Disassembly of the CertiflexDimension software is also expressly prohibited.

Transcription

1

2 All cntent included in CertiflexDimensin prgrams, manuals and materials generated by the prgrams are the prperty f The Versatile Grup Inc. (TVG) and are prtected by United States and Internatinal cpyright laws. Any use ther than fr infrmatin related t peratin and use f licensed (TVG) sftware and services, including the reprductin, mdificatin, distributin, transmissin, republicatin, display r perfrmance f the cntent n this site is strictly prhibited. Disassembly f the CertiflexDimensin sftware is als expressly prhibited. CertiflexDimensin, the CertiflexDimensin lg and The Versatile Grup lg are trademarks f The Versatile Grup, Inc. All ther brand and prduct names and trademarks are registered trademarks f their respective cmpanies. Infrmatin in this manual is subject t change withut ntice and des nt represent a cmmitment n the part f the vendr r The Versatile Grup, Inc. The sftware described in this manual is furnished under a license agreement and may be used nly in accrdance with the terms f that agreement. The Versatile Grup, Inc Spring Valley Rad Dallas, TX (972) fax: (972) Versin 10.0 All Rights Reserved. Printed in U.S.A. IN10U 7/12 2

3 Inventry Operatins Guide... 5 Intrductin... 5 What Yu Need T Knw First... 5 Start-Up Cycle... 5 Schedule f Events... 6 Defining the Master Data - Inventry... 9 Cmpany Master Data... 9 Main... 9 Alert Mems/Price Levels Reprting G/L Direct Interactin Inventry Thery - Serial/Lt Tracking Activating Serial Lt Tracking n an Inventry Item Prcessing Item Transactins with Serial/Lt Tracking Review/Print Maintain Lists - Inventry Maintain Inventry Items Adding an Inventry Item Editing an Inventry Item Deleting an Inventry Item Additinal Optins >AdvancedRecalculating Inventry Item Lcatin Quantity Renumbering an Inventry Item Edit Item On-hand Quantities/Cst Edit Serial/Lt Number Histry Resetting Standard Cst fr Items Glbal Inventry Recalculatin Maintain Categries, Lcatins and Sectins Maintain Categries Maintain Lcatins Maintain Unit f Measure Cnversins Adding a Unit f Measure Cnversin Table Changing a Unit f Measure Cnversin Table Deleting a Unit f Measure Cnversin Table Maintain Price Levels Maintaining Price Levels Bill f Materials - Maintaining Assembled Items Adding an Assembled Item Reviewing an Assembled Item s Prductin Detail Changing Assembled Items Deleting Assembled Items Maintaining Inventry Sales Kits Changing an Existing Inventry Kit Deleting an Existing Inventry Kit Physical Inventry Using Physical Cunts t assist yu with a Physical Inventry General Cycle fr Perfrming a Physical Inventry Zering Physical Quantities Updating Physical Cunts Updating Quantities On-hand

4 Reviews - Inventry Review Inventry Items Reviewing an Inventry Item Review Bill f Materials Reviewing Bill f Materials Transactins - Inventry Recrd Inventry Entries Recrding Stck Receipts Recrding Stck Withdrawals Recrding Stck Transfers Recrding Stck Purchase Orders Recrd Bill f Material (B.O.M.) Assemblies Recrding B.O.M. Assemblies Inventry Reprts Inventry Reprts Sales Reprt Sales Reprt by Categry Sales Reprt by Lcatin Sales Reprt by Perid Histrical Inventry Reprt Cst Reprt Cst Reprt by Lcatin Quantity Reprt Negative/Zer Quantity Reprt On Order Reprt Suggested Order Reprt Detailed Histry Reprt Summarized Histry Reprt Inventry Item Use Reprt Price List Prduct Catalg Item Labels Cunt Sheets Bk-t-Physical Reprt Item Listing Item Maintenance Reprt Serial/Lt Number Reprt Serial/Lt Quantity Reprt Kit Listing Where Used Reprt Finished Gd Prductin Reprt Cmpnent Prductin Reprt Additinal Reprts Reviewing/Printing Bill f Materials Cmpnent Shrtage Analysis/Reprt Inventry WrkSheet Reprts WrkSheets Suggested Order Reprt Cmpressing Data Files Cmpress Detailed Inventry Item Histry

5 Inventry Operatins Guide Intrductin Welcme t CertiflexDimensin Inventry! This Operatins Guide is designed t help yu get started using the prgram. It is rganized in a fashin fr first time users and details the steps yu need t fllw nce the system is installed. It can als be used as a reference t help yu with day-t-day prcessing. T get the mst ut f CertiflexDimensin Inventry and t guard against wasted definitin time, it is very imprtant that yu read this guide and familiarize yurself with the prduct befre yu begin prcessing. This guide is used in cnjunctin with the CertiflexDimensin System Manager Guide. The System Manager Guide details the CertiflexDimensin terminlgy, functins, general prgram verviews, general prgram buttns, and fields. It als shws yu hw t: Cnfigure Users and Define System Security Cnfigure User Defined Mems Change the Prcessing Date Add Cmpanies Print Reprts It is extremely imprtant that yu read the System Manager Guide befre yu begin using the Inventry prgram. What Yu Need T Knw First This versin f CertiflexDimensin is a Micrsft Windws applicatin. Yu must be familiar with Windws befre yu can use the Inventry prgram. Befre yu begin wrking, make sure that yu have crrectly installed CertiflexDimensin n yur cmputer. T install the prgram, refer t the Installatin Instructins included in yur package. Start-Up Cycle Yu are ready t begin prcessing after yu: Install CertiflexDimensin, Read the CertiflexDimensin System Manager Guide, Read the Inventry Operatins Guide, and Add Cmpanies t the System 5

6 Please use the fllwing Schedule f Events as a guide t using the CertiflexDimensin Inventry prgram. Schedule f Events Design yur inventry stck numbering scheme n paper: Read the Maintain Lists sectin t fully understand hw CertiflexDimensin numbers inventry items and what numbering scheme is best fr yur cmpany s needs. Create the cmpany files: Befre the system will allw yu t d anything in Inventry fr a cmpany, yu must first create the cmpany files. Refer t the CertiflexDimensin System Manager Guide t prperly create the cmpany files. Define the Master Data: A part f creating the cmpany files is t define the cmpany's Master Data. These instructins are fund in the Defining the Master Data sectin. Yu must prperly define the Master Data befre yu begin adding inventry items. Define the Inventry Categries and Lcatins: Befre yu start adding individual inventry items, yu may wish t define yur Inventry Categries. Inventry Categries allw yu t grup similar inventry items as well as define default setup criteria fr each grup t be used yu add new inventry item. The inventry system supprts up t 25 lcatins. If yu wish t use multiple lcatins, it is recmmended that yu define the lcatins befre adding inventry items. There are als additinal identificatin sectins that are available, such as Sub- Categries, Prductin ID, etc. The fllwing list are available fr each inventry item and can be maintained in the crrespnding area: Categries: Maintain Categries Item Classes: Maintain Sectins Sub-Categries: Maintain Sectins Status ID s: Maintain Sectins Prductin ID s: Maintain Sectins Clr ID s: Maintain Sectins Class Sizes: Maintain Sectins Units f Measure: Maintain Units f Measure Gather inventry infrmatin: This step is very imprtant and is fairly invlved. Please take the time t gather the infrmatin suggested in this step. It will make yur inventry item setup faster and easier. When yu first start using the CertiflexDimensin Inventry prgram, it is a gd idea t take a physical inventry fr all f the inventry items. This will ensure that the n-hand quantities yu define are current and crrect. Make sure that yu have all the infrmatin yu will need when defining the items. When yu define inventry items, the system will ask yu fr the fllwing infrmatin fr each inventry item: Inventry stck number Inventry item descriptin Additinal descriptin fr use n reprts Unit f measure 6

7 Class (class allws yu t grup r classify inventry items tgether) Sales cde Purchase cde Vendr number Alternate vendr number Vendr item number Alternate vendr ID Unit cst Quantity n-hand Bin number Alternate bin number Minimum quantity needed Minimum quantity t rder Quantity n backrder Quantity n rder Sales price infrmatin fr each price level Unit price Markup percentage Quantity break Lcatin infrmatin Mem field infrmatin User key infrmatin Alternate items infrmatin Categry Sub-Categry Status ID Prductin ID Clr ID Size Class ID It is nt mandatry t define the infrmatin fr each f these fields while yu are adding inventry items. Hwever, we recmmend that yu define as much infrmatin as pssible during the additin f the inventry items s yu can btain the mst cmplete use f the system. NOTE: If yu are using the multiple lcatin feature, sme f the abve items, such as quantity n-hand and quantity n rder, are asked fr each lcatin. Add the existing inventry items: Yu need t add all existing inventry items t the Inventry files. Use the infrmatin yu gathered abve t add the individual standard inventry items and serial master items. Refer t the Maintain Lists sectin fr a detailed explanatin f this prcedure. 7

8 Print the Inventry Maintenance Reprt and Cst Reprt: These reprts allw yu t verify that the infrmatin yu entered fr each inventry item is crrect. Refer t the Standard Inventry Reprts sectin fr a detailed explanatin f this prcedure. Make a backup: Yu have nw added all f yur inventry infrmatin and yu are ready t begin nrmal prcessing. It is very imprtant that yu make a backup f the Inventry data files t guard against the pssibility f lsing yur wrk. 8

9 Defining the Master Data - Inventry Cmpany Master Data Main Cmpany Master Data settings allw yu t cnfigure the Inventry prtin f the prgram t fit the individual cmpany s needs. The prgram cnfiguratin is very flexible. The fields defined in this ptin are very imprtant as t hw the system will perate. Please read this sectin s that yu may define the Master Data in the manner best suited fr the cmpany. T pen the Master Data, click >File >Cmpany Maintenance and >Master Data Prperties. Click >Inventry. Select the Main tab t define the fllwing:. Name: Enter r change the name f the cmpany. This will be the cmpany name the system will use when printing reprts. Cst Methd: Select the cst methd yu want t use fr the inventry items. Average Cst: When yu recrd receipts, the system will adjust the item s cst t the weighted average cst paid fr that item. Latest Cst: The system will change the item s cst t the latest cst paid fr that item. Standard Cst: Yu define the cst f the item and the system will nt change that cst n matter what was actually paid fr the item. 9

10 Withdrawal Methd: Select the withdrawal methd yu want t use fr the inventry items. Yu can chse either Cst r Price. When entering withdrawals frm the Inventry prgram, the system will autmatically call up the cst r price fr that item, depending n hw this field is defined. The nrmal withdrawal methd is Price. If yu withdraw items frm the inventry at cst, the system will have n way t calculate grss prfit. Physical Cunt Methd: Select the physical cunt update methd yu want t use fr the inventry items. Add t Existing: The system will add the physical quantity yu enter in Updating Physical Cunts t the existing physical quantity nhand. Replace Existing: The system will replace the existing quantity nhand with the physical quantity yu enter. Prmpt Each Time: The system will ask yu which update methd yu wish t use each time yu pen Updating Physical Cunts. Price Calculatin Methd: Select what the system shuld access fr price calculatins when perfrming glbal price changes. Nne: The system will deactivate the glbal price change feature. Based n Cst: The system will perfrm the glbal price change based n the cst f the items. Based n Price Level 1: The system will perfrm the glbal price change based n the price f Price Level 1. Access Key: Thrughut the prgram the system prmpts yu fr inventry items. Here yu define the way the inventry items are asked fr (indexed). Select the frmat yu want t use fr the main, primary inventry item index. User Key: The prgram als allws yu t define a user key. This key is used t title inventry items with cde wrds that are easier t remember than their name r number. Yu can then index the system t lcate items by the user key. On this screen, yu define the title fr the user key. J/E Descriptin: Enter the descriptin f the jurnal entry fr prcessing a Jb Cst withdrawal. If yu are perating interactively with the General Ledger and Jb Cst prgrams the system will use this field t determine the descriptin f the jurnal entry fr the jb cst withdrawal. 10

11 Alert Mems/Price Levels Select the Alert Mems/Price Levels tab t define the alert mem descriptins, price level descriptins, and security access levels necessary t view mems n inventry items. Alert Mem Descriptins and Access Levels: The prgram allws yu t maintain up t fur lines f infrmatin n each inventry item that the prgram des nt already have a field fr. Mems can be used fr reminders, special ntes, etc. This screen allws yu t define the headings f the fur alert mem lines. Fr each mem line, yu can set a security access level s nly peple with the apprpriate access level can mdify and add the alert mems. Refer t the CertiflexDimensin System Manager Guide fr detailed infrmatin n access levels. Price Level Descriptins: The inventry prgram allws yu t specify up t 10 different price levels fr each inventry item. Define the descriptins f the varius price levels at this screen. 11

12 Reprting Select the Reprting tab t define the number f lines t skip fr varius Inventry reprts. When yu pen this prgram, the system will list a variety f reprts and the number f lines t skip fr that reprt. The number f lines t skip refers t the number f lines t skip between each item and transactin included n the selected reprt. If yu set the number f lines t skip fr a reprt t 0, the system will nt skip any lines between each item and/r each transactin. 1 specifies t skip ne blank line, 2 specifies t skip tw blank lines, etc. The system will allw yu t specify a number f lines t skip between 0 and 6. 12

13 G/L Direct Interactin Select the G/L Direct Interactin tab t define default ledger accunts fr varius direct inventry transactins. Mst inventry transactins that update the General Ledger ccur in ther mdules, such as Accunts Payable, Purchase Order, Order Entry and Accunts Receivable. The Inventry system des hwever cntain specific types f transactins that may ptinally be set t update the General Ledger directly. T enable autmatic interactivity between yur Inventry and General Ledger mdules, check the G/L Direct Interactin bx. The system will list the fllwing accunts: Inventry Accunt (1): Assign the inventry accunt (1) t be debited n direct inventry receipts/finished gds prductins r credited (cst) n direct inventry withdrawals/bill f materials (BOM) cmpnents. This accunt will be used fr all inventry items setup with an Inventry Accunt number f (1). Inventry accunt (2-5): ptinally assign any alternate accunts t be debited n direct Inventry Receipts/ finished gds prductins r credited (cst) n direct Inventry withdrawals/ bill f materials (BOM) cmpnents. These accunts will be used fr all inventry items setup with an Inventry Accunt number f (2-5). 13

14 Accrual Purchase Accunt: Assign the accunt t be credited when ding direct inventry receipts. Example: Yu buy 20 Widgets at a cst f $1.50 each. If yur recrd this transactin directly within the Inventry by Recrding a Receipt, the fllwing General Ledger Entry will be made: Accunt Debit Credit Inventry (Widgets) $30.00 Accrual Purchase Accunt $30.00 Accrual Sales Accunt: Assign the accunt t be debited fr sales amunt when prcessing direct inventry withdrawals. Example: Yu sell 10 Widgets fr $2.00 each and the Widgets have a cst f $1.50 each. If yur recrd this transactin directly within the Inventry by Recrd Withdrawals, the fllwing General Ledger Entry will be made: Accunt Debit Credit Widget Sales $20.00 Accrual Sales Accunt $20.00 Inventry (Widgets) $15.00 COGS Accunt $15.00 COGS Accunt: Assign the accunt t be debited fr cst amunt when prcessing direct inventry withdrawals. Physical Cunt Adjustments: Assign the accunt t be debited r credited fr adjustments made when updating n-hand quantities. NOTE: During the Update Quantities-On-Hand prcess, the system will nly use the assigned Physical Cunt Adjustment accunt if the Jurnal Entry G/L bx is checked. Overhead Accunt: Select the cmpany s verhead General Ledger accunt, if yu are perating interactively with bth the General Ledger and Jb Cst prgrams. The system uses this field t allw the autmatic credit f the inventry verhead n the cmpany s General Ledger. This allws yu t allcate verhead csts t jbs when yu recrd withdrawals. When yu define each jb ledger file in the Jb Cst prgram, yu are allwed t define an inventry verhead percentage fr each jb. If a percentage was defined fr a jb accessed thrugh an inventry withdrawal transactin, the system will credit the verhead accunt n the cmpany s General Ledger based n the percentage defined fr the applicable jb and will add the amunt debited n the selected jb ledger. Jurnal Entry B.O.M. Prductin: Select this checkbx if yu want the system t autmatically recrd jurnal entries fr bill f materials prductin. Jurnal Entry Intercmpany Transfers: Select this checkbx if yu want the system t autmatically recrd jurnal entries fr intercmpany inventry transfers. 14

15 Inventry Thery - Serial/Lt Tracking CertiflexDimensin Inventry includes the ability t track additinal infrmatin n inventry item transactins. This is cmmnly used t track specific serial numbers fr each item r lt numbers assciated with a grup f items. Utilizing serial/lt number features will allw yu t easily track where an individual item r grup f items was purchased r prduced and t whm these specific items where sld. Activating Serial Lt Tracking n an Inventry Item T activate serial/lt tracking n a specific item, frm the Edit Inventry Item screen, select the Serial/Lt N. Tracking checkbx. Yu can als set this ptin t be the default n a specific Inventry Categry. Setting the default n a categry will autmatically set all items added t the categry t have Serial/Lt Tracking enabled. Prcessing Item Transactins with Serial/Lt Tracking When a Serial/Lt Tracking enabled item is selected fr purchase, prductin r sale the system will autmatically display the Inventry Serial/Lt Number windw. Serial/Lt Number: Enter the Serial/Lt Number yu wish t track fr this transactin. Tracking numbers are a maximum f 30 alpha/numeric characters. Mark As Clsed: Select this ptin if the current Serial/Lt Number shuld be cnsidered clsed. Each Inventry transactin histry line has a status f pen r clsed. If yu are using true serial number tracking with nly ne unique serial number fr each item, the unique serial number wuld be cnsidered Open when yu purchase r prduce the 15

