 1 character in length. Valid entries are S, U and N. This field indicates how the entry is to be accumulated for sources, uses or neither. These are used when a Statement of Cash Flow is printed. Your options are: Blank: Credit entries are to be added to sources; debits to uses. S: Add to sources. U: Add to uses. N: Add to neither sources nor uses.

Intercompany Enter an upper case alphanumeric field, up to 3 characters in length. You can use Scan to search for an appropriate entry. The intercompany number for the transaction is displayed, if appropriate.

Intercompany Reference Enter an upper case alphanumeric field, up to 4 characters in length. The intercompany reference for the transaction is displayed, if appropriate.

Currency Code Enter an alphanumeric field, up to 6 characters in length. You can use Scan to search fr an appropriate entry. If the transaction involves a foreign currency, the appropriate code from the Exchange Rates file is shown.

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Home Amount Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal. The transaction amount is displayed in the home (domestic) currency, if this is a foreign transaction. If this is not a foreign transaction, the home amount is blank and not used. Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen. Select the Next Record to go to the next MTD Postings record. At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Postings file.

Option 9 - Transaction Control Use this function to enter or edit information on the Transaction Control file, in the unlikely event of failure during a post. When you use this function, 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. The screen shown below presents information about Transaction Control. This file contains one record for each control group that was posted. As many months of history as you choose can be saved in this field; the number of months is specified in the Parameters file.

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Figure 34. The Recovery Processing Transaction Control 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 allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing. Data items for the preceding screen are described below:

Application Enter an upper case alphanumeric field, up to 3 characters in length. Only letters are acceptable. This field is required. The system displays the 3-character code for the application from which the control group originated.

File Posted Enter an alphanumeric field, up to 22 characters in length. Only numbers and letters are acceptable. This field is required. The system displays the name of the file from which the transactions originated. (For example, INVOICES, ADJUSTMENTS or CASH RECEIPTS).

Op ID Enter an upper case alphanumeric field, up to 3 characters in length. Only numbers and letters are acceptable. This field is required. The identification code of the operator who originated the control group is displayed.

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Control No Enter a positive number with up to 4 digits. The control group number of the set of transactions is displayed.

Op Exclusive? Enter ‘Y’ (Yes) or ‘N’ (No). The initial default value is ‘N’. this field is required. The system displays ‘Y’ or ‘N’ to indicate whether or not access to this group of transactions was limited to the original operator in Live Operations.

Date/Time Enter a date and time (YMDHM). This field is required. The system displays the date and time when the control group was posted.

Journal Code Enter an alphanumeric field, up to 4 characters in length. The system displays a four-digit code that references the journal on which the transactions are shown. In particular, you will see one of the following journal codes: ARIV: Accounts Receivable Invoices ARCR: Accounts Receivable Cash Receipts ARAJ: Accounts Receivable Adjustments ARSC: Accounts Receivable Service Charges OEIV: Order Entry Invoices

Description Enter an alphanumeric field, up to 30 characters in length. The system displays a description of the control group. This field was originally entered on the Control Groups screen.

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. The system displays the total amount entered on the control Groups screen.

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4 Recovery Processing Hash Total Enter a positive number with up to 12 digits. The system displays the customer number hash total entered on the Control Groups screen.

Number of Trx Enter a positive number with up to 4 digits. The system displays the total number of transactions posted from this group.

Last Trx Posted Enter a positive number with up to 4 digits. The system displays the transaction number of the last transaction that was posted.

Amount Posted Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal. The system displays the total amount which was posted for this control group. Depending on the journal code, this could reflect total invoices, total cash receipts, total adjustments, or total service charges.

Number of Errors Enter a positive number with up to 9 digits. The system displays the total number of errors that occurred during posting of this control group. These errors appear on the system-generated error log.

Number of Warnings Enter a positive number with up to nine digits. The system displays the number of warnings generated during posting of this control group. These warnings appear on the system-generated error log. Press ENTER to save the information on this screen. Select the Next Record option to go to the next Transaction Control record. At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Transaction Control file.

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Option 10 - Reset Post in Progress - Material Requisitions You can use this function to change the value of the “Post in Progress” field on the Material Requisitions Control Group record. This may be necessary in the event that a post fails to complete. The screen shown below presents information about Material Requisitions Control Groups. When you enter invoices, you will see only one of the two possible screens for Material Requisitions Control Groups. Which screen you see will depend 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 will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number. If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Figure 35. The Recovery Processing Reset Post In Progress Screen - Material Requisitions 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-

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4 Recovery Processing lowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing. 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 which you entered at log-on is displayed. All control groups are separated by operator.

Control No The system displays a positive number with up to 4 digits. A sequential number is supplied to identify this group of Material Requisitions.

Description The system displays an alphanumeric field, up to 30 characters in length. Describe this group of Material Requisitions. This description appears on the Transaction Control report and inquiry.

Post in Progress? Enter ‘Y’ (Yes) or ‘N’ (No). The initial default value is ‘N’. This field is required. If a material requisitions post should fail to complete for any reason, you must enter ‘N’ in this field in order to restart the post. Press ENTER to save the information on this screen. Select the Next Record option to go to the next Material Requsitions Control Groups record. At this screen, the use of the MODE keys - CHG, or INQ - pertain to those records in the Material Requsitions Control Groups file.

Option 11 - Reset Post in Progress - Warehouse Transfers You can use this function to change the value of the “Post in Progress” field on the Warehouse Transfers Control Group record. this may be necessary in the event that a post fails to complete.

