Adagio Inventory 8.1E First Edition

Adagio Inventory 8.1E First Edition Trademark Adagio is a registered trademark of Softrak Systems Inc. All product names mentioned are trademarks or service marks of their respective owners. Copyright The programs and printed materials are copyright 2000-2014 by Softrak Systems Inc. All rights reserved. The Adagio suite of software products and this manual are protected by applicable copyright laws. Warranty This software and manual are sold as is and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software. Developed, Published & Supported by: Softrak Systems Inc. Web site: www.softrak.com Email: info@softrak.com Phone: (604) 736-3741 Fax: (604) 736-6431 Printed in Canada

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

Contents Introduction Chapter 1 About Adagio... 1-2 Adagio Fundamentals... 1-2 Adagio Softrak... 1-2 Configuring Adagio Inventory Chapter 2 Creating Data Files... 2-4 Logging into Inventory... 2-6 Changing the Workstation Options....2-11 Security Settings... 2-12 User Audit Settings.... 2-12 Setting Up Your Inventory Chapter 3 Entering the Company Profile.... 3-14 Adding Categories... 3-38 Adding Locations.... 3-45 Costing Methods... 3-50 Defining Control Account Sets... 3-55 Defining Report Groups... 3-59 Adding Units of Measure... 3-61 Adding Items... 3-63 Editing Items for Location... 3-94 Assigning Picking Sequences... 3-96 Contents Page i

Using Advanced Features Chapter 4 Alternate Price Lists... 4-99 Updating Price Lists... 4-104 Entering Reorder Data... 4-107 Editing Sales History... 4-109 Using Tax Groups... 4-112 Working with Bills of Material.... 4-115 Transactions & Inquiries Chapter 5 Entering and Editing Receipts... 5-123 Entering Shipments... 5-134 Entering Adjustments.... 5-141 Entering Stock Transfers... 5-146 Editing Physical Inventory... 5-150 Item Assembly.... 5-160 Item Inquiry... 5-168 Receipts Inquiry... 5-183 Transaction History Inquiry... 5-184 Bills of Material Inquiry... 5-186 Adagio GridView... 5-187 Day End Processing.... 5-188 Period Processing Chapter 6 Period End Processing... 6-190 Year End Processing... 6-192 Printing Reports Chapter 7 Printing Reports... 7-196 Preferences - Report Options.... 7-197 Stock Control Reports.... 7-198 Price/Sales Analysis Reports... 7-212 General Reports... 7-218 Transaction Reports.... 7-222 Custom Reports... 7-229 Page ii Adagio Inventory

Tutorial Chapter 8 Lesson 1: Data Sets... 8-231 Lesson 2: Receipts... 8-233 Lesson 3: Shipments... 8-242 Lesson 4: Stock Transfers... 8-245 Importing and Exporting Appendix A Exporting Items.... A-249 Importing Items... A-253 User Defined Codes Appendix B User Defined Codes... B-259 Page iii

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

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

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

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

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

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

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

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

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

Logging into Inventory After, the following window will appear: From the Finder, select the Location you want to use as your default reorder data location. Any items for which you had entered reorder data 'prior' to converting to Adagio Inventory 8.1C, will have that item's reorder data stored in the default location specified. (Refer to pages 3-87 and 4-107 for more information about Reorder data.) Page 2-10 Adagio Inventory

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Entering the Company Profile Complete each field according to the following table: Field Pricing based on Discount On Price By Pricing Determined By Rounding method Round to the nearest Discount percent / Discount amount Entry Select Discount to indicate that you are using a discount pricing system. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Discount, the fields below change so that you can enter details about your discount pricing system. Select either Percentage or Amount to indicate how your discounts are calculated by percentages or in amounts. Select Customer type if your discounts are awarded by customer type, or select Qty purchased if your discounts are awarded according to the quantity purchased. NOTE: Customer types A to E are maintained in Adagio Receivables. If you are using percentage markups or discounts, indicate how you want prices rounded. Select either No rounding, Round up, or Round down. Enter a decimal amount to indicate what amount discounts should be rounded to. For example, to round to the nearest five cents, enter 0.05. Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen discounts by amounts, the discount amounts. NOTE: If your system calculates discounts by amount and by quantity purchased, you will have two columns to fill out one column for discount amounts and the other for quantity purchased. Setting Up Your Inventory Page 3-25

Entering the Company Profile Markup Pricing Systems If your company uses a markup pricing system, select Markup in the first field of this tab, then follow the table below to complete the remaining fields. Field Pricing based on Markup On Cost By Pricing Determined By Rounding method Round to the nearest Markup percent / Markup amount Entry Select Markup to indicate that you are using a markup pricing system. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Markup, the fields below change so that you can enter details about your markup pricing system. Select either Percentage or Amount to indicate how your markups are calculated by percentages or in amounts. Select Customer type if your markups are determined by customer type, or select Qty purchased if your markups are determined according to how much is purchased. NOTE: Customer types A to E are maintained in Adagio Receivables. If you are using a percentage markup system, Indicate how you want prices rounded. Select either No rounding, Round up, or Round down. Enter a decimal amount to indicate what amount markups should be rounded to. For example, to round to the nearest five cents, enter 0.05. Indicate up to five levels of markups by entering the markup percentages or, if you have chosen discounts by amounts, the markup amounts. NOTE: If your system calculates markups by amount and by quantity purchased, you will have two columns to fill out one column for markup amounts and the other for quantity purchased. Page 3-26 Adagio Inventory

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Adding Categories Discount Pricing If your company uses a discount pricing system for most items, select Discount in the first field of this tab, then follow the table below to complete the remaining fields. Field Pricing Based On Description For discount pricing systems, select Discount. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, if you select Discount, the fields below change so that you can enter details about your discount pricing system. The fields will be different if you choose Markup. Discount On Cost By Pricing Determined By Discount percent / Discount amount Select either Percentage or Amount to indicate how your discounts are calculated by percentages or in amounts. Indicate how discount amounts are determined. Select Customer type if discounts are awarded by customer type, or select Amount purchased if discounts are awarded according to how much is purchased. Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen discounts by amounts, the discount amounts. NOTE: If your system calculates discounts by amount and by quantity purchased, you will have two columns to fill out one column for discount amounts and the other for quantity purchased. Setting Up Your Inventory Page 3-41

Adding Categories Markup Pricing If your company uses a markup pricing system for most items, select Markup in the first field of this tab, then follow the table below to complete the remaining fields. Field Pricing Based On Markup On Cost By Pricing Determined By Markup percent / Markup amount Entry For markup pricing systems, select Markup. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, if you select Markup, the fields below change so that you can enter details about your markup pricing system. The fields will be different if you choose Discount. Select either Percentage or Amount to indicate how markups in this category are calculated by percentages or in amounts. Select Customer type if markups in this category are usually determined by customer type, or select Amount purchased if your markups are determined according to how much is purchased. Indicate up to five levels of markups by entering the markup percentages or, if you have chosen discounts by amounts, the markup amounts. NOTE: If your system calculates markups by amount and by quantity purchased, you will have two columns to fill out one column for markup amounts and the other for quantity purchased. Page 3-42 Adagio Inventory

GL Accounts Tab Adding Categories This tab allows you to control how Adagio Inventory integrates with Adagio Ledger or other general ledger programs. Using this screen you can specify general ledger accounts and department codes for Cost of goods sold, Sales revenue, Sales return and Cost variance. Note This tab is similar to the GL Integration tab of the Company Profile, where you entered defaults for these fields. If you want to change any of the accounts or departments for this category, do so now. When you are finished editing all fields, click the OK button to add this category to the list. To facilitate departmentalizing sales, the Department codes entered with the Location record of Adagio Inventory will override a Department code entered within the Category. Setting Up Your Inventory Page 3-43

Adding Categories Editing and Deleting Categories If you need to edit a category in the future, select the category in the list and click the Edit button. This opens the Edit Category window where you can make changes to any of the fields. When you are finished, click the OK button to save the changes, or click the Cancel button to close the window and cancel any changes you made. If you ever need to delete a category, select the category in the list and click the Delete button. Adagio Inventory will ask you to confirm the deletion. Click Yes if you are certain that you want to delete the category. Note You cannot delete categories that have items assigned to them. You must first delete all the items in the category, then you can delete the category. Copying Categories Finding Categories You can copy categories to create new ones based on categories you have already set up. To copy the details of a category to a new category code, highlight the category you want to copy and click the Copy button. Adagio Inventory will ask you for a category code for the new category. Type in a new code and click OK. You will then want to edit the new category s name. Highlight the new category in the list and click the Edit button. You can make changes to any of the fields. Click OK when you are done. Use the Find button to quickly locate a particular Category code. Enter the Category code you are looking for or client the Finder button. Then, select the Action you want Adagio Inventory to perform when it locates the Category code -- Highlight the record and wait for you to perform another function, or open the record for Edit. Page 3-44 Adagio Inventory

Adding Locations Adding Locations The Locations function of Adagio Inventory is useful to keep track of items when you have more than one warehouse. If your company has only one location, you will still need to add that location to the Location list as all items must be assigned a location. To view the Locations list, select Locations from the Edit menu. Setting Up Your Inventory Page 3-45

Adding Locations Click the New button on the Location list to add a new location. The Add New Location window opens. Location Tab Complete each field of the Location tab according to the following table: Field Location code Name Address Zip/Postal Telephone Fax Description Enter a new location code to identify this location. You can use up to three characters including numbers and letters. Enter a descriptive name for the location. Enter the address of the warehouse. You can use up to four lines of text for the address. Enter the zip code or postal code here. Enter the telephone number here. Enter a fax number. Page 3-46 Adagio Inventory

Adding Locations Field Contact GL Dept. Description Enter the name of someone to act as the main contact for this location. Enter a general ledger department code for this location. This field is optional. To facilitate departmentalizing sales, the Department codes entered with the Location record of Adagio Inventory will override a Department code entered within the Category. Items Tab Click the Items tab when you are finished editing these fields. The Items tab displays what items are currently allowed at the location. The grid lists all items available. If there is a Yes next to the item, that means it is present at this location. If an item is marked not present, then the quantity at the location must be zero. Note If you are setting up a new database from scratch, you will want to come back to this tab later, once you have added items to the database, to allow items at your locations. Setting Up Your Inventory Page 3-47

Adding Locations Item Range Tab To add an item to this location, click the Add button. To remove an item, click the Remove button. The All Items button will add all the items in the list, and the No Items button will remove all items from the location. When finished, click the Item Range tab. The Item Range tab is used to select a range of items to add to the inventory at this location. The following table describes the fields on this window: Field Select by Item number Starting / Ending Select item? Description You can select ranges by Category Code, Item Number, Item Segment, Report Group and Vendor. Enter a range of item numbers. If you want to add the range of items, turn this box on. If you want to remove the range of items from this location, turn this box off. Page 3-48 Adagio Inventory

Adding Locations Field Select (button) Description Once you have selected a range and decided if you want to add or remove the range from this location, click this button to carry out the procedure. You can now return to the Items tab to make sure that you have selected the correct items for this location. When finished, click OK, which will close the window and save the changes you made. Editing and Deleting Locations If you want to make changes to a location, select the location in the list and click the Edit button, or just double-click on the location in the list. This will open the Edit Item window where you can make the desired changes. Click OK when you are done, or click the Cancel button if you want to discard the changes you made. If you want to delete a location, highlight the location in the list and click the Delete button. Adagio Inventory will ask you to confirm. Click Yes if you are certain that you want to delete the location. Note You cannot delete locations that have items currently stocked. You must first disallow all items at that location (and have zero quantity) before you can delete the location. Copying Locations You can copy locations to create new ones based on locations you have already set up. To copy the details of a location to a new location code, highlight the location you want to copy and click the Copy button. Adagio Inventory will ask you for a location code for the new location. Type in a new code and click OK. You will then want to edit the new location s name. Highlight the new location in the list and click the Edit button. You can make changes to any of the fields. Click OK when you are done. Setting Up Your Inventory Page 3-49

Costing Methods Costing Methods FIFO Adagio Inventory can use five different costing methods. These costing methods are indicated in control account sets. This allows you to have different costing methods for different control account sets. For example, you might define one control account set with a moving average method, and another with a FIFO (first-in-first-out) costing method. You can then assign these different control account sets to items using the Edit Items function, which is described later in this chapter. FIFO stands for First In First Out. A FIFO costing method determines the Cost of Goods Sold using the first units received. This assumes that items that have been in the inventory for the longest will be the first items sold. Expressed as a formula, the FIFO costing method, for items in Lot 1, looks like this: Note Total Cost in First Lot / Total Quantity in First Lot = Average Cost of First Lot Average Cost of First Lot x Quantity Shipped = Cost of Goods Sold Additional items will us Lot 2 costs, and etc. NOTES: The receipt number, original receipt date, quantity and cost are maintained for the last five lots. If a Receipt adjustment or Return for a receipt is posted, the appropriate Lot is updated by matching the receipt number and receipt date (unless the receipt is complete or all items have been shipped). If the receipt is not found, the oldest bucket will be adjusted. IC calculates the total cost of an item shipped by multiplying the units shipped per lot by cost for the items in the same lot. If the average unit cost is less than zero, Most recent cost will be used. For example: If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the Most Recent Cost. An exception is: If the Unit cost is negative and the Average unit cost is 0 or less but the Quantity is positive, the Most recent cost is not used. Instead, the cost of sales account is credited by the Cost for the units from each Lot. The IC Control is debited to bring the cost back up to 0. Page 3-50 Adagio Inventory

Costing Methods LIFO The Most recent cost is displayed as the default Unit Cost on a Sales Return. For Sales returns, the cost entered on the return is used to update the oldest lot s quantities and costs. If you change the costing method on a Control Account set from LIFO or FIFO to another method, the five costing buckets collapse into one. LIFO stands for Last In First Out. A LIFO costing method determines the Cost of Goods Sold using the last units received. This assumes that items that have been in inventory the shortest will be the first items sold. Expressed as a formula, the LIFO costing method, for items from the last Lot, looks like this: Note Total Cost of Last Lot / Total Quantity of Last Lot = Average Cost of Last Lot Average Cost of Last Lot x Quantity Shipped = Cost of Goods Sold Additional items will use the previous Lot s cost, and etc. NOTES: The receipt number, original receipt date, quantity and cost are maintained for the last five lots. If a Receipt adjustment or Return for a receipt is posted, the appropriate Lot is updated by matching the receipt number and receipt date (unless the receipt is complete or all items have been shipped). If the receipt is not found, the oldest bucket will be adjusted. IC calculates the total cost of an item shipped by multiplying the units shipped per lot by cost for the items in the same lot. If the average unit cost is less than zero, Most recent cost will be used. For example: If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the Most Recent Cost. If all the buckets are negative, posting the shipment will transfer all the negative amounts to Bucket #1. An exception is: If the Unit cost is negative and the Average unit cost is 0 or less but the Quantity is positive, the Most recent cost is not used. Instead, the cost of sales account is credited by the Cost for the units from each Lot. The IC Control is debited to bring the cost back up to 0. Enter an Adjustment to reduce Cost to below 0 to test. For LIFO Sales returns, the most recent receipt cost is displayed as a default and the newest level is updated. The quantity and cost are put into the last non-zero cost and quantity lot. Setting Up Your Inventory Page 3-51

Costing Methods If you change the costing method on a Control Account set from LIFO or FIFO to another method, the five costing buckets collapse into one. Note Moving Average FIFO and LIFO costing are kept to five levels. If items are received to more than five levels, the two oldest lots will be added together. The cost of the next unit shipped will be the average cost of the merged lots. The moving average method bases the Cost of Goods Sold on the average cost of all items in the inventory. Expressed as a formula, the average cost is calculated by: Quantity on Hand / Total Cost = Average Cost Average Cost x Quantity Shipped = Cost of Goods Sold NOTES: For an item, the costs of all units are stored in the same costing lot. When new items are received, the total cost of the new units is added to the total cost of the units already on hand. The cost of units received on individual receipts are not maintained separately. Items that are shipped are assigned a unit cost that is an average of the cost of all units on hand at the time of the shipment. The result is rounded to the nearest penny. The cost used for an item on a shipment is determined at the time of posting, not when the shipment is created. If any cost changes are made while the shipment is entered, they will be incorporated into the item cost. The new average is calculated by dividing the total units on hand by the total cost, and will be used during posting. If the average unit cost is less than zero, the most recent cost will be used. For example: If Allow negatives option is turned on in the Company Profile and the Item Quantity and cost are 0 or negative, the Most Recent cost is used to credit IC Control and debit the Cost of Goods Sold. An exception is: If the Unit cost is negative and the Average unit cost is 0 or less but the Quantity is positive, the Most recent cost is not used. Instead, the Cost of Sales account is credited and the IC Control is debited to bring the cost back up to 0. For Sales returns, the Most recent cost is used as a Default Unit Cost. Page 3-52 Adagio Inventory

Standard Cost The standard cost method is similar to the moving average costing method except that the standard cost method calculates a variance between the moving average and standard cost. NOTES: For an item, actual costs are posted to inventory when items are received. Inventory is valued using moving average cost (see above). When items are shipped, the cost of the item is calculated using the Standard Cost (defined on the Item record) multiplied by the units shipped. The difference between the Actual Cost and the Standard Cost will be posted to the Cost Variance account (from the Category assigned to the item). Adagio Inventory calculates the total cost of an item shipped by multiplying the units shipped by the standard cost. If the average unit cost is less than zero, most recent cost will be substituted for actual cost. For example: If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the extended Standard Cost. The difference is debited/credited to the Cost Variance Account. An exception is: If the Unit cost is negative and the Average Unit cost is 0 or less but the Quantity is positive, the Most Recent cost is not used. Instead, the Cost of Sales account is debited by the Standard Cost. The IC Control is debited to bring the cost back up to 0 and the Cost Variance Account is credited with the total. For Sales returns, the Most Recent cost is used as a Default Unit Cost. User Specified This costing method allows you to enter the cost for each item when processing shipments. Use this costing method on items for which you wish to set a cost amount at the time the items are shipped. Note Costing Methods You will not be able to change from User Specified Costing to another method if there are non stock items attached to the Control Account Set. Non stock items must have a User Specified Costing method. Setting Up Your Inventory Page 3-53

Costing Methods NOTES: For each item, you set the cost for the item as it is being shipped. For Stock items, Receipts of inventory are valued as Moving Average cost. For Stock and Non Stock Items, Shipments and Sales Returns will default to the Most recent cost (defined on the item record) but you can override this value. If the cost exceeds the actual cost, there will be a warning message. This warning message will appear whenever the Cost assigned to a shipment exceeds the actual cost for all the Items in stock not just the weighted average cost. For Non Stock items, the Most recent cost field on the item record is updated when the shipment is posted. Sales returns of Non Stock items will update the AP Clearing account and the Cost of Goods Sold account. Page 3-54 Adagio Inventory

Defining Control Account Sets Control account sets are useful to group similar transactions. If you use more than one costing method in your organization, you would set up more than one control account set to be assigned to appropriate items in your inventory. You could also, have groups of items post to separate GL accounts. If, for example, you create two inventory control accounts, you could produce two figures in your general ledger, each representing inventory transactions. Note Defining Control Account Sets You can have up to 20 control account sets defined, but never more than 20. To view the Account Sets list, select Control Accounts from the Edit menu. Setting Up Your Inventory Page 3-55

Defining Control Account Sets To create a new account set, click the New button on the Account Sets list. The Edit Account Set window will open. Complete each field according to the following table: Field Account set Costing method Inventory control Description Assign a descriptive name to the new account set, such as Standard Inventory, orassembled Items Inventory. Select a costing method from the drop-down list: Moving average, LIFO, FIFO, Standard or User Specified. NOTE: Changing the costing method for an account set that is 'in use' for one or more items will change the costing method for existing transaction history for that item(s) also. The transactions will be reported as using the new costing method. Changing the costing method will not, however, change the GL accounts that any of the existing transaction history has been posted to. Nor, will it change the values or quantities for the transaction history. Select an account and/or department for inventory control. The fields will display defaults from the Company Profile. Page 3-56 Adagio Inventory

Defining Control Account Sets AP clearing Adjustment writeoff Assembly cost credit Select an account and/or department for accounts payable clearing. The fields will display defaults from the Company Profile. NOTE: For Inventory data that interfaces with Payables, IC Control Account sets that will have receipts posted should use the AP clearing account from the Company Profile. Select an account and/or department for adjustment writeoffs. The fields will display defaults from the Company Profile. Select an account and/or department for assembly cost credits. The fields will display defaults from the Company Profile. Click OK when you are finished and the new account set will be added to the list. Editing and Deleting Account Sets If you want to make changes to an account set, select the account set in the list and click the Edit button, or just double-click on the account set in the list. This will open the Edit Account Set window, where you can make the desired changes. Click OK when you are done, or click the Cancel button if you want to discard the changes you made. If you want to delete an account set, highlight it in the list and click the Delete button. Adagio Inventory will ask you to confirm. Click Yes if you are certain that you want to delete the account set. Note You cannot delete an account set that has items assigned to it. You must first delete the items assigned to that account set, in the Item Maintenance function. Then you can delete the account set. Copying Account Sets You can copy account sets to create new ones based on account sets you have already set up. To copy the details of an account set to a new account set code, highlight the account set you want to copy and click the Copy button. Adagio Inventory will ask you for a description for the new account set. Type in a new description and click OK. Setting Up Your Inventory Page 3-57

