Option 7Products By Warehouse

The Products By Warehouse file associates each product with the warehouse(s) in which it is stored. If products are found in more than one warehouse, a record is set up in this file for each combination. Each product must be on file in the Products file, and each warehouse must be on file in the Warehouses file.

Products By Warehouse records contain the system-maintained cost, quantity, purchases, and sales data. They also include the selling price and quantity breaks and the reorder points for the product. All data is shown in terms of your stockkeeping units. Depending on the option chosen in the Parameters file, history can be maintained on a calendar or a fiscal year basis.

Select “Products By Warehouse” from the File Maintenance menu. The first Products By Warehouse entry screen is shown below:

Products By Warehouse screen, part 1 of 2

Certain fields on the screen do not apply if the Order Entry or Sales Analysis applications are not part of the system. In these cases, you do not need to make entries in these fields.

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Product

Enter a code from the Products file to identify a product to be set up on the Products By Warehouse record. You can use the Scan option to find an appropriate entry. The system displays the corresponding description so that you can verify your entry.

Warehouse

Enter a code from the Warehouses file that identifies a warehouse carrying the product. You can use the Scan option to find an appropriate entry. The system displays the corresponding description so that you can verify your entry.

Description

The system displays the product description from the Products file. You can enter up to 30 characters to override the display.

Location

Enter up to 4 characters to specify the location of the product in the warehouse.

Product locations are printed on physical count sheets to aid in taking physical inventories. If the Order Entry application is part of the system, product locations also appear on picking lists.

Product Class

The system displays the product class to which the product belongs from the Products file. You can enter a new product class to override the display. You can use the Scan option to find an appropriate entry. The system displays the corresponding description from the Product Classes file so that you can verify your entry.

Product Alpha

The system displays the product alpha from the Products record. You can enter a new product alpha of up to 12 characters to override the display.

Items Per UM

The system displays the Items per UM entry from the Products record. This identifies the number of individual items included in the unit of measure. You can enter up to 5 digits to override the display.

UM Per Ship Carton

The system displays the UM Per Ship Carton entry from the Products record. This entry indicates the number of units of measure in the shipping carton used for this product. You can enter up to 5 digits and 2 decimals to override the display.

Stock Item?

The system displays the Stock Item? field (‘Y’ or ‘N’) from the Products record. This entry indicates whether the product is a regularly stocked item or a nonstock item. It may be changed.

Product ABC

The system displays the Product ABC type entry from the Products record. This entry is used to sort products for reports or inquiry on a dollar or like-type basis, or to select products with similar cost or turnover for partial physical inventory. It may be changed.

Taxable?

The system displays the Taxable? field (‘Y’ or ‘N’) from the Products record. This field indicates whether or not the product is subject to sales tax when sold. It may be changed.

Cycle Count

The system displays the Cycle Count entry from the Products record. This entry indicates how many times per year physical inventory is taken for the product. You can enter a new cycle count of up to 2 digits to override the display.

Post Detail to SA?

The system displays the Post Detail to SA? field (‘Y’ or ‘N’) from the Products record. This field indicates whether or not data will be transferred to the Sales Analysis application. It may be changed.

Physical Type

The system displays the Physical Type entry from the Products record. This entry is used to group products of similar types for partial physical inventory or for reports and inquiry. You can enter a new physical type of up to 3 characters to override the display.

Auto POs?

Enter ‘Y’ or ‘N’ to specify whether or not reorder records can be created when the product reaches the reorder point at this warehouse. The default is ‘N’.

Y

Reorder records can be created for the product when it reaches the reorder point.

N

Reorder records cannot be created.

Reorder records are created using the Create Reorder Records function in Live Operations. (For more details, see the description of this function in the “User’s Manual: Live Operations.”)

Estimated Freight %

The system displays the Estimated Freight Percentage entry from the Products record. You can enter a new percentage of up to 3 digits and 2 decimals to override the display. (For a description of the estimated freight option, refer to the Special Considerations section of this manual.)

If the Update Cost/Quantity option in the Parameters file is ‘I’, this field is left blank.

Reorder Point

Enter up to 5 digits to identify the point at which the product should be reordered for this warehouse. The reorder point is the number of available stockkeeping units at which more product should be ordered. The number of available units is given by this formula:

Available = On Hand + On Order - Requisitioned - Committed

Reorder Quantity

Enter up to 5 digits for the number of stockkeeping units to be ordered when reorder records are created.

During Live Operations, the reorder quantity is included on reorder records created by the Create Reorder Records function. The system converts the stockkeeping units entered here into purchasing units using the Quantity Factor, and into pricing units using the Pricing Factor, on the Products By Vendor record. The reorder quantity on the reorder record is shown in terms of all three unit types, and all conversion factors are included.

Reorder Vendor

Enter a code from the Accounts Payable Vendors file for the vendor to be used when reorder records are created for this product. You can use the Scan option to find an appropriate entry. The system displays the vendor name so that you can verify your entry. A blank vendor is a valid option; you can enter the vendor name using the Edit Reorder Records function in Live Operations.

Press RETURN to continue to the next Products By Warehouse screen.

The second Products By Warehouse screen is shown below:

Products By Warehouse screen, part 2 of 2

Certain entries on this screen will be automatically displayed. If an asterisk (*) appears next to one of the fields listed below, it indicates a “display-only” field, which cannot be changed.

