10.2.4.2 Inventory Setup

These items are used in Inventory Maintenance and Indexing. DO NOT CHANGE these setup's unless you absolutely understand the effect.

1. If all locations will maintain the same pricing structure you may set the system to automatically Update All Locations when the prices change.

2. The Indexing Sort Sequences are: AR = Ascending Right Sort, and AL = Ascending Left Sort.

DO NOT CHANGE unless you plan to "Rebuild Part Number Indexing" in INVENTORY (5.6.6).

3. The Salesperson Flag in Inventory is set to <Y>es, it will prompt for a Salesperson Code when you go into "Inventory Entry" in INVENTORY (5.1.1). This is used for "Quantity on Hand Tracking" in INVENTORY (5.6.1.6.1) or for additional security on accessing Inventory.

4. You have the ability to prevent any manual change to the Warehouse Cost field in “Inventory Entry” in INVENTORY (5.1.1 field 12), even if it is Password Protected. To Password Protect the Warehouse Cost, go to "Customer Price Code Entry" in SALES MANAGEMENT (2.2.2.1 field 4).

5. A Quantity on Hand Password may be added to the QOH field in "Inventory Entry" in INVENTORY (5.1.1 field 13). Whenever you stop at the QOH field, it will prompt for a password. If the correct password is not entered, this field will be skipped. This allows for additional security to your Inventory's Quantity on Hand.

6. A Unit of Measure Password can be setup to protect changing or deleting a Unit of Measure in "Inventory Entry" in INVENTORY (5.1.1 field 9). This will allow for only those authorized to make these changes to do so.

7. If the Replacement Cost Flag is set to Yes, then when the Warehouse (Average) Cost (Price Code 99) is affected, the Warehouse (Average) Cost will be overwritten by the new Replacement Cost (Price Code 98) instead of averaging. Price Code 99 will then always be equal to Price Code 98. Do NOT set this flag to <Y> unless you really understand what it does.

The calculation used during Receiving, if using Average Costing, is as follows:

X = (Qty on Hand x Warehouse Cost) + (Qty Rec'd x Cost)

Y = Qty on Hand + Qty Received

Warehouse Cost = X divided by Y

	(Qty on Hand x Warehouse Cost) + (Qty Rec'd x Cost)
Warehouse Cost =	____________________________
	Qty on Hand + Qty Received

8. If the Warehouse Cost Flag is set to <Y>es it will cause the Warehouse (Average) Cost (Price Code 99) to be copied to all locations in “Inventory Entry” in INVENTORY (5.1.1 field 12) whenever a part number is saved. Do NOT set this flag to <Y> unless you really understand what it does.

9. If you choose to Update the General Ledger, a Journal Entry will be automatically created when the Warehouse (Average) Cost (Price Code 99) or Quantity on Hand is manually changed in “Inventory Entry” in INVENTORY (5.1.1 fields 12 & 13).

10. The Inventory Entry Adjustment Account is the account number used to update the General Ledger when the Warehouse (Average) Cost or Quantity on Hand is manually changed in "Inventory Entry" in INVENTORY (5.1.1 fields 12 & 13). The Journal Entry will be a Debit or Credit to the Inventory account, and then an offsetting Debit or Credit to this account, depending if the inventory value went up or down. If left blank, this feature will be disabled.

11 & 12. When the Quantity on Hand or Warehouse (Average) Cost is changed in the "Inventory Utility Menu" in INVENTORY (5.6), a Journal Entry can be automatically created to record the Inventory Value Change in the General Ledger. If this feature is turned on, you can enter in the General Ledger Quantity on Hand Adjustment Account to offset when the Quantity on Hand is changed.

13. If the “Update GL Change QOH” feature is turned on, you have three choices on how the Journal Entry is created when the Quantity on Hand is changed.

<D>etail = Create one Journal Entry for every change in the Quantity on Hand.

<S>ummary = Create one Journal Entry for all changes until the Journal Entry is Posted.

<P>ort = Create one Journal Entry for each Port making changes, until the Journal Entry is Posted.

