Program Description
This program can be found on the Inventory Reports Inventory Control menu (INV-4-3-5). It was designed by MT Business Technologies, Inc. This report shows the starting inventory dollar amounts for all items and all transactions effecting inventory for each month in the report range. The report mainly uses the Sales History (SAHIST.DT) file and the Inventory Transaction (IMWACTD) file to gather the information on inventory levels and transactions. The report will also look at the ITEM file and Item/Warehouse (ITEMWHD) file for the information. The Sales History file is only updated during the end of month and end of year field clearing processes. Only the previous year and current years records are kept in this file. The inventory transaction file is updated during the month through the Inventory Management Data Entry programs. These records are kept on the system until you purge the Inventory Transaction file. It is recommended to not purge these records for the previous year and current year's information. This is to keep the dollar figures accurate on the report.
The report shows all fields as a dollar figure of all items for each month in the report range. The dollar figures are rounded to the nearest dollar, the cents are dropped off. The cost the report uses is either the average or the last cost. The program verifies the Billing Control file cost switch in the Global File Maintenance program to determine which cost to use. The Sales History file holds the on hand and the cost (average or last) per month. The starting inventory is the on hand multiplied by the cost for the previous month. The starting inventory amount for the month should be the same as the ending inventory amount for the previous month. If there are any items that have had their cost change from one month to the next month, the ending inventory will not equal the starting inventory for the next month. There is a cost exception report that may be printed to show the items that have had cost changes. As the month progresses, inventory is received which adds to the on hand. These are inventory receipts from vendors to other warehouses and inventory transfers from warehouse one to other warehouses. These are stored in the Inventory Transaction file.
Inventory is consumed during the month, which subtracts from on hand. These are items invoiced out of the warehouse and stored in the Sales History file. Inventory is also consumed in other ways, which subtracts from the on hand quantity. The report is calling them Non Consumption Transfers Out. These are transfers out from one warehouse to another without updating the Sales History file. During the month, transfers back into the warehouse add back to the on hand quantity. The report is calling them Non Consumption Transfers In. They are transfers back into a warehouse from another warehouse without updating the Sales History file. The on hand figure is also effected by on hand adjustments and physical postings during the month. These are both stored in the Inventory Transaction file. All of the transactions that effect inventory are added to or subtracted from the starting inventory to make up the ending balance for the month. A couple of calculations are done on the consumption for the month and the ending inventory value for the month to determine the turn ratio.
The following prompts are described below:
Beginning Fiscal Month Or E'nd
Enter a specific fiscal month or beginning fiscal month. This is the fiscal month and not the calendar month to be inputted. The report mainly uses the Sales History (SAHIST.DT) file, which is updated during the end of month field clearing procedures.
Ending Fiscal Month
Enter in the ending fiscal month. Do not input the current fiscal month. The range of months must be greater than or equal to three months to accommodate the three months average calculations. The range of months must be less than or equal to 12 months. The report print out only has room for up to 12 months. If the range of months input is less than 3 or greater than 12 than the following message will appear:
The Range of Months Must Be Greater Than 3 And Not Greater Than 12 The cursor will return to the ending fiscal month for re-input. If the ending month includes the current fiscal month the following message will appear: Cannot Use Current Fiscal Month In The Calculations The cursor will return to the ending fiscal month for re-input. If the beginning fiscal month is greater than the ending fiscal month entered, the report checks Sales History information from last year and the following message will display underneath the ending fiscal month: Will Be Gathering At Least Some Information From Last Year's Sales History
Beginning Warehouse Number, Or A'll
Enter a specific warehouse number, or beginning warehouse number range if desired. Enter an A for all warehouses to be included. The warehouse that it looks at is from the ITEMWHD file. (4 numeric)
Ending Warehouse Number
The beginning warehouse will display as the ending warehouse, pressing return will accept this as the ending warehouse number or enter an ending warehouse number if desired. If the beginning warehouse number is greater than the ending warehouse the following message will display:
Beginning Warehouse Is Greater Than Ending Warehouse. The cursor will return to the ending warehouse for re-input. The warehouse that it will look at is from the ITEMWHD file. (4 numeric)
Beginning Product Class Or A'll
Enter a specific product class or a beginning product class range. Enter A for all product classes. The product class the report looks at is from the ITEM file. (4 numeric)
Ending Product Class
The beginning product class will display as the ending product class, pressing return will accept this as the ending product class or enter a product class if desired. If the beginning product class is greater than the ending product class the following message will display:
Beginning Product Class Is Greater Than Ending Product Class. The cursor will return to the ending product class for re-input. The warehouse that it will look at is from the ITEM file. (4 numeric)
Print The Cost Exception Report (Y/N)
Enter Y for yes to print the individual items and their cost differences from month to month. Enter N for no to not print this report.
