Adagio Inventory 8.1E First Edition

Transcription

1 Adagio Inventory 8.1E First Edition Trademark Adagio is a registered trademark of Softrak Systems Inc. All product names mentioned are trademarks or service marks of their respective owners. Copyright The programs and printed materials are copyright by Softrak Systems Inc. All rights reserved. The Adagio suite of software products and this manual are protected by applicable copyright laws. Warranty This software and manual are sold as is and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software. Developed, Published & Supported by: Softrak Systems Inc. Web site: info@softrak.com Phone: (604) Fax: (604) Printed in Canada

2 Adagio Inventory License Agreement The use of Adagio Inventory from Softrak is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Adagio Inventory and its associated materials. You may terminate this agreement at any time by sending a letter to Softrak Systems Inc. stating that all copies of the software have been destroyed. The letter must be signed by an officer of the company. This license in not transferable. Usage Rights For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on a single computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Adagio Inventory or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Adagio Inventory, in whole or in part, except for archival and backup purposes. Registration and Support To receive technical support and notices of upgrades and announcements, your copy of Adagio Inventory must be registered. To register, install Adagio Inventory as you would any other Windows application. When you start up Adagio Inventory for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc. This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code. Liability You agree that regardless of the form of any claim, the liability of Softrak Systems Inc. for any damages to you or to any other party shall not exceed the license fee paid for the materials included in Adagio Inventory. Nothing in this agreement shall be construed as a product warranty and all such warranties are explicitly and expressly denied.

3 Contents Introduction Chapter 1 About Adagio Adagio Fundamentals Adagio Softrak Configuring Adagio Inventory Chapter 2 Creating Data Files Logging into Inventory Changing the Workstation Options Security Settings User Audit Settings Setting Up Your Inventory Chapter 3 Entering the Company Profile Adding Categories Adding Locations Costing Methods Defining Control Account Sets Defining Report Groups Adding Units of Measure Adding Items Editing Items for Location Assigning Picking Sequences Contents Page i

4 Using Advanced Features Chapter 4 Alternate Price Lists Updating Price Lists Entering Reorder Data Editing Sales History Using Tax Groups Working with Bills of Material Transactions & Inquiries Chapter 5 Entering and Editing Receipts Entering Shipments Entering Adjustments Entering Stock Transfers Editing Physical Inventory Item Assembly Item Inquiry Receipts Inquiry Transaction History Inquiry Bills of Material Inquiry Adagio GridView Day End Processing Period Processing Chapter 6 Period End Processing Year End Processing Printing Reports Chapter 7 Printing Reports Preferences - Report Options Stock Control Reports Price/Sales Analysis Reports General Reports Transaction Reports Custom Reports Page ii Adagio Inventory

5 Tutorial Chapter 8 Lesson 1: Data Sets Lesson 2: Receipts Lesson 3: Shipments Lesson 4: Stock Transfers Importing and Exporting Appendix A Exporting Items.... A-249 Importing Items... A-253 User Defined Codes Appendix B User Defined Codes... B-259 Page iii

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7 Chapter 1 Introduction Adagio Inventory is a complete multi-location stock management and control system that tracks purchases, receipts, shipments, returns and adjustments. 16 character part number, with user defined segmentation (maximum 4 segments), allows powerful reporting Moving average, FIFO, LIFO, standard and user specified costing methods Five markup / discount levels by customer type or quantity purchased with date sensitive special pricing by customer Alternate price lists and part numbers Menu level security by Group and User Detailed inventory movement summary with 13 period sales history and selective history purge Extensive range of management reports with broad range of options for selecting, sorting, and subtotaling information. Backs up data directly from within the program Launches other Adagio programs from a special Adagio menu Includes Smart Finder with ability to print the results, or to save the results in the Smart Finder list until the next time a search is conducted Customizes the grid displays through the Column Editor You can use Adagio Inventory either as a standalone inventory control, or you can integrate it with other Adagio programs, such as Adagio OrderEntry and Adagio Invoices. Introduction Page 1-1

8 About Adagio About Adagio Adagio Accounting is designed for organizations that manage over $1 million in sales/revenue, with significant transaction volume and at least one person responsible for managing those transactions. This modular accounting system combines a batch interface that is easy to understand and control with online processing in order entry and inventory control. Additionally, Adagio provides dynamite-looking invoices, checks and statements on blank paper. All of this without being forced to use a mouse during data entry or any of the other accounting procedures. Simple procedures and built-in software make it a snap to or fax invoices and customer statements. Adagio Fundamentals Adagio Softrak Other important information about Adagio Inventory is included in your Adagio Fundamentals manual. Adagio Fundamentals covers information and functions that are similar across all Adagio applications, such as data backup, security settings, and keyboard shortcuts for data entry. Be sure to read Adagio Fundamentals for valuable information about working with Adagio Inventory. For over 25 years, Softrak has created accounting and reporting software to make the tasks required in the accounting department simple and straightforward, even in high volume businesses. If you have any suggestions about how we can improve this module, please visit our web site at Page 1-2 Adagio Inventory

