Inventory 1 Basics 2001 - Epicor Customer Web...

ACTIVANT TURNS Inventory 1 - Basics Version 2001

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Version 2001 Publication Date: 3.22.2006

Table of Contents

Inventory Maintenance D(IMM)__________________________________________ 1

Inventory Maintenance D(IMM) – Restricted Items___________________________ 7

Inventory Maintenance D(IMM) – Warehouse Information ____________________ 11

Inventory Maintenance D(IMM) – Inventory Master Listing____________________ 16

Inventory Maintenance D(IMM) – DUP versus COPY________________________ 18

Copy Warehouse Data D2(IMMCP) _____________________________________ 19

Item Warehouse Field Update D3(IWFU) _________________________________ 20

Set Whse-to-Whse Unit Multipliers ZC(UNITX)_____________________________ 21

Item Tax Code Activation ZC(ZITXCD) ___________________________________ 22

Bills and Kits Explained _______________________________________________ 23

Bill/Kit Maintenance D(BFM) ___________________________________________ 24

Bill/Kit Listing DBL(IBL) _______________________________________________ 30

Alternate Item Number Maintenance D(IIM) _______________________________ 31

Alternate Item Number Listing DBL(IIL) __________________________________ 33

Customer Item Number D(CIXM) _______________________________________ 34

Substitute Item Maintenance D(ISUB) ___________________________________ 36

Substitute Item Listing DBL(ISUBL) _____________________________________ 39

Basic – Orders Only _________________________________________________ 41

Discontinued Items via Superseded Maintenance __________________________ 43

Setup for Superseded AUDIT(ZSSM) ____________________________________ 51

Superseded Listing AUDIT(SPRL) ______________________________________ 53

Stocking Location Selector I(IP) ________________________________________ 57

Inventory Book Printing I(IB) ___________________________________________ 58

Inventory Count Entry I(IA) ____________________________________________ 61

Inventory Count Listing I(IC) ___________________________________________ 63

Inventory Count/Deviation Journal I(IJ)___________________________________ 64

Item Stocking Location Change I(ISLC) __________________________________ 66

Item Stocking Location Change Listing I(ISLP)_____________________________ 67

Inventory Transaction Entry I(IE)________________________________________ 71

Inventory Transaction Register I(IER) ____________________________________ 73

Clear Damaged Quantities I(ICLRDMG)__________________________________ 76

Setup for Items Not on File ZC(ONONZM) ________________________________ 77

New-Item Transaction Listing O(ONSB) __________________________________ 80

New-Item Batch Register O(ONSBR) ____________________________________ 81

Inventory History Maintenance D(IMH) ___________________________________ 82

Inventory History Inquiry W2(IMQ) ______________________________________ 83

Inventory History Report M(IH) _________________________________________ 87

Inventory Misc Usage History Report M(IU) _______________________________ 92

Inventory Analysis Report M(IR) ________________________________________ 94

Inventory Status Report I(IS)___________________________________________ 98

Item Movement/Cost Activity Listing DBL(IMAL)___________________________ 101

Hit Ranking Selection Process MRS2(OHIT) _____________________________ 104

Hit Rank Report MRS2(OHITR) _______________________________________ 105

Inventory Master Purge I(IMP) ________________________________________ 108

Substitute Item Purge D(ISUBP) _______________________________________ 111

INVENTORY MAINTENANCE INVENTORY BASICS

1

INVENTORY MAINTENANCE D(IMM) Example of the fields and options on the “main” item screen:


2

INVENTORY MAINTENANCE D(IMM) (CONT’D) Example of the fields and options on the item “warehouse” screen:


3

INVENTORY MAINTENANCE D(IMM) (CONT’D)

ITEM NUMBER____________________________ (28A)

Manufacturer’s number or other numbering scheme.

1. ITEM DESCRIPTION______________________________ (30A)

Prints on pick tickets, invoices, quotes, and purchase orders.

2. MEMO 4______________________________ (30A)

User-defined field.

Frequently used for additional packaging information. May be used for lookups, sorting, and can be printed on orders, invoices, quotes, purchase orders, and price books.

Displays in Item/Price Availability Inquiry (OPQ).

3. MANUFACTURER____________________ (20A)

Optional.

Often used as a sort field in Help Lookup Maintenance.

4. VHA CONTRACT # _______________ (15A)

5. MEMO 1 ________________ (16A)

User-defined field.

6. MEMO 2 ________ (8A)

User-defined field.

7. MEMO 3 ____ (4A)

User-defined field.

8. SERIAL #/LOT? _ (1A) (Y/N/L)

Y = Item is tracked by serial number.

N = Item is not tracked by serial or lot number.

L = Item is tracked by lot number

Cannot set up items for lot AND serial number tracking.

9. WARRANTY? _ (1A) (Y/N)

Only if serial item.

If Front End Lot Tracking is active, then the following will appear instead for field #9:

9. ASSIGN CODES _ (1A) (E/D/blank)

Assign Lot numbers when: order (E)ntered-no display, order entered(D)-display, or ( ) to not automatically assign.

ASSIGN CODES _ (1A) (E/O/R/L)

Assign Lot numbers by: closest (E)xpiration date, (O)ldest original receipt date, oldest last (R)eceipt date of (L)ast lot for customer only.


4


ASSIGN CODES _ (1A) (S/L/blank)

Special case: (S)ingle Lot only, (L)argest lot possible or ( ) for no special needs.

10. CUST/ITEM HIST _ (1A) (Y/N/A)

TRACK QTY/COST? _ (1A) (Y/N)

Track changes in item quantity and cost?

Optional. Shown on Item Movement Activity Listing DBL(IMAL).

11. LIFO POOL __ (2A)

User-defined LIFO (last in/first out) code.

For reporting purposes only. Optional.

12. BILL/KIT _ (1A) (B/K)

13. STOCK STATUS _ (1A) (S/N)

S = Stocked Item.

