Option 2Products 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.

When you use this option, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and, in all cases, the User ID, date, and time are printed.

Select “Products By Warehouse” from the File Maintenance menu. This file has two entry screens. Here is the first Products By Warehouse screen:

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 this case, 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 the number of the product to be set up on this Products By Warehouse record. You can use the Scan option to find an appropriate entry. The product number that you enter must be on file in the Products file. The system displays the product description from that file so that you can verify your entry.

Warehouse

Enter the number of a warehouse carrying the product. The warehouse number you enter must be on file in the Warehouses file. 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 location also appears on the picking list.

Product Class

The system displays the product class number that was entered for this product in 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 description from the Product Classes file is displayed 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 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? entry (‘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 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.

This field is updated automatically when the Generate Product ABC Classes function is run from the Utilities and Special Edits menu. (See the description of this function later in this manual.)

Taxable?

The system displays the Taxable? entry (‘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?

Enter ‘Y’ to transfer detailed information from this application to the Sales Analysis application, for use in sales reports.

Enter ‘N’ if the Sales Analysis application is not included in your system, or if the transfer of summary information from this product to the Sales Analysis application will suffice.

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. In ADD mode, this field is ‘N’ by default; it can be changed.

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. (For more details, see the description of this function in the Utilities and Special Edits section of this manual.)

Estimated Freight %

The system displays the Estimated Freight Percent entry (if any) from the Products record. You can enter a new percentage of up to 3 digits and 2 decimals to override the display.

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

Reorder Point

Enter up to 6 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. Available stockkeeping units are calculated using the following formula:

Available = On Hand + On Order - Requisitioned - Committed

If you entered ‘Y’ for Auto POs?, reorder records can be created at the reorder point by running the Create Reorder Records function. (For more details, see the description of this function in the Utilities and Special Edits section of this manual.)

Reorder Quantity

Enter up to 6 digits for the number of stockkeeping units to be ordered when reorder records are created.

The reorder quantity is included on the reorder record.

Reorder Vendor

Enter the 8-digit number from the Accounts Payable Vendors file for the vendor to be used on reorders of this product. You can use the Scan option to find an appropriate entry. The system displays the vendor’s name on the screen so that you can verify your entry. You can leave this field blank if you do not know who the reorder vendor will be.

The reorder vendor is included on the reorder record. The vendor may be changed. If you leave this field blank, the vendor name on the reorder record is blank; it can be entered after the record is created.

The entered data is validated; press RETURN to supply system-maintained information and press RE- TURN again to go on to the next screen.

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.

The screen below presents additional information about Products By Warehouse.

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.

In addition, certain fields on the screen do not apply if the Order Entry application is not part of the system. In these cases, you do not need to make entries in these fields.

Data items for the preceding screen are described below:

Product*

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

Warehouse*

The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file.

On Hand Qty*

The system displays the number of stockkeeping units of the product that are on hand at the warehouse.

This field is updated online when the following transactions are entered through Inventory Control:

• Material Requisitions
• Inventory Receipts
• Warehouse Transfers
• Product Transfers
• Adjustments (of on hand quantity)

If the Purchase Orders application is part of the system, this field is updated on line when receipts are entered.

Requis’d*

The system displays the number of stockkeeping units of the product that are requisitioned from this warehouse.

This field is updated online during Material Requisitions entry.

Cost*

The system displays 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 cost of the product (for example, freight and tax).

If you are using standard cost (Costing Method = ‘S’), this field contains the standard cost and you may access this field.

Using any of the other costing methods, this field is inaccessible. If you are using the average cost, LIFO, or FIFO costing method, this field contains the average cost. If you are using last cost, it contains the last cost.

This field is updated when material requisitions, inventory receipts, adjustments, warehouse transfers, and product transfers are posted.

If the Accounts Payable application is part of the system, this field is updated when invoices or adjustments are posted. If the Purchase Orders application is part of the system, this field is updated when invoices are posted. If the Order Entry application is part of the system, this field is updated when invoices are posted.