Defining Control Account Sets You may then want to edit the new account set. Highlight it in the list and click the Edit button. You can make changes to any of the fields. Click OK when you are done. Page 3-58 Adagio Inventory

Defining Report Groups Defining Report Groups Report groups are valuable if you print many reports and want to focus your reports on specific items. Once you have created report groups, you can then assign items to the group using the Add Items feature. You can then select this report group when printing your reports. Of course, when you print a report you have the option of selecting a range of item numbers, categories etc., but if you have, for example, all office supply items designated as a particular report group, all you have to do to print a report on these items is select the Office Supplies report group on the report dialog. You could also use a report group to isolate your top seller products. To view the Report Groups list, select Report Groups from the Edit menu. Creating a New Report Group Click the New button on the Report Groups list to create a new report group. The Edit Report Group window opens. Setting Up Your Inventory Page 3-59

Defining Report Groups Enter a new code to identify the report group, and a description. Click OK and the new report group will be added to the list. You can now assign items to this report group. Then, when you print reports, you can select this report group to focus your report on all items associated with this report group. Editing and Deleting Report Groups You can edit and delete report groups in the same manner as you edit and delete locations, categories and accounts, using the Edit and Delete buttons on the Report Group list. Assigning Items to Report Groups You can assign items to your new report group using the Edit Items feature. Select Items from the Edit menu to open the Item list. Select an item in the list, then click the Edit button. The Edit Item window will open. Near the bottom of this window you will see a Report group field. Select a report group for this item and click OK. Note An item can be part of only one report group at a time. You can, however, change an item s report group when required. For more information on items and the Report group field on the Edit Item window, see the Adding Items section of this chapter. Page 3-60 Adagio Inventory

Adding Units of Measure Adding Units of Measure If items in your inventory use different units of measure, you can add these units to your Units of Measure list, then assign the correct unit of measure to each item when you add items to your database. Adding Units of Measure to Your Database 1) From the Edit menu, select Units Of Measure. The Units of Measure list opens. 2) Click the New button. The Edit Unit of Measure window opens. 3) Enter the unit of measure as you want it displayed in Adagio Inventory and on reports. For example, for pounds enter lbs. 4) Click OK. The new unit of measure is added to the list. Setting Up Your Inventory Page 3-61

Adding Units of Measure Note If you want to make sure that a unit of measure is always correctly entered, select the Verify Units of Measure box in the General Options window. To access the General Options, select File Options. Page 3-62 Adagio Inventory

Adding Items Adding Items Use the Edit Items function to add items to your inventory. To open the Item list, select Items from the Edit menu, or click the Items button on the toolbar. Note If you have been granted access, you may use the Column Editor to change the field columns that display in this window and to instruct Adagio Inventory to only display Active items. Please refer to the online Help documentation or your Adagio Fundamentals manual for more information on working with the Column Editor. This grid can list all items currently entered in your database. To do this, select the 'blank' Filter in the Filters field above. Item records may display in a variety of colors and font styles. Normally, these are records that satisfy a particular Grid Filter that was run previously. If the Filters field displays the name of a particular Grid Filter code, the item records displayed in the grid are those that satisfy that particular filter's criteria. For more information about working with Styles and Grid Filters, please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual. The columns that display may vary depending on whether the grid is displaying the results of a particular filter or displaying all items in inventory. If you have access to the Column Editor, you may change the columns that display. Please refer to the online Help documentation or Adagio Fundamentals manual for more information. Setting Up Your Inventory Page 3-63

Adding Items Note If the Filter is 'blank' (i.e. there is not an active filter) and you right click on the grid column headings, you may choose to sort the records in the grid by Item number or Item description. This feature is inactive if a Filter is active; however, Grid Filter set up includes Sort by options. Click the New button on the Items list to add a new item to the list. The Add New Item window opens, with the Item tab selected. Note Deleting items also deletes the item history. Item Tab The Item tab is where you enter the general information about the item, including the item number, description, category, and pricing and costing details. This tab has three sections: Information, Pricing and Costing. Page 3-64 Adagio Inventory

Information: Adding Items The fields in the Information section of the Item tab are described in the table below: Field Item number Active item? Description Category code Account set Costing method Description Enter a new item number for this item. The item code format is defined in the Company Profile. Turn this option on if the item is currently active. If the customer is inactive, leave this checkbox off. For new items, this option is turned on by default. Depending on your Column Editor settings, inactive items may not display in Item list windows. Enter a simple description of the item for identification. Select a category for the item. This is a required field. Categories are defined in the Edit Categories function. See Chapter 3. Select an account set for the item. Among other things, the selection you make will affect the Costing method the item will use. NOTE: Changing the costing method for an item that is 'in use' for an item will change the costing method for existing transaction history for that item also. The transactions will be reported as using the new costing method. Changing the costing method will not, however, change the GL accounts that any of the existing transaction history has been posted to. Nor, will it change the values or quantities for the transaction history. This field displays the costing method, which is determined by the Account set chosen for this item. Setting Up Your Inventory Page 3-65

Adding Items Field Stocking unit Display styles / Manual Display styles / Automatic Description Enter the smallest unit the item can be purchased or sold by, or click the Finder button to select a unit of measure from your Units of Measure list. This is a required field. NOTE: This doesn t have to be the smallest unit that the item can be purchased or sold by, but it usually should be. Use this field to assign a particular style to this item. After, it will display in the Item Maintenance, Item Inquiry and Item Inquiry with Sales and Costs grids with this style at all times, regardless of any Filter criteria the record satisfies. Please refer to the online Help documentation or your Adagio Fundamentals manual for more information. This field displays the style assigned the item by a Filter that was run. At the time the filter was run, the item satisfied the filter's criteria. NOTE: This style may be overridden by a Manual display style setting. Pricing: The fields in the Pricing section of the Item tab are described in the table below: Field Pricing unit Base price Sale price Description Select the unit of measure that pricing for sales is most often based on. The price that the item is usually sold for, otherwise known as the suggested price. The base price should be the price per pricing unit. For example, if five units are sold at a time, then enter the base price for five units. Enter the special sale price used by OrderEntry or other programs. This sale price should be the sale price per pricing unit. Page 3-66 Adagio Inventory

Adding Items Field Sale starts / Sale ends Description Enter a start and end date for when the sale price applies. Costing: The fields in the Costing section of the Item tab are described in the table below: Field Costing unit Recent cost Description Enter the unit of measure that costing of purchases is based on when new stock is received. This field is maintained by Adagio Inventory and will display the cost the item was most recently received for. This is useful for planning and budgeting as you will know approximately how much will be spent in future purchases. This cost is also displayed in the Item Inquiry with Sales and Cost and, if changed here, the change will also be reflected in the inquiry. NOTE: When quantity is zero or below zero, Recent cost (MRC)is used. Setting Up Your Inventory Page 3-67

Adding Items Field Standard cost Cost 1 Cost 2 Description Enter the usual cost for this item. This is useful for planning and budgeting. If you use a markup (eg. cost plus) pricing system, this field is the cost that is marked up to calculate the price the item is sold with when the original price list is used (i.e. when an Alternate Price List, see page 4-99, is not being used). Otherwise, this field is for your information only. This cost is also displayed in the Item Inquiry with Sales and Cost and, if changed here, the change will also be reflected in the inquiry. NOTE: If Standard Cost is zero and Markup pricing is used, the 5-level price determination in Adagio OrderEntry and Invoices will be calcualted using most Recent Cost. If Standard cost is zero and the Update Price List function (see page 4-104) is run using Markup, this item's Base Price will not be updated. When Standard Costing is the costing method and quantity is zero or below zero, variance is calculated as the difference between the Standard cost and most Recent cost (rather than between Standard Cost and Average cost as it is usually calculated). Enter another cost here a cost other than the standard or recent cost. This is useful for reports and tax calculations. NOTE: This field name is defined in the Company Profile (see page 2-5) and can be used for whatever costs you with to measure. Enter another cost here a cost other than the standard or recent cost. This is useful for reports and tax calculations. NOTE: This field name is defined in the Company Profile (see page 2-5) and can be used for whatever costs you with to measure. Page 3-68 Adagio Inventory

Adding Items Field Average cost Description This field is a calculated field and, therefore, is uneditable. It displays the Average Unit Cost (Total Cost divided by Quantity on Hand) as shown on the Costing tab within the Item Inquiry with Sales and Cost (see Chapter 5). Setting Up Your Inventory Page 3-69

Adding Items Units Tab The Units tab is used to indicate tax status, picking sequences, markup factors, alternate numbers and alternate units of measure. The Units tab has two sections: Additional Information and Units of Measure. Additional Information: The following table describes the fields in the Additional Information section of the Units tab: Field Tax status Description Enter the tax status for this item. NOTE: You can define a default tax status in the Company Profile. See Chapter 2 for more information. Page 3-70 Adagio Inventory

Adding Items Field Serial numbers Report group Stock item? Alternate item UPC code Description Indicate how many serial numbers this item has. This number must be between 0 and 5. For example, a computer may have three serial numbers, one for the monitor, one for the keyboard and another for the system. In this case, enter 3 in this field. When the item is shipped, the program will ask for three serial numbers. NOTE: This number will be used in Adagio OrderEntry when the item is sold. If you are not using an order entry program, leave this field at 0. Select a report group if you want this item included in any of the report groups you have created. Sorting by Report Groups is available for a number of Adagio Inventory reports. Click this checkbox on if the item is stocked in your inventory. If it is an item that is not stocked in your inventory, turn this checkbox off. NOTE 1: The costing method for a non-stock item must be User Specified, as set in the Control Account Set. NOTE 2: If you turn this checkbox off, quantities for this item will not be tracked when the item is received or sold. If this item is ever out of stock, you can assign an alternate item to be shipped in its place. Enter the alternate item s number in this field. If you do not want an alternate item shipped, leave this field blank. This field allows you to enter a UPC code and include it on Crystal Reports and GridView views. As well, certain specification designers will convert and print this code when a bar code font is also used. Setting Up Your Inventory Page 3-71

Adding Items Field Item dimensions Packaged dimension Unit weight Picking sequence Markup factor Description Enter the item dimensions if desired. NOTE: You can establish the default dimensions unit of measure in the Company Profile. See Chapter 2 for more details. Enter the packaged dimensions if desired. NOTE: You can establish the default dimensions unit of measure in the Company Profile. See Chapter 2 for more details. Enter the weight of one stocking unit of this item. If you use an order entry program, it will use this field to calculate the estimated weight of an order. NOTE: You can establish the default weight unit of measure in the Company Profile. See Chapter 2 for more details. If you use picking sequences to help warehouse staff quickly assemble shipments, enter the default picking sequence here. You can also edit picking sequences for each item by location. See the section titled Assigning Picking Sequences later in this chapter for more information. Enter the markup factor to be used with a Cost Plus pricing system in this field. The markup will be used when the Update Price List function is run to update the item's Base Price it will be sold at (Markup factor x Standard cost = Base Price). The markup factor will also be used in the Markup Analysis report. This report shows the differences between desired markup factors (from this field) and actual markups. Page 3-72 Adagio Inventory

Units of Measure: Adding Items The table below describes the fields in the Units of Measure section on the Units tab: Field Stocking unit Alternate units / Conversion factor Description This field displays the stocking unit of measure that you selected on the first tab. This is a required field If the item is occasionally shipped in varying units of measure, enter the unit of measure in the first column, then enter a conversion factor in the second column. For example, if the original stocking unit is EA (each), an alternate stocking unit might be Dozen. In that case, you would enter 12 as the conversion factor. NOTE: If the stocking unit is not the smallest unit, you must have Handles Fractional Quantities turned on in the Company Profile, System Options tab (see page 3-5) to allow alternate units of measure to have decimals. Bill of Materials These fields are hidden if you are not using the Adagio BoM add-on module. When the add-on is present, these fields always display for all items during Edit Items. However, within Inquiries Items, they only display for master item records. Field Auto assemble Description When enabled, if there is not enough quantity when Adagio OrderEntry Day End processes BoMs on order, they will automatically be assembled. NOTE: You must have Allow inventory levels to be below 0? enabled in the Company Profile (see page 2-5). The BoM Default Location option (see page 4-117) has no effect on Auto assemble. Setting Up Your Inventory Page 3-73

Adding Items Field Build quantity shipped OE auto build Description Normally when a BoM is ordered, assembly will look to the Quantity on Hand to determine if and how many more BoMs need to be built. If necessary, it will build the minimum quantity specified in the BoM. Eg. Qty on Hand=5, Qty on SO=7, min BoM Build = 5; therefore, build 5 However, if this option is enabled and there is insufficient Qty on Hand, assembly will look to the Quantity Shipped and build enough minimum quantities to satisfy the order regardless of any existing Quantity on Hand. Eg. Qty on Hand=5, Qty on SO=7, min BoM Build = 5; therefore, build 2x5 or 10 Unless this item is a master item, no choices will display in the dropdown. If more than one BoM exists for this master item, you can choose which is to be built. Page 3-74 Adagio Inventory

Pricing Tab Adding Items When you select a category on the Item tab, this category determines the pricing structure for the item. However, the Pricing tab lets you edit the category s defaults. The following information describes how to set up discount and markup pricing systems using the fields on this tab. You may choose to use a Discount or Markup (cost plus) pricing system for this item. Setting Up Your Inventory Page 3-75

Adding Items Discount Pricing System If this item uses a discount pricing system, select Discount in the first field of this tab, then follow the table below to complete the remaining fields. If this item uses a markup pricing system, skip to the next section (Markup pricing system) on page 3-77 Field Pricing Based On Discount On Cost By Pricing Determined By Discount percent / Discount amount Tax Levy fields Entry Select Discount to indicate that you are using a discount pricing system. Prices are discounted from the base price. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. Select either Percentage or Amount to indicate how your discounts are calculated by percentages or in amounts. Select Customer type if your discounts are awarded by customer type, or select Amount purchased if your discounts are awarded according to how much is purchased by the customer. Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen discounts by amounts, the discount amounts. NOTE: If your system calculates discounts by quantity purchased, you will have two columns to fill out in the Price Determination one column for discount percentages/amounts and the other for the associated quantity purchased. Tax Levies Use these fields to store the rates used within Tax Groups in Adagio OrderEntry for calculating levies such as environmental fees. The field names for Tax Levy fields are stored within Adagio Inventory's company profile. NOTE: Until at least one Tax Levy field name is defined in the Company Profile (see page 3-35), the Tax Levies sectioned will not be visible. Page 3-76 Adagio Inventory

Markup Pricing System Adding Items If this item uses a markup pricing system (i.e. Cost Plus system), enter Markup in the first field of this tab, then complete the remaining fields according to the following table. Field Pricing Based On Markup On Cost By Pricing Determined By Markup percent / Markup amount Entry Select Markup to indicate that you are using a markup pricing system. Prices are marked up from the item's Standard Cost. NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Markup, the fields below change so that you can enter details about your markup pricing system. Select either Percentage or Amount to indicate how your markups are calculated by percentages or in amounts. Select Customer type if your markups are determined by customer type, or select Amount purchased if your markups are determined according to how much is purchased. Indicate up to five levels of markups by entering the markup percentages or, if you have chosen markups by amounts, indicate those amounts. NOTE: If your system calculates markups by quantity purchased, you will have two columns to fill out in the Price Determination section one column for markup percentages/amounts and the other for associated quantity purchased. Setting Up Your Inventory Page 3-77

Adding Items Vendors Tab The Vendors tab allows you to assign up to two vendors for each item, a Primary vendor and a Secondary vendor. These fields are used by Adagio PurchaseOrders; otherwise, they can be for information only. Complete each field according to the following table. Field Vendor number Contact Item number Description Enter a vendor number in this field. If you are using Adagio Payables, click the Finder button and select from a list of vendors. NOTE: If you try to enter or select a vendor that has been made inactive in Payables, you will receive a warning that the vendor is inactive. Enter the name of someone who is designated as a contact person for that vendor. Enter the item number that this vendor uses to identify this item. Page 3-78 Adagio Inventory

Adding Items Field Additional Information Description These four fields allow you to store extra additional information about your primary and secondary vendors, or about the items themselves. For example, you may want to enter a more detailed description of the item, including the item s dimensions. This detailed description can be printed on documents by Adagio OrderEntry. Notes/Alerts Tab The Notes/Alerts tab allows you to add and maintain notes or add alerts on each item. The date and the user s ID is recorded with each note so that you can keep track of the notes, and Adagio Inventory also allows you to print these notes through a new report on the Reports menu. Alerts will appear when the item is selected through Inventory. You can either enter notes by clicking the Notes radio button at the top of the tab; or you can enter an alert, by selecting the Alert radio button instead. Setting Up Your Inventory Page 3-79

Adding Items Alerts When you activate an alert for an item, the text you enter for the alert will pop up every time you select the item, such as when you select this item on a new order in Adagio OrderEntry or when you first open the item file in the Edit Items function. Note OrderEntry will not support item alerts unless you are running a version of OrderEntry that is higher than 8.0A (20050419). Alerts may be a useful way to pop up very important reminders about a particular item; for example, if you have an additional item or warranty offer you generally recommend for purchase with this item, you could enter an alert so that every time someone orders this item, the order desk clerk is reminded to notify the customer of those additional recommendations. You can type in any text you wish for the alert, and simply turn on the Active alert? checkbox to ensure that the alert pops up each time you select this item. Alerts appear when the item is selected in any of the following Adagio Inventory functions: Notes Edit Items Inquiry Items Inquiry Items with Costs Enter Receipts Enter Shipments Enter Stock Transfers Enter Adjustments Enter BOM (master and component items) Assemble Master Items Alerts do not appear in the following functions: Edit/Update Price Lists Edit Reorder Data Edit Sales History Edit Picking Sequence. Additionally, alerts are not available for alternate price list items. Selecting the Notes radio button allows you to add and maintain notes or add alerts on each item. The date and the user s ID is recorded with each note so that you can keep track of the notes, and Adagio Inventory also allows you to print these notes through a new report on the Reports menu. Page 3-80 Adagio Inventory

Adding Items The following table describes the fields and options on the Notes tab. Field Additional comments Sort notes by Notes list Description You can use this field to enter simple additional comments. These comments can be edited by any user and at any time. If you want to maintain more detailed notes, enter an Item Note using the fields below. You can sort the Notes list by User or by Date / time. This box lists all the notes for this item. Adding Item Notes To add a new Item Note, double-click an empty line in the Notes list. The Edit Item Note window will open. The following table describes the fields on this window. Field User Description This field displays the current user. Every note records the current user so that you will always know who wrote which notes. If you want to change the user ID recorded with this note, enter the user ID in this field. Setting Up Your Inventory Page 3-81

Adding Items Field Date Time Notes Description This field displays the current date, which is recorded with the note. If you want the note to appear with a different date, click the Calendar button and select the desired date. This field displays the current time. You can edit this field if needed. Enter the note here. Note When finished, click OK and the note will be added to the Item s information. Adagio s Spell Checker feature can be used on Item Notes. For more information, see Adagio Inventory s help file, or refer to the Adagio Fundamentals manual. Viewing or Editing Notes To view or edit a note, select the note in the Notes list on the Notes tab. Then click the Edit button. Printing Notes See the Reports section for more information on printing Item Notes. Purging Item Notes You can also selectively purge item notes. See the section beginning on page 3-92 for more information on this function. Page 3-82 Adagio Inventory

Adding Items Optional Tab If you have entered optional fields in the Company Profile (see page 3-37), this tab will appear in the Edit Items function and display the optional field names entered in the Company Profile. This allows you the flexibility of saving additional information about your items, in ways that are specific to your company or industry. Once the optional fields have been activated, you can enter data in these fields whenever you wish for each individual item. Additionally, if Optional Fields Validation has been set up for any of the String fields on this screen, you will have to enter text that meets the validation rules for the particular field. Please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual for more information about using the File Optional Fields function. Setting Up Your Inventory Page 3-83

Adding Items Image Tab This tab allows you to associate an image with each individual item. Images entered for each item can be printed on Crystal Reports. Note Users of Adagio OrderEntry versions higher than 8.0A (20050419) will also be able to view the item images in OrderEntry s Item Inquiry function. To associate an image with the item, just click on the file Browse button to the right of the Image file field. Locate the image on your hard drive or network, and then select it. When you select an image, it will appear in the window below the Image file field. The display area for the image is 277 x 397 pixels; optimally, images should be approximately that size. If they are larger than that, the image will be shrunk to fit the available space, maintaining the aspect ratio of the image. If you have images that are smaller than 277 x 397 pixels, the image size will be maintained; it will not be enlarged to fill up the available space. Page 3-84 Adagio Inventory

Location Tab Adding Items This tab will not display if you belong to a security group that has not been granted access to Edit Locations. Please refer to the Adagio Inventory online Help documentation or Adagio Fundamentals manual for more information about security. Once you have added your inventory item, you will need to indicate which location(s) the item can be stocked at. Unless you selected the Allow items at all locations option in the Company Profile, System Options tab (see page 3-5), you can only post transactions for items at locations they have been allowed for. You can allow an item for a location using the Edit Location function (page 3-47), or the Edit Item List for Locations function (page 3-94). However, within the Location tab in the item's record, you are also able to specify a different picking sequence code if necessary for each location the item has been allowed (permitted) at. The Default picking sequence displays the picking sequence, if any, entered on the item's Units tab. The Locations grid displays: all locations created in this dataset, for each location, the picking sequence used for this item, Setting Up Your Inventory Page 3-85