16 item. The unique number will be cnsidered clsed when yu sell the item, because it will never be resld unless returned. Since transactin reprting supprts including pen items nly, it is easy t gather infrmatin n items currently available in inventry. NOTE: When yu mark an item as clsed when sld, the system will autmatically lk fr any exact matching serial number and als mark that transactin histry line as Clsed. It is imprtant t nte that the Mark As Clsed feature wrks autmatically when prcessing single serial numbers nly. Als, nte that yu can manually adjust the Open/Clsed status f any Serial/Lt Numbered histry transactins by using the Edit Serial/Lt Number Histry functin lcated under the Optins menu f Maintain Inventry Items. Selected: Click this ptin if yu are selling a number highlighted frm the Existing Number(s) listing. NOTE: If yu wish t track where yu sell specific serialized items, but nt track their purchase r prductin, simply type in the serial number at the time f sale. This additinal level f flexibility supprts a brader use f hw yu wish t use the additinal tracking features. Add t List: If yu wish t add t the current Serial/Lt Number, highlight the additinal number frm the Existing Number(s) list and click Add t List. Click >Ok t use the Serial/Lt Number fr the current transactin line. Additinal Ntes n Prcessing Specific Unique Serial Numbers If yu are tracking specific serial numbers, the system will wrk best if yu enter a separate line fr each serial numbered item. Fr example, if yu are buying and selling lawn tractrs and each tractr has a specific serial number, when yu purchase tractrs frm yur supplier enter a specific line item fr each tractr purchased. If yu were buying 10 tractrs, enter 10 lines n the purchase rder, with each line with a quantity f 1. The same wuld be true when yu sell the tractrs. If a custmer was purchasing 3 tractrs frm yu, enter three detailed lines with each line a quantity f 1. Using quantities f 1 fr serial number tracking allws the best autmatic tracking and reprting f unique serial numbers. Review/Print Nte: Mst transactins (Invices, Vuchers, etc.) will ask fr item Serial/Lt Numbers immediately when yu select an item. Hwever, with interactive Purchase Order and Order Entry mdules yu are asked fr the specific Serial/Lt Numbers at the time f recrding receipts r shipments. Yu can review all Serial/Lt Numbers used n specific inventry items by selecting the Serial/Lt N link lcated under >Review Inventry Item >Inventry Item Detail. 16

17 Yu can print reprts with Serial/Lt Numbers by selecting t print the Serial/Lt Number Reprt r Serial/Lt Number Reprt lcated under the Standard Inventry Reprts ptins. 17

18 Maintain Lists - Inventry Maintain Inventry Items This sectin explains hw yu perfrm maintenance functins n the inventry items. Yu can add, change, and delete inventry items. Yu can als renumber inventry items. Adding an Inventry Item T add a new inventry item, click >Maintain Lists >Inventry >Inventry Items. 18

19 T add a new inventry item, click >New. The system will prmpt yu fr the fllwing: New Item Number: Enter the inventry item number fr the new item. The Inventry prgram applies an extremely flexible inventry stck numbering system. Because the system allws a ttal f up t 30 alphanumeric characters fr the stck number, yu can use almst any existing inventry stck numbering scheme. Befre yu start adding inventry items, we strngly recmmend that yu read this sectin. Yu may want t change the stck numbering scheme t take advantage f special features in the system. Never begin the item number with a space r a perid. If yu d this, the system will nt index the inventry item crrectly. In additin, never use an asterisk (*) anywhere in the item number. The ttal maximum length allwed by the system fr an inventry stck number is 30 characters. Each Inventry item cnsists f an item number and a categry. The categry des nt necessarily have t be part f the item number. Categries may be set up within Maintain Categries/Lcatins under the Maintain Lists feature f Inventry. Each Inventry reprt allws yu t print fr a range f items. This feature is very useful if yu have defined the stck numbering scheme t take advantage f it. If yu are using the Bill f Materials feature f Inventry, yu shuld nte that yu must define all finished gds as well as each f the individual cmpnent parts as inventry items. Labr can als be defined as an inventry item r items, if desired. If yu need t track serial numbered items in the system, there is a special way yu must define the inventry item s it can be tracked as a serial numbered item. Please refer t the Maintain Lists sectin f this guide fr infrmatin n hw t indicate an item is a Serial Master item. Descriptin: Enter the inventry item s descriptin. Because the system allws yu t index and access the inventry items by descriptin, d nt enter an item descriptin that matches that f anther item. Categry: Enter the categry in which yu wish t place this item. Quantity: Enter the quantity fr this item. Cst: Enter the cst fr this item. Click >OK t cntinue t the item detail screen. 19

20 Inventry Item Detail Main Stck Item Number: The item s stck number, as entered when the item was created r renumbered. Fr infrmatin n renumbering an existing item, refer t the Advanced Maintenance Optins: Renumber sectin f this guide. Item ID: This field cntains an ID that is unique t this inventry item and is assigned by the prgram. This ID is used t identify the item within the data files. This field cannt be changed. Active Inventry Item: Select this bx t make this inventry item available fr recrding inventry transactins. If this bx is nt checked, the item will nt be available frm any menu and will nt shw up n many inventry reprts unless therwise specified. Item Descriptin: The item s descriptin, as entered when the item was created r last edited. Since the system uses the Stck Item Number fr indexing, the descriptin may be edited here at any time. Fr infrmatin n renumbering an existing item, refer t the Advanced Maintenance Optins: Renumber sectin f this guide. Additinal Reprt Descriptin: If the inventry item has an additinal descriptin that yu wish t appear n reprts nly, enter the descriptin in this bx. This field is a maximum f 30 alphanumeric characters. User Key: This is a user definable field that yu can use as an index field. Fr example, if yu wuld like t use cde wrds fr the inventry items, yu can define thse cde wrds here. When yu access the inventry item listing, yu can change the index t User Key. Then, instead f accessing the inventry items by number r name (descriptin), yu can access the inventry items fr matches in this field. The descriptin heading fr the User Key is defined in the Master Data. Unit f Measure: Select the unit f measure t use fr this item. If yu enter a unit f measure that des nt exist, the system will prmpt yu t add the new unit f measure. If yu add a new unit f measure frm this 20

21 ptin, yu shuld als g t Maintain Unit f Measure Cnversins t define additinal infrmatin needed fr the unit f measure. If yu are using the multiple units f measure feature, please give careful cnsideratin t the unit f measure selected here fr each item. The multiple units f measure feature allws yu t sell prducts in different r multiple units f measure different frm the unit f measure in which the item was purchased. Therefre, if yu are using this feature, yu shuld nrmally define the unit f measure fr each item t be the unit f measure by which yu purchase the item. Define the unit f measure under Maintain Unit f Measure Cnversins. Yu must define a unit f measure cnversin table fr each purchasing unit f measure. Each table allws the definitin f up t ten alternate (selling) units f measure, alng with cnversin factrs and markup percentages, if applicable. When yu have this defined crrectly, the system will autmatically cnvert the quantities and dllars sld back t the item s riginal unit f measure defined here s that the inventry infrmatin will remain crrect. Fr a cmplete explanatin f the unit f measure cnversin feature, please refer t the Maintain Unit f Measure Cnversins sectin. If yu always buy and sell the individual inventry item in the same unit f measure, then yur selectin is easy. Simply select r add a unit f measure and ignre the unit f cnversin feature described abve. Item Class: Class designatin allws yu t assign inventry items t a particular grup fr classificatin. Yu can use Class fr many different purpses. Yu can class inventry items fr departments, prduct lines, prduct types, territries, etc. Mst reprts in the Inventry prgram will allw yu t specify a range f classes t reprt. The system als uses the Class field t distinguish inventry items such as drp shipment items. These are items that yu sell but are nt part f the cmpany s inventry. That is, yu are selling an item t custmers, but the item is being shipped t the custmers frm anther cmpany. This means yu never actually received r shipped the item. Since it is nt an item yu stck, yu d nt want these items t appear in the regular inventry reprts. T separate these items, the system reserves classes fr drp shipment items. If yu have any items fr drp shipment, assign thse items between classes 90 and 99. Yu have the ptin t name the varius classes fr easier reference. T rename classes, click >File >Supervisr Optins >Maintain Class Names. Alternately, classes may als be renamed by ging t >Maintain Lists >Inventry >Categries, Lcatins and Sectins: Maintain Sectins. Categry: The Inventry prgram allws yu t grup similar items in categries. Specify the categry t which this item belngs in this field. Yu may define categries in the Maintain Categries ptin. Please refer t the sectin cncerning Maintain Categries fr mre infrmatin n setting up categries. Sub-Categry: Yu may select a sub-categry fr mre specific gruping when srting by categry fr reprting. Sub-categries are frm Fr 21

22 infrmatin n defining Sub-Categries, refer t the Categries, Lcatins and Sectins: Maintain Sectins prtin f this guide. Status ID: This ptinal, user-defined identifier allws yu t define yur inventry utside f class and categry designatins. Fr infrmatin n defining Status IDs, refer t the Categries, Lcatins and Sectins: Maintain Sectins prtin f this guide. Prductin ID: This ptinal identifier can be used t define finished gds. Fr infrmatin n defining Prductin IDs, refer t the Categries, Lcatins and Sectins: Maintain Sectins prtin f this guide. Clr ID: This ptinal identifier can be used t define items by clr. Fr infrmatin n defining Clr IDs, refer t the Categries, Lcatins and Sectins: Maintain Sectins prtin f this guide. Item Size Class: Select the item s size class. Fr infrmatin n defining Item Size Class, refer t the Categries, Lcatins and Sectins: Maintain Sectins prtin f this guide. Item Size: Enter the item s size. This field is ptinal and nt required fr prcessing. Item Weight: Specify a weight fr the item t assist in calculating shipping charges. Yu can specify weight in punds, unces, kilgrams, r grams. Ttal All Lcatins Cst: The ttal verall unit cst fr all lcatins is displayed. This cst is autmatically adjusted as yu recrd purchases t an item. Quantity: The ttal quantity On-Hand fr all lcatins is displayed. This is this quantity that will be updated as yu recrd inventry transactins. It is this field n which all inventry value calculatins are based. Minimum Quantity Needed: The ttal quantity needed n-hand fr all lcatins is displayed. Quantity On Order: The ttal quantity n rder fr all lcatins frm vendrs is displayed. This quantity is autmatically updated if yu are perating interactive with the Purchase Order prgram. Quantity On Backrder: The ttal Quantity On Backrder fr all lcatins cmmitted t custmers is displayed. This quantity is autmatically updated if yu are perating interactive with the Order Entry prgram. Exclude frm Lists Purchases/Sales/B.O.M. Detail: Check the crrespnding bxes t exclude this item frm any r all f the afrementined list types. Exclude frm Purchases : Check this ptin if the current item shuld nt be available fr purchase i.e. a finished gd item that yu manufacture. Exclude frm Sales : Check this ptin if the current item shuld nt be available fr resale r withdrawal i.e. a raw material that yu use in prductin nly. Exclude frm B.O.M Detail : Check this ptin if the current item shuld nt be available in Bill f Material detail i.e. items 22

23 Additinal Additinal Optins purchased fr resale r finished gds nt used in ther prductin cmpnents. Favrite: Yu may chse t make data entry faster by setting up frequently accessed inventry items as Favrites. Favrites are limited t 99 items. Assign the inventry item a number frm 1-99 t designate the item as a Favrite. T enter an item as a Favrite during data entry, type in the number specified fllwed by an asterisk (*). This will select the inventry item assciated with that Favrite number. Inventry Acct. N.: Select the item s default ledger accunt number, as defined in the Inventry Master Data s G/L Direct Interactin settings. Serial/Lt N. Tracking: Check this bx if this item is a serial numbered item. This will let the system knw yu wish t track serial/lt numbers fr the item. Fr mre infrmatin abut Serial/Lt N. Tracking, please refer the Inventry Thery sectin. >Lcatin Details: Click n this link t define the inventry item s lcatin details. Each lcatin will be listed with the quantity-n-hand, the cst per lcatin, and the date f last transactin. NOTE: Nrmally, the quantity-n-hand and the unit cst fr an existing item are autmatically adjusted as yu recrd inventry item transactins. Yu may manually adjust these fields using the Physical Inventry prgram. Making direct changes t n-hand quantities r cst is nrmally dne nly under the directin and supervisin f yur cmpany cntrller. Other infrmatin fr each lcatin is as fllws: Last Cunt Date: This field indicates the last date an item cunt was perfrmed fr the selected lcatin. Physical Cunt: This field shws the actual quantity f the item accrding t the last physical cunt. Minimum Needed: Enter the minimum item quantity needed n-hand fr the selected lcatin. 23

24 Minimum t Order: Enter the minimum item quantity t rder fr the selected lcatin. Quantity n Order: If yu have any quantity currently n rder frm a vendr fr the selected lcatin, enter it here. This field is autmatically updated if yu are perating interactively with the Purchase Order prgram. Quantity n Backrder: If yu have any quantity currently n backrder and cmmitted t custmers fr the selected lcatin, enter it here. This field is autmatically updated if yu are perating interactively with the Order Entry prgram. Bin N. 1: If yu maintain bin numbers, enter the item s bin number fr the selected lcatin number. This is an ptinal field and a definitin is nt required. Bin N. 2: If yu maintain bin numbers, enter the item s alternate (secndary) bin lcatin number fr the selected lcatin. This is an ptinal field and a definitin is nt required. Bin N. 3: If yu maintain bin numbers, enter the item s alternate (third) bin lcatin number fr the selected lcatin. This is an ptinal field and a definitin is nt required. >Sales/Prices: Click n this link t define the item s unit price infrmatin. Item Sales Prices: T define r change a price level s sales price infrmatin, select the price level t change and then click Edit. Sales Price: Enter the sales price fr this item. Markup Percentage: Enter a markup percentage, if applicable, fr this item. The markup percentage is used when perfrming glbal price changes. Yu may ptinally set a price level s markup percentage t 999.xxx% (xxx equals any number) t cause the system t set that price level t be equal t the item s unit cst r price level 1, depending n hw the Master Data is defined, when the ptin t Recalculate Price Levels is executed. Quantity Break: The quantity price break feature is prvided t speed data entry while prcessing inventry withdrawals. T utilize the quantity break feature, yu must define the unit prices fr the items s that the price fr price level ne is the largest price, the ne that a 24

25 Price Level custmer wuld pay if he rdered the minimum quantity. The price levels tw thrugh ten shuld be prgressively smaller, t reflect discunts given t custmers fr quantity buying. Yu shuld als set the quantity fr the quantity break fr price level ne at zer. Subsequent price levels shuld be set fr prgressively larger quantities t reflect the increased quantities f the item that the custmer must purchase t be eligible fr the price breaks. Fr example, suppse we had ur price levels defined as: Unit Price In Recrd Stck Withdrawals, Recrd Custmer Orders in Order Entry, r Recrd Invices in Accunts Receivable, the system will autmatically call up the crrect unit price, based n the quantity entered. The system will allw yu t verride the system s selected price, if necessary. In the abve example, if the quantity withdrawn is 45.00, the system will autmatically call up unit price level ne, $ If the quantity withdrawn is 50.00, the system will then knw t allw fr the advantage f a quantity price break. The unit price autmatically accessed by the system in this case is fr price level tw, $95.00 If yu d nt prvide quantity price breaks t custmers, yu d nt need t utilize this feature. Simply set all quantity break fields t zer. Special Ntes abut Sales Prices Quantity Break 1 $ The Inventry prgram allws multiple units f measure. This is an imprtant feature if yu buy inventry items in ne unit f measures and sell them in different units f measure. If yu always purchase an inventry item in ne unit f measure and sell it in a different, single unit f measure, then yu shuld define the item s that its unit f measure is the purchasing unit f measure. The item s unit cst shuld crrespnd t the unit f measure by which yu purchase the item. The unit prices fr the item, hwever, may be defined in ne f tw ways depending n yur needs: t crrespnd t the standard (purchasing) unit f measure r t crrespnd t the alternate (selling) unit f measure. 25