Print Items With A Cost Difference Over $
(Ex: 1 = $00.01, 100000 = $1000.00)
This question relates to the exception report. Enter in the significant amount of cost difference from month to month you prefer to see. As the example shows, if enter in a 1 it will display and costs greater than 1 cent.
Results
The following screen display shows the report results for the inputs above:
The report uses the existing indexes of ITEMXPF from the Item (ITEM) file. IMWACT2X from the Inventory Transaction (IMWACTD) file and ITEMWHX from the Item Warehouse (ITEMWHD) file. As the report is running, the following with display on the screen: PC # Item Number #.
Cost is the average or last cost, depending on what is set up in Billing Control File Maintenance. The Inventory Transaction file records takes the transaction quantity multiplied by the Inventory Transaction file cost to calculate the dollar value. This report does not round to the nearest dollar. It also displays the cents value.
ITEM COST EXCEPTION REPORT PRINT COST OVER $ (Entered number)
ITEM NUMBER
The item number in Sales History (SAHIST.DT) file
DESCRIPTION
This is the item numbers description from the ITEM file.
P/M
The pack multiple of the item number from the ITEM file.
COST
This cost is the new average cost for the month and year that displays.
DIFFERENCE
This is the amount of difference between the two costs for the range of months.
MONTH TOTAL
Prints out the totals per month of the two costs and the difference columns.
GRAND TOTAL
Prints out the totals for all the months of the two costs and the difference columns.
Programmer Notes:
This report is from MT Business Technologies, Inc. Their version of the program is called MANSAH. The report has been changed to have a MANSW set up. For MT Bus. set this MANSW to 1 (LINE 53) and for everyone else leave this at zero. This will then take the place of that one.
There is the option to enter a forward slash (/) to cancel the program at any time and return to the previous menu. There is also the option to enter Shift-6 (^) to return to a previous field. The ESC escape key may also be entered at any time to interrupt printing.
Rev 15 Changes
The headings that displayed the month and year on the columns, was not coded to print 00 for year 2000, or 01 for year 2001, etc. Instead, it would print blank for year 2000 and 1 for year 2001, etc. This has been corrected.
Logic was added to the month totals and the report totals on the Cost Exception Report to allow for larger numbers in the totals without generating an Arithmetic stop.
Prior to Revision 15, when the operator ran the report for All warehouses, it would run for warehouse 2 through 9999. There was no way to get the information for warehouse 1. An option was added so that the operator can print information for “corporate” which is warehouse 1. The calculations for corporate and the other warehouses is slightly different. See detailed documentation for further information
There was code in the report to print the Cost Exception Report if the operator answered Y for yes to print that report. The Cost Exception Report printed items that had a cost change between two fiscal months and that is over a dollar amount entered by the operator. This report will now print if the operator answers Y to have the report print.
The year figures on the Cost Exception Report were not coded to print 00 for year 2000, or 01 for year 2001, etc. Instead, it would print blank for year 2000 and 1 for year 2001, etc. This has been corrected.
Changes were made to the screen to move the prompts closer together. See screen sample below:
