I N V E N T O R Y
ITEMS
Items, Assemblies and Kits
Inventory Items and Service/Non-stock Items
Items are anything you buy or sell.
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Inventory 8-1 |
Items can be things you consider inventory like computers or tomatoes.
Or Items can be things like services or labor, or non-stock items like paper and pencils you buy for your office.
Assemblies and Kits
Items can also be Assemblies or Kits. Assemblies and Kits are Items made up of other Items.
ProBooks uses Assemblies to describe Items you put together from other Items and record with a Production Order/Assembly Bill of Materials, before you sell them.
ProBooks uses Kits to describe a group of items sold as a single Item. Kits are not assembled prior to being sold. ProBooks automatically assembles Kits whenever you post an invoice that has a Kit item in the invoice.
Items Screen 1
Items
Item cards store information on your Items. When you select [Items] from the Inventory menu, the first item in your file will be displayed.
Using Card Files
You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.
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8-2 Inventory |
Lookup mode and Edit Mode
Card files have two modes, lookup mode and edit mode.
When the first item card is displayed you will initially be in lookup mode.
When you want to add a new card or change an existing card, activate Add or Edit mode by selecting [Add], [Edit], or clicking on one of the fields in the card screen.
Finding the card you want
Think of your ProBooks card files as rotating card files.
UpArrow/DownArrow
You can flip through the cards by using the [UpArrow]/[DownArrow] keys on your keyboard, or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.
You can also lookup up a particular Item in several other ways:
Lookup Buttons
Select one of the lookup buttons to lookup an item by Item number, Item Description, or Location by selecting the appropriate button in the Item card.
Home/End
You quickly skip to the first or last card by pressing [Home] or [End] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.
PgUp/PgDn
You can skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.
Find
Select [Find] to locate Items on additional fields in the Item record.
Filter
Select [=Filter] to select an item or items using an expression or search string.
Multi-screen cards
Some card files keep more information than will fit in one screen. The files use tabbed multi-screen cards to provide several screens for each record in the card file.
To access the hidden screens, click on the tabs for each screen or select [Screen].
Adding New Items
Select [Add] to create a blank item card to add a new item.
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Inventory 8-3 |
Changing Item Information
Select [E]dit or click on one of the fields in the card screen to activate Edit mode.
When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.
Enter the appropriate changes in the desired field or fields.
To save or cancel the changes you’ve made, and return to lookup mode select [Edit] again, or press [Esc], [PgDn] or selecting [Ctrl]+[W] will automatically save changes.
Deleting Items
Select [Delete] to delete an item.
When you delete an Item card, the item will be marked for deletion and ‘Deleted’ will appear at the bottom of the control panel. Deleted cards are not removed from the Items file until you select [Done].
Field Definitions
Item Number
The item number which identifies the item. The item number is 15 characters long. Item number is stored in the field ITEMNO which is an 18 character field combining the Item number and Warehouse number ‘000’-’999’
Note: When importing items or globally updating the Items file you must
add the warehouse number to your item numbers. If you have only one warehouse,
all item numbers should be ‘000’. You can add the warehouse number to item
numbers from the System menu, Database Commands prompt using the commands:
USE &ARINVT REPLACE ALL ITEMNO WITH LEFT(ITEMNO,15)+’000’
Description
A 25 character item description. If longer descriptions are needed, use the Extended Item Description field.
Whs
A 3 digit numeric warehouse code. The default warehouse 000.
When the departmental option is activated you can create Inventory Items for other Warehouses. Each additional entry will be exactly the same except for the warehouse location code.
An extended item description.When entering Sales Quotes/Orders/Invoices, if an item has an extended item description, the extended description will be added to the form as comment lines.
Extended item descriptions can have up to 100 44 character lines.
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8-4 Inventory |
Location
A location code you can use to identify the location of this item in your warehouse.
SellUnit
The selling unit. For example, PC, EACH, LOT, CTN, BOX, PCKG, etc.
BuyUnit
The unit this item is purchased in. ProBooks does not automatically convert buyunit/sellunit, but these fields and the conversion field can be used in user defined forms and reports.
Conversion
The conversion factor from buy unit to sell unit. For example: Buy unit 1000’s Sell unit Piece Conversion factor 1000 1 unit (1000) purchased is multiplied by 1000. Onhand quantity is increased by 1000. ProBooks does not automatically convert buyunit/sellunit, but these fields and the conversion field can be used in user defined forms and reports.
Taxed
[F]alse for non-taxable items which should not be taxed when sold to a
customer who is normally taxable. (such as services, or food items in some
states) [T]rue for taxable items.
In general, items should be marked [T]axed
unless they are always non-taxable.
Class
User designated code used to classify items.
ProdCode
User designated product code used to classify items.
Category
User designated category code used to classify items.
VenCode
The last vendor from whom this item was purchased.
VenPartno
The Vendor’s stock number for this item.
LBuy
The date of the last purchase or receipt of this item. This field is updated each time an item is purchased using ‘update inventory’.
In_date
The date the item was added to the Items file.
LDate
The date of the last sale of this item. This field is updated each time an item is sold.
Product type.
Serial/ID
[T]rue if the item is normally serialized or has an ID number.
On Hand
The current on hand quantity.
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Inventory 8-5 |
On-hand quantity, average cost, and last cost are normally maintained automatically
by ProBooks during entry of inventory transactions.
Changing On-hand quantity
or cost may alter your average cost.
Changing these values may change your
inventory valuation and cause it to become out-of-balance with your Ledger
Inventory balance. If you manually change On-hand or Cost you should recalculate
your Average Cost manually.
The FIFO/LIFO Valuation report can be used to determine the true average
cost of on hand inventory. See FIFO/LIFO Valuation report in the Inventory
Reports section of this chapter.
Committed
The quantity committed on sales orders.
Component
The quantity committed as components. This field is not automatically updated during normal processing, but is updated when a component requirements report is run.
RMA
The quantity authorized to be returned in Sales Returns, but not yet received.
On Order
The quantity on order in Purchase Orders.
OrderPt
The minimum desired stocking quantity.
OrderQty
The quantity normally reordered.
Ptdqty
Period to date quantity sold.
Ytdqty
Year to date quantity sold.
Sell Method
The costing method to be used for costing sales and valuing inventory.
LastCost
[L] The most recent price paid for this item. This field is updated when you receive, purchase, or assemble items.
AvgCost
[ ]or[A] The AvgCost for this item. This field is updated when you receive, purchase, or assemble items.
