Inventory Receipts (INDE002A) (INDE002B) (INDE002C)

Inventory Receipts is found on the Inventory Data Entry menu, 1-2.

 

The purpose of the program is to receive items into the warehouse inventories.  For those systems that are not using the LMS Purchase Order module, all items received into a warehouse as an inventory item should be received into inventory through Inventory Receipts.  For those systems that are using the LMS Purchase Order module, only items that are not on a system generated purchase order should be received into a warehouse through Inventory Receipts.  If an item is on a purchase order generated through the Purchase Order module, the receipt into inventory should be entered in the program P.O. Receipts rather than Inventory Receipts.

 

Use of Inventory Receipts results in the following functions.

 

On Hand inventory quantities are increased in the inputted warehouse.

 

The reduction of existing on order quantities to the vendor is based on the set up of a field in the Global File.  There are two ways to add to the on order quantities of items.  On Order is updated automatically when a purchase order is created through the Purchase Order module.  The other is to use the On Order Posting/Adjustment program.  For systems not using the Purchase Order module, the only way to enter on order quantities is to post them through the On Order Posting program.  Obviously, if on order is being added to, it needs to be reduced when the items are received into inventory.  When items on purchase orders are received into inventory through P.O. Receipts, the on order is automatically reduced.  Inventory Receipts also reduces the current on order amount if it is greater than 0.  For those systems that use the Purchase Order module, having Inventory Receipts reduce the on order amount may be incorrect as the item may also be on a purchase order and will then be incorrectly adjusted unless only non-P.O. items are posted through On Order Posting.  For the systems not using Purchase Order that are posting on orders, you want it reduced by the receipt.  Therefore, how on order gets posted depends on the proper setting of the Global File to reduce on order.

Inventory Receipts  (Contd)

 

 

Introduction  (Contd)

 

The average and last cost is updated in the Item File for all items received.

 

The Item and Item Warehouse File is updated for last date received.

 

Serial numbered items create a Serial File storing actual cost, date received, id number, and manufacturer warranty date.

 

The Stock Activity Inventory Report, which is found in the LMS Inventory module, is updated by Inventory Receipts.  Any item received in is reflected on the report in the proper warehouse.  The received cost, the last and average cost prior to the receipt, and the newly calculated average cost are included on the report.  The report uses the Imwactd File.

 

An Inventory Transaction Report may also be printed upon exiting the Inventory Receipts program.  When the Inventory Transaction Report is printed, any serial numbered items include the serial numbers that were received.  The report includes the average and last cost prior to the receipt.  The newly calculated average cost and received last cost is also printed.  Also included are the on hand and on order amounts before and after the receipt.

 

Total received cost for all items combined is provided on the screen and on the Inventory Transaction Report.

 

If the receiving warehouse is overridden and the item is not stocked in this warehouse, the option to stock the item is available.  The Item Warehouse File is then created.

 

Labels may also be printed for the received items.  Non-bar code labels allow the input of the desired label size height of 1 to 5 inches.  There are 6 options to determine what is included on the labels.  One of the options is to print the labels as a bar code label.  All 6 options include the serial number on serial numbered items.  There are two options to determine the number of labels printed per received item.  The first is that the program automatically prints the same number of labels as the quantity received.  The second option is a label per line item option.  This allows the operator to input the number of labels to print for each item received.

 

Items may be entered using the actual item number through an item alpha or description search or use of an association item created from an item merge or conversion.

Inventory Receipts  (Contd)

 

 

Introduction  (Contd)

 

While entering items when the current input screen is full, the display of the first two items on the screen is removed and the screen scrolls up rather than clearing the screen and beginning a new screen.  The operator can always view on the current input screen the last 3 receipts that were entered.  After an initial end command, the ability to page back and forward by entering next and previous allows viewing of all of the items that were received.

 

Various information is displayed when entering an item.  This includes the pack multiple, unit of measure, current last and average cost, and the current on hand, on order, back ordered, and allocated amounts.  Once the receipt has been made, the on hand, and on order if adjusted is redisplayed including the received amount.  All displayed quantities include any broken pack quantities.  The newly calculated average cost is displayed.  The received or new last cost and extended is also displayed.

 

Once an item has been entered, the item can be selected for a change or can be deleted from the receipt.  After the initial end command, additional receipts can be made.  When selecting a serial numbered item for a change, the serial numbers and the information input with the serial number can be changed or deleted.  Because of the ability to change and delete, the program does no file updating until the final end command is entered.

 

The program does not allow a receipt of an item into the same warehouse more than once during the transaction.  If an attempt is made, the program provides a warning and also an option to go directly to the receipt record and make changes.

 

Inventory Receipts  (Contd)

 

 

Enter Data

 

Transaction Date

 

The transaction date that is input after selecting the program becomes the default date received.  This can be overridden per item received.  Note:  Once the default date is overridden, the inputted date received becomes the new default.

 

Initials:

 

Whatever initials are accepted at the menu prompt are written to the Imwactd File and are included on the Stock Activity Inventory Report.  They are also printed on the Inventory Transaction Report that can be generated from the Inventory Receipts program.  This is the only indicator as to who entered the receipts.

 

Many companies print a label for each item and quantity received.  These labels are attached to the items as they are physically being placed into the warehouse or car stocks.  Upon entry to the Inventory Receipts program, the first prompt that appears on the screen relates to label printing.  The prompt is as follows.

Do You Wish To Print Labels Per Line Item?  (Y/N)

 

 

The response to the prompt applies to all items that are accessed.  To change the response to the label printing per line item option, the program must be exited.

 

Entering a Y for yes allows the operator the ability to decide how many labels per received item are printed or not to print labels for specific items.  Entering a N for no does not activate the labels per line item option.  The operator cannot determine the amount of labels to print per item.  You may still print labels based upon a later question that appears when exiting Inventory Receipts.  When the labels are printed, the amount of labels printed per item automatically corresponds with the quantity received.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Do You Wish To Print Labels Per Line Item?  (Y/N)

 

When a Y for yes is input to activate the labels per line item feature, the program goes to a label printing selection program.  This program allows selection of what is to be printed on the labels and selection of the printer used to print the labels.  Thus, the printer selection screen appears to select the desired printer.  It is not recommended printing labels to a printer that is on the spooler.  The printer that is selected should be loaded with the labels.  For non-bar code labels you may use labels that have different heights from 1 to 5 inches.  The program asks for the input of the height of the label.  The actual information that is printed prints on a 1 inch by 3-1/2 space on the label.  The width of the labels must be at least 3-1/2 and be one label across format.  The print size can be set at 10 or 17 CPI.  Bar code labels must be a specific size of either 2.3 X 1 die cut or 2.4 X 1 no gap between label squares.  Note:  The bar code labels that are used are specific so please contact LMS for exact information.  Even though the labels are not actually be printed until each purchase order is exited, the printer is being used and no other program can be directed to print to that printer as soon as the printer is selected.  After the printer is selected, the cursor goes to the following prompt.

