Welcome. to the Inventory Management Manual. How to Use This Guide. Contents. Index. Modules

Transcription

1 Welcome to the nventory anagement anual How to se his Guide ontents ndex odules

2 How to se his Guide Go to the How to se his Guide page (this page)....ext on page... Go to the ontents. Go to the previous page. Go to the next page. Go back to the previous link. Go to the ndex. Go to the odules page. ndicates a jump to a topic. ookmarks appear in the overview window to the left of the document window. hese bookmarks are similar to a table of contents. ote: he nstallation Guides and ser anuals -R is best viewed using crobat Reader 4.0. For best printing results, print to a Postcript printer. opyright est oftware, nc. ll rights reserved.

3 3 hapter 1 ntroduction 10 verview of the nventory anagement odule 10 How to se his anual 11 Graphic onventions 11 ext onventions 12 ontents hapter 2 sing the etup enu 13 nventory anagement etup enu 13 nventory anagement ptions 14 etting p nventory anagement ptions 14 etting p dditional ptions 16 etting p Form ptions 17 General edger ccount aintenance 18 etting p General edger ccounts 19 Price ode aintenance 22 etting p Price odes 22 / onversion aintenance 23 etting p / onversions 23 Product ine aintenance 25 etting p Product ines 25 pdating Product ine nformation 27 etting p Product ine ccounts 28 Warehouse ode aintenance 29 etting p Warehouse odes 29 uyer/planner ode aintenance 30 etting p uyer/planner odes 30 Printing the uyer/planner ode isting 30 ar ode Printer aintenance 31 etting p the ar ode Printer 31 Warranty ode aintenance 32 nventory anagement anual

4 4 nventory anagement tilities 33 tem Valuation hange election 33 tem Valuation ost ethods 35 Hierarchy of osts 37 tem Valuation hange aintenance 38 tem Valuation hange Register 39 tem elete/renumber/erge 40 eleting tem umbers 41 Renumbering tem umbers 42 erging tem umbers 42 electing Files for eletion 44 elaying the xecution Process 44 hapter 3 sing the ain enu 45 nventory anagement ain enu 45 nventory aintenance 46 uilding the nventory aster File 46 ntering nventory nformation 47 ntering an xtended tem escription 48 aintaining tem emos 49 eleting nventory tem Records 49 Vendor/tem ist nformation 50 Renumbering tems 50 opying from nother tem 51 Viewing etailed Quantity History 51 Viewing etailed Quantity History nformation 52 Viewing ales History 53 Viewing etailed ales History nformation 54 diting ales History 54 Viewing Receipts History 55 Viewing etailed Receipts History nformation 56 diting Receipts History 56 Viewing Quantity on Hand & Reorder 57 Viewing Quantity Recap 58 Viewing Quantity History 59 Viewing Future Period ctivity 59 aintaining ales Promotion nformation 60 nventory anagement anual

5 5 Viewing ot or erial umbers 61 ntering lias tem umbers 62 Printing the lias tem umber isting 62 reating lternate tem umbers 63 etting Quantity Price reaks 64 ntering Vendors 65 Viewing Vendor Prices 66 aintaining tem ptions 67 Viewing tem ransactions 68 Viewing ransaction tem ost etail 69 Viewing pen rders 70 Viewing dditional pen rder nformation 71 Viewing ost etail 72 nventory nquiry 73 Viewing nventory nformation 73 ooking p tem Prices 74 Viewing lternate tems 75 Viewing dditional nformation 76 ransaction ntry 77 Recording ransactions 77 ntering ine tems 79 dding tem umbers 79 istributing ot or erial umbers 80 istributing by Range 80 ist ntry Feature 81 ransaction Journal 82 Printing the ransaction Journal 82 Printing the ack rder Fill Report 83 Printing Receipt abels 84 utomatic ost/price hange 85 ntering ost/price hanges 85 ales Promotion aintenance 87 ntering ales Promotions 87 pplying ales Promotions 88 ales Promotion Report 89 Printing the ales Promotion Report 89 nventory anagement anual

6 6 aily ransaction Register 90 Printing the aily ransaction Register 90 hapter 4 sing the Physical enu 92 nventory anagement Physical enu 92 Physical ount Worksheet 93 Printing the Physical ount Worksheet 93 Physical ount ntry 95 ntering Physical ount ata 95 ntering ine nformation 96 dding an tem 97 Physical ount Variance Register 97 Printing the Physical ount Variance Register 98 hapter 5 sing the its enu 100 nventory anagement its enu 100 How to se ales its 101 ales it aintenance 102 ntering ales its 102 opying from nother ales it 103 ales it isting 104 Printing the ales it isting 104 ales it Where-sed isting 105 Printing the ales it Where-sed isting 105 osted ales it Report 106 Printing the osted ales it Report 106 hapter 6 sing the Reports enu 107 nventory anagement Reports enu 107 nventory tem isting 108 Printing the nventory tem isting 108 nventory anagement anual