On Order*

The system displays the number of stockkeeping units of the product that are on order for this warehouse.

This field is updated online when adjustments to on order quantities are entered.

During warehouse transfer entry, if the Update On Hand with Warehouse Transfers? option in the Parameters file is set to ‘N’, the transferred quantity updates this field in the receiving warehouse. An inventory receipt must be entered to move the transferred quantity from this field to the On Hand Qty field. If the Purchase Orders application is part of the system, this field is updated on line when purchase orders are entered. It is also updated when receipts are entered through either Inventory Control or Purchase Orders.

Uncosted*

The system displays the number of stockkeeping units of the product that have been received but not yet costed.

This field is updated online when material requisitions and inventory receipts are entered. It may also be updated on line by adjustments and warehouse transfers.

This field is updated when material requisitions, adjustments, and product transfers are posted.

If invoices are entered through Accounts Payable, invoice posting updates this field. If the Accounts Payable application is part of the system, this field is also updated when adjustments are posted.

If invoices are entered through Purchase Orders, invoice posting updates this field. If the Purchase Orders application is part of the system, this field is also updated on line when receipts (if entered through Purchase Orders) are entered. (See the Cost field for further information.)

Last Cost*

The system displays the most recent unit cost of the product at the warehouse.

This field is updated when transactions are posted through Inventory Control, Accounts Payable, Purchase Orders, and Order Entry. (See the updating description for the Cost field.)

Committed*

The system displays the number of stockkeeping units of the product that have been committed (sales orders not yet shipped) from this warehouse.

This field is updated online when adjustments are entered to committed quantities.

If the Order Entry application is part of the system, this field is updated when sales orders and shipping confirmations are entered.

Online Adj

The system displays the number of stockkeeping units of the product that have been shipped from this warehouse, but not yet invoiced (posted).

Total Cost*

The system displays the total cost of all product units on hand at this warehouse. The Uncosted quantity is not included.

Due to fluctuations in the Cost field, the Total Cost field should not be expected to contain a value equal to the quantity of the product multiplied by its current cost.

Last Qty Purch*

The system displays the number of stockkeeping units of the product that were last purchased for this warehouse.

This field is updated online when inventory receipts are entered. This field is is also updated when inventory receipts are posted.

If the Purchase Orders application is part of the system, this field is updated online during invoice entry. If invoices are entered through Purchase Orders, it is also updated when invoices are posted.

If the Accounts Payable application is part of the system, this field is updated when invoices and adjustments are posted.

Last Purchase*

The system displays the date on which the product was last purchased for the warehouse.

This field is updated by transaction entries and postings through the Inventory Control, Purchase Orders, and Accounts Payable applications. (See the description of updates for the Last Qty Purch field.)

Last Qty Sold*

The system displays the number of units of the product that were included in the last sale of the product from this warehouse.

This field is updated when Order Entry invoices are posted.

Last Sale*

The system displays the date that the product was last sold from this warehouse.

This field is updated when Order Entry invoices are posted.

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 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 quantity and price breaks are used by the Order Entry application.

MTD Sales*

The system displays the month-to-date sales dollars earned on the product at this warehouse. This field is updated when Order Entry invoices are posted.

MTD Margin*

The system displays the month-to-date sales margin (sales dollars less cost) for the product at this warehouse. This field is updated when Order Entry invoices are posted.

MTD Units*

The system displays the number of units of the product that have been sold from this warehouse during the current month. This field is updated when Order Entry invoices are posted.

YTD Sales*

The system displays the year-to-date sales dollars earned on the product at this warehouse. This figure includes the sales dollars for the current month. This field is updated when Order Entry invoices are posted.

YTD Margin*

The system displays the year-to-date sales margin (sales dollars less cost) for the product at this warehouse. This figure includes the sales margin for the current month. This field is updated when Order Entry invoices are posted.

YTD Units*

The system displays the number of units of the product that have been sold at this warehouse during the current year. This figure includes the units for the current month. This field is updated when Order Entry invoices are posted.

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.