9 Chapter 2 Configuring Adagio Inventory Before you can start using Adagio Inventory, you must take the time to complete the setup procedures in this chapter and in the next. This chapter explains how to configure Adagio Inventory and the next chapter explains how to set up your inventory. It can take some time to perform all of the steps, but a complete setup will ensure that you benefit from all the features of the software. This procedure is usually completed by a system administrator. This person should be knowledgeable about both your computer system and your company s inventory and accounting procedures. Note If you need to create new data files, see the Adagio Fundamentals manual, which is included with all Adagio products. In this chapter, we will explain the following procedures: Creating data files Logging into Adagio Inventory Workstation options Security options User audit settings Configuring Adagio Inventory Page 2-3

10 Creating Data Files Creating Data Files Data files are the files that will contain your accounting data. Before creating the data files, you should determine the drive, directory/folder and filename extension that you will use. We recommend you use the same location and extension as files from other programs that will integrate with Adagio Inventory. If you are using other Adagio programs, you might choose the folder c:\softrak\data. 1) When you start Adagio Inventory from the Windows Start menu, the Open Adagio Inventory Data dialog will automatically appear. This allows you to enter your user ID and password, and select a data set to open. 2) Enter your userid and password. Note The system administrator s default username is SYS and the password is SYS. You should change this password before you allow others to access the system. 3) Enter the data path for the data files. Alternately, you can click the File folder button to browse through existing drives and directories or you can click the Directory button to see a list of previously opened paths. 4) Enter an extension which will be applied to all the data files you create. Page 2-4 Adagio Inventory

11 Creating Data Files 5) Click the Create button. The Data Creation screen appears indicating the directory you selected: 6) Click OK. You are prompted to confirm the data creation. 7) Click Yes. Adagio Inventory will create the data files. Once you have set up data files, each time you start Adagio Inventory the most recently opened data files will automatically appear in the Open Adagio Inventory Data dialog. All you will have to do is enter your user ID and password, then click the Open button For Adagio OrderEntry Users If you have installed Adagio OrderEntry before Adagio Inventory, OrderEntry will have assumed that you wish to use it as a stand-alone order entry and inventory program. When you installed OrderEntry as a stand-alone program, certain inventory functions were also installed. When you create Adagio Inventory data in the same directory, Adagio Inventory will reclaim those inventory functions from OrderEntry. This means that certain inventory functions will be removed from OrderEntry, since you will use Adagio Inventory for these functions. Configuring Adagio Inventory Page 2-5

12 Logging into Inventory Logging into Inventory Each time you start up the program the Open Adagio Inventory Data dialog appears each time you start Adagio Inventory. Adagio Inventory comes preloaded with the user ID of SYS and a password that is also SYS. You must log in with this user ID and password the first time you use Adagio Inventory. This is the default Adagio system administrator user ID. It cannot be deleted but it can be changed. Since it provides access to all Adagio Inventory screens and functions, you may want to change the Adagio system administrator password for security purposes. Refer to Adagio Inventory online Help documentation or your Adagio Fundamentals manual for more information on doing this. The following table describes each field: Field UserID / Password Remember user name Description Each Adagio Inventory user should be assigned a unique user identification code. Refer to your online Help or Adagio Fundamentals manual for more information about setting up users. Turn this option on to have the Adagio user name remembered and authenticated by the Window user. This allows you to default your Adagio user name by logging into Windows (on the same station). Page 2-6 Adagio Inventory

13 Logging into Inventory Field Remember user password Date Last access Description Turn this option on to have the Adagio user password remembered and authenticated by the Window user. This allows you to default your Adagio user password by logging into Windows (on the same station). This is the session date. It defaults to the current system date. If you need to change the date, use the calendar button to the right, or type in the desired date. NOTE: If you want to log into Inventory using a session date within the last used session date month and year, all you need do is type one or two numbers representing the date you want to use. (E.g. If your last session date was 04/04/2009 and you now want to log in using 04/15/2009, all you need do is type 15 in the date field. The month and year are remembered from the last time you logged in. This feature is available in date fields throughout Adagio Inventory. This is the session date used when you last accessed or ran Adagio Inventory with the data path that initially displays in the Data path field. Configuring Adagio Inventory Page 2-7

