Warehouse/Item File Maintenance (BIFM111)

Warehouse/Item File Maintenance can be found on the Inventory File Maintenance 3-3, Purchase Order File Maintenance 3-7, Billing File Maintenance 3-1-11 and Order Entry File Maintenance 3-3, menus.  In the Billing, Order Entry, Purchase Order and Inventory modules, inventory status is tracked by warehouse.  Warehouses are created and assigned a number in the program Warehouse File Maintenance.  The description of the warehouse is also entered.  Shipping information for direct ship purchase orders can also be added.  Prior to adding items into the system, the Warehouse File must be entered.  The first warehouse that should be added is warehouse 1.  All systems must have a warehouse 1 created.  This is the main warehouse and all items added into the Item File are automatically assigned to be stocked in warehouse 1.  Other warehouses can be assigned a number from 2 to 9999.  These warehouses must also be added to the system through Warehouse File Maintenance.  Other warehouses include the branch warehouses and technician car stocks.  Warehouses are also created strictly for tracking and analysis purposes.  They are not actually a physical warehouse.  An example of this is a warehouse for custody, rental, and used machines.   When stocking items in warehouses other than warehouse 1, the items are assigned to the Item Warehouse File.  Note:  An item cannot be sold or received into inventory unless it is stocked in the warehouse.

 

When items are added into the system through Item File Maintenance, they are automatically stocked in warehouse 1.  There is also the option to stock the item in the other warehouses, 2-9999.  The other way to stock an item into a warehouse other than warehouse 1 is through Warehouse/Item File Maintenance program.  Items can also be stocked in other warehouses through Warehouse File Part 2, which is found on the Inventory File Maintenance menu 3-5.  When adding items on a purchase order, the ability to stock the item is also available.  The Inventory data entry programs also allow stocking of an item.

 

Stocking an item in another warehouse is just the first step.  All that does is allow the item to be sold or entered into inventory.  Thus comes the other function of Warehouse/Item File Maintenance, that is to define the inventory parameters for the item in a specific warehouse other than warehouse 1.  This includes the minimum and maximum desired inventory levels, the order quantity, lifo quantity, bin location, whether the item is a non-stock item, and whether the item is allowed to go to a negative on hand quantity in the specific warehouse.  Parameters relating to the updating of the minimum and maximum amounts by the Min and Max report are also included.

 

 

 

Introduction  (Contd)

 

The Warehouse/Item File Maintenance program also displays the current inventory quantities, and sales and cost of sales month, and year to date and last year's figures for the item in the specific warehouse.

When an item is no longer needed to be stocked in a warehouse, the item can be deleted from the warehouse through Warehouse/Item File Maintenance.  Also any changes on the inventory parameters are made in the program.  Note:  When an item is stocked in a warehouse through the Item File or Purchase Order and Inventory Data Entry programs, not all of the inventory parameters are defined.  Entering the change mode in Warehouse/Item File Maintenance is the way these parameters must be entered.

 

Item numbers can be accessed in the add, change, and delete mode by item number, item alpha or description, or item association search.

 

When an item is accessed in the change mode, a record is written to the Inventory Transaction File, Imwactd File.  Included in this record are the system and transaction date, system time change was made, and operator initials.  This helps identify who and when Item/Warehouse File changes are being made.  These transactions can be accessed with the Stock Activity Inventory Report.  When an item warehouse record is deleted, a record is also written to the Imwactd File.  The same information is stored as described for a change with the addition of a description of Item Warehouse Record Deleted.

 

There is a printout of the Item Warehouse File in the Inventory module, 4-1-10.

 

 

 

Enter Data

 

Enter Procedure Type  A'dd  C'hange  D'elete  E'nd   

 

Enter A to add an item to the Item Warehouse File.  Enter C to change Item Warehouse File information.  Enter D to delete the item from the Item Warehouse File.  Enter E to exit the program.

 

 

Adding An Item

During the add an up arrow ^ to go back one space or a / slash to cancel may be input.  Many of the fields allow a carriage return for no entry.  Any defaults are noted.