Select Print Option Or End:

 

 

Enter an E to exit the label printing selection program.  When an E to end is entered, the print labels per line item option is disactivated.  It is as if a N for no was entered at the Print Labels Per Line Item prompt.  The cursor returns to the screen for the input of the items received. 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

There are 6 different ways to print the information that is on the labels.  Options 1 to 5 print on 1 to 5 one across labels.  Option 6 prints as a bar code label on a bar code printer.  Enter a 1 to print the full item number and description of the item that has been received.  Enter a 2 to print the full item number, description, and list price from the Item File.  Enter a 3 to print the full item number, description, and bin location of the warehouse that the item is received into.  Enter a 4 to print the full item number, description, bin location of the item in the received warehouse, and the list price from the Item File.  Enter a 5 to print the full item number, description, date received, and vendor number.  Enter a 6 to print bar code labels.  All 6 options print the serial number, if a serial number is received.

 

When options 1 to 5 are selected, the cursor goes to the Enter Label Height In Inches  (1-5) prompt.  When option 6 for bar-code labels is selected, the cursor continues on to the Select Bar Code Print Option Or End: prompt.

 

Enter Label Height In Inches  (1-5)

(1 = LMS Standard Label Format Size)

 

An up arrow key ^ returns the cursor to the Select Print Option prompt.  The default is 1, which is the standard label size used in the LMS label printing programs.  If you want to use a larger label, you may specify the size in inches of 1 to 5.  For every inch input, the program feeds down 6 lines.  The actual data is printed on 6 lines or 1 inch.  For example, if you enter 3, the program moves down 12 lines (6 lines are used for the data printed) between labels.  You will want to experiment with the alignment, but you should line up the label where the printing is to be started.  Also, you may need to adjust the label to the right or left for the proper width.  Note:  You may also experiment with this feature of label size in the program, Item Number Labels, found on the Inventory Report menu, 4-1-9.  (1-5)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Labels Per Line Item  (Contd)

 

After the size option is selected, the alignment pattern prompt appears.  Labels should be loaded in the printer.

 

Print Alignment Pattern ? - Enter Proceed - Bypass - Cancel

 

Enter a C to cancel and exit the program.  When a C to cancel is entered, the print labels per line item option is disactivated.  It is like a N for no was entered at the Print Labels Per Line Item prompt.  The cursor returns to the screen to enter the items received.  Enter a B to bypass printing an alignment pattern.  The cursor returns to the screen to enter the items received.  Enter a P to print an alignment pattern.  Two alignment patterns are printed.  The following prompt appears.

 

Are Forms Aligned Correctly (Y/N)?

 

Enter a Y to accept the alignment.  Enter a N to reprint the alignment pattern.  Once the alignment is accepted, the cursor returns to the screen to enter the items received.  The selected print format is saved and used when the labels are printed after exiting the program.

 

When the bar code labels are selected the following prompt appears.

 

       Select Bar Code Print Option Or E'nd:                        

                                                                    

   1.  Print Description, Item Number, Bin, Serial Number           

   2.  Print Description, Product Class, Model, Bin, Item Number    

3.     Print Description, Product Class, Model, P/M, Bin, Item Number

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

Labels Per Line Item  (Contd)

 

When an E to end is entered, the print labels per line item option is disactivated.  It is like a N for no was entered at the Print Labels Per Line Item prompt.  The cursor returns to the screen to enter the items received.  There are three options to choose what to print on the bar code labels.  The item number and serial numbers are printed in the bar code characters.  Select 1 to include the item description, item number, bin, and serial number.  Note:  Any serial numbered item automatically print in this format even when choosing options 2 or 3.  Select 2 to include item description, product class, model number from Item File, bin location, and item number.  Select 3 to include item description, product class, model number from the Item File, pack multiple from the Item File, bin, and item number.  The following prompt may appear.

 

Print To A Blazer Or Eltron Printer

 

This prompt appears only if you are using both the Bar-Code Blazer and Eltron bar-code label printers to print bar-code labels.  This prompt allows you to select which printer will print the bar-code labels.  Enter B to select the Bar-Code Blazer printer.  Enter E to select the Eltron bar-code label printer.  If you are using only one of these printers to print bar-code labels, LMS sets up this printer as the default printer for you.  The Print To A Blazer Or Eltron Printer prompt does not appear.

 

Once the format is selected, the cursor returns to the screen to enter the items received.  The selected print format is saved and used when the labels are printed after exiting the program.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items

Once the label option prompt is completed, the cursor is at the following prompt.

 

Warehouse

 

 

On the very first receipt, a zero appears in reference to no warehouse.  A carriage return produces the prompt Invalid Warehouse.  The cursor returns for reinput.  Enter the warehouse that the item is to be received into.  This is the warehouse that will have the on hand amount and date received updated.  If an invalid warehouse number is input, the prompt Invalid Warehouse displays.  The cursor returns for reinput.  Once a valid warehouse is entered, that warehouse number becomes the default at the Warehouse prompt for the next item.  Every time warehouse is changed that warehouse number becomes the new default.  The default can be overridden to any valid warehouse number between 1 and 9999.  (1-9999)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

The next prompt allows entry of the item number that is having the quantity being received into the warehouse inventory.

 

Item Number

 

 

Next to the Item Number prompt is a computer assigned line number.  This is used to select an individual item receipt for a change or deletion.  A slash / or up arrow key ^ at Item Number returns the cursor to the Warehouse prompt.  There are four ways to access the desired item numbers.  They are input the item number, item alpha search, item description search, and item association search. 

 

Input The Item Number

 

Enter the item number that is desired.  If the item number that is entered is not found in the Item File, the item alpha search is accessed.

 

Item Association Search

If an item record has been converted to another item number through the Item Conversion or Merge program, an input of the old item number automatically displays the new item number.  After the input of the old item number, a prompt Association Item Number displays.  The new item number appears and the program continues on.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Item Alpha Search

To access an item number by an item alpha search, input the beginning numbers or letters at the Item Number prompt.  Item number is an 18 character field.  Any item record that matches exactly what was input appears.  A computer assigned line number corresponds with each selection.  The full item number, item description, amount available, and product class print per selection.  The amount available is the amount in whatever warehouse is the default warehouse.  Thirteen selections per page appear.

