I/M Transaction Entry Import Utility IM-1011

Transcription

1 I/M Transaction Entry Import Utility IM-1011 Overview This utility imports Inventory Transaction data from an ASCII data file directly into the MAS 90 MAS 200 Inventory Transaction files for Sales, Issues, Transfers, Receipts and Adjustments. It also imports Physical Count records into the Physical Inventory file. The record format required for the import file is included on the last pages of this manual. Additional functionality exists if you have any of the following Extended Solutions installed: IM-1205: Batch Processing of I/M Transaction Entry IM-1266: I/M Transaction Type Cycle Count IM-1210: Virtual Warehouses installed and enabled. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: 2005 Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 1

2 Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Setup Once the disk is installed, you will need to access the Inventory Management Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: DEFAULT PATH: Enter the default path. DEFAULT FILENAME: Enter the default filename. DELETE IMPORT FILE AFTER IMPORTING: Check this box to delete the import file after importing Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 2

3 RENAME IMPORT FILE W/EXTENSION: If you did not check the box above, enter the extension with which to rename the import file. AUTOMATICALLY ADJUST THE OLDEST/FIRST TIER: Check this box to automatically adjust the oldest/first tier for Adjustments. This option is only available if Assign Blank LIFO/FIFO Tier is unchecked. ASSIGN BLANK LIFO/FIFO TIER: Check this box to allow the FIFO/LIFO Receipt Date and Receipt Number field of Adjustments to be blank. The import will assign the first FIFO/LIFO Tier number that has available quantity. Leave it unchecked to require the imported record to have a valid non blank value. This option is only available if Automatically Adjust the Oldest/First Tier is unchecked. The following prompts pertain to Sage Software Extended Solution IM-1189: Handheld Software for SO, IM, and Custom Functions. See the IM-1189 manual for further information. Roles Maintenance The following Task has been added to Inventory Management, Miscellaneous Tasks: I/M Transaction Entry Import Utility You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation The I/M Transaction Entry Import Utility can be found on the Inventory Setup menu. When accessed, you will be prompted for the directory path and file name of the import file; these fields will default from the fields entered in Setup (Figure 2). Figure 2 An option is provided to scan the import file without performing the actual import process. This will allow you to see an error report of all invalid records before importing the file. The 2005 Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 3

4 errors that are reported relate to fields within the import record that are unrecognizable, invalid or improper. An error report is generated during the import process as well. Imports may function incorrectly if the Lot/Serial Number is in lowercase in the import file. After all records have been imported, they can be accessed through Inventory Transaction entry or Physical Count entry to be edited, deleted, printed, or updated. Inventory Adjustments Record Type 5 This record type creates Inventory Adjustments as required. If you checked the Automatically Adjust the Oldest/First Tier box in Setup, the import will ignore the Receipt Date, Lot Number, or Serial Number being imported from the file and will assign the first Receipt Date, Lot, or Serial record from the Costing Tier file for that Item number. On-Hand quantities are not checked. If you checked the Assign Blank LIFO/FIFO Tier box in Setup, the import will ignore blank FIFO/LIFO fields. The import will attempt to assign the first FIFO/LIFO tier that has quantity on hand sufficient for the quantity associated with the imported record. If it can t find a tier with sufficient quantity on hand, it will reject the record. This also applies to Cycle Account if IM-1226 is installed. With IM-1210 If you have IM-1210: Virtual Warehouses installed and enabled, the warehouse code in the import file will reference a REAL warehouse. For positive adjustments no change in processing is required. If Adjustment quantity is negative, and the Qty on Hand for this item in this warehouse is less than the adjustment quantity, then the Virtual Warehouses associated with this Real Warehouse will be scanned, (in the order in which they are encountered) looking for a warehouse which has enough quantity on hand to support this adjustment. If a virtual warehouse is not found which meets this criteria then the import record will be rejected. This condition will be reported on the error log if you run a scan file. It will only process the import to one WHS and therefore if there is insufficient QTY on Hand in any one WHS the record will be rejected. The import will not break it out into multiple lines with differing warehouses. With IM-1266 If IM-1266: I/M Transaction Type Cycle Count is installed and enabled the Cycle Count imports will have the same layout as an Adjustment (See Appendix for layout), except that they will use the transaction type of 7. IM-1205 All Transactions imported will be assigned to the Next Batch number as defined by IM-1205: Batch Processing of I/M Transaction Entry. In addition the Adjustment and Cycle Count formats contain an optional User ID field which will be assigned to the User ID on the Batch Header Record Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 4

5 Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 5

6 Format for ASCII Import File: Inventory Sales Start Length Transaction Type (Hardcode 1 ) 1 1 From Warehouse Number 8 3 Job Number (Leave blank if no job) 26 7 Cost Code/G/L Account Number Quantity (#######.0000) Price Method (S=Standard, R=Retail, =Imported) 55 1 Price when Price Method= (########.0000) Lot/Serial Number (if applicable) If a job number is entered, this is the cost code; if no job number was entered, this is the G/L account; a blank G/L account will default to the Cost of Sales account in Product Line Maintenance Inventory Issues Start Length Transaction Type (Hardcode 2 ) 1 1 From Warehouse Number 8 3 Job Number (Blank if no Job) 26 7 Cost Code Quantity (########.0000) Lot/Serial Number (if applicable) G/L Number if Job Number field is blank. 3 Regarding cost code & g/l account for sales: Record should be terminated with LF, CR or LF/CR combination. Lot/Serial Number field is optional for non-lot/serial Number items. Inventory Transfers Start Length Transaction Type (Hardcode 4 ) 1 1 From Warehouse Number 8 3 To Warehouse Number 11 3 Item Number Quantity (########.0000) Lot/Serial Number (if applicable) User ID 57 3 Header Comment Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 6

7 Inventory Receipts Start Length Transaction Type (Hardcode 6 ) 1 1 Warehouse Number 8 3 Cost Method Cost when Cost Method= (########.0000) Quantity (########.0000) Lot/Serial Number (if applicable) S=Standard, L=Last, A=Average, I=based on valuation method, =Imported Inventory Adjustments Start Length Transaction Type5 (Hardcode 5 ) 1 1 Warehouse Number 8 3 Quantity (########.0000) Lot/Serial Number or LIFO/FIFO Receipt Date and Receipt Number User ID 54 3 Header Comment GL Account 87 9 Inventory Cycle Counts Start Length Transaction Type5 (Hardcode 7 ) 1 1 Warehouse Number 8 3 Quantity (########.0000) Lot/Serial Number or LIFO/FIFO Receipt Date and Receipt Number User ID 54 3 Header Comment GL Account Inventory Adjustments and Cycle Counts will process FIFO/LIFO item numbers in addition to Lot/Serial numbers. Physical Count Start Length Transaction Type (Hardcode 8 ) 1 1 Warehouse Number 2 3 Item Number 5 15 Quantity (########.0000) Lot/Serial Number (if applicable) Sage Software, Inc. All rights reserved. IM-1011 (Revised 11/07) Page 7