 

Warehouse Number

 

Enter the warehouse that you want the item to be stocked into.  This must be a valid warehouse with a warehouse number from 2 to 9999.  If an invalid warehouse number is input, the prompt Invalid Warehouse - Not On Warehouse Master File appears.  If warehouse 1 is entered, the prompt Whse 1 Is The Main Warehouse.  You Cannot Add It displays.  In both cases the cursor returns to the Enter Procedure Type prompt.  (1-9999)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Item Number

 

Enter the item number that is to be stocked in the warehouse.  When adding, changing, or deleting an item in Warehouse/Item File Maintenance, there are four ways to access the desired item number.  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 Alpha Search

 

To access an item number by an item alpha search, input the beginning numbers or letters at the Item No. 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 item number, full item description, and the product class display per selection.  Thirteen selections per page appear.

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Item Description Search

 

To activate the item description search at the Item No. 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 item number, full item description, and the product class.  Thirteen selections per page appear.

 

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.  Entering the model number that is stored in the Model Association File also accesses an item.  After the input of the old item number, a prompt Association Item Number displays.  The new item number appears.

 

When the item alpha or description search is activated at the Fld Item No. prompt, one of the following two prompts appear.

 

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 No. prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  To view the next screen of items, enter N for next or carriage return to accept the default of N for next.

 

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

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

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 N for next to view the next screen.  Enter an E to exit the item selections.  The cursor returns to the Item No. prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  Enter 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.

 

When entering or selecting an item if the item is already stocked in the warehouse, the prompt This Item And Warehouse Already On File displays.  The cursor returns to the Enter Procedure Type prompt.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

2-Minimum On Hand

 

This is the reorder point for this item in this warehouse.  When the quantity reaches or falls below this point, the item needs to be reordered.  This is used by the P.O. Worksheet and the Stock Status Reports in the calculation of the amount to be ordered.  This is the desired minimum on hand inventory level for the inputted warehouse only.  During the lead time of the item this is the desired quantity that is used.  This must correspond with the unit of measure and pack multiple entered in fields 4 and 7 in Item File Maintenance.  (8 Digits)

 

3-Maximum On Hand

 

This is the maximum quantity that you want to stock in the inputted warehouse.  When the item is reordered by the P.O. Worksheet or Stock Status Reports, the programs order up to this quantity.  This must correspond with the unit of measure and pack multiple entered in fields 4 and 7 in Item File Maintenance.  (8 Digits)

 

Note:  After accumulating at least 3 months of sales history, the MIN and MAX Report found in the Inventory module can be run to recalculate the minimum and maximum amounts per warehouse.

 

4-Order Quantity

 

This is the economic order quantity or the vendors minimum quantity.  The economic order quantity is the amount needed to be ordered for the most economical advantage.  Vendors minimum quantity is the minimum quantity the vendor requires.  This is informational only.  This is printed on Stock Status Reports and the P.O. Worksheet.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

5 Lifo Quantity

 

Enter the quantity on hand at the time of the conversion to a LIFO system.  This is informational only.  (8 Digits)

 

6-Bin-Location

 

Enter the bin location where the item is stored in the inputted warehouse.  The bin location can be used to print physical inventory listings.  The items can be printed in bin location order.  This is an alphanumeric field.  Note:  When defining the bin locations, keep in mind that numbers come before letters in the order.  Because this is an alphanumeric field, a bin location of 123 prints before a bin location of 23, even though 123 is greater than 23.  Thus, all numeric bin locations that begin with 1 print first then 2 then 3 and so forth.  All bin locations that begin with A print before B and so forth.  (8 Alphanumeric)

 

7-Non-Stock

 

Enter N for no.  This is not a non-stock item.  This is an item that is a stock item and is normally stocked with a quantity in this warehouse.  A carriage return defaults to a N for no.  Enter a Y for yes.  This is a non-stock item.  This is not an item that is normally stocked with a quantity in the warehouse.  On items that are non-inventory items, such as the Labor charge items and the trip charge items, enter a Y for yes.  Enter a D to indicate this item is considered dead stock in the warehouse.

