Stock Control. Tutorial Guide API PRO. Open.7

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1 Tutorial Guide API PRO Stock Control Open.7 Module 2.4, the Stock control system, is one of the API PRO basic modules. The system handles spare parts on stock (stock items), stock levels and purchase needs on stock. The spare part table is included in module 2.1 Basic system. The spare part table, can among other things, be used as a simple information file that handles prices and suppliers. You can also link spares to the machine spare part list with just the Basic system installed. To manage the stock though, you need to have the stock control system installed. You will then receive a complete warehouse management including stock control data, inventory programs, follow-up on stock transactions, financial reporting etc. With the stock system installed, you will experience additional use of the system by its direct integration with the rest of the basic modules. You can make stock reservation and withdrawals directly towards a work order and then automatically receive material costs. Of course there are direct relations to the purchasing system and one of the great benefits of using stock and purchase together is the function of Accumulation of purchase needs that will convert purchase needs into orders with a minimum of work. When running the stock system it is also possible to integrate the add-on module 3.8 Hand held terminals for stock. The hand terminals allow you to use bar codes to communicate with the system for withdrawals, movements, delivery registration and even to do the inventories. This means that you are no longer tied to your computer in the same way as before and you can make withdrawals while you are moving around in the warehouse. Tutorial Guide API PRO Stock

2 The tutorial guide includes the following parts. For more detailed information, please read the API PRO reference guides. 1. STOCK CONTROL DATA STOCK TRANSACTIONS WITHDRAWAL (REMOVAL) RETURN ON WITHDRAWAL MOVEMENT BETWEEN STOCKS OTHER STOCK TRANSACTIONS STOCK TRANSACTIONS BY BAR CODE AND BY SPARE PART STOCK RESERVATION STOCKTAKING STOCKTAKING LIST REGISTER STOCKTAKING LIST LABEL PRINT STOCK CONTROL REPORTS STOCK VALUE LIST INVENTORY TURNOVER REPORT OTHER REPORTS /API Maintenance Systems Tutorial Guide API PRO Stock Page 2 of 19

3 1. Stock Control Data The Spare part table is managed by the API PRO Basic system. The stock system is required when the spare parts becomes a stock material and should be managed as such. To be able to register a spare part on a stock you must first enter the stock in the system. This can be done by using the stocks program in the basic menu. When the stock is created you can enter stock control data. There are three ways to do this. I. If the spare part already exists, you can proceed from the spare part screen, press the Stock button and click on New in the list layout to setup the stock control record. II. If the spare part already exists, you can also go directly to the Stock control data program and choose New to register a stock control record. III. If the spare part does not exist as a registered item, you have the possibility to enter Spare part and stock data in one go from the stock control data program. Choose New and enter a non-existing spare part key. This will generate a question of whether you want to set it up. By choosing to do that the system takes you to the spare part program to setup the new spare part and then back to continue in the stock control program. Further on we will only concentrate on the stock control data on the basis that the spare part already exists, independent of which of the three methods you will use. Tutorial Guide API PRO Stock Page 3 of 19

4 In the stock control program, you should enter information concerning Type number (SP key), Stock Key and Location. You can also categorize the article as an A, B, C, D, E or F stock item. The Cost type key is a financial parameter, which is used if you have different cost types for different stock items. If all items on stock have the same cost type, you can skip this field and enter a general cost type in the stock register instead. The function Auto reorder controls whether this item should be included in the accumulation of purchase needs. The min. quantity is the lowest allowed quantity and the max. quantity is the level the system will suggest you to buy. NB! The ordering point is when the stock level is below the min. quantity. I.e. if you want the system to reorder when there is a level of 2 on stock, enter 3 as min. quantity. After saving you will be asked to state the begin transaction (B) for the stock. Note that this is the only time you have the possibility to enter this type of transaction for this item and stock combination. You enter the quantity you had from the start, i.e. when you first registered the stock item, and press OK. In case of errors during this procedure, i.e. if you by accident enter incorrect data, there is no chance to adjust the transaction after saving. The only way to change this data is to use the adjustment or scrapping transactions. Tutorial Guide API PRO Stock Page 4 of 19

