IdealWare Online Users Manual

IY2-14 I/Y PROCESSING
30126 Transfers-in Adjustments

 

PURPOSE

 

The transfer-in adjustments program is used to generate transfer receipt information regarding the transfer of inventory from one store/warehouse to another where separate computer systems exist at each store/warehouse. If the receiving store has had a purchase order automatically generated based on the "shipped" product from the sending store/warehouse, refer to 30127 - TRANSFER-IN RECEIPTS. If the two locations are on the same computer system, see 30125 - TRANSFERS.

 

The transfer-in adjustments program will update the "transferred" statistics rather than the "received" statistics of the ordering store. The ordering store/warehouse generates a transfer order via the sale order entry program and typically will receive the inventory from a transfer PO generated automatically. See 30123 - STOCK ORDER SHEET.

 

The Transfer-in Adjustment program is accessed from:

  • Inventory Processing menu.

 

PROCEDURE - BATCH CREATION

 

Select Transfer-in Adjustment from the Inventory Processing menu. The batch selection screen displays.

 

TRANSFER-IN ADJUSTMENTS BATCH SELECTION DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│10/07/07 Tm8            ***** INVENTORY TRANSFERS *****                  3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        Ideal Building Supplies Ltd.            â”‚
│          BATCH NUMBER        5000                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          YARD CODE           C2        IDEAL HOMER STREET YARD                 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”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY NUMBER

 

Enter company code.

 

Defaults to the current company number entered at login.

 


BATCH NUMBER

 

Defaults to the next available sequential number.

 

BATCH STATUS

 

Displays batch status.

 

The program recognizes the following batch types.

 

 

NEW BATCH

 

Indictaes a new batch initialization.

 

OPEN BATCH

 

Indicates an existing batch available for further processing.

 

IN USE BY - Tm##

 

Indicates the batch is open on another terminal.

 

TO BE PRINTED

 

Indciates the batch register has not yet been printed.

 

REGISTER PRINTING

 

Indicates the batch register is being printed.

 

UPDATE STARTED

 

Indicates the batch is in process of being updated.

 

YARD CODE

 

Enter store code to post the transfer.

 

Defaults to the store code entered at login.

 

 

OPERATOR CODE

 

Enter your salesman/operator code.

 

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

 

BATCH TYPE

 

[Enter] to accept default value "T".

 

"T" for transfer.

 

UPDATE METHOD

 

[Enter] to accept default value "A".

 

"A" to add or subtract to current totals.

 

"C" to clear current totals and replace with batch totals.

 

Normally you would select option "A" here.

 


REASON CODE

 

[Enter] to accept the default value "T".

 

"T" for transfer.

 

[F5] to display list of admustments reason codes for selection.

 

The selection here will be the default value for each of the detail line entries. You can change the default during detail line data entry if necessary.

 

 

CONTROL TOTAL

 

If you know the correct total dollar value of the entries to be made in the batch, enter that amount in the CONTROL TOTAL field as a check sum to verify that all data entries have been entered accurately in the batch.

 

Enter control total.

 

[Enter] to bypass.

 

G/L DATE

 

Enter desired G/L date.

 

[Enter] for current system date.

 

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

 

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Select Transfer-in Adjustments from the Inventory Processing menu. If there are existing batches the program displays the header of the first batch that is on file, if any.

 

Example Transfer in Adjustments Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/07/07 Tm8            ***** INVENTORY TRANSFERS *****                  3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        Ideal Building Supplies Ltd.            â”‚
│          BATCH NUMBER        5000                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          YARD CODE           C2        IDEAL HOMER STREET YARD                 â”‚
│          OPERATOR CODE       GEN       GENERAL SALESMAN                        â”‚
│          BATCH TYPE          T         TRANSFER                                â”‚
│          UPDATE METHOD       A         ADD/SUBTRACT                            â”‚
│          REASON CODE         T         TRANSFER                                â”‚
│          CONTROL TOTAL         2,500.00                                        â”‚
│          G/L DATE            10/07/07                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS F1 FOR DATA ENTRY; F3 TO CHANGE ABOVE; F4 TO END: ______               â”‚
│PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP.                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OPTIONS: SPECIFY STORE/BATCH#;CR=NEW BATCH; F1=BATCH OPTIONS:
   F2=NEXT; F3=G/L DATE; F4=END:

 

Enter batch number to access that batch.