 

8-Negative Stock Status (Y/N)

 

Enter a Y for yes or carriage return for the default of yes if the items on hand quantity in the warehouse is allowed to go negative.  Enter N for no if the items on hand quantity in the warehouse is not allowed to go negative.  Preventative measures in the billing and order entry programs to stop an item from being billed that would produce a negative on hand will be added to the invoicing programs.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

9-Automatic Calculation Of Maximum And Minimum (Y/N):

 

To have the item be included in the calculation of the minimum and maximum amount on the Min and Max Report, enter a Y for yes.  Enter a N for no not to include the item.  This relates to the inputted warehouse.  Note:  There is a program found in the Inventory module that changes this flag based on product class and warehouse input.

 

10-Days(Minimum Use):

 

This is the number of days in sales to be used to recalculate the minimum inventory quantity or the lead time.  This is used in the recalculation of the minimum and maximum quantities by the Min and Max Report.  This is also stored in the Global File for the entire Item File.  Anything entered in this field overrides the Global File for this specific item and warehouse.  The highest number that can be entered is 366.  If a number is entered that is greater than 366, the prompt Number Must Be 366 Or Less appears.  The cursor returns for reinput.  (0-366)

 

11-Days(Maximum Use):

 

This is the number of days in sales to be used to recalculate the maximum inventory quantity.  This is used in the recalculation of the minimum and maximum quantities by the Min and Max Report.  This is also stored in the Global File for the entire Item File.  Anything entered in this field overrides the Global File for this specific item and warehouse.  The highest number that can be entered is 366.  If a number is entered that is greater than 366, the prompt Number Must Be 366 Or Less appears.  The cursor returns for reinput.  (0-366)

 

After input of field 11, the item is added to the Item Warehouse File.  The current system date is written to the record as the date added.

 

 

 

Enter Data  (Contd)

 

Changing An Item

Enter Procedure Type   A'dd   C'hange   D'elete   E'nd

 

Enter a C to change the inventory information stored in the Item Warehouse File.  Note:  The item and warehouse number cannot be changed.

 

Warehouse Number

 

Enter the warehouse of the Item Warehouse record that you want to change.  This must be a valid warehouse with a warehouse number from 2 to 9999.  Note:  As already stated, items are already stocked in warehouse 1 when they are added to the system in Item File Maintenance.  Warehouse 1 is only accessible through Item File Maintenance. (1-9999)

 

Item Number

 

Enter the item number of the Item Warehouse record that you want to change.  If an invalid item or warehouse number is input or the item is not stocked in the inputted warehouse or warehouse 1 was entered, the prompt No Record For This Warehouse And Item Number displays.  The cursor returns to the Enter Procedure Type prompt.  When adding, changing, or deleting an item in Warehouse/Item File Maintenance, there are four ways to access the desired item number--input the item number, item alpha search, item description search, or item association search.  Operation is the same as described on the add.  See pages 735-737.

 

If an item is entered and the same item and warehouse is being accessed on another task in Warehouse/Item File Maintenance, the prompt Item Warehouse Record In Use On Another Task! appears.  The cursor returns to the Enter Procedure Type prompt for reinput.  The item cannot be accessed until the other task exits the item.  This is to protect the integrity of the file updating.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

Once a valid Item Warehouse record is entered, the cursor is at the following prompt.

 

Fld #

 

 

The description of the warehouse and item are displayed.  Fields 2 through 11 can be selected for a change.  After inputting the field number, the prompt New Data appears.  Enter the desired change.  A slash at Fld or New Data cancels the change command and returns the cursor to the Enter Procedure Type prompt.  Any other changes made to the individual Item Warehouse record prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  Carriage returning at Fld. exits the change mode.  The operation of entering the data for each field is the same as described on an add.  Be aware that carriage returning at the New Data prompt removes the existing data.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

When an item is accessed in the change mode, the current system date is stored in the Warehouse/Item File as the date last changed.  An inventory transaction record is also created on a change.  This is stored in the Imwactd File.  Included in this record are the item number and description, warehouse number, port number, product class, system and transaction date, system time change was made, and operator initials.  This helps identify who and when Item Warehouse File changes are being made.  Note:  What is changed is not stored, rather who made the change and when it was made is stored.  These transactions can be accessed with the Stock Activity Inventory Report.  The date changed and the Imwactd File are updated whenever a C for change is input even if nothing is changed.  However, if a slash is input to cancel the change, the Imwactd File and date changed are not updated.