14 Logging into Inventory Field Data path Extension Description Enter the drive and data path for your company's data by clicking once in this field and typing the information in, or by clicking the Browse button (or using Alt/b on the keyboard) and selecting the correct drive and data path from the Data Selection dialog box that appears. There is another button to the far right of this field. Click this 'multiple folder' button (or use Alt/f on the keyboard) to view a list of Previously Opened data sets. This feature is especially helpful if you are maintaining multiple data sets (e.g. Adagio Inventory data for multiple companies). If you wish to use one of these previously-opened data sets, simply click the desired Company Name to select it, then click Open. NOTE: Adagio Inventory can remember what datasets have been accessed by each Adagio user. The first time each user logs into Inventory, they will be prompted to respond whether or not they want Adagio Inventory to also load a default list of companies (historical access list). Respond Yes to the prompt to have Inventory retain the original list of companies all users have accessed and then remember which subsequent companies/datasets have been accessed by each user separately. Select No to begin with a blank Previously Opened window and have only the list of datasets accessed by each user since the installation of Inventory 8.1B display each time the Previously Opened window is opened by that user. Enter the extension used by your company's data here. For example, to use the sample data, you would enter SAM in this field. Click Open to open the data files and begin using Adagio Inventory. Converting to Adagio Inventory 8.1C For companies upgrading to Adagio Inventory 8.1C, Adagio Inventory converts their inventory data from the earlier version the first time it is opened by Adagio Inventory. It is always recommended that, before installing the upgrade, you do a backup of your Adagio data and run a Data Integrity Check. Read your Adagio Fundamentals manual for more information on doing backups in Adagio or refer to your online Help. Page 2-8 Adagio Inventory

15 Logging into Inventory The first time you open your existing Adagio Inventory data, you will receive the following message: If you are ready to proceed, click on Yes; other wise, click No. Once the conversion process has begun you should not interrupt (cancel) it. If you do, you will need to restore from a backup and do the conversion again. The following message will appear: If you do not have a backup of your 'current' data, please select the Backup Now button. If you click the Backup Now button, the Adagio Backup window will display. Clicking the Start button will backup your inventory data to the data directory displayed on your screen. If this is the first time you have used the Adagio File Backup feature or if the specified backup folder (directory) does not exist, click Yes to create the folder. Configuring Adagio Inventory Page 2-9

16 Logging into Inventory After, the following window will appear: From the Finder, select the Location you want to use as your default reorder data location. Any items for which you had entered reorder data 'prior' to converting to Adagio Inventory 8.1C, will have that item's reorder data stored in the default location specified. (Refer to pages 3-87 and for more information about Reorder data.) Page 2-10 Adagio Inventory

17 Changing the Workstation Options Changing the Workstation Options To configure the workstation options for this program, select Workstation Options from the File menu. The Options window will open. The following table describes the fields on this window. Field Print/Preview Options Report Printer Description Enter the zoom factor you want used as the default when you preview Receivables reports on this workstation. Additionally, select Full screen to have the Preview window itself use your entire screen size. Select Partial screen to have the Preview window use part of the screen only. If you use a different printer than the Windows default for printing reports, select Specific, then select the printer you use for reports. Click OK when you are done editing these fields. These options can be changed again at any time. General program options are saved by workstation (i.e. with the Windows user of the workstation). Configuring Adagio Inventory Page 2-11

18 Security Settings For detailed information about setting up individual user preferences for various report and display options, please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual. Security Settings Adagio Inventory includes a User Setup function that allows the system to prevent unauthorized users from entering the system and restricts user from accessing certain areas of the system. To do all this, you must first set up user groups, which define what parts of the program the uses within the group are allowed to access. For example, you can allow only senior staff members to access functions such as the company profile, period and year end processing, user and group setup, and the data integrity check. Then you can set up the individual users and assign them to the appropriate group level depending on the access privileges you want to grant them. See the Adagio Inventory online Help documentation or your Adagio Fundamentals manual for complete information on setting up user groups and users. User Audit Settings Adagio Inventory maintains user audit settings such as Last Edited Date, Last Editing Time and Last Edited by User for items. These can be shown in the Item and Item Inquiries grids using the Column Editor. Note Invoice batches sent to Adagio Payables created by posting Receipts in Inventory update the Batch Created Date, Time and User fields in Payables. For more information about using the Column Editor, please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual. Page 2-12 Adagio Inventory

19 Chapter 3 Setting Up Your Inventory Once you have set up your data files, completed the Company Profile and registered users, you can begin to set up your inventory. There are five required steps and three optional steps: Entering the Company Profile Adding categories Adding locations Defining control account sets Defining report groups (optional) Adding Units of Measure Adding items Editing items for location (optional) Assigning picking sequences (optional) This chapter describes the most common steps in creating an inventory. After you have finished these steps, you may want to consult Chapter 4, which describes some of the advanced features of Adagio Inventory that you may want to use, including reorder data, alternate price lists and historical data. Setting Up Your Inventory Page 3-13

