Many programs are used simply on an as required basis. For example, after initial system setup, you will use your master file maintenance programs only when you need to make changes or additions/deletions to product records, reason codes or product groups and types, etc. Inquiry programs and listings will be used to display or print out file information whenever you need such information at hand.
AS REQUIRED
The following is a list of programs that are used on an as required basis:
Transfer in Adjustment (See 30126 - TRANSFERS-IN ADJUSTMENTS).
All Inquiry programs.
All File Maintenance.
All Reports.
STOCK COUNT - PRELIMINARY PROCEDURES
1) Inventory Receipts
Ensure that all inventory receipt batches to the end of the period are entered and updated (see 30118 - RECEIPTS, BATCH UPDATE).
2) Cash Till Sales
Ensure that all completed cash till and sales to the end of the period are entered and updated (see 31549 - CASH PAYMENTS REGISTER & UPDATE).
3) Non-Selectable orders
Print a Non-Selectable Orders Report (see 31617 - NON-SELECTABLE ORDERS REPORT) or perform Order Inquiry for "Current" orders only and use [F6] to flag and access processing options.
Ensure that as many sale orders as possible are made selectable.
If you are using the partial shipment feature, partially ship all "shipped" products.
Create and update an order batch to include any newly selectable orders (see 31572 - ORDER REGISTER & UPDATE).
4) Sale Order Register
Ensure that all order registers are printed and updated (see 31572 - ORDER REGISTER & UPDATE).
Use the Non-Selectable Orders Report to determine all non-selectable orders (see 31617 - NON-SELECTABLE ORDERS REPORT) or Order Inquiry, specifying current orders only.
5) Location Codes
Ensure that your product location codes are accurate if the stock count sheets are to be printed by location during stock count batch creation.
6) Last Costs and Average Costs
Ensure that your "last costs" are accurate if you select the stock count programs to use "last costs only" in their calculations.
Ensure that your average costs are accurate if you select the stock count programs to use "average costs" in their calculations.
Use the Valuation Report to analyze costs, selecting variance between average and last cost, also print all products with no average and no last cost (see 31102 - VALUATION REPORT).
Use the Product and Inventory Maintenance program to change incorrect "last costs" and the Inventory Adjustments program to make all necessary changes to incorrect "average costs".
STOCK COUNT - PROCEDURES
7) Stock Count Sheets
If applicable, print stock count sheets (see 30122 - STOCK COUNT SHEETS).
8) Handheld Counting Devices
If applicable, ensure that handheld scanning devices are loaded with the appropriate product information (see 30122 - STOCK COUNT SHEETS).
9) Perform the Physical Stock Count
10) Adjust for Committed Products that have been shipped (ie, the order has not been updated yet but the product has already been shipped or picked up).
Print the Quantity Control Report with the following prompt set thus:
** ONLY PRODUCTS WITH COMMITTED QTY'S (Y/N): Y
Determine which of the committed products have actually been shipped out.
On Screen 4 of Product & Inventory Maintenance select "PI" (Order Inquiry by Product) and specify "Current" only.
For any products identified as committed but not on hand, create a stock count posting batch and add the committed quantities, but do not update this batch until AFTER you have completed the stock count purge.
11) Input Stock Count Data Using Stock Count Sheet Batches
A) If applicable, input the stock count data from the stock count sheets into the stock count sheet batches, then automatically create stock count posting batches.
B) If applicable, download the stock count data from handheld scanning devices into the stock count sheet batches, then automatically create stock count posting batches.
C) If applicable, manually create the stock count posting batches.
12) Validate Stock Count Data
In the stock count posting batches:
Check for zero and/or incorrect costs and extensions.
Check for incorrect quantities and/or units of measure.
Ensure that the correct "supplier costs", "average costs" or "last costs" have been recorded in the stock count posting batches.
13) Stock Count Purge
If possible, Ensure that the month/year end backup of all data is complete.
Perform a stock count purge for all products to set quantities to zero (see 30120 - STOCK COUNT PURGE).
Print Registers to Printer PB and/or paper and update the batch.
14) Verify Stock Count Purge by Using the Inventory System Balancing Test
All values should be zero.
Do a G/L Inquiry on the Inventory G/L Account to verify it is zero. If not, and the amount is immaterial, do a G/L Journal Entry to force the Inventory G/L Account balance to zero. If the amount is material, determine why the account balance varies from the inventory valuation. Now is the best time to address this difference. Contact Ideal for help if required.
15) Stock Count Posting Update
Update the stock count posting batch(es), including any you created to adjust for committed products in step 10 (see 30119 - STOCK COUNT POSTING).
Use the Inventory System Balancing Test to verify total values are as expected.
Do a G/L Inquiry on the Inventory G/L Account to verify the totals match inventory.
16) Final Validation and Adjustments
Print the Validation Before/After Report (see 31103 - VALUATION REPORT (BEFORE/AFTER) BY YARD).
Print this report at least once to Printer PB.
Determine any inaccurate quantities, costs and/or extensions and correct them using stock count batches (see 30119 - STOCK COUNT POSTING).
17) Perform Month End Procedures and Purge
Print all relevant reports.
Perform the MONTH END or YEAR END purge.
Typically for both the Inventory accounts and the Accounts Receivable systems.
PROCESSING SALES & INVENTORY RECEIPTS DURING STOCK COUNT
A month end or year end stock count may take up to several days to complete. This section explains how to manage sales and receipts of merchandise during the stock counting period.
Update daily cash till sales as usual (see 31549 - CASH PAYMENTS REGISTER & UPDATE).
Print, but do not update, sale order register batches (see 31572 - ORDER REGISTER & UPDATE).
This allows you to print invoices from orders in these batches.
Please note that the average costs will be incorrect for these batches during the stock count posting period.
Print and update invoice printing batches, selecting "both" orders in registers and history (see 31551 - INVOICE PRINTING).
Create, but do not update, inventory receipt batches (see 30118 - RECEIPTS, BATCH UPDATE).
Once the stock count procedures, inventory month end purges and accounts receivable month end purge have been completed, update the inventory receipt batches and the sale order batches created during the stock taking period and that are meant for the new month.
When these were created the system placed them into the "next period", which after the inventory purge is now the "current" period.
If the costs in the sale order register batches were incorrect or have changed since the registers were initially printed, reprint the batches using the "print from already selected orders" option before updating the batches to select the new costs.
See 30118 - RECEIPTS, BATCH UPDATE.
See 31572 - ORDER REGISTER & UPDATE.
TRANSFERS - PURPOSE
Transfers occur when stock is ordered from a warehouse or another store.
TRANSFERS - PROCEDURE
Where a single computer system maintains the inventory of both stores/warehouses:
Where separate computer systems exist at each store/warehouse:
The "ordering store" creates a Stock Order Sheet batch and transmits it to the warehouse system (see 30123 - STOCK ORDER SHEET).
The warehouse system creates a Transfer Sale Order in the Sale Order Entry program (this is produced automatically), prints a packing slip, picks the order and modifies the transfer sale order, if required (see 31556 - SALE ORDER HEADER ENTRY, TRANSFER SALE).
The warehouse then transmits the sale order "Shipped Inventory" information to the ordering store.
The ordering store system creates a Transfer Purchase Order for the inventory that is to be received (see 30110 - PURCHASE ORDERS CREATION).
The ordering store uses the Purchase Order Receiving program to receive and verify the items when the inventory arrives, and modifies the purchase order if required (see 30115 - RECEIPTS-DATA ENTRY).