IdealWare Online Users Manual

IY2-13 I/Y PROCESSING
30125 Transfers

 

PURPOSE

 

The transfers program is used to track the transfer of inventory from one store/warehouse to another where each store/warehouse is on a single computer system.

 

The Transfers program is accessed from:

  • Inventory Processing menu

 

PROCEDURE - BATCH CREATION

 

Select Transfers from the Inventory Processing menu. You are taken to the batch selection screen.

 

INVENTORY TRANSFERS BATCH SELECTION DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│10/09/07 Tm6         ***** INVENTORY TRANSFERS ENTRY *****               3YTXI1 â”‚
│                                                                                â”‚
│          COMPANY                  01  IDEAL BUILDING SUPPLIES LTD.             â”‚
│          BATCH NUMBER                                                          â”‚
│          G/L DATE                                                              â”‚
│          CONTROL TOTAL                                                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Enter company code.

 

Defaults to the current company entered at login.

 

 

BATCH NUMBER

 

Defaults to the next available sequential number.

 

G/L DATE

 

Enter desired G/L date.


[Enter] for current system date.

 

This is the date the transfer will affect the general ledger.

 

 

CONTROL TOTAL

 

If you know the correct total dollar value of the entries to be made in the batch, you can 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.

 

Example Inventory Transfers Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/09/07 Tm6         ***** INVENTORY TRANSFERS ENTRY *****               3YTXI1 â”‚
│                                                                                â”‚
│          COMPANY                  01  IDEAL BUILDING SUPPLIES LTD.             â”‚
│          BATCH NUMBER             0001                                         â”‚
│          G/L DATE                 10/09/07                                     â”‚
│          CONTROL TOTAL         2,500.00                                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; 'F4' TO END                        â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS 'CR' TO CONTINUE; 'F3' TO RE-ENTER; 'F4' TO END

 

[Enter] to continue to data entry.

 

See PROCEDURE - DATA ENTRY.

 

 

[F3] re-enter header fields.

 

[F4] to exit to menu.

 


PROCEDURE - DATA ENTRY

 

After completing the batch header, the data entry screen displays.

 

Example Inventory Stock Transfer Posting display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/09/07         ***** INVENTORY STORE TRANSFER'S POSTING *****                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH#: 0001 CONTROL:  2,500.00      ACTUAL:  2,292.56      LEFT:    207.44     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│     <---- FROM/TO ----->                                                       â”‚
│SEQ# YD PRODUCT CODE                QTY UNIT   AVE COST/UNIT     FRT      VALUE â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0001 01 109670                     1.00 FBM    389.26   FBM     .00      389.26 â”‚
│     02 109670                                                                  â”‚
│0002 01 278030                   100.00 PCE       .22   PCE     .00       22.00 â”‚
│     02 278030                                                                  â”‚
│0003 01 300400                   100.00 SHTS    13.10   SHT     .00    1,310.00 â”‚
│     02 300400                                                                  â”‚
│0004 01 278640                     5.00 EA     114.26   EA      .00      571.30 â”‚
│     02 278640                                                                  â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

BATCH#:

 

Displays the batch number.

 

CONTROL:

 

Displays the control total entered at batch header.

 

ACTUAL:

 

Displays actual value currently entered.

 

LEFT:

 

Displays the difference between control and actual totals.

 

SEQ#

 

Enter existing line number to delete.

 

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

 

[Enter] to not delete line and return to SEQ# field.

 

"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 screen.

 

[F4] to complete detail entry.

 

The program displays the printer selection menu. See PROCEDURE - REGISTER PRINTING AND UPDATE.

 

 

FROM YD

 

Enter code of store/warehouse where inventory originates.

 

[Enter] to accept value of previous entry.

 

TO YD

 

Enter code of store/warehouse where inventory is going.

 

[Enter] to accept value of previous entry.

 

PRODUCT CODE

 

Enter product code.

 

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

 

 

[F3] to return to previous field.

 

[F5] to access product inquiry.

 

QTY

 

Enter quantity.

 

The program will display 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.

 

 

UNIT

 

Enter product unit of measure.

 

[Enter] to accept displayed default value.

 

The program displays the units of measure applicable to the product for selection.

 

 

AVE COST

 

Enter cost of item.

 

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

 

UNIT

 

Enter cost unit of measure.

 

[Enter] to accept displayed default value.

 

The program displays the units of measure applicable to the product for selection.

 


FRT

 

Enter freight cost, if any.

 

[Enter] to bypass.

 

VALUE

 

Displays automatically calculated total value of the product affected by the transfer. The program calculates this total after the cost, cost/unit and freight values are entered.

 

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

 

[Enter] to accept detail 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.

 

 

 

PROCEDURE - REGISTER PRINTING & UPDATE

 

When you have completed data entry press [F4] at the SEQ# field. 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.


After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.

 

An example Transfers Register printout follows.

  



                                                    IDEAL BUILDING SUPPLIES LTD.
10/09/07  15:39:10                                                                                                   PAGE: 1
                                            INVENTORY TRANSFER'S REGISTER  - BATCH 0001

-----------------------------------------------------------------------------------------------------------------------------------
     <-------------------- FROM / TO -------------------->             QUANTITY                   STANDARD
SEQ# STOREPRODUCT #         DESCRIPTION                               TRANSFERED    ENTERED COST  QUANTITY      FREIGHT       VALUE
-----------------------------------------------------------------------------------------------------------------------------------

0001  01  109670            2X4 S4S STD&BTR GRN FIR 8                     1 FBM      389.26 FBM          1          .00      389.26
      02  109670
0002  01  278030            2X4 STEEL STUD 8'                           100 PCE         .22 PCE        800          .00       22.00
      02  278030
0003  01  300400            3/4 2 X 8 O.E.S. FORM PLY                   100 SHTS      13.10 SHT        100          .00    1,310.00
      02  300400
0004  01  278640            GYPROC CORNER BEAD 10'                        5 EA       114.26 EA           5          .00      571.30
      02  278640
                                                                                  ----------    ----------    ----------  ----------
 REGISTER TOTALS:                                                                    516.84            906          .00    2,292.56
                                                                                  ==========    ==========    ==========  ==========

 RECORDS: 4      ACTUAL:   2,292.56         CONTROL:   2,500.00         DIFFERENCE:     207.44-       >>>>>>> OUT OF BALANCE <<<<<<<



FIELDS

SEQ#                  sequence in batch
STORE                 store code
PRODUCT#              product code
DESCRIPTION           description of product
QUANTITY TRANSFERED   number of units
ENTERED COST          cost and costing unit
STANDARD QUANTITY     unit of measure
FREIGHT               freight charges
VALUE                 total value of items adjusted
ACTUAL                value of products entered
CONTROL               control value
DIFFERENCE            difference between actual and control values




                      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)         2,292.56
01-C2-3814     TRANSFER SALES/C.O.G.S.                            2,292.56
02-01-1300     INVENTORY                                          2,292.56
02-01-1310     INVENTORY ADJUSTMENTS               2,292.56
                                               ------------   ------------
                                                   4,585.12       4,585.12
                                               ============   ============



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