IdealWare Online Users Manual

IY2-09-01 I/Y PROCESSING
30120 Stock Count Purge

 

PURPOSE

 

The Stock Count Purge program sets current on-hand inventory figures to zero. It is typically run when doing a physical count of inventory, prior to the new inventory stock count being posted. A purge can be run by product group or a range of products. The Stock Count Purge program will credit your inventory G/L accounts as defined in the respective product groups and debit the inventory off-set G/L account in your inventory control file.

 

Stock Count Purge is accessed from:

  • Inventory Processing menu

 

PROCEDURE - BATCH CREATION

 

Select Stock Count Purge from the Inventory Processing menu. The batch selection screen displays with the COMPANY NUMBER, BATCH NUMBER AND BATCH STATUS fields completed with default values.

 

INVENTORY STOCK COUNT PURGE BATCH HEADER:

┌────────────────────────────────────────────────────────────────────────────────┐
│04/30/07 Tm5     ***** INVENTORY STOCK COUNT PURGE *****                 3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEALWARE                               â”‚
│          BATCH NUMBER        0038                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEALWARE                               â”‚
│          OPERATOR CODE                                                         â”‚
│          BATCH TYPE                                                            â”‚
│          UPDATE METHOD                                                         â”‚
│          REASON CODE                                                           â”‚
│          CONTROL TOTAL                                                         â”‚
│          G/L DATE                                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER OPERATOR CODE (PRESS F5 FOR OPERATOR INQUIRY).                            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

COMPANY NUMBER

 

Displays company code.

 

Defaults to company code entered at login.

 

 

BATCH NUMBER

 

Displays batch number

 

Defaults to next available sequential number.

 


BATCH STATUS

 

Displays batch status.

 

For a new batch the value is NEW.

 

 

STORE CODE

 

Enter store code to post stock counts.

 

You can only post to one store at a time. In a single store environment this value defaults to the normal store code.

 

 

OPERATOR CODE
ENTER OPERATOR CODE (PRESS F5 FOR OPERATOR INQUIRY).

 

Enter salesman/operator code.

 

[F5] to display list of salesman/operator codes for selection.

 

BATCH TYPE

 

Displays batch type.

 

Defaults to P STOCK COUNT PURGE.

 

 

UPDATE METHOD
'C'=CLEAR AND POST; 'A'=ADD/SUBTRACT.

 

[Enter] to accept default value "A".

 

"A" to add or subtract from current on-hand quantities.

 

Typically, you will use add/subtract for purge batches.

 

 

REASON CODE

 

Defaults to PUR STOCK COUNT PURGE.

 

CONTROL TOTAL

 

Enter control total.

 

[Enter] to bypass with .00.

 

This is a check sum used to verify total dollar value of entries in the batch. Normally this will be .00.

 

 

G/L DATE

 

Enter general ledger date.

 

[Enter] for current system date.

 

This is the date the G/L will be affected by the adjustments.

 


Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│04/30/07 Tm5        ***** INVENTORY STOCK COUNT PURGE *****              3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEALWARE                               â”‚
│          BATCH NUMBER        0038                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEALWARE                               â”‚
│          OPERATOR CODE       BARJO     JOHN BARKER                             â”‚
│          BATCH TYPE          P         STOCK COUNT PURGE                       â”‚
│          UPDATE METHOD       A         ADD/SUBTRACT                            │
│          REASON CODE         PUR       STOCK COUNT PURGE                       â”‚
│          CONTROL TOTAL              .00                                        â”‚
│          G/L DATE            04/30/07                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS F1 TO CREATE BATCH; F3 TO CHANGE ABOVE; F4 TO END: ______              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS F1 TO CREATE BATCH; F3 TO CHANGE ABOVE; F4 TO END:

 

[F1] to continue data entry.

 

[F3] to re-enter batch header information.

 

[F4] to exit to menu.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Select Stock Count Purge from the Inventory Processing menu. If there are existing batches the program displays the header of the first batch on file.

 

Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/03/07 Tm5      ***** INVENTORY STOCK COUNT PURGE *****                3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEAL BUILDING SUPPLIES LTD.            â”‚
│          BATCH NUMBER        0037                                              â”‚
│          BATCH STATUS        OPEN BATCH TO BE PRINTED                          â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEAL BUILDING SUPPLY LTD               â”‚
│          OPERATOR CODE       BARJO     JOHN BARKER                             â”‚
│          BATCH TYPE          P         STOCK COUNT PURGE                       â”‚
│          UPDATE METHOD       A         ADD/SUBTRACT                            â”‚
│          REASON CODE         PUR       STOCK COUNT PURGE                       â”‚
│          CONTROL TOTAL              .00                                        â”‚
│          G/L DATE            01/30/07                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** OPTIONS: SPECIFY YARD/BATCH#; CR=NEW BATCH; F1=BATCH OPTIONS: ______         â”‚
│            F2=NEXT; F3=G/L DATE; F4=END                                        â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OPTIONS: SPECIFY YARD/BATCH#; CR=NEW BATCH; F1=BATCH OPTIONS:
            F2=NEXT; F3=G/L DATE; F4=END

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F1] to display batch options.

 

See PROCEDURE - BATCH OPTIONS.

 

 

[F2] to display next batch for processing, if any.

 

[F3] to re-enter batch header information.

 

[F4] to exit to menu.

 

>> UPDATE IN PROGRESS FOR BATCH: YR0049 UPDATING NOT ALLOWED
   UNTIL BATCH YR0049 COMPLETE (F4 TO EXIT, CR TO RETRY):

 

If this alert displays, you must complete the batch update before the program will allow you to create another batch.

 

[Enter] to create a new batch.

 

Once the batch in process is updated you can proceed.

 

 

[F4] to exit to menu.

 

 

PROCEDURE - DATA ENTRY

 

When you proceed to data entry you following warning message displays.

┌───────────────────────────────────────────────────────────────────┐
│                              WARNING                              â”‚
│      THE QUANTITY IN STOCK, VALUE IN STOCK AND AVERAGE COST       â”‚
│        WILL BE CLEARED FOR THE RANGE OF PRODUCTS SELECTED         â”‚
└───────────────────────────────────────────────────────────────────┘
** PURGE BY PRODUCT CODE OR GROUP (C/G):

 

"C" to purge by product code.

 

This is the recommended selection.

 

 

"G" to purge by product group.

 

** ENTER STARTING PRODUCT (CR=FIRST):

 

Enter code or group of starting product.

 

[Enter] for first code or group.

 

** ENTER ENDING PRODUCT (CR=LAST):

 

Enter code or group of ending product.

 

[Enter] for last code or group.

 

** CONTINUE? (Y/N):

 

"Y" to continue with batch creation.

 

You are prompted to confirm.

 

 

[Enter] to generate stock count purge batch.

 

The program creates adjustment entries in the batch with the quantities required to reduce the selected product quantities to zero. Once the purge batch has been generated the register can be printed and the batch then updated.

 

 

"N" to not continue.

 

 

PROCEDURE - BATCH OPTIONS

 

After you have accessed an existing batch and pressed [F1] or completed data entry for a new batch, but have not updated it, the following options are available.

 

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 - VERIFY STOCK COUNT PURGE

 

Verify the stock count purge by printing the inventory system balancing test. Also do a G/L inquiry on the inventory G/L account. All values should be zero.