StdCost
[S] The Standard Cost for this item. Standard cost is only updated when you change it.
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8-6 Inventory |
Buy Method
The default cost to be used in Purchase Orders.
Which costing method should be used
The amount shown on your inventory report and the amount in your general
ledger inventory account(s) will inevitably become out of balance
The general
ledger inventory accounts should normally be reconciled with your Inventory
reports before closing each fiscal period.
Average cost will generally produce the most accurate costing information, and should, in the absence of errors, result in the amounts shown on your Inventory reports, and the amounts shown in your general ledger inventory accounts remaining equal (inevitably there will be some discrepancy due to rounding)
However, if you plan to sell items which you have not yet entered into inventory, average cost can result in very inaccurate information being recorded for individual transactions and in profitability reports.
If you plan to sell items which you have not yet entered into inventory, you should select either Last Cost or Standard Cost methods.
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Inventory 8-7 |
Items Screen 2
Price Level Code
The price level group code used in determining which price level a customer receives for this item.
Price Level Code can be a number from 0-9 or a letter from A-Z.
In order to use this option, you must set up each customer with the appropriate price level for each inventory code group .
If Price Level assignments have not been set up for a customer, pricing defaults to Price Level 1.
Please see Customers in the Receivables chapter of this manual for more information.
Price 1-6
The selling price per unit for each price level 1-6.
Commission
A commission formula used to calculate Sales Commissions. Please refer to Sales Commissions in the Sales chapter of your manual for more information.
Autoprice Code
If Autoprice is Blank, pricing will not be automatically updated when you purchase or receive items. If a valid autoprice code is set up, Price1-6 will be updated automatically each time you purchase or receive items.
Autoprice method
Autoprice method controls how the Auto% is applied when updating prices.
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8-8 Inventory |
The first digit of the Autoprice code designates the method to be used for price updating. The second digit designates the number of decimals to be used in the new price.
Margin
A Margin based on Avg_cost, or Auto% equals the percentage of the Sales
Price which is profit over average cost.
The formula is (Price-Avg_cost)/Price=Auto%/100
If Avg_cost is $100.00 and Auto% is 50.00, Price will be $200.00.
B Margin based on Lastcost, or Auto% equals the percentage of the Sales
Price which is profit over last cost.
The formula is (Price-Lastcost)/Price=Auto%/100
If Lastcost is $100.00 and Auto% is 50.00, Price will be $200.00.
Markup
C Markup based on avg_cost, or Auto% equals the percentage to be added
to Avg_cost to calculate Price.
The formula is Price=Avg_cost+(Avg_cost*(Auto%*.01))
or (Price-Avg_cost)/Avg_cost=Auto%/100
If Avg_cost is $100 and Auto% is
50.00, price will be $150.00
D Markup based on Lastcost, or Auto% equals the percentage to be added
to LastCost to calculate Price.
The formula is Price=Lastcost+(Avg_cost*(Auto%*.01))
or (Price-Lastcost)/Lastcost=Auto%/100 If LastCost is $100 and Auto% is
50.00, price will be $150.00
P Used only for Price Updating from the Inventory Maintenance, Update Prices menu. Price levels 2-5 are updated based on Price 1. Price 1 can also be changed by a percentage at the same time.
For example, if the current price of Price 1 is $100.00 and the percentages are 100, 95, 85, 75, 65, 50, the Prices after updating will be $100.00, $95.00 $85.00, $75.00, $65.00, $50.00.
Autoprice Rounding (the second digit of the autoprice code)
‘ ‘ (blank) Prices will be rounded to 4 digits
3 Prices will be rounded
to 3 decimals
2 Prices will be rounded to 2 decimals
1 Prices will be rounded
to 1 decimals
0 Prices will be rounded to 0 decimals
Examples:
A (‘A’ followed by a blank) Prices will be updated according
method A and Auto% 1-6. The price will be rounded to 4 decimal places.
B2 Prices will be updated according to method B and Auto%1-6 and the prices will be rounded to 2 decimal places. Auto% 1-6 1-6
When quantity discounts are applied prices will be rounded to 2 decimals
by default unless a number 0-3 is specified in the Autoprice field for
the item.
Qty Disc Level
Qty Disc % 1-6
These are the quantity discount levels calculated on the appropriate price level for each item and customer. Enter the quantity at which the discount takes effect and the percentage discount. For example: Level1 100, D1 0.100 means 10% discount for quantity 100 or over. This could also be described as follows: when the quantity reaches 100, the price will be reduced by the price * 0.100. If the normal price is $100, the discounted price will be $90 for 100+ units.
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Inventory 8-9 |
Promo
A promotional or sale price that will be displayed as the default during invoicing during the period of the promotion.
The first day the promotional price is in effect.
Promo End
The last day the promotional price is in effect.
Items Screen 3
Each inventory item can have a default sales account number. If you do not assign an account number here, the default sales account during invoicing will be the sales account set up in your Company file. SalesAcct is the general ledger sales account that will be credited when sales invoices are posted.
InvAcct
Each inventory item can have a default Inventory account number. If you do not assign an account number here, the default inventory account used during invoicing will be the inventory account set up in your Company File. InvAcct is the general ledger inventory account that will be credited when sales invoices are posted.
CostAcct
Each inventory item can have a default cost account number. If you do not assign an account number here, the default cost of goods account used during invoicing will be the cost account set up in your Company File. Cost Acct is the general ledger cost of goods sold account that will be debited when sales invoices are posted.
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8-10 Inventory |
See How To Set Up Labor as an Item, and Using Multiple Inventory and Cost
Accounts at the end of this section for more information
VenCode1,2,3
Three Vendors from whom this item can be purchased and their part numbers for this item.
Ship Weight
The total shipping weight of a package or unit.
OS
Oversize, True/False, used for UPS shipping.
Dimension
The physical size of a package, for example 12" x 12" x 24".
Volume
The volume of an item or package, for example 10 cubic feet.
Measure
The unit of measure used for volume or for weight, for example CF=cubic feet, or pounds, or ounces. May be used according to the requirements of the business.
Color, Size, Style
Additional fields have been added to facilitate interfacing with user developed applications. These include Color, Size, Style, Width, Length, Height and Weight.
Items Screen 4
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Inventory 8-11 |
User1-User6
User1-User6 are memo type fields you can use for whatever information you choose. Each field can hold an unlimited amount of text.
Using Multiple Inventory, Cost, Sales Accounts
The primary or default Inventory Cost of Goods accounts are set up in the Company Setups file. Unless you enter different accounts in the inventory item card, these are the accounts that will automatically be used for all inventory items.