14. You may Protect 99 in Auto Markup. Enter <Y> to prevent price code 99 (Warehouse Average Cost) from being updated in "Preload Prices Entry" (5.6.2.1) and "Automatic Markup of Prices" (5.6.2.4).

15. You have the option to Disable the ability to enter a Part Only when entering Part Numbers at “Inventory Entry” in INVENTORY (5.1.1). If disabled, you can enter just the part number without the Manufacturer Code when retrieving the Part Number. (ex. TT.XYZ can be entered as XYZ). The system will build a cross-reference so that the Part Only can be entered anywhere a barcode could be entered. NOTE: the barcodes take precedence over the cross-referenced items.

16. You may trim characters from Part Numbers when building Part Only Entry cross-reference. For example, if the part number is TT.XYZ-01, and you enter a dash <-> as a trim character, the two entries would be created (XYZ-01 and XYZ01) to retrieve TT.XYZ-01.

17. If a Part Number is the same as a Mfr. Code, you may exclude the Mfr Codes from the Part Only Entry. For example: If the Part is XYZ.3M and 3M is a Mfr Code in your system, then enter <Y> to prevent retrieving this part by entering 3M. It will be treated as a Mfr Code only throughout the system.

18. You may enter a Default Reason that will appear in the Reason prompt automatically when Changing QOH in the “Inventory Utility Menu” in INVENTORY (5.6).

19. You may Combine Bar Code with Part Only Entries for Lookup. If there are no different parts then the Bar Code will retrieve Parts normally. Enter <N> or Leave Blank to use Bar Code normally.

This option is used to combine the Bar Code with the Source Part Only entry. This is a system wide change and affects all Inventory Part Number entry fields.

Example:

Part Number: 3M.2010 Part Only: 2010 Bar Code: 1-900

Part Number: 3M.1-900 Part Only: 1-900

Part Number: AUV.1-900 Part Only: 1-900

By entering 1-900, the results would be:

Source Part Lookup - 3 items |Grp|QOH

1. 3M.2010 TEST SAND PAPER |joe|6

2. 3M.1-900 Test | |

3. AUV.1-900 ADJ LRG DRAWER W/CATCH | |1

If the Setup Field is set to <N> or Blank, then the Lookup will retrieve Bar Code item 3M.2010 only.

20. You have the option to enable the Warranty Return <WI> to up count Defective QOH in Inventory. Enter a <Y> to immediately enable WI transactions done at “POS Order Entry” in POINT OF SALE (1.1) to up count Defective QOH when printing and finalizing an Order. NOTE: If there is Defective QOH in Inventory, it will be added to the regular QOH and used in the average cost calculation.

21. The <CI> Affect QOH When Finalized prompt allows you to set when <CI>’s affect QOH in Inventory. Enter <Y> to immediately change <CI> transactions done at “POS Order Entry” in POINT OF SALE (1.1) to affect QOH after the Order is printed and finalized, rather than during the Order Entry. If this option is changed in this screen the following message will appear: “There can be no <CI> Transactions on Hold or Unposted to change this option. Press <ENTER> to search for <CI> Transactions on Hold or Unposted now.” After pressing <ENTER> the system will select Orders with transaction type equal to CI and with no Invoice Date or with no Date Posted. If there are no items selected, then the change will be allowed. Otherwise, a message similar to the following will appear: “There are 2 <CI> Transaction(s) on Hold or Unposted. Please Post or turn the hold <CI>’s into <QU>otes first, then you will be allowed to change this option. Press <ENTER>.”

22. If a Default Haz Mat Shipper Unit is entered, it will be used for every Unit of Measure that does not have a Haz Mat Shipper Unit in the “Unit of Measure Entry” in INVENTORY (5.1.12.1 field 3). This prevents the user from having to go through and update every single Unit of Measure in the system. So, if current regulations dictate a breakdown of "BOX", "JCAN", and "DRUM", it would make sense for them to use BOX as the Default Haz Mat Shipper Unit. The customer would then only have to update Units of Measure that fall into the category of JCAN and DRUM. Note that if the Default is blank, and the Unit of Measure setting is also blank, then the Unit of Measure will continue to be used on the Haz Mat Shipper.