 

 

Item Description Search

 

To activate the item description search at the Item Number prompt, input a \ left pointing slash followed by the desired description.  It is the \ slash that activates the description search.  Description may be 32 Alphanumeric characters.  Any item record with a description exactly matching the input displays.  For each item a computer assigned line number appears.  Also printing is the full item description, amount available from the default warehouse, and product class.  Thirteen selections per page appear.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

When the item alpha or description search is activated at the Item Number prompt, one of the following two prompts appears:

 

Select Item Choice, Or E'nd:

Display N'ext, Select Item Choice, Or E'nd: N

 

The first prompt appears when there is only one screen of item selections.  The second prompt appears when there is more than 13 item selections.  Enter an E to exit the item selections.  The cursor returns to the Item Number prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  To view the next screen of items enter a N for next or carriage return to accept the default of a N for next.

 

When entering a N for next the next screen of possible items display.  One of the following two prompts appears.

 

Display N'ext, P'revious, Select Item Choice, Or E'nd: N

Display P'revious, Select Item Choice, Or E'nd:

 

The first prompt appears until the last screen is reached.  The second prompt appears on the last screen of selections.  Enter a N for next to view the next screen.  Enter an E to exit the item selections. The cursor returns to the Item Number prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  Enter a P to go back one screen of items.  You may go back and forward as many screens as exist.

 

If a line number is entered that does not exist, the prompt, Selection Is Out Of Range, appears.  The cursor returns for reinput.  An existing line number from a previous screen can be entered.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Item Number

The item must be stocked in the warehouse that was entered.  If the item is not stocked the following prompt appears.

 

Item Not Stocked In This Warehouse

Do You Wish To Stock This Item In This Warehouse (Y/N)

 

 

Enter a Y for yes to create an Item Warehouse record for the item in the indicated warehouse.  The item is now stocked in the warehouse and the on hand amount is updated for the item in the warehouse.  Enter a N for no not to stock the item in the inputted warehouse.  The cursor returns to the Warehouse prompt.  When a yes is input to stock the item, the prompt  Enter A Y For Yes This Is A Non-Stock Item Or A N For No This Is Not A Non-Stock Item appears.  Enter a Y to set the non-stock indicator to yes or a N to set the non-stock indicator to no for the item in the inputted warehouse.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

After the input of an item the following information is displayed on the screen.

 

 

Wh  The warehouse the items quantity is being received into.

 

Description  Twenty five characters of the items description from the Item File.

 

PM  The items pack multiple from the Item File.

 

UM  The items unit of measure from the Item File.

 

Old Last Cost  The items last cost prior to this receipt.  The four decimal cost is displayed.  This is from the Item File.

 

Old Avg Cost  The items average cost prior to this receipt.  The four decimal cost is displayed.  This is from the Item File.  The items average and last cost must correspond with the UM and PM.

 

Bin Location:  The bin location of the receiving warehouse.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

 

*BEFORE-OH*  This is the current on hand quantity of the item in the receiving warehouse prior to this receipt.  On hand means the quantity is physically in the warehouse.  Any broken pack units are included and are followed by the display of an E for each.  In the above example, 142 is the whole pack quantity and 2 is the each or broken pack quantity.  Entering a received quantity increases this amount.  Selling or transferring the item decreases the amount.

 

*O/O*  This is the current on order quantity of the item in the receiving warehouse prior to this receipt.  On order is the amount on order from the vendor.  Any broken pack units are included and are followed by the display of an E for each.  In the above example, 234 is the whole pack quantity and 3 units or broken pack quantity on order.  If this quantity is greater than zero entering a received quantity may adjust this amount.  Whether the adjustment is made is based on the set up of Global File Record 2.

 

*B/O*  This is the current back ordered quantity of the item in the receiving warehouse.  The back ordered amount is not a back ordered amount from the vendor.  This is the quantity that are on back orders from the Order Entry module.  These are back orders to your customers.  Any broken pack units are included and are followed by the display of an E for each.  In the above example, 23 is the whole pack quantity and there are no broken packs on back order.  Inventory Receipts does not adjust this figure.  The program Order Release adjusts the back ordered quantity.

 

*AL  This is the current allocated quantity of the item in the receiving warehouse.  This is the quantity that is allocated from the Order Entry module.  These are orders to your customers.  The quantity has not been shipped yet.  Any broken pack units are included and are followed by the display of an E for each.  In the above example, 116 is the whole pack quantity and 1 is the broken pack or each quantity.  Inventory Receipts does not adjust this figure.  Order Entry adds and Order Release subtracts the allocated quantity.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

The cursor is at the following prompt.

 

Rec Qty

 

A slash / returns the cursor to the Warehouse prompt.  An up arrow ^ to go back one space returns to the Item Number prompt.  Enter the amount that is being received into inventory.  Whatever quantity is entered is added to the existing on hand amount.  The quantity received should correspond to the displayed pack multiple and unit of measure.  The only exception to this is if the pack multiple is greater than 1 and a whole pack is not being received in.  A broken pack or unit is being received into stock.  To receive a broken pack or unit, enter an E for each before the entered quantity.  For example, with a pack multiple of 4 and unit of measure of CT, entering E1 receives in 1 unit not 1 carton of 4 units.  Note:  If an E for each and the quantity that is input is greater than the pack multiple, the program divides the entered amount by the pack multiple and converts to whole packs and any remaining to units.

(6 Alphanumeric)

 

If a received quantity is input that is greater than 9999, the prompt Quantity Is Very Large.  Please Check And Correct If Necessary appears.  The prompt is to warn the operator that possibly they made a keying error as the inputted received quantity is rather large.  The quantity is accepted but the operator can up arrow back from the next prompt and change the quantity or can delete or change the receipt later in the Inventory Receipts transaction.

 

If a received quantity is input as a zero, the item is deleted from the receipt.  It is like entering a slash to cancel.  The cursor returns to the Warehouse prompt.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Rec Cost

 

The current last cost displays as the default received cost.  This is from the Item File.  This is the cost for one.  The program calculates the extended cost of received quantity times received cost.  A carriage return accepts the default as the received cost or last cost.  The default received cost should be overridden if the cost of the item has been changed.  Whatever is accepted as the received cost is written back to the Item File as the last cost.  This is also used in the calculation of average cost.  An up arrow key ^ to go back one space returns to the Rec Qty prompt.  A slash / to cancel returns the cursor to the Warehouse prompt.

The received cost should always correspond with the items pack multiple.  The exception to this is when a broken pack or unit is entered as the received quantity.  When a broken pack quantity (E for each) is input, the Item Files last cost is divided by the pack multiple to calculate the each cost.  The four decimal cost is calculated.  This is the cost that is displayed as the received cost.

