Batch Identification

Reference Contents > Inventory > Batch Identification

This window opens whenever a tracked part stock change is individually processed and enables you to choose a batch source of the movement and or a tracking reference for the part trace log. Normally the tracking reference is automatically assigned (see below), but in cases where there is no source link, such as a purchase or work order, you will be asked to provide one.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

Tracking System

The traceability system in the program works by recording all movements of parts marked as Tracked. Each time a quantity of the part is moved a tracking record is produced with the following information:

Movement (Type) {Qty}	Batch ID	Reference
SO dispatch (A) {-ve}	Source	‘D’,CUSCODE,SAHDESP,SAHLINE or ‘C’,CUSCODE,SAHIVNO,SAHINVL
SO return (B) {+ve}	New	‘C’,CUSCODE,SAHIVNO,SAHINVL
Job issue (A) {-ve}	Source	‘J’,CUSCODE,JOBCODE,JBILINE
Job return (B) {+ve}	New	‘J’,CUSCODE,JOBCODE,JBILINE
PO receipt (C) {+ve}	New	‘S’,POLREFor ‘S’,SUPCODE,POHPONO,POLLINE
PO return (D) {-ve}	Source	‘S’,SUPCODE,POHPONO,POLLINE
General Issue (E) {-ve}	Source	User entered or null
Gen. Return (F) {+ve}	New	User entered or null
Outwork issue (G) {-ve}	Source	‘S’,SUPCODE,POHPONO,POLLINE
Outwork return (H) {+ve}		Change qty or delete issue
WO kit issue (I) {-ve}	Source	‘W’,WKOWONO
WO kit return (J) {+ve}		Change qty or delete issue
WO receipt (K) {+ve}	New	‘W’,WKOWONO
Allocation (L)
De-allocation (M)
Adjustment +ve qty (N) {+ve}	New	User entered or null
Adjustment -ve qty (N) {-ve}	Source	User entered or null
SO preparation (O)
PO preparation (P)
WO preparation (Q)
Kitting qty adjustment (R)
Quarantined (outward) (S) {-ve}	Source (Non-Quar) if not float	User entered or null
Released (outward) (T) {-ve}	Source (Quar)	User entered or null

Where:
CUSCODE = Customer code
SAHIVNO = Invoice Number
SAHLINE = Invoice Line Number
SUPCODE = Supplier Code
POHPONO = Purchase Order Number
POLLINE = Purchase Order Line Number
WKOWONO = Work Order Number

New Batch Numbers are constructed from XNNNNNN, where X is the Batch number prefix set in the “System Manager” “Company Details…” and NNNNNN is the next batch serial number.

For +ve qty movements a new batch location is created when received into inventory.

For -ve qty movements the batch location is the source from inventory.

User entered tracking references cannot be prefixed by the characters “C”, “S” or “W” which are reserved for automatic references.

NOTE: The following options can be used to modify the Batch Number and Tracking system operation:

optSOBatchNosInDesc : If set to 1 or YES, Batch Numbers of tracked parts will be appended to the Sales History description and show on invoices.

optStockBatchDateWarn : If set to 1 or YES, a user warning is given on batch selection at the time of dispatch when date-based batch numbers are older than number of days set in PTMUSE2. This enables an expired batch to be identified so that expired stock is not shipped to customers.

optStockBatchNoManual : If set to 1 or YES, the user is permitted to enter a Batch Number for batch tracked items received from a Purchase Order or received from a Work Order. The number must be unique and have a different prefix character to that currently set in the Company Details.

optStockBatchWindowOff when Extended Stock Information system preference is on, will suppress the opening of the New Multi-location for Part window.

See also: –

Tracing List of the Source of Deliveries OR Destination of Supplies

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StockTransfer Reports Selection

Reference Contents > Inventory > StockTransfer Reports Selection

This report setup window provides you with the ability to choose a range of selections, sort order and report types.