23. Use Haz Mat Shipper Alternate Form - Enter <Y> to use an Alternate Form when printing the Haz Mat Shipper. This will print a blank line instead to the Quantity for each line.

This option is for requirements imposed by the Department of Transportation (DOT). Baisically the shipping box/container count has to be entered instead of the quantity of items. So, using this alternate format, the person doing the shipping has to pack all the items then do a count of boxes/containers and manually enter the count on the print out.

24. Allow Case Bar Codes at POS - Enter <Y> to allow Bar Code setup as Case Bar Codes in Bar Code Entry to be used at "POS Order Entry" in POINT OF SALE (1.1).

25. Scan Entry Bar Code Password - Enter Password to be used in Scan Entry when going into Bar Code Entry. This setup is used in Scan Entry when going into "Bar Code Entry" in INVENTORY (5.1.8.1). This will allow for only those authorized to make changes to do so.

26. Allow Part & Unit as a Bar Code - Enter <Y> to allow Part Number and Unit of Measure to be used as a Bar Code when a Bar Code is scanned or entered. The bar code must be printed in the following format: Part Number.Unit (Part and unit are separated by a period.)

Bar Codes must be printed from an external source, since there is no bar code print program that will generate this format in the system. The purpose for this is to give the ability to read a bar code and interpret the results as a part number and unit of measure. Example:

MMM.6334.EACH

Every program that currently allows for scanning of a part number will check first to see if this is a valid bar code in the bar code file. If not found in the bar code file, it will be interpreted as part number MMM.6334 and unit of measure EACH.

27. Include in Web Code(s) - Enter a Web Code for each Web Site on which your products are Marketed or Sold. These Codes can be assigned to Mfrs and/or Individual Part Numbers to indicate they should be Included on the Web Site.

28. Related Parts Default Price Code - Enter Price Code to use in the Related Parts Lookup when a customer is not defined in Inventory Inquiry. Enter <?> for Price Code Lookup.

29. Alternate Parts Lookup - Enter <R> to use the Related Parts Lookup Type for Alternate Parts Lookup.

30. Include Bar Code if Is Bar Code=Y - Enter <Y> to Only Include the Primary Bar Codes that are setup with Is Bar Code=Y on the Price List Report (when selecting <F>ile options).

31. Check COL Customer Part # in POS - Enter <Y> to Check the Customer Part Number list found in the Customer On-Line Code for each Customer during the Entry of Part Numbers in Point of Sale Order Entry.

32. Product Group Lookup Grp Code Num - Enter Group Code Number (1-5) that will define and enable Product GroupLookup at Point of Sale. Option <PG> will become available in the Part Entry field. This will select parts for the part number entered with the group code value defined here.

When users are entering parts on an order, or performing an inventory inquiry for a customer, this feature allows them to enter the Customer Part Number found in Customer On-Line Code Entry (10.6.x.1, field 12). If the entered item exists both as a customer part number and a bar code, the customer part number will take precedence over the bar code. However, if the Combine feature is turned on in Inventory Setup, (10.2.4.2 field 19) all matches will be returned in a lookup listing, including matches on Source part number. The user would then select the desired part from the lookup.

Note: Since this feature is specific by customer, part number prompts in other programs will not utilize this.

Product Group Lookup is available in the Part Number prompt at Point of

Sale (1.1, field 6, option <PG>).

32. Product Group Lookup Grp Code Num - Enter Group Code Number (1-5) that will define and enable Product Group Lookup at Point of Sale. Option <PG> will become available in the Part Entry field. This will select parts for the part number entered with the group code value defined here.

The <PG> option will present parts in the Product Group for adding to the order, very similar to the way Related Parts are added to an order.

Note: This is also used in PSMobile to Present a Product Group screen in Inventory Inquiry for display and adding to orders.

33. Preloaded Prices - Updated Transfer Vendor Cost - Enter <Y> to Update Transfer Vendor Costs to equal price code 98 (Current Source Cost) for the location updating price code 98 in the Activate Preload Price program.

Activate Preloaded Prices (5.6.2.6) will automatically update transfer vendor cost if price code 98 is being updated.