 

 

In the above example, the whole pack cost of 26.00 is divided by the pack multiple of 4 which equals 6.50.  This can be overridden but should be overridden to the cost for 1 unit not the cost for the whole pack.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Rec Cost

 

All of the price and cost fields in the Item File can have 4 digits after the decimal point.  This is useful for costs and prices for cabling and corona wire. For example, the cost could be .0123 or 1.0123.  Because of this ability, the costs always display with 4 numbers after the decimal point.  For example, $10.00 displays as 10.0000.  Because the majority of the prices and costs only have 2 digits after the decimal point, Inventory Receipts is able to recognize entry of the number without a decimal point and the extra 2 decimal positions and convert to the 4 decimal point display.  Note:  You may enter the decimal points, if desired, but it is not necessary.  For example, to enter $10.00 as the cost, entering 1000 or 10.00 is automatically changed to 10.0000.  To enter 50 cents as the cost enter 50 or .50 and that displays as .5000.  This is to save the operator time not having to enter decimal points.  However, if more than 2 digits after the decimal point is desired, you must enter the decimal point.  For example, the cost is .0150 or one and a half cents.  You must enter the cost in Inventory Receipts as .0150 or .015 and the cost is displayed as .0150.  If 0150 was input without the decimal point, the resulting figure is 1.5000 not the .0150 that was desired.  Thus the rule is, if a price or cost only needs two decimal positions than do not enter a decimal point or the extra two decimal positions.  If a price or cost does need 3 or 4 decimal positions than a decimal point must be entered.

 

Following are some examples.  The entry column is how the number should be keyed in.  The result column is how the number is displayed in Inventory Receipts.

 

Desired Amount                                         Entry                                      Result

$1000.00                                                       100000                                   1000.0000

$51.25                                                            5125                                       51.2500

$.0123                                                            .0123                                      .0123

$.10                                                                10                                            .1000

$.1234                                                            .1234                                      .1234

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Rec Cost

 

In order to allow a four decimal position number, there has to be a limit on the highest number that can be entered in the cost field.  This number is 200000.00 or Two Hundred Thousand Dollars.  Note:  This is not extended cost just unit or for a quantity of one.  If an attempt is made to enter a number larger than 200000.00, the prompt Number Can Not Be Greater Than 200,000.0000 appears.  The cursor returns for reinput.

 

 

If an attempt is made to enter a number that has more than 4 decimal positions, the prompt There Can Only Be 4 Decimal Positions appears.  The cursor returns for reinput.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Rec Cost

 

After the received cost is input, the newly calculated average cost is displayed.  The extended received cost is also displayed.  Note:  The extended cost is always rounded to two decimal positions.

 

The formula for average cost when receiving a whole pack is as follows.

 

A = Quantity Received X Inputted Rec Cost

B = Existing On Hand Amounts (In All Warehouses) X Old Average Cost

Note:  The calculation for existing on hand is total units divided by PM.  Any remaining units are not counted.

C = A + B

New Average Cost = C/Total Quantity  (Total Quantity = Existing + Received)

The calculation for average cost in the above sample is as follows.  The existing on hand amount is 341 in all warehouses and the old average cost is 25.50. 

 

A = 50 X 26.00 =1300.00

B = 341 X 25.50 = 8695.50

C = 1300.00 +8695.50 = 9995.50  Total Qty = 50 + 341 = 391

New Average Cost = 9995.50/391 = 25.5639= 25.56

 

If the inputted received cost is only 2 decimal places, the resulting average and last cost also is two decimals as rounding occurs.  If the inputted received cost has 3 or 4 decimal positions, the resulting calculation of new average and last cost calculates the 4 decimal positions.  When the cost has more than two decimal positions, the resulting figures within the calculation of average cost carries through up to four decimals.  For example, a quantity of 3 times a cost of 3.1555 equals 9.4665.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Rec Cost

 

 

The formula for average cost, when receiving a broken pack, is as follows.

 

A = Quantity Received X Inputted Rec Cost

B = (Existing On Hand Amounts (In All Warehouses)X PM) X Old Average Cost/PM

Note:  The calculation for existing on hand is total units divided by PM.  Any remaining units are not counted.

C = A + B      New Average Cost = (C/Total Quantity) X PM

(Total Quantity = Existing + Received)

 

The calculation for average cost in the above sample is as follows.  The existing on hand amount is 341 in all warehouses and the old average cost is 25.50. 

 

A = 1 X 6.50 =6.50

B = 341 X 4 = 1364 x 25.50 = 34782.00/4 = 8695.50

C = 6.50 + 8695.50 = 8702.00  Total Qty = 1 + 1364 = 1365

New Average Cost = 8702.00/1365 = 6.3751 X 4 = 25.50.

 

When receiving in a broken pack the calculation for last cost is the received cost times the pack multiple.  In the above example this would be 6.50 X 4 = 25.5004 = 25.50.

 

Note:  When receiving the same item in different warehouses in the same Inventory Receipts transaction, the average cost is calculated per individual receipt and does take into effect the quantity received and calculated average cost on the other receipts of the item during the transaction.  The last receipt input is the average cost and last cost written back to the Item File.  However, because the program does not update the average cost until ending out of the receipt, the newly calculated average cost displayed on the screen is not correct.  Each individual entry does not reflect the other receipts of the item during that transaction.  The Inventory Transaction Report and the actual updating reflects the correct figures.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

After the new average cost and extended received cost are displayed, the cursor continues on to the next prompt.

 

Date Recd (MMDDYY)

 

 

The default date received is displayed.  On the first receipt this is the entered transaction date from the menu.  After that the default date is whatever was entered on the last receipt added.  A carriage return accepts the default date.  This can be overridden, if desired.  Entering an invalid date produces the prompt Invalid Date --Enter Again.  The cursor returns for reinput and the default redisplays.  An up arrow ^ to go back one space returns the cursor to the Rec Cost prompt and the last cost prior to this receipt redisplays.  A slash / to cancel returns the cursor to the Warehouse prompt.  Whatever date is input is written to the Imwactd File and prints on the Stock Activity Inventory Report.  If it is a serial numbered item the date received is also written into the Serial File.  (MMDDYY)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Document #

 

 

Document number should be used to store a reference number for the receipt.  This could be a purchase order number or any other verification code or number.  On the first receipt there is no default.  After that, the default document # is whatever was entered on the last receipt added.  A carriage return accepts the default document number.  This can be overridden, if desired.  An up arrow ^ to go back one space returns the cursor to the Date Recd prompt.  A slash / to cancel returns the cursor to the Warehouse prompt.  Whatever is input is written to the Imwactd File and prints on the Stock Activity Inventory Report.  Document number is also printed on the Inventory Transaction Report.  (12 Alphanumeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

Receiving the Items  (Contd)

If the print label per line item option was activated, additional prompts appear.

 

Print Label? (Y/N) Y

 

An up arrow to go back one space is not allowed.  If you want labels to print for this item, enter a Y for yes or carriage return to accept the default of a Y for yes.  Enter a N for no not to print a label for this item.  When a yes is input, the following prompt appears.

