Click on one of the questions below to find the answer.
a. The best way to handle this is to setup the other two items and then enter adjustment transactions to reduce the balance on the original item and increase the balance on the new items.
a. From the General Ledger Main Menu select option 2, File Maintenance and press the enter key. The function window will display enter a U for Update Mode. Select your inventory ledgers and insert in the Subsystem Type field IC and press the enter key. After you do this when you go into invoice entry and specify those ledgers as an EX on the invoice it should ask you for the inventory item number.
a. Make sure that the question in your IC Warehouse option "Allow Negative Quantity" is set to N and what this does is force you to enter your RC's before your RQ's.
If you don’t have that set to N you can easily forget to post a RC or just post them out of order you may wind up with a negative quantity. When the negative quantity exists the system does not recompute the average cost like it should.
To correct this problem you will have to enter an adjustment to the item or delete and reenter you RC and RQ’s in the right order.
a. Yes, please contact the Zortec Support team for assistance.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key. Once the Office Manger menu has displayed select option 3 ‘Warehouse File’ and press the enter key.
The function menu will display enter a "C" to choose the "CREATE" mode and press the enter key. The below screen will display.
Enter a unique warehouse number in the "Whse #" entry field or press the F9 key to duplicate a current defined warehouse. If you have entered a new ware number the following screen will display.
You will have to enter a descriptive name for the warehouse in the "Name" entry field.
You will have to Answer the following on-screen questions (Optional):
• Use Work Order System? Enter a "Y" to use the inventory files for this warehouse with the Plant Accounting system.
• Use Vehicle Maintenance? Enter a "Y" to use the inventory files for this warehouse with the Vehicle Maintenance system.
• Use AP Receipt system? Enter a "Y" if you wish to link the AP Receipt system to the inventory files for this warehouse.
• Use Fixed Assets System? Enter a "Y" to link inventory with Fixed Assets.
• Use Work Order Numbers? Enter a "Y" to display work orders for entry during item transaction input.
• Allow negative Quantity? Enter a "Y" to permit the use of negative inventory item quantities.
In the field labeled "G/L Division", enter the number of the General Ledger division of the accounts that will be used to maintain inventory financial records.
Enter the month and year of the current accounting period in the "Acct Period" entry field.
If you wish the system to automatically verify all GL accounts with the GL system, enter a "Y" in the "Validate G/L" field. If you wish to allow the user to enter comments during all transactions, enter a "Y" in the "Accept Trans Comments" field. Define default general ledger accounts as required. Press the F9 key when you have finished entering all information for this screen. The system will then allow you to enter screen 2 and press the enter key for screen 2 to display.
In the fields under the heading "Qty Types", enter the number of the corresponding "Qty Desc's" field in which the quantity type description is entered.
Example: If the complete description for the "On Hand" quantity type is to be contained in field 1 of the "Qty Desc's" field, enter a "1" next to "On-Hand" under the "Qty Types" column.
Note: The system displays 8 standard quantity types in the "Qty Types" column. These are: On-Hand, On Order, Received, Requisitions, Returns, Removals, Salvage, and Reserved. These quantities are maintained for every defined inventory item, determined by recorded inventory transactions.
Enter a description of all quantities to be maintained on the system in the "Qty Desc's" fields.
You must define a description for each quantity in the "Qty Types" column. You may enter descriptions for additional quantities to be maintained as a result of additional system transaction types.
The descriptions entered here are displayed as field headings for each of the quantities that are displayed on Item Inquiry screen 2, Quantity Amounts/Dates. They are displayed in the order defined on the warehouse definition screen. Press the F8 key to complete the definition of this warehouse.
If all warehouse definition fields have been entered correctly, the message "Transaction Complete" will be displayed at the bottom of the screen. The new warehouse is stored in the system, and you may now create an inventory item file for this warehouse.
There are two basic methods that can be used update transaction entries. The simplest method involves entering an offsetting transaction to correct or adjust a previous transaction. This method has the benefit of allowing you to maintain strict transaction audit standards. The second method is to use the UPDATE Transaction entry option. This option is easy to use, but it "overwrites" the previous transaction, causing the audit trail to be lost.
There are two ways to use offsetting transaction entries to update prior transactions. The most basic method is to create or enter a new transaction, entering the same ticket number, transaction date, transaction code, and item number, as the previous transaction. Then, to correct or update the item quantity, unit costs, or extended amount fields, enter a value that causes the correct value to be maintained. Make sure that you use the "Comments" field to describe the nature of the offsetting entry.
For example: If you need to change a transaction quantity from "9" to "6", you could enter a "-3" in the quantity field to adjust the transaction total.
A more formal method of entering off-setting transactions would be to create an "offsetting charge code" for each transaction type. Then, if you need to enter a correcting transaction, you could just use the offsetting charge code.
For example: Suppose you need to correct a "Materials on Order" transaction. Normally, any transaction input using this charge code debits, or increases, the total in the "On-Order" quantity for that item. That means if you entered an "On-Order" transaction with an item quantity of 9, nine units of this item would be added to the on-order total. Suppose you should have actually entered "6" for this transaction. Using this method, you would create an offsetting "On-Order" charge code that would credit, instead of debit, the on-order quantity.
By entering a new transaction with this offsetting charge code and entering an item quantity of "3", you could reduce (credit) the on-order quantity to the proper total of 6.
Using the UPDATE Mode to change a transaction.
From the Inventory Control Master Menu select option 3, ‘Transactions’ and press the enter key. The Functions-selection window will display. Choose "U" for UPDATE and press the enter key. A Search Parameters screen is displayed. This screen is used to select the transaction to be updated. Use the search parameters entry screen to search for and select the inventory transaction to be updated. You may use any of the following fields to search/select a transaction: Item #, transaction date, transaction period, ticket number, work order. If you are unsure of the number, leave the "Item #" fields blank and press the F9 key to display a list of all transactions. Select the item to be updated from that list. Use the F1 key to scroll forward through the list transactions. Use the arrow key to highlight the desired transaction, and then press the enter key to select it. The Transaction Entry (labeled "Reference Information") screen is displayed. The word "Update" is displayed in the upper right corner of the screen. A wide variety of fields can be updated for this item.
Note: that some of these fields may not apply to your site or transaction.
Look at the fields displayed on screen. Use your enter key to move to the transaction entry field you wish to update. Enter the new transaction information in the desired field. You may enter new information "on-top of" information currently recorded. You may enter new information in a currently blank field.
To erase a current field, use the space bar or the end key to erase the current entry. Press the F8 key when you have finished entering changes for this transaction. If all changes are correct, the message "Updating Info Now" is displayed. When the update process is complete, the message "Transaction is updated" is displayed.