20 Entering the Company Profile Entering the Company Profile The Company Profile contains information about your company that is used throughout Adagio Inventory. There is a lot of information you will need to enter but you only need to enter this information once, unless changes occur in your company. When you create new data, the Company Profile screen will automatically open. This window has seven tabs: Company Data System Options Pricing Options Sales History GL Integration Processing Options Tax Information Optional Fields Page 3-14 Adagio Inventory

21 Entering the Company Profile Company Data Tab The Company Data tab allows you to enter general information about your company, such as your company name, address and contact numbers. Complete each field according to the following table: Field Company Name Address Zip/Postal Description Enter the name of your company as you want it to appear on all screens and reports. Enter the address of your company. Four lines are available. Enter the zip or postal code of your company. Setting Up Your Inventory Page 3-15

22 Entering the Company Profile Field Format phone? Phone Fax ID number Company number Contact Use multicurrency Description Select this checkbox if you want Adagio Inventory to automatically format phone and fax numbers in the following fields. It will us the format (xxx) xxx-xxxx. Enter the telephone number of your company. Enter the fax number of your company. This field is provided for your internal use. You can enter a number (up to 15 alphanumeric characters) for your company. Enter a company number to represent your company (up to six alphanumeric characters). Enter the name of a contact person who is in charge of the inventory system for your company. Turn this checkbox on if you want this data set to be able to read in, post, and process data from multiple currencies. When you turn this option on, certain fields and functions specific to multi-currency data sets will become available to you. Refer to your Adagio MultiCurrency manual for more information. NOTE: Once you turn the multicurrency option on, you cannot turn it off again. You may choose not to use the multicurrency functions in the future, but you cannot simply turn it off at a future date. Home currency This field is not editable, except when creating a new database. When you are creating a new database, you must choose the same currency that Adagio Ledger and other applications in the database use. Home decimals This field is not editable and defaults to 2. Adagio Inventory does not currently support multiple currencies but future versions will include this feature. Page 3-16 Adagio Inventory

23 System Options Tab Entering the Company Profile The System Options tab allows you to set several options that affect the way Adagio Inventory deals with fractional quantities, negative inventory levels, units of measure and other features. In the Item Number format section of this screen, you can specify how item numbers will be formatted. For example, you may wish the first two digits to indicate the type of item, and the last digit to indicate the color. You must enter an item number format before you can begin using Adagio Inventory and you cannot change the item format once you click OK. Only the segment names can be changed. If you make a mistake in any other field, you will have to create a new data set and start again. Setting Up Your Inventory Page 3-17

24 Entering the Company Profile Complete each field according to the table below: Field Handles fractional quantities? Allow inventory levels to be below 0? Allow items at all locations? Allow stock transfer between items Description If items in your inventory can be stocked in fractional quantities (to two decimal places), click a checkmark in this box. Adagio Inventory will then keep track of fractional quantities in your inventory. Quantities will display with two decimal places on all screens and reports. NOTE: This option can be turned on at any time, but once it is selected, it cannot be turned off. If you want to allows inventory levels to go negative, turn this option on. If not, inventories can never be below zero in quantity. This will prevent you from shipping an item that has not been received into inventory. NOTE: Allowing quantities to go negative may result in inaccurate costing. You must allow items to be stocked at a location before you can post transactions which include those items and locations. To control which items are stocked at which locations, leave this box empty. You can then specify allowable locations for each item in the Edit Item List for Location feature. However, if you want to be able to post transactions regardless of the items locations, click a checkmark in this box, which will allow items at all locations. Turn this option on to allow stock transfers from one item code to another item code. You must also select the To Item Number field. Allowing these transfers may be useful if an item was accidentally received to the wrong item code. Turn this option to disallow stock transfers from one item code to another item code. If turned off, stock transfers will be allowed for the same item code between locations only. Page 3-18 Adagio Inventory

25 Entering the Company Profile Field Auto insert new items Description This option affects the way you enter items in your inventory. If you turn this option on, the New item window will remain open so that you can add several items. The window will only close when you click the Cancel button. If you turn this option off, the New item window will close when you press OK or hit Enter on your keyboard. NOTE: If Auto increment segment field is turned on, 'Auto insert new item' is automatically turned on as it must be on for the 'Auto increment segment field' option. Auto increment segment fields If you are adding a number of similar items to your database at one time, you can have Adagio Inventory automatically increment a particular segment of the item number. For example, if you are adding ten items to your inventory and each one is the same except for the color, you can turn this option on, then select the color segment of your item number using the Increment radio buttons at the bottom of this tab. NOTE: If this option is on, Auto insert new item is automatically turned on as it must be on for the 'Auto increment segment field' option. Week starts on This option allows you to specify the day of the week you would like the Grid Filters function to begin with, when the Filter uses the Floating Date operation to update dates by week. Please refer to the online Help documentation or your Adagio Fundamentals manual for information on Grid Filters. Retain transaction history? If you want Adagio Inventory to collect all transaction history, turn this option on. Transaction history will be maintained starting from the time you turned this option on. This feature is useful for maintaining records and creating reports. NOTE: Use the Transaction History report under Reports Transaction Reports to print this information. Setting Up Your Inventory Page 3-19