 

Enter Number Of Labels To Print #

 

The quantity received appears as the default.  Entering a carriage return accepts the default.  This may be overridden to whatever number of labels you desire including a zero to print no labels.  An up arrow key ^ returns the cursor to the Print Label prompt.  Whatever is accepted is the number of labels that are printed for the item.  Note:  This number is stored by the program.  The actual labels are not printed until the Inventory Receipts program is exited.  (8 Digits)

 

 

After the Document Number or label prompts are input, the item is completed and the next item can be entered.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Receiving Serial Numbered Items

Additional prompts appear when a serial numbered item is entered.  Note:  The item is considered a serial numbered item if a Y for yes is in field 37, Serial No. in Item File Maintenance.  These prompts are for the purpose of entering the serial numbers of the serial numbered item.  All of the inputted information is written to the Serial File for each individual serial number.  The prompts are repeated allowing input of a Serial number, the same number of times as the entered quantity received.

 

Enter Item's Serial No. - 'N' For None   

 

 

An up arrow key ^ or a slash / to cancel are not allowed.  Input the correct serial number.  If a N for none is entered the Serial File is not updated and the entry of the item is completed.  A message Serial Record Was Not Created appears.  Note:  The on hand is still updated.  (18 Alphanumeric)

 

If an attempt is made to input a serial number that already exists in the Serial File, the message Serial Record Already Exists displays.  The cursor returns for reinput.  If a serial number is entered that has already been input during this Inventory Receipts transaction, the message Serial Number Already Entered During This Receipt displays.  The cursor returns for reinput.

 

The prompts to enter a serial number is repeated the same number of times as the inputted quantity received.  If a N for none is input for a serial number, there is no more prompts for more serial numbers even if there is more quantity received.  For example, the quantity received is three.  One serial number is input then on the second input for serial number, a N for none is entered.  There is not a prompt for a third serial number.  The on hand quantity is updated by the quantity received.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Receiving Serial Numbered Items  (Contd)

 

Enter Machine's ID Number - CR For None

 

 

Input an ID number if one exists.  If there is no ID number enter a carriage return.  This is stored in the Serial File.  Possible input is to enter the P.O. number or the A/P Invoice number or if you are tagging each machine with a special internal number that could be stored in this field.  Entering an ID number writes to the Serial.IX index.  This allows the serial number to be accessed by ID number when doing a serial number search.  Note:  It is not recommended to enter the serial number as the ID number.  This causes the machine to display twice when using the serial number search.  An up arrow key ^ to go back one space returns to the Enter Items Serial No. prompt.  (10 Alphanumeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Receiving Serial Numbered Items  (Contd)

 

Enter Machines Warranty Expiration Date (MMDDYY) - CR For None  or

Enter Machine's Warranty Expiration Date (MMDDYY) - 'CR' For Default MM/DD/YY

 

Input the machine's manufacturer's warranty expiration date.  This is written to the Serial File.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput.  If there is no manufacturers date, enter a carriage return.  A default number of days from date received to the manufacturers warranty expiration date can be stored in the Item File.  This is field 57, Mfg. Warr (Days) in Item File Maintenance.  If there is a default number in the Item File, a default manufacturers warranty expiration date is calculated and displays.  The Warranty Expiration Date is date received plus the defined number of days.  A carriage return accepts the default date.  This can be overridden to another valid date or zeroed out.  In the above example, 90 days is the default number of days.  The received date is 08/12/96.  Note:  weekends are included.  An up arrow key ^ to go back one space returns to the Enter Machines ID # prompt.  (MMDDYY)

 

Enter Initial Meter Reading - CR For None

 

If the initial meter reading is greater than zero, input the reading.  This is stored in the Serial File.  The initial meter reading is used in the calculation of average monthly volume.  (8 Numeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Receiving Serial Numbered Items  (Contd)

 

Enter Machine Cost  ########

 

 

Whatever was accepted at the Rec Cost prompt as the received cost displays as the default.  The Serial File cost is always only two decimals, thus the received cost is rounded to two decimals.  Also input of more than two decimals positions is not allowed.  A carriage return accepts the displayed received cost as the Serial File cost.  This can be overridden, if desired.  Whatever cost is accepted as the machine cost is stored in the Serial File.  Inventory Valuation Reports use the Serial File cost.  When the machine is sold, the Serial File cost is what is used for the sales cost of goods.  An up arrow key ^ to return to the Enter Initial Meter Reading prompt is allowed.  (8 Digits - Input No Decimals)

 

Used Machine (Y/N)

 

Input a Y for yes if this is a used machine.  Input a N for no if it is not a used machine.  A carriage return accepts the default of a N for no.  Used machine yes or no is stored in the Serial File.  An up arrow key ^ to return to the Enter Machine Cost prompt is allowed. 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Receiving Serial Numbered Items  (Contd)

 

If the print labels per line item feature has been activated the print labels and how many labels prompts display after entry of each serial number.  Operation is the same as described on page 71.

 

 

All of the label formats print the serial number.  If a N for no serial number is input a label is not printed for that quantity.  For example, if 2 are received but only 1 serial number is input and the option to print the one with the inputted serial number is input as yes, only 1 label is printed.  As stated earlier, the prompts are repeated allowing input of a serial number, the same number of times as the entered quantity received.

 

There is an additional feature that is available.  This is the ability to display a hash total of the serial numbers entered.  This is an old bookkeeping theory of a way to check the input of the serial numbers.  The serial numbers entered are added together producing a total.  You then add the serial numbers up on a calculator and compare to the hash total on the screen.  This only produces a total if all of the serial numbers are totally numeric, no alpha characters.  The feature is activated in the Global File, record 2, field 6 Hash Totals For Item Receipts.  Another way to verify input of serial numbers is to print the Inventory Transaction Report and compare that with the paper work.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

After the serial numbers are entered or the document number is input for non-serial numbered items, the items are redisplayed.  The quantity information that was originally displayed as Before OH and O/O, on hand and on order, is now displayed as After OH and O/O.  The after on hand figure now has the quantity that was received added to the before on hand figure.  The after on order figure is also be less the quantity received if the Global File is set to update on order quantities in Inventory Receipts.

 

In Global File Maintenance, found in the Billing module, 3-1-18, record 2, is the option to update the on order quantities.  This is field 18, Update On Order Amounts In Inventory Receipts (Y/N):.  Entering Y for yes reduces an on order amount that is greater than zero by the received amount.  Entering a N for no does not adjust the on order amount.