7 7 nventory abel Printing 109 Printing nventory abels 109 ar ode Printing 110 efining ar ode ypes 111 Quiet pace Requirements 111 ar ode Reader onsiderations 111 ssigning Printers to ar ode ypes 112 electing ar ode ata for Printing 112 ongraphical Printing onsiderations 113 Graphical Printing onsiderations 114 nventory emo Printing 115 Printing nventory emos 115 nventory Price ist 116 Printing the nventory Price ist 116 nventory tock tatus Report 117 Printing the nventory tock tatus Report 117 nventory Reorder Report 118 Printing the nventory Reorder Report 118 nventory Valuation Report 119 Printing the nventory Valuation Report 119 nventory urnover Report 120 alculating Report mounts 120 Printing the nventory urnover Report 121 nventory ales nalysis 122 Printing the nventory ales nalysis 123 nventory ales History Report 124 Printing the nventory ales History Report 125 nventory ssue History Report 126 Printing the nventory ssue History Report 127 etail ransaction Report 128 Printing the etail ransaction Report 129 rial alance Report 130 Printing the rial alance Report 130 General edger Posting Recap 131 Printing the General edger Posting Recap 131 tem asterfile udit Report 132 Printing the tem asterfile udit Report 132 nventory anagement anual

8 8 nventory Receipts History Report 133 Printing the nventory Receipts History Report 133 nventory Valuation Report by Period 135 Printing the nventory Valuation Report by Period 135 hapter 7 sing the Period nd enu 136 nventory anagement Period nd enu 136 nventory egative ier Report 137 Printing the nventory egative ier Report 137 nventory egative ier djustment 138 Printing the nventory egative ier djustment Register 138 Period nd Processing 139 Performing Period nd Processing 139 Full Period nd Processing 140 nly Remove osting iers with Zero Quantities 142 nly Remove ransaction etail 142 nly Remove etail History 143 Glossary 144 ppendix ystem essages 147 nventory anagement essages 147 nventory anagement ptions 147 Price ode aintenance 148 Product ine aintenance 148 Warehouse ode aintenance 148 ar ode Printer aintenance 148 nventory tilities 149 nventory aintenance 149 nternet tem ttachments 151 ransaction ntry 151 ransaction Journal, Physical ount Variance Register, and nventory egative ier djustment Register 152 ales it aintenance 152 nventory abel/receipt abel Printing 153 nventory anagement anual

9 9 ppendix ustomizing ongraphical Forms 154 ustomizing abels 155 ppendix ntegrating ther odules with nventory anagement 156 General edger 156 ales rder 157 Purchase rder 158 Job ost 158 ill of aterials 159 Work rder 160 aterial Requirements Planning 160 ppendix Report amples 161 nventory anagement anual

10 ntroduction hapter 1 verview of the nventory anagement odule hapter 10 1 he nventory anagement module keeps a detailed accounting of inventory quantities, and at the same time, provides in-depth cost and sales information to help you make purchasing and pricing decisions. number of options allow you to create a flexible system that adapts to your requirements instead of requiring you to change your business to accommodate the system. For example, every item can be assigned a separate costing method (tandard ost, verage ost, F, FF, ot umber, or erial umber). You can maintain inventory for a single location or any number of warehouses (locations), classify items of similar types into product lines, or create your own sort categories. omprehensive reports provide up-to-date information on stock status, reordering needs, inventory valuation, inventory turnover, and detailed sales history and analysis. f the ales rder module is integrated with the nventory anagement module, you can set up a pricing structure that includes special pricing for sales or promotions, quantity price breaks, pricing levels for different customer types, or even contract pricing on designated items for specific customers. When used in conjunction with the ales rder and Purchase rder modules, nventory anagement automatically reflects all current sales and purchasing information. he Job ost module can also be integrated with nventory anagement allowing you to post costs associated with items issued from inventory to jobs. When the General edger module is integrated with the nventory anagement module, all inventory postings are made directly to the general ledger, eliminating duplicate entries and possible errors. nventory anagement anual

11 11 hapter 1 ntroduction How to se his anual Your nventory anagement module is designed to operate in conjunction with the other modules in this product line. efore proceeding, complete the installation instructions listed in your nstallation Guide as well as the instructions for Performing ystem etup asks in your Getting tarted Guide. se the nventory anagement manual as a reference for understanding features of the module. he manual contains overviews and samples of windows. his manual should be used in conjunction with the Help system, which provides detailed field information and How o procedures. Graphic onventions he following icons are used throughout this manual to indicate different types of information. he ote symbol is followed by additional information about a topic. he Helpful Hint symbol is located in a grey text box and followed by additional information about an option. he Warning symbol is followed by information to help you avoid costly mistakes. nventory anagement anual

12 12 hapter 1 ntroduction ext onventions he following table describes the text conventions used in all manuals. ext onvention Field font talic font xplanation ndicates a field name, list box name, options in a list, column name, or check box. xample: he odes button is available only if Windows Printer Port or Physical evice is selected at the evice ype field. ndicates directory names or references to other manuals. xample: For more information about setting up and processing sales tax, refer to your ccounts Receivable or ccounts Payable manual. nventory anagement anual