26 Entering the Company Profile Field Definable cost 1 name Definable cost 2 name Weight unit of measure Warn if date entered is more than XX days away from session date Dimensions unit of measure Description Using these fields, you can change the default names for costs in the item record. You can use one of these two cost fields to track costs for an item (in addition to regular costing for the item) when receiving items. These costs exclude discounts and taxes. To select the default definable cost displayed on receipts, go to the Processing Options tab of the Company Profile. IntheReceipt costing default field, select Last invoice cost. Indicate the default unit of measure to use for items in your inventory. For example, enter lbs. for pounds or kg. for kilograms. When you add items to your inventory, this will be entered as the default unit of measure. If you want nothing to appear as the default, leave this field blank. NOTE: Unit weights are used to calculate the total weight of an order in Adagio OrderEntry or a shipment in Adagio Inventory. If you always want to be warned that a transaction date varies from the date used when starting Adagio Inventory, enter 0. If you never want to be warned, enter 999. You have the option of selecting any number of days between 0 and 999. You might enter a number such as 15 or 30, so you will only be warned if the date falls outside of a range of a couple of weeks or perhaps a month. Use this field to define the unit of measure that displays for the Length, Width and Height dimensions found on the Item, Units tab (see page 3-70). Page 3-20 Adagio Inventory

27 Entering the Company Profile Field Auto-backup after DIC? Description Turn this option on to ensure Adagio Inventory automatically performs a backup of Ledger data immediately after Data Integrity Check completes. If integrity is clean, it appends _Clean to the end of the backup file name. In the event Data Integrity Check finds errors and presents the Rebuild button, a backup is performed prior to rebuilding errors in DIC. The backup will have _Prebuild appended to the zip file name. Please refer to the online Help documentation or your Adagio Fundamentals manual for more information on Data Integrity Check. Bypass transaction history in DIC? Single user adjustment entry? Turn this option 'on' to have Adagio Inventory skip checking I/C Transactions History files whenever a Data Integrity Check is run. If you retain a large volume of history, this may reduce the time it takes to complete the DIC. Turn this option on to indicate that no more than one user should be allowed in Adjustment transactions at a time. If the option is turned off, more than one user will be able to enter Adjustment transactions at the same time. However, no one will be able to post Adjustment transactions while any other user has the Adjustments window open. Setting Up Your Inventory Page 3-21

28 Entering the Company Profile Field Verify user groups? Description Every user entered in the system is assigned a user group. User groups prevent unauthorized users from entering the system and restrict users from accessing certain areas of the system. If you use User groups, turn this option on. If you turn Verify user groups on and subsequently add a user in another Adagio module with no user group or an invalid user group for Adagio Inventory, that user will not be able to enter Adagio Inventory. This may be a useful way to restrict users from accessing certain modules. (Refer to the online Help documentation or your Adagio Fundamentals manual for more information about Security Groups.) NOTE: If you do not wish to use the security features in Adagio Inventory, turn this option off. You can then add users to the system without specifying a user group. Verify report groups? If you want entries in the Report groups field (see page 3-59) verified, select this checkbox. NOTE: Report groups should be set up before you turn this option on. If you do not have report groups set up, leave this option off. Verify units of measure? If you want to be certain that units of measure are entered correctly (i.e. no typos), turn this option on. This will mean that for each item, the unit of measure entered has to be a unit of measure already set up in the system (refer to page 3-61). We recommend that you turn this option on unless your database already has some items with incorrect or inconsistent units of measure (such as EA, not Ea or Each). Page 3-22 Adagio Inventory

29 Entering the Company Profile Field Sample item number Description If you are creating a new database, enter a sample of your item number including segment separators (blanks or -/\.()#).Forexample, you might enter XXX.XXX-XXX. Adagio will use the sample item number to automatically assign the length of each segment. You can enter up to four segments for a total of up to 16 characters (excluding separators). NOTE: If you choose a single-segment item format, item numbers will display right-justified (flush with the right-hand margin). Segment name Length Enter a segment name, such as STYLE, COLOR or CLASS. The length of this segment will appear in the Length field. This is calculated from your entry in the Sample item number field. Increment (radio buttons) If you have turned Auto increment segment fields on, select which segment of the item number you want automatically incremented. Setting Up Your Inventory Page 3-23