You can drag and drop onto the Print Report button from the Parts Scratchpad to obtain a report of selected parts only.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Button	Action
Custom Search	Opens the Custom Search Selection window and selects the Use Custom option.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

See also: –

Stock Transfer Selection

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Transfer Stock

Reference Contents > Inventory > Transfer Stock

The Inventory Transfer function can be used to formally transfer stock from one multi-location to another. This feature is particularly useful where locations are being maintained for stock in several buildings or warehouses.

Within this window you can effect a transfer from one location to another which will be recorded in a special transfer file. You can review previous transfers and print a Transfer document.

The Transfer Document makes use of Delivery Detail records to provide From and To addresses and location notes. See File — System Manager — Delivery Details, Goods-Inwards Delivery Details Maintenance window for details.

To record a transaction click on the Create Transaction button. Select the part you are transferring using the up/down arrow buttons, KeyWord Search or ScratchPad as needed.It is only useful to select a part with multi-location stocks. You can select a From and To delivery point from the drop-up lists. This is not mandatory but does enable you to have pre-defined addresses on the Transfer Document.

Select a From Stores Location from the drop list, this is mandatory. Then either select a To Store Location from the drop list, or enter a new location code into the box provided. Note that if the part is a batch-tracked part, you will only be able to select a To location that already contains the same batch number. If you do select an existing To location the quantity will be moved into it. If the From Location contains a Batch ID, this will be displayed below and recorded.

Enter a quantity which will be in the Stock units of measure and can not be greater than the From location quantity.

Finally you have three free text fields in which you can enter respectively a Unit Description, a Reference and a Comment. All these will be recorded for future use and printed on the document.

When you are satisfied, click Ok and the transfer will be assigned a new number and processed.

Button	Action
Edit	To edit the comments of a transfer record.
Find	To find a previous transaction. Enter a value and confirm.
Print	To print a Stock Transfer document for the currently selected transfer. Right-click to select the destination.
Create Transaction	To create a new stock transaction.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

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Stock Transfer Selection

Reference Contents > Inventory > Stock Transfer Selection

This subwindow is used to define the range criteria for a selection of stock transfer data. It is displayed on windows requiring the selection of stock transfer records.

Parent Windows

Stock Transfer Reports
Link System Maintenance
Graphical Analysis Maintenance – Graphs Tab

Operation

Enter data in the data entry boxes to restrict the range of records. Records must meet all criteria entered to be selected. If the left and/or right data entry boxes are left blank for a particular criteria, records will be selected between the first and/or last otherwise qualifying record. Data entry boxes can be populated by finding a single item using Keyword Search, drag and drop from the Parts ScratchPad or by double-clicking a list item from the Keyword Result window.

Data records can be obtained using one of the following methods or a combination of them (see Tip below):

1. Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
2. Define or use a Custom Search.
3. Create an Ad Hoc Search Calculation using the context menu function.
4. Drag-and-drop one or more lines from the Parts ScratchPad (or BoM and Where-Used Listing) onto the general window area.
5. Use the ScratchPad Transfer Selected function
6. Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Data Elements

Button	Action
Custom Search	Opens the Custom Search Selection window and checks the Use custom checkbox.

See also: –

Search Options Menu StockTransfer Reports Selection Parts ScratchPad Keyword Result

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Parts Stock Valuation Reports

Reference Contents > Inventory > Parts Stock Valuation Reports

This report setup window provides you with the ability to choose a range of selections, sort order and report types.

You can drag and drop onto the Print Report button from the Parts ScratchPad to obtain a report of selected parts only.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Valuation reports of Parts in stock and kitted (WIP) can be produced either based on CURRENT COST or STANDARD COST. In addition, you can obtain a report on Outwork material issued to suppliers, a valuation of Quarantine stock and a full Work-in-process valuation.

Physical

Provides valuation of Physical quantity and Kitted in WIP and provides for all of the checkbox options. The report will mark any errors (zero costs and negative stock or WIP) and will provide a breakdown of total components of cost valuation.

The report normally will exclude items with both zero physical and zero Kitted WIP quantities. However, you may check the Include zero quantity parts checkbox if desired.