13 sing the etup enu hapter 2 nventory anagement etup enu hapter 13 2 he nventory anagement etup menu contains the options used to build and maintain the files required for the operation of the nventory anagement module. f you are running ystem tartup, this menu does not appear; however, you will advance sequentially through each option on the nventory anagement etup menu until the startup process is complete. fter completing ystem tartup, you can access the nventory anagement etup menu at any time to modify the nventory anagement options. n addition, you can modify or delete the information contained in the setup files. etup menu options: nventory anagement ptions General edger ccount aintenance Price ode aintenance / onversion aintenance Product ine aintenance Warehouse ode aintenance uyer/planner ode aintenance ar ode Printer aintenance Warranty ode aintenance nventory anagement tilities nventory anagement anual

14 14 hapter 2 sing the etup enu nventory anagement ptions ach module can be customized to fit your company's specific accounting requirements. nventory anagement ptions presents a series of options that allow you to select features most appropriate for your business. etting p nventory anagement ptions lthough these options are usually established during ystem tartup, they can be modified at any time. n the nventory anagement etup menu, click nventory anagement ptions. he ot/erial nquiry and rill-own features in nventory aintenance are available only if this check box is selected. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. he Warranty racking features are available only if this check box is selected. nventory anagement anual

15 15 hapter 2 sing the etup enu he beginning and ending dates for each inventory period are determined by the ase nventory Periods n field in the nventory anagement ptions window. f alendar onths is selected, the inventory period-ending dates are based on the standard calendar month (January 31, February 28, etc.). You can only have 12 periods when using the alendar option. For the system to calculate the actual period-ending dates, the urrent nventory alendar Year must be typed in the nventory anagement ptions window. f Fiscal Periods is selected, the inventory period-ending dates are based on the period-ending dates specified for the general ledger. his option is available only if the General edger module is installed. he number of periods in a fiscal year is determined by the entries in General edger ptions. You should not process inventory for a period prior to the current general ledger period. f it is necessary to do so, refer to your General edger manual. Whether you are using the calendar year or fiscal periods, the current inventory period is incremented after the completion of nventory anagement Period nd Processing. nventory anagement anual

16 16 hapter 2 sing the etup enu etting p dditional ptions fter completing the nventory anagement ptions ain tab, click the dditional tab to define additional setup options. Receipt labels only print for items received that are set up for labels in nventory anagement ptions. nventory anagement anual

17 17 hapter 2 sing the etup enu etting p Form ptions fter completing the nventory anagement ptions dditional tab, click the Forms tab to select forms that will print graphically using rystal Reports. lick the Printer button to print the nventory anagement ptions isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, if the General edger module is installed, you advance to Price ode aintenance. f the General edger module is not installed, you advance to General edger ccount aintenance. nventory anagement anual

18 18 hapter 2 sing the etup enu General edger ccount aintenance he nventory anagement module can provide a recap of general ledger postings that reflect inventory activity for each accounting period. he posting information contained in this recap reflects the inventory received, issued, transferred, and adjusted. nytime a transaction entry, physical count entry, or negative tier adjustment changes an item's quantity on hand or unit cost, the general ledger accounts defined for the item's product line are posted with the associated cost amounts. Whether or not the General edger module is set up, nventory anagement posts journal entries to the aily ransaction Register using account numbers defined in General edger ccount aintenance. he General edger check box must be selected in the nventory anagement ptions window to post the transactions printed on the aily ransaction Register. f you have not set up the General edger module, you must use General edger ccount aintenance to enter each general ledger account you will use to post inventory transactions (only the ain tab will be accessible). he postings from the nventory anagement module are reflected on both the aily ransaction Register and the General edger Posting Recap reports. hese reports provide an audit trail of all nventory anagement activities and serve as a source for posting to a manual general ledger. he postings contained on these reports can be purged during nventory anagement period-end processing. se the General edger Posting Recap to make journal entries to your manual general ledger. f you have set up the General edger module, accounts can be established using General edger ccount aintenance or ccount aintenance in the General edger module. Journal entries automatically post to the general ledger. nventory anagement anual

19 19 hapter 2 sing the etup enu etting p General edger ccounts Warning o not delete the Product ine aintenance accounts. he following general ledger accounts are used by the nventory anagement module and must be assigned to each product line in Product ine aintenance. ost of Goods old ccount his expense account is debited with the cost of items sold or issued from inventory. nventory ccount his asset account contains the current inventory value on a perpetual basis. t is debited when inventory is increased (received) and credited when inventory is reduced (sold or issued). You can use a single nventory account for the entire inventory, or use separate accounts for different product lines. nventory djustment ccount his account is used to post write-downs or write-ups of inventory when an adjustment is made using ransaction ntry or Physical ount ntry. his account is credited when a positive adjustment (write-up) is made, and debited when a negative adjustment (write-down) is made. he djustment account should be in the miscellaneous income or miscellaneous expense section of your chart of accounts. anufacturing Variance djustment ccount his miscellaneous expense account is debited with any variance from the standard cost and the actual product cost when an item using the tandard ost valuation method is completed for a work order in Work rder ransaction ntry. Purchase rder Variance djustment ccount his account is used to post any variance between the cost of goods received and the amount actually invoiced in Purchase rder Receipt of Goods/nvoice ntry. he offset to this account is the Purchases learing account. f the invoiced cost of an item is different from the cost recorded when the item was received, the difference is posted as a credit to the Purchases learing account and as a debit to the Purchase rder Variance djustment account. nventory anagement anual