30 Entering the Company Profile Pricing Options Tab The Pricing Options tab has several fields which allow you to set a default pricing system used when you enter new categories and items. This pricing system can be changed for each category and item, but it will save time if you enter the most commonly used pricing system as the default. You can select either a discount or markup system and configure these systems using the fields on this tab. If most items in your inventory are sold using a discount system, follow the steps below. If you commonly use a markup system, skip to the next section titled Markup Pricing Systems. Discount Pricing Systems If your company uses a discount pricing system for most items, select Discount in the first field of this tab, then follow the table below to complete the remaining fields. Page 3-24 Adagio Inventory

31 Entering the Company Profile Complete each field according to the following table: Field Pricing based on Discount On Price By Pricing Determined By Rounding method Round to the nearest Discount percent / Discount amount Entry Select Discount to indicate that you are using a discount pricing system. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Discount, the fields below change so that you can enter details about your discount pricing system. Select either Percentage or Amount to indicate how your discounts are calculated by percentages or in amounts. Select Customer type if your discounts are awarded by customer type, or select Qty purchased if your discounts are awarded according to the quantity purchased. NOTE: Customer types A to E are maintained in Adagio Receivables. If you are using percentage markups or discounts, indicate how you want prices rounded. Select either No rounding, Round up, or Round down. Enter a decimal amount to indicate what amount discounts should be rounded to. For example, to round to the nearest five cents, enter Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen discounts by amounts, the discount amounts. NOTE: If your system calculates discounts by amount and by quantity purchased, you will have two columns to fill out one column for discount amounts and the other for quantity purchased. Setting Up Your Inventory Page 3-25

32 Entering the Company Profile Markup Pricing Systems If your company uses a markup pricing system, select Markup in the first field of this tab, then follow the table below to complete the remaining fields. Field Pricing based on Markup On Cost By Pricing Determined By Rounding method Round to the nearest Markup percent / Markup amount Entry Select Markup to indicate that you are using a markup pricing system. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Markup, the fields below change so that you can enter details about your markup pricing system. Select either Percentage or Amount to indicate how your markups are calculated by percentages or in amounts. Select Customer type if your markups are determined by customer type, or select Qty purchased if your markups are determined according to how much is purchased. NOTE: Customer types A to E are maintained in Adagio Receivables. If you are using a percentage markup system, Indicate how you want prices rounded. Select either No rounding, Round up, or Round down. Enter a decimal amount to indicate what amount markups should be rounded to. For example, to round to the nearest five cents, enter Indicate up to five levels of markups by entering the markup percentages or, if you have chosen discounts by amounts, the markup amounts. NOTE: If your system calculates markups by amount and by quantity purchased, you will have two columns to fill out one column for markup amounts and the other for quantity purchased. Page 3-26 Adagio Inventory

33 Sales History Tab Entering the Company Profile This tab does not appear when you are entering the Company Profile for newly created data. The Sales History tab of the Company Profile allows you to edit fiscal periods for your company. For example, you can use either a 12 or 13 fiscal period year by entering an ending date for each period. If you want to use a 12 period fiscal year, leave the 13th field blank. In Period 2, enter the date of the last Period End that was run for this company. In Period 3, enter the date of the period end that was run previous to the one entered into period 2 -- and so on, in descending order. You can also specify an ending date for the last year, which will be used to calculate the last year s totals. Use the Last year field to enter this date (i.e. the date you last ran Year End Processing for this company). Each time you run period end processing, Adagio Inventory will shift the data back one period. When you run the year end function, the YTD figures will shift back one year and the current YTD total will reset to zero. Setting Up Your Inventory Page 3-27

34 Entering the Company Profile GL Integration Tab The GL Integration tab allows you to control how Adagio Inventory integrates with Adagio Ledger or other general ledger programs. Using this screen, you can specify default general ledger accounts and department codes. You can also indicate whether you use job costing or not. If you select this option, you can use the Edit Shipments function to assign goods to a job. See the section on Shipments in Chapter 5 for more information. Complete each field according to the following table: Field Job Costing integration Description If you will use job costing with your inventory control, select the Job Cost module you will use (either Adagio or ACCPAC). The Job cost clearing field at the bottom of this screen will become active. If you do not use job costing, select None here. Page 3-28 Adagio Inventory