Adding Items for each location, whether the item is permitted/allowed at the location as follows: Inactive - item is not permitted/allowed at the location. This is the default for new items if the Allow items at all locations option is turned off in the Company Profile, System Options tab (page 3-5). You can manually change the status to Active. Active - item is permitted/allowed at the location. This is the status if a transaction for this item at this location has been posted. You can manually change an Active status to Inactive, or change an Inactive or On Demand status to Active. On Demand - item is permitted/allowed at the location but no transactions for it have yet been posted for the location. This is the default for new items if the Allow items at all locations option is turned on in the Company Profile. You can manually change this status to Active. Use the Edit Pick Seq button to specify a particular picking sequence for the item at the highlighted location (a field will display in the upper right corner of the window for you to enter the new picking sequence in). The new picking sequence will display in the grid. You may use the Default Seq button to reset the picking sequence for the highlighted location back to the item's default sequence. Depending on the current Permit entry? status at the highlighted location, the last button will be labelled Active or Inactive. If the item status at the location is currently Active or On Demand, the button can be used to make the Permit entry? status Inactive. If the item status at the location is currently Inactive, the button can be used to make the Permit entry? status Active. Page 3-86 Adagio Inventory

Reorder Tab Adding Items This tab will not display if you belong to a security group that has not been granted access to Edit Reorder Data. Please refer to the Adagio Inventory online Help documentation or Adagio Fundamentals manual for more information about security. Entering guidelines for when this item should be reordered may help to avoid items going out-of-stock and overstock. You can indicate minimum quantities, reorder quantities and projected sales for each item in your inventory. As well, you may enter different reorder guidelines for the item when stocked at different locations. Before you order stock, print the Reorder Report (see Chapter 7) to find out which items have fallen below reorder levels. This feature functions in the same manner as the Edit Reorder Data feature. The information displayed and entered on this tab is the same as that entered within the Edit Reorder Data function. Please refer to your Adagio Inventory online Help documentation or page 4-107 of this manual for more information. Setting Up Your Inventory Page 3-87

Adding Items Sales History Tab This tab will not display if you belong to a security group that has not been granted access to Edit Sales History. Please refer to the Adagio Inventory online Help documentation or Adagio Fundamentals manual for more information about security. You can use this function to enter the sales history for an item, or to edit the existing sales history. However, once you have set up your data, the system will track this information for you and you should not need to edit these values except in special circumstances. For new items all fields will initially display zero values. The information is automatically updated when Period End is run. Values reported in the Current period is for all transactions that have occurred since the last Period End was run up to the current date. (Please refer to Chapter 6 for more information on Period End processing.) Page 3-88 Adagio Inventory

Adding Items The following table describes each field: Field Period Sold/ Sales Amount Actual Cost Year to date Last year Description This field displays the ending date of the period you are editing history for. These dates are predefined in the Company Profile, Sales History tab, and automatically update each time Period End is run thereafter. Enter the amount in quantity that was sold in this period. NOTE: If this is a new item, the stocking unit will display to the right of the 'slash' in the Sold field labels after the record has been saved the first time. Enter the total sales amount for this period. Enter the total actual cost for this period. These fields display totals of the corresponding column of fields to the left for the current year to date. In the Qty Lost field, enter the number of items in the current year to date that were ordered but canceled before shipping. NOTE: If this is a new item, the stocking unit will display to the right of the 'slash' in the Qty Lost field labels after the record has been saved the first time. These fields display totals of the corresponding column of fields to the left for the current year to date. In the Qty Lost field, enter the number of items in the last year to date that were ordered but canceled before shipping. NOTE: If this is a new item, the stocking unit will display to the right of the 'slash' in the Qty Lost field labels after the record has been saved the first time. Setting Up Your Inventory Page 3-89

Adding Items Completing the Item Addition / Modification Finding Items When you re doing working with the tabs described in the earlier sections, click the OK button when you are done. The new item will be added to the Item list. If you decide that you do not want to add the item to the Item list, click the Cancel button. In the event you cannot locate a particular item in the Item List, you can use the Find feature to search for it. To do this, click the Find button in the Item Maintenance window. Note You can also use the finder (F5) or SmartFinder (F6) in any Item code field. Please refer to the online Help or your adagio Fundamentals manual for more detailed information on use these features. The following dialog box appears: You can search for items by their Item number (code) or Item description. To search for an item, click the Finder button in the relevant field to select the appropriate information or type it manually into the field. You can also tell Adagio Inventory what Action to take when it finds the item. It can highlight it in the Item Maintenance list or take you to the item's Edit screen so you can modify it. Editing and Deleting Items If you need to edit an item in the future, select the item in the list and click the Edit button. This opens the Edit Item window where you can make changes to any of the fields. When you are finished, click the OK button to save the changes, or click the Cancel button to close the window and cancel any changes you made. Page 3-90 Adagio Inventory

Adding Items If you ever need to delete an item, there must be no quantity in stock, on sales order or on purchase order before the program will allow you to delete the item. Select the item in the list and click the Delete button. Adagio Inventory will ask you to confirm the deletion. Click Yes if you are certain that you want to delete the item. Note Deleting an item also deletes the item history. Copying Items You can copy items to create new ones based on items you have already set up. To copy the details of an item to a new item number, highlight the item you want to copy and click the Copy button. Adagio Inventory will ask you for an new item number for the new item. Type in a new item number and click OK. You will then want to edit the new items name. Highlight the new item in the list and click the Edit button. You can make changes to any of the fields. Click OK when you are done. Note When you copy an item to a new item number, the quantities on hand are not copied. Setting Up Your Inventory Page 3-91

Adding Items Purging Item Notes This function allows you to selectively purge item notes from the Maintenance menu. To use this function, select Purge Item Notes from the Maintenance menu. The following window appears. You have the option to purge item notes based on: Field Item User Description Choose a starting and ending range of item numbers. If you wanted to purge all notes, regardless of item number, based on the note date, you would accept the defaults here. If you wanted to purge only notes for a particular item, you would enter that item s number in both the Starting and Ending fields. Or, select a range of item if you want multiple items notes purged. As with the item number, enter a starting and ending range of user IDs, to delete only notes entered into the item file by specific users. Page 3-92 Adagio Inventory

Adding Items Field Older than Description Use this field to restrict the deletion of item notes to only notes that are older than the date entered here. By default, the program will delete item notes that are more than one year old, but you can change this value to any date you wish. When you ve set your purge ranges, click Proceed. Adagio Inventory will purge the item notes that fell within the ranges you specified, and then will let you know that the purge process is complete. Setting Up Your Inventory Page 3-93

Editing Items for Location Editing Items for Location Once you have added all your inventory items, you must indicate which locations the items can be stocked at. You can only post transactions with items at allowable locations. To designate allowable locations for each item, use the Edit Item List for Location feature. If, however, you selected Allow items at all locations in the Company Profile, you will be able to post transactions regardless of the items locations. In this case, you will not need to edit your inventory items for location. You can skip this section and go on to the next. Note You can also allow or disallow items for location using the Edit Location function. See the section titled Adding Locations earlier in this chapter for more information. To edit an item for location: First open the Edit Item List For Location window by selecting Item Maintenance Edit Item for Location from the Edit menu. Note From this grid, you can highlight a location and press the space bar on your keyboard to change the Permit entry? status. Page 3-94 Adagio Inventory

Editing Items for Location Select the item you want to edit in the Item number field and a list of all locations will appear at the bottom. Double-click the location you want to allow for this item and the Edit Item Location window opens. To allow this item to be stocked at this location, click a checkmark in the Permit entry? field. Click OK. Repeat this for each location that you want to allow for this item. If you want to edit a different item, select a different item in the Item number field. Note Items can also be selected for location using the Edit Location function. See the section on Locations earlier in this chapter for more information. Setting Up Your Inventory Page 3-95

Assigning Picking Sequences Assigning Picking Sequences Picking sequences help warehouse staff quickly find items in the warehouse when assembling shipments. Picking sequences are made up of four digits which usually identifies an aisle or area of the warehouse so that warehouse staff can easily see which items should be fetched before others, thus saving time. If you use picking sequences for your inventory, you can assign the sequence codes to items using the Edit Picking Sequence function. Note Picking sequences can only be assigned to allowed locations for the selected item. See the section above on editing items for location. To open the Edit Picking Sequence window, select Item Maintenance Picking Sequence from the Edit menu. The following table describes the fields on this window: Field Item Number Description Default picking seq. Description Select an item number to assign a picking sequence to. The description for the selected item number is displayed here. This field displays the default picking sequence for this item, which is entered in the Edit Item function. Page 3-96 Adagio Inventory

Assigning Picking Sequences Field Location / Picking Sequence Description If you need to assign different picking sequences for different locations, double click on a line in this list and enter the picking sequence for the selected location. By default, the picking sequences in this table will read Default. This means that the default picking sequence, which is displayed in the field above, will be used. This default picking sequence is defined in the Edit Item function. If a special picking sequence is assigned to this location for this item, and you want to use the default picking sequence instead, select the line in the list then click the Default button. This will reset the line to the default indicator, Default. Click the OK button when you are finished. Or, if you want to assign picking sequences to another item, select the item in the Item Number field. Setting Up Your Inventory Page 3-97

Chapter 4 Using Advanced Features While Chapter 3 explained how to set up an inventory using the most common features of Adagio Inventory, this chapter will explain how to use some of the advanced features for your inventory. These features include: Alternate price lists Updating price lists and alternative price lists Adding reorder data Editing sales history Using multiple tax groups Working with Bills of Material Using Advanced Features Page 4-98

Alternate Price Lists Alternate Price Lists Alternate price lists can be used if items in your inventory are sold using different pricing levels than would be calculated using the item's original pricing stored within the original item record. For example, you can set up a wholesale price list and a retail price list. You can create different price lists for different customers or different regions. There are three steps required to create an alternate price list. First you must create Price list codes to identify the different price lists by. Then you can create the alternate price list and add items to the list. Creating Price List Codes To create a price list code, select Alternate Price Lists Price List Codes from the Edit menu. The Price List Codes window will open. This window lists all your price list codes, which are used to identify multiple price lists. Page 4-99 Adagio Inventory

Alternate Price Lists To create a new price list code, click the New button. The Edit Price List code window opens. In this window you can enter a new price list code and description. For example, you might enter 2 in the code field and Alternate price list in the description field. Click OK when you are done and the new price list code will be added to the list. Creating Alternate Price Lists You can create alternative price lists by Category Code, Item number, Item segment, Report group or Vendor. To create an alternate list, select Alternate Price Lists Create Alternate Price Lists from the Edit menu. The following window opens: Using Advanced Features Page 4-100

Alternate Price Lists Complete each field according to the following table: Field Create by Starting / Ending Price List Code Select fields Sale starts / ends Markup factor Decimal places in unit price Description To select items for your alternate price list, you can select by Category Code, Item Number, Item Segment, Report Group or Vendor. If you select Category, the next fields will be labeled Category where you can enter a range of categories for your list. Enter a range of items to add to your alternate price list. NOTE: If you selected Category in the Create by field, you would select a range of categories in this field. If you selected Item number, you would select a range of items numbers etc. Enter the Price List code that you want to use for this alternate price list. Select the fields you want included for use in this price list. Select only those fields that you want changed when you assign the alternate price list. You can select Base price, Sale price, Markup cost, Disc/Markup amount. If you want to indicate starting and ending sale dates, enter them here. If you want to change the markup factor, enter the new factor here. Markup factors are used along wih the Markup cost in Cost Plus pricing systems for updating the Base Price of Alternate Price list items when the Update Price Lists function (page 4-104) is run. Indicate how many decimals to use in calculating the unit price, if you want it to be different from your default. This field is optional. NOTE: The usual is two decimal places. The number must be between 2 and 6. Page 4-101 Adagio Inventory

Alternate Price Lists Field Create the selected fields using Description This option can quickly alter all the selected prices by a certain percentage, saving you having to edit each one. Select whether you want to increase or decrease the prices and enter the percentage. Click the Create button when you are ready to create the list. Adagio Inventory will inform you how many items it created. These items will be added to the Alternate Price List items window (see next section). Editing Alternate Price List Items Once you have created an alternate price list, you can view and edit the alternate price list items. Select Alternate Price List Alternate Price List Items from the Edit menu. The following window opens: To view or edit an item, select it in the list and click the Edit button. The Edit Alternate Price List Item window opens. This window has two tabs: the Item tab and the Units/Pricing tab. You can change any of the fields in this window as needed. Using Advanced Features Page 4-102

Alternate Price Lists Note These tabs are similar to the Item and Units tabs of the Edit Items function. When you sell an item from the alternate price list, the program will look to these fields for item data. See Chapter 3 for more information on the Edit Items function. A difference between the original master items and Alternate Price List items is that the Markup Factor in Alternate Price Lists uses the Markup Cost; whereas the Edit Items' Markup Factor uses the item's Standard Cost. In both cases, if the applicable cost field is 0.00, Most Recent Cost in used instead. Please refer to the online Help documentation for more information. Page 4-103 Adagio Inventory

Updating Price Lists Updating Price Lists If the prices of many items change at the same time, in the same amounts or percentages, you can easily update the items with the Update price list feature, without having to edit each item individually. You can select a range of items by category, item number, item segment, vendor or report group. You can update the base price by percentage, markup (cost plus pricing systems), amount or margin. If, for example, the items in one category were to be raised in price by 10% to cover the rising costs of materials or manufacturing, you could select all the items using the Update Price List or Update Alternate Price Lists feature, and increase each item s price by 10% without having to change each one individually. To update a price list: The function is similar for updating the main price list or alternate price lists. To update your main/original price list, select Item Maintenance Update price list from the Edit menu. To update an alternate price list (shown below), select Alternate Price Lists Update Alternate Price List from the Edit menu. The Update Alternate Price List function contains all of the same fields used by the Update Price List function, and includes two additional fields -- Price list code and Update using. Using Advanced Features Page 4-104

Updating Price Lists Complete each field according to the following table: Field Update by Range Starting / Ending Update using (Update Alternate Price List only) Update Use Description Indicate how you want to enter the range for the items to update. For example, to enter the range by category code, select Category Code in this field. You can also select Item Number, Item Segment, Report Group and Vendor. Based on the Update by option selected, enter the range of items to update using the Starting and Ending fields. You can update the alternate price list based on information stored in the Original price list or in the Alternate Price list. For example, if you are updating using the Original price list and selecting to update Markup cost: Master item's Standard cost is 200.00 Alternate item's Markup cost is 100.00 Update Markup cost Use Percent increase 10% Alt. item's 'new' Markup cost becomes 220.00 NOTE: If you are updating the main price list, this field will not appear. Indicate what you want to update: the Base price, the Sale price, Markup Cost, or the (item) Description. Enter how you want to update the selected price, by Percentage, Amount, Markup, Margin. You can only use Markup and Margin if you have selected to update the Base Price Page 4-105 Adagio Inventory

Updating Price Lists Field On / of Sale from / to Description Select the amount/percentage to increase or decease the selected price by. If Use is Markup, On will always be Markup cost of the Markup factor. IfUse is Margin, On will always be Markup cost of a specified percent. If Sale price was selected in the Update field, enter the starting and ending dates of the sale. Using Advanced Features Page 4-106

Entering Reorder Data Entering Reorder Data The Edit Reorder Data function will help to avoid items going out-of-stock and overstock. You can indicate minimum quantities, reorder quantities and projected sales for each item in your inventory. As well, you may enter different reorder guidelines for the item when stocked at different locations. Before you order stock, print the Reorder Report to find out which items have fallen below reorder levels. For more information on the Reorder Report, see Chapter 6. To edit your inventory s reorder data, select Item Maintenance Reorder Data from the Edit menu. The Edit Reorder Data window will open. To enter reorder data for an item, select the item in the Item number field, then enter the data in the following fields. The table below explains all fields on this window. Field Item number Location Description Select an item to enter or edit reorder data for. Select the Location this item is stocked at that you wish to display and enter reorder data for. The reorder guidelines you enter will be stored with that Location. NOTE: For items that had reorder data entered prior to converting to Adagio Inventory 8.1C, that reorder data will be seen in the Location specified during conversion (refer to page 2-8). Page 4-107 Adagio Inventory

Entering Reorder Data Field Period starting Minimum level Maximum level Reorder qty. Projected sales Description The fields in this column allow you to select different periods within the year so you can have different reorder data for different periods. This allows you to compensate for periods where sales are usually low and for periods when sales are usually high. NOTE: The first period will always be January 1st of the calendar year. The calendar year is determined by the year entered in the session date when logging into Adagio Inventory. Set a minimum stocking level so that you can be sure this item will never be out of stock. NOTE: These fields refer to your 'total' inventory and not for the inventory at a single location. only Set a maximum stocking level so that the item is never overstocked. Enter how many of this item should normally be ordered in this period. Enter how many of this item you expect to sell during this period. Using Advanced Features Page 4-108

Editing Sales History Editing Sales History You can use this function to add sales history for an item, or to edit sales history. However, once you have set up your data, the system will track this information for you and you should not need to edit these values except in special circumstances. To use this function, select Item Maintenance Sales History from the Edit menu. The Edit Sales History window will open. The following table describes the fields on this window. Field Item number Description Qty lost YTD Description Select an item in this field to add or edit its history. The description of the selected item is displayed here. Enter the number of items in this year to date that were ordered but canceled before shipping. Page 4-109 Adagio Inventory

Editing Sales History Field Qty lost LY History list Description Enter the number of items last year that were ordered but canceled before shipping. The list at the bottom of this screen lists the history for this item, by period. For each period, the quantity sold, unit, sales amount, and actual cost are displayed. At the very bottom of the list there are two special entries: one for the year to date (YTD) and another for last year (LY). If you want to edit any of these periods listed in the History List, select the period and click the Edit button. The Edit Sales History Details window opens. Using Advanced Features Page 4-110

Editing Sales History You can edit the Quantity sold, Sales amount and Total cost. These fields are described in the following table. Field Item number Description Period Quantity sold Sales amount Actual cost Description Displays the item you are currently editing. The description of the selected item is displayed here. Displays the period that you are editing for this item. Enter the amount in quantity that was sold in this period. Enter the total sales amount for this period. Enter the total actual cost for this period. Click OK to close the window, or if you want to cancel any changes you made, click the Cancel button. Page 4-111 Adagio Inventory

Using Tax Groups Using Tax Groups Tax groups are used to calculate tax on receipts. Tax tables are useful for sales that are subject to more than one taxing authority. For example, sales in a rural area may be subject to only a state sales tax, whereas sales in a major city may have city sales taxes or special levies added to the state tax. Once you have set up tax tables, all this work will be done for you. When you create a receipt, Adagio Inventory will call up the tax group assigned to that area. The tax group is a set of rules and rates used for taxing the various categories of items and vendors that may be included on your receipt. To access this feature, select Edit Tax Tables. The Tax Groups window lists all the tax groups currently used in your database. Using Advanced Features Page 4-112

Using Tax Groups To add a tax group, click the New button. This will open the Edit Tax Group window. The first thing you have to do is enter a new Tax Group Code in the Tax group field. The following table describes the fields on this window. You should also enter a description for the tax group, to help in identifying it later on. The window has three tabs you must also fill out. The first tab is described in the table below: Field Jurisdiction Minimum Maximum Acct./Dept Description Enter a jurisdiction code in this field. When you do, this tab will be labeled with this jurisdiction code. For example, you might enter GST, PST, State or City. Enter a minimum amount that can be taxed in this field. If there is no minimum, leave this field set at zero. Enter a maximum amount that can be taxed. If there is no maximum, leave this field as it is ($9,999,999.99). Enter an account and department for this tax code. Page 4-113 Adagio Inventory

Using Tax Groups Field Tax in item cost Taxable Purchase Tax Rates Item Tax Rates Description If the jurisdiction s tax is included in item costs on receipt transactions, turn this option on. If the taxes added in this jurisdiction are taxable in other jurisdictions of this tax group, turn this option on. Enter the purchase tax rates for this jurisdiction. NOTE: The name of this field is defined in the Company Profile s Tax Info tab. See Chapter 2 for more information. Enter the item tax rates for this jurisdiction. NOTE: The name of this field is defined in the Company Profile s Tax Info tab. See Chapter 2 for more information. You can view totals for item tax rates and purchase tax rates on the Item rates and Purchase rates tabs. If you want to add more jurisdictions to this tax code, click the New button. A new tab will be added to the window for the new jurisdiction. When you are done, click OK to add the new tax group. Using Advanced Features Page 4-114

Working with Bills of Material Working with Bills of Material This function allows you to create sets of items that need to be included in a assembled master item. For example, if you purchase individual items or materials from a manufacturer and then assemble those unfinished goods into a master item to create a finished product for resale, you would create a Bill of Material for that master item. The master items whose components you define here are simply treated as any other item would be throughout the remainder of Adagio Inventory. In order to create a Bill of Material, you must first have the following items defined in the Edit Items function: A master item. This is the item number you will select when creating the Bill of Material and is the item that will be sold as the finished product. All component items. These are the item numbers that will go towards creating the master item. For instance, if you re using a variety of unfinished parts to create a master item for resale, all of those unfinished parts that go into the finished product must be on file in the Edit Items function. Once you ve got your master and component items defined, you are ready to create your Bill of Material. After a Bill of Material has been created for a master item, you can use the Item Assembly function, described in Chapter 5, to build quantities of that master item at a specified location. Those assembled items will then be listed as quantities on hand and can be resold. Note If you are also using the Adagio BoM Add-on module, you can use Item Assembly to unassemble and account for previously assembled items. Refer to Company Profile, GL Integration tab on page 3-28 and Chapter 5. Notes About Items Used in Bills of Material Please be aware of the following when creating your items for use in a Bill of Material: The master and component items can t be set to a user-specified method of costing. Alternate items are not used with Bills of Material. If a component item is not available, alternate items are not substituted. Master items that are used in Bills of Material cannot be deleted. If you wish to delete a master item, you must first remove it from the Bills of Material function. Page 4-115 Adagio Inventory