5 If you look on the second tab, Status, in the stock control program you will get information regarding some different quantities used by the system. The picture below explains some of the relations between these quantities. The stock control program holds several other detailed functions, especially with regard to transactions. Please refer to the API PRO reference documentation for more detailed information. Tutorial Guide API PRO Stock Page 5 of 19

6 2. Stock Transactions 2.1 Withdrawal (removal) In the stock transactions program you can execute three different types of transactions from a selected stock. These are removal (R), return (R), and movement (M). The function movement makes it possible to move spare parts between stocks. When doing a withdrawal (removal) from a stock you must enter which stock you want to make the withdrawal from. The system suggests the actual date as the transaction date, but you also have the opportunity to change the transaction date if you want to. The function shows removal (withdrawal) as default in the main menu, however by changing in the combo box you can select the other functions. The next step is to state to which account the withdrawal should be assigned (who is going to pay). You can make withdrawals towards a work order, maintenance object or debit account. You can even specify a cost purpose for the withdrawal or receive the purpose automatically from the work order. The withdrawal can be made towards work orders in progress and planned work orders. If the system has been configured for it, you can also make withdrawal towards completed work orders (contact the system administrator regarding system settings). If the work order number is known, you can write it down otherwise you can find it in the search list. Please notice that after having entered the work order number and having pressed tab, the system automatically updates the fields maintenance object, debit account and cost purpose with information from the work order. Tutorial Guide API PRO Stock Page 6 of 19

7 When you have finished your selection, click on New (or press Enter) and the withdrawal window will be displayed. Enter the desired type number of the spare part or search for the spare part in the search list. Information will be displayed regarding the available balance and the physical balance on stock. To enter the withdrawal quantity press tab and the cursor will go to the field Quantity removed. If there is a reservation on the spare part, a special window appears asking you whether you want to utilize the reservation or not. If you know that a reservation has been made on the WO you are using, then click Yes and you will get the opportunity to use the reservation. There will also be a question whether you want to remove the reservation. Normally you should answer yes to this question. You can also change the Cost purpose key and the Debit account key but not the Debit cost type key (Debit cost type key is controlled by the spare part and cannot be modified). When you are ready and have entered the number of spare parts you want to withdraw, press OK. If you want to make further withdrawals towards the same basic data, press the button Save and then add a new spare part key. When you have finished your withdrawal, you will return to the transaction browser, which will present a summary of your withdrawals. Tutorial Guide API PRO Stock Page 7 of 19

8 2.2 Return on Withdrawal If you want to make a return of a spare part, you should use the same program but change to the function Return. The rest of the fields are like for a withdrawal. In order to do the right return transaction as for the WO no., MO key, Account key and Cost purpose, there is a special function in the return window called Find transaction. This feature helps you to find the right withdrawal transaction to relate the return transaction to. Select the transaction you would like to return and click on OK. When you return to the transaction window, the system suggests the quantity from the chosen transaction. Click OK or change the number of items and then click OK. In the transaction browser the returned quantity will be displayed as a positive quantity unlike the withdrawal which is displayed as a negative quantity. Tutorial Guide API PRO Stock Page 8 of 19

9 2.3 Movement Between Stocks To be able to move a spare part between different stocks you must use the function Movement and then enter both the from stock key and the to stock key. If the spare part is not registered in the stock to which you want to move it, you will receive a warning and a possibility to register the spare part. The rest works like for withdrawals and returns. Notice that a movement is the proper way to make a movement transaction. Even though it is possible to solve the procedure by using other transactions, it will not make it possible to follow-up on your actions and it will not give you the correct history. 2.4 Other Stock Transactions In the Stock control data program it is also possible to make stock transactions like Adjustment (A) (single item stocktaking), Scraping (S) and Delivery (D). These transactions should not be in daily use. Adjustments are normally managed by the stocktaking system and deliveries are managed by the purchase system. Scraping, however, must be made from the Stock control data program. We refer to the API PRO reference documentation and the Tutorial guide of the purchase system for more information. Tutorial Guide API PRO Stock Page 9 of 19

