IdealWare Online Users Manual

IY2-09-02 I/Y PROCESSING
30121 Stock Count Purge, Register Print/Update

 

PURPOSE

 

The Stock Count Purge Registers consist of the following:

 

DETAIL REGISTER

  • Prints a detailed report showing each product affected by the purge.
  • Calculates an adjusted cost for each product affected based on the amount required to zero the product's quantity and value.

MOVEMENT REGISTER

  • Prints quantity, value and cost information for before and after the purge.

GENERAL LEDGER POSTING SUMMARY

  • Prints a summary report showing how the General Ledger will be affected. Uses the G/L codes defined in the A/P currency code and product group files.

Once the registers have been printed, the program returns to the batch selection screen. The registers should then be reviewed for such things as:

  • Invalid costs (detail register) indicating that average costs might be incorrect.
  • Inaccurate quantities (movement register) indicating that inventory might not be up to date.

Once the registers have been reviewed, entries can be modified or deleted if required or the batch can be updated.

 

The Purge Batch Update updates the following files:

 

INVENTORY FILES

  • On-Hand quantities, values and average costs.
  • Statistics.

GENERAL LEDGER FILES

  • Debits and credits inventory account.
  • Debits and credites inventory adjustments account.

If your system is configured with multi-site integration, the purge register batch is transferred to the head office for updating.

 


PROCEDURE - REGISTER PRINTING

 

To access the batch register options press [F1] at the batch selection screen or press [F4] at the SEQ# field when data entry is complete.

 

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.

 

To print the batch registers, select [R] from the batch register options menu. You are taken to the printer selection menu.


PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

When the purge batch is printed, the changes are posted to the inventory and inventory adjustments G/L accounts and a summary report is printed.

 

After printing the registers, you are returned to the batch register options menu.

 

 

PROCEDURE - BATCH UPDATE

 

To update the batch, select [U] from the batch register options menu. Updating the batch performs the actual purge operation. The following prompt displays.

 

** PRESS CR TO CONTINUE UPDATE OR F3 TO BACKUP

 

[Enter] to update batch.

 

[F3] to return to batch options menu.

 

If you attempt to update the batch and the registers have not yet been printed the following error message displays.

 

** REGISTER NOT PRINTED (CR TO CONTINUE):

 

[Enter] to return to batch register options menu.

 

Print the registers and then update the batch.

 

 

After updating the batch you are returned to the Inventory Processing menu.

 

 

PROCEDURE - VERIFY STOCK COUNT PURGE

 

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

 

Example Stock Count Purge register printouts follow.


 


                           IDEAL BUILDING SUPPLIES LTD. - 01  IDEAL BUILDING SUPPLY LTD - OPERATOR: MIKE
10/04/07  13:36:46                                                                                                   PAGE: 3
                                INVENTORY STOCK PURGE REGISTER(ADD OR SUBTRACT OPTION) - BATCH 0063

-----------------------------------------------------------------------------------------------------------------------------------
SEQ# PRODUCT        DESCRIPTION           INPUT QTY          STD QTY            COST            VALUE    OLD VALUE   TRANSFER
-----------------------------------------------------------------------------------------------------------------------------------

00082 300930        3/4 POPLAR B/C 4X8 P        337-              337-          26.87        9,064.52-    9,064.52    9,064.52- PUR
00083 302100        1/2 POPLAR B/C 4X8 P         91-               91-          17.58        1,599.89-    1,599.89    1,599.89- PUR
00084 122150        1" STD  FIR 4X8 PLYW        117-              117-          35.40        4,141.49-    4,141.49    4,141.49- PUR
00085 122340        1/2 SEL FIR 4X8 PLYW         16                16          406.44        6,503.06     6,503.06-   6,503.06  PUR
00086 122350        1/2 STD FIR 4X8 PLYW        578-              578-          14.23        8,222.43-    8,222.43    8,222.43- PUR
00087 122750        3/4 SEL FIR SQ  4X8         313-              313-          23.70        7,419.13-    7,419.13    7,419.13- PUR
00088 122760        3/4 STD FIR SQ 4X8 P         80                80           20.95        1,688.18     1,688.18-   1,688.18  PUR
00089 123020        3/8" STD FIR 4X8 PLY      1,092-            1,092-          10.57       11,540.21-   11,540.21   11,540.21- PUR
00090 123030        3/8" 4X8 SPRUCE U-LA         30                30           20.45          594.49       594.49-     594.49  PUR
00091 123270        5/8 SEL FIR SQ  4X8         285-              285-          19.82        5,649.79-    5,649.79    5,649.79- PUR
00092 123280        5/8 STD FIR SQ 4X8 P         37-               37-          17.64          655.17-      655.17      655.17- PUR
00093 504630        SPECIAL ORDERS PLYWO         47-               47-            .29-          13.66        13.66-      13.66  PUR
00094 122410        1/2 STD SP 4X8 PLYWO      2,432-            2,432-          14.19       34,499.11-   34,499.11   34,499.11- PUR
00095 122880        3/4 STD SP SQ 4X8 PL        265               265           15.92        4,217.84     4,217.84-   4,217.84  PUR
00096 123090        3/8" STD SP  4X8 PLY                                        10.42             .00          .00         .00  PUR
00097 123370        5/8 STD SP SQ 4X8 PL        292-              292-          21.17        6,180.26-    6,180.26    6,180.26- PUR
00098 300900        3/8 STD SP 4X8 PLYWO      2,165-            2,165-          11.48       24,861.21-   24,861.21   24,861.21- PUR
00099 122780        3/4 SEL FIR T&G 4X8         247-              247-          25.73        6,356.11-    6,356.11    6,356.11- PUR
00100 122790        3/4 STD FIR T&G 4X8         151-              151-          21.76        3,285.14-    3,285.14    3,285.14- PUR
00101 122900        3/4 STD SP T&G 4X8 P        400-              400-          20.10        8,040.00-    8,040.00    8,040.00- PUR
00102 123290        5/8 SEL FIR T&G 4X8          93-               93-          19.88        1,849.27-    1,849.27    1,849.27- PUR
00103 123300        5/8 STD FIR T&G 4X8         535-              535-          18.29        9,784.44-    9,784.44    9,784.44- PUR
00104 123390        5/8 STD SP T&G 4X8 P      1,367-            1,367-          18.57       25,391.64-   25,391.64   25,391.64- PUR
00105 122310        1/2 G1S FIR 4X8 PLYW        370-              370-          24.19        8,951.39-    8,951.39    8,951.39- PUR
                                                                                            ----------   ----------  ----------
REGISTER TOTALS:                                                                           182,963.22-  182,963.22  182,963.22-
                                                                                            ==========   ==========  ==========

