IdealWare Online Users Manual

IY2-07-01 I/Y PROCESSING
30114 Receipts, Batch Creation/Modification

 

PURPOSE

 

The Inventory Receiving Program is used to post packing slips (or "receipts") from suppliers when shipments or ordered products arrive. The program handles both types of product receipts: those generated from a purchase order and those generated without a purchase order. Service type products can be included in purchase orders and received through the inventory receiving program with or without a PO. This allows for such things as "installation services" to be tracked via the PO system and then "received". This moves the service payable into the accrued payables system for matching up with the supplier's invoice.

 

The receiving program automatically creates a supplier/product cost record and updates the last cost field if the supplier is one of the four defined suppliers for the product. This means that the supplier/product cost file automatically gets populated with last cost information as inventory receiving batches are updated.

 

All receipts are included in batches. Batches are not terminal dependent and any number of batches can remain current. Each receipt included in a batch is assigned a unique receipt number, and each detail line of that receipt a sequence number. Information that must be entered includes PO number (when applicable), supplier code, receipt date, packing slip #, freight rate, etc.

 

As inventory receipt batches are updated, the system debits the inventory G/L account of the respective product group and credits the accrued payables account.

 

There are four components to the inventory receiving  program:

  • Batch Creation/Modification.
  • Data Entry.
  • Register Printing.
  • Batch Update.

The Inventory Receipts program is accessed from:

  • Inventory Processing menu.

PROCEDURE - BATCH CREATION

 

You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. Batches are not terminal dependent. To select an existing batch for further processing see PROCEDURE - ACCESS AN EXISTING BATCH. Additional batches can be created whether or not previous batches have been updated. To update or abort a batch see PROCEDURE - REGISTER PRINTING AND UPDATE. If there are existing batches the first will be displayed and you have the options of processing the displayed batch, accessing another batch or creating a new batch.

 

If you are creating a new batch, press [Enter] at the batch selection screen. This clears the display of any existing batches and assigns the next sequential batch number.

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│01/02/07 Tm6     ***** TERMINAL INDEPENDENT BATCH SELECTION *****        3TPAI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:                                                              â”‚
│          BATCH NUMBER:                                                         â”‚
│          BATCH STATUS:                                                         │
│                                                                                â”‚
│          STORE:                                                                │
│          OPERATOR CODE:                                                        │
│          G/L DATE:                                                             â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER OPERATOR CODE (PRESS F5 FOR OPERATOR INQUIRY).                            │
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Displays the company you are working in.

 

BATCH NUMBER

 

Defaults to the next available batch number, no input required.

 

BATCH STATUS

 

Displays batch status.

 

If you are creating a new batch, batch status defaults to NEW BATCH.

 

If you access an existing batch, batch status may be any of the following:

  • OPEN BATCH - The batch is available for further processing.
  • IN USE BY - Tm## - The batch is open on terminal indicated.
  • TO BE PRINTED - The batch registers have not been printed.
  • REGISTER PRINTING - The batch register is in process of being printed.
  • UPDATE STARTED - The batch is in process of being updated.
STORE

 

Enter store code for which you want to post receipts.

 

In a single store environment, this defaults to the normal store code.

 

 

OPERATOR CODE

 

Enter your salesman/operator code.

 

[F4] to exit to menu.

 

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

 

G/L DATE

 

Enter a G/L date for the batch.

 

[Enter] for the current system date.

 

Many programs use the dates of the individual entries in the batch as the date the G/L is affected by the entries. For those programs, the batch G/L date indicates the date of batch creation. Some programs use the batch G/L date as the date the G/L is affected by ALL entries in the batch. The effective date is noted in PROCEDURE - DATA ENTRY.

 

 

When you have completed the batch header fields the following prompt is displayed:

 

** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

[F3] to return to previous field.

 

[F4] to exit to menu.

 

The information entered is discarded, no batch is created and batch number remains available for use.

 

 

>> WARNING: DATE NOT WITHIN I/Y PERIOD OF 'YYYYMM'. ACCEPT ? (Y/N):

 

Alert message warning you that the batch date is not within the current inventory processing period.

 

"Y" to continue anyway.

 

"N" to re-enter G/L date.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

When you select Receipts from the Inventory Processing Menu, if there are existing batches the first batch on file displays. You can process the displayed batch, select another batch, if any, or create a new batch.


Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/03/07 Tm3          ***** INVENTORY RECEIPT ENTRY *****                3YRCI1 â”‚
│                                                                                â”‚
│          COMPANY:            IDEALWARE                                         â”‚
│          BATCH NUMBER:       0034                                              â”‚
│          BATCH STATUS:       OPEN BATCH                                        â”‚
│                                                                                â”‚
│          STORE:              01   IDEALWARE                                    â”‚
│          OPERATOR CODE:      MIKE PHILBY                                       â”‚
│          G/L DATE:           05/31/96                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│** OPTIONS: SPECIFY STORE/BATCH#;CR=NEW BATCH; F1=BATCH OPTIONS: ______         â”‚
│            F2=NEXT; F3=G/L DATE; F4=END:                                       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.

 

Enter the 2 character store code + 4 character batch number (ie 010034, as above).

 

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F1] to display batch register options.

 

See PROCEDURE - BATCH OPTIONS.

 

 

[F2] to display next batch on file, if any.

 

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

 

[F4] to exit and to menu.

 

 

PROCEDURE - BATCH OPTIONS

 

To access the batch register options:

  • Press [F1] at the Batch Selection 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 30115 - RECEIPTS, DATA ENTRY.

 

 

"R" to print batch registers.

 

See 30117 - RECEIPTS, REGISTER PRINTING.

 

 

"U" to update batch.

 

See 30118 - RECEIPTS, 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. Any PO's that were being received in the aborted batch remain available for receiving in subsequent batches.

 

 

[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.