SAP Business One. A Single System to Streamline Your Entire Business

Transcription

1 SAP Business One A Single System to Streamline Your Entire Business

2 LBSi Whistle Stop Tour Regional SAP User Group Meeting 1. Welcome Introductions 2. Second Whistle Stop Tour on Inventory Control For new user group members - Virtual lunches to be scheduled every 4 6 weeks Whistle Stop Tours to be conducted from noon to 1:00 pm Consist of 45 min to one hour educational presentation Closing with question and answer period of approx. 15 minutes or as time permits Users will get copies of PowerPoint presentation and user feedback document to evaluate the topic User feedback was used to pick Inventory Control topic for this meeting Be sure to sign up at Linked In to have access to user contact info and news about future events Let s get started!

3 Second stop Oct. 20 th from 12:00-1:00 p.m. Topic: Inventory Control Presented by: Vicki Smith A general overview of the Inventory Master Data screens, Inventory Transactions and Reports Topics: 1. General System Settings for Inventory 2. Inventory Valuation Methods 3. Review of Item Master Data tabs 4. Inventory Transactions 5. Inventory Reports

4 Getting started Discussion will be based upon use of a Perpetual Inventory System A perpetual Inventory system will reflect the value of transactions performed for items defined as Inventory Items as they are received or released from stock. The general system settings defined will determine how inventory transactions will affect the G/L accounts. To Review General Inventory Settings Go to: Administration > System initialization > Company Details > Basic Initialization To initialize the perpetual inventory system Use Perpetual Inventory This can not be unchecked once inventory transactions have been performed Select Item Groups Valuation Method from drop down list (default)

5 Defining G/L and Item Defaults Default G/L accounts for items: Go to: Administration > Setup > Financials > G/L Account Determination Default accounts used in new warehouses, item groups, & item master data Define Item Defaults: Go to: Administration > System Initialization > General Settings > Inventory Define default warehouse Determine at what level item costs and transactions are reported 1. Warehouse Go to: Administration > Setup > Inventory > Warehouses 2. Item Group Go to: Administration > Setup > Inventory > Item Groups 3. Item Level Define manually on Item Master > Inventory Data

6 Inventory Valuation Methods There are three (3) valuation methods defined for calculating inventory value When using perpetual inventory system you can do the following: Manage all 3 methods in the same company Select a certain valuation method for each item individually Moving Average Calculates the average cost for the item in each sales, purchasing, inventory, and production transaction Standard Calculates the inventory value by a fixed price which is used for all transactions FIFO Calculates the inventory value by First in First Out method. Goods purchased first (or produced) are sold first Each inventory receipt transaction creates a stack of quantities linked to costs. Each inventory release transactions uses the quantities and costs from the top stack first

7 Item Master Fixed Portion Defines key information that determines behavior of the item. Item Type 1. Item Used for sales and purchasing transactions 2. Labor Cost of producing a product thru time 3. Travel Cost of time & expenses incurred in reaching a destination for business Item Group assigns group for reports and evaluations, including financial reporting when managing G/L accounts by item group. Price List Reference pricing information shown based on price lists selected Item Check Boxes 1. Inventory Items held in stock at the company 2. Sales Product or service such as support ( do not have to be stocked) 3. Purchasing Items purchased by the company (do not have to be stocked) 4. Fixed Assets Items owned by the company (not applicable in U.S.)

8 Item Master Data tabs Stores information that is used by other system documents. General defines serial & batch numbers, production data, etc.. Purchasing Data defines preferred vendor, catalog #, weights & dims. Sales Data defines sales unit of measure, sales packaging Inventory Data defines unit of measure, G/L acct. management, valuation method, item cost, etc.. Planning Data defines planning method, order multiples & minimums, leadtimes, etc.. Properties additional item classification, information or selection details Remarks include text that can be listed on purchase orders, attach documents

9 Navigating / Finding Item Information There are numerous ways to display, list and find details of items in the Item Master Data screens. Item query or find Right click for various display options

10 Inventory Transactions Manual inventory transactions are performed to make inventory adjustments, transfer inventory from one warehouse to another or revalue inventory item cost. Types of Transactions: Goods Receipt record increase quantity to stock Goods Issue record decrease of quantity in stock Inventory Transfer move inventory from one warehouse to another Inventory Revaluation used to correct costs of inventory items

11 Inventory Cycle Set-up 1. Define Inventory Cycle Administration > Setup > Inventory > Inventory Cycles 2. Define Inventory Cycle for an Item Group Administration > Setup > Inventory > Item Groups This only affects new items and will not automatically set cycle for current items 3. Linking Inventory Cycles to Items Manually link to items in a warehouses at warehouse row level a) Make sure cycle count fields are displayed in warehouse row b) Update Cycle Code and Next Count Date in Item Warehouse row Automatically link to an item according to the inventory cycle selected for the item group a) On item general tab click on the item group drop down list b) Choose the highlighted item group (CAUTION do not change item groups) c) Answer yes to the system message: Update Item Information According to Selected Group

12 Generating the Cycle Count If you have selected alerts when defining your cycles, you will receive an alert on the day the count should be initiated. 1. Generate the count sheet a) Go To: Inventory > Initial Quantities, Inventory Tracking, and Inventory Posting > Inventory Tracking tab b) Select group of items to generate count sheet for and click OK 2. Enter the counts in the Tracking tab table for each item and click Update 3. Review counts entered and variances in Inventory Posting tab 4. Post the cycle count by clicking the Reconcile button

13 Inventory Reports Various Inventory Reports can be utilized to cost, track, and reconcile inventory transactions. Inventory Audit report only report that reconciles to the Balance Sheet Item List Report Overview of all items with price lists and quantity in stock Inventory Status report Overview of current stock situation including planned receipts and withdrawals. (hot List). Inventory Posting List Report Details of all transaction postings in the system showing by date and inventory balance at that date Inventory in Warehouse Report Shows current stock status, planned receipts and withdrawals, last receipt & issue date (slow movers)

14 Summary Thank you for taking time to participate in the SAP Business One User Group meeting. Please take a few minutes to give us feedback of the meeting and any suggestions for going forward. We are always looking for new clients to work with. And we'd like to find more like you - companies that are engaged, smart, and focused on their future. Can you help us out?

15 Tour Wrap Up Questions & Answers Schedule for next Stops: Tues., Nov. 17, Latest SAP release 8.8 available to our customers for installation 1 st or 2 nd quarter 2010 Tues., Dec. 15, 2009 To be determined