35 Entering the Company Profile Field Inventory control AP Clearing Adjustment/write-off Assembly cost credit Cost of goods sold Sales revenue Sales return Cost variance Job cost clearing Description Select a default account and/or department to use for inventory control. Select a default account and/or department to use for accounts payable clearing. NOTE: For Inventory data that interfaces with Payables, IC Control Account sets that will have receipts posted should use the AP clearing account from the Company Profile. Select a default account and/or department to use for adjustments and write-offs. Select a default account and/or department to use for assembly cost credits. Select a default account and/or department to use for the cost of goods sold. Select a default account and/or department to use for sales revenue. Select a default account and/or department to use for sales returns. Select a default account and/or department to use for cost variances. Select a default account and/or department to use for job cost clearing. NOTE: This field is only available if you select a Job Cost module in the Job Cost integration field at the top of this screen. Setting Up Your Inventory Page 3-29

36 Entering the Company Profile Field Un-Assembly cost Send to G/L Description Receipts Shipments Other Description This field only appears if you are using the BoM (Build of Material) add-on product for Adagio Inventory. Select an expense account to which any differences in costs between when the BOM was assembled and when it was unassembled will be applied. As well, any additional Unbuild cost you choose to assign at the time of unassembly will be applied here. NOTE: If this field is blank, the Assembly Cost Credit account shown on the Item's Account Set (see page 3-55) will be used. Depending on the version of Ledger you are using, you will see one or two G/L Description fields. You are given two choices in this field: Default (this is either the Receipt code entered fro receipts or the reference number for shipments, adjustments, stock transfers, item assembly and physical inventory), or User defined (see Appendix B for a complete list of user defined codes and how they may be used). Your choice will affect which detail information appears in the Description column of the G/L Transactions. NOTE: Stock transfers always use the Default selection only. These three fields are only active if User defined is selected in the Send to G/L Description field. See Appendix B for a complete list of user defined codes and how they may be used. NOTE: Other includes adjustments, item assembly and physical inventory. Page 3-30 Adagio Inventory

37 Entering the Company Profile Field Prompt to consolidate? Validate closed periods Description Turn this option off if you never want to be prompted to consolidate transactions after printing the Print/Consolidate GL Transactions report. It will prevent users from accidentally consolidating transactions. Adagio Inventory will respect Adagio Ledger 9 fiscal periods that have been closed to further posting. Choose one of three options for determining how you want Inventory to handle transaction that would be posted to a closed period in the general ledger: Allow - Users may post Inventory transactions to any period whether or not it has been closed within the general ledger. Warn only - A warning will display when the user clicks OK to accept transaction entered. Select No to revise the date. Selecting Yes will allow the batch to be posted. Disallow - An error will display as follows and you will be unable to close and accept the transaction without first changing the date. Setting Up Your Inventory Page 3-31

38 Entering the Company Profile Processing/Report Options Tab On this tab, you can set various options and defaults for entering Receipts, such as the default aging periods for receipts and the type of batch created for Adagio Payables when receipts are dayended during Day End Processing (see page 5-188). You may also set options that affect how information is reported. If Adagio eprint is also installed, you will have additional report options (refer to the online Help documentation). Complete each field according to the following table: Field Delete completed receipts after...days. Description If you want receipts deleted after a certain number of days when Day End is run, enter the number of days in this field. The default is 30 days. Page 3-32 Adagio Inventory

39 Entering the Company Profile Field Default ship-via description Default receipt comment. Allow invalid vendors? Adagio Payables Batch Type Receipt Cost Default Description Enter a description of the most commonly used shipping method for the company. This will be displayed as the default shipping method on new receipts. If you want no default shipping method, leave this field blank. If you want a standard comment added to all receipts, enter a default comment here. This default can be edited on each receipt when needed. NOTE: This field will only appear if you have Adagio Payables integrated with Adagio Inventory. Turn this option on if you want to be able to enter receipts in Adagio Inventory for vendors that you have not added to Adagio Payables. NOTE: You must add all the vendor codes you use in Adagio Inventory transactions to Adagio Payables before you can post Inventory batches in Payables that include the invalid vendors. Select what kind of batch is created when running day end processing. If you have Adagio Payables data present, a third option will appear here: Direct. Select this option to create an invoice batch directly in Adagio Payables. No batch indicates that you do not want to create a batch. Import indicates that you want to create a batch that can be imported into Adagio Payables. Specify a default cost for new receipts. Select either Most recent cost or Last invoice cost. Setting Up Your Inventory Page 3-33

40 Entering the Company Profile Field Last Invoice Cost Default Allow history purge? Auto print audit list after post? Allow audit list purge? Description If the Receipt Cost Default field above is set to Last invoice cost, this option appears. Select either Cost 1 or Cost 2. NOTE: Cost 1 and Cost 2 are definable cost names. You can change these names on the System Options tab in the Company Profile. If you don't want users printing the Transaction History report to accidentally purge transaction history for an item(s), leave this option turned 'off'. In order to purge transaction history from Adagio Inventory, you must turn this option 'on' -- even if only temporarily. Audit lists can be printed automatically after posting batches. If you want to take advantage of this time-saving auto-print feature, turn this option on. Turn this option on if you want to allow Inventory audit lists to be purged after printing. Turn the option off and Inventory will not prompt to clear audit lists after they are printed. (Audit list data will continue to accumulate until you elect to have them purged.) Page 3-34 Adagio Inventory

