IdealWare Online Users Manual

GS3-03 GENERAL SYSTEM GUIDE PROCESSING
29090 Data Entry

 

PURPOSE

 

This article explains the general procedures used by Ideal software to enter new transaction data in batches.

 

 

PROCEDURE

 

After you have created a new batch or accessed an existing batch and selected data entry, you are taken to the data entry screen. Transaction data entry is similar in both terminal dependent and terminal independent batch operation.

 

Different programs accept different types of transaction data, so the entry screens vary quite a bit depending on what specific program you are using. Data entry for all the transaction data processing programs is discussed in detail in their specific articles in this manual. Here, we will examine only those elements common to all, using the following example from IdealWare:

 

Example Inventory Receipts Posting Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/16/96             ***** INVENTORY RECEIPTS POSTING *****                     │
│────────────────────────────────────────────────────────────────────────────────│
│RECEIPT#  ______     RECEIPT DATE                        FREIGHT                │
│TYPE                 <---------PAYMENT TERMS---------->  TRUCKER                │
│P.O.#                    %    DUE          DIS           BROKERAGE$             │
│SUPPLIER                 %    DUE          DIS           BROKER                 │
│PACK SLIP                %    DUE          DIS           EXCHANGE               │
│                                                         OTHER$                 │
│────────────────────────────────────────────────────────────────────────────────│
│  SUB-TOTAL      FREIGHT    BROKERAGE     EXCHANGE        OTHER           TOTAL │
│                                                                                │
│────────────────────────────────────────────────────────────────────────────────│
│SEQ   PRODUCT          QUANTITY UNIT       PRICE          DISC            TOTAL │
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                │
│                                                                                │
│                                                                                │
│────────────────────────────────────────────────────────────────────────────────│
│────────────────────────────────────────────────────────────────────────────────│
│** PRESS CR OR F1 FOR NEXT; F2 TO DISPLAY; F3 FOR BATCH CONTROL; F4 TO END.     │
│   PRESS F9 TO ACCESS PURCHASE ORDER SYSTEM.                                    │
│                                                                                │
└────────────────────────────────────────────────────────────────────────────────┘

 

All transaction data entries contain three elements: heading information, detail lines and a prompt.

 

Heading Information

 

Some batch programs require you to enter "header" information. The heading contains data that identifies and describes the entry. It enables the program to assign the transaction data of the entry to the correct files and associate the transaction data with the relevant entities in the master maintenance files. Heading information includes such things as: control totals, running totals, payment terms, receipt, packing slip, invoice and/or purchase order numbers, supplier, customer, store/yard and/or salesman codes, and miscellaneous charges, rates and/or handling fees, etc.


Following is the heading portion of our example, with some sample data.

 

Example Transaction Data Entry Heading display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/16/96             ***** INVENTORY RECEIPTS POSTING *****                     │
│────────────────────────────────────────────────────────────────────────────────│
│RECEIPT#  000104     RECEIPT DATE 08/16/96               FREIGHT   $     10.00  │
│TYPE      R REGULAR  <---------PAYMENT TERMS---------->  TRUCKER         BIRDS  │
│P.O.#     A100987    100 % A6 DUE 09/15/96 DIS 09/15/96  BROKERAGE$        .00  │
│SUPPLIER  BIRDS          %    DUE          DIS           BROKER                 │
│PACK SLIP 1234           %    DUE          DIS           EXCHANGE  %       .00  │
│                                                         OTHER$                 │
│────────────────────────────────────────────────────────────────────────────────│
│  SUB-TOTAL      FREIGHT    BROKERAGE     EXCHANGE        OTHER           TOTAL │
│    257.55        10.00          .00          .00          .00          267.55  │
│                                                                                │
└────────────────────────────────────────────────────────────────────────────────┘

 

This heading displays information that identifies the G/L posting date for the batch, the receipt number and date, and the purchase order, supplier, payment terms, packing slip and miscellaneous charges associated with the receipt. It also displays the sub-totals and total amounts of the detail lines.