20 20 hapter 2 sing the etup enu Purchases learing ccount his is a liability holding account for inventory received until the invoices for the receipts are posted through the ccounts Payable or Purchase rder module. t is credited when goods are received into inventory. When the applicable invoice is received, it is debited and the corresponding liability account in the ccounts Payable module is credited. ales/ncome ccount his income account is credited with the sale amount of each inventory item and miscellaneous charge. For miscellaneous charges and miscellaneous items, the accounts can be assigned to charge codes in ales rder iscellaneous harge aintenance. his account can be changed manually in ales rder nvoice ata ntry or ales rder ntry. ales Returns ccount his income account is debited with the sales amount associated with the item being returned (negative sales amount). lthough these accounts are usually established during ystem tartup, they can be modified at any time. nventory anagement anual

21 21 hapter 2 sing the etup enu n the nventory anagement etup menu, click General edger ccount aintenance. You can add a record by entering an account number. f the General edger module is not set up, the default account number format of ####-### must be used. dditionally, you will not have access to some of the General edger features, such as the udget tab and opy ccounts button. For more information, refer to your General edger manual. lick the Printer button to print a hart of ccounts isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to Price ode aintenance. nventory anagement anual

22 22 hapter 2 sing the etup enu Price ode aintenance se Price ode aintenance to set up price schedules based on a specified markup or discount method, as well as quantity price breaks. Price codes can be assigned to any number of items in inventory. When an item number is entered in ransaction ntry, the price is automatically calculated based on the price code and the quantity entered. When an item number is entered in ales rder ntry, the price level specified in the ccounts Receivable ustomer master file is used. Prices for items not assigned a price code are based on the standard price for the item. When the nventory anagement module is used in conjunction with the ales rder and ccounts Receivable modules, Price ode aintenance can be used to establish pricing for different groups of customers. stablish customer price levels within each price code and enter the corresponding customer price levels in the ccounts Receivable ustomer master file. Price ode aintenance allows you to create a unique pricing structure. f you do not want to use price codes for quantity break pricing, you can skip Price ode aintenance. f you require quantity break pricing for specific items, this information can be entered for individual items in nventory aintenance. etting p Price odes n the nventory anagement etup menu, click Price ode aintenance. f you delete the tandard price level, all price levels for the price code are deleted. You can delete other price levels for a price code without deleting the entire price code. nventory anagement anual

23 23 hapter 2 sing the etup enu lick the Printer button to print a Price ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to / onversion aintenance. / onversion aintenance se / onversion aintenance to define the relationships between various units of measure. For example, the conversion file defines a gross as containing 12 dozen or 144 single units. For any given unit of measure, equivalent units of other measures are defined. ecause a gross, 12 dozen, and 144 single units all represent the same total number of items, each of these measurements is classified as equal. he conversion factors established for a unit of measure can be used to automatically enter equivalent sales and purchase units of measure. he factors entered in this option can be used in nventory aintenance, Product ine aintenance, ransaction ntry, and in the ales rder, Purchase rder, ill of aterials, and Work rder modules. etting p / onversions n the nventory anagement etup menu, click / onversion aintenance. You must enter the largest unit of measure at the nit of easure field, and enter the smaller equivalents at the / fields. nventory anagement anual

24 24 hapter 2 sing the etup enu For example, if the standard unit of measure is H, and the purchase unit of measure is, enter the conversion factors as shown below. lick the Printer button to print a / onversion isting. uring ystem tartup, you advance to Product ine aintenance. nventory anagement anual

25 25 hapter 2 sing the etup enu Product ine aintenance ote ven if you do not group your inventory by product line, you must establish at least one product line code. his code will include all inventory items. se Product ine aintenance to set up and maintain multiple product lines. product line consists of any number of items that you want to group for inventory reporting and general ledger posting, and that share similar product information. For example, a product line can consist of items from the same manufacturer, items of a similar type or purpose, etc. ll inventory reports can be sorted by product line with quantity and cost information subtotals printed by product line. n addition, information for items assigned to a product line are posted to the same general ledger accounts. etting p Product ines product line code must be assigned to every item when establishing the nventory master file. When an item is assigned a product line code, it assumes the attributes defined for that specific product line. he product line information then becomes the default information for that item. o save time and avoid confusion, define the product line codes using the following guidelines. efine at least one product line. f all of your inventory items are posted to the same general ledger accounts, and you do not require report subtotals by product line, you can assign all items to the same product line. efine at least one product line for each separate nventory or ost of Goods old account to which you want to post. efine a separate product line for items being grouped for reporting and posting purposes. nformation for all items assigned to the same product line is posted to the same general ledger accounts. nventory anagement anual