 

There are two ways to add to the on order quantities of items.  On Order is always updated when a purchase order is created in the Purchase Order module.  The other is to use the On Order Posting program.  For systems that are not using the P.O. module, the only way to enter on order quantities is to post them through the On Order Posting program.  If on order is being added to, it needs to be reduced when the items are received into inventory.  When items on purchase orders are received into inventory through P.O. Receipts, the on order is automatically reduced.  Inventory Receipts also reduces the on order amount if it is greater than 0.  For those systems that use the Purchase Order module, having Inventory Receipts reduce the on order amount may be incorrect as the item may also be on a purchase order and is then adjusted incorrectly unless only non-P.O. items are posted through On Order Posting.  But for the systems not using Purchase Order and are posting on orders you would want it reduced by the receipt.  How on order gets added to depends on the proper setting of the Global File to reduce on order.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

While adding items when the current input screen is full, the display of the first two items on the screen is removed and the screen scrolls up rather than clearing the screen and beginning a new screen.  The operator can always view on the current input screen, the last 3 receipts that were entered.  To illustrate this, see the following examples.

 

The first example shows the screen as it looked at the time the fifth item on the screen is being added.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

The next example shows the screen as it looked after completing the adding of the  receipt of the fifth item, Part4.

 

 

Notice that the items on line 1 and 2 no longer appear on the screen.  The cursor is at the Warehouse prompt on line 6.  After an item is entered for line 6 and 7, lines 3 and 4 scroll off the screen.  This continues until END is entered at the Item Number prompt.  At that time, the next, previous prompts appear and the ability to page back and forth on the screens is activated.

 

The program does not allow input of an item in the same warehouse more than once.  You may enter multiple receipts for the same item in different warehouses but not in the same warehouse.  You would have to totally exit Inventory Receipts and re-enter the program to enter another receipt for the same item and warehouse.  The reason for this is to display the correct on hand before and after and allow changing of a receipt.  You can only have one record per item per same warehouse on an individual Inventory Receipt transaction run.  During the adding of a receipt, if an attempt is made to enter an item and warehouse that has already been entered during the Inventory Receipt transaction run, the following prompt appears.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Quantities For This Item And Warehouse Were Already Entered On Line No.  ##

Do You Wish To Continue (Y/N)                                            

 

 

The line number that the item was already entered on is displayed.  Entering a N for no cancels the input.  The cursor returns to the Warehouse prompt.  Entering a Y for yes automatically accesses the receipt record for that item and warehouse.  You actually are in the change mode and are allowed to change the quantity received, cost or receiving warehouse of the record that was already input.  Even though you cannot enter the same warehouse and item more than once, the program alerts you to this and brings you directly to the record and allows a change of information.  For operating instructions in the change mode, see page 83.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Item Number

 

When END is input at the Item Number prompt or a duplicate receipt is entered and the change mode is accessed, the add/change/delete feature is activated.  Entering END is just an initial ending command.  This is not the final exit of Inventory Receipts.  When END is entered, one of the two following prompts appear: 

 

Enter A'dd, C'hange, D'elete, Or E'nd: 

Display P'revious, A'dd, C'hange, D'elete, Or E'nd:

 

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

 

Enter A'dd, C'hange, D'elete, Or E'nd: 

Display P'revious, A'dd, C'hange, D'elete, Or E'nd:

 

The first prompt appears when there is only one screen of items received.  The second prompt appears when there is more than one screen of items received.  Entering a P for previous goes back one screen.  If the items received fill more than 2 screens, going back produces the following prompt.

 

Display Next, Previous, Add, Change, Delete, Or End: N

 

Entering a N for next accesses the next screen of items.  You may go back and forward as many screens as exist.

 

Enter A'dd, C'hange, D'elete, Or E'nd: 

Display P'revious, A'dd, C'hange, D'elete, Or E'nd:

Display Next, Previous, Add, Change, Delete, Or End:N

 

You may add additional item receipts.  Enter an A for Add.  The cursor is at the Warehouse prompt.  The line number is incremented.  No matter which screen you are on when the Add command is given, the cursor goes to the last screen to add the item.  Once the Add command is given, you are basically back in the original Add mode.  Operation is the same as described beginning on page 56.  Entering an END at the Item Number prompt accesses one of the three above prompts.

 

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt

Enter A'dd, C'hange, D'elete, Or E'nd: 

Display P'revious, A'dd, C'hange, D'elete, Or E'nd:

Display Next, Previous, Add, Change, Delete, Or End: N

 

Entering a C for change allows an entered receipt to be changed.  The item does not have to be displayed on the screen to be selected for a change.  The following prompt appears.

 

Enter Line Number To Change Or C'ancel

 

 

To cancel the change command, enter a C.  The cursor returns to the Add, Change, Delete prompt.  Enter the corresponding line number of the item receipt that is to be changed.  If a line number is entered that does not exist, the prompt Invalid Line Number appears.  The cursor returns for reinput.  An up arrow key ^ returns the cursor to the Add, Change, Delete prompt.  Once a valid line number is input, the item is displayed at the top of the screen, and the cursor is at the first field that can be changed.  The After OH and O/O quantities are changed back to the Before OH and O/O quantities.  The before quantities reflect the quantities prior to the entry of this receipt.  The bin location for the receiving warehouse is displayed.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

 

Wh

 

 

The original receiving warehouse is displayed.  A carriage return accepts the displayed warehouse.  This can be changed to a valid warehouse.  Enter the warehouse that the item is to be received into.  On hand and date received is updated in this warehouse. If an invalid warehouse number is input, the prompt Invalid Warehouse displays.  The cursor returns for reinput.  (1-9999)

 

If the warehouse number is changed to a warehouse that has already been entered for that item on another line on the receipt, the following prompt appears.

 

Quantities For This Item And Warehouse Were Already Entered. Change Not Allowed.  You May Change Line Number  # .  Press 'CR' To Continue                    

 

 

The line number that the item and warehouse has already been entered on displays.  The change to this item receipt is not allowed as the same item and warehouse cannot be entered more than once on the same Inventory Receipts transaction.  The carriage return redisplays the Add, Change, Delete prompt allowing selection of that line for a change for that item and warehouse.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

Wh

 

When the warehouse is changed, the item must be stocked in the warehouse that is entered.  If the item is not stocked, the following prompt appears.