10 2.5 Stock Transactions by Bar Code and by Spare Part These programs are very similar to the standard stock transactions program with the difference that they manage the fields in a different order. The spare part key is the first key you should enter, which means that if you know the spare part key (or bar code key) and you do not know on which stock the spare is located, you can use these programs as an alternative to the standard one. The transactions by bar code require that you have the spare part bar code and a bar code reader (can be installed in series with your keyboard). Having this, you can minimize the risk of entering the wrong SP key or stock key and also save time. Both of these programs only allow removal or return transactions. To make a movement, you must use the standard stock transaction program. 3. Stock Reservation The program stock reservation gives you the opportunity to survey reservations made on stock items. You can see to which work order the reservation belongs, who has made the reservation and which date on which reserved spare is will be needed (Reserved date). Tutorial Guide API PRO Stock Page 10 of 19

11 It is possible to add new reservations and edit the already existing reservation. This usually requires that the user has been assigned this specific permission. It is not possible to change the WO no. the reservation is related to though. When you add a new reservation you have to enter the Spare part key, Stock and Quantity. There is also a field called Activating reservations where you enter a suitable date. This date should be selected in order to avoid unnecessary stock value on the spare part, which is not going to be used for quite some time. Based on the system configuration of your internal lead time and the supplier delivery time, the system will calculate and suggest an activation date. The program is especially useful for the warehouse staff. E.g. they can terminate the unused reservations. It would be a good idea to define a routine for the company which erases all the unused reservations more than a month old. The warehouse responsible can do this by filtering on the reservation date more than one month old and erase the reservations that are no longer valid. 4. Stocktaking There are two functions supporting the stocktaking. One that creates inventory lists and one function that handles reporting/registration and creates the transaction records (Adjustment transactions (A)). The API PRO stocktaking even supports running stocktaking and with module 3.8 installed, the Hand held terminals, the stocktaking can be carried out in free order and without any printout list. 4.1 Stocktaking List In the program for stock inventory you can create a stocktaking list. Specify on which Stock key the stocktaking should be carried out. Classify the basis for the stocktaking, either location or spare part key To/ From. You can even choose to make the inventory on the basis of the Price >: or Not counted since. The field Max. no locations allows you to decide the maximum number of locations to be printed on the stocktaking list for example corresponding to 1 day s counting. Tutorial Guide API PRO Stock Page 11 of 19

12 Please note that the function Not counted since is very useful if you apply a running stocktaking. This means that you can do stocktaking rack by rack running under a longer period. When you consider that you have finished the complete stock, simply choose to run a final list just including not counted since the date you printed the first list. This printout will provide you with a stocktaking list with all the items you might have missed through the running stocktaking. When you have finished your selection, click on OK and you will receive a stocktaking list. The system will generate a Stocktaking list number and also the name of the person who has created the list. You need to know the number when you are going to register the stocktaking. It is possible to configure the system to show the system quantity on the list. Contact the system administrator regarding this. Tutorial Guide API PRO Stock Page 12 of 19

13 4.2 Register Stocktaking List When you have finished the stocktaking, you must enter the counted quantity in the system in order to get the stocktaking to take effect. Execution of the stocktaking will result in adjustment transactions (A) in the database. The first window is a browser of all active lists. The browser displays the stocktaking Invent no., Issued by, Start date and to which Stock the list belongs. Select the desired list by marking the record that represents the list (Invent no.). This list will then be displayed in a separate browser and you can now register the stocktaking list. Register record by record by entering the counted quantity directly in the browser. If several records are in accordance with the system physical balance, you can simply select all these lines and update them all at the same time. They will be considered as counted by the system without any adjustment transaction. Updated records get their check box ticked in the browser. If you press the button Print list before you close the list, you will receive a summary report of your stocktaking that can be stored as a receipt. If you press the button Print res. Before you close the list, you will receive a summary report of your stocktaking that can be stored as a receipt. Tutorial Guide API PRO Stock Page 13 of 19