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F1] to display batch options.

 

See PROCEDURE - BATCH OPTIONS.

 

 

[F2] to display next available batch.

 

[F3] to change G/L date or Operator code.

 

[F4] to exit to menu.

 

 

PROCEDURE - DATA ENTRY

 

When you complete the header of a new batch or select "D" from the batch options menu, the data entry screen displays.

 

Example Inventory Stock Transfer Posting display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/07/07          ***** INVENTORY STOCK TRANSFER POSTING *****                  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH#: 5000 CONTROL:       .00      ACTUAL:  3,935.02      LEFT:  3,935.02-    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ#  PRODUCT  LOCATION    QUANTITY  UNIT        COST UNIT        VALUE  REASON â”‚
│────────────────────────────────────────────────────────────────────────────────│
│00001 02042FG408           1,000.00  FBM      410.000 MFBM       410.00    T    â”‚
│00002 102-498                500.00  EACH        .950 EACH       475.00    T    â”‚
│00003 100-040                100.00  EACH      23.000 EACH     2,300.00    T    â”‚
│00004 378-047                100.00  SHTS       7.500 SHT        750.02    T    â”‚
│─────                                                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END,              â”‚
│OR ENTER THE SEQUENCE# OF THE LINE YOU WISH TO DISPLAY OR PROCESS.              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

BATCH#

 

Displays the current batch number.

 

CONTROL

 

Displays value entered in the CONTROL TOTAL field of batch header.

 

ACTUAL

 

Displays current value entered in detail lines.

 

LEFT

 

Displays difference between CONTROL and ACTUAL fields.

 

If you enter an accurate control total in the batch header, the value of the LEFT field will be equal to '.00' when you have competed detail data entry correctly.

 

 

SEQ

 

Enter existing line number to delete.

 

** PRESS CR TO CONTINUE; 'D' TO DELETE:

 

[Enter] to not delete line.

 

"D" to delete line.

 

[Enter] to begin new line with next sequential line number.

 

[F2] to display detail lines.

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END):

 

Enter number of line to begin display.

 

[Enter] to begin display from first line.

 

[F4] to return to detail display.

 

[F4] to complete data entry.

 

See PROCEDURE - BATCH OPTIONS.

 

 

PRODUCT

 

Enter product code.

 

Alternatively, you can enter the product's QUICK, UPC, or LOGICAL CODE.

 

 

[F3] to return to previous field.

 

[F5] to access product inquiry.

 

[F12] to access inventory options menu.

 

You can then select additional product options. See 30128 - OPTIONS MENU.

 

 

LOCATION

 

Displays the product shelf location.

 

QUANTITY:

 

Enter quantity.

 

The program displays the available units of measure. Select a quantity based on the appropriate unit. If the product has only one unit of measure, the QUANTITY field defaults to that unit.

 

 

[F3] to return to previous field.

 

UNIT

 

Enter unit of measure.

 

[Enter] to accept default measure.

 

The program displays units applicable to product for selection.

 

 

COST

 

Enter cost of item.

 

[Enter] to accept default (average cost, last cost).

 

[F9] to accept last recorded cost.

 

UNIT

 

Enter cost unit.

 

The program displays cost units applicable to product for selection.

 

 

VALUE

 

Displays the calculated total value of the product affected by the transfer. The program calculates this total after the cost and cost unit figures are entered.

 

REASON

 

Enter reason code.

 

[Enter] to accept displayed default "T".

 

[F5] to display list of adjustments reason codes for selection.

 

After you enter each line of data, the following prompt displays.

 

** OK TO UPDATE? (CR TO UPDATE; F3 TO BACKUP; F4 TO BYPASS):

 

[Enter] to accept line.

 

The cursor moves to the next detail line at the SEQ# field.

 

 

[F3] to re-enter data in line.

 

[F4] to delete line.

 

All data in the line is discarded.

 

 

When you have completed data entry press [F4] at the SEQ# field. You are returned to the batch header screen with the batch options displayed (see PROCEDURE - BATCH OPTIONS).