 

Item Not Stocked In This Warehouse

Do You Wish To Stock This Item In This Warehouse (Y/N)

 

 

Enter a Y for yes to create an Item Warehouse record for the item in the indicated warehouse.  The item is now stocked in the warehouse and the on hand amount is updated for the item in the warehouse.  Enter a N for no not to stock the item in the inputted warehouse.  The cursor returns to the Warehouse prompt.  When a yes is input to stock the item, the prompt  Enter A Y For Yes This Is A Non-Stock Item Or A N For No This Is Not A Non-Stock Item appears.  Enter a Y to set the non-stock indicator to yes or a N to set the non-stock indicator to no for the item in the inputted warehouse. 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

 

Rec Qty

 

An up arrow ^ to go back one space returns to the Warehouse prompt.  The quantity that was entered on the Add displays as the default.  A carriage return accepts this.  If an E to receive a broken pack was entered on the add, carriage returning at the E leaves the quantity received as an each.  If the displayed received quantity is incorrect, enter the amount that is being received into inventory.  Overriding the amount replaces what was entered on the add.  It does not add or subtract from it.  To receive a broken pack or unit, enter an E for each before the entered quantity.  For example, with a pack multiple of 4 and unit of measure of CT, entering E1 receives in 1 unit not 1 carton of 4 units.  Note:  If an E for each and the quantity that is input is greater than the pack multiple, the program divides the entered amount by the pack multiple and converts to whole packs and any remaining to units.  (6 Alphanumeric)

 

If a received quantity is input that is greater than 9999, the prompt Quantity Is Very Large.  Please Check And Correct If Necessary appears.  The prompt is to warn the operator that possibly they made a keying error as the inputted received quantity is rather large.  The quantity is accepted but the operator can up arrow ^ back from the next prompt and change the quantity or can delete or change the receipt later in the Inventory Receipts transaction.  If a received quantity is changed to a zero, the item is deleted from the Inventory Receipts transactions.  It is like entering a delete command.  The cursor returns to the Add, Change, Delete prompt.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

 

Rec Cost

 

 

The received cost that was input on the Add displays as the default.  This is the cost for one.  A carriage return accepts the default as the received cost or last cost.  The default received cost should be overridden if the cost of the item was entered incorrectly.  Whatever is accepted as the received cost is written back to the Item File as the last cost.  This is also used in the calculation of average cost.  An up arrow key ^ returns to the Rec Qty prompt and the amount entered on the Add redisplays.  A slash / to cancel returns the cursor to the Warehouse prompt.  Entry of cost is the same as described on the add allowing four decimal positions.  The same error messages display when necessary.  See page 65 for details.

 

When the original added quantity received is changed to a broken pack quantity (E for each) received, the received cost entered on the Add is divided by the pack multiple to calculate the each cost.  This is the cost that is displayed as the received cost.  The same occurs when an each is changed to a whole pack, each cost times pack multiple.  All four decimal positions on cost are used.

 

When the quantity received or cost are changed, the average cost is recalculated and redisplayed.  The program re-calculates the extended cost of received quantity times received cost.  The cursor continues on to the next prompt.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

 

Date Recd (MMDDYY)

 

 

The date received input on the Add displays.  A carriage return accepts this date.  This can be overridden.  Entering an invalid date produces the prompt Invalid Date --Enter Again.  The cursor returns for reinput, and the default redisplays.  An up arrow key ^ returns the cursor to the Rec Cost prompt.  Whatever date is input is written to the Imwactd File and prints on the Stock Activity Inventory Report.  A serial numbered item will have the date received written into the Serial File.  (MMDDYY)

 

Document #

 

 

The document # entered on the Add displays as the default.  A carriage return accepts the default document number.  This can be overridden, if desired.  An up arrow key ^ returns the cursor to the Date Recd prompt.  A slash / to cancel returns the cursor to the Rec Qty prompt.  Whatever is input is written to the Imwactd File and prints on the Stock Activity Inventory Report.  Document number is also printed on the Inventory Transaction Report.  (12 Alphanumeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Changing a Receipt  (Contd)

 

If labels per line item is activated, the Print Label and Enter Number Of Labels To Print prompts appear.  Operation is the same as described on page 71.

 

Changing A Serial Numbered Item

 

When a serial numbered item is changed, the program displays the serial numbers that were already entered for this item.  This displays after entering the normal received prompts, see pages 83 to 87.

 

 

All of the serial numbers that had been entered are displayed.  All of the Serial File information that was keyed in for each serial number is also displayed.  Each serial number is assigned a line number to be used for modifications.  The operator has the ability to change the displayed Serial File information and also can change the actual serial number.  The operator can also delete the records and then add the correct serial number record.  The cursor is at one of the two following prompts.

 

Enter Add Change Delete End

Enter Next Add Change Delete End: N

 

The first prompt appears if there are less than 13 serial numbers.  The second prompt appears when there is more than 12 serial numbers.  Entering an E to end exits the item and returns to the screen that displays the items.  Entering a N for next accesses the next screen of inputted serial numbers.  The cursor is at one of the two following prompts.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing A Serial Numbered Item  (Contd)

 

Enter Next Previous Add Change Delete End: N

Enter Previous Add Change Delete End: N

 

The first prompt appears until the last screen of serial numbers is accessed.  The second prompt appears when the last screen is accessed.  Entering an E to end exits the item and returns to the screen that displays the items.  Entering a N for next accesses the next screen of inputted serial numbers.  Entering a P for previous goes back one screen of serial numbers.  You may go back and forward as many screens as exist.

 

Enter Add Change Delete End

Enter Next Add Change Delete End: N

Enter Next Previous Add Change Delete End: N

Enter Previous Add Change Delete End: N

 

The program does not allow more serial numbers to be added that exceed the amount of quantity received.  If an A for Add is entered and the number of serial numbers equals the current quantity received, the following prompt appears.  The cursor returns for reinput.  The quantity received is inserted into the message.

 

There Are Already # Serial Numbers Entered For This Item.  Add Not Allowed.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing a Serial Numbered Item  (Contd)

 

When an Add is allowed the cursor is at the following prompt.

 

Serial Number or None

 

 

An up arrow key ^ or a slash to cancel are not allowed.  Input the correct serial number.  If a N for none is entered the Serial File is not updated.  A message Serial Record Was Not Created appears.  (18 Alphanumeric)

 

If an attempt is made to input a serial number that already exists in the Serial File, the message Serial Record Already Exists displays.  The cursor returns for reinput.  If a serial number is entered that has already been input during this Inventory Receipts transaction, the message Serial Number Already Entered During This Receipt displays.  The cursor returns for reinput.