There is an option to add subtotals at each change of the selected sort field. Use the Show subtotals on sort field checkbox to effect this option, however, it is not available for the Part number sort option.

Outwork

Provides for the valuation of the items issued to suppliers to process outwork assemblies. The only option available is to limit the valuation to the Material cost element only.

Quarantined

Provides for the valuation of the items stored in multi-locations designated as Quarantined. The only option available is to limit the valuation to the Material cost element only.

Work-in-Process

This provides a current real Work-in-Process valuation. No options are available. All costs are as applied at the time of Work Order kitting or logging actual hours to the Work Order. If no actual hours are recorded, Process Route times are applied where history is logged. Kit Materials costs applied to the Work Order includes bulk items but not Shortages. Backflushed Work Orders do not include any kit material costs as they remain in stock. Costs of completed partial batches received into stock from Work Orders are not included.

Bonded SO Items

Provides for the valuation of Sales Order items that have been Bonded. Remember that such items will have been removed from physical stock but will not have been dispatched, and therefore invoiced, to customers. These items are, in accountancy terms, still in the company’s inventory and should be valued at cost, rather than Sales Order price. The only report option available is to limit the valuation to the Material cost element only. The report is always sorted by Part Number.

NOTE: The valuation report of Bonded items will include any ‘N’on-stock type part items but will not include any non-part SO items.

Select from one of the two radio buttons at the bottom to use either Standard or Current costs for the valuation.

NOTE: N-type Non-stock parts are always omitted from the above reports.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print Report	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Parts Selection

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Split Batch

Reference Contents > Inventory > Split Batch

You can split a single location batch into two locations with different details by selecting a location in the Stock Location Listing window and using the Split button to open this window.

You can not create or destroy physical stock during this process. I.E. the sum of physical quantities must equal the original physical quantity of the location. There are otherwise no restrictions on the data you enter. The Batch Number is always copied to the new location and today’s date is always applied.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Stock Location Listing

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Inventory Topic Contents

Reference Contents

Most topics are related directly to functional windows, menus or toolbars. Click on the topic to view details.

• – Inventory Menu
• Batch Identification
• Batches Created
• Location and Batch Assignment
• New Multi-location for Part
• Parts Stock Valuation Reports
• Split Batch
• Split-Batch Processing
• Stock Control Activities
• Stock Control Movements Completed This Session
• Stock Location Listing
• Stock Location Record Deletion
• Stock Location Report Selection
• Stock Location Selection
• Stock Multi-Location Maintenance
• Stock Processing Message Log
• Stock Transfer Selection
• StockTransfer Reports Selection
• Stocktake Freeze
• Stocktake Freeze Details
• Stocktake Reports
• Stocktake Results Entry
• Transfer Stock

Reference Contents

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Stocktake Results Entry

Reference Contents > Inventory > Stocktake Results Entry

The dropdown list in the upper left corner enables you to select from the recorded stocktake sets. Having made your choice, click on the List Freeze Set button to list the parts.

The list will be sorted in the order that was selected when the parts were frozen. When you select a part in the list its details will be shown on the right of the window. You can then enter a count quantity and/or change the parts preferred location. If it is a multi-stock part you can change a quantity in the location list itself (click and pause the mouse over the value you want to change – applies to most columns). You can also use the Add button to create a new location record.

The list’s second column indicates with a tick icon those records which have been Marked as processed, have had an Old change made in a previous session and have a Current change that will be processed.

NOTE: If the list is not sorted by part number, you can locate a part line by simply typing in the part number. You must have the cursor in the list first. As you type the system will locate the closest matching part number. Type + to find the next match or prefix with a * to find a part number containing the subsequent characters you type. This is a characteristic of all headed lists.

You can also enter a document reference and a comment for the Stock History records.

The part list uses the tick icon to indicate firstly whether the part has already been adjusted in a previous session, and secondly whether any change has been made in this current session which has not yet been processed.

When you have completed all entries for a Stocktake Freeze Set, check the Close results after processing checkbox. This will prevent any further adjustments in this set.

