SuccessWare 21 Inventory Concept Guide

Transcription

1 SuccessWare 21 Inventory Concept Guide The Big Picture 2 Where are parts counted? 2 How are parts moved around?2 What happens when a part is moved? 3 Serial Numbers3 Tags & Job Tags3 The Ins and Outs of Inventory4 Non-Counted Parts 4 Counted Parts 4 Valued Parts 4 Serialized Parts and Tags 4 Creating Parts and Stocking s 5 Auto-Stocking 5 For more information on using SuccessWare 21 Inventory, see the on-line documentation or your training manual

2 The Big Picture SuccessWare 21 Inventory consists of parts, the location of parts, and tools to manage/move parts around in the system The figure below illustrates these components and their relationships Parts Purchased From Vendor Purchase Order Purchase Order Receipt A/P Invoice Requisition Job Job Tags Tags SN JobNo SN JobNo SN JobNo Return Transfer A/R Invoice (+/-) Adjustment Job Tag Manager Cost Detail Where are parts counted? Parts are defined in the SuccessWare 21 Pricebook Within the inventory system, part quantities are counted in three places: 1) In inventory, in a warehouse 2) On the job 3) On an invoice How are parts moved around? The tools for moving parts from one of these locations to another are Receipt and A/P Invoice places purchased parts into an inventory warehouse or on a job Requisition and Return moves parts between the warehouse and the job Transfer moves part from one warehouse to another Adjustment adjusts quantity and/or value of parts in inventory Job Tag Manager ensures parts pulled from inventory match parts costed on invoices (automates requisitions and returns) and validates cost of parts on invoices with pulled-inventory-values SuccessWare 21 Inventory 2

3 What happens when a part is moved? Counts are maintained if the part is counted: - The quantity in the original location is decreased, - The quantity in the destination location is increased General ledger transactions are posted if the part is valued: - When moving parts into inventory, the default inventory account is credited, - When moving parts out of inventory, the default inventory account is debited and the item is expensed If the part is serialized a serial number will be required and a tag will be created, modified, or deleted Tag quantities may be increased, decreased, created and/or deleted Non-counted parts can be included on transactions for convenience, but no counting will be maintained on non-counted parts Non-valued parts are expensed when received either to a job or into a warehouse After receipt, no additional general ledger transactions occur when moving non-valued parts Parts are expensed by crediting the general ledger account assigned to the item s expense type Serial Numbers Serial numbers are maintained with the use of tags, one tag for each serial number Note that SuccessWare 21 will not prevent transactions resulting in duplicate serial numbers For example, when receiving and item with a serial number, if an item has previously been received with that serial number, you will receive a warning but the transaction will be allowed The error may not be with your current transaction but may have occurred on the previous transaction If duplication of serial numbers occurs, the SERIAL indicator in the Inventory Manager will light up You can review and repair serial number discrepancies within the Tag Manager accessible from the Inventory Manager Tags & Job Tags Think of tags as pieces of paper attached to parts (or groups of parts) with information like serial number or reserved for job number 123 These tags are automatically maintained during transactions as needed There are two types of tags: warehouse tags and job tags tags are tags on parts within inventory tags are sometimes created when you receive parts into inventory They will be created when parts received into inventory reference a job number This reserves the parts for the job tags will also be created for serialized items indicating the serial numbers for the items moved into inventory tags can be identified by the fact that they specify a warehouse number indicating the warehouse containing the tagged parts Job tags are tags on parts that were used on the job They are always created when you post a requisition or post a receipt/invoice directly to the job These tags represent parts for the job either: Purchased or pulled from inventory, but not included as cost on an invoice Included as cost on an invoice, but not purchased or pulled from inventory Purchased or pulled from inventory, included as cost on an invoice, but not yet verified Job tags are useful to ensure that parts recorded as cost on invoices are properly pulled from inventory, and parts that have been pulled from inventory are properly costed on an invoice The verification process ensures that the cost recorded on the invoice is accurate Serialized items always create tags when included in transactions It is on the tag that the serial number for each item is recorded SuccessWare 21 Inventory 3

4 The Ins and Outs of Inventory When a part is moved in or out of inventory, it may involve general ledger transactions Whether or not general ledger transactions are required, and to what accounts postings should be made, depends upon the configuration of the part item itself Parts can be configured as counted, valued, and serialized Non-Counted Parts Non-counted parts do not affect inventory counts or value (general ledger) When non-counted parts are received to inventory or to a job, the part is expensed Non-counted parts cannot be setup as stock items in a warehouse Non-counted items can be entered on transactions, such as transfers and requisitions, although these entries have no affect on inventory counts or values Counted Parts Counted parts will be counted in inventory If you have 10 of a counted item in inventory and you received 5 more into inventory, the inventory or stock item count will now be 15 If not valued, counted parts are expensed upon receipt the same as non-counted parts Inventory Default Inventory Account Expense Account Valued Parts Parts must be counted to be valued; therefore, valued parts affect inventory counts Valued parts also affect the general ledger inventory account If you post a receipt into inventory of 5 valued items at $10 each, the warehouse s stock item count will be increased by 5, and the inventory general ledger account will be debited $50 Inventory Default Inventory Account Expense Account When the items is removed from inventory, for instance, on a requisition, the warehouse s stock item count will be decreased, and the part will be expensed to the items expense type account Serialized Parts and Tags For serialized parts, serial numbers will be required during transactions Tags will always be created for serialized parts Tags are also created when placing an item in inventory for a job If a non-serialized item is placed in inventory without reference to a job, no tag is created SuccessWare 21 Inventory 4

5 Creating Parts and Stocking s Part items are created/defined in the parts section of the Pricebook When defining parts, you specify the item number, a description and how the part should be handled during transactions: as counted, valued, and/or serialized Once a part is defined in the Pricebook, you can use it to create/define a stock item and use that item number on transactions to move parts around within the system Pricebook Parts Item# Description Counted Valued Serialized Cost Sale Price 100 Widget Type A $200 $ Widget Type B $500 $1000 C200 Widget Type C x $1200 $2400 C210 Widget Type D x $4900 $9800 V300 Widget Type E x x $15000 $30000 VS310 Widget Type Z x x x $1,50000 $3,00000 OW001 Other Widget - - Main A1 C200 0 (n/a) B2 C210 0 (n/a) C3 V300 0 $750 D4 VS310 0 $3,000 Assuming we setup our Pricebook with the parts listed above, we can use them to setup stock items in our main warehouse as follows: A stock item is a location or bin within a warehouse for storing a particular part item from the Pricebook When you setup stock items, you prepare locations (bin#, item#, min and max quantities) The initial stock item quantity (count of the item located in the bin) is initially zero For items #100 and 110, stock items cannot be setup These items are not setup as counted Items #100, #110, #C200, and #C210 will not affect the general ledger inventory account during transactions These items are not setup as valued In order to move parts into the warehouse (increasing stock item quantities) you must post a receipt, A/P invoice, return, transfer, or adjustment To move parts out of a warehouse (decreasing stock item quantities) you must post a requisition, transfer, or adjustment Auto-Stocking If you don t define stock items for your warehouses, you can still use the items on transactions in and out of the warehouses SuccessWare 21 will warn you that an item number is being added to a warehouse as a new stock item If you continue after the warning, stock items will automatically be added to the warehouse for the items on the transaction Your inventory counts will be incorrect until you do a phyisical count adjustment You can get used to the processing while building you warehouse stock setups After using the system for a time, some stock will be built up You can then edit the stock setups to specify bin numbers and minimum/maximum quantities SuccessWare 21 Inventory 5