Working with Bills of Material If you delete a component item from the Item function, you must also remove it from any Bills of Material that use that item. Creating a Bill of Material To create a new Bill of Material, follow these steps: 1) Select Bills of Material from the Edit menu. The Bills of Material window appears: Using Advanced Features Page 4-116

Working with Bills of Material 2) Click the New button to call up a new, blank Edit Bill of Material window: This window has two sections. The upper portion allows you to set up the item and the Bill of Material code, along with other cost information. The lower section allows you to add the component items and their quantities to the master item. We ll start by looking at the upper section first. 3) The fields in the top of this window ask you to indicate the master item and set up other basic information for this Bill of Material. Use the following table to complete these fields: Page 4-117 Adagio Inventory

Working with Bills of Material Field Item number BOM number Comment Cost to prorate Description Using the Finder or Item Find button, select the master item number for this Bill of Material here. This is the item that will be sold as the re-assembled and re-packaged item, with all the component parts included. NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. Assign this Bill of Material a three-character or three-digit code to identify it. Enter a comment or remark for this Bill of Material. For example, if you re selling a set of golf accessories, you may want to briefly list those accessories or explain what the master item s purpose is (such as to provide a discount when a group of items is purchased together). You can enter any cost here which is associated with this master item, but should not be prorated across the component items. This cost field may include all extra costs for the assembly or packaging of this master item; or it may only include certain flat costs that are independent of the items themselves. This cost is generally a flat cost, and may be associated with the fixed cost of having an employee put together a package of several component items together, for example. It is not usually a cost associated with the individual supplies that go in to the master item. Using Advanced Features Page 4-118

Working with Bills of Material Field Build quantity Additional cost Description Enter the number of master items that are produced out of the component items you will list in the next step. For example, if you wanted to mix a certain cleaning solution out of three other chemical solutions, and mixing together one bottle of each of the three component solutions made a total of five bottles of the specially mixed master solution, then you would enter 5 here. If you re simply packaging together a group of items, such as a men s and a ladies bike for a his and hers special price package, you would enter 1 here. Select the Unit of Measure to be used also. If there are additional costs involved in selling each master item (due to re-packaging or assembly, for example), then you may want to enter that cost here so that it will be accumulated for each master item built. If you would rather assign this Bill of Material a single cost which would be applied according to the build of the master item itself (according to the item s category costing rules), you would leave this field at zero dollars and instead enter the cost in the Cost to prorate field above. Note When you re finished setting up to the general information for this Bill of Material, you are ready to add the component items. All Bills of Material must have at least one component item. Once you ve selected a master item number and entered a BOM code for this Bill of Material, a New button in the bottom, right-hand side of this window will become active. Click this button to start adding your component items. For each component item, you must complete two fields: Page 4-119 Adagio Inventory

Working with Bills of Material Field Item number Quantity Default location Description Use the Finder to select a component item that will be used in building/assembling this Bill of Material. NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. Enter the quantity of this item that will go in to the master item. You can also select the unit for the item, if there is more than one option in the drop-down box to the left of the Quantity field. This field only appears if the Adagio BoM add-on is installed. If items are stocked at multiple locations, you may select the Default location this component item should be taken from. Click Add to add the component item to the list. 4) Your cursor will be immediately returned to the Item number field to add another component item. If you wish to add another item, complete the two fields again, and again click Add. Repeat this process until all of your component items have been added, and then click Cancel to exit out of the Component Details fields. 5) When you re finished adding all of your component items, click OK to save this Bill of Materials. It will be saved and added to the list. Editing a Bill of Material If you need to edit a Bill of Material, select Bills of Material from the Edit menu. In the window that appears, select the Bill of Material you wish to modify from the list and click the Edit button. This opens the Edit Bills of Material window, where you can make changes to the description, build quantity, and costing fields, as well as modify the component details. When you are finished, click OK to save the changes. Using Advanced Features Page 4-120

Working with Bills of Material Deleting a Bill of Material If you need to delete a Bill of Material, select Bills of Material from the Edit menu. In the window that appears, select the Bill of Material you wish to modify from the list and click the Delete button. Adagio Inventory will ask you to confirm the deletion. Click Yes if you are certain you want to delete the Bill of Material. Copying a Bill of Material You can copy Bills of Material to create new ones based on Bills of Material you have already set up. To copy a Bill of Material to a new master item and BOM code, select Bills of Material from the Edit menu. In the window that appears, highlight the Bill of Material you wish to copy and click the Copy button. Adagio Inventory will ask you for a new master item number and a new Bill of Material code. Complete the requested information and click OK. You will then be able to open up the new Bill of Material and modify it as needed. Page 4-121 Adagio Inventory

Chapter 5 Transactions & Inquiries Once you have set up your inventory you can begin using Adagio Inventory. This chapter explains the most common tasks. Transactions: Enter/Edit Receipts Enter Shipments Enter Adjustments Enter Stock Transfers Enter/Edit Physical Inventory Item Assembly Inquiry Items: Inquiry Items Inquiry Items With Sales and Cost Inquiry Receipts Transaction History Bills of Material Day End Processing Transactions & Inquiries Page 5-122

Entering and Editing Receipts Entering and Editing Receipts Receipts are used to record incoming inventory. The receipts function allows you to enter receipts and returns, and edit or add to active receipts until they are posted. From the Transactions menu, select Receipts Enter/Edit Receipts, or just click the Receipts button on the toolbar. The Edit Receipts list opens. To enter a new receipt, click the New button, or to edit an existing receipt, select it in the list and click the Edit button. The Edit Receipt window opens. This window has four tabs: Header, Details, Totals, Addresses. Page 5-123 Adagio Inventory

Header Tab Enter the header information for the receipt in this tab. Entering and Editing Receipts The following table describes each field in detail. Field Receipt number Description Vendor Description Enter the receipt number here. If desired, enter a description of the receipt in this field. If you are using Adagio Payables or another accounts payable program, select a vendor using the Finder button. NOTE: If you have entered or selected a Vendor which has been made inactive in Payables, you will receive a warning that they are Inactive at this time. Transactions & Inquiries Page 5-124

Entering and Editing Receipts Field Invoice number Date Shipped via Location Terms code Tax group Purch tax status Vendor ID number Comment Description If you know the invoice number at this time, enter it in this field. Otherwise, leave this field blank. You can enter the number later, but you must enter it before Day End Processing is run. If an invoice number is entered, an invoice transaction will be sent to an accounts payable batch when you run the Day End function. Enter the date of the receipt. Click the Calendar button to select a date from the pop-up calendar. Enter how the item will be received. For example, you might enter Ground or UPS. NOTE: A default value for this field can be entered in the Company Profile. See Chapter 2 for more information. Enter the location where the item will be received. NOTE: the location can be changed for each item on the receipt. This is just a default setting. Enter a terms code, or select one from the list using the Finder button. Select a tax group using the Finder button. This field is for the purchase tax status. Select a purchase tax status from the drop down menu. NOTE: A default value for this field can be entered in the Company Profile. See Chapter 2 for more information. Enter the vendor ID number here. If you have Adagio Payables or another accounts payable program, the numbers here will come from that program. You can enter an optional comment in these two fields. NOTE: A default value for this field can be entered in the Company Profile. See Chapter 2 for more information. Page 5-125 Adagio Inventory

Details Tab Entering and Editing Receipts The Details tab is where you enter detail lines for the receipt. Transactions & Inquiries Page 5-126

Entering and Editing Receipts To add a detail to the receipt, click the New button. The New Detail window will open. To edit a detail, select the detail, then click the Edit button. Note If you are editing an existing receipt, details can be edited but new detail lines cannot be added. Note You can search for items by their Item number (code) or Item description. To search for an item, click the Finder button in the relevant field to select the appropriate information or type it manually into the field. Complete each field on the New Detail window according to the following table: Field Item number Description Select the item number for this detail. NOTE: If you enter an item code that does not already exist, you will be asked if you want to create the new item if you also have the Allow items at all locations? and options turned on in the Company Profile, System Options tab (see page 3-5). NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. Page 5-127 Adagio Inventory

Entering and Editing Receipts Field Description Received Est. weight Cost Extension Vendor item Recent cost Tax status Location Remark Description When you select an item in the above field, the description of the item appears in this field. Indicate the quantity received. The weight is estimated in this field, according to the quantity you entered in the Received field. You cannot edit this field. The default cost per unit for the selected item is listed here. You can edit this number to adjust the cost of a receipt, or enter 0 to enter an extended cost instead. This field calculates the total cost according to the quantity entered in the Received field and the cost entered in the Cost field. You can edit this field only if you entered 0 in the Cost field above. Enter the vendor s item number in this field. Displays the most recent cost for this item. The field displays the tax status for the selected item. This field displays the location where these items were received, which you entered on the Header tab. If needed, select a different location to receive the goods. If you want to enter a comment, do so here. You can include this comment when you print the Receipts report. The short list at the bottom of the window displays quantity information for the selected location and for all locations. This is just for your reference. If you need to view more information about the item, click the Inquiry button on this window. This will open a smaller with three tabs. The first tab displays quantities for the selected item by location, the second tab displays reorder data for the selected item, and the third tab lets you select which taxes to include in the item cost. Click OK or Cancel to close this window. You will be returned to the New Detail window. Transactions & Inquiries Page 5-128

Entering and Editing Receipts When you have finished editing all fields for this receipt detail, click the OK button to add this detail to the Details tab of this receipt. If you need to add more details, repeat this step. If not, click the Totals tab. Totals Tab The Totals tab displays a subtotal for the receipt according to the details you entered on the Details tab. You can then add discounts or additional costs if required. The following table describes the fields on this tab. Field Subtotal amount Discount Discount amount Description Displays the subtotal for this receipt, calculated according to the details you entered on the Details tab. If needed, add a discount percentage in this field. If you entered a discount percentage in the Discount field, the total discount is calculated in this field. If you want to add a discount by amount (not percentage), enter it in this field. Page 5-129 Adagio Inventory

Entering and Editing Receipts Field Additional cost Tax Status Total before taxes Tax Net amount Terms Discount Due Base Weight Tax by jurisdiction Description Enter any additional cost charged by the vendor, such as shipping or handling charges. Select a tax status for the additional cost in this field. This field displays the calculated total with discounts and additional costs, before taxes. Displays the total tax. Displays the net amount, which includes discounts, additional costs and taxes. If you use an accounts payable program, select a term in this field using the Finder button. The terms details are given in the Discount and Due fields below. Displays the early payment discount date and amount when you select a term in the Terms field. If you do not select a term, you can enter the date by which the invoice must be paid to receive a discount. Then enter the discount amount in the field to the right. When you select a term in the Terms field, this field displays the date that payment is due for this receipt. If you do not select a term, you can enter the due date manually. This field displays the default amount used to calculate the early payment discount in your accounts payable program. NOTE: Tax is included or excluded according to your selection in the Company Profile (Calc. terms disc. with tax). See Chapter 2 for more information. Displays the estimated weight of all items on the receipt. Displays the tax amount by jurisdiction. Transactions & Inquiries Page 5-130

Entering and Editing Receipts Addresses Tab The Addresses tab displays contact and address information. It will automatically display the Vendor s address, the Ship to address and the Bill to address. You can edit these fields if required. When you are finished editing all tabs, click the Post button to post the receipt. Transaction history will be updated (if Retain transaction history has been enabled on the System Options tab of the Company Profile). Adagio Inventory will ask you to confirm, click Yes if you are certain. Marking Receipts as Complete You can mark receipts as Complete from the Enter/Edit Receipts list window. When you mark a receipt as complete you will no longer be able to edit or delete the receipt. This ensures that completed receipts cannot accidentally get deleted or edited. Make sure that all information on the receipt is correct before you do this. When ready, select the receipt in the list and click the Complete button. Adagio Inventory will ask you if you want to mark the receipt as complete. Click the Yes button if you are certain. Page 5-131 Adagio Inventory

Searching for Receipts Entering and Editing Receipts The Edit Receipts function includes a Find button which allows you to search for a receipt by its receipt number, rather than having to scroll through a (possibly) long list of receipts. To use this feature, open the Enter/Edit Receipts function from the Transactions Receipts menu. In the window that appears, click the Find button. Deleting Receipts Edit the fields as follows: In the Receipt # field, type the number of the receipt you are looking for. In the Action on find section, you can either choose to Highlight or Edit the receipt once it has been found. Choose Highlight to have Adagio Inventory highlight it in the receipts list, but not actually open the receipt for editing. Choose Edit to automatically open the receipt once it has been found. If you need to delete a receipt, select it in the list, then click the Delete button. A dialog will ask you to confirm the deletion. Click Yes to delete the receipt. Note Receipts that have been marked complete can be deleted when you run the Day End Processing function, depending on your selection in the Company Profile s Delete completed receipts after field. See Chapter 2 for more information. Transactions & Inquiries Page 5-132

Entering and Editing Receipts Printing the Receipt Audit List Note If you have the 'Auto print audit list after post? option turned on in the Company Profile, Processing Options tab, you will be taken to the Print Audit List window automatically after posting. To print a receipt audit list, select Transactions Receipts Print Receipt Audit List. The following dialog will appear: If you want to include a general ledger distribution summary, select the Print G/L distribution summary box. You can also include a comment by clicking the Comment button. Select a printer and click the Print button, or click Preview to preview the report on your screen. When the report is printed, you will be asked if you want to clear the audit list. If you click Yes, the audit list will be cleared. Note If you preview the report on screen, you will not be asked if you want to clear the audit list. You must print the report using the Print button to clear the audit list. However, if you have the 'Allow audit list purge?' option turned off in the Company Profile, Processing Options tab, you will never receive this prompt. Page 5-133 Adagio Inventory

Entering Shipments Entering Shipments Note If customer alerts are being used in Adagio Receivables, Adagio Inventory will display active alerts when you select a customer in the Edit Shipments function. For more information on customer alerts, see your Adagio Receivables online Help documentation or manual. The Entering Shipments function allows you to record all items being shipped to customers. You enter these shipments by customer code. The function also allows you to enter sales returns. Note Only one user may enter shipments or sales returns at one time. If another user is accessing the Shipments function, you will be blocked until that user is finished. To enter a shipment or sales return, select Shipments Enter Shipments from the Transactions menu, or click the Shipments button on the toolbar. The Shipments window will open. Transactions & Inquiries Page 5-134

Entering Shipments The following table describes the fields on this window: Field Reference Date Entry type Customer Name Contact Description Enter a reference number in the first field. This is typically your customer s PO number or your order number or invoice number. Enter the date for this shipment. If this is a shipment, select Shipment. Selecting Sales returns will increase inventory quantity. Enter a customer code or use the Finder button to locate the correct customer. If you use a compatible accounts receivable program, these customer codes will come from that program. NOTE: If Adagio Receivables 9.0A or higher is used and the Active records only has been turned on in the Column Editor of a customer grid, customers that have been made inactive will not display in the Finder window. And, if you manually enter an inactive customer code in this field, you will receive an error message and not be able to proceed. (Refer to the online Help documentation or Adagio Fundamentals manual for more information about the Column Editor.) When you select a customer number, the name of the customer appears in this field. When you select a customer number, the name of the contact person appears in this field. You can change the name when needed. Note If you have the Job Costing option turned on in your Company Profile (see the GL Integration tab of the Company Profile), you will see an extra field on this window: Job related. Turn this checkbox on if you want to use the Shipments function to ship items from your inventory to a job. You will then be able to assign job, phase and category codes when you create a new shipment. If you are using Adagio Receivables 9.0A or higher, a Find button will display to the right of the Company Name field. If you have the phone or original invoice number only and do not know the customer code or name, click the Find button and enter the Page 5-135 Adagio Inventory

Entering Shipments phone or invoice number into the Phone or Document number field (or press F6 to use the Smart Finder), then click OK. Assuming the information was found, you will be returned to the Shipments window and the Customer code, Name and Contact will display. Click the New button to add an item to the shipment. The Edit Shipment window opens. Complete each field according to the following table: Field Item number Description Select an item code for the item that is being shipped or returned. The description for the selected item is given in the field below. NOTE: If you enter an item code that does not already exist, you will be asked if you want to create the new item if you also have the Allow items at all locations? and Allow inventory levels to be below zero? options turned on in the Company Profile, System Options tab (page 3-5). NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. Transactions & Inquiries Page 5-136

Entering Shipments Field Category Location Qty on hand Job/Ph/Cat Base price Qty shipped Unit price Ext. price Description When you select an item, the default category for that item is automatically given in this field. If you want to change this you can. Select a location that the items will be shipped from or returned to. When you select a location, the quantity on hand for that location is displayed here, and the unit of measure is displayed to the right. This field will appear only if you have turned on the Job Costing integration feature in the Company Profile (GL Integration tab). When using Job Costing, enter your job, phase, and category numbers here. NOTE: If an active Alert has been entering for this job in Adagio JobCost, when you enter the job or select it from the Finder, the Alert will display. The base price for the selected item is displayed here. The pricing unit of measure is displayed to the right. Enter the quantity that was shipped or returned in this field. If you need to select a different unit of measure, you can do so in the field to the right. NOTE: If the item has serial numbers, the quantity is limited to 1 and the field cannot be edited. Displays the unit price for the selected item. You can edit this field if needed. If you set this field to $0, you can enter an extended price in the following field. Displays the extended price, which is the unit price multiplied by the quantity shipped. You can only edit this field if the Unit price field is set to $0. Page 5-137 Adagio Inventory

Entering Shipments Field Unit cost Ext. cost Description This is an estimated cost only. Displays the average unit cost for the selected item, unless FIFO or LIFO is the costing method. If FIFO, displays the average of the cost in the first lot; if LIFO, displays the average of the cost in the last lot. You can edit this field if needed. If you set this field to $0, you can enter an extended cost in the following field. However, if the cost is edited, it will be ignored when the shipment is posted (unless the costing method of the item is User-Specified). Displays the extended cost, which is the unit cost multiplied by the quantity shipped. You can only edit this field if the Unit cost field is set to $0. Note You can search for items by their Item number (code) or Item description. To search for an item, click the Finder button in the relevant field to select the appropriate information or type it manually into the field. If the item has serial numbers, more fields will appear at the bottom of the window which allow you to enter the serial numbers. Click OK when you are finished editing these fields. The shipment will be added to the list. If you need to add another item included in the shipment, click the New button again and repeat the above steps. When you have added all current shipments, click the Post button. Adagio Inventory will ask you to confirm the operation. Click Yes. Transaction history will be updated if Retain transaction history has been enabled on the System Options tab of the Company Profile. Note If you do not want to post the shipments at this time, you can click the Close button. You can then come back later, add or edit shipments and post them. Transactions & Inquiries Page 5-138

Entering Shipments Printing the Shipment Audit List Note If you have the 'Auto print audit list after post? option turned on in the Company Profile, Processing Options tab, you will be taken to the Print Audit List window automatically after posting. To print a shipment audit list, select Transactions Shipments Print Shipment Audit List. The Print Shipment Audit List window will open. If you want to include a general ledger distribution summary, select the Print G/L distribution summary box. You can also include a comment by clicking the Comment button. Select a printer and click the Print button, or click Preview to preview the report on your screen. When the report is printed, you will be asked if you want to clear the audit list. If you click Yes, the audit list will be cleared. Note If you preview the report on screen, you will not be asked if you want to clear the audit list. You must print the report using the Print button to clear the audit list. However, if you have the 'Allow audit list purge?' option turned off in the Company Profile, Processing Options tab, you will never receive this prompt. Page 5-139 Adagio Inventory

Printing Serial Numbers Entering Shipments To print a list of serial numbers, select Transactions Shipments Print Serial Numbers. The following dialog will appear: Select a sorting sequence by selecting an item in the Sort by field, then indicate a Starting point and Ending point to include in the list. You can add a comment to the report by clicking the Comment button. When ready, click the Print button to print the report, or click Preview to preview it on your screen. Transactions & Inquiries Page 5-140

Entering Adjustments Entering Adjustments You can make adjustments to your inventory using the Adjustments function. This allows you to adjust the quantity, cost or quantity and cost of an item at a particular location. To access the Adjustments list, select Adjustments Enter Adjustments from the Transactions menu, or click the Adjustments button on the toolbar. Note Only one user may enter adjustments at one time. If another user is accessing the Adjustments function, you will be blocked until that user is finished. Page 5-141 Adagio Inventory

Entering Adjustments To enter a new adjustment, click the New button. The Edit Adjustment window opens. Note You can search for items by their Item number (code) or Item description. To search for an item, click the Finder button in the relevant field to select the appropriate information or type it manually into the field. Complete each field according to the following table: Field Reference Entry Type Direction Date Description If you want to add a reference number to this adjustment, enter it here. Select what you want to adjust for the item: Quantity, Cost, or both Qty and cost. Indicate whether you want the adjustment to increase or decrease the item s quantity and/or cost. Select the date for the adjustment. The sign on date is the default. Transactions & Inquiries Page 5-142