N = Non Stocked Item.

14. COMMISSION _ (1A) (Y/N)

Commission paid on this item?

If using commission method ‘B’, enter the commission code (A-M, O-Z, 0-9).

COST LOAD (%) ____ (2.0N)

Only appears if commission method ‘B’ is being used.

Enter the percent to add (1-99) to the Item Order Cost for commission, or leave blank for system default assigned on Commission Due Listing, SCS(CDL).

15. G/L CLASS ____ (4A)

For tracking revenue, cost of goods sold, and inventory assets by multiple general ledger accounts.

Margin Report prints by G/L class.

16. INVENTORY CLASS ____ (4A)

For grouping/reporting purposes. Optional.

17. PRODUCT CLASS ____ (4A)

Group similar items for pricing.

Margin Report prints by product class.

18. GROUPING CLASS __ (2A)

For combining items for quantity discounts.

19. PRICE BOOK SORT 1 ____ (4A)

Used for additional sorting purposes in Price Book Format Maintenance and Printing I (IPBF/IPBP).

Enter a valid sort set up via Price Book Sort Description Maintenance I(IPBSM).


5








22. DISCONTINUED ITEM _ (1A) (Y/N)

N = Item not discontinued.

Y = Item discontinued. Issues a warning in order entry if ordered amount exceeds in-stock amount.

23. RESTRICTED ITEM _ (1A) (Y/N)

N = Item not restricted.

Y = Item restricted. Use the (R)estrict screen to set up which customers can order this item.


6


CLASS CODE DESCRIPTIONS

GENERAL LEDGER CLASS A user-defined field of up to four alphanumeric characters. General Ledger Class is used to distribute sales to multiple sales accounts, cost of sales to multiple cost of goods sold accounts and inventory assets to multiples inventory asset accounts, for General Ledger reporting purposes. These reports include the Daily Margin Report and the Monthly Sales by General Ledger Class reports. If a product is not assigned a General Ledger Class, the default General Ledger accounts will be used.

General Ledger Class descriptions are set up in Description Code Maintenance D2(DMD) and assigned in Inventory Maintenance D(IMM). General Ledger postings are assigned G/L Auto Post Xref Maintenance ZC(ZPOSTOP).

INVENTORY CLASS A user-defined field of up to four alphanumeric characters. The Inventory Class is used to classify similar items in inventory for help lookup and reporting purposes.

Inventory Classes are assigned in Inventory Maintenance D(IMM).

PRODUCT CLASS A user-defined field of up to four alphanumeric characters. Product Class is used to group similar products together on various reports, including the Daily Margin Report and Monthly Product Class History report. Price and discount breaks may also be set by Product Class.

Product class descriptions can be set up in Description Code Maintenance D2(DMD) and assigned in Inventory Maintenance D(IMM).

GROUPING CLASS A user-defined field of up to two alphanumeric characters. Items with the same Grouping Class are combined for quantity or extension price/discount breaks in Order Processing.

Note: This field should be left BLANK if products are not to be grouped other than for quantity or extension price/discount breaks. Failure to do so may result in an unnecessary slowdown of the system. Grouping Classes are assigned in Inventory Maintenance D(IMM).


7

INVENTORY MAINTENANCE D(IMM) – RESTRICTED ITEMS

The “RESTRICTED ITEM” feature restricts specified items from being purchased by all but a select group of customers. Example: An agreement is made with a customer (or group of customers) to guarantee availability of a certain item (or group of items). The item is flagged as restricted to prevent it from being committed to anyone other than the approved customer(s). Replenishment of the item will be naturally tailored to meet the restricted usage. This feature may also be used to secure items such as narcotics from being purchased by anyone other than approved customers.

Note: Items that are being discontinued and removed from inventory should be designated as a DISCONTINUED ITEM. For additional information, please refer to the DISCONTINUED ITEM section of this workbook.

Once an item has been flagged as restricted, the list of approved customers may be entered via the (R)estricted option in Inventory Maintenance D(IMM).

Only those customers on the approved list are able to order the item in Order/Invoice Entry OO(OE/RE), Price Quote Entry OQM(OQ), and/or Standing Order Entry OO(SOE). When the item is ordered by a customer that is not included on the list, a message will be displayed and the user will be prompted to respecify the item number. If the order is submitted via Electronic Data Interchange (EDI) the exception will be written to the EDI release report.

Example:

The RESTRICTED ITEM field will print on the Inventory Master Listing DBL(IL) and related inventory reports. Inventory Master items may be purged according to the RESTRICTED flag via the Inventory Master Purge I(IMP).


8

INVENTORY MAINTENANCE D(IMM) – RESTRICTED ITEMS (CONT’D)

Procedure

Set the RESTRICTED ITEM flag via Inventory Maintenance D(IMM).

If RESTRICTED ITEM is set to (Y)es then the option to maintain a list of approved customers, bill-to’s, and/or customer types is provided.

Example of the run-time prompts:


9


Select the (R)ESTRICTED option and specify the list of approved customers by CUSTOMER #, BILL-TO#, OR “*” + CUSTOMER TYPE.



10




11

INVENTORY MAINTENANCE D(IMM) – WAREHOUSE INFORMATION



12

INVENTORY MAINTENANCE D(IMM) – WAREHOUSE INFORMATION Once one warehouse is set up, the information may be duplicated into other warehouses.

ITEM NUMBER DESCRIPTION (displays)

WAREHOUSE # __ (2A)

1. LOCATION ________ (8A)

Item’s bin location in warehouse.

‘DROPSHIP’ if always dropshipped.

2. A.B.C. CLASS _ (1A)

Optional at time of setup.

May be updated via the ABC Calculation program.

3. ORDER CODE _ (1A)

User-defined. Optional.

Used in automated purchasing.

