CONSIGNED INVENTORY DOCUMENTATION UPDATES

Transcription

1 DOCUMENTATION UPDATES Date Description Where Changed 7/22/03 A note was added that the Assembly optional package is not integrated with the Consigned Inventory optional package at this time. 7/2/03 The new Upload option appears on the main menu of the Consigned Inventory module. It has the ability to import an AIX file (containing the on-hand quantity of consignment items) to the Prophet 21 system. Consigned Inventory chapter, in the Important note (page 10) Consigned Inventory chapter, in the Consignment section, in the Upload subsection (page 26)

2 ONSIGNED NVENTORY

3 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function. 7/22/03 Prophet 21 Acclaim Version 14 The Prophet 21 System and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iii

4 Table of Contents 1 INSTALLATION INSTRUCTIONS 5 2 BROWSE Setting Up Consignment 11 CONSIGNMENT 11 COMPANY 12 CUSTOMER 15 Getting Started 18 First Issue of Consigned Inventory to a Customer 18 Tracking Material Already Issued to a Customer 18 Placing Consigned Orders 18 ORDER 19 FRONT-COUNTER 21 SHIP 22 Expedite ORDER 22 SHIP-EDIT 23 CONSIGNMENT 24 Upload 26 Beginning Balances 28 Physical Inventory Worksheet 30 Enter Physical Inventory Counts 31 Posting Physical Inventory 32 Cost of Inventory Report 35 Consignment Comparison Report 36 Consignment Quantities by Usage 36 Company 37 Consignment 37 iv

5 NSTALLATION NSTRUCTIONS IMPORTANT NOTICE! Consigned Inventory is only compatible with a cost basis of company average (C-AVG) or standard (STND). This package is not compatible with a cost basis of location moving average (L-AVG) or FIFO. If your cost basis is set to L-AVG or FIFO, you must change it for Consigned Inventory to work on your system. To install Consigned Inventory, you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in a later step. Installing Consigned Inventory requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. Caution! Before installing Consigned Inventory, make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 5

6 1 INSTALLATION INSTRUCTIONS 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of Consigned Inventory, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install Consigned Inventory, type [Y] [Enter]. The Consigned Inventory installation screen appears. 6

7 1 INSTALLATION INSTRUCTIONS Your answers to the following profile questions help determine the size of the files that are being created. Number of Consignment Customers... number of consignment customers. Consigned Items per Customer (Avrg)... average number of consigned items used by your customers. % More... percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field. Tracks... number of tracks used to enable each feature. Fixed File Space... amount of space needed on the disk to install any fixed files created by the Consigned Inventory package. Minimum # of Tracks needed... number of free tracks used to install the Consigned Inventory package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1a, % of Stock Items Tracked by Serial#. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. 7

8 1 INSTALLATION INSTRUCTIONS A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the Consigned Inventory package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing Consigned Inventory. 13. Press [Enter]. The system starts creating the files and job streams required to install Consigned Inventory. 14. At the Utility Command, type GO to activate all terminals. You are now ready to use Consigned Inventory. 8

9 ROWSE You can access a location browse from the Consignment Location field in a Customer record. When you press [F3] at the Customer Location field in a Customer record, a screen similar to the following appears: Location #... location number. Name... location name. Br... branch number. Stock... indicates if this is a location that stock items. Sales... indicates if this is a location that sells items. For more information about the location browse, refer to the Browse manual. 9

10 ONSIGNED NVENTORY IMPORTANT NOTICE!! Not all browses may be operational at this time. Should this occur, scans are available to provide instant access to information throughout the system. All scans are used in a similar manner. Type a scan character (., ; / [ ]) and press [Enter]. You will instantly see a list of customers, vendors, items, orders, etc. Choose from the list by entering the sequence number of your selection. The Consigned Inventory optional package allows you to transfer stock to your customers and have them sell it on a consigned basis. Key features of this package include: Important! Consignment can be enabled or disabled for each customer. The system tracks the consigned items and quantities for each customer. Items sent to the customer for consignment are entered on an order and shipped through the SHIP module. During order entry, or during shipment confirmation in SHIP-EDIT, an order is designated as a consigned order. The shipment does not follow through the system as a regular order; it generates a $0 invoice. Shipping papers and EXP-ORDER view screens display a **CONSIGNMENT ORDER** banner. Physical inventory worksheets are used to count on-hand quantities of consigned inventory. Physical counts (on-hand quantities) are entered at the end of the month, and are used to determine how much of the consigned stock has been sold. These counts are posted. This automatically produces an order for the amount of consigned stock that the customer used. A credit invoice is generated if material has been returned. After counts are entered, each customer receives a single invoice that details all consigned items they have sold. The Cost of Inventory Report shows the total value of items on consignment for each customer. It functions as an inventory value report for consigned items. Please note that the Assembly optional package is not integrated with the Consigned Inventory optional package at this time. 10

