Option 1Material Requisitions

This function lets you enter and release material requisitions, which move products out of inventory. Posted material requisitions remain in a system-maintained file until released. Once they are fully released or if the Cancel? option is set to ‘Y’ in the Material Requisition file in File Maintenance, they are deleted from the system-maintained file during posting.

On hand quantities in the Products By Warehouse file are updated by releases, and requisitioned quantities are updated by requisitions and releases.

Since the system identifies a requisition or release by requisition number and product number, it is not necessary to recall line item numbers in order to release a product. Items are released on a line by line basis in descending order. Therefore, you should not enter more than one line item for the same product on any one requisition.

When you enter material requisitions, you see only one of the two possible screens for Material Requisitions Control Groups. Which screen you see depends on how you answered two questions on your Parameters file. These are the “Ask Operator ID?” question, and the “Use Transaction Control?” question.

If you answered ‘Y’ to both questions, you see the first screen and can enter control and hash totals for your requisitions. In addition, a record is written to the Transaction Control file for each group posted.

If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you see the second screen, which displays only the Operator ID and the Control Number.

If you answered ‘N’ to both questions, you see the second screen, but you are not allowed to edit the Operator ID.

This screen presents information about Material Requisition Control Groups.

Material Requisitions Control Groups screen

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:

Operator ID

Upper case, up to 3 characters Letters and numbers only Required Carries forward in ADD mode

The operator ID you entered at log-on is displayed. The default may be changed in order to edit transactions for another operator. All control groups are separated by operator.

Control No

Positive number, up to 4 digits

A sequential number is supplied to identify this group of material requisitions. This number is printed on the journal, tracked on the Transaction control file, and if General Ledger is part of your system it is posted to General Ledger for detail accounts. Although this number need not be exactly sequential, the number itself is important as a part of your audit trail.

Operator Exclusive?

Y or N Default N Required

Indicate whether or not you are reserving exclusive rights to this group of material requisitions.

Y

Yes, access is restricted to the original operator.

N

No, access is not restricted.

Description

Alphanumeric, up to 30 characters Required

Describe this group of material requisitions. This description will appear on the Transaction Control report and inquiry.

Quantity Control Total

Number, up to 9 digits and 2 decimals

Enter the adding machine total of all material requisitions quantities to be entered. This entry is balanced against the running total kept by the system as material requisitions entries are made. The system displays the running total of quantities entered in the

“Current” field, and the balance remaining is shown in the “Remaining” field.

This field is optional.

Product Hash Total

Positive number, up to 12 digits

Enter the total of all product numbers to be entered in this control group. The system will keep a running total of product numbers and balance it against this entry.

This field is optional.

Print Journal?

Y or N Default Y Required

‘Y’ is displayed to indicate that this group is ready for journal printing. If you want to delay journal printing for any reason, enter ‘N’.

Journal OK?

Y or N Display only Default N

The system displays ‘Y’ or ‘N’ to indicate whether or not this group has been verified (the journal printed and no errors are present) and is correct.

Post Now?

Y or N Default Y Required

‘Y’ is displayed to indicate that this group is ready for posting. If you want to delay posting for any reason, enter ‘N’.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Material Requisitions Control Groups record.

At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Materials Requisitions Control Groups file.

This screen may optionally be used to display information about Materials Requisitions Control Groups.

Material Requisitions Operator ID screen

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:

Operator ID

Upper case, up to 3 characters Letters and numbers only Carries forward in ADD mode

This field required.

The operator ID you entered at log-on is displayed. The default may be changed in order to edit transactions for another operator. All control groups are separated by operator.

Control No

Positive number, up to 4 digits

A sequential number is supplied to identify this group of material requisitions. This number is printed on the journal, tracked on the Transaction Control file, and if General Ledger is part of your system it is posted to General Ledger for detail accounts. Although this number need not be exactly sequential, the number itself is important as a part of your audit trail.

Press RETURN to save the information on this screen.

Select the Next Record option to go to the next Materials Requisitions Control Groups record.

At this screen, the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Materials Requisitions Control Groups file.

The screen shown below presents information about Material Requisitions.

Material Requisitions screen

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:

Requisition

Enter up to 5 digits to identify the requisition. You may identify a previously posted requisition. You can use the Scan option to find an appropriate entry.

Description

Enter up to 30 characters to describe this requisition.

Warehouse

Enter the warehouse number for the warehouse from which products have been requisitioned.

You can use the Scan option to find an appropriate entry. The warehouse number must be on file in the Warehouses file; the combination(s) of this number and each product entered on the line item screen(s) must be on file in the Products By Warehouse file.

The system displays the corresponding warehouse description from the Warehouses file so that you may verify your entry.

Date

Enter the date for the requisition.

Post Mo/Yr

Enter up to 2 characters each to identify the calendar month and year to which this transaction is to be posted. Valid entries are:

1—13: Calendar period EY: End-of-year

After you complete this screen, press RETURN to save the information on this screen and enter line items, which identify products and quantities for the requisition.

Select the Previous Image to go back to the Material Requisitions Control Groups screen. Select the Next Record option to go to the next Material Requisition. Select the END option to go to the next Material Requisitions Control Groups screen.

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

The screen shown below presents information about Material Requisition Line Items.

Material Requisition Line Items screen

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

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:

Line Item

The system provides a line number, beginning with ‘1’, for each line item on the requisition. You can enter up to 3 digits to change this number, but each line item must be identified by a unique line number.

Product

Enter the number of the product that has been requisitioned. You can use the Scan option to find an appropriate entry. This product must be on file in the Products file; the combination of this product and the previously entered warehouse must be on file in the Products By Warehouse file.

The system displays the product description so that you may verify your entry.

Date Required

Enter the date the requisitioned product is required.

Quantity Requisitioned

If you are requisitioning products from this warehouse, enter up to 5 digits and 2 decimals for the number of stockkeeping units requisitioned. Once a requisition has been posted, this field cannot be changed. However, you may cancel a requisition using the Material Requisitions file maintenance function. If you make an entry in this field, product releases must be entered as separate transactions.

or Released

If you are releasing products from this warehouse, enter up to 5 digits and 2 decimals for the number of stockkeeping units to be released. For any requisitioned quantity, you may make multiple, partial releases.

If you make an entry in this field, product requisitions must be entered as separate

transactions.

GL Account

Enter the number of the General Ledger account to be debited when the release is posted. If the General Ledger application is part of your system, this account number must be on file in the Chart of Accounts file. The corresponding description is displayed so that you may verify your entry.

Inventory Account*

The system only displays the inventory account for release transactions. The account defaults from the product’s Product Classes record.

If the General Ledger application is part of your system, the corresponding description is displayed from the Chart of Accounts file.

Current Balance*

The system displays, in stockkeeping units, the total posted requisitioned quantity less the total posted released quantity for this product only on this requisition.

This entered data is validated. Press RETURN to display system-supplied information and then press RETURN again to save the information on this screen.

Select the Previous Image option to go back to the Material Requisitions screen. Select the Next Record option to go to the next Line Items screen. Select the END option to go to the next Material Requisitions screen.

At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Material Requisition Line Items file.