 

Machine's ID Number

 

Input an ID number if one exists.  If there is no ID number enter a carriage return.  This is stored in the Serial File.  Possible input would be to enter the P.O. number or the A/P Invoice number.  Or if you are tagging each machine with a special internal number, it could be stored in this field.  Entering an ID number writes to the Serial.IX index.  This allows the serial number to be accessed by ID number when doing a serial number search.  An up arrow key ^ to go back one space returns to the Serial Number or None prompt.  (10 Alphanumeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing a Serial Numbered Item  (Contd)

 

Warranty Expiration Date

 

Input the machine's manufacturer's warranty expiration date.  This is stored in the Serial File.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput.  If there is no manufacturers date, enter a carriage return.  An up arrow key ^ returns to the Machines ID Number prompt.  A default number of days from date received to the manufacturers warranty expiration date can be stored in the Item File.  This is field 57, Mfg. Warr (Days) in Item File Maintenance.  If there is a default number in the Item File, a default manufacturers warranty expiration date is calculated and displays.  The Warranty Expiration Date is date received plus the defined number of days. Note:  weekends are included.  A carriage return accepts the default date.  This can be overridden to another valid date or zeroed out. (MMDDYY)

 

Initial Meter Reading

 

If the initial meter reading is greater than zero, input the reading.  This is stored in the Serial File.  The initial meter reading is used in the calculation of average monthly volume.  An up arrow key ^ to go back one space returns to the Warranty Expiration Date prompt.  (8 Numeric)

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing a Serial Numbered Item  (Contd)

 

Machine Cost  ########

 

Whatever was accepted at the Rec Cost prompt as the received cost displays as the default.  A carriage return accepts this as the Serial File cost.  This can be overridden, if desired.  Whatever cost is accepted as the machine cost is stored in the Serial File.  Inventory Valuation Reports use the Serial File cost.  When the machine is sold, the Serial File cost is what is used for the sales cost of goods.  An up arrow key ^ to return to the Initial Meter Reading prompt is allowed.  (8 Digits - No Decimals)

 

Used Machine (Y/N)

 

Input a Y for yes if this is a used machine.  Input a N for no if it is not a used machine.  A carriage return accepts the default of a N for no.  Used machine yes or no is stored in the Serial File.  An up arrow key ^ to return to the Machine Cost prompt is allowed. 

 

If labels per line item is activated, the Print Label and Enter Number Of Labels To Print prompts appear.  Operation is the same as described on page 71.

 

After the serial number is added, the cursor returns to the display of the serial numbers to allow more modifications to the serial numbers for the item.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing a Serial Numbered Item  (Contd)

 

When a C for change is entered the following prompt appears.

 

Enter Serial Line To Change Or CR To End

 

 

Enter the line number that corresponds with the serial number that is to be changed.  A carriage return exits the change mode.  The add, change, delete prompt reappears.  If an invalid line number is entered, the prompt Serial Line Does Not Exist, appears.  The cursor returns for reinput. 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing A Serial Numbered Item  (Contd)

 

Enter Serial Line To Change Or CR To End

 

When a valid line is entered, the program accesses the serial number input screen.  The original inputted Serial File information is displayed as the defaults.  A carriage return accepts the displayed defaults.  All of the fields can be overridden including the serial number.  If the wrong serial number was entered, you may enter the correct one by changing the incorrect one to another serial number.  When overriding, operation is the same as when first adding the serial number, as described on page 72.

 

 

When the change is completed and the serial numbers are redisplayed, the new information is displayed.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing A Serial Numbered Item  (Contd)

 

When a D to delete a serial number is input, the following prompt appears.

 

Enter Serial Line to Delete Or CR To End

 

 

Enter the line number that corresponds with the serial number that is to be deleted.  A carriage return exits the delete mode.  The add, change, delete prompt reappears.  If an invalid line number is entered, the prompt Serial Line Does Not Exist, appears.  The cursor returns for reinput.  When a valid line is input, the line and its information is displayed, and the following prompt appears.

 

OK To Delete (Y/N)

 

Enter a Y to delete the serial number.  Enter a N to cancel the delete command.  When the delete is completed or canceled, the serial numbers are redisplayed.

 

Normally the quantity received matches the quantity of serial numbers.  Thus, an Add is not made until a delete is made or the quantity received is increased or the first time through a N for no serial number was entered.  Also note that if the received cost is changed, this will not automatically change the Serial File/machine cost on the existing serial numbers for this receipt.  Only adding new ones would reflect the changed cost as the default.  Remember you can select as a change the actual serial number to change the Serial File cost.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing A Serial Numbered Item  (Contd)

 

Enter Add Change Delete End

Enter Next Add Change Delete End: N

Enter Next Previous Add Change Delete End: N

Enter Previous Add Change Delete End: N

 

When you are finished making modifications to the serial numbers, enter an E to end.  If the number of serial numbers is less than the current quantity received entered during the change, the following prompt appears.

 

The Number Of Serial Numbers Entered Is Less Than Quantity Received.

Is This Correct (Y/N)                                               

 

 

In the above example, notice the current received quantity is 3 and there are only 2 serial numbers as one was deleted.  Entering a N for no redisplays the Add Change Delete prompts.  If you want the quantity received to not equal the number of serial numbers, enter a Y for yes.  This would occur when a N for no serial number was entered either during the change or on the original input of the serial numbers.  The serial number screen is exited.  The item screen is returned to.  Note:  The on hand and on order quantity is updated by the quantity received regardless of the number of serial numbers entered.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Changing a Receipt  (Contd)

Changing A Serial Numbered Item  (Contd)

 

After inputting an E to end if the number of serial numbers is greater than the current quantity received entered during the change, the following prompt appears.

 

More Serial Numbers Were Entered Than The Quantity Received.

Please Delete # Serial Numbers.

Press CR To Continue

 

 

The program does not allow input of more serial numbers then what the quantity received is.  The prompt displays the number of serial numbers that must be deleted in order for the quantity received to match.  In the above example, notice the current received quantity is 2 and there are 3 serial numbers.  This could occur if the original quantity received was greater than the changed quantity received.  A carriage return returns the cursor to the Add Change Delete prompt. 

 

If hash totals are being displayed, they redisplay when ending out of the serial number screen.

 

If you totally messed up the entry of the serial numbers, you can delete the item from the receipt.  This automatically deletes the serial numbers.  Changing the quantity received to zero also deletes the item and serial numbers from the receipt.

 

After a change is completed, the item is redisplayed.  The After OH and O/O returns to the display with the received quantities reflected.

 

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving The Items  (Contd)

Deleting a Receipt

 

Enter A'dd, C'hange, D'elete, Or E'nd: 

Display P'revious, A'dd, C'hange, D'elete, Or E'nd:

Display Next, Previous, Add, Change, Delete, Or End: N

 

Entering a D for delete allows an entered receipt to be deleted.  The item does not have to be displayed on the screen to be selected for a delete.  The following prompt appears.

 

Enter Line Number To Delete Or C'ancel   

 

 

To cancel the delete command, enter a C.  The cursor returns to the Add, Change, Delete prompt.  Enter the corresponding line number of the item receipt that is to be deleted.  If a line number is entered that does not exist, the prompt Invalid Line Number appears.  The cursor returns for reinput.  An up arrow key ^ returns the cursor to the Add, Change, Delete prompt.

Inventory Receipts  (Contd)

 

 

Enter Data  (Contd)

 

Receiving the Items  (Contd)

Deleting a Receipt  (Contd)

 

Once a valid line number is input, the item is displayed at the bottom of the screen.  The cursor is at the following prompt.

 

Verify Delete Cancel