The following information is displayed on a change.  This information is stored in the Item Warehouse File.  It cannot be changed in this program.

 

 

Date Added:  The date the item was added to the Item Warehouse File.

 

Date Last Chg:  The date the item was last accessed in the change mode in the program Warehouse/Item File Maintenance.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

 

All broken pack quantities are noted with an E.

 

OH  The current on hand amount.

 

OO  The current on order amount from the vendors.

 

Alloc  The current allocated amount on customers orders.

 

BO  The current back ordered amount on customers orders.

 

Last-Rec  The date the item was last received into the warehouse.

 

Last-Sale  The date the item was last sold out of this warehouse.

 

Unit Sales   MTD   YTD   Last-Year

$ Sales

Cost Of Sales

 

The total month to date, year to date, and last years quantity sold, sales dollars, and cost of sales for the item in the warehouse.

 

 

 

 

Enter Data  (Contd)

 

Deleting An Item

 

Enter Procedure Type Add Change Delete End

 

Enter D to delete an Item Warehouse File.  The cursor goes to the Warehouse Number and Item Number prompt.  Enter the warehouse number and item number of the Item Warehouse record that you want to delete.  If an invalid item or warehouse is input or the item is not stocked in the inputted warehouse or warehouse 1 is entered, the prompt No Record For This Warehouse And Item Number displays.  The cursor returns to the Enter Procedure Type prompt.  When adding, changing, or deleting an item in Warehouse/Item File Maintenance, there are four ways to access the desired item number.  They are input the item number, item alpha search, item description search, and item association search.  Operation is the same as described on the add.  See pages 735-737.

 

If an item is entered and the same item and warehouse is being accessed on another task in Warehouse/Item File Maintenance, the prompt Item Warehouse Record In Use On Another Task! appears.  The cursor returns to the Enter Procedure Type prompt for reinput.  The item cannot be accessed until the other task exits the item.  This is to protect the integrity of the file updating.

An Item Warehouse File can only be deleted if the on hand, on order, and sales dollar amount are all zero.  The program only checks these fields.  If an attempt is made to delete and these fields are not all zero, the following message appears.

 

Item At This Warehouse Has On Hand Or On Order Balance Or Month To Date Sales.  Delete Not Allowed.                                                          

Warehouse And Item Not Deleted. 

 

The cursor returns to the Enter Procedure Type prompt.  The item warehouse record is not deleted.

 

Note:  On the delete mode, the cost of sales and last year sales and the other inventory quantity fields are displayed.  This is the same as described in the change mode.  Even though the program does not check all of the fields in the Item Warehouse File, the information is displayed prior to the delete command being accepted.  Pay attention to these figures.  It is not recommended to delete an item out of the Item Warehouse File if any current quantities or current year cost and sales are greater than zero.

 

 

 

Enter Data  (Contd)

 

Deleting An Item  (Contd)

 

When an Item Warehouse File can be successfully deleted from the system, the following prompt appears.

 

Please Verify Item  D'elete  C'ancel

 

 

Enter a D to delete the Item Warehouse record from the system.  The record is deleted.  Enter a C to cancel the delete.  The Item Warehouse File is not deleted.

 

When an item is deleted from the Item Warehouse File, an inventory transaction record is created.  This is stored in the Imwactd File.  Included in this record is the item number, warehouse, port number, product class, system and transaction date, system time deletion was made, and operator initials.  Also stored for the item description is the message Item Warehouse Record Deleted.  This separates the Item Warehouse File changes from the deletes.  This helps identify who and when Item Warehouse File deletions are made.  These transactions can be accessed with the Stock Activity Inventory Report.  Note:  Canceling a delete does not update the Imwactd File.