4. ORDER POINT ________ (6.0N)

Reference quantity for reordering this item, in unit of stock.

May be used in automated purchasing.

May be updated via the Order Point/Line Point/EOQ Calculation/Update ICALC(ICM) programs.

5. LINE POINT ________ (6.0N)

Maximum quantity to keep in stock, in unit of stock.



6. E.O.Q. ________ (6.0N)

Economic order quantity per unit of purchase.



7. LEAD TIME _____ (3.0N)

Average number of days from time of purchase to receipt. May be updated via the Lead Time Calculation program. May be used to calculate Order Point via OP/LP/EOQ Calculation – ICALC(ICM).

Lead time is used to calculate the expected date or anticipated arrival of items on a Purchase Order.

8. DATE ACTIVE _____ (5A) (MM/YYY)

Used by Monthly Usage, ABC, and OP/LP/EOQ Calculations.


13

INVENTORY MAINTENANCE D(IMM) – WAREHOUSE INFORMATION 9. MONTHLY USAGE ________ (6.0N)

Average monthly usage (unit of stock).

May be updated via the Monthly Usage Calculation/Update ICALC(ICU).

Required for the OP/LP/EOQ Calculation program ICALC(ICM).

10. WEIGHT _________ (6.2N)

Per unit of stock.

11. VOLUME ________ (5.2N)

Per unit of stock.

12. COST LOAD % _________________ (12.4N)

Percent used to increase last cost of goods.

13. EXCISE TAX _ (1A) (Y/N)

Is this item subject to Excise Tax?

If ‘Y’, percentage from the System Control File ZC(ZSU) will display.

Calculated Excise Tax is one component of Landed Cost, if activated.

14. UNIT / STOCK ___ (3A)

Mandatory.

IMPORTANT: if using EDI see Appendix pages 12-25 for suggested units of measure.

UNIT / SALE ___ (3A)

Mandatory.

UNIT / PRICE ___ (3A)

Mandatory.

UNIT / PURCH ___ (3A)

Mandatory.

TO STOCK MULT _________________ (12.4N)

Refer to next page.

TO STOCK MULT _________________ (12.4N)

Refer to next page.

TO STOCK MULT _________________ (12.4N)

Refer to next page.

15. VENDOR _____ (5A)

Primary vendor for this item. Used for automated purchase orders.

Enter the vendor number set up in Vendor Maintenance D(VM).

16. VENDOR ITEM ______________ (14A)

Defaults to item number if blank.

Prints on purchase orders and receiving copy.


14

INVENTORY MAINTENANCE D(IMM) – WAREHOUSE INFORMATION

17. VENDOR DESC ______________________________ (30A)

Leave blank if same as item description.

Prints on purchase orders and receiving copy.

18. SUBST ITEM ____________________________ (28A)

Substitute item number.

May be selected in order entry.

19. TAXABLE or ITEM TAX DC _ (1A) (Y/N) or (A-M, O-X, or 0-9)

“Y” indicates that the item is taxable at the default tax rate assigned via TAX CODE MAINTENANCE D(TXM).

“N” indicates that the item is not taxable at any rate.

Will display as ITEM TAX CD if this feature is activated via Activate Item Tax Codes ZD(ZITXCD).

Enter 1 character (any number or upper-case letter except N) to identify a unique item tax code and cause the tax rate to be calculated at an item level.

Note: A corresponding tax table must be set up for this Item Tax Code. Please see Tax Code Maintenance D(TXM) for further information.

20. MEMO 1 ________________ (16A)

User-defined field.

21. MEMO 2 ________ (8A)

User-defined field.

22. MEMO 3 ____ (4A)

User-defined field.

23. CST/ITEM HIS _ (1A) (Y/N/A/BLANK)

Refer to table on pg. 18 to set up tracking.

24. RETAIL PRICE _____________ (9.3N)

If left blank and a list price is set up in the Price file D(IPM), the list price will display here.

In unit of price.

25. STOCK STATUS _ (1A) (S/N/X)

S = Stocked Item

N = Non-stocked Item

X = Superseded Item (EDI only)

26. AVG COST _____________ (9.3N)

Per unit of stock.


15

27. LAST COST _____________ (9.3N)

Per unit of stock.

28. FREIGHT COST _____________ (9.3N)

Freight in, per unit of stock. Can be updated via A/P-P/O Reconciliation.

Method for updating is defined in System Setup (ZSU), Purchase Orders question 13.

EXCISE _____________ (9.3N)

Displays total calculated excise tax from percentages specified in system setup (ZSU) and vendor maintenance (VM).

29. COST LD _____________ (9.3N)

Calculated value if Field #12 contains a value and is stored here. Not maintainable.

30. MEMO COST _____________ (9.3N)

Per unit of stock. Fixed cost. Must be manually maintained.

May be used as Landed Cost if System Setup (ZSU) flag is set for landed cost. Landed cost is calculated as: Last Cost + Freight Cost + Excise Tax + Cost Load.

Note: The following fields display only – they are not maintainable via Inventory Maintenance D(IMM).

COMMITTED (displays)

Quantity committed to open sales and work orders (unit of stock).

ON-HAND (displays)

Quantity on-hand (unit of stock).

AVAILABLE (displays)

On-hand minus committed quantity (unit of stock).

ON ORDER (displays)

Quantity on purchase order (unit of stock).

DROP ON ORDER (displays)

P/O Dropship quantity on order (unit of stock).

XFER ON ORDER (displays)

Quantity on transfer orders (unit of stock).

DAMAGED (displays)

Quantity of damaged goods (unit of stock).


16

INVENTORY MAINTENANCE D(IMM) – INVENTORY MASTER LISTING


Example of the output:


17

INVENTORY MAINTENANCE D(IMM) – INVENTORY MASTER LISTING (CONT’D)

Example of the output : (cont’d)

Example of the output: (cont’d)


18

INVENTORY MAINTENANCE D(IMM) – DUP VERSUS COPY

What is the difference between the DUP and COPY options in the IMM screen?