26 If yu define the unit prices t crrespnd t the item s standard (purchasing) unit f measure, then yu will need t define that unit f measure s cnversin table s that the cnversin factrs used are applicable fr the unit cst fr the item. The unit f measure cnversin table als allws fr the definitin f a markup percentage. The system will use this when prcessing withdrawals t calculate the unit price t use that will crrespnd t the alternate (selling) unit f measure. The system will use bth the cnversin factr and the markup percentage under this methd. If yu define the unit prices fr the item t crrespnd t the alternate (selling) unit f measure, then the system will g directly t the item s unit prices when withdrawals are entered. The unit f measure cnversin table will have n markup percentage defined in this case, and the cnversin factr is nly used fr the update f quantities sld and the cst f sales. This methd is useful when setting up a markup percentage that will nt result in the unit prices that yu want fr the item. The unit f measure cnversin table s Price field must be set crrectly t allw fr this feature. The Accunts Receivable and Order Entry prgrams als allw this feature, if yu are perating interactively with them. Remember that these tw setup methds are nly applicable fr items that have a single different selling unit f measure. When setting up the Inventry prgram fr the first time, yu may want t take advantage f a special feature allwing glbal price changes rather than entering the individual unit prices fr each f the new items. T use this feature, make sure that the markup percentages fr each item are set the way yu want them, then execute the ptin Recalculate Prices based n the Markup Percentages. Executing this ptin will set the unit prices fr each f the price levels fr each item included. The glbal price change feature in cnjunctin with the Calculatin Methd definitin in Master Data allws yu t glbally change prices n the inventry file as a markup f each item s unit cst, r the unit price fr price level ne. If yu want t take advantage f this feature, first make sure yu have defined the unit cst r price level ne unit price and the markup percentages fr each applicable item. Check Quantity Available: Yu may select whether r nt yu want the prgram t check the available quantity f the inventry item either when recrding Custmer Orders, Custmer Invices, r bth. Sales Cde: The sales cde fr each inventry item is used when perating interactively with the CertiflexDimensin Accunts Receivable and Order Entry prgrams. The Accunts Receivable prgram uses the sales cde t prvide yu with sales analysis infrmatin. If yu are perating interactively with Accunts Receivable, we recmmend that yu read the sectin f the Accunts Receivable manual devted t sales cdes befre yu define this field. Select a sales cde t use fr this item frm the available drp-dwn list. 26

27 Default Quantity fr Sales: This field will allw yu t specify the quantity in which this item is usually sld. This will save time during the data entry prcess because it allws yu t bypass the quantity field when recrding an entry. Invice/Order Item Descriptin: In this field, yu can specify up t a 254- character descriptin fr this item t print n an invice r rder. This is a mem frmat field that allws yu t use Smart Tags replacements within yur descriptin. Smart Tags are case sensitive. Using Smart Tags allws the system t autmatically change the Invice/Order descriptin if yu renumber rename the inventry item. The fllwing Smart Tags are available fr Invice/Order descriptins: {StckID}: This Smart Tag will autmatically be replaced with the inventry item number. {StckDesc}: This Smart Tag will autmatically be replaced with the inventry item descriptin. {SerialNumber}: This Smart tag will autmatically be replaced with the selected Serial/Lt Number fr this transactin line. NOTE: The abve mem descriptin als supprts autmatic wrd-wrap and multiple lines. Remember t use Ctrl + Enter t input line breaks if yu are prcessing with yur User Preferences set t Use Enter as Tab. >Purchases: Click this link t assign vendr infrmatin t the item, allwing yu t track the vendrs frm which the item is purchased. Vendr Numbers & Vendr Stck ID Numbers: Yu may specify up t fur vendrs frm which the item is purchased and the stck number the vendr uses fr the item. If yu are using a stck number matching the primary vendr s number, yu can click n the Cpy buttn beside the vendr stck number t cpy the item number frm the item and assciate it t the vendr. Purchase Cde: Allws yu t specify a default Purchase Cde fr use with this item. Default Quantity t Purchase: If yu always purchase a specific quantity f this item, yu can set a default quantity in this field. This will save the 27

28 time required t enter the quantity yu are purchasing when generating a purchase rder fr this item. Purchase Order Descriptin: In this field, yu can specify up t a 254- character descriptin fr this item t print n yur purchase rder. This is a mem frmat field that allws yu t use Smart Tags replacements within yur descriptin. Smart Tags are case sensitive. Using Smart Tags allws the system t autmatically change the Purchase Order Descriptin if yu renumber and/r rename this inventry item. The fllwing Smart Tags are available fr Purchase Order Descriptin: {StckID}: This Smart Tag will autmatically be replaced with the inventry item number. {StckDesc}: This Smart Tag will autmatically be replaced with the inventry item descriptin. {VendStckID}: This Smart Tag will autmatically be replaced with first vendr stck number fr this item. If the first vendr stck number fr the item is nt set, this Smart Tag will autmatically be replaced with inventry item number. >Alerts Mems: Click this link t maintain infrmatin that is nt already captured n each inventry item. Mems can be used t track reminders, special ntes, special prices, etc. The headings fr the alert mems are defined in the Master Data and the headings fr all ther mem lines are defined in the Cnfigure Mems ptin. T pen the Cnfigure Mems ptin, click >File >Supervisr Optins >Maintain Mem names. NOTE: Yu must have Supervisr rights (access level 10) t be able t mdify the mem headings in the Cnfigure Mems ptin. Each mem line can be assigned an access level (1-10). If yu d nt have an access level equal t r greater than the ne assigned t the mem line, yu cannt edit the mem line. Mem Lines: If yu have access t the mem lines, enter the infrmatin in each apprpriate field. Pp-up Alert: Yu can use any r all fur alert mem fields as autmatic reminder fields. If yu select the Pp-up Alert check bx n any f the fur alert mem lines, all text fr the mem lines will display n the screen anytime this inventry item is accessed. Refer t the CertiflexDimensin System Manager Guide fr mre infrmatin n cnfiguring mems. 28

29 Editing an Inventry Item T change an inventry item, click >Maintain Lists >Inventry >Inventry Items. When the Maintain Inventry Items screen is displayed, enter the inventry item t change in the Search field r select the item frm the inventry listing. When a valid inventry item is select, click >Edit and the Edit Inventry Item screen will be displayed. Fr detailed infrmatin n each field displayed, refer t the Adding an Inventry Item sectin. NOTE: If yu change the unit f measure fr an item, be sure t als change all fields fr the item that crrespnds t the unit f measure (quantities, prices, etc.). If yu d nt, the system will nt functin crrectly. 29

30 Deleting an Inventry Item T delete an inventry item, click >Maintain Lists >Inventry >Inventry Items. When the Maintain Inventry Items screen is displayed, enter the inventry item t delete in the Search field r select the item frm the inventry listing. When a valid inventry item is select, click >Delete and a cnfirmatin windw will be displayed. T cnfirm deletin f the item, click >Yes. T cancel the item s deletin and return t the Maintain Inventry Items screen, click >N. NOTE: The system will nt prevent yu frm deleting items frm the inventry files, even if the item has an n-hand quantity. Therefre, yu must be careful when yu execute this ptin. Als be careful nt t delete serial master items that still have crrespnding serial numbered items. If yu are using the Bill f Materials feature, the prgram will nt allw yu t delete the inventry item included in the Bill f Materials. Yu must remve the item frm the Bill f Materials shuld yu wish t delete it. 30

31 >Alternate Items List The system will allw yu t define alternate items per inventry item. If yu have alternate items defined, when yu enter withdrawals fr this item and there is nt enugh stck n-hand t cmplete the withdrawal, the system can display all alternates defined. Yu can then ask the system t take the stck frm any f the alternate items, if desired. Click the New buttn t select an alternate item frm the inventry item listing. Click the Delete buttn, t remve the alternate item frm the current inventry item. Click the Gt Item buttn t mve t the selected alternate item in the Maintenance system. >Item Images CertiflexDimensin allws yu t attach an image file t the inventry item and add a descriptin f the item. This image and descriptin will shw up in a Catalg reprt generated thrugh standard Inventry reprts. Image Link: Type the path name f the file fr the image r click Brwse t select the apprpriate file. Click >Clear t revert t N Image Selected. 31

32 NOTE: Screen Item images handle either JPEG r Bitmap files. The Catalg Reprt will nly print Bitmap files. If yu are utilizing this reprt with images, yu will need t cnvert yu JPEG files t Bitmaps. Yu can click Lad Image t Viewer in the Image bx t pen the Image Viewer screen. >Item Lkup Keys >Price Image Catalg Descriptin: Enter the descriptin f the image. Yu can add up t 254 characters. Each Inventry Item may ptinally cntain up t 5 individual "Lkup" keys used t find a specific item during transactin prcessing. T maintain yur Lkup keys fr this item, enter yur keys belw and click > Save. T use a Lkup key during transactin prcessing, type in r scan yur lkup key int the Inventry Item prmpt and then press the > F12 Key. NOTE: Only the "Primary Lkup Key" may ptinally be printed as a Bar Cde n Inventry Item Labels. Use this ptin t make direct changes t an Item s sales prices directly frm the main screen. Yu may ptinally access this ptin with [Ctrl/P]. Once yu have made all yur desired price changes, click > Save. >Ntes/Links/Mems The Quick Ntes and Links tabs allw yu t rganize and access infrmatin abut inventry items frm ne lcatin. Ntes can be used t dcument vendr warranty, special rder infrmatin, labr cnsideratins, etc. Links can be used t cnnect t vendr web sites, spreadsheets, and custmer service databases. Yu can add and review Quick Ntes and Links in Maintain Inventry Items and Review Inventry Items. Fr detailed steps n adding Quick Ntes and Links, refer t the CertiflexDimensin System Manager Guide. 32

33 Additinal Optins >AdvancedRecalculating Inventry Item Lcatin Quantity Use this ptin t recalculate a single inventry item s lcatin quantities. Overall quantities will be updated fr all active lcatins. T recalculate an inventry item s lcatin quantity, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. T recalculate all lcatin quantities fr all active lcatins, select the inventry item accunt yu wish t recalculate and click >Update Nw. 33

34 Renumbering an Inventry Item T renumber an inventry item, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. NOTE: Yu shuld have a current backup f all inventry files prir t selecting this ptin. N ther users shuld be accessing inventry while this prcess is running. The system will prmpt yu t enter the New Number fr the inventry item. Enter the new number and click >Update Nw. When a new item number is entered and saved, the system will renumber the inventry item and all histry transactins assciated with that item. 34

35 Edit Item On-hand Quantities/Cst This ptin will allw yu t edit either the cst r the quantity n-hand f an inventry item. T edit item quantities and cst, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. Click >Edit Cst/Qty and the system will display the fllwing: NOTE: Nrmally, the quantity n-hand and unit cst fr an existing item are autmatically adjusted as yu recrd inventry item transactins. Making direct changes t nhand quantities r the cst f inventry items shuld nly be dne under the supervisin f yur cmpany cntrller. Inventry Item: Specify the inventry item fr which yu wuld like t update the quantity r cst. Lcatin: Specify the lcatin f the inventry item yu are desiring t change. New Item Quantity: Enter the new n-hand quantity fr the item yu have selected. New Item Cst: Enter the new cst fr the item yu have selected. Once yu have made the necessary changes t quantity and cst click Accept, then select anther inventry item t change. Items t Pst: This will shw a list f all items with changes made that need t be psted t yur Inventry files. Delete: Highlight an item t pst and click Delete t remve it frm the list. Imprt: If yu have several items t update, yu can imprt the infrmatin using this feature. The imprt file must be an ASCII, tabdelimited file fr the imprt t wrk prperly. The fields in this file are Item Number, Lcatin, and Quantity r Cst. Yu can select either Quantity r Cst t imprt, but nt bth at the same time. 35

36 Pst All: When yu are finished with yur mdificatins, click this buttn t pst the changes t yur Inventry files. 36

37 Edit Serial/Lt Number Histry This ptin allws yu t find a specific serial numbered item frm a list f items and mark it either pen r clsed. This is useful if yu desire t resell a returned serial numbered item. T edit Serial/Lt number histry, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. Click >Edit Serial/Lt and the system will display the fllwing: Serial/Lt Histry: This will present a listing f all serial/lt numbered items available, as well as their current status within the system. Find: This will allw yu t search fr a specific item frm this list. Mark as Clsed: T clse a serial/lt number item, highlight the item in the list and click n this ptin. This will clse ut the item. Mark as Open: T re-pen a clsed Serial/Lt Number item, highlight the item in the list and click n this ptin. This will re-pen the item. Shw Open Only: This tggle is used t specify whether r nt yu desire nly the pen items t be displayed. 37

38 Resetting Standard Cst fr Items This ptin allws yu t change the selected inventry item s standard cst t the actual average cst. In the Master Data, yu defined the cst methd t be Standard, Latest, r Average. N matter which cst methd yu use, the system will still track all three. Yu will nly use this ptin if the cst methd is set t Standard and yu wish t change a grup f inventry items standard cst t the actual average cst. The actual average cst is based n the life f the inventry item. Print the Detailed Cst Reprt befre executing this ptin. This reprt will list each inventry item s current/standard cst and als shw yu what its actual average cst wuld be. T reset the standard cst, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. Click >Reset Standard and the system will display the fllwing: Beginning Item: Enter the item yu want the resetting prcess t begin with. Ending Item: Enter the item yu want the resetting prcess t end with. Other Ranges: Yu can als specify a range f items by Lcatin, Class, r Categry. This is useful if yu desire a mre targeted range. Prmpt me n each item whether t accept the new cst: Select this check bx if yu want the system t prmpt yu t accept the new cst n each item in the abve range. 38

39 Glbal Inventry Recalculatin The glbal recalculatin ptins allw yu t recalculate all inventry lcatin quantities and/r all inventry detailed histry. T perfrm glbal recalculatin, click >Maintain Lists >Inventry >Inventry Items. Frm the Maintain Inventry Items screen, select >Additinal Optins >Advanced and the Advanced Maintenance Optins screen will be displayed. Click >Reset Standard and the system will display the fllwing: Glbal Recalculate All Inventry Lcatin Quantities: Overall quantities will be updated fr all active lcatins. Yu shuld have a current backup f all inventry files prir t selecting this ptin and n ther users shuld be accessing inventry while this prcess is running. T perfrm this prcess, click >Recalculate Nw. Glbal Recalculate All Inventry Detailed Histry: Use this ptin t recalculate ending quantities n-hand used in histrical inventry reprting. Use the Oldest Transactin Date t determine the ldest transactins t adjust. Yu shuld have a current backup f all inventry files prir t selecting this ptin and n ther users shuld be accessing inventry while this prcess is running. T perfrm this prcess, defined the Oldest Transactin Date and click >Recalculate Nw. 39

40 Maintain Categries, Lcatins and Sectins CertiflexDimensin Inventry s Maintain Categries ptin allws yu t define up t 999 categries fr gruping inventry items tgether fr reprting purpses. Yu can als define up t 25 inventry item lcatins using the Maintain Lcatins ptin. New t CertiflexDimensin v10 is the Maintain Sectins ptin, allwing yu t define varius sectin used t categrize and identify items. T access these ptins, click >Maintain Lists >Inventry >Categries, Lcatins and Sectins. Maintain Categries New: Select this buttn t add a new categry t the list. Yu will be prmpted fr the fllwing infrmatin: New Categry Number: Enter a number between 1 and 999 fr the new categry. Click Ok t accept this categry number. New Categry Descriptin: Specify a name fr the new categry. These prmpts are used as defaults the next time yu add a new inventry item with this categry. They can be changed at any time. 40

41 Once yu have defined the new categry s number and name, click >OK t cntinue t the Maintain Categry screen. Item Class: Specify an Item Class fr the new categry. Item Classes are defined under Maintain Class Names in yur Supervisr Optins. Invice Descriptin: In this field, yu can specify up t a 254-character descriptin fr the item yur wish t print n yur invice r rder. This is a mem frmat field that allws yu t use Smart Tags replacements within yur descriptin. Smart Tags are case sensitive. Using Smart Tags allws the system t autmatically change the Invice Descriptin if yu renumber r rename the inventry item. The fllwing Smart tags are available fr Invice Descriptins: {StckID}: This Smart Tag will autmatically be replaced with the inventry item number. {StckDesc}: This Smart Tag will autmatically be replaced with the inventry item descriptin. {SerialNumber}: This Smart Tag will autmatically be replaced with the selected serial/lt number fr this transactin line. NOTE: The abve mem descriptin als supprts autmatic wrd-wrap and multiple lines. Remember t use Ctrl + Enter t input line breaks if yur user preferences are set t Use Enter as Tab. Inventry Accunt: Select the inventry accunt assciated with this categry. Inventry Accunts are used nly when interactive with Accunts Receivable, and are specified in the Accunts Receivable sales cdes within System Sales Cdes. Purchase Descriptin: In this field, yu can specify a 254-character descriptin fr the item yu want t print n yur purchase rder. This is a mem frmat field that allws yu t use Smart Tags replacements within yur descriptin. Smart Tags are case sensitive. Using Smart Tags allws the system t autmatically change the Purchase Descriptin 41