14 When you have finished, click OK and close the list. You will then get a window with four alternatives for updating of the stock. No stock update and keep stocktaking list: No feedback will be made for now and the list will still be active. Your registered figures will be stored though and you have the possibility to return later on to finish the stocktaking registration. E.g. You have registered part of the stocktaking and also want the possibility to adjust the figures later on. Update counted stocks and delete stocktaking list: Only registered items (marked with ticked checkboxes) will be updated and the complete list will be erased. E.g. You have counted and registered the important items and the rest can be counted later on in a new stocktaking. The items not registered will not be considered as counted. Update counted stocks and remove them from stocktaking list: Only registered items (marked with ticked checkboxes) will be updated and removed from the list. The rest of the list will be left as active. E.g. Larger stock takings will provide the possibility to feed back the part that has been finished. These items will no longer be locked by the stocktaking. Update counted stocks and mark the other stocks as counted: The complete list will be fed back, independent of whether new figures have been entered (marked with ticked checkboxes *) or not. The non-counted items will be updated as counted, but no adjustment transaction will be made. E.g. If you just enter figures for the quantities that differs, this will mean that all the others will be considered as counted with the same quantity as before stocktaking. All items will receive the status Latest count according to the date you enter. Tutorial Guide API PRO Stock Page 14 of 19

15 5. Label Print The label print program is located in the Special menu. It is possible to print labels for different kinds of records from the system. In this guide we will focus on printing labels for stock items. Before you start printing you must design a Crystal Reports template according to your needs. If you do not have any special requirements, you can also use a default template delivered by API Maintenance Systems. Contact your system administrator regarding Crystal Reports templates. We also recommend you to buy a special label printer for this purpose. Please contact API Maintenance Systems for recommendations. With the label print you can print labels of spare parts/stock items with or without bar codes. You enter which stock and whether you want to print out all stock items or a selection of locations or spare part keys. Please notice that you have to press Tab after you have entered the stock key, otherwise you will not get any further. To set up the Crystal Reports printouts it is necessary to have some experience (and permissions). Therefore we strongly recommend that you contact the system administrator before you try to print labels. Tutorial Guide API PRO Stock Page 15 of 19

16 6. Stock Control Reports In the API PRO Stock control system there are a number of standard reports. The most important are the Stock value and the Inventory turnover reports. The user also has the opportunity to design his/hers own report. It can be done by using the Progress report/query tools Results and Crystal Reports. The Progress report/query tool is enclosed in the delivery of API PRO. Crystal Reports development tool is optional. All standard stock control reports are located in a sub menu of the Stock menu. The standard financial reports, which of course include stock transactions, can be found in a sub menu to the Basic menu. 6.1 Stock Value List This report provides you with a list showing the stock value for a specific date (value date). You can filter the report on stock, spare part code, spare part group or a range of spares. You can also choose whether you would like to see the invoice amount or not. It is possible to group the report by stock, spare part code or spare part group. There are different detail levels. Normal provides you with one line per spare part record and compressed provides you with one line per record of the grouping criteria you have selected. The most important thing is to choose the right calculation method that fulfils your organization s requirements. Please refer to the API PRO reference documentation for information considering the calculation methods. Tutorial Guide API PRO Stock Page 16 of 19

17 Below is an example of the printout. Tutorial Guide API PRO Stock Page 17 of 19

18 6.2 Inventory Turnover Report This report calculates the yearly inventory turnover on stock, i.e. the physical turnover, not the financial sales. Independent of the length of period you enter, the system will interpolate and calculate an estimate for the yearly turnover. E.g. if we enter the period from first of January till the end of April and the average stock level has been 3 items and the withdrawn quantity has been 4 (until the 30/4), the system will interpolate that the withdrawn quantity on a yearly basis will be 12, and that the average stock level will stay the same all year. This will give an inventory turnover of 4 (12 / 3 = 4). Filter on stock and/or SP key then choose period. The system will suggest the start date as January 1 current year. Below is an example of the printout. Tutorial Guide API PRO Stock Page 18 of 19

19 6.3 Other Reports There are a lot of other standard reports available. In most cases it is quite obvious how they work. Please try them out by yourself or read the API PRO reference documentation for more detailed information. Below is a survey of other useful standard reports related to the Stock control system. Report: Spares / Stock below minimum Non moving stock items ABC analysis Price list Stock control data list Stock transaction report Reservation survey Financial transaction report Purchase & removal analysis Menu: Stock Stock control reports Stock Stock control reports Stock Stock control reports Stock Stock control reports Stock Stock control reports Stock Stock control reports Stock Stock control reports Basic Financial reporting Purchase Purchase reports Tutorial Guide API PRO Stock Page 19 of 19

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