Data items for the preceding screen are described below.

Product*

The system displays the Product entry and description from the previous screen.

Warehouse No*

The system displays the Warehouse No entry from the previous screen and the corresponding description from the Warehouses file.

On Hand Qty

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on hand at the warehouse. This number should include any units that you enter in the Uncosted field.

If you will use the Opening Entries functions to enter physical inventory data, you can leave this field blank.

Requis’d

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are requisitioned from this warehouse.

If you want to set this quantity based on open material requisitions from the Material Requisitions file, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Cost

Enter up to 6 digits and 3 decimals for the current unit cost of the product at this warehouse. The unit cost includes both the purchase price of the unit and any additional prorated costs applied to the product (for example, freight and tax).

If you are using the average cost costing method, enter the average cost. Use this formula to compute average cost:

Average Cost = Total Cost/(On Hand - Uncosted)

If you are using the standard cost costing method, enter the standard cost.

If you are using the last cost costing method, the Process Initial Setup function will set this field to the value in the Last Cost field.

If you are using the FIFO or LIFO costing method, the Process Initial Setup function will set this field to the computed average cost:

Cost = Total Cost/(On Hand - Uncosted)

On Order

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that are on order for this warehouse.

If you want to set this quantity based on open purchase orders from the Purchase Orders file in the Purchase Orders application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Uncosted

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been received, but for which costs have not yet been recorded.

Last Cost

Enter the most recent unit cost of the product at the warehouse. This field must be entered if you are using the “last cost” method of costing as defined the Parameters record.

If you are using average cost for your costing method, you cannot make an entry in this field.

The Process Initial Setup function will set this field to the Last Price from the Products By Vendor record with the latest Last Purchase date.

If you are using last cost or standard cost for your costing method, the Process Initial Setup function will compare the Last Purchase dates for the product in this file and in the Products By Vendor files. If the Products By Vendor date is later, the Last Price on the Products By Vendor record overrides the entry you make here.

If you are using LIFO or FIFO for your costing method, the Process Initial Setup function will set this field to the price on the latest Product Purchases record.

Committed

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been committed (sales orders not yet shipped) from this warehouse.

If you want to set this quantity based on open sales orders from the Open Orders file in the Order Entry application, you can run the Reset Product/Warehouse Quantities function from the Opening Entries menu.

Online Adj

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that have been shipped but not invoiced (posted).

Total Cost

Enter up to 7 digits and 2 decimals for the total cost of all product units on hand at this warehouse. The Uncosted quantity is not included.

If you are using average cost for your costing method, you cannot make an entry in this field. When the Process Initial Setup function is run, the system sets this field to the value given by this formula:

Total Cost = Cost x (On Hand - Uncosted On Hand)

If you are using standard cost or last cost for your costing method, this field is optional. If you do not make an entry here, the Process Initial Setup function will set this field to the value given by the formula above.

If you are using FIFO or LIFO for your costing method, enter the total cost of all products on hand at this warehouse.

Last Qty Purch

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were last purchased for this warehouse.

Last Purchase

Enter the date on which the product was last purchased for the warehouse.

Last Qty Sold

Enter up to 5 digits and 2 decimals for the number of stockkeeping units of the product that were included in the last sale of the product from this warehouse.

Last Sale

Enter the date that the product was last sold from this warehouse.

Quantity Breaks

You can enter up to 5 quantity breaks on which to base selling prices. The quantity ranges for each price are identified here. (The prices are entered in the column to the right.) Enter up to 5 digits and 2 decimals to identify each of the quantity ranges.

Price Breaks

The product’s selling prices for each quantity range are identified here. (The quantities are entered in the column to the left.) Enter up to 6 digits and 3 decimals to identify the selling price offered for each quantity range.

Here is a sample table of quantity and price breaks:

Quantity Breaks Price Breaks

1.00 15.000

100.00 13.000

10,000.00 11.000

This table indicates the following pricing:

• Sales of 1 to 99 units are priced at $15.00 per unit
• Sales of 100 to 9,999 units are priced at $13.00 per unit
• Sales of 10,000 units and up are priced at $11.00 per unit

The price breaks are used by the Order Entry application during Sales Order Entry.

MTD Sales

Enter up to 7 digits and 2 decimals for the month-to-date sales dollars earned on the product at this warehouse. This field is updated from the Order Entry application.

MTD Margin

Enter up to 7 digits and 2 decimals for the month-to-date sales margin (sales dollars less cost) for the product at this warehouse. This field is updated from the Order Entry application.

MTD Units

Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold from this warehouse during the current month. This field is updated from the Order Entry application.

YTD Sales

Enter up to 7 digits and 2 decimals for the year-to-date sales dollars earned on the product at this warehouse. Be sure to include the sales dollars for the current month. This field is updated from the Order Entry application.

YTD Margin

Enter up to 7 digits and 2 decimals for the year-to-date sales margin (sales dollars less cost) for the product at this warehouse. Be sure to include the margin for the current month. This field is updated from the Order Entry application.

YTD Units

Enter up to 7 digits and 2 decimals for the number of stockkeeping units of the product that have been sold at this warehouse during the current year. Be sure to include the units sold for the current month. This field is updated from the Order Entry application.

The entered data is validated. Press RETURN to save the information on these screens.

Select Next Record to go to the next Products By Warehouse record.

At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products By Warehouse file.