 

Detail Lines

 

The detail lines are where you actually enter the transaction data. Entering the data into the appropriate fields enables the program to assign the values of the various elements of each transaction entry. Detail line fields vary considerably from program to program since the transaction data of the different processing programs serve different functions and provide different information. However, the fields may be divided into four categories: identifying fields, descriptive fields, quantitative fields and referencing fields.

 

Identifying fields consist of line and/or sequence numbers that distinguish the individual lines of data in an entry or individual entries in a batch. Descriptive fields may be product, supplier, customer and/or salesman codes, cheque, invoice, receipt, purchase order and/or reference numbers, alpha/numeric descriptions, and units of measurement. These fields identify and describe the transaction item by whatever criteria are relevant for the specific item. Quantitative fields set numeric values on such things as numbers of items, prices and/or costs per item, amounts sold, purchased, ordered, received, billed or invoiced, discount percentages and/or rates, and totals and subtotals. Referencing fields identify related or associated files, accounts, codes and/or forms.

 

Following is the detail line portion of our example, with some sample data.

 

Example Transaction Data Entry Detail Lines display:

┌────────────────────────────────────────────────────────────────────────────────┐
│                                                                                │
│SEQ   PRODUCT          QUANTITY UNIT       PRICE          DISC            TOTAL │
│────────────────────────────────────────────────────────────────────────────────│
│0010  100007                  5 UNIT       8.500 UNIT     .00             42.50 │
│0020  100015                 10 UNIT        .790 UNIT     .00              7.90 │
│0030  100011                  5 UNIT      19.990 UNIT     .00             99.95 │
│0040  100008                  5 UNIT       3.500 UNIT     .00             17.50 │
│0050  100012                  5 UNIT      12.990 UNIT     .00             64.95 │
│0060  100017                 25 UNIT        .990 UNIT     .00             24.75 │
│____                                                                            │
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                │
└────────────────────────────────────────────────────────────────────────────────┘

 

These detail lines display sequence numbers that identify the individual entries in the batch, product codes that identify the products received, quantities, units and pricing information, and discount and total cost amounts for each product. 

 

Prompt

 

As you move through fields entering data a prompt displays at the bottom of the screen listing the actions available for the field at the cursor. Depending on the field you may have a choice of up to several action options.

 

Fields that require specific units of input display the options at the bottom of the screen for selection. In fields that require codes or account numbers press [F5] to display an inquiry option to select the desired value.

 

Press [F3] to re-enter a value in a previous field. The field is cleared and you can enter a new value. You can back up through several fields by pressing [F3] repeatedly until you arrive at the field to change. To restore the original value in a field after clearing it with [F3], press [Enter]. The original value is restored and the cursor advances to the next blank field.

 

During data entry some fields in some programs will be bypassed, either because they contain default data or because the information they contain is optional. To enter data or change the default data in such fields simply press [F3] from the next field to back up to the desired field.

 

Some fields display subtotals and totals that the program calculates from the value of data entered in other fields. You can not change the displayed values in such fields except by changing the values in the fields used to make the calculation.

 

Following is the prompt that appears during inventory receipt posting after a PO has been received and its detail lines accepted into the receipt.

 

Example Transaction Data Entry Prompt

 

** CR=CONTINUE, H=MODIFY HEADER, M=MODIFY LINES, D=DELETE, P=PRINT, L=LABELS: _

 

This prompt offers the following options:

 

CR=CONTINUE:

 

[Enter] to accept and begin a new receipt or access batch options.

 

H=MODIFY HEADER:

 

"H" to modify the header section of the current receipt.

 

M=MODIFY LINES:

 

"M" to modify one or more of the detail lines of the current receipt.

 

D=DELETE:

 

"D" to delete the current receipt.

 

P=PRINT:

 

"P" to print the current receipt.

 

L=LABELS:

 

"L" to print product labels for the items in the receipt.