Entering Adjustments Field Item number Location code Quantity Lot Cost Reason Write-off acct. Description Select the item you want to adjust. The item description appears in the field below. NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. If the item you select has an Costing Method of FIFO or LIFO, both a LOT field and grid will display for you to determine which Lot should be affected by the adjustment. Select the location of the item you want to adjust. NOTE: This field is only available if you are adjusting Quantity or Quantity and cost. If you are adjusting the quantity of this item, enter the adjustment here. Quantity is in stocking units. This field only appears if you have selected an item that uses FIFO or LIFO costing. When you select such an item, the five costing lots are displayed at the bottom of the window. This field allows you to select which lot you want to adjust. If you are adjusting the cost of this item, enter the adjustment here. It is recommended that you enter a reason for the adjustment here. This will help in keeping records of the adjustments. What you enter here will appear in the Adjustment Audit list (see below). If you want to change the default write-off account, select on here. Page 5-143 Adagio Inventory

Entering Adjustments Note If an item with LIFO or FIFO costing is selected above, the five costing lots are displayed at the bottom of the window, with quantity cost information. When you are finished editing the fields for this adjustment, click the OK button and the adjustment will be added to the Adjustment list. You must now post the adjustment for it to take effect. Transactions & Inquiries Page 5-144

Entering Adjustments Posting Adjustments You must post adjustments before they will affect your inventory. You can do this either periodically when you have a long list of adjustments, or immediately after you create each adjustment. To post an adjustment, click the Post button on the Adjustments list. This will post all adjustments in the list. Adagio will ask you to confirm. Click Yes if you are certain, and the adjustments will be made to the inventory. Transaction history will be updated if Retain transaction history has been enabled on the System Options tab of the Company Profile. Note You cannot post selected adjustments from the list. When you click the Post button, all adjustments in the list will be posted. Printing the Adjustment Audit List Note If you have the 'Auto print audit list after post? option turned on in the Company Profile, Processing Options tab, you will be taken to the Print Audit List window automatically after posting. To print a shipment audit list, select Transactions Adjustments Print Adjustment Audit List. The Print Adjustment Audit List dialog will open. If you want to include a general ledger distribution summary, select the Print G/L distribution summary box. You can also include a comment by clicking the Comment button. Select a printer and click the Print button, or click Preview to preview the report on your screen. When the report is printed, you will be asked if you want to clear the audit list. If you click Yes, the audit list will be cleared. Note If you preview the report on screen, you will not be asked if you want to clear the audit list. You must print the report using the Print button to clear the audit list. However, if you have the 'Allow audit list purge?' option turned off in the Company Profile, Processing Options tab, you will never receive this prompt. Page 5-145 Adagio Inventory

Entering Stock Transfers Entering Stock Transfers The Stock Transfers feature allows you to easily enter a stock transfer from location to location, from one item number to another item number, or both. To access this feature, select Stock Transfers Enter Stock Transfers from the Transactions menu, or click the Transfers button on the toolbar. The Stock Transfers window will open. To enter a new stock transfer, enter a reference number in the Reference field. The date field will display the current date, but you can edit this when needed. If you need to add a cost to the entire stock transfer, enter it in the Cost to prorate field. This can be used as a cost divided amongst all items defined for the transfer. It is based on the percentage of that item transfer cost, compared to the total transfer cost. Additional costs can later be added for each individual item in the transfer, and an additional cost will remain specific for the item it is entered for. Transactions & Inquiries Page 5-146

Entering Stock Transfers Click the New button to add an item to the transfer. The Edit Stock Transfer window opens. Note You can search for items by their Item number (code) or Item description. To search for an item, click the Finder button in the relevant field to select the appropriate information or type it manually into the field. Complete each field according to the following table: Field Item number Description Description Select the item you want to transfer. NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. To prevent selecting Inactive items, if you have been granted access to the Column Editor, you can choose to have the Items grid display Active records only. When you select an item number, the item s description appears in this field. Page 5-147 Adagio Inventory

Entering Stock Transfers Field From location Qty on hand To item number To location Quantity Additional cost Description If you are doing a location to location transfer, enter the location where the items are currently stocked. If you are entering an item to item transfer, enter the location where the items are stocked. NOTE: This field cannot be blank. When you select a location in the From location field, the Qty on hand field will display the quantity on hand at that location. This field is only active if you have the Allow stock transfer between items option turned on in the Company Profile, System Options tab (see page 2-5). If it is turned on and you want to transfer the selected item to a different item number, select the item number in this field. Otherwise, leave this field as it is. To transfer the selected item to a different location, select the new location in this field. Enter the number of units you want to transfer. If there is an additional cost you want to add, enter that amount in this field. NOTE: This cost will only be applied to the item specified in this transfer. Click the OK button to make the transfer. The transfer will be added to the list in the Stock Transfers window. Posting Stock Transfers Once you have entered stock transfers, you will need to post them before they will affect your database. To post stock transfers, click the Post button on the Stock Transfers window. Adagio will ask you to confirm. Click Yes and your inventory will be updated. Transaction history will be updated if Retain transaction history has been enabled on the System Options tab of the Company Profile. Transactions & Inquiries Page 5-148

Entering Stock Transfers Printing the Stock Transfer Audit List Note If you have the 'Auto print audit list after post? option turned on in the Company Profile, Processing Options tab, you will be taken to the Print Audit List window automatically after posting. To print a stock transfer audit list, select Transactions Stock Transfers Print Stock Transfer Audit List. The Print Stock Transfer Audit List dialog will open. If you want to include a comment in the report, click the Comment button. If you want to include a summary of general ledger distributions at the bottom of the report, select the Print G/L distribution summary box. When ready, select a printer and click the Print button, or click Preview to preview the report on your screen. When the report is printed, you will be asked if you want to clear the audit list. If you click Yes, the audit list will be cleared. Note If you preview the report on screen, you will not be asked if you want to clear the audit list. You must print the report using the Print button to clear the audit list. However, if you have the 'Allow audit list purge?' option turned off in the Company Profile, Processing Options tab, you will never receive this prompt. Page 5-149 Adagio Inventory

Editing Physical Inventory Editing Physical Inventory Editing physical inventory is a four-step process: 1) Print the Physical Inventory worksheet and record your physical inventory count on this worksheet. It's important that you print the worksheet and do the actual count 'before' entering/processing any other transactions in Adagio Inventory. This includes transactions that would be entered in OrderEntry, Invoices or PurchaseOrders, if integrated with Inventory, as those programs process transactions for Inventory items also. You should run Day End in these other modules prior to printing the physical inventory worksheet. 2) Edit the physical inventory directly in Adagio Inventory or import it. 3) Print the Inventory reconciliation report. 4) Post inventory reconciliation to update your inventory data. Transactions & Inquiries Page 5-150

Editing Physical Inventory Printing the Physical Inventory Worksheet This function will print a worksheet which can be used when counting your physical inventory. To print the physical inventory worksheet, select Print Physical Inventory Worksheet from the Transactions Physical Inventory menu. If a Physical Inventory Worksheet for the location already exists and is open, you will be warned of this when you print or preview to help prevent accidentally overwriting a worksheet. Note It's important that you print the worksheet and do the actual count before entering/processing any other transactions in Adagio Inventory. This includes transactions that would be entered in OrderEntry or Invoices, if integrated with Inventory, as those programs process transactions for Inventory items also. Page 5-151 Adagio Inventory

Editing Physical Inventory Complete each field according to the following table: Field Select with... Location Sort by Comment (field) Include unit cost Include reason Suppress inactive items Description Indicate which items you want to include on the worksheet. Select All items from inv. List, Items from loc. only, oractive items only. Select an account set to narrow your report, or select Any account set to include transactions from any account set. Indicate a range of locations to include on the worksheet. If you want only one location, select that location in both fields. NOTE: One report will be printed for each location you select. Select a sorting sequence for the worksheet. You can sort by item number, item segment, picking sequence, category code or report group. If you want to include a comment in the header of your report, enter the comment here. NOTE: This is different than the Comment button. The Comment button will enter a comment in the footer of your report. If you want to include the unit cost for each item on the worksheet, turn this option on. If you turn this option on, a space will be left after each item. After it is printed, you can then write comments/reasons in these spaces. Turn this option on to have items that have been flagged as Inactive excluded from the report. Transactions & Inquiries Page 5-152

Editing Physical Inventory Field Suppress 0 qty items Include quantity on hand Create physical inv. adjustment workfile Create export file Description Turn this option on to have items with zero quantity on hand excluded from the report. NOTE: This option affects printing of items with zero quantity only. Items with negative quantities on hand print on this report. If you want to include the quantity on hand amount for each item on the worksheet, turn this option on. If you plan to edit your physical inventory based on your inventory count, turn this checkbox on. This will create a physical inventory adjustment workfile. In other words, the items you include on your worksheet will appear in the Edit Physical Inventory function so that you can enter your count for each item. NOTE: You must already have created one or more custom Export Physical Inventory templates, to be able to use this feature. Turning this option on activates the Template Name dropdown from which you can select a previously created custom Export Physical Inventory template to use when you print the Physical Inventory Worksheet. Please refer to the online Help for detailed information about exporting (and importing) physical inventory file formats. Page 5-153 Adagio Inventory

Editing Physical Inventory Field Template name Description NOTE: You must already have created one or more custom Export Physical Inventory templates, to be able to use this feature. This field becomes active when the Create export file option is turned on. It allows you to select a previously created custom Export Physical Inventory template to use when you print the Physical Inventory Worksheet. Upon successful completion(printing), Adagio Inventory displays an information message indicating the name of the export file created and the number of records contained within it. You can use this file to enter the actual quantity counted value and later import the file to update the physical inventory automatically. Editing Physical Inventory Once you have printed the physical inventory worksheet (and selected the option to create a physical inventory workfile), you can edit physical inventory using the Enter/Edit Physical Inventory window. To open this window, select Physical Inventory Enter/Edit Physical Inventory from the Transactions menu. Note Physical Inventory edits can also be imported. Please refer to the online Adagio Inventory help documentation for more detailed information. Transactions & Inquiries Page 5-154

Editing Physical Inventory At the top of the window, there is a Sort by option. Choose the sort order you prefer for the physical inventory list below. The option to sort by either Item or by Picking sequence allows you to match the Physical Inventory Worksheet. The Entered column in the previous window allows you to quickly see whether an item on the physical inventory list has been viewed/modified or not. It indicates Yes if the item was changed and closed, or if it was viewed and you clicked OK to close the window; it does not display Yes if you only viewed and then canceled out of the Edit window. This column can be useful if you are working through the physical inventory list at different time periods and aren t sure which items have already been checked. The Hold status is generally 'blank'; however, if an item was manually placed on Hold when entering the item's physical inventory quantity, it will display a status of Hold. If the system has placed the item on hold when you tried to post it, a status of Disallowed will display. The system might place an item on hold if (a) the item does not exist at the specified location, or (b) the item has not been 'allowed' at the location, or (c) there is not enough quantity to make the inventory adjustment and inventory levels are not allowed to be below zero. Select a location in the first field to view the location s workfile. If you want to edit an item s quantity, select the item in the list and click the Edit button. The following window will open: Page 5-155 Adagio Inventory

Editing Physical Inventory This window allows you to edit an item's quantity to match your physical inventory count. (Refer to page 5-150 for steps). The following table describes the fields on this screen. Field Location Item number Picking seq Qty on hand Physical qty Total quantity Calculated unit cost Adjusted unit cost Description Displays the location for which you are editing physical inventory counts. Displays the item number and description you have selected to edit. Displays the picking sequence for the selected item. Displays the total quantity on hand for this item. Enter the physical quantity in this field. If your item has more than one unit of measure (EA, boxes, cartons etc.) a field will be given for each one. Adds all fields in the physical quantity, if there are multiple fields. For example, some items may have EA, Cartons, Boxes etc. The Total units field calculates the total for all these fields. Shows the calculated unit cost for the physical quantity based on costing methods and quantity adjusted. If you want to adjust the calculated unit cost, enter the adjustment here. Transactions & Inquiries Page 5-156

Editing Physical Inventory Field On hold Description This field allows you to put the item on hold. If the item is on hold, you cannot post adjustments. NOTE: When you put an item on hold, the word Hold will appear in the detail line. Click OK when you are finished editing the fields and the item will be updated in the list. If you have the Auto edit physical inventory option turned on in your User Preferences, Adagio Inventory will automatically take you to the next window in the list when OK is selected. This option can speed up data entry. (Please refer to the online Help documentation or your Adagio Fundamentals manual for more information on User Preferences.) If you want to edit physical inventory for a different location, select another location on the Enter/Edit Physical Inventory window. Page 5-157 Adagio Inventory

Printing Inventory Reconciliation Editing Physical Inventory Use this report to check your physical inventory changes before posting them. The report will print unit costs, quantity on hand, physical quantity and quantity variance, cost variance status. To print this report, select Print Inventory Reconciliation from the Transactions Physical Inventory menu. Complete each field according to the following table: Field Starting location / Ending location Show items with quantity variance only Show reason for each item Description Enter a range of locations to include in the report. To include only one location, enter that location in both fields. If you want to print only those items that have a quantity variance, turn this option on. Otherwise, all items will be printed. If you want to include a space for notes after each item, turn this option on. Transactions & Inquiries Page 5-158

Editing Physical Inventory Field Report format Description Select either Summary or Detail. Summary will print only the total quantity for each stocking unit, while Detail will print alternative units of measure for items that have them. Note If you select to print this report for more than one location, the locations will be printed as separate reports. When one is finished printing, you will be asked if you want to continue. Click Yes to continue and print the reconciliation report for the next location. Posting Inventory Reconciliation If you make changes to the physical inventory using the Edit Physical Inventory feature, you must post those changes to adjust the inventory and create adjusting transactions for the general ledger. To post changes to the physical inventory, select Physical Inventory Post Inventory Reconciliation from the Transactions menu. The Post Inventory Reconciliation window opens. Select the location that had changes made to its physical inventory. If you want to add a reference to help you identify the posting, you can do so in the Reference field. This reference will appear on the audit report and will be included in the general ledger batch. If you want to include a note on why you are making adjustments to the physical inventory, enter this note in the Reason field. This will also appear on the audit report and in the adjustment batch. The date field will display the current date. If you want to change this date you can. Page 5-159 Adagio Inventory

Item Assembly Item Assembly When you are ready, click the Post button. Adagio Inventory will ask you to confirm. Click Yes if you are certain. When a Bill of Material (see page 4-115) has been created for a master item, the Item Assembly function is then used to build quantities of that master item at a specified location. The component items are retrieved from inventory. The assembled items will be listed as quantities on hand for the master item, and can be sold. The master I tem you assemble in this function has one or more component items. When you assemble a master item, Adagio Inventory can check to see if there are enough quantities on hand of the component item(s) in order to assemble the master item quantity in the location you specify here. The assembly of master items can also be reversed in the Enter Adjustments function. The following sections will discuss how to work with the Item Assembly function, as well as how to disassemble items. First, we will briefly explain how item assembly affects your General Ledger accounts. Item Assembly and Accounting Entries When you assemble a master item, the inventory control accounts used for the master item itself as well as all component items will be affected. In addition, if there is an assembly cost for the master item, that cost account will be affected. For example, assume we are assembling one unit of master item 100 which has a finished goods cost of $50. To create this item, we will use: one unit of component item 001 with a cost of $25 two units of component item 002 with a cost of $10 each unit We will also have an assembly cost of $5 for the item. In this case, our accounting entries on assembly would be: Dr Cr Inventory Control for master item 100 50 Inventory Control for component item 001 25 Inventory Control for component item 002 20 Assembly Cost 5 If you re disassembling items, the accounting entries would simply be reversed. Transactions & Inquiries Page 5-160

Item Assembly Assembling Master Items The Item Assembly function allows you to create an inventory of master items for which you have created a Bill of Material. To use this function: 1) Select Item Assembly from the Transactions menu, or click the Assemblies button on the toolbar. From the fly-out menu that appears, choose the Assemble Master Items option. The following window appears: The grid lists each component required to build the master item, along with details specific to each of the components (eg. its item code, description, the item quantity require for the BOM and the unit of measure used for the quantity. It can be useful to view this information prior to building (or unbuilding) the BOM. If you have been granted access to use the Company Editor, you may chane the columns/fields that display in the grid. Page 5-161 Adagio Inventory

Item Assembly Use the following table to complete the fields in this window: Field Item number BOM number Comment Reference Quantity info Description Use the Finder button to select from a list of master items for which a Bill of Materials has been created. This is the master item you wish to assemble. When selected, the Description of the master item also displays. NOTE: If you enter an item code that has been made Inactive, you will be prompted to decide if you want to make the item Active again or not. If not, you must choose another item. When you select an Item number in the field above, this field will be automatically completed, and will display the BOM number. When you select a master Item number in the field above, this field will automatically complete and display the comment/remark entered with this master item. Enter a reference number for this item assembly, if required. The reference is displayed in the lot Receipt field in Item Inquiry. For further reference, the master item's current quantities On Hand, On SO (Adagio OrderEntry sales orders) and On PO (Adagio PurchaseOrders POs are displayed. As well, this same information is provided for the specific location the Master Item will be built to (if Adagio BoM is installed, this is the Master Loc). Transactions & Inquiries Page 5-162

Item Assembly Field Date Location Description Enter the date of the assembly. By default, the date you selected when you logged in to Adagio Inventory will be displayed. This field can be changed, however. The date selected shows as the Costing Lot Date in Item Inquiry. As soon as items are assembled using this function, the items are considered to be available in inventory, for sale or transfer. The date does affect the transaction data that gets transferred to the General Ledger. It would be used in determining costing if you re using LIFO/FIFO, and would influence the period in which the transactions end up in the General Ledger. If you are not using the Adagio BoM add-on, you will see a single Location field only. The parts will be taken from and the BoM will be built for this same Location. NOTE: If the Adagio BoM add-on is used, you will be able to specify a different location the parts will be taken From (i.e. the Component Loc) than the location the BoM will be built To (i.e. the Master Loc). If there are insufficient quantities of the component items at the location you specify, Adagio Inventory will advise you of that when you click Build. The message you get here will depend on whether you allow negative quantities of items in your inventory or not. This option is set in your Company Profile, on the System Options tab. When a warning comes up: If you do allow negative quantities, you can then choose whether to assemble the items (thereby adding them into inventory) or not. If you do not allow negative quantities, the build will be halted and you will not be able to proceed. Page 5-163 Adagio Inventory

Item Assembly Field Quantity Unbuild cost Use component default location? Description Enter the quantity of master items you wish to assemble at the specified location. Unless you are also using the Adagio BoM add-on module to unassemble and account for master items when they are unassembled, you can only enter a value between 1 and 1,000,000,000. However, if you are using the Adagio BofM add-on, you may enter a negative quantity (eg. -2) to indicate the number of master items to be unassembled. Adagio will calculate the costs of unassembling. Any calculated difference in cost between the assembly and the unassembly cost will be accounted for in the Un-assembly cost account and department (if used) defined in the Company Profile (see page 3-28) This field only displays if you are also using the Adagio BoM add-on module. If your organization charges for the cost of unassembling master items, enter that charge here. Any amount entered will be accounted for in the Un-assembly cost account defined in the Company Profile. This field is only visible if you have the Adagio BoM add-on installed. When enabled, if a default location has been set on any of the component items in the Edit Bills of Material function (see page 4-117), that component will be taken from its default location rather than the From Location specified on the Assemble Master Items window. Therefore, it is possible that the Master Item could be build from more than one location. Transactions & Inquiries Page 5-164

Item Assembly Field Display items with insufficient quantities? Description NOTE: This field will not display if you are 'un-assembling' a master item, i.e. are using the Adagio BoM add-on module and have a negative quantity entered in the Quantity field. Enable this option if you wish to be informed of the specific item numbers for which there are insufficient quantities of component items to complete the assembly. If you do not enable this option, you will still be warned of insufficient quantities before the build can proceed, but it will be a general warning and will not indicate specific item numbers. NOTE: This option will only provide specific component item numbers if your Company Profile is set to allow negative quantities. If the Company Profile does not allow negative quantities of items in inventory, you will simply get one message indicating that the build cannot proceed. When you have set all of your assembly options in this window, click Build to assemble the master items. The items will be assembled. If there are insufficient quantities of the component items to complete the assembly, you will be notified of that fact. Depending on your negative inventory setting in the System Options tab of the Company Profile, the build will either be halted entirely, or you will be asked if you want to continue in spite of the insufficient quantities. Transaction history will be updated if Retain transaction history has been enabled on the System Options tab of the Company Profile. 2) If you are also using the Adagio BoM add-on module to unassemble and account for master items when they are unassembled, the Build button will become an UnBuild button when a negative quantity is entered into the Quantity field. 3) Once the item assembly is complete, the screen will be cleared, allowing you to build more master items as needed. To exit this function, click Cancel. When items have been assembled, they will be added to the location specified during assembly, and can then be sold or transferred as normal. Page 5-165 Adagio Inventory

Reversing Item Assembly Item Assembly Use this process if you are not also using the Adagio BoM add-on module for unassembling master items. Master items can be disassembled in the Enter Adjustments function. When you remove master items from inventory this way, you simply need to enter the Assembly Cost account in the Write-off acct. field to properly reverse the accounting entries. Transactions & Inquiries Page 5-166

