Program Description
Inventory Transfer is a new program in Rev 14 that can be found on the Inventory Data Entry menu, (INV1-12). This allows you to transfer inventory by using an Order Number. This will transfer items on an order (serialized and non-serialized) from one warehouse to another. This program is meant to be used mainly for demo machines. The machine and all accessories will be placed on an order to your company. The serial machines will also be put in custody to the order. When the machine is placed on demo, the ship-to customer number can be changed in Order File Maintenance. When the machine is returned from the demo, the ship-to customer number can be changed back to the internal customer number. Likewise, if the warehouse the machine and accessories are placed in moves around, this program can be used to transfer those items to a different warehouse while they are on an order.
This program can also be used if an order was entered with the incorrect warehouse number. If all line items need to be changed to a different warehouse number, this program would allow you to change the warehouse faster than changing each individual line item in Order File Maintenance. This program cannot be used on orders that have been fully released. Also, the program will not transfer a line item that has been partially released. If the item number and new warehouse number do not exist in the Item Warehouse File (ITEMWHD), the program will prompt if the item should be stocked in that warehouse. If you enter Y for yes, the Item Warehouse record will be created.
The operator has the option to change the warehouse in the Order Header File (OEHDRD) but not change the warehouse in the Order Line Item File (OELID). If the operator changes the warehouse on a line item record, the program will subtract the quantity from the Allocated field in the old warehouse. It will add the quantity to the Allocated quantity in the new warehouse. If the warehouse is warehouse 1, the file updated is Item File (ITEM). If the warehouse is warehouse 2 through 9999, the record updated is the Item Warehouse File (ITEMWHD). If the order is a direct ship order (Ship Via equals 5), the Allocated field will not be adjusted. Two records will be created in the Inventory Transaction File (IMWACTD). One record will show the transfer out of the old warehouse and one will show the transfer into the new warehouse. This file is used for the Stock Activity Inventory Report. If the machine is serialized, and there is a serial number placed on custody to the order, the Serial File (SERIALD) will have the warehouse number changed to the new warehouse number. If the Machine Tracking feature is activated in Service Call Control File Maintenance, a Machine Tracking record for the movement will be created for the machine.
Sample of Machine Tracking record in Service History Inquiry:
This program can also be used to transfer predefined and free-flowing kits on an order to a new warehouse.
If the operator does not change the warehouse number on a line item, the Machine Tracking record and Inventory Transaction record will not be created for that line item. This is because there was no change in warehouse number.
Example:
Enter the order number that should be transferred. The program will check to make sure it is a valid order and that is has at least one line item on the order. If the order is fully released, a message will be displayed stating “Order Has No Open Line Items. Transfer Not Allowed.” and return to the Order Number prompt.
Once a valid order is entered, the program will display the warehouse number that is stored in the Order Header File (OEHDRD). The operator can return to accept the old warehouse number, or enter in a new warehouse number. The warehouse number in the header is not used in many places. There may be some Application Manager reports that use this field. If all the line items are going to be transferred to a new warehouse, the header should be changed also.
Once the Order Header Warehouse Number has been entered, the program will ask for the Document Number. This field is used when creating the Inventory Transfer records for each line item on the order. It will print on the Stock Activity Inventory Report. This field is twelve alphanumeric characters long. The operator can return at this field for a blank document number field.
The program will then check to see if all of the unreleased line items have the same warehouse number. If the unreleased lines have the same warehouse, the operator is given the opportunity to transfer all of the unreleased line items to a new warehouse without going through every single line item. A message is displayed stating “All Unreleased Line Items Are In Warehouse ##. Do You Wish To Change A’ll Lines To A New Warehouse, Or I’ndividually Change Warehouses?”. Enter A for all to change all warehouses on unreleased line items to a new warehouse. Enter I to go through all unreleased line items individually and change the warehouse to a new warehouse.
If A is entered to change all line unreleased line items to a new warehouse, the program will prompt to enter a new warehouse number. Once the new warehouse is entered the program will update the files and return to the Enter Order Number prompt. If the program encounters an item and new warehouse number that do not exist in the Item Warehouse File (ITEMWHD), the program will prompt if you would like to stock the item in the warehouse. If you enter N for no, the warehouse for that line item will not be changed. If you enter Y for yes, the item warehouse record will be created in the ITEMWHD file.
If you choose to individually change warehouses, or if the unreleased line items have different warehouse numbers, the program will display the unreleased line items on the screen. See screen sample below:
The No. field is the line number on the screen. The Item Number is from the Order Line Item File (OELID). The Item Description comes from the Item File. If the machine is serialized, and a serial number was entered, the serial number will display under the serial number heading. The Qty column is the quantity ordered. The PM column is the pack multiple. The program will display the warehouse number under the old and new warehouse columns. The cursor will go from one line item to another. If you would like to keep the item in the same warehouse, you can return at the new warehouse prompt to accept the old warehouse number as the default. If the operator enters a warehouse number, it must be a valid warehouse number in the Warehouse File (WHD). The program will check to see if the item and the new warehouse number exist in the Item Warehouse File (ITEMWHD). If it does not exist, the program will prompt you if you would like to stock the item in the warehouse.
If you enter a slash (/) at any prompt, the program will cancel out to the menu and the original order will not be updated. If you are in the line item portion when a slash was entered, the Order Header will not be updated. Also, if you choose to stock an item in a warehouse prior to slashing out of the program, the Item Warehouse record will not be created.
The program does not allow you to Shift 6 (^) from one line item back to the previous one. If a mistake was made, the operator can either slash (/) at new warehouse prompt to cancel out and start over, or continue with the order and when finished, go back in the order and make the corrections needed.
If the order has multiple screens, the program will prompt for new warehouses for the first thirteen items. Then, it will display the next screen of items. See screen samples below:
Screen 1:
Screen 2:
Rev 15 Changes
There was a problem with this program if the order had a machine on Order Custody and the Warehouse in the Serial File was being changed. The On Hand quantity in the warehouses would not be affected. This has been corrected.
There was also a problem if the machine on Order Custody and that line on the order was backordered. The Allocated for the two warehouses would be affected. In fact, the Allocated quantity should not have been affected and the Backordered quantity should have been affected. This has been corrected.
If your dealership has run this program on orders that contain serialized machines, two System Manager Programs should be run to correct the On Hand, Allocated and Back ordered figures. They are Fix OH / Serialized Items WH 1 – 9999 (LMS.17.1.6.3) and Update Alloc/BO Using Open Orders (LMS.17.1.6.6). These should be run when no one is on the system.