You may wish to have multiple accounts for various different types of items. In this case you will change the Inventory account number for the specific items. You can do this through the Inventory Maintenance screen or you can use the Update Account number option in the Inventory Maintenance menu to update the account numbers for all items or selected groups of items.
The number of different accounts you set up will depend on the your particular needs. You may choose to keep your chart of accounts as simple, or as complex as is required.
A small business may simply wish to keep one account for each category, for example:
Inventory
Sales
Cost of Goods
Some companies may want to keep a more extensive breakdown of their various accounts. For example:
Inventory-Software
Inventory-Components
Inventory-Assemb led Items
Sales- Software
Sales-Components
Sales-Assembled Computers
Sales-Networks
Sales-Service
Labor
Sales-Installation
Cost of Goods-Software
Cost of Goods-Components
Cost of Goods-Assembled Items
Cost
of Goods-Service
Setting upNon-stock and Labor/ Service Items
Services, Labor and Non-stock items are set up by specifying ProdType ‘S’. The unit may be an hour for labor or service, or for non-stock items, any descriptive unit.
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8-12 Inventory |
Examples of Non-stock items might be office supplies which you want to purchase using purchase orders, but are expended upon receipt and never entered into inventory.
For Labor or Service, it is recommended to select standard cost costing method. Determine your cost for the labor unit and enter it in the standard cost field.
Cost method is normally irrelevant for Non-stock items which are expended upon receipt, as they will never be sold as an invoice item. However, if there are certain items that are normally purchased as supplies, but occasionally resold or included as part of an assembly, you should select either ‘L’ last cost or ‘S’ standard cost as the costing method for the item. If you select standard cost you will need to enter an amount in the standard cost field.
Inventory/Cost accounts for non-stock items.
If you will be selling non-stock items on occasion, or including them as part of assemblies, you should also change the inventory account for these items to the expense account to which they are normally charged. When the item is sold or used in an assembly, the expense account will be reduced and the cost of goods account you specify (or an inventory account in the case of an assembly) will be increased.
Inventory/Cost accounts for labor/service items.
Do not specify a physical inventory account as the ‘Inventory’ account for labor/service items. Use either the account that salary or wages are normally expended to, or the same account you use for ‘Cost Acct’
If you specify your salary/wages account as ‘Inventory’, when you sell this item, your salary/wages expense will be reduced, and your cost of goods will be increased. If you assemble items which include labor as a component, salary/wages would be reduced and the inventory account for the assembly item will be increased.
You may assign the same account to both the inventory and cost of goods fields, in which case there will be no affect on the general ledger when these items are sold or assembled.
What’s an Assembly
An assembly is an inventory item which is assembled from other inventory items (components). Components may be regular items or non-stock items (which can include labor hours) To assemble items from existing items, or disassemble items into their component items, create a Production Order, and convert the production order to an assembly bill of materials.
See Production Orders for more details.
You can assemble/disassemble items which have not been defined as assemblies, but it will be necessary to enter the components for the assembly line by line each time you enter a production order. By setting up an item as an assembly, that is, defining the components and quantities used to make one assembled item, the assembly bill of materials can be automatically prepared when you enter a new production order for the assembly.
You can customize each production order, adding or deleting components that are not standard components for the assembly.
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Inventory 8-13 |
Kits
The Assembly ‘Kit’ feature provides automatic assembly during posting of invoices.
What’s a Kit?
A ‘Kit’ can be any Assembly, but normally would be anything sold as a single item which is made up of component parts that are normally stored separately such as:
To designate an assembly item as a kit, enter K in the Prodtype field for the item. When an assembly item is designated as a Kit, the assembly bill of materials will be automatically processed during posting of invoices that contain Kit items.
Setting up an Assembly
An assembly’s components are stored in the assemblies file.
Select [Components] from the Item card for any item to maintain the components list for the item.
Assembly Detail
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8-14 Inventory |
PartNo
PartNo is an optional part number you can use to control the order in which components appear in reports.
If a PartNo is not used, components will appear in the order of the component’s ItemNo.
Select [PartNo] to enter part numbers for components.
Add
Select [Add] to activate the Assembly Item dialog and add a new item to the components list.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Edit
To edit a component item, select [Edit] to activate the components list, then use the arrow keys to select an item in the list, then press [Enter]. Or double-click on an item in the list with the mouse.
Clear
Select [Clear] to clear all items from the components list.
Order
Select [Order] to select the order in which components are displayed from the list of index keys for the assembly components file.
Select [Print] to print a components list for an item or items.
Copy
Select [Copy] to copy a list of components from another assembly item.
Done
Select [Done] to return to the Item card.
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Inventory 8-15 |
Assembly Item
Adding or Editing Items in the Components List
PartNo
PartNo is an optional part number you can use to control the order in which components appear in reports.
If a PartNo is not used, components will appear in the order of the component’s ItemNo.
PartNo
User defined part number for this component. This has no relation to the item number. It can be used to order the items displayed for the assembly in a logical order. Otherwise the components will be listed in order of item number.
ComponentNo
The Item number for this component.
Description
Description will default to the item description. You can enter a different description if desired.
Quantity
The quantity of this component used in this assembly.
UnitCost
The unitcost of this component according to the costing method selected for the component.
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8-16 Inventory |
+
Select [+] to increase quantity by one.
-.
Select [-] to decrease quantity by one.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Info
Select [Info] to display the Item Info dialog and access various information on the selected item.
Comment
Select [Comment] to enter a comment line.
Save
If you’re adding, select [Save] to save the item and clear the fields so you can select the next item.
If you’re editing, select [Save] to save any changes you made to the item.
Xcancel
Select [Xcancel] to cancel adding a new item, or cancel changes if you’re editing an item.
If you’re editing, and you have not made any changes, select [Xcancel] to delete the item.
Done
If you’re adding, select [Done] to save the item and return to the Assembly Detail screen.
What happens when invoices with Kits are posted
Try It
To demonstrate how the kit feature works, create an assembly in the ProBooks Model, change it’s Prodtype to K, then enter and post an invoice that includes the kit item. After posting the invoice, check the onhand quantity for the component items in the kit. The Assembly Bill of Materials created during posting of the invoice can be reprinted from the Print/Reprint Bill Of Materials menu. The transactions for the invoice and the bill of materials will also appear in the Inventory Transactions Register.
Showing Kit components in an invoice or packing list
If you want some or all of the components that make up the kit to be shown in an invoice, include the components in the extended item description (see inventory file maintenance).
