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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Reference Contents > Inventory > Batch Identification

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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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Reference Contents > Inventory > Transfer Stock

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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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Stock Location Record Deletion

Reference Contents > Inventory > Stock Location Record Deletion

This window opens automatically when you turn off the Do not auto-delete empty multi-stock locations system preference in File — System Manager System Preferences window.

When you turn this preference OFF you will be given the option of deleting all zero (and negative) quantity location records. You may enter a value for the number of zero quantity stock locations you want to retain for each part, if more than that many exist. If you click cancel, no deletions will take place but from then on any locations falling to zero quantity will auto-delete. If you click Ok, the system will delete zero quantity locations until there remain the quantity you enter left. It will delete the oldest created locations first.

Button	Action
Cancel	No deletion of records will take place, however the system preferences will be saved.
OK	Deletion of records will take place, and the system preferences will be saved.

See also: –

System Preferences

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Reference Contents > Inventory > Stock Location Record Deletion

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Stock Location Selection

Reference Contents > Inventory > Stock Location Selection

This subwindow is used to define the range criteria for a selection of multi-stock location records.

Parent Windows

Stock Location Report Selection
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 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.

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

See also: –

Search Options Menu Stock Location Report Selection Parts ScratchPad Keyword Result

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Location and Batch Assignment

Reference Contents > Inventory > Location and Batch Assignment

When parts that are flagged as Multi-location or Tracked they are indicated as such in any issue list with an appropriate icon. On confirmation of the issue, you will be presented automatically with this Location and Batch Assignment window.

On a WO kit issue or WO backflush, the system will attempt to pre-select the locations of parts that have been given the Allow auto-selection of location attribute. It will also abide by the Draw from several locations attribute and follow the Assembly auto-selection preferred location prefix, if any, on the Work Order assembly part record. Any auto-selections will be shown and you must confirm them before processing can be carried out. From V3.0010 this also operates for PO Outwork Kit Issue and Job Issues.

Click on each part in the upper list to obtain a list below of alternative locations. Click and drag the location line from which you have drawn the part and drop it on the upper list. After identifying all locations, you can confirm with an Ok. A Cancel will abort the issue processing. If there are parts that are tracked, you must complete all of them successfully before you are permitted to confirm your assignment.

If a new location has been assigned to an item, you can edit the preferred location in the list.

If any part has been given the Draw from several locations attribute, you will be able to split the batch you are issuing between more than one source location. To do this, click on the part line in the upper list. If the part’s attribute has been set, the Split Batch button will become available. Clicking on this button will open the Split-Batch Processing window in which you can enter a quantity for the new split batch.

TIP: There is a system option optStockFirmAlloc that can switch on a form of “Firm Allocation” of stock on goods receipt and other incoming stock movements. If the option is set to 1, multi-location parts will be pre-allocated with a location code to indicate the document (P,J,S,W) on which they are required. Batches will be split if needed (regardless of the part’s split batch control). The system accommodates batch tracked parts, but of course parts must be set to multi-location. Split-batch tracked parts receive individual batch IDs for each sub-batch, the implications of which should be considered.

This option, when on, has the effect of pre-loading the batches with locations in the list, ready for confirmation from the user. When stock is incoming, batches are split where needed based on a part processing analysis and allocated in date required order (transaction types: B = SO Return, C = PO Receipt, F = General Return, H Outwork Return, J =WO Kit Return and K = WO Receipt). Any excess is assigned to a new location. When stock is outgoing to a document, required stock will be pre-loaded from any locations found with the appropriate document code (transaction types: A = SO Dispatch and Job Issue, G = Outwork Issue and I = WO Kit Issue).

WARNING: If you are operating with the optStockFirmAlloc option on, you should not gratuitously use locations with P, J, S or W followed by a document number unless you are specifically firm allocating them to a document. Remember, the location is case-sensitive.

TIP: There is a system option optStockPurchRecAuto that can switch on an automatic pre-assignment of locations during purchase receipt (C = PO Receipt). If parts have no preferred location, this option has no effect. Otherwise, tracked parts will be assigned a NEW batch at the preferred location and for multi-location parts, if there exists a stock location with the preferred location, it will be assigned otherwise a NEW preferred location will be assigned. Not that this option is ignored if the option optStockFirmAlloc is in operation.

Field	Description
List of parts to assign	List of parts subject to movement. Click to obtain a list of part batch locations to choose from.
Transaction Type	The transaction type code.
Selected part batch list	List of multi-locations for the selected parts. Double-click on or drag onto a location to assign.

Button	Action
De-assign	De-assigns the batch from the selected line in the upper list.
Split Batch	Select a line in the upper list and use this button to create a split batch. The Split-Batch Processing window will open.
View Quality Results	With a QA tested part selected and a batch ID selected, use this to view the QA Results. This button will only be available for parts that have the Quality assurance tested attribute set and when a batch id is selected in one of the lists. It will open the Quality Results Data Maintenance window.
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: –

Split-Batch Processing Quality Results Data Maintenance

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Split-Batch Processing

Reference Contents > Inventory > Split-Batch Processing

When issuing multi-stock parts you are provided with the Location and Batch Assignment window in which to select the batch or location the quantity is being drawn from. It may be that you wish the quantity to be assembled from more than one location. If this is the case the part must have the Draw from several locations attribute set in the Part Maintenance window Storage pane.

Within the Location and Batch Assignment window, select a batch and click on the Split Batch button. This window will then open in which you can set the split batch quantity. You can also use the Remove Multiple Batches button to remove all split batches you have made.

Button	Action
Remove Multiple Batches	Click to remove the selected part’s multiple batches and revert to one batch.
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: –

Location and Batch Assignment

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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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