 


PROCEDURE - BATCH OPTIONS

 

To access the batch options menu, press [F1] at the batch selection screen or press [F4] at the SEQ# field of the detail 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 print the batch registers, select "R" at the batch options menu. The printer selection menu displays.

 

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 adjustments are printed, the changes are posted to the inventory and inventory transfer G/L accounts and a summary report is printed. After printing the registers, you are returned to the batch options menu.

 

To update the batch, select "U" at the batch options menu. The following prompt displays.

 

** PRESS CR TO CONTINUE UPDATE OR F3 TO BACKUP

 

[Enter] to update the batch.

 

[F3] to return to batch options without updating.

 

If the registers have not yet been printed the following error message displays.

 

** REGISTER NOT PRINTED (CR TO CONTINUE):

 

[Enter] to return to batch options menu.

 

Print the register and then update the batch.

 

 

After updating you are returned to the inventory processing menu.

 

An example Transfer-in Adjustments Register printout follows.

  



                            Ideal Building Supplies Ltd. - C2  IDEAL HOMER STREET YARD - OPERATOR: GEN
10/09/07  14:56:01                                                                                                   PAGE: 1
                                 INVENTORY TRANSFER REGISTER (ADD OR SUBTRACT OPTION) - BATCH 5000

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

00001 02042FG408    2X4 STD&BTR FIR GRN       1,000  FBM        1,000          410.00 MFBM     410.00          .00      410.00   T
00002 102-498       1 X 3 -  8 DRY SPRUC        500  EACH         500             .95 EACH     475.00          .00      475.00   T
00003 100-040       5/8 - 4 X 8 FIR G1S         100  EACH         100           23.00 EACH   2,300.00          .00    2,300.00   T
00004 378-047       5/8 - 4 X 8 FIREGUAR        100  SHTS       3,200            7.50 SHT      750.02          .00      750.02   T
                                                                                            ----------   ----------  ----------
REGISTER TOTALS:                                                                             3,935.02          .00    3,935.02
                                                                                            ==========   ==========  ==========

RECORDS: 4       ACTUAL:   3,935.02         CONTROL:        .00         DIFFERENCE:   3,935.02



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. - C2  IDEAL HOMER STREET YARD - OPERATOR: GEN
10/09/07  14:56:04                                                                                                 PAGE: 1
                                INVENTORY TRANSFER REGISTER (ADD OR SUBTRACT OPTION) - BATCH 5000

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

02042FG408 2X4 STD&BTR FIR GRN    120-       .00      .00    1000     410.00   410.00     880     410.00   465.91   465.91

100-040    5/8 - 4 X 8 FIR G1S      0        .00      .00     100   2,300.00    23.00     100   2,300.00    23.00    23.00

102-498    1 X 3 -  8 DRY SPRU      0        .00      .00     500     475.00      .95     500     475.00      .95      .95

378-047    5/8 - 4 X 8 FIREGUA      0        .00      .00    3200     750.02   234.38    3200     750.02   234.38   234.38
                                      ----------                  ----------                  ----------
BATCH TOTALS:                                .00                    3,935.02                    3,935.02
                                      ==========                  ==========                  ==========



FIELDS

PRODUCT         product code
DESCRIPTION     description of product
MASTER BEFORE   values before transfer
   QTY          quantity
   VALUE        value
   COST         average cost
ADJUSTED        adjusted values
   QTY          quantity
   VALUE        value
   COST         average cost
MASTER AFTER    values after transfer
   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.
 10/09/07  14:56:04                                               PAGE: 1
                     GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: YJ           BATCH NUMBER: 5000           G/L DATE: 10/07/07
-------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                DEBIT          CREDIT
    CODE        NAME                                 AMOUNT         AMOUNT
-------------------------------------------------------------------------

01-C2-1155     MERCHANDISE INVENTORY (NEW)         3,935.02
01-C2-3814     TRANSFER SALES/C.O.G.S.                            3,935.02
                                               ------------   ------------
                                                   3,935.02       3,935.02
                                               ============   ============



FIELDS

SOURCE CODE     designates batch type
BATCH NUMBER    number of batch which generated the posting
G/L 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