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Inventory 8-17 |
PURCHASE ORDERS
Select Purchase Orders from either the Inventory or Purchases menu to access
Purchase Orders and Purchase Quotes.
Purchase Orders and Purchase Quotes
are covered in detail in the Purchases chapter of your manual.
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8-18 Inventory |
Reorder is used to select items to be reordered and automatically create purchase orders for these items.
Reorder Formulas
The formulas used to calculate which items are to be reordered, and quantities of each item to be reordered, can be selected from a list of standard formulas, or entered as an expression.
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Inventory 8-19 |
Selecting Items for Reorder
Fields used in reorder formulas
ONHAND Inventory on hand quantity
ONORDER Quantity on order through P.O.’s
RA-RETURN Quantity authorized for return but not yet
received
COMMITTED
Quantity committed through Sales Orders
COMPONENT Quantity required as
Components to complete
Assemblies committed
ORDERPT Inventory file Reorder
point for this item
ORDERQTY Inventory file Reorder quantity for this item
Reorder Formula
Reorder Formula determines which items will be ordered.
Examples of Reorder Formula Expressions
(COMMITTED + COMPONENT) < ONHAND
Meaning: What we’ve taken orders for is less than what we have. If we have orders in excess of what’s on hand, reorder.
(COMMITTED + COMPONENT) < (ONHAND+ONORER)
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8-20 Inventory |
Meaning: What we’ve taken orders for is less than what we have. If we have orders for less than what’s on hand plus what’s already been ordered, reorder.
Reorder Quantity
Reorder Quantity determines how many of the selected items will be ordered.
Examples of Reorder Formula Expressions
(COMMITTED + COMPONENT) - ONHAND
Meaning: What we’ve taken orders for, less what we have on hand. We have 10 orders, we have 2 on hand. Reorder will be 8.
(COMMITTED + COMPONENT) - (ONHAND + ONORDER)
Meaning: What we’ve taken orders for, less what we have on hand plus what we already ordered. We have 10 orders. We have 2 on hand. We already ordered 5. Reorder will be 3.
Recalculating Component Requirements
When component requirements are recalulated, the component field in each item is updated with the number of components required to produce assemblies committed on Sales Orders.
Example: Assembly “COMPUTER” requires 10 units of Component “SCREW”
5 COMPUTER’s
are on order (committed) through Sales Order entry.
2 COMPUTER’s are in
stock (onhand).
0 SCREWS are in stock (onhand).
3 COMPUTERS need to be
built to fill current orders (5-2).
COMPONENT for item SCREW will be 30
(3 * 10).
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Inventory 8-21 |
Reorder Item
Adding and Editing Reorder Items
Edit
To change an item in the reorders list, select [Edit] to highlight the list, use the arrow keys to highlight the item you want to edit, then press [Enter]. Or double-click on an item in the list with the mouse.
Item
The item number of the item to be reordered.
Quantity
The quantity to be reordered.
Unit
The order unit.
Cost
The unit cost.
Vendor
The vendor the item should be ordered from.
+
Select [+] to increase quantity by one.
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8-22 Inventory |
-.
Select [-] to decrease quantity by one.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Info
Select [Info] to display the Item Info dialog and access various information on the selected item.
Save
If you’re adding select [Save] to save the item and clear the fields so you can select the next item.
If you’re editing, select [Save] to save any changes you made to the item.
Xcancel
Select [Xcancel] to cancel adding a new item, or cancel changes if you’re editing an item.
If you’re editing, and you have not made any changes, select [Xcancel] to delete the item.
Done
If you’re adding select [Done] to save the item and return to the Assembly Detail screen.
Creating P.O.’s from the Reorder List
Post
Select [Post] to create Purchase Orders from the Reorder List.
Once P.O.’s have been created, you can make changes to them and print them from Purchase Orders.
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Inventory 8-23 |
RECEIVING
Enter Inventory Receipts to record the receipt of items. You can also ‘receive items’ by converting a Purchase Order to an inventory receipt, or by entering item information when you enter a Purchase Invoice.
Normally it’s advisable to choose the method of receiving inventory or items which best suits the way you do business, then use that method consistently, to avoid duplication or discrepancies.
Adding and Editing Inventory Receipts
Add
Select [Add] to add a new inventory receipt.
Edit
To edit a receipt, select [Edit] to activate the receipts list, locate the receipt you want to edit using the arrow keys, then press [Enter], or double-click on the receipt you want to edit using the mouse.
Tag
To tag a receipt, select [Edit] to activate the receipts list, locate the receipt you want to tag using the arrow keys, then press [SpaceBar], or click on the receipt you want to tag using the mouse, then click on [Tag].
Hold
Purchases entries can be posted now, or Held for posting at a later time. Select [H]old to hold your receipt for review and/or later posting.
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8-24 Inventory |
Load
Select [Load] to load receipts that have been held from a previous session.
Forms
Select [Forms] to activate the Purchase Forms dialog to print forms or reports from your receipts.
Post
Select [Post] to Post your purchase receipts.
Xcancel
Select [Xcancel] to cancel tagged receipts.
Deleting a Receipt
To delete a receipt, tag the receipt you want to delete, then select [Xcancel].
Or highlight the receipt you want to delete in the list, then press [Delete].
You can also delete a receipt by selecting [Xcancel] in the Invoice Detail window.
Done
When you are finished working on your receipts, select [Done]. If you select [Done] and there are unposted receipts, they must either be Posted, or Held before continuing.
Hold
Select Hold to hold your receipts for review and/or later posting.
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Inventory 8-25 |
Post
Select [Post] to Post your purchase receipts.
Continue
Continue your purchase receipts session.
Adding and Editing Inventory Receipts
VenCode
Select [VenCode] to look-up a Vendor by Vendor number. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Vendor
Select [Vendor] to look-up a Vendor by Vendor name. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Receive Date
The receipt date.
Receipt No.
The receipt number.
Reference
It is recommended to use Reference for your account number with your vendor, though you can enter any other information here if you prefer.
If you have entered ‘Our Account Number’ in your Vendor card, it will appear by default in the Reference field.
Reference prints on your payables checks when you use the standard check forms.
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8-26 Inventory |
ShipVia
The delivering carrier.
FOB
The freight basis or other information.
Invno
The vendor invoice number, if known.
Invdate
The vendor invoice date.
+Vendors
Selecting [+Vendors] to activate the Vendor card for the selected vendor, or add a new Vendor.
Reports
Select [Report] to print a quick vendor report on this vendor, or any other Report Writer setup.