26 26 hapter 2 sing the etup enu Warning f the Retain ales History and Retain Receipts History check boxes are cleared, the tem Valuation by Period Report may be inaccurate. he valuation method can be changed for individual items during inventory setup. n the nventory anagement etup menu, click Product ine aintenance. he standard unit of measure is used for reporting the quantity-on-hand information for each item and should be the smallest unit of measure. his field is available only if the ales ax Reporting check box is selected in the ccounts Receivable ptions window. his field is available only if the nable Warranty racking check box is selected in the nventory anagement ptions window. his field is available only if the llow ntry of anded ost check box is selected in the Purchase rder ptions window. nventory anagement anual

27 27 hapter 2 sing the etup enu pdating Product ine nformation n the Product ine aintenance ain tab, click pply to maintain product line information. Product line information can be changed within Product ine aintenance and specific product line fields can be updated to all inventory items or a range of inventory items in the product line. nformation can also be updated for items included on open sales orders or open purchase orders. his field is available only if the llow ntry of anded ost check box is selected in the Purchase rder ptions window. Warning o, under any circumstances, interrupt the update process his field is available only if the nable Warranty racking check box is selected in the nventory anagement ptions window. f you select the pen P tems and/or pen tems check boxes, and you select the ax lass check box, the taxable/nontaxable total amounts on the purchase order or sales order are changed based on the ax lass check box. lick Proceed to build an inventory item list containing the information to apply. he following dialog box appears. Print the Product ine aintenance pply Report and review it for accuracy. f there are errors, return to Product ine aintenance, make the necessary changes, print the Product ine aintenance pply Report, and proceed with the update. nventory anagement anual

28 28 hapter 2 sing the etup enu f Yes or hanges is selected at the rack hanges ade to tem asterfile field in the nventory anagement ptions window, the information is also updated to the udit file. etting p Product ine ccounts fter completing the Product ine aintenance ain tab, click the ccounts tab to set up Product ine accounts. f an accounting segment is selected at the G/ egment for Whse Postings field in the nventory anagement ptions window, the Post by Warehouse check box appears for each inventory account listed. For information on posting product line information to an account number by warehouse, see Posting by Warehouse in the Help system. lick the Printer button to print a Product ine isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to Warehouse ode aintenance. nventory anagement anual

29 29 hapter 2 sing the etup enu Warehouse ode aintenance se Warehouse ode aintenance to set up and maintain information for all inventory locations such as stores, warehouses, departments, etc. y establishing multiple warehouse codes, you can produce inventory reports, print labels and physical count sheets, and post general ledger transactions by warehouse. f the Require ultiple Warehouses check box is selected in the nventory anagement ptions window, use Warehouse ode aintenance to assign a code, description, address, and general ledger segment value to each location. ote You cannot delete the default warehouse code specified in nventory anagement ptions. f the Require ultiple Warehouses check box is cleared, you must enter information for the default warehouse code (the only warehouse for your company) entered in the nventory anagement ptions window. he default warehouse code cannot be deleted, but you can access the record at any time to change the description, address, and general ledger segment value. etting p Warehouse odes n the nventory anagement etup menu, click Warehouse ode aintenance. lick the Printer button to print a Warehouse ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to uyer/planner ode aintenance. nventory anagement anual

30 30 hapter 2 sing the etup enu uyer/planner ode aintenance se uyer/planner ode aintenance to assign a code to the employees in charge of buying inventory and/or planning work orders. You can assign a buyer and/or planner code to each inventory item. oth the uyer/planner ode isting and nventory tem isting print buyer/planner information. etting p uyer/planner odes n the nventory anagement etup menu, click uyer/planner ode aintenance. uring ystem tartup, you advance to ar ode Printer aintenance. Printing the uyer/planner ode isting lick the Printer button in uyer/planner ode aintenance to print a uyer/planner ode isting. For more information, see Printer ptions in the Help system. nventory anagement anual

31 31 hapter 2 sing the etup enu ar ode Printer aintenance ote ar ode Printer aintenance must be set up before any bar codes can be printed. se ar ode Printer aintenance to select one of two types of bar code standards to use for printing bar code information on labels in the nventory anagement, Purchase rder, and ill of aterials modules. f the Work rder module is integrated, bar code information can also be printed on picking sheets and operation tickets. ar codes can be printed in either ar ode 39 or ar ode 128 format. For more information, see ar ode Printing. his option allows you to select the printer for printing bar codes. ar codes can be printed to a variety of printers, and you can select as many as 10 separate printers for bar code printing. etting p the ar ode Printer n the nventory anagement etup menu, click ar ode Printer aintenance. ue to Windows printing conflicts, you must set up a printer in evice onfigurator to use as a bar code printer, then select that printer when printing bar codes. For more information, see evice onfigurator in your ibrary aster manual. printer is only needed when printing nongraphical forms. elect the printer type that your printer uses for printing bar codes (for printing graphics). his information can be obtained from your printer manual. nventory anagement anual