42 if yu renumber r rename this inventry item. The fllwing Smart Tags are available fr purchase descriptin: {StckID}: This Smart Tag will autmatically be replaced with the inventry item number. {StckDesc}: This Smart Tag will autmatically be replaced with the inventry item descriptin. {VendStckID}: This Smart Tag will autmatically be replaced with first vendr stck number fr this item. If the first vendr stck number fr this item is nt set, this Smart Tag will autmatically be replaced with the inventry item number. Sales Cde: Specify the sales cde which is assciated with this categry. This feature is used when yu are interactive with the Accunts Receivable mdule. Purchase Cde: Specify the purchase cde which is assciated with this categry. This feature is used when yu are interactive with the Purchase Order mdule. Master Item: Select this bx if the categry specified is t be used as a master item. This will allw items in this categry t be designated as serial numbered items. Check Quantity in AR: Select this bx if yu wish items frm this categry t check quantities n-hand when recrding Accunts Receivable transactins. This feature is used when yu are interactive with the Accunts Receivable mdule. Check Quantity in OE: Select this bx if yu wish items frm this categry t check quantities n-hand when recrding Order Entry transactins. This feature is used when yu are interactive with the Order Entry mdule. Default Categry Sales Prices: Here yu may define a categry s default markup percentage, quantity breaks, price levels and crrespnding amunts. Edit: Highlight a categry and click Edit t make changes t the prperties f the categry. Once changes are made, click Save t retain yur settings. Delete: Highlight a categry and click Delete t remve the categry frm the list. Yu cannt delete a categry having inventry items assigned t it. 42

43 Maintain Lcatins Edit Lcatin Name: Highlight a lcatin and click this buttn t edit the name f the lcatin. Set Default Lcatin: This feature will allw yu t specify a default inventry lcatin. Highlight the lcatin yu wish t use as a default and click this buttn t make the selected lcatin the default fr yur inventry items. Set Maximum Number f Lcatins: Yu may chse t have up t 25 lcatins fr yur inventry items. Click n the up and dwn arrw keys t increase r decrease the number f lcatins, then click Save Maximum Lcatins t change the maximum number f inventry lcatins. 43

44 Maintain Sectins Inventry items may be rganized based n user-defined terms r Sectins, such as classes, sub-categries r status, prductin, and clr identificatin. The Maintain Sectins prgram allws yu t custmize the numbering and descriptin f yur inventry s Item Class, Sub-Categry, Item Size Class, Status ID, Prductin ID, and Clr ID. Item Class: Class designatin allws yu t assign inventry items t a particular grup fr classificatin. Yu can use Class fr many different purpses. Yu can class inventry items fr departments, prduct lines, prduct types, territries, etc. Mst reprts in the Inventry prgram will allw yu t specify a range f classes t reprt. The system als uses the Class field t distinguish inventry items such as drp shipment items. These are items that yu sell but are nt part f the cmpany s inventry. That is, yu are selling an item t custmers, but the item is being shipped t the custmers frm anther cmpany. This means yu never actually received r shipped the item. Since it is nt an item yu stck, yu d nt want these items t appear in the regular inventry reprts. T separate these items, the system reserves classes fr drp shipment items. If yu have any items fr drp shipment, assign thse items between classes 90 and 99. Sub-Categry: Sub-Categry designatin allws yu t assign inventry items t a particular grup fr classificatin and identificatin based n criteria that are mre specific r altgether different than an existing gruping categry; i.e. - average replace days r perids. Sub-Categries are available in reprt filtering and exprts. Item Size Classes: Size Class designatin allws yu t assign inventry items t a particular grup fr classificatin and identificatin based n physical size; i.e. small, average, large r ver-sized. Item Size Classes are available in reprt filtering and exprts. Status ID: Status ID designatin allws yu t assign inventry items t a particular status grup fr further classificatin and identificatin. Use 44

45 this classificatin if yu need t further expand the Active/Inactive Status setting available n yur items. Status IDs are available in reprt filtering and exprts. Prductin ID: Prductin ID designatin allws yu t assign inventry items t a particular prductin grup. The Prductin grups may be changed during Recrd Assemblies and are tracked in Item prductin histry. Prductin IDs are als available in reprt filtering and exprts. Clr ID: Clr ID designatin allws yu t assign inventry items t a particular grup fr classificatin and identificatin - I.e. Blue, Red, Etc. Clr IDs are available in reprt filtering and exprts. 45

46 Maintain Unit f Measure Cnversins The CertiflexDimensin Inventry prgram allws yu t buy and sell individual inventry items in different units f measure. Multiple units f measure are allwed fr each item in the selling (withdrawal) mde. NOTE: If yu were nt taking advantage f the multiple unit f measure cnversin feature, yu wuld use this ptin t define the standard units f measure. Simply leave all alternate unit f measure fields blank. Fr example, suppse yu have a hardware business. Yu may purchase nails frm the vendr at 10,000 pieces per case (CS). When yu sell the nails t yur custmers, yu might sell them in bxes f 1,000 (BX1), bxes f 500 (BX2), bxes f 250 (BX3) r bxes f 100 (BX4). Calculating the crrect unit sales price and cst f sales makes the prcess almst impssible t handle manually. Unit f measure cnversin tables allw yu t define unit f measure cnversins s that the system can perfrm the prcesses assciated with multiple units f measure fr yu. Once the tables are defined, the system will take care f the cnversin fr yu autmatically. This ptin allws yu t define an unlimited number f cnversin tables. Each table that yu define shuld crrespnd t ne f the standard units f measure. Within each table, yu can define up t ten alternate units f measure, which crrespnd t the standard unit f measure fr that table. In ur example abve, case (CS) wuld be the standard unit f measure because the sample cmpany purchased nails frm the vendr by the case f 10,000. Therefre, we wuld define a unit f measure cnversin table fr CS. On this table, we wuld define bxes f 1,000, 500, 250, and 100 as alternate units f measure. Each table allws yu t specify whether t multiply r divide the standard unit f measure by the alternate. Fr each alternate, yu can define the cnversin factr and markup percentage, if applicable. 46

47 Adding a Unit f Measure Cnversin Table T add a new unit f measure cnversin table, click >Maintain Lists >Inventry >Unit f Measure Cnversins. T add a new unit f measure cnversin table, click >New. The system will prmpt yu fr the fllwing: Unit f Measure: Enter the standard unit f measure t use fr this table. The system allws a maximum input f three alphanumeric characters. Using ur example abve, we wuld enter CS here. Click >OK t cntinue t the Edit U/M Cnversins screen. 47

48 At the Edit U/M Cnversins screen, yu may define the fllwing: Descriptin: Enter a descriptin fr this cnversin table. Cntinuing with ur example, ur descriptin wuld be Case. Operatin: Select Multiply if yu want the system t multiply the cnversin factr fr each alternate unit f measure n this table by the quantity withdrawn, unit price, and unit cst fr the riginal unit f measure. Select Divide if the riginal quantity withdrawn, unit price, and unit cst shuld be divided by the cnversin factr fr each f the alternate units f measure in this table. Using ur example abve, we wuld set this field t Divide. Access: Select Autmatic if yu want the system t always autmatically call up the data defined fr the first alternate unit f measure. Yu are never given an ptin t verride this chice f alternate units f measure during stck withdrawals. This methd is useful if yu always buy the inventry items in ne unit f measure and always sell them in anther unit f measure. This chice allws autmatic prcessing in the withdrawal mde withut requesting input frm yu. Select Display Optins if yu want the system t always display all the alternate units f measure defined here when recrding stck withdrawals. This methd is useful if yu have mre than ne standard unit f measure when selling the inventry items. Using ur bxes f nails example abve, we wuld set this field t Display Optins. Price: This field specifies t the system whether the unit prices fr items that will access this cnversin table will crrespnd t the riginal unit f measure r the selected alternate unit f measure. If yu are defining mre than ne alternate unit f measure fr this cnversin table, yu shuld always set this field t Original U/M. If yu define nly ne alternate unit f measure fr this cnversin table, yu can define this field t Alternate U/M. Yu shuld nly use this ptin fr an riginal (standard) unit f measure that is defined fr items where the unit prices fr the items crrespnd t the alternate unit f measure. 48

49 Using ur bxes f nails example abve, we wuld set this field t Original U/M. Alternate: Enter the alternate unit f measures t use fr this cnversin table. Using ur bxes f nails example abve, we wuld enter BX1, BX2, BX3, and BX4. Cnversin Factr: Enter each alternate unit f measure s cnversin factr. Be sure that the cnversin factr yu enter crrespnds t the cmbinatin f the riginal (standard unit f measure), the peratin (multiply r divide), and the alternate unit f measure. Using ur bxes f nails example abve, BX1 has a cnversin factr f 10 (BX1 is a bx f 1,000 nails, which is 1/10th f the case f 10,000 nails, and since ur peratin is dividing, BX1 will divide CS by 10. BX2 has a cnversin factr f 20, BX3 is 40, and BX4 is 100. NOTE: Regardless f the price level basis chsen fr the cnversin table, if yu enter an actual dllar amunt fr the unit withdrawal price during stck withdrawals (as ppsed t entering a price level number 1-10), the system will ignre the cnversin factr defined here and will use the unit price entered at its face value. Markup %: If yu want the system t calculate the unit price based n the cnversin factr and then t markup that unit price by a certain percentage, enter that percentage amunt here. NOTE: If the price level basis is defined t Alternate U/M r if yu enter a dllar amunt fr the unit withdrawal price during stck withdrawals, the system will ignre any markup percentage defined. Changing a Unit f Measure Cnversin Table T change a unit f measure cnversin table, click >Maintain Lists >Inventry >Unit f Measure Cnversins. When the Maintain Unit f Measure Cnversins screen is displayed, enter the unit f measure t change in the Search field, r simply click and highlight the desired cnversin table, and then click >Edit. The system will display the infrmatin fr the selected cnversin table. Fr detailed infrmatin n each field displayed, refer t the Adding a Unit f Measure Cnversin Table sectin. Deleting a Unit f Measure Cnversin Table T delete a unit f measure cnversin table, click >Maintain Lists >Inventry >Unit f Measure Cnversins. When the Maintain Unit f Measure Cnversins screen is displayed, enter the unit f measure t delete in the Search field, r simply click and highlight the desired unit, and then click >Delete. A windw will appear, cnfirming that yu wish t delete the selected cnversin table. Click >Yes. 49

50 Maintain Price Levels This sectin allws yu t make glbal price changes t the inventry files. Yu can change price levels by price amunts nly, by using a fixed amunt, by a percentage, r by cmpletely recalculating the amunt. Or, yu can change price levels by markup percentages and prices r by markup percentages nly. Maintaining Price Levels T maintain price levels, click >Maintain Lists >Inventry >Price Levels. Type Select the type f glbal price level change yu wish t perfrm Prices Only: This ptin allws yu t change the price amunts fr any range f price levels desired and any range f stck items desired. If yu chse this type, select the methd t use under Change Methd: By a Fixed Amunt: This methd allws yu t glbally increase r decrease the price amunts based n a fixed dllar amunt. By a Percentage: This methd allws yu t glbally increase r decrease the price amunts based n an input percentage. By Recalculating: This methd allws the system t autmatically recalculate and reset unit prices. Fr the system t prperly perfrm the recalculatin, several Master Data settings are used. First, the system will lk at the definitin f the Price Calculatin Methd field. In this field yu specify that the system shuld use either each item s unit cst r price level ne as a base fr recalculatin. Next, the system lks at the markup 50

51 percentages fr each f the price levels n each inventry item that it will recalculate. Depending n whether the price calculatin methd is set t cst r price, the system will increase r decrease the unit prices fr each f the inventry items and price levels specified. Tw examples will help explain this: Example #1 Item Stck Number: Item Descriptin: 8 Landscape Timber Autmatic Price Calculatin Methd: Cst Unit Cst: $3.50 Price Levels: 1-3 Price and Markup Percentages prir t recalculatin lk like this: Price Level Markup Percentage Unit Price % $ % % 0.00 Price and Markup Percentages after recalculatin: Price Markup Unit Level Percentage Price % $ % % 5.95 As yu can see frm this example, the system set the unit price fr each f the price levels as a percentage increased based n the item s unit cst. The recalculatin des nt affect the markup percentages. This example als illustrates a manner in which yu can save cnsiderable definitin time fr prices when yu first begin using the prgram. If the prices fr the items are based n percentage increases f the unit csts, then yu may define the markup percentages fr each f the price levels in the initial item additin mde. Then, using this recalculatin methd f glbal price change, allw the system t autmatically calculate and set the unit prices fr each f the price levels. Example #2 Item Stck Number: Item Descriptin: 8 Landscape Timber Autmatic Price Calculatin Methd: Price Price and Markup Percentages prir t recalculatin lk like this: Price Markup Unit Level Percentage Price % $

52 % % 0.00 Price and Markup Percentages after recalculatin: Price Level Markup Percentage Unit Price % $ % % 6.88 In this example, the system set the unit prices fr price level tw and three as a percentage increase based n the unit price fr price level ne. As in the previus example, recalculatin des nt affect the markup percentages. This example als illustrates a pssible way in which yu can save time during inventry item setup. Define the markup percentages fr each f the price levels fr the items, and als make sure t define the actual unit price fr price level ne. Then, using this recalculatin methd f glbal price change, allw the system t autmatically calculate and set the unit prices fr the remaining price levels. If ne f the markup percentage fields fr an item is set t 999.xxx%, the system will set the unit price fr that price level equal t either the item s unit cst r the price fr price level ne, depending n hw the Master Data is defined, when yu recalculate. 52

53 Markup Percentages and Prices: This ptin allws yu t increase r decrease the markup percentages and autmatically change the applicable unit prices t reflect the new markup percentages. An example shuld help explain this: Item Stck Number: Item Descriptin: 8 Landscape Timber Amunt f Change t the Markup: 5.00% Price Levels: 1-3 Price and Markup Percentages prir t markup lk like this: Price Level Markup Percentage Unit Price % $ % % 5.95 Price and Markup Percentages after markup: Price Level Markup Percentage Unit Price % $ % % 6.25 As yu can see frm this example, each f the markup percentages are increased by 5.00% and each f the unit prices are als increased by 5.00%. If ne f the markup percentage fields fr an item is set t 999.xxx%, the system will set the unit price fr price level ne, depending n hw the Master Data is defined, when yu markup. Markup Percentages Only: This ptin allws yu t increase r decrease markup percentages nly. This ptin des nt change the unit prices. The Master Data field Price Level Descriptins allws yu t define the descriptins fr each f the price levels, level Yu define the markup percentages fr each f the price levels in the default inventry item. During the additin f inventry items, if all f the items use the same markup percentages as defined in the default inventry item, then the initial setup is easy. Nne f the markup percentages need t be changed. Hwever, if yu have a situatin where certain grups f items n the inventry file have specific markup percentages that are nt the same as the default inventry item, then yu can use this ptin t glbally change the markup percentages fr these grups f items. Using this ptin will allw yu t change entire grups f items at ne time, saving yu frm having t change each item individually. Remember that this ptin des nt change unit prices. After executing this ptin t change markup percentages, yu shuld execute the ptin abve t recalculate the unit prices fr all affected price level/inventry item cmbinatins. 53

54 Exprt Prices t ASCII: This ptin allws yu exprt sales prices t an ASCII file. The system will exprt the fllwing infrmatin t a file labeled: \CertiFlx\ADVX\XCnnect\INVPRICE.TXT Clumn A: Inventry Item Number Clumn B: Price Level (01-10) Clumn C: Sales price Imprt Prices frm ASCII: This ptin allws yu t imprt price infrmatin frm an ASCII file. The ASCII file shuld cntain the stck number, price level, and sales price infrmatin and shuld fllw the exact same frmat that the system uses when exprting prices t ASCII. If yu are nt aware f that frmat, chse the ptin t exprt, edit the ASCII file, created, and update the file fr the new prices. Inventry Item Range Selectin Beginning Item: Enter the inventry item t begin the change with. Ending Item: Enter the inventry item t end the change with. Beginning Price Level: Enter the price level t begin the change with. If yu chse t exprt a price level t an ASCII file, the system will prmpt yu fr the price level t exprt. Ending Price Level: Enter the price level t end the change with. NOTE: This ptin is nt available if yu are imprting prices frm an ASCII file. Amunt f Change t the Price/Markup: Enter the amunt r the percentage by which yu want the prices fr each inventry item in the abve range and fr each price level in the abve range t change. Fr an increase, enter the amunt r percentage as a psitive number. Fr a decrease, enter the number with a - (minus) sign befre the number. Click >Ok t begin the prcess. 54

55 Custmer/Item Price Matrix If yu are using CertiflexDimensin Inventry interactive with the CertiflexDimensin Accunts Receivable mdule, yu may ptinally setup an external Custmer/Inventry Item Price Matrix. This system will allw yu t verride all the standard price levels and quantity breaks used in determining nrmal pricing and allw yu t set a specific price fr a custmer/inventry Item cmbinatin. This is als cmmnly referred t as "Custmer Cntract Pricing. The system will use an externally maintained spreadsheet file saved as a tab delimited text file. The file needs t be lcated in the XCnnect flder f CertiflexDimensin and be called CustItem.Txt 55

56 Bill f Materials - Maintaining Assembled Items This ptin allws yu t define each f the cmpnent items and the quantities needed fr each sub-assembly, assembly, r finished gd. Adding an Assembled Item T add an assembly t the Bill f Materials, click >Maintain Lists >Inventry >B.O.M. - Assembled Items. T add a new assembly, click New Assembly. The system will display an inventry item listing and prmpt yu fr the fllwing: Select New Finished Gd Item: Select the inventry item that yu want t add the cmpnents t. In the example given abve, this wuld be an inventry item fr the Pst Hle Digger, Arrw Garden Shvel, etc. NOTE: The inventry item yu select here is nt the raw material item. It is the inventry item yu prduce that is cmpsed f the different individual raw materials. Reference Number: Enter a reference number fr this assembly. This number can be used fr tracking r management purpses and will be displayed n the histry reprts. 56