DUP

Will prompt for new item number to duplicate Item Master to. Once item number is entered, cursor will advance through all fields, so edits can be quickly made, and then proceed to the warehouse screen. In order for a warehouse record to be duplicated, the warehouse number must be entered, and the cursor advanced through all of the fields.

The new item number will not have any quantities associated with it.

History is NOT duplicated to the new item number!

** This option is very helpful for creating item records that are very similar to existing item records.

COPY

Will prompt for new item number to copy Item Master and Item Warehouse records to. Once item number is entered, user is prompted and given the option of transferring the history records to the new item number. The cursor does not advance through all of the fields for editing like the DUP feature does.

** This option is very helpful when item numbers change. All of the information associated with the old item number can be transferred to the new one.

Neither of these features transfers any quantities to the new item number. The old item number retains the quantities until they are adjusted off and put on the new item.


19

COPY WAREHOUSE DATA D2(IMMCP)


Note: How the above prompts appear is conditional based on how all the prompts are answered.


20

ITEM WAREHOUSE FIELD UPDATE D3(IWFU)

Example of the available fields to update:

Example (after Location was selected):


21

SET WHSE-TO-WHSE UNIT MULTIPLIERS ZC(UNITX)

This program should typically only need to run once. By setting UNITX to (C)alculate, this will ensure warehouse transfer units are correctly calculated as long as there is one common unit in every warehouse, per item. If set to (S)et, the unit of stock in every warehouse will be considered the same during transfers, regardless of what the unit of stock description is. It is recommended to set this to (C)alculate units automatically.



22

ITEM TAX CODE ACTIVATION ZC(ZITXCD)

This needs to be run once if item tax codes should be activated. Once activated, it can be run again at any time to recalculate open orders i.e. if an item tax code was maintained via Tax Code Maintenance D(TXM).



23

BILLS AND KITS EXPLAINED

BILLS Bill of Materials offers the choice to track sales by either the Components or the Header. It is also

possible to price the Bill at the Header or Component level.

Revenue is tracked by the G/L class(es) of either the Header or the Components, depending on how sales are tracked.

Bill Components may be added, removed or modified in Order Processing allowing for custom Bill of Materials.

Bill of Material item numbers may not be serial numbered, but their Components may be.

Bill of Material Headers provide a method for describing Components grouped together. As such, the Bill of Material Header is not considered an “inventoried” item and thus is NOT counted in Physical Inventory.

KITS Sales History is always tracked by the Kit number (rather than the individual Components).

Pricing is always by the Kit item number.

Tracking revenue by G/L classes is always done by the Kit item number. Tracking G/L classes by Components is not possible.

When ordering a Kit in Order/Invoice Entry, it is only possible to order the one created through an Inventory Transaction or Work Order Processing. Components cannot be changed or added to a Kit during Order/Invoice Entry.

Kits are assembled in advance and the Kit itself is counted during Physical Inventory.

A Kit item number may be used as a Component of a Bill of Materials or in the assembly of another Kit.

Kit item numbers may be serial numbered and, if so, their components may also be serialized. If the Kit item number is not serialized, its components may not be serialized.


24

BILL/KIT MAINTENANCE D(BFM)

BILL/KIT NUMBER: ____________________________ (28A)

HEADER DESCRIPTION: xxxxxxxxxxxxxxx (displays from Inventory Maintenance)

Bill and Kit “header” items must first be entered into Inventory Maintenance D(IMM) and flagged as such in field #12.

Options 1-7 apply to items flagged as “B” (bills) only. These will not appear for items flagged as “K” (kits).

BILL INFORMATION

1. TRACK SALES HISTORY FOR _ (1N)

0 = Header Sales, Component Usage.

1 = Header Usage, Component Sales.

2 = Component Sales.

3 = Header Sales.

2. PRICE AT HEADER OR COMPONENT _ (1A)

H = Header.

C = Component.

3. PRINT CRITERIA-HEADER _ (1N)

Which component information should print on orders and invoices?

0 = Do Not Print Header.

1 = Print Description, Quantity, Price, Extension.

2 = Print Description, Price, Extension.

3 = Print Description, Extension.

4 = Print Description, Quantity.

5 = Print Description, Quantity, Extension.

6 = Print Description.

4. PRINT CRITERIA-COMPONENTS _ (1N)

Which component information should print on orders and invoices?

0 = Do Not Print Header.

1 = Print Description, Quantity, Price, Extension.

2 = Print Description, Price, Extension.

3 = Print Description, Extension.


25


4 = Print Description, Quantity.

5 = Print Description, Quantity, Extension.

6 = Print Description.

5. SALES ORDER COMPONENT REVIEW _ (1A)

Y = Review during entry.

N = Do not review during entry.

H = Do not review during entry & end out of component entry.

6. PRINT PICK LIST _ (1N)

In addition to the order or pick ticket.

0 = Do Not Print Pick List.

1 = Print Pick List in Entry Order.

2 = Print Pick List in Location Order.

7. COMPONENT GROUP PRICING _ (1A)

Y = Subject to Group Pricing.

N = Not Subject to Group Pricing.

The following two questions display only if the Work Order Module is activated.

8. WORK ORDER OVERHEAD COST _____________ (9.3N)

Overhead cost for assembling this item. Optional.

9. WORK ORDER COMPONENT REVIEW _ (1A) (Y/N/?)

Y = Review During Entry

N = Do Not Review During Entry

? = Prompt for Review During Entry

SEQUENCE: ___ (3N)

Enter component items that when put together make up the bill or kit item.

Bill item “header” must first be entered into Item Maintenance, D (IMM).

1. ITEM NUMBER: ____________________________ (28A)

Must be valid item number set up in Inventory Maintenance, D(IMM).