32 32 hapter 2 sing the etup enu Warranty ode aintenance ote his window is available only if the nable Warranty racking check box is selected in the nventory anagement ptions window. se Warranty ode aintenance to create and maintain warranty codes. You can also specify the number of days to calculate warranty expiration dates. lick the Printer button to print a Warranty ode isting. For printing instructions, see Printer ptions in the Help system. nventory anagement anual

33 33 hapter 2 sing the etup enu nventory anagement tilities nventory anagement tilities contains utilities that allow you to modify certain fields for a large number of items. tilities are available for deleting, renumbering, or merging items and changing the valuation method for items. n the nventory anagement etup menu, click nventory anagement tilities. ote o enter valuation changes item by item, see tem Valuation hange aintenance. tem Valuation hange election se the tem Valuation hange election option to change an inventory item's valuation method, even if there is quantity on hand for the item, or if the item is committed on a sales order, purchase order, or work order. You can change the valuation method for a selected range of product lines and/or inventory items. f changing an item's valuation method causes a change in the item's value, an entry is created and automatically posted to the general ledger. nventory anagement anual

34 34 hapter 2 sing the etup enu n the nventory anagement tilities window, select tem Valuation hange election. lick Proceed to return to the nventory anagement tilities menu. nventory items that have a negative quantity in a warehouse cannot be changed to a valuation of lot or serial. For more information on changing valuation methods, see tem Valuation ost ethods. lick the Printer button to print the tem Valuation hange Register. Review your entries before updating them to the nventory master file. For more information, see tem Valuation hange Register. nventory anagement anual

35 35 hapter 2 sing the etup enu tem Valuation ost ethods he following table illustrates which cost is used when changing an item's existing valuation method to a new valuation method. o use this table, find the ld valuation method listed on the left, and match it with the ew valuation method listed across the table. For example, if you are changing an item's valuation method from FF to ot umber, the costing method used is method 2. W Valuation ethod tandard ost verage ost FF F ot umber erial umber tandard ost verage ost / VG / VG VG VG VG FF VG / F VG 4 / 2 3 ot umber VG 1 1 / 3 erial umber VG / nventory anagement anual

36 36 hapter 2 sing the etup enu Reading Valuation ethod able odes 1 he tem Valuation hange election option in nventory anagement tilities creates a new tier for each receipt date, number, and unit cost for that warehouse. 2 For each new lot created in a warehouse, the utility uses the unit cost of the first tier record for that warehouse. 3 For each tier record encountered, the utility creates a unique serial number with a quantity of 1 for all quantities in that tier, using the unit cost of that tier. 4 he unit cost remains the same for each tier. nly the chronological order is reversed. VG he standard cost in the tem master file is used. he average cost of the item for each warehouse is used. nventory anagement anual

37 37 hapter 2 sing the etup enu Hierarchy of osts he valuation method of an item affects the order in which each type of cost is used in uto Generate rders election and Purchase rder ntry, as illustrated below. Purchase rder utomatic Reorder election uses the last cost specified in tem Vendor aintenance; however, if that cost is zero, then the last cost in the nventory master file is used. Valuation ethodost Hierarchy tandard Valuation verage Valuation he standard cost from the nventory master file is used. f the standard cost is zero, the unit cost defaults to the last cost. f the last cost is zero, the unit cost defaults to the warehouse average cost. f the warehouse average cost is zero, the unit cost defaults to the item average cost. he warehouse average cost from the nventory master file is used. f the warehouse average cost is zero, the unit cost defaults to the item average cost. f the item average cost is zero, the unit cost defaults to the last cost. f the last cost is zero, the unit cost defaults to the standard cost. F/ot/erial Valuation he last cost from the nventory master file is used. f the last cost is zero, the unit cost defaults to the standard cost. f the standard cost is zero, the unit cost defaults to the warehouse average cost. f the warehouse average cost is zero, the unit cost defaults to the item average cost. FF Valuation he last cost from the nventory master file is used. f the last cost is zero, the unit cost defaults to the standard cost. f the standard cost is zero, the unit cost defaults to the warehouse average cost. f the warehouse average cost is zero, the unit cost defaults to the item average cost. nventory anagement anual

38 38 hapter 2 sing the etup enu tem Valuation hange aintenance se the tem Valuation hange aintenance option to view and edit selections from the tem Valuation hange election option. You can also use this option to enter valuation changes item by item. f an item's valuation method is changed to or from tandard ost, and the standard cost is different from the actual cost at the time of receipt (in either ransaction ntry or Purchase rder Receipt of Goods ntry), the costs in the ransaction etail file are also changed. he variance between these costs is posted to the nventory djustment account (established in Product ine aintenance) when the tem Valuation hange Register is updated. o change the valuation method for an item which is normally reconciled in the etail ransaction Report, print the etail ransaction Report before the valuation method is changed, and delete the detail for that item using the tem elete/renumber/erge option. n the nventory anagement tilities window, select tem Valuation hange aintenance. lick Qty Remaining to distribute the total quantity remaining for the warehouse for the current lot/serial number. lick lear to clear all item valuation change selections. nventory anagement anual