Item Assembly Item Assembly Audit List Note If you have the 'Auto print audit list after post? option turned on in the Company Profile, Processing Options tab, you will be taken to the Print Audit List window automatically after posting. An Item Assembly Audit List can be printed and cleared as needed. To print the audit list, select Item Assembly from the Transactions menu. From the fly-out menu that appears, select Print Assembly Audit List. The following window appears: The Audit List has the same standard options and features as all other Adagio Inventory Reports, as discussed in Chapter 6. This report has one additional option: the Print G/L distribution summary checkbox. If you want to include a general ledger distribution summary at the bottom of the audit list, turn this option on. When the report is printed, you will be asked if you want to clear the audit list. If you click Yes, the audit list cleared. If you preview the report on screen, you will not be asked if you want to clear the audit list. You must print a hard copy of the report using the Print button to clear the audit list. However, if you have the Allow audit list purge? option turned off in the Company Profile, Processing Options tab, you will never receive this prompt. Page 5-167 Adagio Inventory

Item Inquiry Item Inquiry Item Inquiry The Item Inquiry feature in Adagio Inventory allows you to view information about items without being able to edit the information. The Inquiry function gathers all information about the selected items and places it in one window on several tabs so that you can quickly find the information you need. Selecting Inquiries Items from displays all information about items except the cost and sales data. Selecting Inquiry Items With Sales and Cost displays information that is not available in the Edit Items function, including more tabs to allow for the cost and sales data. To view items without displaying the cost and sales totals, select Items from the Inquiry menu. The Items list opens. This window lists all items currently in your database. Select the item in the list that you want to view, then click the View button. The Inquiry Item window opens. Transactions & Inquiries Page 5-168

Item Inquiry You will notice that this window has Next and Previous buttons. Click the Next button if you want to view data for the next item in the Item list. Click the Previous button if you want to move backward in the Item list. Note Remember that the fields in this window cannot be edited. The Inquiry function is used only to view items. If you need to edit an item, use the Edit Items feature, which is described in Chapter 3. Most of the information displayed in the Inquiry Items window was created when you added the item to your inventory using the Edit Items function (see Chapter 3). The Inquiry Item window has seven tabs, which are described below. Profile Tab The Profile tab (see picture above) displays general information about the item, including the item number, category code, unit weight, tax status and additional information. This tab is used primarily for identifying the item. Units/Pricing Tab The Units/Pricing tab displays information about stocking units, pricing units, costing units and alternate units. It also includes the pricing system for the item, with details on the item s discount or markup pricing system. To the right of this, the item's calculated price is displayed. The Calculated Price is based on the pricing system and either the base price (if discount is used) or standard price (if markup is used). Page 5-169 Adagio Inventory

Sales/Shipping Tab Item Inquiry The Sales/Shipping tab contains sales information including pricing units, base price, previous price and sale price. It also includes shipping information, with last shipment date, last receipt date, average shipping days and average units shipped. Transactions & Inquiries Page 5-170

Item Inquiry Quantities Tab This tab displays all locations allowed for the selected item, with quantity on hand, picking sequences and other data, for each location. Grand totals for the item are displayed at the bottom. Page 5-171 Adagio Inventory

Vendors Tab Item Inquiry The Vendors tab displays the primary and secondary vendors for the selected item. Alt Units/Pricing Tab This tab displays alternate units and alternate pricing for the selected item. Transactions & Inquiries Page 5-172

Item Inquiry Alt Items Tab This tab displays all alternate items, which are shipped in replace of out of stock items. Page 5-173 Adagio Inventory

Notes Tab This tab displays all item notes, as entered in the Edit Items function. Item Inquiry If you belong to a security group that has been granted access to create and edit item notes, but has not been granted access to edit item records in general, you will have seen an Edit Notes button on the inquiry grid. The button alalows you to create and edit item notes only. The button will only appear on the Item Inquiry and Item Inquiry with Sales and Cost grids. Transactions & Inquiries Page 5-174

Item Inquiry Optional Tab This tab displays the optional fields entered for the item, as entered in the Edit Items function. Page 5-175 Adagio Inventory

Image Tab Item Inquiry This tab displays the image that has been associated with this item (if any), as entered in the Edit Items function. Transactions & Inquiries Page 5-176

Item Inquiry Item Inquiry with Sales and Cost This function is similar to the Item Inquiry function, but includes some additional tabs with sales and cost totals. These extra tabs are described below. Costing Tab The Costing tab gives details on costing for the selected item, including costing unit, standard cost, recent cost and costing method. Note The Lot costing grid displays when the item's costing method is FIFO or LIFO only. It is not relevant with other costing methods. Page 5-177 Adagio Inventory

Alt Prices/Cost Tab Item Inquiry The Alt Prices/Cost tab gives alternate price list data, including pricing and costing. Alt Prices Units The Alt Prices Units tab displays information about stocking, pricing, costing and alternate units. It also includes the alternate pricing system for the item, with details on the item s discount or markup pricing system. To the right of this, the item s calculated price is displayed. The Calculated Price is based on the pricing system and either the base price (if discount is used) or standard price (if markup is used). Transactions & Inquiries Page 5-178

Item Inquiry Reorder Data Tab This tab lists all the reorder data for the selected item including minimum and maximum levels, reorder quantities and projected sales. Page 5-179 Adagio Inventory

Sales History Tab Item Inquiry This tab lists the sales history for the selected item, including quantities sold, sales amounts and actual costs for each financial period. Transactions & Inquiries Page 5-180

Item Inquiry Transaction History Tab This tab allows you to view all types of transactions, sorted by date, item number, or other parameters. Results may be exported to an Excel spreadsheet using the Excel Direct button (or pressing Alt/x on the keyboard) or printed to the Transactions History report (see Chapter 7) using the Print button. For more information on how this tab works, see the Transaction History Inquiry section beginning on page 5-184. Page 5-181 Adagio Inventory

Purchase Orders Tab This tab allows you to view all types of purchasing document transactions, sorted by document type and code within type. The Current documents grid displays all documents located in the current documents of Purchase Orders. Those documents that have were previously archived in Purchase Orders display in the Archived documents grid. Both grids may be edited using the Column Editor. (See the online Help documentation or Adagio Fundamentals manual for more information on using the Column Editor.) Note Item Inquiry This tab will only appear if you have selected Inquiry Items with Sales and Cost. If you have selected Inquiry Items (without sales and cost), sales and costing information will be hidden and this tab will not appear. Additionally, if you do not have Purchase Orders for Adagio data, this tab will not display. Transactions & Inquiries Page 5-182

Receipts Inquiry Receipts Inquiry This function allows you to view receipts without editing any of the fields. Select Display Receipts from the Inquiries menu to open the Receipts list. To view the details of a receipt, select the receipt in the list and click the View button. The Display Receipts window opens. This window has four tabs, which are the same as the tabs of the Enter/Edit Receipt window. Note See the section on entering Receipts earlier in this chapter for more information on the Enter/Edit Receipt window. Header Tab The Header tab displays all header information of the receipt, including receipt number, vendor, order date and receipt date. Details Tab The Details tab lists all details on the receipt and includes cost, extension, estimated weight, and quantity received. Double click on a detail in the Detail list if you want to view the detail. Totals Tab The Totals tab includes a subtotal for the receipt, discounts, additional costs, total before taxes and net amount. Addresses Tab This tab displays all the relevant addresses for the receipt, including the vendor address and the Ship to address. Page 5-183 Adagio Inventory

Transaction History Inquiry Transaction History Inquiry This function allows you to view all types of transactions, sorted by date, item number, or other parameters. To use this feature, select Transaction History from the Inquiries menu, or click the History button on the toolbar. The following window appears. The table below describes the options on this screen: Field Select transactions Description Put a checkmark beside each type of transaction you want to include in the inquiry. Or, click All to include all transaction types. Transactions & Inquiries Page 5-184

Transaction History Inquiry Field Sort by Asc. Description Select the sort order for the transactions you wish to view. You can sort by a wide variety of fields, up to three sort levels. With each field you choose to sort on, you can then further narrow that field to display only a range of dates or item numbers, and so forth. Use the Starting and Ending field to the right of each sort drop-down box to narrow your selection, if desired. The sort order you choose here will be used when the grid is loaded below. If you re trying to limit records to a vendor range, you need to ensure you include transactions for which a Vendor code (or customer) would be entered; otherwise, records with a 'blank' vendor (or customer) code will be returned. If you have included Date as one of your sort order fields, this checkbox will appear. Turn this checkbox on to sort by Ascending order; otherwise, the sort will be done in descending order. Transactions sorted in descending order will display the newest transactions first, down to the oldest; this is the default. Ascending order will sort and display transactions using the oldest to newest dates, oldest first. When you have selected your transaction types and sort order, and have clicked Load, this bottom area of the window will be populated with the historical transactions you specified. Note Once clicked, the Load button will be disabled until you make changes to your transaction preferences or sort order preferences. If you also use Microsoft Excel, click the Excel Direct button (or press Alt/x on the keyboard) to automatically export the results to an Excel file. Page 5-185 Adagio Inventory

Bills of Material Inquiry Bills of Material Inquiry Selecting Inquiries Bill of Materials displays all information for sets of items that need to be included in an assembled master item. For example, if you purchase individual items or materials from a manufacturer and then assemble those unfinished goods into a master item to create a finished product for resale, you would use a Bill of Material for that master item. Select a Master Item in the list, then click the View button. This will open the Bills of Material window, which will allow you to view Bill of Materials details and components, but not edit the information. Please refer to Creating a Bill of Material on page 4-116 for more information about this window. Transactions & Inquiries Page 5-186

Adagio GridView Adagio GridView Users of Adagio GridView 8.0 or higher and Adagio Inventory 8.0 or higher can add custom views created in Adagio GridView to the Inquiry menu in Inventory. To use this feature, create a Workspace in GridView containing one or more Views. Copy the Workspace (.gvs file) and the Views (.gv files) it uses to m:\softrak\icwin\views (where, in a network situation, 'm:' would be the drive mapped to the server where the Adagio software is installed). Page 5-187 Adagio Inventory

Day End Processing Day End Processing Day End Processing will process all receipts, adjustments and shipments entered since the last time the function was run. To run the day end processing, select Transactions Day End Processing. Adagio Inventory will warn you to make a backup copy of you data before proceeding. When you have done so, click Yes to proceed. The Day End process will run and inform you when it is finished. Click OK to complete the process. Note The Company Profile allows you to seta Delete completed receipts period. If you set this to 30 days, and you have not run the Day End Processing feature in more than 30 days, Adagio Inventory will ask you if you want to process receipts that are older than 30 days. Click Yes to process these receipts. Transactions & Inquiries Page 5-188

Chapter 6 Period Processing Period End processing should be run at the end of each month or fiscal period, and Year End processing should be run at the end of each year. Note For information on day end processing, see the Day End Processing section in Chapter 5, Transactions and Inquiries. Period Processing Page 6-189

Period End Processing Period End Processing Before you run Period End Processing, you would generally print the Sales History Report, at the end of each month or fiscal period. Note If you are using an order entry program such as Adagio OrderEntry, you must also complete OrderEntry Day End processing before you can run the Adagio Inventory Period End function. Running the Period End function will set period to date totals to zero for sales history. If Warn period end has been turned on in the On start up options in your User Preferences (see the online Help documentation), when a user logs into Adagio Inventory, they will be warned that running the Period End process is due. Exactly when Period End processing is due is determined by the date of the last Period End maintained in the Company Profile, Sales History tab (see page 3-27). If the user receiving the warning also has security group access to run Period End, they will also by prompted for whether they want to run the process immediately or not. Running the Period End function Select Period End Processing from the Maintenance menu. If you have any outstanding tasks that need to be performed prior to running Period End (eg. ensuring all outstanding transactions for the period having been posted), you should do this now. The Period End window will open. Page 6-190 Adagio Inventory

Period End Processing Note Running Period End will make some major changes to your Adagio Inventory data. It is highly recommended that you make a backup of your data before running the period end process. After entering the date for your new Period End, click the Proceed button. The Period End function will run and you will be notified when the processing is completed. Click OK. Period Processing Page 6-191

Year End Processing Year End Processing To transfer current totals to prior year totals, you must run the Year End function. But before you run this function, you should complete all Period End functions as described in the previous section. Running the Year End function will: Move year-to-date totals to prior year s totals. Set period-to-end date and year-to-date totals as 0. Running the Year End Function Select Year End Processing from the Maintenance menu. If you have any outstanding tasks that need to be performed prior to running Year End (eg. ensuring all outstanding transactions for the year have been posted), you should do this now. The Year End Process window will open. Page 6-192 Adagio Inventory

Year End Processing This screen displays the Date of last period end and the Date of last year end. These dates are defined in the Sales History tab of the Company Profile; although you are able to override that setting when the Period End and Year End functions are run. See Chapter 3 for more details. Note Running Year End will make some major changes to your Adagio Inventory data. It is highly recommended that you run a data integrity check and make a backup of your data before running the year end process. Enter the date of the Year End to be run and click the Proceed button. The Year End function will run and you will be notified when the processing is completed. Click OK. If the new Year end date is the same as or earlier than the Date of last year end, you will receive an error and have to re-enter a valid date. The error is useful to prevent Year End from being run more than once. Period Processing Page 6-193

Page 6-194 Adagio Inventory

Chapter 7 Printing Reports Adagio Inventory has many different reports you can print to find out information about your inventory and to maintain information for your records. There are 25 reports available: Stock Control Reports Item Status Item Valuation Overstocked Items Reorder Report Slow Moving Items Stock Card Price/Sales Analysis Reports Price List Selling Price/Margin Analysis Markup Analysis Sales History Summary Statistics Alternate Price List Print/Consolidate G/L Transactions General Reports Alternate Items Vendors Locations Categories Company Profile Price List Codes Report Groups Tax Tables Units of Measure Item Notes Bills of Material Transaction Reports Receipts Transaction History Tax Summary Tax Tracking Printing Reports Page 7-195

Printing Reports Printing Reports When you select a report from the Report menu, a report window will appear giving you different options for printing the selected report. Aside from the usual Close and Cancel buttons, each report window also has the following buttons: Button Print Preview Setup Comment Description Click Print after you have adjusted the options for the selected report. The document will print to the selected destination. Click Preview to view the document on your screen prior to printing a hard copy. The Setup button allows you to change your printer s setup, or select a different printer. NOTE: The Setup feature is a function of Windows and your Windows manual should be consulted if you want more information about changing your printer setup. Click the Comment button if you want to add a comment to the footer of your printed report. A dialog will open where you can enter the comment. Click OK on this dialog when you are done. NOTE: You must have Show footers turned on in the Report Options window. Otherwise, you will not see the comment on your report. See below for more information on the Report Options window. Print Destination Each report window also contains a Destination Options section. This section allows you to select where you want to print the document to Screen, Printer or File. The name of the selected default printer is also displayed here. If you want to change the printer, click the Setup button and select a different printer. Page 7-196 Adagio Inventory

Preferences - Report Options Preferences - Report Options Adagio Inventory gives you control over the format of all reports. The Report Options allow you to set date and time formats, toggle headers and footers, and add shading to your reports. To access the report options, select User Preferences and the Report Options tab from the File menu. For more information about the report options, see your online Help documentation or your Adagio Fundamentals manual which describe this feature in detail. Printing Reports Page 7-197

Stock Control Reports Stock Control Reports Item Status Report The stock control reports give information on items in your inventory, including overstocked items, reorder information and transaction history. This report is used to print status information for selected items. For example, you can use this report to print costs, pricing information, total quantities and quantities by location. To print this report, select Item Status from the Reports Stock Control Reports menu. Page 7-198 Adagio Inventory

Stock Control Reports Complete each field according to the following table: Field Select items with account set Sort by: Starting / Ending Active only Print these items Description If you want to include only items in a certain account set, select that account set using the drop-down field. If you want to include all items, select Any account set. NOTE: If you have many items in your inventory, this report can be very long. Select a sorting sequence by Item Number, Category Code, Item Segment or Report Group then indicate the items you want to include using the Starting and Ending fields. Turn this option on to report on items in the specified range that have an Active status only. Or, leave it turned off to report on the entire item range. An item s Active status is set within their item record. Indicate what you want to print for each item in the report by clicking on the checkboxes. Most of these options are self-explanatory. The Additional comments checkbox will print an item s additional comments, as found on the Notes tab in each item file. The Optional fields checkbox will include any optional fields you ve created for your Inventory data, in the Company Profile s Optional Fields tab. Click Print when you are ready to print the report, or Preview if you want to view the report on your screen. Printing Reports Page 7-199

Stock Control Reports Item Valuation Report This report can list various costs and prices for selected items, including actual cost, recent cost, selling price and standard cost. When enabling either of the Restrict to options, the functions behave differently depending on whether the Consolidated Locations or a different format is chosen. To print this report, select Item Valuation from the Reports Stock Control Reports menu. Complete each field according to the following table: Field Print Description If you want totals given for each location, select Separate Locations. If you want only one total for all locations, select Consolidated Locations. If you want to list location quantities for each item in each line of the report, select Items by Location. Page 7-200 Adagio Inventory

Stock Control Reports Field Report format Restrict to positive qtys and costs Restrict to nonzero qtys and costs Description Select either Summary or Detail format for your report. Summary format gives totals only. If you want to print only items with positive non-zero quantities, enable this option. Items with zero and negative quantities will be suppressed from the report. If you want to print only items with non-zero quantities, enable this option. NOTE: When choosing either of the Restrict to positive or Restrict to non-zero options, the functions behave differently depending on whether the Consolidated locations or a different format is chosen. For Consolidated locations, the positive / non-zero quantity checking is done based on the overall quantity of the item, regardless of what quantities exist for each location. If the current cost of an item is 0 but the quantities at locations are not also at 0, the cost of an item will be calculated using the Most Recent Cost. For Items by Location or Separate Locations formats, the checking is done based on the quantity at specific locations, regardless of what quantity exists for the overall item. If the current cost of an item is 0 but the quantities at locations are not also at 0, the cost of an item will be calculated using the Most Recent Cost. Suppress inactive items Valuation at Select items with control account set If you want to exclude inactive items from the report, turn this option on. Any items marked Inactive will not appear on the report. Items are set to active or inactive in the Edit Item window s Item tab. Indicate the costs and prices you want included for each item on the report. If you want to narrow the report by control account set, select the account set in this field. Otherwise, select Any account set to include all account sets. Printing Reports Page 7-201

Stock Control Reports Field Valuation as of Description If you want to backdate the report to a specific date, you can select your preferred date here. NOTE: For applications that do not update the Inventory item history directly during posting (eg. Adagio OrderEntry and Purchase Orders for Adagio, Day End must be run in those programs in order to update item history. Also, as history can be selectively purged and transactions backdated, a backdated report can only be as accurate as the data being used when the report is run. Note that there are no dates associated with costs, so Adagio Inventory will merely look at your Windows system date compared to the date you used when you logged in to Adagio Inventory. If the Windows system date is more recent than the date you enter here, then the report will be backdated by the difference between those two dates. In this case, the report will display one line per item and will only display the Actual Cost column. This option is useful if you don t print the Item Valuation Report at period-end, and want to back-date it for period-end. NOTE: Residual cost only prints if the report is for Consolidated Locations. If you are trying to reconcile to Ledger, do not enable any of the Restrict to positive qtys and costs, Restrict to nonzero qtys and costs or Suppress Inactive items options. If you wish to narrow the report by selecting a range or sorting sequence, click the second tab, labeled Sort by / Ranges and select a sorting sequence and/or range. Click Print when you are ready to print the report, or Preview if you want to view the report on your screen. Page 7-202 Adagio Inventory

Overstocked Items Report Stock Control Reports This report will print a list of items in your inventory that are overstocked and each location the item is active at. You might print this report before you order stock to make sure that you do not order overstocked items. Printing Reports Page 7-203

Stock Control Reports The following table describes the fields on this window: Field Sort by Active only Print items with less than / greater than, etc. Description Select a sorting sequence, by Category Code, Item Number, Item Segment, Report Group or Location. Turn this option on to report on items in the specified range that have an Active status only. Or, leave it turned off to report on the entire item range. An item s Active status is set within their item record. Decide what constitutes an overstocked item: Annualized turn and earn ratio Average cost of excess quantity Most recent cost of excess quantity Quantity greater than maximum level Quantity greater than sales projected You can further narrow your search by entering a percentage, dollar amount or number of days in this field. Page 7-204 Adagio Inventory

Reorder Report Stock Control Reports This report will print a list of items that have fallen below the reorder level and the locations they are active for. It will also calculate the quantity you should order to restore each item to its proper quantity. You should print this report before you order items. It will tell you what to order and in what quantity. The following table describes the fields on this screen. Field Sort by Description Select a sorting sequence for the report, by Category Code, Item Number, Item Segment, Report Group, Vendor number or Location. Printing Reports Page 7-205

Stock Control Reports Field Show all reorder data Print items with quantities less than Suppress inactive items Description When this option is 'on', the Print items with quantities less than field is inactive and all items will print whether or not they require reordering at this time. If you want to further limit your search, you can exclude items using this field. Select which items you want to include. Minimum level will print only those items that have less than their minimum level in stock. Or equal to zero will print only those items that have fallen below their minimum level or are equal to zero. Sales projected allows you to print only items that have fallen below projected sales for a certain number of days. Zero will print only items that have zero quantity. Turn this option on to have items that have been flagged as Inactive excluded from the report. Page 7-206 Adagio Inventory

Slow Moving Items Report This report will print a list of slow moving items or items with slow turnover. This report is useful if you are considering reducing the quantity of slow moving items in your inventory. This report has two tabs: Sort by / Ranges, and Select criteria. Sort by / Ranges Tab Stock Control Reports This tab is where you can select a sorting sequence and range of items to include in the report. The fields on this tab are described in the table below: Field Sort by Start of fiscal year Description Select a sorting sequence for the report, by Category Code, Item Number, Item Segment or Report Group. This will automatically display your default Start of Fiscal Year date. If you want the report to reflect a different date, change the date in this field. Printing Reports Page 7-207