57 Add Click >Add t add the individual cmpnents t this assembly. Edit The system will prmpt yu fr the fllwing: Inventry item: Select the cmpnent t add t this assembly. In ur bicycle example abve, if we were defining the Back Wheel Assembly, we wuld select the inventry items f Tire, Wheel Rim, Spkes, and the Brake Sub-Assembly. If we were defining the actual bicycle assembly, we wuld enter the inventry items f Back Wheel Assembly, Frnt Wheel Assembly, Handlebar Assembly and Chassis Assembly. NOTE: The system will nt allw yu t assign a serial numbered item as a cmpnent. If the assembly includes a serial numbered item, add the serial master as a cmpnent. When yu recrd assemblies, the system will recgnize the serial master and prmpt yu t enter the serial numbered item fr that assembly. Step: The system allws yu t use this field t define what step in the prductin prcess f the assembly that this cmpnent is used. The system will default with the first step as 10 and will autmatically increment each step by 10 as each cmpnent is added. The system increments by 10 t allw rm fr future grwth f the assembly. In the future, if a cmpnent item is added t this assembly, yu will have plenty f rm t add the new cmpnent in its prper place s yur cmpnents will stay in the rder that yu desire. If yu allw the system t autmatically increment the step numbers r if yu change the step numbers but still maintain incrementing, the Bill f Materials reprt will print in step number rder. If each cmpnent has the same step number, the Bill f Materials reprt will print in inventry item stck number rder. Quantity: Enter the quantity needed fr this cmpnent t prduce ne assembly. In ur bicycle example abve, if we were defining the Handlebar Assembly, ne assembly wuld require a quantity f ne basket and a quantity f tw streamers. If the cmpnent is a serial master item, the system will autmatically assume a quantity f 1. Lcatin: If yu are perating with multiple lcatins, the system will prmpt yu t select the lcatin that this cmpnent shuld be taken frm when the assembly is prduced. When yu click >Ok, the system will save that cmpnent t the assembly. Click Add again and add each additinal cmpnent needed fr this assembly. T change a cmpnent f an assembly, select the cmpnent and click >Edit. 57

58 Delete Cpy T delete a cmpnent f an assembly, select the cmpnent and click >Delete. Click >Cpy t cpy anther finished gd int this assembly. In ur bicycle example abve, if we were defining the Chassis Assembly, we wuld need t add the Chassis Frame and Decals and then imprt the Seat Sub-Assembly. If we were defining the finished bicycle, we wuld nt add any inventry items. All cmpnents will be ther assemblies. Yu use Cpy t add thse assemblies t this assembly. Once all desired items have been added t create the finished gd, click >Save t save the assembled item. 58

59 Reviewing an Assembled Item s Prductin Detail T review an assembly, click >Maintain Lists >Inventry >B.O.M. - Assembled Items. When the Bill f Materials - Maintain Assembled Items screen is displayed, enter the assembly t change in the Finished Gd field and click >Start, r simply duble-click n the desired Finished Gd. The system will display the infrmatin fr the selected assembly in the lwer half f the screen. Abve this detailed listing f an assembly s items, the system will display the quantity and date the assembly was Last Assembled On and the assembly s current Status. T review an assembly s prductin detail, click n the spyglass icn the Prductin Detail screen will be displayed. and Prductin List - This listing allws yu t review the selected assembled item s transactin details, including Date, Reference Number, Quantity Prduced, Cst, Lcatin, User, Cntrl Number, Prductin ID, and Prductin Ntes. Materials Used List - This listing allws yu t review a cmplete breakdwn f materials used, including each material s Item Number, Item Descriptin, Quantity/Finished Gd Unit, Cst/Finished Gd Unit, Item Cst, Quantity Used, Extended Cst, Lcatin, and, if applicable, Serial/Lt Number. NOTE: Bth the Prductin List and Materials Used List may be cpied t yur Windws clipbard by right-clicking n the listing and selecting Cpy Data Listing. This is helpful if yu wish t paste either listing int a third-party spreadsheet frmat. 59

60 Changing Assembled Items T change an assembly, click >Maintain Lists >Inventry >B.O.M. - Assembled Items. When the Bill f Materials - Maintain Assembled Items screen is displayed, enter the assembly t change in the Finished Gd field and click >Start, r simply duble-click n the desired Finished Gd. The system will display the infrmatin fr the selected assembly in the lwer half f the screen. Fr detailed infrmatin n each field displayed, refer t the Adding an Assembled Item sectin. Deleting Assembled Items T delete an assembly, click >Maintain Lists >Inventry >B.O.M. - Assembled Items. When the Bill f Materials - Maintain Assembled Items screen is displayed, enter the assembly t delete in the Finished Gd field and click >Start, r simply duble-click n the desired Finished Gd. The system will display the infrmatin fr the selected assembly in the lwer half f the screen. Click >Delete Assembly. The system des nt verify that the assembly yu chse t delete is nt a cmpnent f anther assembly. Therefre, use cautin when deleting assemblies. 60

61 Maintaining Inventry Sales Kits Inventry Sales Kits allw yu t grup multiple inventry items cmmnly sld r gruped tgether fr a sale r prmtin. This helps make entering transactins mre efficient because yu enter all items tgether. T maintain an Inventry Sales Kit, click >Maintain Lists >Inventry >Inventry Sales Kits. T add a new Inventry Sales Kit, click >New Kit. Yu will be prmpted t enter a new kit number frm Once yu have selected the kit number, click >Ok. Kit Descriptin: Enter a descriptin yu wish t use fr yur inventry kit. Reference Number: Enter a reference number fr yur Inventry Kit. T begin adding items t yur kit, click >Add. The system will then prmpt yu fr the fllwing: Inventry Item: Enter the inventry item yu wish t add t the kit. Yu may type in the inventry item number, r press [F6] and select the item frm the inventry listing. Line: Yu may specify the rder the items will appear in yur transactin detail by selecting a line number t assciate with the item. Quantity: Enter the quantity f the item t be included in the kit. Lcatin: Specify the lcatin f the inventry item in the kit. 61

62 Once the infrmatin has been entered fr the inventry item, click >Ok t save the line fr the kit. Make any changes t any item in the kit by highlighting the item and clicking >Edit. T remve an item frm a kit, highlight the item and click >Delete. Changing an Existing Inventry Kit T make changes Inventry Sales Kit, click >Maintain Lists >Inventry >Inventry Sales Kits. In the Kit Number field, type in the number f the kit r select the kit frm the pull-dwn menu. Then click >Start t access the kit detail. Make any changes t the kit and click >Save t retain yur changes. Deleting an Existing Inventry Kit T delete an Inventry Sales Kit, click >Maintain Lists >Inventry >Inventry Sales Kits. In the Kit Number field, type the number f the kit r select the kit frm the pull-dwn menu. Then click >Start t access the kit detail. Click the >Delete Kit buttn t delete the Inventry Kit frm the system. 62

63 Physical Inventry The CertiflexDimensin Physical Inventry prgram allws yu t quickly, crrectly, and easily take a physical inventry and update the inventry files t match the actual physical inventry cunts. Befre we describe each ptin f this feature, please read the fllwing sectins that describe the cmplete inventry cycle. This will help yu use the physical cunt features. Using Physical Cunts t assist yu with a Physical Inventry The CertiflexDimensin Inventry prgram tracks the quantities n-hand fr each inventry item. Physical Cunts allws yu t enter and update the physical quantities n-hand. The quantity n-hand fr each inventry item is the bk quantity n-hand. This is the quantity that is tracked by the system. The quantity n-hand is autmatically updated by the system when yu recrd inventry transactins. The physical quantity n-hand fr each inventry item is the quantity that yu actually, physically cunted fr the item in the warehuse r stck shelves. When yu first begin using the CertiflexDimensin Inventry prgram, we recmmend that yu take a physical inventry s that yu can begin using the system with n-hand and physical quantities that agree. Hpefully, the next time yu take a physical inventry, the physical quantities will still agree t the n-hand quantities that the inventry prgram is tracking. Hwever, yu will find that this is ften nt the case. Incrrect n-hand quantities are always the result f input errrs r missed transactins during prcessing. Incrrect physical quantities are the result f incrrect cunting r misplacement f stck due t theft, shrinkage, etc. The Inventry prgram makes it very easy t recncile differences between the n-hand and physical quantities. Yu are encuraged t take a physical inventry n a regular schedule. The system allws yu t utilize this feature n any schedule desired, r t never utilize this feature at all. Hwever, the best inventry cntrl and management methds include peridic recnciliatin f n-hand and physical quantities. When yu prcess a physical cunt, the unit f measure defined fr each item is the item s riginal unit f measure (the unit f measure that the item is purchased in). When perfrming the physical inventry, be sure t crrectly cunt the inventry fr the riginal unit f measure and nt fr an alternate unit f measure. 63

64 General Cycle fr Perfrming a Physical Inventry The system allws yu t perfrm the ptins f a physical cunt fr any range f inventry items desired. If yu are perating the system with multiple lcatins, yu can als perfrm physical inventries fr an individual lcatin, fr specified lcatins, r fr all lcatins. Because the system allws s much flexibility, yu need t be very careful t make sure that the criteria and ranges f inventry items in each phase f the physical inventry prcess are the same. This will ensure that the end results are crrect. When perfrming a physical cunt, yu shuld fllw these steps: Backup: Make a backup f the inventry files prir t beginning the physical inventry prcess. Print Cunt Sheets: Each cunt sheet prvides a place t nte up t three physical cunts fr each item. Refer t the Inventry Reprts sectin fr instructins n this step. Perfrm cunts: Perfrm the actual physical cunting f each inventry item yu are perfrming a physical cunt fr. Recrd the cunts n the cunt sheets. Zer Physical Quantities: Zer ut the existing physical quantities in the inventry files. This will cause each item s physical quantity t be zer. This is an ptinal step and is described belw. Update: Update the physical cunts per the physical inventry cunt sheets. This step is described belw. Print the Bk-t-Physical Reprt: This reprt will shw the n-hand and physical quantities fr each f the items included. The difference in these quantity fields will print, as well as the dllar value f the difference. Refer t the Inventry Reprts sectin fr instructins n this step. Review: Review the Bk-t-Physical Reprt t determine which items cntain a difference that is t large t ignre. Investigate: Investigate the difference and perfrm a physical recunt fr all differences t large t ignre. Re-enter: Re-enter the physical quantities fr all items recunted. Repeat: Repeat the abve steps until yu are cmfrtable that the physical quantities entered are accurate. Print a final reprt: Print a final Bk-t-Physical Reprt and retain fr yur recrds. This reprt will cntain the dllar value f all differences resulting frm shrinkage, verage, theft, r prcessing errrs. Yu shuld make a jurnal entry t the General Ledger fr this dllar value s that the General Ledger and the Inventry will remain in agreement. Update Quantities On-hand: Update the quantities s that the n-hand quantities match the physical quantities. This step is described belw. 64

65 Zering Physical Quantities This ptin allws yu t set the physical quantity n-hand t zer fr each item included in the physical cunt. This feature is very helpful if yu have many items that yu d nt regularly keep n-hand. By using this feature, yu can avid having t individually set the physical quantities n-hand t zer fr thse items that yu n lnger have in stck but want t remain n the inventry files. Yu shuld execute this ptin befre yu enter the physical cunts. T zer physical quantities, click >Maintain Lists >Inventry >Physical Inventry. Frm the Physical Inventry Cunt Optins, select Zer Physical Quantities and click >Access Nw. Beginning Item: Select the inventry item t begin the zer physical quantities prcess with. 65

66 Ending Item: Select the inventry item t end the zer physical quantities prcess with. Other Ranges: Yu can select additinal settings here t specify the range f inventry items fr the zer physical quantities prcess. Yu can select Lcatins, Classes, r Categries r any cmbinatin f these selectins. Click >Save t begin the prcess. 66

67 Updating Physical Cunts This ptin allws yu t enter the latest physical cunts fr each inventry item yu select. Data entry in this ptin is very flexible and is designed t be as fast and easy as pssible. The system allws yu t specify hw yu want t enter physical cunts in this peratin. Yu have tw chices: Add: If yu use the add methd f entering physical cunts, the system will add the physical quantity that yu enter thrugh this ptin t the existing physical quantity n-hand fr each inventry item included. Replace: If yu use the replace methd f entering physical cunts, the system will replace the existing physical quantity n-hand fr each inventry item included with the new physical quantity yu enter thrugh this ptin. Yu can define the system s that it will always perate with either the replace r the add methd, r yu can specify that yu want the system t ask yu which methd t use each time yu select this ptin. This definitin is maintained in the Master Data field Physical Cunt Methd. T update physical cunts, click >Maintain Lists >Inventry >Physical Inventry. Frm the Physical Inventry Cunt Optins, select Update Physical Cunts and click >Access Nw. 67

68 Lcatin: The system will display all lcatins available fr this cmpany. Click n the lcatin(s) yu wish t perfrm the update physical cunts fr. The system will place a check mark next t each lcatin selected. Class Range: Select the range f item classes fr which yu wish t update physical cunts. If yu wish t have the system include drp shipment items, be sure t include classes Categries: Select the range f categries fr which yu wish t update physical cunts. Use Cunt Date: This ptin is nly available if the Cunt Methd is set t Replace. If yu select this check bx, the system will prmpt yu fr the date the actual physical cunts were perfrmed n. Then, when yu enter the physical cunts, the system will calculate the transactins perfrmed fr the inventry item between the date the cunts were taken and the date yu update physical cunts. The system will then adjust the physical cunts fr thse transactins. This ptin is used when it takes mre than ne day t perfrm the physical cunts and update the physical cunts. Cunt Methd: If the Master Data field Physical Cunt Methd is set t Prmpt, the system will allw yu t select which methd t use, Add r Replace. Otherwise, the selectin is already defined fr yu. Imprt ASCII: If yu defined the physical cunts t a pre-defined ASCII file, yu can imprt thse cunts instead f manually entering them. The file t imprt must cnfrm t pre-defined specificatins. Yu can review an example f these specificatins in a text file named IN-PHY.DOC. This file is lcated in the \CertiFLX\ADVX\XCnnect directry. When this screen is defined crrectly, click >Prceed t Step 2 t cntinue. 68

69 Item: Select the inventry item t update the physical cunts fr. Bin Number: If desired, enter the bin number the cunts were taken frm. Add t Physical/Ttal New Cunt: If the cunt methd is set t Add, the system will prmpt yu fr the number f items t add/subtract t/frm the current cunts. If the cunt methd is set t Replace, the system will prmpt yu fr the new cunt fr this item. On this screen, the system will als display the On-Hand Quantity, the Physical Quantity, and the Ttal New Quantity after yu enter the cunts fr the selected item. Click >Save t update the cunts. When the entered cunt is saved, the system is ready fr yu t enter the next item s cunt. If yu use the arrw keys t access the next inventry item, the system will mve t the same inventry item fr each lcatin. If yu are perating with a single lcatin r if yu access the last lcatin, the system will then scrll t the next inventry item. After yu enter all physical cunts, yu shuld print the Bk-t-Physical Reprt. If yu discver cunting r input errrs, yu shuld re-input cunts fr the incrrect inventry items again. Yu will nly need t re-input cunts fr the inventry items that shw an errr. Yu d nt need t re-input cunts fr all inventry items. The system maintains the physical cunts until yu re-input a new cunt r yu execute the Zer Physical Quantities ptin. 69

70 Updating Quantities On-hand This ptin allws yu t update the quantities n-hand fr the inventry items t match the physical quantities yu entered frm the last physical inventry. The system allws yu t specify a range f inventry items t include. Be careful t nly include the inventry items that yu updated the physical quantities fr. T update quantities n-hand, click >Maintain Lists >Inventry >Physical Inventry. Frm the Physical Inventry Cunt Optins, select Update Quantities-On- Hand and click >Access Nw. Beginning Item: Select the inventry item t begin the update quantities n-hand prcess with. Ending Item: Select the inventry item t end the update quantities nhand prcess with. 70

71 Other Ranges: Yu can specify additinal settings here fr the range f inventry items fr the zer physical quantities prcess. Yu may select Lcatins, Classes, r Categries r any cmbinatin f these selectins. Jurnal Entry G/L: Select this checkbx if yu want the system t make jurnal entries that crrespnd with the update t quantities-n-hand. Click >Save t cntinue t the Preparing t Update review screen. Preparing t Update Quantities On-hand The Preparing t Update screen allws yu t review the item s t be adjusted, thse items lcatins, n-hand and physical quantities, the quantity t be adjusted, and unit and extended csts. NOTE: This listing can be cpied t yur Windws clipbard by right-clicking n any item and selecting Cpy Data Listing. This is helpful if yu wish t paste the listing int a thirdparty spreadsheet frmat. After reviewing this screen and cnfirming that the adjustments t quantities n-hand are crrect, click >Update Nw t cmplete the prcess. 71