Info
Select [Info] to activate the Vendor Info dialog which lets you quickly access a list of [Items] purchased from this vendor, other [Invoices] from this vendor, purchase [Invoices] to this vendor, a vendor [Ledger], purchases [Register] and [Aging].
Copy
Select [Copy] to copy items from another purchase quote, purchase order, or purchase receipt. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this order or receipt.
Detail
When all of the inventory receipt header information is correct, select [Detail] to proceed to the purchase receipt detail screen.
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Inventory 8-27 |
Copying Items
Select [Copy] to activate the Copy Quote/P.O./Invoice/Receipt dialog.
You can copy items from another Purchase Quote, Order, Invoice, from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all vendors, or only for this vendor
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your purchase receipt and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Edit inventory receipt as needed after saving.
Cancel
Select [Xcancel] to cancel copying items.
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8-28 Inventory |
Inventory Receipt Detail
Add
Select [Add] to add a new item to your receipt in the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your receipt, select [Clear].
Header
Select [Header] to activate the inventory receipt Header window.
Forms
Select [Forms] to activate the Purchase Forms dialog, to print forms or reports from your receipt.
Xcancel
Select [Xcancel] to delete the receipt.
Save
Select [Save] to save the receipt.
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Inventory 8-29 |
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert] and select [Item] to insert an item, or [Comment] to insert a comment.
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8-30 Inventory |
Inventory Receipt Item
To add an item to your purchase receipt, select [Add], or press [Insert] from the inventory receipt detail window.
Account
If you select an item from the lookup list, the default account number from your inventory item card will be displayed, change if necessary.
Amount
This field will automatically be calculated when quantity and cost fields are filled in.
P.O.
If you have entered a P.O. for this vendor, you can load items from that P.O. by selecting the P.O. number here, you will then be asked if you want to load multiple items from this P.O.
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Quantity
The quantity received.
Cost
The cost per unit.
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Inventory 8-31 |
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the receipt.
You can also delete an item from a receipt by pressing [Del] while Detail window is displayed.
Done
Select [Done] to save the item and return to the detail window
Posting Inventory Receipts
Select [Post] in the inventory receipts screen to post your receipts.
Period
Select the fiscal period these receipts are to be posted to. If you have entered receipts with dates in more than one fiscal period, you will only be allowed to post receipts for one fiscal period at a time.
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8-32 Inventory |
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Payable
Select the Payables account for any payables which will be created from this posting.
Each Purchases batch will update only one general ledger accounts payable
account. If you have receipts for more than one payables account, post
receipts for each payables account in separate batches.
Inventory Received
Select the Inventory Received account for these receipts.
Each Purchases batch will update only one general ledger inventory received
account. If you have receipts for multiple inventory received accounts,
enter the receipts for each account in separate batches.
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your inventory transactions file will be updated, but your general ledger will not be updated.
This will result in a discrepancy between your general ledger inventory
account(s), and your inventory ‘onhand’ valuation report.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the inventory receipts window.
What Happens When Inventory Receipts Are Posted
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Inventory 8-33 |
BILL OF MATERIALS
A Bill of Materials is similar to a Sales Invoice, but is used to record items taken from Inventory for use on a Job, or for internal use.
The Bill of Materials deducts the items used from Inventory and charges the cost of the items to a cost of goods or work in progress account, as specified at the time of posting.
Bills of Materials are created in a very similar manner to a Sales Invoice, and are stored in the invoice history file as an inventory invoice with a special customer code- {BOM}.
Each Bill of Materials is given an invoice number and can be reprinted as required. Bill of Materials transactions appear in the Inventory Register along with invoice transactions.
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8-34 Inventory |
Bill of Materials Header
Select [Add] to create a new bill of materials.
Job
Enter the Job number to be updated when this bill of materials is posted.
Ship to Address
The ship to address will default to address for your company. You may want to use these fields for other information or comments, or for a location inside your company where the finished assemblies are to be delivered to.
Detail
Select [Detail] to proceed to the bill of materials Detail screen.
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Inventory 8-35 |
Bill of Materials Detail
Add
To add a new item select [Add]
Edit
To edit an item, select [Edit] to activate the items list, then locate the item you want to edit with the arrow keys, and press [Enter]. Or double-click on the item you want to edit with the mouse.
Clear
Select [Clear] to clear the list of items.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Convert
Select [Convert] to convert a bill of materials to an assembly bill of materials.
Save
Select [Save] to save the bill of materials.
Xcancel
Select [Xcancel] to cancel the bill of materials.
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8-36 Inventory |
Bill of Materials Item
+/-.
Select [+] to increase quantity by one. Select [-] to decrease quantity by one.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Info
Select [Info] to display the Item Info dialog and access various information on the selected item.
Save
If you’re adding, select [Save] to save the item, and clear the fields so you can select the next item.
If you’re editing, select [Save] to save any changes you made to the item.
Xcancel
Select [Xcancel] to cancel adding a new item, or cancel changes if you’re editing an item.
If you’re editing and you have not made any changes, select [Xcancel] to delete the item.
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Inventory 8-37 |
Posting Bills of Materials
Post
Select [Post] to post your Bills of Materials.
Period
Select the fiscal period the bills of materials are to be posted to.
Shipping
Select the account to which any shipping on these bills of materials are to be posted.
Cost of Goods
If no specific cost of goods account is entered, the cost of goods account in each item record will control which cost of goods accounts are updated during posting.
Select a cost of goods account, if you want a specific cost of goods account to be updated for these bills of materials.
If your bill of materials is for items used in a job, this account might also be a work in progress account.
What Happens When Bills of Materials are Posted
When you post bills of materials your files will be updated as follows:
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8-38 Inventory |
PRODUCTION ORDERS
Production Orders are used to order production of assembly items. Production Orders are then converted to Assembly Bills of Materials when the assemblies have been produced.
The Assembly Bill of Materials records components used to produce assembly items.
Assemblies are items which are assembled from other component items.
A Production Order and Assembly Bill of Materials should be created when existing inventory items are assembled into one new Item.
An Assembly Bill of Materials is similar to a Sales Invoice, but is used to record items taken from Inventory to be assembled into items which go back into inventory.
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Inventory 8-39 |
Bills of Materials are created in a very similar manner to a Sales Invoice, and are stored in the invoice history file as an inventory invoice with a special customer code- {BOM}.
Each Bill of Materials is given an invoice number and can be reprinted as required. Bill of Materials transactions appear in the Inventory Register along with invoice transactions.