2. QUANTITY: _______________ (10.4N)

Enter the number of units of this item for each bill or kit.


26


3. QUANTITY UNIT: _ (1N)

Select the unit of measure to be used for this component.

1 = UNIT OF STOCK

2 = UNIT OF SALE

3 = UNIT OF PRICE

4 = UNIT OF PURCHASE

4. OVERHEAD COST: _____________ (9.3N)

Overhead cost for this component. Optional.


27


BILL/KIT NUMBER: ____________________________ (28A)

HEADER DESCRIPTION: xxxxxxxxxxxxxxx (displays from Inventory Maintenance)

Bill and Kit “header” items must first be entered into Item Maintenance D(IMM) and flagged as such in field number 12 of the Inventory file.

The following prompts apply to items flagged as “K” (kits) only. These prompts will not appear for items flagged as “B” (bills).

KIT INFORMATION The following two questions display only if the Work Order module is activated.

1. WORK ORDER OVERHEAD COST: _____________ (13N)

Overhead cost for assembling this item.

2. WORK ORDER COMPONENT REVIEW _ (1A) (Y/N/?)

Y = Review during entry.

N = Do not review during entry.

? = Prompt for review during entry.

SEQUENCE: ___ (3N)

Enter component items that when put together make up the bill or kit item.

Kit item “header” must first be entered into Item Maintenance, D(IMM).

1. ITEM NUMBER: ____________________________ (28A)

Must be valid item number set up in Item Maintenance, D(IMM).

2. QUANTITY: _______________ (10.4N)

Enter the number of units of this item for each bill or kit.

3. QUANTITY UNIT: _ (1N)

Select the unit of measure to be used for this component.

1 = UNIT OF STOCK

2 = UNIT OF SALE

3 = UNIT OF PRICE

4 = UNIT OF PURCHASE

4. OVERHEAD COST _____________ (9.3N)

Overhead cost for this component. Optional.


28

BILL/KIT MAINTENANCE D(BFM) (CONT’D)

Example of a bill that has been set up:


29

BILL/KIT MAINTENANCE D(BFM) (CONT’D)

Example of a kit that has been set up:


30

BILL/KIT LISTING DBL(IBL) Example of the output:


31

ALTERNATE ITEM NUMBER MAINTENANCE D(IIM)

This file allows entry of alternate item numbers that are interchangeable with TURNS item numbers already on file. Entry of the alternate item number in Order Entry will automatically bring up the TURNS item number. The TURNS item number will be used thereafter, except on the customer invoice, which will display the original alternate item number. Any number of interchangeable item numbers may be kept on file. Entry and maintenance of the alternate item numbers is done via Alternate Item Number Maintenance (IIM), and displayed via the Alternate Item Number Listing (IIL).

Note: If the alternate item numbers are customer specific, Customer/Item Cross Reference Maintenance D(CIXM) may be more appropriate.

ALTERNATE ITEM NUMBER ____________________________ (28A)

Enter up to 28 alphanumeric characters of the alternate item number.

1. ITEM NUMBER ____________________________ (28A)

Enter the TURNS item number that corresponds to this alternate item number.

2. CATEGORY FIELD __________ (10A)

Not used. For future development.


32

ALTERNATE ITEM NUMBER MAINTENANCE D(IIM) (CONT’D)


* The “Category Field” can be used as a memo field.


33

ALTERNATE ITEM NUMBER LISTING DBL(IIL) Example of the run-time prompts:



34

CUSTOMER ITEM NUMBER D(CIXM) Note: If the cross reference number is NOT customer specific, use ALTERNATE ITEM

NUMBER MAINTENANCE, D(IIM).

Both item numbers print on order. The customer’s cross reference number prints on invoice.

CUSTOMER NUMBER ________ (8A)

OUR ITEM NUMBER ____________________________ (28A)

Valid item number set up in the Item Maintenance File (IMM).

CUSTOMER ITEM NUMBER ____________________________ (28A)

Enter up to 28 characters of the customer’s item number.

ACTIVE? _ (1A) (Y/N)

Used to identify customer item numbers that should be displayed on EDI orders.

DEFAULT UNIT/MEASURE ___ (3A)

Unit of measure that is used for EDI orders, when an item doesn’t have a specified unit of measure.

MEMO FIELD 1 __________ (10A)

User-defined field.

MEMO FIELD 2 ________ (8A)

User-defined field.


OUR ITEM NUMBER ____________________________ (28A)




MEMO FIELD 1 __________ (10A)

MEMO FIELD 2 ________ (8A)


OUR ITEM NUMBER ____________________________ (28A)




MEMO FIELD 1 __________ (10A)

MEMO FIELD 2 ________ (8A)


35

CUSTOMER ITEM NUMBER D(CIXM) Example of a “pick ticket” with a customer/item cross reference number:

Note: “PITCHER 2” is the customer/item cross-reference number. On an invoice, only PITCHER 2 will print as the item number. Alternate item numbers will appear the same way on pick tickets and invoices.


36

SUBSTITUTE ITEM MAINTENANCE D(ISUB)

Optional file. Allows entry of acceptable substitute items for other items. These entries may be customer specific.

More than one substitute item may be identified for any one item.

CUST NUMBER ________ (8A)

May be left blank.

ITEM NUMBER ____________________________ (28A)

TURNS item number being substituted.

WAREHOUSE # __ (2A)

May be left blank.

SUBSTITUTE # ____________________________ (28A)

Substitute item number. Must be valid item number set up in Item Maintenance (IMM).