Stock Control Reports Field Start of current period Report date Show quantities at each location Description This will automatically display your default Start of current period date. If you want the report to reflect a different date, change the date in this field. This will automatically displays today s date, which will be printed on the report. If you want a different date printed on the report, select that date here. If you want the report to include the number of items for each location, turn this option on. Otherwise, quantities will be consolidated into one total for all locations. Select Criteria Tab This tab lets you further limit your report by various criteria, including sales and turnover data. Page 7-208 Adagio Inventory

Stock Control Reports The fields on this tab are described in the table below: Field No sales for more than YTD turnover less than PTD turnover less than Description If you want to limit the report to items that have had no sales for more than a certain number of days, turn the checkbox next to this field on, and enter the number of days in the field to the right. If you want to limit the report by a YTD figure, turn this checkbox on, and enter a YTD figure in the field to the right. If you want to limit the report by a PTD figure, turn this checkbox on, and enter a PTD figure in the field to the right. PTD units sold less than YTD average by more than This field allows you to limit your report to items that have PTD sales less than YTD averages. To use this function, turn the checkbox on and enter a percentage in the field to the right. YTD units sold less than LY average by more than Average days between shipments greater than This field allows you to limit your report to items that have YTD sales less than last year averages. To use this function, turn the checkbox on and enter a percentage in the field to the right. If you want to limit the report to items that have had a certain number of days between shipments, turn this checkbox on and enter the number of days in the field to the right. Click Print when you are ready to print this report, or click Preview to view the report on your screen. Printing Reports Page 7-209

Stock Control Reports Stock Card Report For each item included on the report, this report will print an opening quantity on hand at a specified date, and all of the stock movement up to and including an ending date. The purpose of the report is to print quantities, not to track costs. Only transactions with non-zero quantities are printed on this report. The options on this report are described below: Field Sort by Description Indicate which field you d like to sort this report by. Once you ve selected the sort field, you can then narrow the report further by selecting a range for that field. For example, if you re sorting the report by Location, you can specify one single location to include on the report by entering that location in both the Starting and Ending fields. Or you can specify a range of item numbers, for instance. Page 7-210 Adagio Inventory

Stock Control Reports Field Date Print Report format Suppress inactive items Description Indicate the dates that should be used for this report. For each item included on the report, this report will print an opening quantity on hand at the start date you specify, and then it will show all of the stock movement up to and including the ending date you choose. If you want totals given for each item location, select Separate Locations. If you want items totals for all locations, select Consolidated Locations. Select either Summary or Detail format. Summary format can be used to save paper, but will not give you as much detail in the report. If you want to exclude any inactive items (items that have been marked as inactive via the Active item? field in the Edit Items function s Item tab) from being included on this report, turn this option on. Suppress inactive locations If you want to exclude any inactive locations locations without any stock activity in the date period specified from being included on this report, turn this option on. Show item qty totals To include totals for each item that is listed on the report, turn this option on. It will total the item quantities for each location. Click Print when you are ready to print this report, or click Preview to view the report on your screen. Printing Reports Page 7-211

Price/Sales Analysis Reports Price/Sales Analysis Reports Price List Report These reports are used to print price lists, sales history reports, markup analyses, summary statistics and others. This report will print pricing information for a selected range of items, including base prices, sales dates, discount and markup types. To print this report, select Price/Sales Analysis Reports Price List from the Reports menu. Select a sorting sequence using the Starting and Ending fields. You can sort by Category Code, Item Number, Item Segment or Report Group. Click the Print button when you are ready to print the report, or click Preview to view the report on your screen. Selling Price/Margin Analysis This report can print a list of items that have a gross profit margin less than a specific percentage that you specify. This report is helpful when you want to compare current selling prices and margins. Page 7-212 Adagio Inventory

Price/Sales Analysis Reports The following table describes the fields on this report window: Field Print Options Sort by Print items with margins less than Calculated based on Description Select either Original price list or Alternate price list. Select a sorting sequence for the report, by Category code, Item number, Item segment or Report group. Enter a gross profit margin percentage. Only items that have margins less than this number will be included in the report. Indicate how you want the margin calculated by selecting or deselecting the following factors: Average cost, Most recent cost, Standard cost, Cost 1, Cost 2. NOTE: Cost 1 and Cost 2 are defined in the Company Profile. See Chapter 2 for more information. Printing Reports Page 7-213

Price/Sales Analysis Reports Markup Analysis Report This report will print a list of items that have a current list price different than the desired price. This report is useful if you want to analyze pricing and markup factors for your inventory. It can identify items that may require price adjustments. The following table describes the fields on this window: Field Print markup analysis for Sort by Calculate markup based on Description Select either Original price list or Alternate price list. Select a sorting sequence for the report, by Category code, Item number, Item segment or Report group. Indicate how you want the markup calculated, by Most recent cost, Standard cost, Cost 1 or Cost 2. NOTE: Cost 1 and Cost 2 are defined in the Company Profile. See Chapter 2 for more information. Page 7-214 Adagio Inventory

Price/Sales Analysis Reports Field Print items with absolute variance over Description Enter an absolute variance in this field. Items that have an markup greater than this percentage will be included in the report. For example, enter 10% if you want to include items that are marked up more than 10%. Sales History Report This report can print sales history information for selected items. You can refine your search by fiscal period. To print this report, select Sales History from the Reports Price/Sales Analysis Reports menu. The following table describes the fields on this window: Field Sort by Description Indicate how you want the report sorted: by Category code, Item number, Item segment or Report group. Printing Reports Page 7-215

Price/Sales Analysis Reports Field Consolidate items to each selected period Period ending (checklist) Description For a shorter report, you can choose to consolidate items to each selected period. This will print only the sales amount, actual cost and margin totals and percent for each period. To do so, turn this checkbox on. Check each fiscal period that you want included in the report. To include all periods, checkmark All. Summary Statistics Report This report will summarize all activity for the entire inventory. It will show activity for the last 13 periods, the current year and last year. To print this report, select Summary Statistics from the Reports Price/Sales Analysis Reports menu. Click the Print button when you are ready to print the report, or click the Preview button if you only want to preview the report on your screen. Page 7-216 Adagio Inventory

Alternate Price List Report Price/Sales Analysis Reports This report is similar to the price list report, only it prints information for alternate price lists. It will include base prices, sales dates, discount and markup types. To print this report, select Alternate Price List from the Reports Price/Sales Analysis Reports menu. The following table describes the fields on this report window: Field Sort by Select for printing Description Select a sorting sequence using the Starting and Ending fields. You can have two levels for your sequence, and sort by Price list code, Category code, Item number, Item segment or Report group. If you want to print a summary of each item on the list, select Pricing summary only. If you want to specify what information is included for each item, select User specified sections and select the sections you want to include using the checkboxes that appear below. Printing Reports Page 7-217

General Reports General Reports These reports print general information from your inventory data, including lists of Vendors, Categories, Price List codes and other such data. These reports are all available from the Reports General Reports menu. Alternate Items Report Vendor Report Location Report This report will print a list of items with their corresponding alternate items, including all item codes and descriptions. To print this report, select Alternate Items from the Reports General Reports menu. Select a sorting sequence using the Starting and Ending fields. You can sort the report by Category code, Item number, Item segment or Report group. Click the Print button when you are ready to print. This report will print a list of items with their corresponding vendors. To print this report, select Vendors from the Reports General Reports menu. Select a sorting sequence using the Starting and Ending fields. You can sort the report by Category code, Item number, Item segment or Report group. Click the Print button when you are ready to print. This report will print a list of all locations in your database, with contact information and general ledger codes. To print this report, select Locations from the Reports General Reports menu. You can narrow your search by entering a range of locations using the Starting location and Ending location fields. Click the Print button when you are ready to print. Page 7-218 Adagio Inventory

Category Report This report will print a list of all categories in your database, with discounts, markups, quantities and general ledger accounts. To print this report, select Categories from the Reports General Reports menu. You can narrow your search by entering a range of categories using the Starting category and Ending category fields. Click the Print button to print the report. Company Profile Report This report will print a summary of your Company Profile, including information for your control account sets. To print this report, select Company Profile from the Reports General Reports menu. Price List Codes Report This report will print a list of price list codes. To print this report, select Price List Codes from the Reports General Reports menu. If you have many price list codes and you only want to print a specific selection of them, you can select a range using the Starting price list code and Ending price list code fields. Report Groups Report Tax Tables Report General Reports This report will print a list of report groups. To print this report, select Report Groups from the Reports General Reports menu. If you have many report groups and you only want to print a number of them, you can select a range using the Starting report group and Ending report group fields. This report prints a list of your tax groups with tax table details. To print this report, select Tax Tables from the Reports General Reports menu. If you have many tax groups and you only want to print a number of them, you can select a range using the Starting tax group and Ending tax group fields. Printing Reports Page 7-219

General Reports Units of Measure Report Item Notes Report This report will print a list of units of measure. To print this report, select Units of Measure from the Reports General Reports menu. You can refine your report if you have many different units of measure. Just select a range using the Starting unit and Ending unit fields. This report allows you to print Item Notes. (For more information on Item Notes, see page 3-79.) To print this report, select Item Notes from the Reports General Reports menu. You can limit the report to well-defined user specifications using the fields on the Item Notes screen. The following table describes your options. Field Item User Date Note format Notes to print Description If you want to print notes for particular items, enter a range of item codes in the Starting and Ending fields here. If you want to print notes for particular users, enter a range of user codes in the Starting and Ending fields here. If you want to print notes from a particular period, enter the starting date and ending date here. Select Short to print a list of notes including only the date, user ID and first few words of each note. Select Extended if you want to print the entire notes for the specified ranges. Select All if you want to print all notes selected in the Starting and Ending fields above. Select Most recent if you want to print only recent notes; enter the number of most recent notes you want to print. Page 7-220 Adagio Inventory

Bills of Material Report General Reports The Bills of Material report lists each master item, its component items, and any additional and prorated costs. To print this report, select General Reports from the Reports menu. From the fly-out menu that appears, choose Bills of Material. In the report window, choose a sort order. The remaining fields will vary, depending on the sort order you choose. If you sort by: Category code, Item number, orreport group, enter the applicable range of values to include on the report. Item segment, enter a range for each section of the item number. The item number segments are defined in the Company Profile, and the drop-down fields that allow you to specify one or more item segments are depending on the values you assigned to the item segments in the Company Profile. You can also choose whether or not to include cost information on the report. To include costs, turn the Include cost for each item? checkbox on. Click Print when you re ready to print the report. Printing Reports Page 7-221

Transaction Reports Transaction Reports Receipts Report The transaction reports can print information about transaction history, and tax summary and tracking data. These reports are all available from the Reports Transaction Reports menu. This function can print a list of all receipts in your inventory, or a range of receipts which you can specify. This report is useful if you want to see the status of receipts. You can also use this report if you want to find out what has been received for purchase orders. The following table describes the fields on this window. Field Receipt status Description If you want to narrow the report and print only receipts with a particular status, select the status in this field. Otherwise, select All receipts to print the list regardless of receipt status. Page 7-222 Adagio Inventory

Transaction Reports Field Print costs in Print item remark Sort by Description The report will include costs for each receipt. This field allows you to select what costs you want on the report, either Extended cost or Landed cost. When you enter a receipt in the Edit Receipts function, you have the option to enter an item remark. If you want to include item remarks in the report, turn this option on. NOTE: For more information on the Edit Receipts function, see Chapter 5. The sort by fields allow you to select a sorting sequence and focus your report on particular receipts. Transaction History Report This report will print a list of all transactions according to the range you set. You can select to print transactions from any specific account set or from all account sets. To print this report, select Transaction History from the Reports Transaction Reports menu. Printing Reports Page 7-223

Transaction Reports The following table describes the fields on this window. Field Select items with control account Select transactions Sort by Print G/L distribution summary Description Select an account set to narrow your report, or select Any account set to include transactions from any account set. Select the type of transactions you want included in the report. To select all transaction types, click a checkmark in the All box. The sort by fields allow you to select a sorting sequence and focus your report on particular transactions. Sorting by Customer is only an option for shipment transactions. Sorting by Vendor is only an option for receipt transactions. If you have included Date as one of your sort order fields, the Asc. checkbox will appear. Turn this checkbox on to sort by Ascending order; otherwise, the sort will be done in descending order. Transactions sorted in descending order will display the newest transactions first, down to the oldest; this is the default. Ascending order will sort and display transactions using the oldest to newest dates, oldest first. If you want to include a general ledger distribution summary at the end of the report, turn this option on. When the report is printed using the Print button, you will be asked if you want to purge (clear) the printed history from the file. If you click Yes, then all transactions that were printed will be deleted from the history file. If you do not want these transactions deleted, click No. You will not receive this prompt if you have the Allow history purge? option turned off in the Company Profile, Processing Options tab (see Chapter 3). Page 7-224 Adagio Inventory

Tax Summary Report Transaction Reports The tax summary report will print a summary of all tax calculations from invoices for each tax group. This report is especially useful when it comes time to fill out your tax return forms. The tax summary report will print a summary of all tax calculations. To print this report, select Tax Summary from the Reports Transaction Reports menu. If you want to print the report for only certain tax groups, enter a range of tax groups using the Starting tax group and Ending tax group fields. If you have more than one tax group, another option, Print jurisdiction totals over all groups, will appear. This will include a summary of all jurisdiction totals on the report. To print the report, click the Print button. To preview the report on your screen, click the Preview button. After the report is printed, you will be asked if you want to clear the tax summary. If you click Yes, all printed tax groups will be cleared. Tax Tracking Report This function will print a standard tax tracking report. It lets you specify a starting date and a sorting sequence, and you can choose to print the report in detail or summary formats. Printing Reports Page 7-225

Transaction Reports To print this report, select Tax Tracking from the Reports Transaction Reports menu. The following table describes the fields on this report dialog: Field Report as of Report format Sort report by Tax groups Include tax status summary Description Select a date that you want the report to begin from. If you want a summary, with just totals for each tax group, select Summary format. If you want all details included in the report, select Detail format. You can sort the report by Tax groups or Jurisdiction. If you want to print the report only for a certain number of tax groups, enter a range of tax groups using the Starting and Ending fields. If you want to include a tax status summary at the end of the report, turn this checkbox on. Page 7-226 Adagio Inventory

Transaction Reports When you print this report, you also have the option to partially purge it. To use the purge feature, print the report as you normally would. When the report is finished printing, you will be asked: If you click Yes, the tax tracking data for the transactions that fell within the tax group ranges and date settings you selected will be purged. A message will appear confirming the purge. If you prefer to retain the tax tracking information for those records, click No instead. Print/Consolidate G/L Transactions This function will print and consolidate all general ledger transactions. You can print the report in summary or detail format. To print this report, select Print/Consolidate G/L transactions from the Reports Transaction Reports menu. Printing Reports Page 7-227

Transaction Reports Complete each field according to the following table: Field Report information in Sort transactions by Description Select either Summary or Detail format. Indicate how you want the report sorted: by Account, Journal entry or Transaction date. After you print the report, you will be asked if you want to consolidate the G/L Transactions in the report. Click No if you want to maintain the transaction detail. You will then be asked if you want to clear the general ledger transactions. Click Yes if you want to clear the transactions. If, however, you want to consolidate the G/L transactions, click Yes to the first question. One debit or credit entry will be shown for each code/date combination. You will then have the option to select how the transactions are grouped. You can group the transactions by: Date/source code/account code Date/account code Account code Fiscal period/source code/account code Fiscal period/account code Make your selection and click OK. You will not be asked if you want to clear the general ledger transactions because consolidation results in the loss of transaction detail. You can only choose to clear the transaction if you print the report and do not consolidate. Note If your company does not consolidate transactions when sending to the general ledger and would prefer not to be prompted to do so, turn off the Prompt to Consolidate? option in the Company Profile, GL Integration tab (see Chapter 3). Page 7-228 Adagio Inventory

Custom Reports Custom Reports Users of Crystal Reports for Adagio can create custom reports and have them appear on the Reports menu in Adagio Inventory. This allows users to print, preview and export custom reports without needing to run Crystal Reports. This saves you from having to start Crystal Reports, find the desired report, and use the Set Location or Verify database functions if the report is printed for multiple companies. Note This feature is only available if a copy of Crystal Reports for Adagio is installed, and it requires Crystal Reports for Adagio to be registered or within 60 days of installation. Run-time parameters can be used for ranges and dates. They are typically required because in most cases you want to select data rather than print all information in the file. You will be prompted for the parameters when you print a custom report that uses Run-time parameters. Custom reports do not have to be limited to reports for Adagio Inventory. They can be for any Adagio application, although you may want to separate your custom reports by application. Security Groups in Adagio are supported, allowing you to restrict certain users from printing custom reports. Refer to the online Help documentation or your Adagio Fundamentals manual for more detailed information. Printing Reports Page 7-229

Chapter 8 Tutorial The lessons in this tutorial provide you with the basic skills to use Adagio Inventory. You will learn how to enter receipts, shipments and stock transfers. Adagio Inventory comes with a sample data set which you will use in this tutorial. Lesson 1: Lesson 2: Lesson 3: Lesson 4: Data Sets - Opening the sample data set Receipts - Entering a receipt - Adding details to the receipt - Posting the receipt Shipments - Entering a shipment - Posting the shipment Transfers - Entering a stock transfer - Posting the transfer - Printing the Stock Transfer Audit list Tutorial Page 8-230

Lesson 1: Data Sets Lesson 1: Data Sets Opening the Sample Data Set 1) Run Adagio Inventory from the icon in the Windows Start menu. The Open Adagio Inventory Data dialog automatically opens. 2) Enter your user ID and password. The default user ID is sys and the default password is sys. If these do not work, ask your system administrator if a different user ID and password are required. 3) For this tutorial, you will use a sample data set that is included with all Adagio products. To open this data, click the (single) Folder button to the right of the Data path field. The Data Selection dialog will open. 4) In the window labeled Folders, select the Adagio Inventory sample data folder, which is SOFTRAK\ICWIN\SAMDATA by default. Page 8-231 Adagio Inventory

Lesson 1: Data Sets 5) In the window labeled Files, select the file ICGLOB.SAM. 6) Click OK. This sample data set includes a company profile and inventory already set up for you. In Lesson 2, you will learn how to enter a receipt using this sample data set. Tutorial Page 8-232

Lesson 2: Receipts Lesson 2: Receipts In this lesson you will learn how to enter a receipt, add details to the receipt and post the receipt. For the purposes of this tutorial, imagine that you have just received the receipt outlined below. This is where you will get your information for this lesson. Receipt # 12345 Snow and Sail Warehouse Quantity Item Amount 10 Women's Via Montega hybrid $175.99 10 Men's Via Montega hybrid $175.99 TOTAL $3519.80 Page 8-233 Adagio Inventory

Opening the Receipts Window Lesson 2: Receipts The first thing to do is open the Edit Receipts window. From the Transactions menu, select Receipts Enter/Edit Receipts, or just click the Receipts button on the toolbar. The Edit Receipts window displays all receipts currently entered in the system. Tutorial Page 8-234

Lesson 2: Receipts Entering the Receipt Click the New button on the Edit Receipts window to create a new receipt. The Receipt window will open. Note Notice that this window has four tabs. The first tab is labeled Header, which is where you will enter general information for this receipt. The second tab, Details, is where you will enter the items listed on the receipt. The Totals tab will calculate totals for the receipt and the Addresses tab displays vendor, ship to and bill to addresses. Header Tab The following table explains each field on the Header tab. Follow the instructions for each field. Field Receipt number Description Vendor Instructions Enter the receipt number in this field. For this tutorial, use receipt number 12345. Enter a description of the receipt for easy identification. Enter Demo receipt. Select the vendor that supplied the items. Select the vendor SNO01, Snow and Sail Warehouse. Page 8-235 Adagio Inventory

Lesson 2: Receipts Field Instructions Invoice number Enter the invoice number from the original invoice -- 54321. Date Shipped via Location Terms code Tax group Purch tax status Vendor ID number Comment The Date field will automatically display the current date, but this field can be edited. For example, if we received the invoice yesterday, we might enter yesterday s date. For this tutorial, leave the date as the current date. Enter the shipping method in this field: Ground. Select the location the items were shipped to. This field will automatically display the default location. For this tutorial, the items were shipped to the Maryland warehouse, so click the Finder button and select MD - Laurel, MD 2Warehouse. Select the terms code 2 - Due on 14 of Month. Select the tax group STATE - State Sales Tax. Select the purchase tax status - Taxable-US. This field is optional. You can use it to enter a vendor ID number. For this tutorial, leave the field blank. If you want add a comment to the receipt, you can enter it in this field. Tutorial Page 8-236

Lesson 2: Receipts Details Tab Now click the Details tab. This tab allows you to enter the detail lines for the receipt. To add the first detail, click the New button. (You could also double click or press the Enter key on the blank row in the grid.) This will open a New Detail window. Page 8-237 Adagio Inventory