When should items be assembled?
Normally it’s preferable to assemble items prior to selling them, as this will assure that the accurate cost for the assembled item is assigned in the invoice transaction, especially if the avg. cost method is selected for the assembly item.
If you prefer to sell assembly items before you actually record the assembly of the items, the standard cost method should be selected for the assembly item, this will assure that when the item is sold, the appropriate cost (as assigned by the user) is deducted from inventory and charged to cost of goods sold.
If an Item has been set up as an Assembly in the Assemblies file, a Bill of Materials will be automatically created according to the components and quantities in the Assemblies file.
If an Item has not been set up as an Assembly, a Bill of Materials can be entered in the same way an invoice is entered.
The Assembled items will be added to Inventory, and the Component Items will be deducted from Inventory. The Bill of Materials is recorded as in the Invoices and Transactions files with Customer Number {BOM}.
Bills of Materials are stored as invoices. An Assembly Bill of Materials
will show the assembled item as a negative quantity, and the component
items as positive quantities (in an invoice, a positive quantity indicates
items removed from inventory, a negative quantity indicates items returned
to inventory).
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8-40 Inventory |
Production Order Header
Adding a Production Order
Select [Add] to create a new Production Order.
Assembly
Enter the Item number for the Assembly Item.
Quantity to Produce
Enter the quantity of this assembly you want to produce. To ‘disassemble’ items, enter a negative quantity.
Ship to Address
The ship to address will default to the address for your company. You may want to use these fields for other information or comments, or for a location inside your company where the finished assemblies are to be delivered to.
Detail
Select [Detail] to proceed to the Production Order Detail screen.
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Inventory 8-41 |
Production Order Detail
If you have entered a list of components for this assembly item, this list of components will be automatically created with the appropriate number of each component for the number of assemblies you ordered.
If the item being assembled has not been previously defined as an assembly, you will enter the component items and quantities as if you were creating a sales invoice.
Editing a Production Order
You may have a standard assembly which is customized with each order. In this case you will want to edit your production order, changing certain items and adding items.
Add
To add a new item select [Add]
Edit
To edit an item, select [Edit] to activate the items list, then locate the item you want to edit with the arrow keys, and press [Enter]. Or double-click on the item you want to edit with the mouse.
Clear
Select [Clear] to clear the list of items.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
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8-42 Inventory |
Convert
Select [Convert] to convert a production order to an assembly bill of materials.
Save
Select [Save] to save the production order or bill of materials
Xcancel
Select [Xcancel] to cancel the production order or bill of materials.
Production Order Item
+
Select [+] to increase quantity by one.
-.
Select [-] to decrease quantity by one.
Pick
Select [Pick] to add new items to the components list by picking items from the pick list.
Info
Select [Info] to display the Item Info dialog and access various information on the selected item.
Save
If you’re adding, select [Save] to save the item and clear the fields so you can select the next item.
If you’re editing, select [Save] to save any changes you made to the item.
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Inventory 8-43 |
Xcancel
Select [Xcancel] to cancel adding a new item, or cancel changes if you’re editing an item.
If you’re editing and you have not made any changes, select [Xcancel] to delete the item.
Converting a Production Order to a Bill of Materials
Convert
Select [Convert] to convert a production order to an assembly bill of materials.
Ship
Select [Ship] to enter ship quantities individually.
Ship All
Select [Ship All] to replace all ship quantities with order quantities.
Reset
Select [Reset] to reset all ship quantities to 0.
Bill
Select [Bill] to convert the production order to an assembly bill of materials.
Continue
Select [Continue] to return to the order detail screen without creating a bill of materials.
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8-44 Inventory |
Posting Bills of Materials
Post
Select [Post] to post your assembly bills of materials.
Period
Select the fiscal Period the bills of materials are to be posted to.
The inventory accounts adjusted will be controlled by the inventory accounts stored in each assembly and component item record.
When the Bill of Materials is printed, the units of the item which has been created will be displayed with a minus [-] sign in the shipped column (since these items are being received into inventory, the opposite of being shipped). The inventory cost of the new items will be computed automatically and will equal the total cost of the items used in the assembly.
The only accounts affected when Assembly Bills of Materials are posted are the Inventory accounts for the components and items, and the net change in Inventory will always be $0.00. Nevertheless, a batch number is assigned to the transactions and an entry is made in the General Ledger database as part of the audit trail. Specify the period to be recorded with these transactions and accept or change the default posting accounts.
During posting, a Bill of Materials Register and Transactions Register will be printed while the Inventory, Invoice and Ledger files are updated.
Assemble/Disassemble Items removes component items from inventory, adds the assembly item to inventory, records the transaction on a bill of materials and in the transactions file, and makes the appropriate entries to the respective general ledger accounts.
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Inventory 8-45 |
What Happens When Bills of Materials are Posted
Taking Physical Inventory
Periodically, if you have inventory, you should take a physical inventory and reconcile your physical inventory counts with the quantities shown in your inventory cards.
But The Computer Keeps Track Of It?
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8-46 Inventory |
ProBooks updates the onhand quantities in item cards whenever you post transactions like sales invoices and inventory receipts.
But ProBooks can’t know when there has been a computer problem, posting error, or when someone entered incorrect information, someone forgot to enter information, when goods are stolen, when goods are lost, and so on.
How Often?
How often you take physical inventory depends on the nature of your business. Some businesses take physical inventory every day. Others might take physical inventory at the end of a fiscal period, or only at the end of a quarter, or fiscal year.
Entering Physical Inventory Counts
Adjust
When you enter your physical inventory counts you may have already entered transactions for dates after the date you took the counts.
Select [Adjust] and enter the date you took your inventory counts.
The quantity ProBooks uses to calculate a variance (over or short) will be based on the adjusted onhand quantity calculated as follows:
Current Onhand quantity in the Item card +
Quantity On Hold in Sales Invoices +
Adjustment for transactions dated after the -
adjustment date
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Inventory 8-47 |
Adjusted Onhand Quantity per Books =
Actual
Select [Actual] to enter the physical count of the item in the browse list column. You can also enter these counts in each item card in the Actual field, you can use [Read] actual counts from another file, or you can [Import] records from another adjustments file.
#Read
Select [Read] to read inventory counts from another file.
The file you read counts from must be a .DBF file with at least one character type field named ITEMNO, and another numeric field, of any name, which holds the actual count for each item. See the topic ‘Reading Inventory Counts from Another File’ that follows.