ITEM NUMBER ____________________________ (28A)

WAREHOUSE # __ (2A)

SUBSTITUTE # ____________________________ (28A)


ITEM NUMBER ____________________________ (28A)

WAREHOUSE # __ (2A)

SUBSTITUTE # ____________________________ (28A)


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SUBSTITUTE ITEM MAINTENANCE D(ISUB) (CONT’D)

Example of a substitute item number that has been set up:


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SUBSTITUTE ITEM MAINTENANCE D(ISUB) (CONT’D)

Example of maintaining the substitute item list for a specified TURNS item:


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SUBSTITUTE ITEM LISTING DBL(ISUBL)



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SUBSTITUTE ITEM LISTING DBL(ISUBL) (CONT’D)


DISCONTINUED ITEMS INVENTORY BASICS

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BASIC – ORDERS ONLY

The field, “DISCONTINUED ITEM”, in Inventory Maintenance D(IMM) can be used to set a warning message in order entry to warn the user that the item has been discontinued and will prompt the user to order at or below the current available quantity.

Note: The warning message will be displayed in Order/Invoice Entry OO(OE/R), Price Quote Entry OQM(OQ), and Standing Order Entry OO(SOE). This flag does not affect orders processed via Electronic Data Interchange (EDI).

There are no restrictions placed on ordering for discontinued items designated in this manner. The operator has the same options and information available to them as with all inventory items. The user may continue with the order (the current available quantity will display) or offer a substitute for the item. Items flagged as DISCONTINUED via Inventory Maintenance D(IMM) may also be excluded from the Purchase Order Requisition Calculation QRC(QRR).

Note: To further restrict ordering options for discontinued items, please refer to the SUPERSEDED ITEMS section. This flag will be OVERRIDDEN by the criteria established via Superseded Maintenance AUDIT(ZSM) and Superseded Setup Maintenance AUDIT(ZPROZM).

The DISCONTINUED ITEM field will print on the Inventory Master Listing DBL(IL) and the related inventory reports. Inventory Master items may be purged according to the DISCONTINUED flag via the Inventory Master Purge I(IMP).

PROCEDURE Set the DISCONTINUED ITEM flag via Inventory Maintenance D(IMM).


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BASIC – ORDERS ONLY

If the quantity ordered is greater than the quantity available, the following message will display. No message will display if there is sufficient quantity to fill the order.


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DISCONTINUED ITEMS VIA SUPERSEDED MAINTENANCE

There are additional ways to handle discontinued inventory when the item is being replaced (superseded) by a new inventory item.

By using a combination of Superseded Maintenance AUDIT(ZSM), Superseded Setup Maintenance AUDIT(ZSSM), and Field Parameter Maintenance (FPAM), the user is able to establish strict ordering guidelines for discontinued inventory. When selecting items via Order/Invoice Entry OO(OE/RE), Price Quote Entry OQM(OQ), Standing Order Entry OO(SOE), and Electronic Data Interchange (EDI), the level of ordering restrictions will depend on the parameters established in these data files.

The user may receive a warning message only, the order quantity may be restricted to available stock only, the user may not be permitted to order the item, or the item may be replaced (superseded) by another item.

Inventory items may also be flagged as discontinued via Inventory Maintenance D(IMM). This feature enables a warning message only. For additional information, please refer to the DISCONTINUED ITEMS section.

IMPORTANT: Once an item is discontinued, it is recommended that the Inventory Master flag be set accordingly. Items flagged as discontinued via Inventory Maintenance D(IMM) may be excluded from the Purchase Order Requisition Calculation QRC(QRR). The DISCONTINUED ITEM field will print on the Inventory Master Listing DBL(IL) and related inventory reports. Inventory Master items may be purged according to the flag via the Inventory Master Purge I(IMP).

PROCEDURE Establish a supersede TYPE CODE for discontinued items via Supersede Setup Maintenance AUDIT(ZSSM).

Note: If superseded items are already being used, it is important to designate the TYPE CODE already being used for Inventory Items in order entry. This code is then selected using Superseded Setup Maintenance (ZSSM). This is a one time setup.


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Once the SUPERSEDED TYPE CODE FOR ALL ITEMS is established, the user will receive a new prompt in Superseded Maintenance AUDIT(ZSM).

PROCEDURES TO ENABLE WARNING MESSAGE ONLY

When set in this way, this feature works exactly the same as setting the Inventory Master file D(IMM) DISCONTINUED ITEM flag to (Y)es (after ZSSM has been activated). If the quantity ordered is greater than the quantity available, the following message will display. There are no restrictions placed on the order quantity. No message will display if there is sufficient quantity to fill the order.


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Enter (Y)es to change the quantity ordered to the available quantity or less.

Enter (N)o to continue, and order the original quantity requested.

Enter (S)kip to remove the item from the order and respecify an item number.

ADDING A REPLACEMENT

When a REPLACEMENT item is identified in Superseded Maintenance AUDIT(ZSM), the following message will display, however, there are still no ordering restrictions.


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RESTRICTING THE ORDER QUANTITY

The order quantity may be restricted for the item by setting the USE AVAIL STOCK flag to (N)o.

When USE AVAIL STOCK is set to (N)o and the quantity ordered is greater than the quantity available, the following message will display. No message will display if there is sufficient quantity to fill the order.


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When a replacement is specified, and USE AVAIL STOCK is (N)o, the following message is displayed during order entry.


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SETTING THE TYPE CODE IN FPAM

Finally, at the highest level of security, a SUPERSEDED TYPE CODE may be established for discontinued items via the Field Parameter Maintenance (# + ESC) in order line item entry.

IMPORTANT: This feature will override ALL other discontinued item features! The item is placed on hold in a similar fashion as using the HOLD feature established at the REPLACEMENT prompt in Superseded Maintenance AUDIT(ZSM). It will work for ANY superseded TYPE CODE, it does not have to be the code used in Superseded Setup Maintenance AUDIT(ZSSM).

When the SUPERSEDED TYPE matches the TYPE CODE established in Superseded Maintenance AUDIT(ZSM), the following options are available:


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When no replacement is specified:

The item is place don HOLD (in the same way that entering HOLD in the REPLACEMENT field works) and the following message will display:


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When a REPLACEMENT is specified in Superseded Maintenance AUDIT(ZSM), the item is superseded and no other options are provided.