Lesson 2: Receipts The following table explains each field on the New Detail window. Follow the instructions for each field. Field Item number Received Cost Vendor item Tax Status Location Remark Instructions Click the Finder button and select the item for this detail line: BKH.UNI-001 - Women's Via Montega hybrid. The description of the item appears in the Description field just below. Enter the number received on this receipt. In this case, there were 10 received. The unit of measure for this field should read EA, for each. The default standard cost for one item will appear in this field. If the cost on this receipt was different for any reason, you could change the amount in this field. But as you can see on the receipt, the cost has not changed. Leave the cost at $175.99. This field is optional. It can be used to enter the vendor s number for this item. For this tutorial, leave the field blank. Select the same tax status as you did on the Header tab: Taxable-US. This field allows you to select a different tax status in case one item on the invoice has a different tax status than the rest. The location you chose on the Header tab will be displayed here. This item is being shipped to the Warehouse. If one item on the invoice will be shipped to a different location, you could select that location in this field. You will notice, in the small ledger at the bottom of this window, that the quantity of items at the selected location will be displayed, as well as the total quantity for this item at all locations. If you want to include an extra remark, enter that remark here. This field is optional. Tutorial Page 8-238

Lesson 2: Receipts Field Est. weight Extension Recent cost Instructions The estimated weight of the shipment is automatically calculated in this field. This field calculates the total cost for this detail line. In other words, it multiplies the cost of the item by the number of items received. This field displays the most recent cost entered for the selected item. In this case, the most recent cost is $175.99. You cannot enter anything in this field. It is simply useful information to know when you enter the cost for the item on this receipt. Click OK to add this detail line to the receipt. You will notice that the Details tab of the Receipts window now includes the detail line you just entered. Enter the second detail line on your own. Just click the New button again and enter the data for the next detail line, which is 10 Men's Via Montega hybrid, item number BKH.UNI-002. Page 8-239 Adagio Inventory

Totals Tab Lesson 2: Receipts Click the Totals tab. This tab will now display the totals for the receipt, which includes the two detail lines you just entered. Tutorial Page 8-240

Lesson 2: Receipts Addresses Tab Click the Addresses tab. This tab should now display the vendor s address, a Ship to address and a Bill to address. When you enter a receipt, it is a good idea to check that this information is correct. If a different Ship to or Bill to address was used, you can edit these fields to record the correct information. According to our receipt, all the information here is correct so there is nothing to enter on this tab. To post this receipt, click the Post button on the Receipt window. To ensure that no further changes are made to the receipt and/or it is not accidentally deleted, click the Complete button to mark it as complete. You can Close (or Esc) from the Edit Receipts window now. Page 8-241 Adagio Inventory

Lesson 3: Shipments Lesson 3: Shipments In this lesson you will enter a shipment for one of the same items you received in the last lesson. In this case, imagine that you have just received the purchase order pictured below. You will use the information from this purchase order to complete this lesson. Greenleaf Park Services PO# 54321 Quantity Item Amount 5 BKH.UNI-001 Women's Via Montega hybrid $319.99 TOTAL $1599.95 Tutorial Page 8-242

Lesson 3: Shipments Opening the Shipments Window The first thing to do is open the Shipments window. From the Transactions menu, select Transactions Shipments Enter Shipments, or just click the Shipments button on the toolbar. The Shipments window displays all unposted shipments currently entered in the system. Page 8-243 Adagio Inventory

Lesson 3: Shipments Entering the Shipment 1) Enter a reference number in the reference field. In this case, use the number 54321. 2) Enter the customer code GRE01, Greenleaf Park Services. 3) Because this is a shipment and not a sales return, make sure that Shipments is selected under Entry type. 4) Click the New button on the Shipments window to enter a new shipment. The Edit Shipment window will open. 5) Select the item number BKH.UNI-001, Women's Via Montega hybrid. Notice that the description, category, base price and unit price are automatically entered when you select the item. 6) In the Location field, select location MD, which is the Laurel, MD Warehouse location. Notice that the Qty on hand field displays the quantity on hand for the selected location. 7) In the Qty Shipped field, enter the number of items shipped. In this case, there were 5 items shipped. Notice that the extended price in the Ext price field is automatically calculated for you. This amount is the total for this shipment. 8) Click the OK button. This will add the shipment to the Shipments window. 9) To post the shipment, click the Post button. Tutorial Page 8-244

Lesson 4: Stock Transfers Lesson 4: Stock Transfers In this lesson you will learn how to enter a stock transfer and print the Stock Transfer Audit list. In this case, imagine you have to transfer five men s Via Montega hybrid bikes from the warehouse to a retail location. Opening the Stock Transfers Window To open the Stock Transfers window, select Stock Transfers Enter Stock Transfers from the Transactions menu. Or, click the Transfers button on the toolbar. Page 8-245 Adagio Inventory

Lesson 4: Stock Transfers Entering Stock Transfers 1) The Reference field is an optional field used to enter any extra information you may use. For example, you could enter Lesson 4 2) Click the New button to enter the details of a new stock transfer. The Edit Stock Transfer window will open. 3) Click the Finder button and select the item that is to be transferred. For this tutorial, select item number BKH.UNI.002, Men s Via Montega hybrid. 4) In the From location field, enter the location where the items currently sit. In this case, the items are at the warehouse location. Select MD, Laurel, MD Warehouse. Notice that the Qty on hand field just below now displays 10. This tells you how many of the selected item is on hand at the selected location. 5) In the To location field, enter the location that the items are to be shipped to. For this example, the items will be shipped to the retail store. Click the Finder button and select ON, Toronto, ON Retail Store. 6) Enter the quantity to be shipped to this location. Enter 5. 7) Click OK. If you had more items to transfer, you would click the New button again and enter the next item to transfer. Tutorial Page 8-246

Lesson 4: Stock Transfers For this tutorial, there is only the one item to transfer, so we must now post the transfer to update the inventory data. Note Posting Stock Transfers Do not close the Stock Transfers window yet. It is a good idea to post the stock transfers before continuing to use Adagio Inventory. Otherwise, the quantities for these items will not be updated in the Inventory data. Once you have entered your stock transfer, click the Post button on the Stock Transfers window. Adagio will ask you: Do you want to post the stock transfers? Click Yes to confirm. The transfer will be posted and item quantities will be updated for both locations. Printing the Stock Transfer Audit List To make sure you made no errors entering the stock transfer, you can now print or preview the Stock Transfer Audit List. 1) Select Stock Transfers Print Stock Transfers Audit List from the Transactions menu. The following report dialog will open: 2) Click the Preview button to preview the report on your screen. Review the information to ensure that five BKH.UNI.002, Men s Via Montega hybrid items were transferred from the warehouse location to the retail store. 3) If you want to print the report, close the preview window and click the Print button on the report dialog. Otherwise, close the preview window and click Close on the report dialog to close the window. Page 8-247 Adagio Inventory

Appendix A Importing and Exporting Adagio Inventory allows you to export items to other programs, such as database and spreadsheet programs. You can also import items, alternative price list items, shipments, receipts, adjustments, stock transfers, physical inventory worksheets and reorder data from other programs into Adagio Inventory using many different file formats. This chapter explains how to import and export items and alternate items, and how to import shipments. Note For detailed information about specific Import and Export templates within Adagio, please refer to the online Help within the Adagio Inventory module. Importing and Exporting Page A-248

Exporting Items Exporting Items Note This section applies to exporting Alternate Items as well. When you select the Export Items function from the File menu, the Export Items window appears. The top of this window displays a Template option which allows you to save your export choices in a template. This is useful if you use the export function for more than one purpose, or on a regular basis. To create a new template, select New and enter a template name. This will save you time in running future exports. Templates can also be deleted or saved under other names using the buttons to the right of the Template field. Page A-249 Adagio Inventory

Exporting Items In the File Information tab displayed above, you have the following options for the setup of your templates: Field File format File name Header included? Overwriting existing file? Separator Details Adagio Inventory records can be exported and read by spreadsheet and database programs, and other Adagio programs. There are many file formats on the export menu options including: Excel ASCII CSV (Delimited) ASCII Fixed Length Select the default location or indicate a new location for the file. This is the file the exported item records will be written to. Select this option if you want to export the field names. Select this option if a previously exported file is to be overwritten. Enter the separator required to separate fields for the software you are exporting to. The default is a comma, which means data can be read correctly by most database programs, including Excel. Importing and Exporting Page A-250

Exporting Items After you have completed this screen, select the Field Selections tab. This tab allows you to select which fields you want included in the export. Complete each field according to the following table: Field Item fields Export file fields Name Description Select the fields you want included in the export by clicking on the right arrow button. You can also remove fields using the left arrow button. Double-headed arrows allow you to add or remove all fields at once. The Filler button allows you to insert filler fields if, for example, the program you are exporting to requires that all records be a specific length. Fields can be reordered by the up and down arrows to the right of the Export file fields box. Displays the name of the field currently selected in the Export File Fields section. Page A-251 Adagio Inventory

Exporting Items Field Field number Type Width Description Displays a number which indicates the field s position in the export fields order. Indicates the type of data that is used in the selected field. Adagio Inventory will select a data type for you but this can be changed if necessary. Enter the width of the selected field. This may be useful if you know that the program you are exporting to requires a certain field length. After you have made your export selections, click the Export button to export the data. You can then enter a range of item numbers to export. Enter a range using the Starting and Ending fields, then click the Export button. Importing and Exporting Page A-252

Importing Items Importing Items Note This section applies to importing Alternate Items as well. Importing items works in a similar manner as exporting items. The top of this window displays a Template option which allows you to save your export choices in a template. This is useful if you use the export function for more than one purpose. To create a new template, select New and enter a template name. This will save you time in running future exports. Templates can also be deleted or saved under other names using the buttons to the right of the Template field. Note You can use export templates for an import and vice versa, but you should be warned that the fields available for importing and exporting may not be identical. If you use the default export template for an import, for example, you cannot later re-import this file and have all of the same information imported; many of the export fields cannot be imported back into the program. Select Import Items from the File menu to open the Import Items window. Page A-253 Adagio Inventory

Importing Items Complete each field according to the following table: Field File format File Name Header included? Overwrite records? Add new records? Validate before importing? Separator Use extended character set? Delete import file on success? Details Item records can be imported from spreadsheet and database programs, and from exported Adagio Inventory files. The following file formats are available for importing: Excel ASCII CSV (Delimited) ASCII Fixed Length Select the default location or select a new location for the file. This is the file containing the exported item records. Select this option if you want to import the field names. Select this option if you intend to overwrite Adagio Inventory records if duplicates are found. Select this option if you want to add new records that are contained in the import file in addition to (or instead of) updating existing ones. Select this option if you want to validate records before importation. Enter the separator required to separate fields for the software you are exporting to. The default is a comma, which means data can be read correctly by most database programs, including Excel. Click this checkbox if you wish to use the extended character set for French accented characters and so forth in your import. Turning this option on will automatically delete the file after it is successfully imported. If left off, the import file will remain in tact and may be used again. NOTE: Turning this option on could be particularly useful if you also turn on the Auto-import on startup option. This prevents files from accidentally being imported multiple times. Importing and Exporting Page A-254

Importing Items Field Auto-import on startup Details To successfully use this feature, you must: create an Import Template that has the feature turned on, and turn on the On Start up Process Imports feature in the Company Profile, System Options tab (see page 3-5 for more information). Field Section Tab After you have completed this screen, click the Import Field Selection tab. This tab allows you to select which fields you want included in the import. Use the arrow buttons to add or remove fields to your import. If the program that you are importing from has extra fields not maintained in Adagio Inventory, you can use the Filler button to add a filler field. Use the up and down arrows to reorder the fields in your import. Page A-255 Adagio Inventory

Field Defaults Tab Importing Items The Import Items window also has a Field Defaults tab that allows you to change the default values for any fields that you have not yet selected to import on the Import Field Selection tab. Add the fields using the arrow buttons, then select the field in the Default Fields list and change the name, type, value or width using the fields at the bottom of the window. Click the Import button when you are ready to import. Importing and Exporting Page A-256

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Appendix B User Defined Codes Adagio Inventory has the facility to pass customizable information to the Description field in Adagio Ledger when Inventory batches are retrieved into Adagio Ledger. This is accomplished using User Defined codes. Depending on the version of Adagio Ledger being used, Inventory will populate either one or two Ledger description fields with User Defined codes. If Ledger v9.x exists, the GL Integration tab of Inventory's Company Profile will allow passing User Defined codes to two description fields. User Defined Codes Page B-258

User Defined Codes User Defined Codes On the GL Integration tab of the Company Profile, select User defined from the dropdown for Send to G/L Description. The screen will change, depending on the version of Adagio Ledger being used and look similar to the following: There are three (or six depending on the version of Adagio Ledger used) new fields available. You may enter one or more User defined codes in each of the User defined format fields, along with any additional character you choose to enter as information separators. Page B-259 Adagio Inventory

User Defined Codes The following table defines each of the available User Defined codes that may be passed from Adagio Inventory to Adagio Ledger's description field(s). Code Description Receipts %ven %vnm %des Vendor code Vendor name Description %cm1 Comment 1 %cm2 Comment 2 %rcp %inv Receipt number or code Invoice number Shipments %cst %cnm %ref %cct Customer code Customer name Reference code Contact name Other (adjustments, item assembly and physical inventory) %ref %cmr Reference code Reason/Remark You may enter more than one User defined code in a field. For example, for Receipts, you might want to pass the Vendor code, Receipt code and Invoice number to the Ledger description field. Typing %vnm, %rcp, %inv would pass the up to six-character Vendor code, a comma, a space, the up to six-character Receipt code, a comma. a space and the up to 12-character Invoice number for a total of 28 possible characters. The commas and spaces are optional but may be used as separators, or enter none at all. Be aware that each additional character adds to the total possible User Defined Codes Page B-260

User Defined Codes characters being passed from Inventory to Ledger's description field. If multiple codes are used, long fields should be last. You may pass a maximum of 40 characters per description field to Adagio Ledger. Page B-261 Adagio Inventory

Index A Accounting entries for item assembly 5-160 Adagio GridView 5-187 Adagio OrderEntry integrating with 2-5 Adding Bills of Material 4-116 Adding new records using import function A-254 Additional Comments 3-81 Additional cost for a Bill of Material 4-119 Adjustment Audit List 5-145 Adjustments entering 5-141 posting 5-145 printing audit list for 5-145 Alerts tab 3-79 Alternate price lists creating 4-100 creating price list codes 4-99 editing alternate items 4-102 overview 4-99 updating 4-104 B Appending to files in export process A-250 Assembling master items accounting entries 5-160 setting location for 5-163 setting quantity for 5-164 Assembling Master Items unassembling 5-164 Audit list Allow audit list purge 3-34, 5-133, 5-139, 5-145, 5-149, 5-167 auto print after posting 5-133 Auto print after posting 3-34, 5-139, 5-145, 5-149, 5-167 for item assembly 5-167 Auto-backup after DIC 3-21 Bills of Material 4-115 - 4-121 and item files 3-73 - 3-74, 4-115 and master items 3-74, 4-115 auto assemble 3-73 component items 4-115 copying 4-121 creating 4-116 Index Page 1

C Page 2 Bills of Material (continued) deleting 4-121 editing 4-120 report 7-221 BOM number assigning to a Bill of Material 4-118 BOMs See Bills of Material Build quantity on a Bill of Material 4-119 Categories adding categories 3-38 Category Info tab 3-40 copying 3-44 editing and deleting 3-44 finding 3-44 GL Accounts tab 3-43 Comment for a Bill of Material 4-118 Commission sales 3-38, 3-40 Company Profile 3-14 Company Data Tab 3-15 GL Integration tab 3-28 Optional Fields tab 3-37 Pricing Options tab 3-24 Sales History tab 3-27 System Options Tab 3-17 Tax Information tab 3-35 Component items adding to a Bill of Material 4-119 in Bills of Material 4-115 Configuring 2-3 Control Account Sets copying 3-57 defining 3-55 D E editing and deleting 3-57 Converting to Adagio Inventory 8.1C 2-8, 4-107 Copying a Bill of Material 4-121 Cost to prorate on a Bill of Material 4-118 Costing methods overview 3-50 Costs additional on a Bill of Material 4-119 Creating Bills of Material 4-116 Custom Reports Adagio GridView 5-187 Crystal Reports for Adagio 7-229 Date format specifying for import A-254 Day end processing 5-188 Deleting a Bill of Material 4-121 item notes 3-82 items 3-90 Description for a Bill of Material 4-118 Disassembling master items 5-166 Discount Pricing Systems 3-24 Edit items for location 3-94 Editing a Bill of Material 4-120 Export file formats A-250, A-254 Exporting overview A-248 Adagio Inventory

F G H I FIFO costing 3-50 File format for importing and exporting A-254 Finding items 3-90 G/L Transactions prompt to consolidate 3-31 A-250, Header information including in imports and exports A-250, A-254 Historical Access Lists 2-8 History allow history purge 3-34 bypass trans. history in DIC 3-21 retain transaction history 3-19 Images for items 3-84 Import file formats A-250, A-254 Importing overview A-248 Inquiries bills of material 5-186 items 5-168 items with sales and cost 5-177 receipts 5-183 transaction history 5-184 - 5-185 Inquiry button for receipt details 5-128 Insufficient quantities and item assembly 5-165 Inventory reconciliation posting 5-159 printing 5-158 Item assembly accounting entries 5-160 audit list 5-167 reversing 5-166 setting location for 5-163 setting quantity 5-164 Item inquiry 5-168 with sales and cost 5-177 Item notes purging 3-82 Item Notes 3-79 Item Notes Report 7-220 Item number for a Bill of Material's master item 4-118 for a component item 4-120 Items adding 3-63 copying 3-91 editing and deleting 3-90 editing for location 3-94 finding 3-90 Image tab 3-84 Item tab 3-64 Location tab 3-85 Optional tab 3-83 Pricing tab 3-75 Reorder tab 3-87 Sales History tab 3-88 Units tab 3-70 Vendors tab 3-78 Items files and Bills of Material 3-73, 4-115 Index Page 3

J Job costing O Optional Fields and Shipments function 5-135 entry for item 3-83 L LIFO costing 3-51 Location of assembled master items 5-163 Locations adding 3-45 copying 3-49 editing and deleting 3-49 entering within item 3-85 Item Range tab 3-48 Items tab 3-47 P set up 3-37 Options Workstation options 2-11 OrderEntry integrating with 2-5 Overwriting files in export process A-250 Overwriting records in import process A-254 Period Processing Location tab 3-46 Year End 6-192 Logging into Inventory Physical Inventory historical access lists 2-8 editing 5-154 M Master items in Bills of Material 4-115, 4-118 reversing assembly of 5-166 setting location for 5-163 setting quantity for assembly 5-164 Moving average costing 3-52 Multicurrency activating 3-16 editing process 5-150 exporting the worksheet 5-153 inventory reconciliation 5-158 physical inventory worksheet 5-151 printing the worksheet 5-151 Picking sequences assigning 3-96 Price list codes 4-99 Price lists updating 4-104 N Notes for items 3-79 Notes tab Additional Comments 3-81 Pricing Systems Discount pricing systems 3-24 Markup Pricing Systems 3-26 Prompt to consolidate? 3-31, 7-228 Prorated costs on Bills of Material 4-118 Purchase Orders 5-182 Purging item notes 3-82 Page 4 Adagio Inventory

Q R Quantity of component items 4-120 setting for assembling master items 5-164 Quantity to build on a Bill of Material 4-119 Receipt Audit List printing 5-133 Receipts Addresses tab 5-131 deleting 5-132 Details tab 5-126 entering 5-123 Header tab 5-124 marking as complete 5-131 New Detail window 5-127 print audit list 5-133 Totals tab 5-129 Record validation during import A-254 Records adding new via import A-254 overwriting during import A-254 Remember user name/password 2-6 Reorder Data entering 4-107 entering within item 3-87 Report groups assigning items to 3-60 defining 3-59 editing and deleting 3-60 Reports Alternate Items report 7-218 Alternate Price List report 7-217 Bills of Material 7-221 Category report 7-219 Company Profile report 7-219 General Reports 7-218 Item Notes 7-220 Item status report 7-198 Item valuation report 7-200 Location report 7-218 Markup analysis report 7-214 options 7-197 Overstocked items report 7-203 overview 7-195 Price List Codes report 7-219 Price List report 7-212 Price/Sales Analysis reports 7-212 Print Consolidate G/L report 7-227 printing 7-196 Receipts report 7-222 Reorder report 7-205 Report Groups report 7-219 Sales history report 7-215 Selling price/margin analysis report 7-212 Slow moving items report 7-207 Stock control reports 7-198 Summary Statistics report 7-216 Tax Summary report 7-225 Tax Tables report 7-219 Tax Tracking report 7-225 Transaction History report 7-223 Transaction reports 7-222 Unit Measures report 7-220 Vendor report 7-218 Reversing item assembly 5-166 Index Page 5

S T Sales commission 3-38, 3-40 Sales history editing 4-109 entering within item 3-88 Send to G/L Description 3-30 Separator used for imports and exports A-254 Serial numbers printing 5-140 Shipment Audit List printing 5-139 Shipments entering 5-134, 5-141 printing audit list for 5-139 Standard cost costing 3-53 Stock Transfer Audit List 5-149 Stock Transfers entering 5-146 printing audit list for 5-149 Tutorial Lesson 2 8-233 Lesson 3 8-242 A-250, U V W Y Lesson 4 8-245 overview 8-230 Unassembling Master Items 3-30, 4-115, 5-164 Units of Measure adding 3-61 User Defined Codes 3-30 User specified costing 3-53 Validate closed periods 3-31 Validate records during import A-254 Vendor Notes Vendor Notes report 7-220 Vendors Vendor Notes report 7-220 Workstation options 2-11 Year end processing running 6-192 Page 6 Adagio Inventory