WARNING: A closed Freeze Set cannot be re-opened, so be sure all counts have been properly entered before setting this option.

When satisfied with all your changes, click on the Process Results button. The change in quantity will be applied to the current part physical quantity and a history record created and the Freeze Set will be updated to reflect this.

You can then optionally print a results report which gives a detailed list of stock quantity variance and current and standard cost value of the variance.

TIP: You can add a warning to users of excessive adjustment using the option optStockCtrlVarWarn. Set to a non-zero % of physical for which a stock control activity and stocktake result triggers a user warning. If physical is 1 or less any quantity will trigger the warning.

Button	Action
List Freeze Set	Click to build a list of all parts recorded in the selected stocktake.
View Details	Click to view the details of the selected stocktake.
Add	Click to add a new multi-location to the result list.
Mark Selected as Processed	Click to set selected parts as having been processed. This is useful if you are processing only a portion of the stocktake in a session. This action simply sets a flag on the record which is visible on the list as the first tick icon. Changing a stocktake value will not alter this flag.
Process Results	To confirm the data you have entered and is held in the list.

See also: –

Stocktake Freeze Details Stocktake Freeze

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– Inventory Menu

Reference Contents > Inventory > – Inventory Menu

Provides inventory management functions.

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Stocktake Freeze

Reference Contents > Inventory > Stocktake Freeze

Inventory Stocktake can be handled in two ways:

1. You can simply produce a report for Stocktake purposes and after the count, use Stock Control Adjustment to update the part physical quantity. However, this procedure would involve the following, to ensure an accurate result: Firstly, the stock must be physically secured (no parts in or out), then all stock transactions on the system must be brought up-to-date, then print the stocktake sheets and from then on make no further transactions on the computer system until the count is over and the results have been entered. In most environments this can cause substantial inconvenience to the normal running of the business.
2. Alternatively, you can prepare a Stocktake list at the same time as freezing the computer records of physical stock. Using this technique, the only requirements for accuracy is that computer transactions for stock are up-to-date and that the stock subject to stocktake remains physically unchanged during the counting process. During the counting process, transactions on the computer can continue and there is no need to enter the count results immediately. In effect the moment a part is counted, it can be released for normal movements. The only important thing to ensure is that physical stock is not changed between ‘freeze’ and count. When the count results are entered the user works only with the quantity frozen at the time of stocktake. This procedure is particularly useful for random, partial or continuous stocktaking.

NOTE: Make sure your part costs are up to date at the time you freeze stock. The frozen stock records hold the total current and standard cost of each part at the time the stock was frozen. After you have entered the results of the stocktake, you will be in a position to directly relate the value of amendments to stock quantity to the stock value at the time they were frozen.

The system allows you to have any number of open frozen stocktake sets, each of which you need to identify with a name. This enables you to run a number of partial stocktakes concurrently covering different major locations or part classes.

Frozen stocktake sets remain permanently on file, even after all results have been entered, until they are deliberately removed using the Datafile Integrity Maintenance window Archive and Delete pane Delete Closed Stocktake Results button function.

Stocktake Freeze Process

This window is used to select a range of parts to freeze for a stocktake. The window is a variant of the Stocktake Reports window to which you are referred for more detailed information.

In the scrollable box at the bottom left will be the details of the last stocktake selection and other details. This is provided as an aide-memoir for routine continuous stocktaking.

To freeze a stocktake, you must select the range of parts subject to the stocktake. You can also use the Keyword or Parts Scratchpad to transfer a selection of parts, or use drag and drop from the Parts ScratchPad. When the user confirms the selection the physical quantities and multi-locations of all parts matching the selection are stored in a frozen quantity file. When the records are created the Stocktake checksheets can be printed from the Stocktake Reports window.

The Select parts by stocktake cycle option disables all other selection options and produces a freeze set of all parts due for stocktake based on the Last stocktake date and Cycle days values for each part. This provides for a comprehensive cycle counting policy.

See also: –

Stocktake Reports Stocktake Results Entry

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