RECORDS: 105     ACTUAL: 182,963.22-        CONTROL: 182,963.22-        DIFFERENCE:        .00



FIELDS

SEQ#          sequence in batch
PRODUCT       product code
DESCRIPTION   description of product
INPUT QTY     number of units
STD QTY       standard quantity unit of product
COST          cost and costing unit
VALUE         total value of items adjusted
OLD VALUE     old value of inventory for item
TRANSFER      adjustment to the old value




                          IDEAL BUILDING SUPPLIES LTD. - 01  IDEAL BUILDING SUPPLY LTD - OPERATOR: MIKE
10/04/07  13:36:52                                                                                                 PAGE: 5
                                 INVENTORY STOCK COUNT PURGE(ADD OR SUBTRACT OPTION) - BATCH 0063

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

300930     3/4 POPLAR B/C 4X8     337   9,064.52    26.87     337-  9,064.52-   26.90       0        .00    26.50      .37-   1.39-
301900     19/32  4X8 OSB         279   4,406.65    15.79     279-  4,406.65-   15.79       0        .00    15.80      .01     .04
301902     15/32  4X8 OSB         310   3,428.09    11.19     310-  3,428.09-   11.06       0        .00    11.45      .26    2.32
301906     19/32  4X8 OSB T&G      97   1,469.16    14.10      97-  1,469.16-   15.15       0        .00    15.80     1.70   12.04
301910     23/32  4X8 OSB         224   4,315.25    19.27     224-  4,315.25-   19.26       0        .00    18.85      .42-   2.16-
301916     23/32  4X8 OSB T&G      64   1,878.27    29.35      64-  1,878.27-   29.35       0        .00    21.25     8.10-  27.59-
302020     3/16" 4X8 OROBOARD     456   4,104.00     9.00     456-  4,104.00-    9.00       0        .00     9.00      .00
302100     1/2 POPLAR B/C 4X8      91   1,599.89    17.58      91-  1,599.89-   17.58       0        .00    17.25      .33-   1.88-
305360     3/16 RUBBERPLY 4x8      33   1,178.10    35.70      33-  1,178.10-   35.70       0        .00    35.70      .00
379740     1/4" GIS 4X10 PLYWO      2      53.00    26.50       2-     53.00-   26.50       0        .00    26.50      .00
383740     3/4 SUPERPLY            63   1,634.85    25.95      63-  1,634.85-   25.95       0        .00    25.95      .00
504390     3/4 G1S FIR 4X10 PL      6     270.00    45.00       6-    270.00-   45.00       0        .00    45.00      .00
504630     SPECIAL ORDERS PLYW     47      13.66-     .29-     47-     13.66      .29-      0        .00    27.10    27.39  999.99-
505120     3/4 DUNS FIR 4 X 8      80   1,516.00    18.95      80-  1,516.00-   18.95       0        .00    18.95      .00
PLMA00     OBSOLETE Code for M      0        .00      .00       0        .00      .00       0        .00      .00      .00
                                      ----------                  ----------                  ----------
BATCH TOTALS:                         182,963.22                  182,963.22-                        .00
                                      ==========                  ==========                  ==========



FIELDS

PRODUCT         product code
DESCRIPTION     description of product
MASTER BEFORE   values before purge
   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




                      IDEAL BUILDING SUPPLIES LTD.
 10/04/07  13:36:52                                               PAGE: 1
                     GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: YP           BATCH NUMBER: 0063           G/L DATE: 10/04/07
-------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                DEBIT          CREDIT
    CODE        NAME                                 AMOUNT         AMOUNT
-------------------------------------------------------------------------

01-01-1300     INVENTORY                                        182,963.22
01-01-1320     STOCK COUNT OFFSET                182,963.22
                                               ------------   ------------
                                                 182,963.22     182,963.22
                                               ============   ============



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