72 Reviews - Inventry Review Inventry Items Reviewing inventry items allws yu the ability t lk up and review infrmatin abut an item withut accessing the item thrugh the Maintain Lists screens. When yu need t verify infrmatin fr an item, yu wuld use the Review ptins instead f the Maintain Lists ptins. Maintain Lists lcks the item, nt allwing ther users access t the item while yu are in Maintain Lists. When reviewing an item, ther users will still have access t the item fr transactin entry. Reviewing an Inventry Item T review an item, click >Reviews >Review Inventry Items. When the Review Inventry Items screen is displayed, enter the item t review in the Search field, r simply scrll thrugh the inventry item listing. When a valid item is entered, the system will display the infrmatin fr the selected item. 72

73 Search: Enter a character string fr the item recrd yu are searching fr. The character search string yu enter depends n hw yu have the Srt By list ptin defined. List Optins Srt By: Select the clumn yu wish t srt yur item listing by. List Optins Lcate: T refine yur item recrd search, yu can lcate matches by using the standard CertiflexDimensin Lcate dialg. Fr mre infrmatin n this feature, please refer t the sectin labeled Using the CertiflexDimensin Lcate Dialg. List Optins Filter: Using the standard CertiflexDimensin Filter dialg, yu can filter any listing s that nly matching recrds appear (i.e. Shw nly vendrs that cntain the wrd Acme in their accunt name). Fr mre infrmatin n this feature, please refer t the sectin labeled Using the CertiflexDimensin Filter Dialg. Active Accunts Only: Select this ptin t include nly active items in the accunt list. All Accunts: Select this ptin t include all items in the accunt list. Views: This drpdwn menu prvides an assrtment f item verviews. Each View screen will have a Search field lcated in the upper left crner and an Optins buttn lcated in the upper right crner that allws yu t apply the standard Srt By, Lcate, Filter, and Details (Drill Dwn) functins t the current data. Item Listing: An item listing including verall cst and quantities. Item Activity: An item listing that displays includes YTD sales amunts and quantities. Cmparative Year Sales: An item listing that displays cmparative year sales. YTD Quantity Analysis: An item listing that displays beginning year quantities t ending inventry. NOTE: Since Alternate Accunt Views cntain reprt ttals, these ptins are nly available t user having security access t bth the Review and Reprt ptins per accunting system. Quick Print Label : Allws yu t print a user defined cntext label fr the current accunt t a specific label printer. Fr mre detail infrmatin n cnfiguring and/r changing Quick Labels fr Vendrs, Custmer, Items and Orders, please refer t yur CertiflexDimensin System Manager Guide Quick Print Labels. Create New MyNte : Select this ptin t recrd and attach a MyNte that will be assciated with the selected accunt. All f yur MyNtes can be accessed frm the main CertiflexDimensin System Manager windw. Fr mre infrmatin n maintaining yur MyNtes system, please refer t the MyNtes verview in yur CertiflexDimensin System Manager Guide. Alert Mem: If the selected item cntains alert mems, yu can select this ptin t review the mems. Shw Item Image : Select this ptin t direct lad the selected item s image. Views: This drpdwn menu prvides an assrtment f Inventry verviews. Each View screen will have a Search field lcated in the upper left crner and an Optins buttn lcated in the upper right crner that allws yu t apply the standard Srt By, Lcate, Filter, and Details (Drill Dwn) functins t the current data. Item Listing Item Activity Cmparative Year Sales 73

74 YTD Quantity Analysis Lkup Key Listing NOTE: Since Alternate Accunt Views cntain reprt ttals, these ptins are nly available t user having security access t bth the Review and Reprt ptins per accunting system. T review an item s detailed infrmatin, duble-click n the desired item and the Inventry Item Detail screen will be displayed. Fr detailed infrmatin fr each field displayed, refer t the Adding an Inventry Item sectin. NOTE: D nt frget t review the Mems, Quick Ntes, and Links fr any additinal infrmatin recrded fr the inventry item. Refer t the CertiflexDimensin System Manager Guide fr a detailed explanatin n adding Mems, Quick Ntes, and Links. 74

75 Additinal Optins: Histry Detail The Inventry Item Detail screen will als display Additinal Optins nt fund in the Maintain Inventry Items prgram, such as the selected item s transactin histry T access the item s transactin histry detail frm the Inventry Item Detail screen, click >Histry Detail under Additinal Optins. Here yu may filter the selected item s histry by Transactin Type, such as sales, receipts, bill f materials, ther transactins, r view all histry items at nce. Yu may als set the Transactin Date Range t display All transactins, r limit results t either This Year r Last Year s transactins. When a particular transactin is selected, that transactin s detail will be displayed in fields n the right. This detail includes the transactin s type, date, reference, quantity, unit cst and price, lcatin, surce accunt and agent (if applicable), User ID, Sub-Type, Prductin ID, Histry ID, Tracking ID, Line Number, and Descriptin/Serial Lt (if applicable). NOTE: Additinal transactin details can be displayed by duble-clicking n a listed transactin. Hwever, this feature is restricted t transactins prcessed in CertiflexDimensin v10. 75

76 Additinal Optins: Perid Ttals T access the selected item s perid ttals frm the Inventry Item Detail screen, click >Perid Ttals under Additinal Optins. This ptin allws yu t display the ttals fr this item per perid and give yu a ttal fr the year. Yu can view by all lcatins r an individual lcatin. Yu can select the Prir Year checkbx t view the ttals fr the prir year. 76

77 Additinal Optins: Perid Graphs T access the selected item s perid ttals frm the Inventry Item Detail screen, click >Perid Graphs under Additinal Optins. This bar graph allws yu t review the selected item s sales by perid, displaying sales percentage and ttal sales amunt per the end f each perid. 77

78 Review Bill f Materials The Review Bill f Materials (B.O.M.) screen allws yu t lk up infrmatin abut B.O.M. withut accessing it thrugh the Maintain Lists prgram, which lcks pen files assciated with the B.O.M. and its crrespnding items, prhibiting ther users frm accessing these items. When yu use the Review Bill f Materials prgram, ther users will be able t access B.O.M. infrmatin and their crrespnding items fr transactin entry and rutine prcessing. Reviewing Bill f Materials T review a Bill f Materials, click >Reviews >Review Bill f Materials. T select a finished gd and review its bill f materials, either enter its number int the Finished Gd field r simply click n a finished gd in the listing. Once a valid finished gd is selected, its Reference number, date, last quantity, mnth-t-date and year-t-date quantities prduced, and list f cmpnents and their descriptins will appear n the right. T access a finished gd s prductin detail, click n Review Detail. Fr mre infrmatin n the fields displayed in the Prductin Detail screen, please refer t the Bill f Materials - Maintaining Assembled Items: Reviewing an Assembled Item s Prductin Detail sectin f this guide. 78

79 Transactins - Inventry Recrd Inventry Entries Recrd Inventry Entries allws yu t recrd and pst varius stck mvements in and ut f the inventry. Yu can enter receipts, withdrawals, stck transfers (within the same cmpany r between cmpanies), and purchase rders frm this ptin. NOTE: If yu are using the Bill f Materials feature, the prcessing f an item's assembly and disassembly is recrded using the B.O.M. - Recrd Assemblies prgram. If yu are using the Jb Cst prgram, the Jb Cst Operatins Guide will detail additinal infrmatin n recrding and psting inventry transactins. We recmmend that yu review that prtin f the Jb Cst Operatins Guide befre yu enter transactins. If yu are perating interactively with ther CertiflexDimensin prgrams, yu may nly ccasinally use the transactin ptins f this prgram. Yu will likely be executing transactins frm ther CertiflexDimensin prgrams. Fr example, yu can recrd inventry receipts thrugh the CertiflexDimensin Purchase Order and Accunts Payable prgrams. Yu can recrd inventry withdrawals/shipments thrugh the CertiflexDimensin Order Entry and Accunts Receivable prgrams. The CertiflexDimensin Purchase Order prgram als allws yu t input inventry purchase rders. Regardless f the methd f inventry yu use fr updating, yu shuld nt repeat the transactin in any ther CertiflexDimensin prgram unless yu are nt perating thse prgrams interactively with the CertiflexDimensin Inventry prgram. 79

80 Recrding Stck Receipts This ptin allws yu t update the inventry files t reflect the receipt f inventry items. When yu recrd stck receipts, the system will update the fllwing fields: On-Hand Quantity (nrmally increased t reflect the receipt) Quantity n Order (nrmally reduced t reflect the receipt) Unit Cst (re-averaged if average unit cst methd is used, replaced if latest unit cst methd is used, r n change if standard unit cst methd is used) Date f last transactin Units purchased and dllars expended Inventry histry file NOTE: If yu are perating interactively with the CertiflexDimensin Purchase Order and Accunts Payable prgrams, yu will nrmally recrd receipts f inventry items thrugh ne f thse prgrams. DO NOT repeat the transactin thrugh this ptin. If yu d, yu will have duplicate entries. T recrd stck receipts, click >Transactins >Inventry >Recrd Inventry Entries. This screen is divided int tw sectins. Yu enter the stck receipt infrmatin in the tp sectin. The bttm sectin displays the line item 80

81 detail fr each type f transactin entered and allws yu t edit r delete a previusly entered line item befre yu pst the transactins. Transactin Type: Select Stck Receipt. Inventry Item: Select the inventry item fr this stck receipt. Lcatin: Select the lcatin t recrd this stck receipt fr. Date: Enter the date f this transactin. Reference: This is an ptinal field and is nt required by the system t save the receipt. Yu can use this field t enter any type f reference number r descriptin. A mre detailed Transactin Nte may be added by clicking n the ntepad icn. Quantity Received: Enter the quantity t receive. The system will nt allw yu t enter a quantity f zer r t skip this prmpt. Unit Cst/Ttal Cst: The system will nrmally prmpt yu fr the unit cst f the item t receive and will default t the item s current unit cst. Yu can accept this cst r enter the updated cst. If yu are receiving a quantity f mre than ne and yu nly have a ttal cst f the items (nt an individual unit cst), yu can cause the system t prmpt yu fr the ttal cst instead f the unit cst. When yu enter the ttal cst, the system will calculate the individual unit cst fr yu. T turn n the Ttal Cst prmpt, right-click the Unit Cst bx and then click Enter Cst as Unit Cst (The check mark will disappear.). Vendr Number: Optinally, yu may assign a vendr t the stck receipt either by entering the vendr number, clicking n the spyglass icn and selecting the vendr frm yur vendr listing, r entering the vendr name r number as needed. NOTE: Fr user cnvenience, the Recrd Inventry Entries prgram refers t yur vendr listing t help yu lcate and select vendrs. Hwever, this des nt tie the stck receipt t yur Vendr s histry r any Accunts Payable reprts. Accept: Click >Accept r press [F2] t save the receipt entered. Cancel: Click >Cancel if the stck receipt is entered incrrectly and yu wish t start ver. The system is nw ready fr yu t enter the next receipt r transactin type. The system will allw yu t enter an unlimited number f stck receipts r ther transactin types befre yu pst the transactins. When yu click >Accept, the system will update the bttm sectin f the screen, displaying the ttal receipts fr all receipts entered (as well as the ttals fr the ther transactin types). If yu have entered ther types f inventry transactins within the same sessin (withdrawals, transfers, etc.) and wish t return t the stck receipt type, simply set the Transactin Type at the tp f the screen t 1 - Stck Receipts and the system will display each stck receipt line item entered during this sessin. T change a line item, select the desired line item and click >Edit r duble click n the line. T remve a line item, select the desired line item and click >Delete. 81

82 When all stck receipts (and ther transactin types) are entered and yu are ready t update the inventry files, click >Pst Transactins. The system will pst all transactins and then prmpt yu t print the transactin listing reprts. Additinal Ntes abut Recrding Stck Receipts It is imprtant t remember that the receipts, the quantities and unit csts entered must crrespnd t the item s standard unit f measure as it is defined n the inventry item s recrd. The system supprts multiple units f measure and autmatic unit f measure cnversins fr withdrawals (sales) nly. If yu detect a data entry errr after yu pst a receipt, enter a new stck receipt fr the item and enter a negative quantity amunt and use the same unit cst yu riginally entered. This will restre the updated fields t their riginal status befre the incrrect receipt was entered. Please nte that there is ne exceptin. If yu are using the latest cst inventry valuatin methd, the unit cst befre the errr cannt be reinstated autmatically n the file just by reversing the errneus receipt transactin. This is because the system has n way t remember what it was. In this case, yu need t determine the ld (crrect) unit cst and manually change the unit cst n the inventry item s recrd under Changing an Inventry Item befre entering ther transactins invlving the item. 82

83 Recrding Stck Withdrawals This ptin allws yu t update the inventry files t reflect the withdrawal f inventry items. When yu recrd stck withdrawals, the system will update the fllwing fields: On-hand Quantity (nrmally decreased t reflect the withdrawal) Cst f sales (current and year-t-date dllar amunts) Unit sales and dllars received Date f last transactin Inventry histry file NOTE: If yu are perating interactively with the CertiflexDimensin Order Entry and Accunts Receivable prgrams, yu will nrmally recrd withdrawals f inventry items thrugh ne f thse prgrams. DO NOT repeat the transactin thrugh this ptin. If yu d, yu will have duplicate entries. T recrd stck withdrawals, click >Transactins >Inventry >Recrd Inventry Entries. This screen is divided int tw sectins. Yu enter the stck withdrawal infrmatin in the tp sectin. The bttm sectin displays the line item detail fr each type f transactin entered and allws yu t edit r delete a previusly entered line item befre yu pst the transactins. Transactin Type: Select Stck Withdrawal. Inventry Item: Select the inventry item fr this stck withdrawal. 83

84 Unit f Measure: The system will prmpt yu fr the unit f measure nly under certain circumstances. The CertiflexDimensin Inventry prgram supprts multiple units f measure and this ptin allws autmatic unit f measure cnversins. The system skips this prmpt if any f the fllwing are true: If yu always buy and sell the inventry items in the same unit f measure. If the selected item s unit f measure des nt match the riginal unit f measure fr any f the unit f measure cnversin tables. If the alternate unit f measure access field fr the crrespnding unit f measure cnversin table is set t autmatic. The system will always use the first alternate unit f measure frm this table. If the unit f measure fr the selected item matches the unit f measure fr ne f the unit f measure cnversin tables, the system will perfrm a unit f measure cnversin fr the current withdrawal. The manner in which the alternate unit f measure access field is defined fr the unit f measure cnversin table will determine hw the system perfrms the cnversin. There are tw definitin chices fr the alternate unit f measure access field. Autmatic: The first alternate unit f measure defined n the cnversin table is used fr this withdrawal and the system will skip t the next prmpt. Display all ptins: All alternate units f measure defined fr this cnversin table are displayed. Yu can select ne f the alternates fr the current withdrawal. Fr mre infrmatin n the unit f measure cnversin feature, refer t the Maintain Unit f Measure Cnversins sectin. Lcatin: Select the lcatin t recrd this stck withdrawal fr. Date: Enter the date f this transactin. Reference: This is an ptinal field and is nt required by the system t save the withdrawal. Yu can use this field t enter any type f reference number r descriptin. A mre detailed Transactin Nte may be added by clicking n the ntepad icn. Quantity Withdrawn: Enter the quantity t withdraw. The system will nt allw yu t enter a quantity f zer. The system keeps track f whether r nt the unit f measure is cnverted fr the current withdrawal. Be sure t enter a withdrawal quantity that crrespnds t the cnverted unit f measure. Fr example, let s say yu purchase an item in punds (the standard unit f measure is LBS) and yu sell the item in unces (selected alternate unit f measure is OZ). A unit f measure cnversin table is defined fr LBS with OZ as ne f the alternates. The cnversin peratin fr this cnversin table is t divide with the cnversin factr at 16. In this example, if yu entered a quantity withdrawn f 32, the system knws this is 32 unces and nt 32 punds. This is because the unit f measure fr this item was cnverted. When the withdrawal is validated, the nhand quantity fr the item is reduced by 2, t crrespnd t the item s standard unit f measure (32 unces divide by the cnversin factr f 16). 84

85 When yu enter a withdrawal quantity, the system checks the quantity n-hand against the withdrawal quantity. If the withdrawal will result in a quantity n-hand f less than zer, a warning message will display. Unit Price: If the cmpany s Master Data Withdrawal Methd is set t Cst, the system will use the item s unit cst t determine the withdrawal value. If the Withdrawal Methd is set t Price, the system will display the price based n the quantity f items entered (quantity break price). T view all prices available, press F4. Custmer Number: Optinally, yu may assign a custmer t the stck withdrawal either by entering the custmer number, clicking n the spyglass icn and selecting the custmer frm yur custmer listing, r entering the custmer name r number as needed. NOTE: Fr user cnvenience, the Recrd Inventry Entries prgram refers t yur custmer listing t help yu lcate and select custmers. Hwever, this des nt tie the stck withdrawal t yur custmer s histry r any Accunts Receivable reprts. Accept: Click >Accept r press [F2] t save the receipt entered. Cancel: Click >Cancel if the stck withdrawal is entered incrrectly and yu wish t start ver. The system is nw ready fr yu t enter the next withdrawal r transactin type. The system will allw yu t enter an unlimited number f stck withdrawals r ther transactin types befre yu pst the transactins. When yu click >Accept, the system will update the bttm sectin f the screen, displaying the ttal withdrawals fr all withdrawals entered (as well as the ttals fr the ther transactin types). If yu have entered ther types f inventry transactins within the same sessin (receipts, transfers, etc.) and wish t return t the stck withdrawal type, simply set the Transactin Type at the tp f the screen t 2 - Stck Withdrawals and the system will display each line item entered during this sessin. T change a line item, select the desired line item and click >Edit. T remve a line item, select the desired line item and click >Delete. When all stck withdrawals (and ther transactin types) are entered and yu are ready t update the inventry files, click >Pst Transactins. The system will pst all transactins and then prmpt yu t print the transactin listing reprt. Additinal Ntes abut Recrding Stck Withdrawals If the G/L Interactive feature is enabled in the Inventry Master Data and an Accrual Sales Accunt has been defined, the system will debit the defined sales amunt when prcessing direct inventry withdrawals. If yu detect a data entry errr after yu pst a withdrawal, enter a new stck withdrawal fr the item and enter a negative quantity amunt. This will restre the updated fields t their riginal status befre the incrrect withdrawal was entered. 85