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SETUP FOR SUPERSEDED AUDIT(ZSSM)

Example of a supersede type code that has been set up:


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SUPERSEDED MAINTENANCE AUDIT(ZSM)

Example of using the previous supersede type code in ZSM:


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SUPERSEDED LISTING AUDIT(SPRL)


PHYSICAL INVENTORY COUNTS INVENTORY BASICS

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PHYSICAL INVENTORY EXPLAINED

CONCEPT: 1. The quantity on hand is saved at the time the Stocking Selection is run (IP).

2. The quantity on hand is updated at the end of the Inventory Count Journal.

The calculation is: On Hand equals the current system on hand plus the difference between the entered physical count and the On Hand saved during stocking selection.

Example:

The computer shows 13 on hand at the time the stocking selection is run.

The physical count is 15.

At the time the Deviation Journal is run, the On Hand is 22 (9 units were received and entered into the system after the count was completed.

The calculation for the new On Hand is:

Current system On Hand (22) plus the difference between the entered physical count (15) and the saved On Hand when the stocking selector was run (13).

22 + (15-13) = 24

Another way of stating this is, the current computer On Hand is adjusted by the difference of the On Hand at the time of stocking selection and the count.

Critical to the process is that computer transactions be completed for the inventory being counted – BEFORE the Stocking Selection and BEFORE the Count. The computer does not “know” about inventory on the shelf unless receipts are entered. The person counting inventory does not know about inventory delivered to a customer and if it should be part of the count or not. The computer considers it to be on hand until the order is confirmed, invoiced, and updated through end of day.


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PHYSICAL INVENTORY EXPLAINED

Example:

If inventory is received – purchase order receipts must be completed before the Stocking Selection. An example is an item with “0” on hand. Ten are received and put on the shelf.

The stocking selection is run and as far as the computer is concerned, the On Hand is 0. Purchase Order receipts are completed, raising the computer On Hand to 10. the physical count is done and entered as “10.” The deviation journal is run and the calculation is:

Current system On Hand (10), plus the difference between the entered physical count (10) and the saved On Hand when the stocking selector was run (0).

10 + (10-0) = 20

This is clearly wrong – the current On Hand should be 10. In this case, the Purchase Order receipts must have been run prior to the stocking selection.

This applies to all inventory transactions that affect On Hand.

a. Purchase Order Receipts and inventory put into stock.

b. Order (picked orders must be either confirmed and updated, counted, or have adjustments made after the count is completed.)

c. Inventory Entry Transactions

d. Transfers

e. Work Orders

The “rule of thumb” is: If inventory is removed or put into stock, the transaction must be completed on the computer to correctly complete physical inventory.


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CYCLE COUNTING STUDY


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STOCKING LOCATION SELECTOR I(IP)


Hint: you can use F1 online help to assist you in answering the prompts.


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INVENTORY BOOK PRINTING I(IB)



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INVENTORY BOOK PRINTING I(IB) (CONT’D)



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INVENTORY BOOK PRINTING I(IB) (CONT’D)



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INVENTORY COUNT ENTRY I(IA)



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INVENTORY COUNT LISTING I(IC)



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INVENTORY COUNT/DEVIATION JOURNAL I(IJ)



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INVENTORY COUNT/DEVIATION JOURNAL I(IJ) (CONT’D)


MAINTAINING STOCK LOCATIONS INVENTORY BASICS

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ITEM STOCKING LOCATION CHANGE I(ISLC)


MAINTAINING STOCK LOCATIONS INVENTORY BASICS

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ITEM STOCKING LOCATION CHANGE LISTING I(ISLP)


INVENTORY VALUE REPORT MRS2(IVAL) INVENTORY BASICS

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Example of the output (short form):

* “ITEM MASTER MEMO FIELDS” = “MEMO1” from the main screen in Inventory Maintenance D(IMM).

** “LAST COST” in the above example is a conditional field based on how the prompts were answered when IVAL was run. Other examples of how it can appear are: “AVERAGE COST”, “MEMO COST”, OR “LAST COST + FR”.


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MANUALLY ADJUSTING INVENTORY QUANTITIES INVENTORY BASICS

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INVENTORY TRANSACTION ENTRY I(IE)


* At the “A/L/B/N” field, you can have the cost in this transaction to update either (A)verage cost, (L)ast cost, (B)oth costs, (N)o costs in Inventory Maintenance D(IMM).


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INVENTORY TRANSACTION ENTRY I(IE)

Example of the run-time prompts: (cont’d)


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INVENTORY TRANSACTION REGISTER I(IER)



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CLEAR DAMAGED QUANTITIES FROM WAREHOUSE INVENTORY BASICS

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CLEAR DAMAGED QUANTITIES I(ICLRDMG) Example of the run-time prompts:

Note: This does not automatically post to the General Ledger. Don’t forget to make a manual G/L entry for these cleared damaged quantities!

ADDING NOT-ON-FILE ITEMS TO INVENTORY INVENTORY BASICS

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SETUP FOR ITEMS NOT ON FILE ZC(ONONZM) If the System Control flag ZC(ZSU), “Create record for item not on file?”, is set to ‘Y’es,

then this file must be set up.

1. CREATE INVENTORY RECORDS (I)MMEDIATELY OR (L)ATER? _ (1A) (I/L)

I = Records will be created immediately during Order Entry.

L = Records will be created via End of Day processing for Batch processing.

2. DEFAULT RESPONSE TO ‘ADD TO INVENTORY FILE?’ _ (1A) (X/Y/N/blank)

X = No option is provided; item or transaction creation is automatic.

Y = Default is ‘Y’; (RTN) will create an item or transaction.