*Import
The adjustments file is named &AIDJUST
(“&” means “in the data directory
for this set of books”,
so for the ProBooks Model company,
&AIADJUST =
C:\PROBOOKS\PBMODEL\AIADJUST.DBF)
If you have a copy of &AIADJUST you have loaded externally with inventory counts, you could import the records in your copy file to &AIADJUST using [Import].
For more information on using Import, please refer to the topic Import Data in the section Company Setup & Utilities, in the System chapter of your manual.
Update
Select [Update] to update onhand and adjustment quantities in the adjustments file with current onhand quantities from the item cards and current adjustment values, calculated from transactions posted since the adjustment date.
ReSet
Select [ReSet] to rebuild the adjustments file. Onhand quantities will be updated with the current values from the item cards, and any actual counts you entered will be reset to 0.00.
BroWse
Select [BroWse] to view the adjustments in a Browse window.
Global
Select [Global] to do a global update. See ‘Setup & Utilities’, ‘Global Updating’ at the end of this chapter for more information on global updating.
Post
Select [Post] to post inventory adjustments.
Select [Print] to print an adjustments report showing the variance (over/short) for each item, and adjustment necessary to reconcile the Onhand quantity in the Item cards with the physical counts.
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8-48 Inventory |
Reading Inventory Counts from Another File
If you have collected inventory counts with a portable terminal, and you can convert the data from this file into a .DBF file with a field named ITEMNO, and another numeric field which has the actual counts for each item, ProBooks can read these counts into the inventory adjustments file.
Source
Select [Source] to use the file picker to select the file to read inventory counts from, or enter the name of the file in the source field.
Field
Select the Field name in the source file which has the actual counts for each item.
Target
The inventory adjustments file name is &AIDJUST.
(“&” means “in the data
directory for this set of books”,
so for the ProBooks Model company,
&AIADJUST
= C:\PROBOOKS\PBMODEL\AIADJUST.DBF)
The target file will be preselected to &AIADJUST.
Read
Select [Read] to read the values from the selected Field in the Source file, into the ACTUAL field in the target file.
Setup/Update Tools
The options in the Read Inventory Counts dialog are similar to those in Import Data.
For more detailed information on using the Setup/Update tools, please refer to the topic Import Data in the section Company Setup & Utilities, in the System chapter of your manual.
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Inventory 8-49 |
Posting Physical Inventory Adjusments
After entering physical inventory counts, a discrepancy report can be printed showing variances between ‘Onhand’ and physical counts for each item, including subtotals for each warehouse, inventory account and cost account number.
If desired ProBooks can create a bill of materials to record the variances, adjust your onhand quantities.
Select [Post] to post a bill of materials recording the inventory adjustments and adjust onhand quantities.
What Happens When You Post Physical Inventory Adjustments
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8-50 Inventory |
INVENTORY REGISTER
The Inventory Transactions Register provides a listing of Inventory transactions sorted by item or date for a specified time period. The default report will display a register of all inventory transactions for the current month.
Any or All items, Vendors, or Customers
The sales register can be printed for a specific Item:
Select [ItemNo] to look up an item by item number or enter an item number in the item number field.
VendorNo
Select VendorNo to print a report for a specific Vendor
CustNo
Select CustNo to print a report for a specific Customer.
Summary or Detail
The inventory register can be printed showing summary or detail information for each transaction:
[Summary] report shows transaction totals only.
[Detail] report shows line item detail for each transaction.
The inventory register can be sorted by date or by item number:
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Inventory 8-51 |
By Date or Item
By [Date] produces a report sorted by transaction date.
By [Itemno] produces a report sorted by item number.
Select [From], or enter a date in the From field, to select the beginning date.
Select [To], or enter a date in the To field, to select the ending date.
Select [Print] to print the report with the selected options.
Form
Select [Form] to load a Report Writer setup for an inventory register using the selected options.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
INVENTORY REPORTS
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8-52 Inventory |
Item Lists
Preparing Inventory Reports
Include
You can select a beginning and ending range for several categories. If you need to select items based on additional categories, you can select [Form] and use the Report Writer filter feature.
Leave From and To blank to select all items, warehouses, classes, etc.
You can set a selection range for:
Adjust
Check [X] adjust if quantities shown in the report should be adjusted to a specific date.
Uncheck [ ] Adjust to show actual onhand quantities from each item card. These values will reflect all transactions posted to date.
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Inventory 8-53 |
Status
Select which items to include in the report:
Sort By
Select the sort order for the report, by:
Form
Select [Form] to load a Report Writer setup for an inventory report or items list using the selected options.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
Item Labels
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8-54 Inventory |
Preparing Item Labels
Include
You can select a beginning and ending range for several categories. If you need to select items based on additional categories, you can select [Form] and use the Report Writer filter feature.
Leave From and To blank to select all items, warehouses, classes, etc.
You can set a selection range for:
Status
Select which items to include in the report:
Sort By
Select the sort order for the report, by:
Form
Select [Form] to load a Report Writer setup for item labels using the selected options.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
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Inventory 8-55 |
Preparing Price Lists
For Customer
When you select a Customer, ProBooks will prepare a Customer Price List. A Customer Price List will show only prices for the selected customer.
Include
You can select a beginning and ending range for several categories. If you need to select items based on additional categories, you can select [Form] and use the Report Writer filter feature.
Leave From and To blank to select all items, warehouses, classes, etc.
You can set a selection range for:
Status
Select which items to include in the report:
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8-56 Inventory |
Sort By
Select the sort order for the report, by:
Form
Select [Form] to load a Report Writer setup for an inventory report using the selected options.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
Customer Price List
An individualized price list can be printed for any customer, showing the assigned Price Level for all or selected items in the Inventory file.
The User Defined Report form CPRICES provides an example customer price list. The report can be customized to include fields from the Inventory, Customer, Employee (salesperson) and Chart of Accounts files.
PCPRICE()
The function PCPRICE(), when used in this report, will return the selected customer’s assigned price (Price Level 1-6) for any item in the Inventory file.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
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Inventory 8-57 |
Stock Movement
The stock movement report shows PTY and YTD sales quantites.
The standard report can be sorted by PTD quantity, YTD quantity, PTD sales value or YTD sales value.
Form
Additional sort options and report formats can be setup using the Report Writer. Select [Form] to load a report writer setup for a stock movement report.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
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FIFO/LIFO Valuation Report shows FIFO or LIFO value of onhand inventory.
The FIFO (first in, first out) valuation report will show the current onhand quantity for each item. Following will be listed the most recent transactions for that item with the specific cost per unit and quantity received for each transaction. This will allow an exact FIFO valuation to be calculated.