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Recovery Processing The screen shown below presents information about Warehouse Transfers Control Groups. When you enter adjustments, you will see only one of the two possible screens for Warehouse Transfers Control Groups. which screen you see will depend 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 will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number. If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Figure 36. The Recovery Processing Reset Post in Progress Screen - Warehouse Transfers 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 allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing. Data items for the preceding screen are described below:

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4 Recovery Processing Operator ID The system displays an upper case alphanumeric field, up to 3 characters in length. Only numbers and letters are acceptable. The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No The system displays a positive number with up to 4 digits. A sequential number is supplied to identify this group of warehouse transfers.

Description The system displays an alphanumeric field, up to 30 characters in length. Describe this group of warehouse transfers This description appears on the Transaction Control report and inquiry.

Post in Progress? Enter ‘Y’ (Yes) or ‘N’ (No). the initial default value is ‘N’. This field is required. If a warehouse transfers post should fail to complete for any reason, you must enter ‘N’ in this field in order to restart the post. Press ENTER 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 - CHG, or INQ - pertain to those records in the Warehouse Transfers Control Groups file.

Option 14 - Reset Post in Progress - Product Transfers You can use this function to change the value of the “Post in Progress” field on the Product Transfers Control Group record. This may be necessary in the event that a post fails to complete. The screen shown below presents information about Product Transfers Control Groups. When you enter Product Transfers, you will see only one of the two possible screens for Product Transfers Control Groups. Which screen you see will depend on how you answered two questions on your Parameters file. these are the “Ask Operator ID?” question, and the “Use Transaction Control?”

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Recovery Processing question. If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number. If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Figure 37. The Recovery Processing Reset Post in Progress Screen T Product transfers 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 allowed to scan the available data until you find the record you want. then, position the cursor by that record and press ENTER; the record will be displayed for editing. Data items for the preceding screen are described below:

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4 Recovery Processing Operator ID The system displays an upper case alphanumeric field, up to 3 characters in length. Only numbers and letters are acceptable. The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No The system displays 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 posted to General ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

Description The system displays on alphanumeric field, up to 30 characters in length. Describe this group of Product Transfers. This description appears on the Transaction Control report and inquiry.

Post in Progress? Enter ‘Y’ (Yes) or ‘N’ (No). The initial default value is ‘N’. This field is required. If a Product Transfers post should fail to complete for any reason, you must enter ‘N’ in this field in order to restart the post. Press ENTER 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 - CHG, or INQ - pertain to those records in the Product Transfers Control Groups file.

Option 13 - Reset Post in Progress - Adjustments You can use this function to change the value of the “Post in Progress” field on the Adjustments Control Group record. this may be necessary in the event that a post fails to complete. The screen shown below presents information about Adjustments Control Groups.

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Recovery Processing When you enter adjustments, you will see only one of the two possible screens for Adjustments Control Groups. which screen you see will depend 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 will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number. If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Figure 38. The Recovery Processing Reset Post in Progress Screen - Adjustments 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 allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing. 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.

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4 Recovery Processing The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No The system displays 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 posted to General Ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as part of your audit trail.

Description The system displays an alphanumeric field, up to 30 characters in length. Describe this group of adjustments. This description appears on the Transaction Control report and inquiry.

Post in Progress? Enter ‘Y’ (Yes) or ‘N’ (No). the initial default value is ‘N’. This field is required. If an adjustments post should fail to complete for any reason, you must enter ‘N’ in this field in order to restart the post. Press ENTER 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 - CHG, or INQ - pertain to those records in the Adjustments Control Groups file.

Option 14 - Reset Post in Progress - Receipts You can use this function to change the value of the “Post in Progress” field on the Receipts control Group record. This may be necessary in the event that a post fails to complete. The screen shown below presents information about Receipts Control Groups. When you enter receipts, you will see only one of the two possible screens for Receipts Control Groups. Which screen you see will depend on how you answered two questions on your Parameters file. these are the “Ask Operator ID?” question, and the “Use Transaction Control?” question.

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Recovery Processing If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted. If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number. If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Figure 39. The Recovery Processing Reset Post in Progress Screen - Receipts 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 allowed to scan the available data until you find the record you want. then, position the cursor by that record and press ENTER; the record will be displayed for editing. 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.

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4 Recovery Processing The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No The system displays a positive number with up to 4 digits. A sequential number is supplied to identify this group of receipts. This number is printed on the journal, tracked on the Transaction Control file, and posted to General ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

Description The system displays on alphanumeric field, up to 30 characters in length. Describe this group of receipts. This description appears on the transaction Control report and inquiry.

Post in Progress? Enter ‘Y’ (Yes) or ‘N’ (No). The initial default value is ‘N’. This field is required. If a receipts post should fail to complete for any reason, you must enter ‘N’ in this field in order to restart the post. Press ENTER to save the information on this screen. Select the Next Record option to go to the next Receipts Control Groups record. At this screen, the use of the MODE keys - CHG, or INQ - pertain to those records in the Receipts Control Groups file.

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Appendix

Initial Setup Checklist Step I: Master Files 1) Enter records for the following master files: Required: • Parameters • Product Classes • Warehouses • Products • Products by Vendor • Products by Warehouse • Material Requisitions Optional: • Product Discounts by Customer • Product Purchases 2)

Print and review lists of each of these files. If errors are found, correct them in Change mode.

Step II: Opening Entries 1)

If desired, print physical inventory count sheets, take physical inventory, and enter data from the completed count sheets. Alternatively, enter physical inventory data based on tags and process this data.

2)

If desired, print a Physical Inventory Edit List to check your data.

3)

If desired, reset Products by Warehouse quantities based on existing Products and Warehouse records.

Step III: Process Initial Setup 1)

Run the Process Initial Setup procedure to prepare your files for processing during Live Operations.

2)

Correct errors, if any occurred.

3)

If desired, print a Stock Status Report.

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APPX Software, Inc. Inventory Control System Administration Manual Published 5/95