86 Recrding Stck Transfers When there is n purchase r sale invlved, this ptin allws yu t recrd the transfer f inventry items frm ne cmpany s inventry files t anther cmpany s inventry files. Or, if yu are using multiple lcatins yu can transfer frm ne lcatin t anther lcatin within the same cmpany. When yu recrd stck transfers, the system will update the fllwing fields: Quantity n-hand (decreased in the surce file r lcatin and increased in the destinatin file r lcatin) Current perid and year-t-date unit purchases and purchase dllar amunts (decreased in the surce file r lcatin and increased in the destinatin file r lcatin) Unit cst (updated in the destinatin file nly) Date f last transactin Inventry histry file T recrd stck transfers, click >Transactins >Inventry >Recrd Inventry Entries. This screen is divided int tw sectins. Yu enter the stck transfer infrmatin in the tp sectin. The bttm sectin displays the line item detail fr each type f transactin entered and allws yu t edit r delete a previusly entered line item befre yu pst the transactins. Transactin Type: Select Stck Transfer. Inventry Item: Select the inventry item fr this stck transfer. Lcatin: Select the lcatin frm which t transfer the stck. 86

87 Date: Enter the date f this transactin. Reference: This is an ptinal field and is nt required by the system t save the transfer. Yu can use this field t enter any type f reference number r descriptin. A mre detailed Transactin Nte may be added by clicking n the ntepad icn. Quantity Transferred: Enter the quantity t transfer. The system will nt allw yu t enter a quantity f zer r t skip this prmpt. Destinatin Cmpany: Select the cmpany t transfer the stck t. If yu are transferring the stck t anther lcatin within the same cmpany, select the current cmpany. NOTE: The number f lcatins fr the destinatin cmpany yu are transferring stck t must match exactly t the cmpany yu are transferring frm. If they d nt match, the system will display an errr message and nt allw yu t perfrm the transfer. Destinatin Lcatin: Select the lcatin t transfer t. Accept: Click >Accept t save the transfer entered. Cancel: Click >Cancel if the stck transfer is entered incrrectly and yu wish t start ver. The system is nw ready fr yu t enter the next transfer r transactin type. The system will allw yu t enter an unlimited number f stck transfers r ther transactin types befre yu pst the transactins. When yu click >Accept, the system will update the bttm sectin f the screen, displaying the ttal transfers fr all transfers entered (as well as the ttals fr the ther transactin types). If yu have entered ther types f inventry transactins within the same sessin (receipts, withdrawals, etc.) and wish t return t the stck transfer type, simply set the Transactin Type at the tp f the screen t 3 - Stck Transfers and the system will display each line item entered during this sessin. T change a line item, select the desired line item and click >Edit. T remve a line item, select the desired line item and click >Delete. When all stck transfers (and ther transactin types) are entered and yu are ready t update the inventry files, click >Pst Transactins. The system will pst all transactins and then prmpt yu t print the transactin listing reprt. NOTE: The dllar amunt used by the system t decrease current perid and year-t-date purchases in the surce file r lcatin and t increase current perid and year-t-date purchases in the destinatin file r lcatin is the surce item s unit cst times the transfer quantity. 87

88 Recrding Stck Purchase Orders This ptin allws yu t update the inventry files t reflect inventry quantities rdered frm vendrs. When yu recrd stck purchase rders, the system will update the n rder quantity. When yu receive items frm the vendrs and recrd receipts, the system increases quantities n-hand and decreases the quantities n rder. NOTE: If yu are perating interactively with the CertiflexDimensin Purchase Order prgram, yu will nrmally recrd purchase rders f inventry items thrugh this prgram. DO NOT repeat the transactin thrugh this ptin. If yu d, yu will have duplicate entries. T recrd stck purchase rders, click Inventry n the Transactins menu, and then click Recrd Inventry Entries. This screen is divided int tw sectins. Yu enter the stck purchase rder infrmatin in the tp sectin. The bttm sectin displays the line item detail fr each type f transactin entered and allws yu t edit r delete a previusly entered line item befre yu pst the transactin. Transactin Type: Select Stck Purchase Order. Inventry Item: Select the inventry item fr this stck purchase rder. Lcatin: Select the lcatin fr which t recrd this purchase. Date: Enter the date f this transactin. Reference: This is an ptinal field and is nt required by the system t save the purchase rder. Yu can use this field t enter any type f 88

89 reference number r descriptin. A mre detailed Transactin Nte may be added by clicking n the ntepad icn. Quantity Ordered: Enter the quantity rdered. The system will nt allw yu t enter a quantity f zer r t skip this prmpt. Vendr Number: Optinally, yu may assign a vendr t the stck receipt either by entering the vendr number, clicking n the spyglass icn and selecting the vendr frm yur vendr listing, r entering the vendr name r number as needed. Accept: Click >Accept t save the purchase rder entered. Cancel: Click >Cancel if the stck purchase rder is entered incrrectly and yu wish t start ver. The system is nw ready fr yu t enter the next purchase rder r transactin type. The system will allw yu t enter an unlimited number f stck purchase rders r ther transactin types befre yu pst the transactins. When yu click >Accept, the system will update the bttm sectin f the screen, displaying the ttal purchase rders fr all purchase rders entered (as well as the ttals fr the ther transactin types). If yu have entered ther types f inventry transactins within the same sessin (receipts, withdrawals, etc.) and wish t return t the stck purchase rder type, simply set the Transactin Type at the tp f the screen t 4 - Stck Purchase Orders and the system will display each line item entered during this sessin. T change a line item, select the desired line item and click >Edit. T remve a line item, select the desired line item and click >Delete. When all stck purchase rders (and ther transactin types) are entered and yu are ready t update the inventry files, click >Pst Transactins. The system will pst all transactins and then prmpt yu t print the transactin listing reprt. 89

90 Recrd Bill f Material (B.O.M.) Assemblies This ptin allws yu t recrd the prductin f assembled items. The Inventry prgram allws prductin n a level-by-level basis t facilitate the building f finished gds in stages. Fr example, yu will nrmally first prduce all sub-assemblies, fllwed by the assemblies that use thse subassemblies. Finally, yu shuld prduce the finished gd. Recrding B.O.M. Assemblies T recrd assemblies, click Inventry n the Transactins menu, and then click Recrd B.O.M Assemblies. Befre yu begin recrding assemblies, yu want t make sure that the Optins sectin is defined crrectly fr the assembly yu want t recrd. Assemble/Disassemble: Select Assemble if yu want t recrd the assembly f a finished gd, assembly, r sub-assembly. When yu assemble an item, the system will take all the raw gds r cmpnents and build the item. Select Disassemble if yu want t disassemble an item. When yu disassemble an item, the system will take a finished gd, assembly, r sub-assembly and break it dwn int its riginal raw material frm. Disassembly is nrmally dne as a crrectin t assemblies that were dne in errr. Audit Detail: When yu recrd assemblies, the system will prduce an audit reprt at the end f the assembly sessin. Select this check bx if yu want the audit reprt t include a listing f all cmpnents assciated 90

91 with a finished gd, assembly, r sub-assembly. If yu d nt select this check bx, the reprt will nly list the finished gds prduced and the quantity f each. Aut Sub-Assemblies: Select this check bx if yu want the system t autmatically prduce all sub-assemblies assciated with the selected assembly. Yu wuld check this bx if yu nrmally prduce subassemblies nly at the time the assembly is prduced. The system can autmatically prduce up t 10 levels f sub-assemblies. This means that the system can prduce an assembly that is cmpsed f ther sub-assemblies and thse ther sub-assemblies can be cmpsed f additinal sub-assemblies and s n fr up t 10 levels f sub-assemblies. If yu nrmally pull a pre-assembled sub-assembly ff the shelf when yu prduce this assembly, yu wuld nt select this check bx. NOTE: The system will nt allw the autmatic sub-assembly ptin when yu are using a serial master item as the finished gd r as a cmpnent. Variable Data: Selecting this ptin will allw the system t ask the quantity f any line item in Class 98 r 99. Fr example, if ne f the items is Labr, yu will be prmpted t enter the number f hurs. When the Optins sectin is defined crrectly, yu are ready t recrd an assembly. Finished Gd: Select the finished gd, assembly, r sub-assembly yu wish t prduce. When a valid item is selected, the system will display that item s bill f materials listing in the middle f the screen. Reference Number: Enter a reference number fr this assembly. Quantity t Prduce: Enter the quantity yu wish t prduce. If the finished gd is a serial master item, the system will autmatically default t a quantity f 1. If the finished gd is a regular item, the system will autmatically default t the number yu prduced the last time yu recrded assemblies fr this item. Lcatin: Select the lcatin t which the quantity prduced fr the assembled item shuld be added. If yu need t prduce this assembly fr multiple lcatins, yu will need t prduce the item ne lcatin at a time. Cntrl Number: Select the cntrl number t be assciated with the finished gd. Optinally, yu may add a detailed Prductin Nte by clicking n the ntepad icn r view the finished gd s Prductin Detail by clicking n the spyglass icn. Prductin ID: Select the Prductin ID t be assciated with the finished gd. Fr mre infrmatin n defining Prductin IDs, please refer t Categries, Lcatins and Sectins: Maintain Sectins in this guide. Accept: Click >Accept t recrd the assembly. Cancel: Click >Cancel t abrt the current assembly. Review Prductin: Click >Review Prductin t see the audit reprt fr this sessin. This will be the reprt that will print when yu clse the B.O.M. Recrd Assemblies prgram. 91

92 Assembly Prductin When yu recrd the assembly, the system will prduce the assembly by the amunt yu entered fr the quantity and update the fllwing fields: Fr the assembled item: On-hand quantity is increased Quantities prduced are increased Unit cst is updated Date f last transactin is updated Histry file is updated Fr each f the cmpnent items defined fr the assembled item: On-hand quantity is decreased Quantities used in the prductin are increased Date f last transactin is updated Histry file is updated Fr the disassembled item: On-hand quantity is decreased Quantities prduced are decreased Date f last transactin is updated Histry file is updated Fr each f the cmpnent items defined fr the disassembled item: On-hand quantity is increased Quantities used in the prductin are decreased Date f last transactin is updated Histry file is updated 92

93 Inventry Reprts Inventry Reprts Printing reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can define the system t print almst any reprt based n almst any criteria yu desire. T print a reprt in Inventry, click >Reprts >Inventry >Standard Inventry Reprts. The reprt listing will be displayed. Click the reprt yu wish t print. Click Optins t define the reprting criteria. Refer t yur CertiflexDimensin System Manager Guide fr an explanatin f each field n the Print Reprts & Graphs screen and hw t use the Srt/Selects feature. Belw is a list f Inventry reprts and the printing ptins available fr each reprt. NOTE: The Review Bill f Materials and Cmpnent Shrtage reprts d nt use the standard reprt printing ptins. These 93

94 Sales Reprt tw reprts are explained separately at the end f this chapter. The Sales Reprt is an imprtant reprt fr the management f the inventry items. Sales and Cst f Sales infrmatin fr each item included is presented in this reprt, as well as the calculated grss prfit dllar amunt and the prfit percentage. Yu shuld print and review this reprt at least nce per year. Slw mving items are easily indicated n this reprt. Prfit margins presented can aid in pricing decisins. Reprt Criteria Cmbine Lcatins: Select this check bx if yu want the reprt t print the ttal fr all lcatins in lieu f each individual lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Items with Zer YTD Sales: Select this ptin t include items having zer sales fr the year n the reprt. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Sales Reprt by Categry The Sales Reprt by Categry prints like the standard sales reprt, but autmatically prints and ttals by categry. Reprt Criteria Cmbine Lcatins: Select this check bx if yu want the reprt t print the ttal fr all lcatins in lieu f each individual lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Items with Zer YTD Sales: Select this ptin t include items having zer sales fr the year. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Sales Reprt by Lcatin The Sales Reprt by Lcatin prints like the standard sales reprt, but autmatically print and ttal by lcatin. Reprt Criteria Print Lcatin Ttals Only: Select this check bx if yu want the reprt t print the ttal fr all lcatins in lieu f each individual lcatin. Include Items with Zer YTD Sales: Select this ptin t include items which have zer sales fr the year. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. 94

95 Item Lcatin: Enter the beginning and ending item lcatin. Sales Reprt by Perid The Sales Reprt by Perid prints a cmparative perid sales reprt. Reprt Criteria Cmbine Lcatins: Select this check bx if yu want the reprt t print the ttal fr all lcatins in lieu f each individual lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Perid Type: 1 12 Perids 2 Up t 8 Quarters 3 4 Years Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Histrical Inventry Reprt The Inventry Histry Reprt prints the inventry item's archived infrmatin. This includes the quantity, unit cst, cst f sales, and unit purchases. Reprt Criteria Cst Reprt As Of Date: Select the beginning date fr which yu d like t print the reprt. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. The Cst Reprt is used t prvide infrmatin n the value f the inventry items fr the current cst methd. This reprt can als cmpare the cst methd used and inventry value with the value if yu were using ne f the ther tw cst methds. This reprt shuld aid in determining the value f the inventry, based n each f the three cst methds. Reprt Criteria Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins rather than separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Negative Quantity Items: Select this check bx if yu want the reprt t include negative quantities n-hand. Include Zer Quantity Items: Select this check bx if yu want t include items with zer quantities. Reprt Detail Type: Select what infrmatin yu want fr this reprt. Default Cst Only: The system will print fr the default cst nly. 95

96 Avg., Latest & Std: The system will print the value f the inventry items fr the average cst methd, the latest cst methd, and the standard cst methd. Avg., Latest, Std, FIFO & LIFO: The system will print the value f the inventry items fr the average cst methd, the latest cst methd, the standard cst methd, the LIFO cst methd (last in, first ut), and the FIFO cst methd (first in, first ut). Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Yu may als wish t srt the infrmatin even further by printing a Cst Reprt by Lcatin. This will rganize the reprt s that each lcatin is printed and ttaled separately. Cst Reprt by Lcatin The Cst Reprt by Lcatin reprt is used t prvide infrmatin n the value f the inventry items fr the current cst methd, per lcatin. Reprt Criteria Print Lcatin Ttals Only: Check this bx if yu wish t cmbine all lcatin ttals per lcatin, rather than detailing each item s ttal. Include Zer Quantity Items: Select this check bx if yu want t include items with zer quantities. Include Negative Quantity Items: Select this check bx if yu want the reprt t include negative quantities n-hand. Reprt Detail Type: Select what infrmatin yu want fr this reprt. Quantity Reprt Default Cst Only: The system will print fr the default cst nly. Avg., Latest & Std: The system will print the value f the inventry items fr the average cst methd, the latest cst methd, and the standard cst methd. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. The Quantity Reprt is very useful if inventry mves quickly. The lack f upt-the-minute infrmatin n remaining inventry stck can ften result in lst sales. This reprt prints each included item s stck number, descriptin, unit f measure, and quantity n-hand. Reprt Criteria Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins rather than separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Zer Quantity Items: Select this check bx if yu want t include items with zer quantities. 96

97 Include Negative Quantity Items: Select this check bx if yu want the reprt t include the negative quantities n-hand. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Negative/Zer Quantity Reprt The Negative/Zer Quantity Reprt highlights inventry items with either a negative r zer quantity n-hand. Negative quantities n-hand nrmally indicates a prblem with the inventry recrds such as data prcessing errrs. Hwever, in certain cases, negative n-hand quantities are acceptable. Fr example, if stck was received and shipped during the same day and the receipt was nt psted t inventry until a day r tw later a negative nhand quantity culd ccur. T assist in tracking ptential prblems relating t negative r zer quantities fr items, this reprt prints the last physical cunt quantity and current perid and year-t-date quantity ttals fr receipts and withdrawals. Reprt Criteria On Order Reprt Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins in lieu f separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Zer Quantity Items: Select this check bx if yu want t include items with zer quantities. Include Negative Quantity Items: Select this check bx if yu want the reprt t include the negative quantities n-hand. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. The On Order Reprt allws yu t review items currently n rder frm yur vendrs. The estimated rder amunt is als included fr cash requirements planning. Reprt Criteria Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins in lieu f separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Inactives: Select this check bx if yu want the reprt t include the inactive inventry items. Include Zer Qty. Items On Order: Select this check bx if yu want t include items with zer quantities n rder. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. 97

