Option 5Inventory Receipts

This function is used to enter receipts for warehouse transfers, purchases, and manufactured goods.

The Update Cost/Quantity? option in the Parameters file specifies which applications update product costs and quantities. This, in turn, specifies the types of receipts that can be entered through Inventory Control:

• If Update Cost/Quantity? is set to ‘A’, all inventory receipts can be entered here. Costs are updated through invoice postings from Accounts Payable and quantities through receipt entries in Inventory Control.
• If Update Cost/Quantity? is set to ‘P’, purchase receipts cannot be entered here. Costs are updated through invoice postings, and quantities through receipt entries, in Purchase Orders.
• If Update Cost/Quantity? is set to ‘I’, all inventory receipts can be entered here. Costs are updated through receipt postings, and quantities are updated through receipt entries, in Inventory Control.

If the Update On Hand with Warehouse Transfers? option in the Parameters file is set to ‘N’, and if a warehouse transfer receipt is entered, the on order quantity in the receiving warehouse is reduced, and the on hand quantity increased, by the amount received.

When you enter receipts, you see only one of the two possible screens for Inventory Receipts 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 receipts. 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.

On the following pages, the screens displayed by this function are shown.

The screen shown below presents information about Receipts Control Groups.

Receipts 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

Letters and numbers only Required Carries forward in ADD mode

Enter an uppercase alphanumeric field, up to 3 characters in length.

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 adjustments. 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 adjustments.

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 adjustments. 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 receipt quantities to be entered. This entry is balanced against the running total kept by the system as inventory receipt 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 the Next Record option to go to the next Receipts Control Groups record.

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

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

Receipts 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

Letters and numbers only Carries forward in ADD mode

Enter an uppercase alphanumeric field, up to 3 characters in length. 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 inventory receipts. 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 Receipts Control Groups record.

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

The screen shown below presents information about Receipts.

Receipts 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:

Transaction No

The system automatically assigns a transaction number, beginning with ‘1’.

Reference

Enter up to 6 characters to further describe and reference this receipt.

Date

The system displays today’s date for the receipt of this product. You may change this display.

Post Mo/Yr

Enter up to 2 characters each for the month and year 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

Product

Enter the number of the product to be receipted. You can use the Scan option to find an appropriate entry. The product number must be on file in the Products file; the combination of this product number and the warehouse number must be on file in the Products By Warehouse file.

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

Source

Enter the 1-digit code that identifies the source of this product. The remaining information to be entered for this receipt varies depending upon which source is identified here:

Source

Display

Explanation

1 MFG Manufactured goods

2 PURCHASE Purchased goods (cannot enter if the Update Cost/Quantity? option in the Parameters file is set to ‘P’)

3 TRANSFER Warehouse transfers (cannot enter if Update On Hand with Warehouse Transfers? option in the Parameters file is set to ‘Y’)

Vendor

If you entered ‘2’ (purchased goods) for Source, you must enter up to 8 digits to identify the vendor from whom the product was purchased. You can use the Scan option to find an appropriate entry.

If the Accounts Payable application is part of your system, the vendor must be on file in the Vendors file, and the corresponding description is displayed so that you may verify your entry.

If you entered ‘1’ or ‘3’ (manufactured goods or warehouse transfers) for Source, this field is not required.

Warehouse

Enter the number of the warehouse that received the product. You can use the Scan option to find an appropriate entry. The warehouse number must be on file in the Warehouses file; the combination of this number and the product number must be on file in the Products By Warehouse file. The system displays the corresponding description from the Warehouses file so that you may verify your entry.

Inventory Acct*

The inventory account is defaulted from the product’s Product Classes record.

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

GL Account

If you entered ‘1’ (manufactured goods) for Source, enter the General Ledger account that offsets the Inventory Account display (see previous field).

If you entered ‘2’ (purchased goods) for Source, this field is not required if the Update Cost/ Quantity? option in the Parameters file is set to ‘A’. However, you may enter an account number for your information only.

If the Update Cost/Quantity? option in the Parameters file is set to ‘P’, leave this field blank.

If the Update Cost/Quantity? option in the Parameters file is set to ‘I’, enter the General Ledger account that offsets the Inventory Account display (see previous field).

If you entered ‘3’ (warehouse transfers) for Source, leave this field blank.

If you need to enter a GL Account, you can use the Scan option to find an appropriate entry. Your entry must be on file in the General Ledger Chart of Accounts file; the system displays the corresponding description so that you can verify your entry.

Quantity

Enter up to 5 digits and 2 decimals to indicate the number of units received for this product:

• If you entered ‘1’ or ‘3’ (manufactured goods or warehouse transfers) for Source, enter the number of stockkeeping units included in the receipt.
• If you entered ‘2’ (purchased goods) for Source, enter the number of purchasing units included in the receipt. (The system converts the purchasing units to stockkeeping units using the quantity factor on the Products By Vendor record.)

Purchasing UM*

• If you entered ‘2’ (purchased goods) for Source, the system displays the purchasing unit of measure from the Products By Vendor record.
• If you entered ‘1’ or ‘3’ (manufactured goods or warehouse transfers) for Source, this field is blank.

Unit Cost

Enter up to 6 digits and 3 decimals to indicate the cost per Source unit (that is, price plus any inventoriable costs) for this product:

• If you entered ‘1’ (manufactured goods) for Source, enter the cost per stockkeeping unit.
• If you entered ‘2’ (purchased goods) for Source, enter the cost per purchasing unit. However, if the Update Cost/Quantity? option in the Parameters file is set to ‘A’, you may leave this field blank.
• If you entered ‘3’ (warehouse transfers) for Source, you may leave this field blank since costs are updated during the Warehouse Transfer posting function.

Quantity Factor*

• If you entered ‘2’ (purchased goods) for Source, the system displays the quantity factor from the Products By Vendor record. This factor converts the purchasing units (entered above in the Quantity field) into stockkeeping units.
• If you entered ‘1’ or ‘3’ for your source product, this field is blank.

Total Cost

The system displays the total cost extension, which is computed as follows:

Total Cost = Unit Cost x Quantity

You may enter up to 7 digits and 2 decimals to override the display, in which case the system automatically recomputes and redisplays the Unit Cost.

Stockkeeping Qty*

If you entered ‘2’ (purchased goods) for Source, the system displays the stockkeeping quantity, which is computed as follows:

Stockkeeping Quantity = Quantity x Quantity Factor

If you entered ‘1’ or ‘3’ (manufactured goods or warehouse transfers) for Source, the system displays the stockkeeping quantity entered above in the Quantity field.

The 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 Receipts Control Groups screen. Select the Next Record option to go to the next Receipts record. Select the END option to go to the next Receipts Control Groups screen.

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