39 39 hapter 2 sing the etup enu nventory items that have a negative quantity in a warehouse cannot be changed to a valuation of ot or erial. For more information on changing valuation methods, see tem Valuation ost ethods. tem Valuation hange aintenance posts an adjustment to the nventory and djustment accounts if there is a cost difference between the old valuation and new valuation. When the total quantity on hand for all warehouses is distributed, click ccept to accept the new valuation information. lick the Printer button to print the tem Valuation hange Register. Review your entries before updating them to the nventory master file. For more information, see tem Valuation hange Register. tem Valuation hange Register he tem Valuation hange Register lists all information entered using the tem Valuation hange election and tem Valuation hange aintenance options and is used to check the accuracy of the data entered. he report must be printed before the valuation change entries can be updated to the inventory. n the nventory anagement tilities window, select tem Valuation hange Register. his option can also be accessed at the completion of the tem Valuation hange election or tem Valuation hange aintenance option. nventory anagement anual

40 40 hapter 2 sing the etup enu Warning o, under any circumstances, interrupt the update process Review the tem Valuation hange Register for accuracy. f there are errors, select the tem Valuation hange aintenance option, make the necessary corrections, print the tem Valuation hange Register, and proceed with the update. Warning efore using tem elete/renumber/ erge, back up all data files. uring the update process, the following occurs: he average cost in the Warehouse etail file is recalculated (except when there are zero or negative quantities on hand). osting tiers are created or removed. he Purchase rder ntry file is updated with the new valuation method and average cost. f the valuation change results in an inventory variance, the variance is posted to the general ledger using the Product ine nventory and djustment accounts. f Yes is selected at the rack hanges ade to tem asterfile field in the nventory anagement ptions window, valuation method changes are updated to the udit file. tem elete/renumber/erge he tem elete/renumber/erge option allows you to delete, renumber, or merge existing item numbers. sers can enter individual or a range of item numbers, using wildcard characters to mask selected groups of item numbers. hanges are made to all files in which the selected item number is referenced. n item number can only be selected to undergo one function at a time. For example, you cannot delete and then renumber the same item number. he most recent function assigned to that item number is placed on the delete/renumber/merge list to be executed. o perform a series of procedures to a single item number, you must execute each function separately, updating the elete/renumber/erge og file each time. nventory anagement anual

41 41 hapter 2 sing the etup enu n the nventory anagement tilities window, select tem elete/renumber/erge. lick xplode to list all files within a range of items designated to be deleted or merged. f the tem elete/renumber/erge process is not completed, a list of previously entered delete/renumber/merge entries appears, which you can add to or maintain. lick the Printer button to print the tem elete/renumber/erge isting. For printing instructions, see Printer ptions in the Help system. You must print and clear the log before you can complete another tem elete/renumber/erge process. eleting tem umbers lick Proceed to execute the tem elete/renumber/erge process. lick lear to remove all entries from the list. f an item number is selected for deletion, the Purchase rder, ales rder, ales it, ill of aterials, and Work rder files are checked for lines containing that item number. tem numbers are also checked for quantities on hand if the tem master file, Warehouse etail, or tem osting etail records are selected for deletion. f the item number or quantities on hand are found, the deletion is not performed and an error message is printed on the tem elete/renumber/erge isting. nventory anagement anual

42 42 hapter 2 sing the etup enu Renumbering tem umbers When using wildcards to renumber accounts, the wildcard is used to replace, but not remove, a character. For example, if the starting and ending numbers are 1*** and the new number is 1***, all numbers starting with 1 will then begin with 1; however, if the starting and ending numbers entered are 1*** and the new customer number entered is 1***, the numbers remain 1**. n this example, the last asterisk (*) is dropped, but the is not omitted because the wildcard indicates that all numbers in this range remain the same. erging tem umbers f items with the same serial number are merged, the item quantities are merged and the serial number is assigned to the combined quantity available. ultiple quantities cannot be issued or sold from the same serial number during the same transaction; however, after the transaction is updated, remaining items with the same serial number can be issued or sold individually. f an item with a valuation method other than tandard ost is merged into a standard item, the value of the item is based on the standard cost of the destination item. ny variances between the value of the merged item and the value of the destination item must be posted manually to the general ledger. f a nonstandard cost item will be merged into a standard item, the tem Valuation hange aintenance option can be used to change the merged item to use the standard cost before the merge takes place. nother method is to reduce the quantity on hand of the merged item to zero before the merge takes place, and then receive the quantity back into inventory after the merge is completed. ither process generates any necessary general ledger postings automatically. he following criteria are checked when two item numbers are selected for merging: ifferent standard units of measure ncompatible costing methods oth items are sales kits oth items are bills of material nventory anagement anual