98 Suggested Order Reprt The Suggested Order Reprt assists in keeping inventry at stck levels necessary fr the best management f the business. Having insufficient stck n-hand when a custmer rder is received culd translate int a lst sale. On the ther hand, keeping a large stck f ptentially slw mving items culd mean yu have mney tied up in inventry unnecessarily. This reprt prvides yu with timely infrmatin regarding current stck level cnditins, including a calculated suggested rder fr each item. The system calculates the suggested rder based n infrmatin yu are allwed t specify fr each item. The vendr number defined fr each item is printed and a clumn is prvided fr persnnel t nte the quantity rdered. The system calculates the suggested rder fr each item included, by the fllwing: The system adds the n-hand quantity with the quantity n rder, and then subtracts the quantity n backrder t determine hw clse yu are t the minimum stck level desired. The result is then cmpared t the minimum quantity needed. If the result is greater than the minimum quantity needed, the prcess is finished and n suggested rder will be made because yu are nt belw the minimum quantity needed. If the result is less than the minimum quantity needed, ne final step is prcessed. If the result is equal t r greater than the minimum quantity t rder defined fr the item, the suggested rder is the quantity needed t bring the item t the minimum quantity. If the amunt is less than the minimum quantity t rder, the suggested rder is the minimum quantity t rder. An example will help illustrate the suggested rder calculatin. The quantity fields fr the example are as fllws: Quantity n-hand Quantity n rder 5.00 Quantity n backrder 6.00 Minimum quantity needed Minimum quantity t rder The suggested rder fr this item based n this data is 41.00, calculated as: Reprt Criteria ( ) = = Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins in lieu f separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Include Inactives: Select this check bx if yu want the reprt t include the inactive inventry items. Include Zer Qty. Sugg. Items: Select this check bx if yu want t include items with zer quantities suggested. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. 98

99 Detailed Histry Reprt The Detailed Histry Reprt prints the inventry item s histry t date detailed transactins. This includes the transactin date, the transactin type and number, the lcatin (if applicable), the quantity, unit cst, unit price, the custmer r vendr fr which the transactin was made, the salespersn (if applicable), and the user psting the transactin. Reprt Criteria Print Unit Cst: Select this check bx if yu want the reprt t include each transactin s unit cst. Print Unit Price: Select this check bx if yu want the reprt t include each transactin s unit price. Print Ttals Only: Select this check bx if yu want t shw ttals nly. Print Index Page: Select this check bx t include an index page at the end f the reprt that lists each item and its crrespnding reprt page number. Reprting Perid: Select the perid fr which t reprt. If yu select Date Range, the system will prmpt yu fr the beginning and ending dates. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Summarized Histry Reprt The Summarized Histry Reprt prints the inventry item s current and year-t-date unit purchases, dllar purchases, unit sales, dllar sales, and cst f gds sld. Reprt Criteria Cmbine Lcatins: Check this bx if yu wish t cmbine all lcatins in lieu f separating items by lcatin. If yu have nly ne lcatin, the system will always print in a cmbined frmat regardless f this selectin. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Inventry Item Use Reprt The Inventry Item Use Reprt srts up t 2,500 items by the last transactin date in ascending rder. The reprt includes each inventry item s stck number, descriptin, last transactin date, n-hand quantities, and current extended csts. The reprt can help determine the inventry items that are, r are nt, being purchased. Reprt Criteria Include Items Nt Used: Select this check bx if yu want the system t include any inventry items nt purchased during the reprting perid. Print Zer Quantity: Select this check bx if yu want t include items with zer quantities. Reprting Perid: Select the perid fr which t reprt. If yu select Date Range, the system will prmpt yu fr the beginning and ending dates. 99

100 Price List Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Price List allws yu t print inventry price lists in a variety f frmats t suit the needs f the cmpany. Yu can specify whether t include any cmbinatin f price dllar amunts, markup percentages and price break quantities. Reprt Criteria Prduct Catalg Include Inactive Items: Select this check bx if yu want t include inactive inventry items. Print Unit Cst: Select this check bx if yu want unit cst infrmatin t be included. Print Grss Prfit: Select this check bx if yu want grss prfit infrmatin t be included. Print Markup Percentages: Select this check bx if yu want markup percentage infrmatin t be included. Print Break Quantities: Select this check bx if yu want price break quantities infrmatin t be included. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. This reprt will print a catalg f inventry items and any pictures r images specified fr the item. Reprt Criteria Item Labels Include Inactive Items: Select this check bx if yu wish t include inactive inventry items. Include Item Image: Select this check bx if yu wish t include item images. Price Level: Select the price level yu wish t use. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Labels allws yu t print stck labels fr the inventry items. Printing criteria is very flexible t allw yu t generate exactly the grup f labels yu need. Reprt Criteria Include Inactive Items: Select this check bx if yu wish t include inactive inventry items. Print in Bin Number Order: Select this check bx if yu want the labels t print in bin number rder. If yu want the labels t print in inventry item index rder, d nt select this check bx. 100

101 Print Label Titles: Select this check bx if yu want the titles f the fields included n the label printing t print in additin t the cntents f the fields. Item Bar Cde: Select this bx if yu want the item labels t include a bar cde. Print Selected Lcatins: Select this bx if yu want lcatins t print n the labels. Item Bar Cde: The fllwing specificatins can be set fr printing item bar cde infrmatin: Cunt Sheets Nne: Select this bx if yu d nt need bar cdes printed n the labels. Bar Cde Vendr Item N.: Select this check bx if yu are printing bar cdes. The system will use the Vendr Item Number t determine the bar cde fr each item. Bar Cde Item Stck Number: Select this check bx if yu want the printed Bar Cde t be the Item Number. Bar Cde Primary Lkup Key: Select this check bx if yu want the printed Bar Cde t be the Primary Lkup Key fr this item. If yu select either Bar Cde Vendr Item N., Bar Cde Item Stck Number r Bar Cde Primary Lkup Key, the fllwing ptins may be set: Print Readable Text: Check this bx if yu wish t print the bar cde number at the bttm f the bar cde. Bar Cde Type: Select the type f bar cde yu wish t print. Width: Designate the width f the bar cde in inches. Height: Designate the height f the bar cde in inches. Avery Label Brand: Select the type f label. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Label Fields t Print: The system will display all fields available fr printing n the label. Click n the fields yu wish t include n the label. The system will place a check mark next t each field selected. Cunt Sheets allw yu t print numbered cunt sheets n which yu can recrd physical cunts during a physical inventry. Cunt Sheet printing is very flexible t include any range f inventry items, classes, lcatins, and can als print in bin number rder. Fr each inventry item included n the reprt the item s stck number, descriptin, unit f measure, bin lcatin, and three places t recrd the physical cunts will be printed. Remember, it is very imprtant that cunts taken and recrded match each item s unit f measure as defined n the item s recrd. D nt recrd physical cunts in an alternate unit f measure. 101

102 Reprt Criteria Include Inactive Items: Select this check bx t include inactive inventry items. Print in Bin Number Order: Select this check bx if yu want the reprt t print in bin number rder. If yu d nt select this check bx, the system will print in inventry item index rder. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. Bk-t-Physical Reprt The Bk-t-Physical reprt is very helpful because it highlights the differences in the inventry files and the physical cunts yu entered thrugh Update Physical Cunts. The extended value f each difference is als presented n this reprt as an aid in the recnciliatin prcess. The Bk-t-Physical reprt is an imprtant tl in recnciling the n-hand quantities with the results f a physical cunt. Yu shuld print this reprt after entering the physical cunts t determine which items shw a difference between the n-hand quantity and the physical quantity. Yu shuld investigate all differences yu cnsider significant. If the difference and extended difference is a negative amunt, then yu have mre items n-hand than yu actually cunted. This represents a shrtage. If the difference and extended difference is a psitive amunt, yu have fewer items n-hand than yu actually cunted. This represents an verage. Fr items with significant differences, yu shuld nrmally recunt the items. Many cunting errrs are due t unit f measure prblems. Be sure t cunt each item in its riginal, purchased unit f measure. If yu recunt and determine the cunt t be crrect, then ne f three things culd have happened: (1) the riginal quantities were defined incrrectly, (2) errrs were made in entering inventry transactins (receipts, withdrawals, etc.), r (3) there was mishandling f the actual stck (theft r misplacement). Yu shuld print the Bk-t-Physical reprt after yu input the initial cunts and after entering each grup f recunts. When all quantities pssible are recnciled, yu shuld print a final cpy t retain fr yur recrds. This reprt will print the dllar ttal f all differences nt recnciled. This dllar amunt shuld nrmally be bked in the General Ledger with a jurnal entry s that inventry amunts in the General Ledger and the Inventry mdule remain in agreement. Reprt Criteria NOTE: The Bk-t-Physical reprt prints nly fr inventry items that have a difference between the n-hand quantities and the physical cunts entered. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Lcatin: Enter the beginning and ending item lcatin. 102

103 Item Listing The Item Listing reprt prints a list f all inventry items fr the cmpany. Reprt Criteria Include Inactive Items: Select this bx t include inactive inventry items. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Item Maintenance Reprt The Item Maintenance Reprt prints each item s cmplete recrd infrmatin as seen in Adding an Inventry Item. Reprt Criteria Include Inactive Items: Select this bx t include inactive inventry items. Include Alternate Infrmatin: Select this check bx if yu want the reprt t include alternate inventry item infrmatin fr each selected inventry item. Include Additinal Mems: Select this check bx if yu want the system t include the additinal mem line infrmatin fr each included inventry item. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Serial/Lt Number Reprt The Serial/Lt Number Reprt prints a list f all Serial/Lt numbered inventry items. Reprt Criteria Include Inactive Items: Select this bx t include inactive inventry items. Include Clsed Serial/Lt Numbers: Select this bx t include all clsed Serial/Lt numbered items. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Serial/Lt Quantity Reprt The Serial/Lt Quantity Reprt prints a list f Serial/Lt inventry item quantities. Reprt Criteria Include Inactive Items: Select this bx t include inactive inventry items. Detailed: Select this bx t prduce a detailed reprt that prints each serial/lt numbered item s lcatin. Item Class: Enter the beginning and ending item class. 103

104 Kit Listing Item Categry: Enter the beginning and ending item categry. This reprt will print a list f all inventry kits with the lcatin and quantity f each kit. Where Used Reprt This reprt will print fr cmpnent items and lists where the cmpnents are used. Reprt Criteria Include Inactive Items: Select this checkbx if yu wish t include inactive inventry items. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Finished Gd Prductin Reprt The Finished Gd Prductin Reprt prints assembled items and lists the stck number, descriptin, current perid quantity prduced, and year-tdate quantity prduced fr each assembled item. The system will print finished gds that have a current perid quantity prduced r a year-t-date quantity prduced nly. Reprt Criteria Include Inactive Items: Select this checkbx if yu wish t include inactive inventry items. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. Cmpnent Prductin Reprt The Cmpnent Prductin Reprt prints fr cmpnent items and lists the stck number, descriptin, current perid cmpnent quantity used, and year-t-date cmpnent quantity used fr each cmpnent item. The system will nly print fr cmpnents that have either a current perid quantity used in prductin r a year-t-date quantity used in prductin. Reprt Criteria Include Inactive Items: Select this checkbx if yu wish t include inactive inventry items. Item Class: Enter the beginning and ending item class. Item Categry: Enter the beginning and ending item categry. 104

105 Additinal Reprts Reviewing/Printing Bill f Materials This review and accmpanying reprt displays each cmpnent s unit and extended cst and the assembly s grss prfit percentage. T review the bill f materials, click >Reprts >Inventry >Print Bill f Materials. Finished Gd: Select the finished gd, assembly, r sub-assembly yu wish t review. When a valid item is selected, the system will display that item s bill f materials listing and histry detail n the right side f the screen. Print B.O.M.: Click Print B.O.M. t print the Bill f Materials Cst Detail Reprt. Range: Select the range f items fr which yu want t print the reprt. Cst Methd: Select the cst methd yu wish t use fr the calculatin. Yu may select Average Cst, Latest Cst, r Standard Cst. Type: Define the fllwing: Price Level: Select the price level yu want the system t use when calculating the grss prfit percentage. Aut Sub-Assemblies: Select this check bx if yu want the system t display all sub-assemblies assciated with the selected assembly. 105

106 Shw Prices: Select this check bx if yu want the B.O.M. reprt t display prices. Additinal Descriptin: Select this check bx if yu want the B.O.M. reprt t include any additinal descriptins that have been added. Cmpnent Shrtage Analysis/Reprt The Cmpnent Shrtage Reprt allws yu t select ne r mre assemblies, enter the quantity needed t prduce, and btain a shrtage reprt fr each cmpnent. Fr example, suppse yu need t knw if yu have enugh materials nhand t prduce 3 assemblies #1, 15 assemblies #2, and 9 assemblies #3. T determine if yu had enugh materials n-hand fr these assemblies, yu wuld use this ptin and enter assembly #1 in the Finished Gd prmpt, enter a quantity f 3, and click >Accept. Yu wuld repeat these steps fr the ther tw assemblies. When yu click >Print Shrtage Reprt, the system will calculate all materials needed fr all assemblies entered, cmpare thse ttals with the amunt f inventry currently n-hand, and print a shrtage reprt fr thse items that yu d nt have enugh f t prduce the selected assemblies. T print the cmpnent shrtage reprt, click >Reprts >Inventry >Cmpnent Shrtage Analysis/Reprt. Finished Gd: Select the finished gd, assembly, r sub-assembly yu wish t review. When a valid item is selected, the system will display that item s bill f materials listing in the lwer half f the screen. Quantity t Prduce: Enter the number f assemblies t use fr the creatin f the shrtage reprt. 106

107 Optins: Aut Sub-Assemblies: Select this check bx if yu want the system t include all sub-assemblies assciated with the selected assembly. Clear Prductin List: Click this buttn t clear the prductin list and generate anther shrtage reprt fr the selected assembly r t generate a shrtage reprt fr anther assembly. Review Prductin List: Click this buttn t review the prductin list entered. Yu wuld use this buttn if the items yu entered abve were mre than wuld fit in the viewing area f the screen. Print Shrtage Reprt: Click this buttn t print the shrtage reprt. 107

108 Inventry WrkSheet Reprts Using WrkSheet Reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can use this system t create almst any interactive WrkSheet yu desire. T use an Inventry WrkSheet Reprt, click >Reprts >Inventry >WrkSheet Reprts. The system will display a WrkSheet Listing fr yur selected mdule. Select the WrkSheet yu wish t use and click > Create. NOTE: Each WrkSheet can be saved in three different styles. The system will always start with the Default style saved fr this WrkSheet. The ptins fr frmatting and printing WrkSheets are the same in all systems. Fr detailed infrmatin abut each f these specific functins, please refer t yur CertiflexDimensin System Manager Guide WrkSheet Reprts. WrkSheets Belw is a list f WrkSheet Reprts available fr this mdule. Item Listing Item Activity Cmparative Year Sales YTD Quantity Analysis 108

109 Suggested Order Reprt Cmpressing Data Files Cmpress Detailed Inventry Item Histry Cmpressing the inventry histry file allws yu t have the system remve ld histry infrmatin frm the system s data files. Yu wuld peridically select this ptin t remve ld transactin infrmatin that yu n lnger need r want in the data files. We recmmend that yu perfrm this ptin as part f the year-end prcessing prcedures. Fr example, if the cmpany needs t have the last tw years f transactin infrmatin n file, at the beginning f each year, yu wuld cmpress the unneeded year. T cmpress the inventry item histry file, g t >File >Data File Maintenance >Cmpress Data Files. Click >Next t prceed t the File List. File List: Select the data file t cmpress. Fr the inventry item histry file, select IN2 - Detailed Inventry Item Histry. Click >Next. 109

110 Cmpressin Type: This selectin allws yu t define hw many years f histry transactins t remve frm the files. NOTE: Many CertiflexDimensin reprts generate their infrmatin frm the histry files. Be careful f the selectin here. If yu cmpress histry transactins and then later attempt t print a reprt that generates its infrmatin frm the histry files fr a date that has been cmpressed, the system will nt be able t retrieve the infrmatin withut yu restring a backup. Click >Next. The system will display a screen detailing the infrmatin selected t cmpress. T begin the cmpressin, click >Cmpress. NOTE: Make sure that yu have at least tw gd backups f the data files befre yu begin the cmpressin. Once the cmpressin ptin begins, yu must allw the system t cmplete the prcess. If yu experience a pwer failure r if smething interrupts the cmpressin prcess, the system will require yu t restre a backup. If yu are perating n a netwrk, make sure that all users have lgged ff f CertiflexDimensin. The cmpressin prgram will nt perate prperly if there are users, except fr yurself, lgged n t the CertiflexDimensin prgram. The amunt f time the cmpressin prgram takes depends upn the number f transactins currently in the histry file and the speed f yur machine. We recmmend that yu d nt perfrm this ptin during the busy part f yur day because nce yu start the cmpressin, yu cannt stp the prcess withut having t restre a backup. Once the cmpressin prgram is cmplete, the system will have deleted all histry transactins thrugh the selected date. The system will nt be able t access any transactins prir t the Cmpressin Type date withut restring a backup. 110

111 111