IdealWare Online Users Manual

IY2-07-05 I/Y PROCESSING
30118 Receipts, Batch Update

 

PURPOSE

 

The receipts batch update updates the following files:

 

INVENTORY FILES

  • On-hand quantities, values and average costs.
  • Product statistics.

PURCHASE ORDER FILES

  • Removes PO from current files.
  • Updates PO to history files.

ACCRUED PAYABLE FILES

  • Updates accrual sub-ledger details.

GENERAL LEDGER FILES

  • If your system is configured with multi-site integration, the receipt register batch is transferred to the head office for updating. Subsequently, the files maintained at the local stores are updated from head office.

 

AUTOMATIC INVENTORY ADJUSTMENT

 

Once the receiving batch has been updated, IdealWare determines if any adjustments need to be made to the average costs and values of the products just received. If the "before quantity" of a product was zero or a negative value, the system will make an adjustment automatically. This ensures that the costs and values are as accurate as possible.

 

If any adjustments are made the system does the following:

  • Prints an adjustment register.
  • Updates the adjusted batch.

PROCEDURE

 

To access the batch register options:

  • Press [F1] at the Batch Selection Screen.
  • Press [F3] or [F4] at the RECEIPT# field of the receipts data entry screen.

BATCH REGISTER OPTIONS

┌──────────────────────────────────────────────────────────┐
│                                                          â”‚
│ ** BATCH REGISTER OPTIONS:                               â”‚
│                                                          â”‚
│ (D) DATA ENTRY                          (U) UPDATE BATCH â”‚
│ (R) PRINT REGISTER                      (A) ABORT BATCH  â”‚
│                                                          â”‚
│ ** CHOOSE FROM ABOVE (F3=BATCH SELECTION; F4=END): _     â”‚
│                                                          â”‚
└──────────────────────────────────────────────────────────┘
** CHOOSE FROM ABOVE (F3=BATCH SELECTION; F4=END):

 

"D" to access data entry for further processing.

 

See PROCEDURE - DATA ENTRY.

 

 

"R" to print batch registers.

 

See PROCEDURE - REGISTER PRINTING AND UPDATE.

 

 

"U" to update batch.

 

See PROCEDURE - REGISTER PRINTING AND UPDATE.

 

 

"A" to abort the batch.

 

>> ENTER 'ABORT' TO ABORT OR PRESS CR: _____

 

"A""B""O""R""T" to abort batch.

 

** ENTER UPDATE/ABORT PASSWORD:

 

Enter your password.

 

The batch is deleted without further warning.

 

 

[Enter] to cancel and return to Batch Options menu.

 

[Enter] to cancel abort and return to Batch Options menu.

 

[F3] to exit to batch selection screen.

 

[F4] to exit to menu.

 


PROCEDURE - REGISTER PRINTING AND UPDATE

 

To update the batch registers select [U] at the batch options menu. You must have already printed the registers (see 30117 - RECEIPTS, REGISTER PRINTING.

 

** PRESS CR TO CONTINUE UPDATE OR F3 TO BACKUP

 

[Enter] to update the batch.

 

[F3] to return to batch options menu.

 

After updating, if an adjustment is to be made, you will be taken to the print menu and the program will produce a batch value adjustment printout and a general ledger posting summary.

 

After updating (and any adjustment printing), you are returned to the Inventory Processing menu.

 

An example Inventory Value Adjustment printout follows.

  



                                                           IDEALWARE
06/06/07  16:57:38                                                                                                 PAGE: 1
                                      INVENTORY VALUE ADJUSTMENT FROM RECEIVING BATCH - 0042

-----------------------------------------------------------------------------------------------------------------------------------
                                  **** MASTER BEFORE ****     ****** ADJUSTED *******     **** MASTER AFTER *****    COST
PRODUCT DESCRIPTION               QTY      VALUE     COST     QTY      VALUE     COST     QTY      VALUE     COST   CHANGE      %
-----------------------------------------------------------------------------------------------------------------------------------

109670     2X4 S4S STD&BTR GRN   1080   1,388.84  1285.69       0     293.73-     .00    1080   1,095.10  1013.77   271.92-  21.15-

109680     2X4 S4S STD&BTR GRN   9059-  2,639.27-  291.34       0   6,542.84-     .00    9059-  9,182.11- 1013.57   722.23  247.90
                                      ----------                  ----------                  ----------
BATCH TOTALS:                           1,250.44-                   6,836.57-                   8,087.00-
                                      ==========                  ==========                  ==========



FIELDS

PRODUCT         product code
DESCRIPTION     description of product
MASTER BEFORE   values before adjustments
   QTY          quantity
   VALUE        value
   COST         average cost
ADJUSTED        adjusted values
   QTY          quantity
   VALUE        value
   COST         average cost
MASTER AFTER    values after adjustments
   QTY          quantity
   VALUE        value
   COST         average cost
COST CHANGE     change in cost of item due to adjustment
%               percentage change in item cost




                                IDEALWARE
 06/06/07  16:57:39                                               PAGE: 1
                     GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: YR           BATCH NUMBER: 0042           G/L DATE: 06/05/07
-------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                DEBIT          CREDIT
    CODE        NAME                                 AMOUNT         AMOUNT
-------------------------------------------------------------------------

01-00-1300     Inventory                                          6,836.57
01-00-5098     Inventory Adjustments               6,836.57
                                               ------------   ------------
                                                   6,836.57       6,836.57
                                               ============   ============



FIELDS

SOURCE CODE     designates batch type
BATCH NUMBER    number of batch which generated the posting
DATE            date of posting
ACCOUNT CODE    G/L account code
ACCOUNT NAME    G/L account name
DEBIT AMOUNT    the debited amount
CREDIT AMOUNT   the credited amount