43 43 hapter 2 sing the etup enu tems with tandard ost or verage ost valuation methods cannot be merged into items with FF, F, ot umber, or erial umber valuation methods if there are existing quantities on hand for the item being merged. his is because tandard ost and verage ost valuation methods do not contain the transaction detail necessary for such a merge. f such a merge is attempted, the process is not permitted, and the tem elete/renumber/erge isting will contain an error message. tems with FF, F, ot umber, or erial umber valuation methods can be merged into standard or average cost items. he merged items lose their transaction detail (date, lot and serial number detail, etc.), and take on a tandard ost or verage ost valuation method. tems with different units of measure cannot be merged because this would result in an inaccurate quantity on hand. f both items are sales kits or bills of material, one of the kits or bills must be deleted before the items can be merged. When one item is merged with another, all occurrences of that item number in all nventory files, purchase order lines, sales order lines, sales kits, work orders, and bills of material are affected. When one item number (the original item number) is selected to be merged into another item number (the destination item number), the resulting record has the characteristics of the destination item number's files. xceptions to this include the ast old and ast Rcpt fields on the nventory aintenance ain tab, which contain the latest dates from either of the two items. he ast osts otal field amount is taken from the most recent amount of the items receipted. ost (nit ost) and average amount fields are recalculated to contain the weighted average from the two item numbers, unless one item number has negative amounts. he cost or average amounts are then taken from the destination item number. ll total and quantity (otal Qty vailable, Reorder Point, etc.) fields in the Quantity on Hand & Reorder window in nventory aintenance are recalculated to include the combined totals of both item numbers. ll other numeric fields are taken from the destination tem umber files. nventory anagement anual

44 44 hapter 2 sing the etup enu electing Files for eletion n the tem elete/renumber/erge window, click Files to display a list of nventory anagement files that contain the item number you selected for deletion. se the File election dialog box to select the specific files from which you want the item number to be deleted. elaying the xecution Process n the tem elete/renumber/erge window, click elayed to designate a time for the tem elete/renumber/erge process. f you have set up nventory anagement as part of ystem tartup, the ar ode Printer aintenance option concludes ystem tartup. You can now begin routine processing of your inventory transactions, maintain sales promotions, and make use of the extensive nventory anagement reporting capabilities. nventory anagement anual

45 sing the ain enu hapter 3 nventory anagement ain enu hapter 45 3 he nventory anagement ain menu contains the options used to create your nventory master file, enter transactions, set up cost/price changes, and set up sales promotions. ain menu options: nventory aintenance nventory nquiry ransaction ntry ransaction Journal utomatic ost/price hange ales Promotion aintenance ales Promotion Report aily ransaction Register nventory anagement anual

46 46 hapter 3 sing the ain enu nventory aintenance se nventory aintenance to create and maintain a file containing detailed records for each of your inventory items. his option contains functions that allow you to set up, maintain, and inquire into inventory item records. uilding the nventory aster File uring ystem tartup, you build an nventory master file containing records for each item in your inventory. You can access and retrieve information from the files previously established (the product line, warehouse code, etc.) to speed the data entry process. tem numbers that identify your inventory items can contain up to 15 alphanumeric characters. Generally, you can use your existing numbering method, as long as it does not exceed the limit. n item's product line code can be used as the leading four characters of the item number; however, because all reports can be sorted by product line, the product line code should not be included in the item number, unless duplicate item numbers exist in different product lines. f you use numbers as part of your item numbers, you must enter leading zeros, so that each number has the same number of characters (digits and letters). f leading zeros are not entered, items will not be correctly sorted on reports. he following examples illustrate how numeric item numbers, with and without leading zeros, are sorted. Without eading Zeros With eading Zeros nventory anagement anual

47 47 hapter 3 sing the ain enu ote fter any activity is posted to the item, the valuation method cannot be changed. ntering nventory nformation n the nventory anagement ain menu, click nventory aintenance to enter the product line, product type, procurement type, valuation method, unit of measure, and other constant data you use when processing inventory and producing nventory anagement reports. Your selection at this field indicates the method of calculating the value of this item. his field appears if the nable Warranty racking check box is selected in the nventory anagement ptions window. his option is available only for lot or serial valuations. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. f you enter a conversion unit of measure from / onversion aintenance at the tandard / field and enter a unit of measure from the / field of the onversion file at the Purchase / or ales / fields, the appropriate factor is entered automatically at the o. f fields. You can also enter these units of measure and quantities manually. nventory anagement anual

48 48 hapter 3 sing the ain enu he nventory anagement module supports the following six separate methods of costing your inventory: tandard ost verage ost First-n, First-ut (FF) ast-n, ast-ut (F) ot umber erial umber hese valuation methods determine the current value of the on-hand inventory, allocate the cost of goods sold, and determine gross profits as items are sold from inventory. ach item can be assigned a different valuation method, or all items can be valued using the same method. electing the appropriate valuation method ensures that the financial and inventory reports provide the most accurate picture of the status of your business. onsult with your accountant to determine which valuation method (or combination of valuation methods) best suits your needs. ntering an xtended tem escription n the nventory aintenance window, click the ext button to enter an extended description for the item. ype text into the window. s text reaches the end of each line, it wraps automatically to the next line. nventory anagement anual