The FIFO report will also show the true average cost of the item, that is, the total FIFO value of the current number of units on hand, divided by the number of units on hand.
The LIFO report attempts to show the LIFO value of your inventory by working forward from the first transactions in your inventory transactions file for each item.
If you have purged transactions from your inventory transactions file, or if you did not ‘receive’ your original LIFO inventory quantities into ProBooks, the LIFO report won’t necessarily be accurate.
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Inventory 8-59 |
PRODUCTION REPORTS
|
8-60 Inventory |
Assembly Lists
An Assembly list shows the components that make up an assembly, how many of each, their cost, and the total assemly cost.
Partno
Select [Partno] to select an assembly.
To run reports for a range of assemblies, use the [Form] option.
Sort
If you select Component, the report is sorted by the Item number of the component item.
If you select PartNo, components will be sorted by the component part number. The PartNo is an optional number you can assign.
Expand
If [ ] Expand is checked, any of the components are also assemblies (subassemblies), the components of the subassemblies will also be shown.
Form
Additional sort options and report formats can be setup using the Report Writer.
Select [Form] to load a report writer setup for an Assemblies report.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
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Inventory 8-61 |
Components Usage
A Component Usage report shows you what Assemblies different Items are used in.
The Component Usage report uses a Report Writer setup.
From/To
Select [From] or [To] to select the beginning and ending item to include in the report.
Sort
The Sort Order for this report should be COMPNO, in order for the report to come out as intended.
Form
Additional sort options and report formats can be setup using the features of the Report Writer.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
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Assembly Component Requirements Report
A component requirements report can show how many components are required to produce the number of Assembly items on order, but not onhand.
Re-calculate Quantities Now?
An Inventory Item can be both an Item and a Component. That is, it might be sold by itself, or used as a component in an Assembly.
When you re-calculate quantities, ProBooks calculates the number of each component item (COMPONENT) required to produce outstanding orders (COMMITTED) for assemblies items.
Committed
COMMITTED is the quantity on order in sales orders.
Component
COMPONENT is the quantity of an item required as components, to produce assemblies committed through sales orders.
Example: Assembly “COMPUTER” requires 10 units of Component “SCREW”
5 COMPUTER’s
are on order (committed) through Sales Order entry.
2 COMPUTER’s are in
stock (onhand).
0 SCREWS are in stock (onhand).
3 COMPUTERS need to be
built to fill current orders (5-2).
COMPONENT for item SCREW will be 30
(3 * 10).The Component Usage report uses a Report Writer setup.
From/To
Select [From] or [To] to select the beginning and ending item to include in the report.
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Inventory 8-63 |
Sort
Select [Sort] to select the index key for the report.
Form
Additional sort options and report formats can be setup using the features of the Report Writer.
For more information on user defined forms and reports, please see the
Report Writer chapter in this manual.
INVENTORY SETUP & UTILITIES
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8-64 Inventory |
Change Item Number
Sometimes it will be necessary to change an item number. For example, if your company expands and the number of items you have increases, you might want to renumber your items.
Select [Change Item Number] from the Inventory, Setup & Utilities menu to change an item number.
Change Item Number creates a copy of an existing item record with a new item number, and updates all historical records for the original item number with the new item number.
What Happens When You Change an Item Number
|
Inventory 8-65 |
Quantity Decimals
Change Decimal Value for Item Quantities. Select from 0 to 4 decimal places to be used for item quantities. This value will be used system wide whenever Item unit quantities are displayed, entered, and reported.
If you sell only whole units, selecting 0 will be suitable. If you sell partial units, you should select the highest number of decimals you need. This decimal value can be changed at any time.
Enter the number of decimals, from 0 to 4, to be used in display and entry of unit quantities for all items.
Example: QtyOrd
0 decimals 100
4 decimals 100.0000
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Global Updating
Global Updating allows you to quickly change a field in all or a selected group of records.
For example, let’s say you want to change the Product Type for all, or a selected group of items.
One way to do it would be to edit each item card one by one. Even if you had only ten items, that would take a few minutes. But what if you had ten thousand items? That would take quite a while. But with global updating you can change any field in ten or ten thousand item records very quickly with a minimum of effort.
Global updating provides a way to update a specific field in the active record for all records, or for records selected according to the criteria specified in the selection screen.
Always backup your data files before using Global Updating. You might make
unintentional or accidental changes and want to restore from your backup.
For details on using Global Updating, please see the topic Global Updating
in the System chapter of your manual.
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Inventory 8-67 |
Recalculate Quantities
Each item card has fields for:
If these values become corrupted , or there seems to be a discrepancy, ProBooks can recalculate these values.
How ProBooks Re-calculates Quantities
Onhand quantities are re-calculated by adding any inventory transactions since the last closing, to the quantities recorded for each item at the last period closing.
If you reconciled your inventory prior to your last period closing, and your inventory transactions file has all transactions since then (sales invoice and receiving line items), your current onhand quantities can be accurately re-calculated.
Committed quantities are re-calculated by scanning the QtyOrd field in all open sales orders.
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Component quantities are re-caculated by first scanning the QtyOrd field in all open sales orders, then calculating the number of components required to produce any committed assemblies.
Onorder quantities are re-calculated by scanning the QtyOrd field in all open purchase orders.
Ra-return quantities are re-calculated by scanning the QtyOrd field in all open sales returns.
Entering Promo Prices
When you enter promo prices you can select a group of items and the order in which you want to view them.
Then enter the beginning and ending date for the promo prices you will enter, and select [Pricing] to enter your promo price for each item.
When you’ve finished entering prices, ProBooks will update your item cards with the promo prices, and beginning and ending dates you’ve selected.
You can specify varied groups of items by characters contained in the Item number, by Warehouse, by current Price Level Code, by Class and by Product Type.
Include
You can select a beginning and ending range for several categories.
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Inventory 8-69 |
Leave From and To blank to select all items, warehouses, classes, etc.
You can set a selection range for:
From/To
Enter the Beginning and Ending dates the Promo Prices you’re about to enter are to be in effect.
Sort By
Select the sort order for the list you’ll enter promo prices into, by:
Pricing
Select [Pricing] to enter promo prices for the selected group of items.
Enter the promo price for each item in the promo price colunm. When you’re done, close the browse list by pressing [Esc], or double-clicking on the close window icon.
Void Bill of Materials
To reverse a bill of materials entered in error, enter a new bill of materials with opposite quantities.
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8-70 Inventory |