N = Default is ‘N’; (RTN) will skip creation, item will be ‘NOT ON FILE.’

blank = There is no default; user is forced to answer “Y’ or “N”.

3. SET STOCK STATUS TO (N)ON-STOCK OR (S)TOCK _ (1A) (N/S)

Field #17 in the Item Maintenance file D(IMM).

4. PROMPT FOR ADDITIONAL FIELDS? (Each field…(1A) Y/N)

VENDOR NUMBER ___

G/L CLASS ___

MANUFACTURER ___

SUBSTITUTE ITEM # ___

MEMO 4 ___

VENDOR ITEM NUMBER ___

GROUPING CLASS ___

STOCK STATUS ___

LOCATION ___

PRODUCT CLASS ___

INVENTORY CLASS ___

CUST/ITEM TRACKING ___

RETAIL PRICE ___

Y = Field will be prompted.

N = Field will not be prompted.

5. CREATE PRICE RECORDS FOR ITEM NUMBER? _ (1A) (Y/N)

Y = Price record will be created.

N = Price record will not be created.

6. CREATE PRICE RECORD FOR CUSTOMER + ITEM NUMBER _ (1A) (Y/N)



7. CREATE PRICE RECORD FOR RETAIL PRICE IN WHSE RECORD_ (1A) (Y/N)



ADDING NOT-ON-FILE ITEMS TO INVENTORY INVENTORY BASICS

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SETUP FOR ITEMS NOT ON FILE ZC(ONONZM) (CONT’D)

8. OTHER WAREHOUSES FOR SETTING UP INVENTORY RECORDS:

Enter the warehouse codes in which item records should be created:

__ (2A)

__ (2A)

__ (2A)

__ (2A)

and so on….

SETUP INVENTORY BASICS

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SETUP FOR ITEMS NOT ON FILE ZC(ONONZM) (CONT’D)

Example:

ADDING NOT-ON-FILE ITEMS TO INVENTORY

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NEW-ITEM TRANSACTION LISTING O(ONSB)


INVENTORY TRANSACTIONS

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NEW-ITEM BATCH REGISTER O(ONSBR)


INVENTORY HISTORY INVENTORY BASICS

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INVENTORY HISTORY MAINTENANCE D(IMH)

Optional at time of setup. This information will begin accumulating automatically with the first Day End Process.

YEAR: ____ (2.0N) WHSE __ (2A) LAST UPDATE MM/YY (displays)

ITEM NUMBER ____________________________ (28A)

Item number on file in Item Maintenance (IMM).

1. TIMES B/O YTD ________ (6.0N)

Number of times backordered year-to-date.

2. TIMES B/O MTD ________ (6.0N)

Number of times backordered month-to-date.

3. DATE LAST SOLD ________ (MM/DD/YY)

Last date this item was sold.

4. DATE LAST PURCH ________ (MM/DD/YY)

Last date this item was purchased.

5. DATE LAST REC’D ________ (MM/DD/YY)

Last date this item was received.

6. DATE LAST ADJ ________ (MM/DD/YY)

Last date this item was adjusted via the Inventory Transaction programs (IE/IER).

7. PRODUCT CLASS ____ (4A)

From Item Maintenance Record (IMM).

8. G/L CLASS ____ (4A)


9. INVENTORY CLASS ____ (4A)


10. QTY LAST SOLD ________ (6.0N)

Quantity sold on last sale of item.

11. QTY LAST PURCH ________ (6.0N)

Quantity purchased on last purchase order.

12. QTY LAST REC’D ________ (6.0N)

Quantity received during last receipt of item.

13. QTY LAST ADJ ________ (6.0N)

Quantity adjusted during last adjustment.

ORDER POINT XX (displays)

LINE POINT XX (displays)

EOQ XX (displays)


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INVENTORY HISTORY INQUIRY W2(IMQ)

Example of the options available:


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INVENTORY HISTORY INQUIRY W2(IMQ) (CONT’D)



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INVENTORY HISTORY REPORT M(IH)



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INVENTORY HISTORY REPORT M(IH) (CONT’D)


Note: The above highlighted fields represent “TURNS INFORMATION”. If IH was run as ‘TURNS INFORMATION? N”, IH would print all the same fields except for the highlighted fields.


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INVENTORY MISC USAGE HISTORY REPORT M(IU)


* If answered “Y” then sales data will be added into the usage figures also, not just usage from kit assemblies, work orders, and “usage” via Inventory Transactions I(IE).


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INVENTORY MISC USAGE HISTORY REPORT M(IU) (CONT’D)


OTHER INVENTORY REPORTS INVENTORY BASICS

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INVENTORY ANALYSIS REPORT M(IR)



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INVENTORY ANALYSIS REPORT M(IR) (CONT’D)



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INVENTORY STATUS REPORT I(IS)



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INVENTORY STATUS LISTING I(IS) (CONT’D)



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INVENTORY STATUS LISTING I(IS) (CONT’D)


ANALYZING PRODUCT MOVEMENT INVENTORY BASICS

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ITEM MOVEMENT/COST ACTIVITY LISTING DBL(IMAL)



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HIT RANKING SELECTION PROCESS MRS2(OHIT)

Example:

INVENTORY ANALYSIS INVENTORY BASICS

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HIT RANK REPORT MRS2(OHITR)




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HIT RANK REPORT MRS2(OHITR) (CONT’D)



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HIT RANK REPORT MRS2(OHITR) (CONT’D)


INVENTORY PURGES INVENTORY BASICS

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INVENTORY MASTER PURGE I(IMP)



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INVENTORY MASTER PURGE I(IMP) (CONT’D)



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INVENTORY MASTER PURGE I(IMP) (CONT’D)



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SUBSTITUTE ITEM PURGE D(ISUBP)



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SUBSTITUTE ITEM PURGE D(ISUBP) (CONT’D)


Inventory 1 Basics 2001 - Epicor Customer Web...

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