41 Tax Information Tab Entering the Company Profile The Tax Information tab is used to indicate how taxes are calculated on receipts and it allows you to create tax descriptions for up to ten tax statuses. You will use the item tax statuses when you add items to your inventory. You can use the purchase tax statuses if your company purchases items with varying taxes. For example, if you occasionally purchase non-taxable items from a vendor, you will want to create a Taxable and a Non-Taxable purchase tax status. Complete each field according to the following table: Field Calculate tax amount by Description If you want tax amounts calculated for each detail line, select Detail line. If you want the tax amount calculated from the total, select Total details. Setting Up Your Inventory Page 3-35

42 Entering the Company Profile Field Default item tax status Default purchase tax status Calculate terms discount base with tax included? Item tax status descriptions Purchase tax status descriptions Description Enter a default item tax status in this field. This tax status will appear as the default when creating new inventory items. The tax status is used to control taxes calculated on receipts according to the tax table, below. Enter a default purchase tax status for new transactions in receipts. NOTE: Enter the descriptions of your purchase tax statuses in the fields below. This option only displays if Payables data is not present. Turn this option on to include taxes in the discount base used for terms calculation. Normally, the similar option within Payables is used by Adagio Inventory instead. Enter descriptions for item tax statuses according to the tax codes which are displayed along the left hand side of the table. Enter descriptions for purchase tax statuses according to the tax codes which are displayed along the left hand side of the table. Tax Levies section Tax Levies descriptions Use these fields to define the names of additional cost names used for calculating levies such as environmental fees within Tax Groups in Adagio OrderEntry. Rates for Tax Levy fields are stored within the Inventory item. Page 3-36 Adagio Inventory

43 Optional Fields Tab Entering the Company Profile This tab allows you to specify other unique fields that you wish to use for your inventory items. This gives you the flexibility of saving additional information about your inventory items, in ways that are specific to your company or industry. When you add a field title for any of the optional fields here, it automatically appears in the Items function, under an Optional tab, where you can then store information appropriate for that field for each individual item. Additionally, for String fields 1 thru 3, you may create certain rules for validating the information entered into these fields in an item. (Please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual for more information on Optional Fields Validation.) Saving Changes to the Company Profile When you are finished editing the Company Profile, click the OK button to accept the changes. If you change your mind, you can click the Cancel button which will close the window and cancel any changes you made. Setting Up Your Inventory Page 3-37

44 Adding Categories Adding Categories Categories are used to organize your inventory so that similar items are grouped together. For example, if your inventory contains many different bicycles, you might make a category for bicycles. All bicycles will then be entered as items in this category. Categories allow you to determine if commission will be paid to salespersons when items within the category are sold. You are also able to determine pricing as well as separate cost of goods and sales revenue transactions for the general ledger by groups of items. To open the Category list, select Categories from the Edit menu. Page 3-38 Adagio Inventory

45 Adding Categories If you do not already categorize your inventory, think of the different categories you can use to group similar items together. When you are ready, click the New button on the Category list to create a new category. The Edit Category window will open. Note Defaults for the pricing fields on this screen can be created in the Company Profile on the Pricing Options tab. See Chapter 2 for more information. Setting Up Your Inventory Page 3-39

46 Adding Categories Category Info Tab Complete the first four fields of the Category Info tab according to the following table. If you have already entered your Company Profile as described in Chapter 2, you will be familiar with many of the following fields as you will have entered default values for these fields in the Company Profile. Field Category code Default tax status Commission paid? Commission rate Description Assign a category code to your new category. You can use up to three characters using letters and numbers. If you want to view a list of present category codes, click the Finder button. You should also enter a description of the category in the field to the right. Enter a default tax status in this field. This tax status will appear as the default when creating new inventory items in this category. It can be changed in the Edit Item window for the new item if required. If commissions will be paid to salespersons for items in this category, turn this option on. If the Commission rate is greater than 0.00 and the Commission paid? option is turned on, commissions will be paid to salespersons in Adagio OrderEntry based on this rate set in the category. If the Commission rate is 0.00 and the Commission paid? option is turned on, commissions will be paid to salespersons based on the rates set in the Salesperson record within Adagio OrderEntry. Refer to your Adagio OrderEntry manual for more information on Salesperson commissions. If you are creating a category that uses a discount pricing system, complete the remaining fields according to the following table. If you are using a Markup system for this category, use the next table labeled Markup Pricing. Page 3-40 Adagio Inventory