11 3 SETTING UP CONSIGNMENT CONSIGNMENT Run a hidden option to reset the consignment locations of all customers to zero. You must be in Q-MODE to run the hidden option. If Q-MODE is not activated at the terminal where you are running the hidden option, activate it now using the following instructions. JOB...Q-MODE Do you wish to activate Q-Mode? (Y N): Y To run the hidden option, go to the main menu of the CONSIGNMENT module and enter "<" at the OPTION prompt to get the lettered menu. At the OPTIONS prompt of the lettered menu, enter the hidden option code ==. JOB...CONSIGNMENT OPTION: < OPTION: == (To get the lettered menu) The following screen displays. RESET CONSIGNMENT LOCATIONS This option will reset the consignment locations of all customers to zero. Proceed? (Y N) Done. Press any key to continue. Enter "Y" to proceed, "N" otherwise. If you choose to proceed, the consignment location of all customers is set to 0. A message is displayed when the hidden option is complete. 11

12 3 COMPANY PACKAGES CONSIGNMENT OPTION The default value for the new customer parameter that sets the customer s type of consignment posting method is found in the Consignment module. To set the company-wide default, choose the Packages option on the Company main menu; then select the Consignment option on the Packages menu: The Consignment Inventory Company Options screen displays: The Posting Method may be set to Count to post consignment inventories by physical count, or the field may be set to Inv to post consignment inventories by invoiced quantities. LOCATION MAINTENANCE A stocking location must be set up to track consigned inventory. Regular orders should not use this location as a source location. Only one consigned location is needed on the system. 12

13 3 The consigned location should be created as a stocking location. If you need to create a new stocking location on your system to use this feature, please contact Prophet 21 s Software Support Department. Some users already have a location that is used to keep track of consigned inventory, prior to loading this package. If this is true for you, you may still use this location as your consigned inventory location. Follow the directions stated in the Getting Started section. 13

14 3 ORDER PROCESSING You can set a default value for the Consignment field that appears during order entry in the Consignment Order Entry Default in the Company module, under the Order Processing options. If you set this field to Y, orders entered for consignment customers will default to be a consignment order. If you set this field to N, orders entered for consignment customers will default to regular orders. Once you have determined the value of the Consignment Order Entry Default option in the Company module, the system uses this default during order entry. To override this default, change the value of the Consignment field during order entry. For further information on the Consignment Order Entry Default option, refer to the Company Set Up manual. 14

15 3 CUSTOMER CUSTOMER MAINTENANCE The first screen in Customer Maintenance displays the Consignment Location and Consignment Post fields for tracking customers with consignment orders. Consignment options in the Customer Maintenance record. Cons Loc... consignment location for all customers for whom you track consigned inventory. This field is contained in the customer shipping information, and it is browsable. Cons Post... identifies the consignment posting method for the customer. Inv Consignment quantities are entered as invoice quantities. Count Consignment quantities are entered as physical counts. The customer s setting defaults to the value in the company option, described previously in the Packages Consignment Option section on page 12. If you are using the XL customer entry screen, this field defaults to the company option value of Posting. When the upgrade to Acclaim 14 is installed, a hidden option runs during Lib-Update to initialize the customer records to the current company setting. 15

16 3 Note: A warning message displays if you try to change the value of the Cons Post field, and existing counts or invoiced quantities are still unposted for this customer. CUSTOMER FAST EDIT The Bill-To option of the Fast Edit section in customer maintenance provides fast editing on the Cons Post field. To view this field on the Bill-To Fast Edit screen, choose the Fast Edit option on the Customer main menu, and then select the Bill-To option: 16

17 3 After completing the customer range parameter screen, the fields that can be fast edited appear The Cons Post field appears in Fast Edit. Note: A warning message displays if you try to change the value of the Cons Post field, and existing counts or invoiced quantities are still unposted for this customer. For more information on fast editing customer records, refer to the Customer Information manual. 17

18 3 GETTING STARTED FIRST ISSUE OF TO A CUSTOMER If you are not currently keeping track of consigned inventory on the system, keep the following in mind: 1. There is no need to enter a beginning balance of consigned inventory (page 28) for the customer. The customer s beginning balance will be zero. Step 2 is how consigned stock will be issued to the customer. 2. To issue consigned material to the customer: enter a regular order, print the shipping paper, and confirm the shipment as consignment in SHIP-EDIT. Do not use ITEM-ADJUST to add more stock to the consignment location. Be sure to issue the stock through Order Entry. See page 18 for details. TRACKING MATERIAL ALREADY ISSUED TO A CUSTOMER If you have a location designated for consigned inventory prior to loading the Consigned Inventory optional package, the following steps should be performed: 1. Count every item that you consider consigned to this customer. The best way to this is to print an inventory value report (in the ITEM-LIST module) for the location that is holding the consigned stock. Then, perform a physical count to verify that the inventory value report is accurate. 2. Item-adjust all the consigned stock out of the location that currently holds the stock. It is imperative that all stock quantities are adjusted to zero before entering beginning balances by customer in the CONSIGNMENT module. 3. Re-enter the stock quantities as consigned inventory for each customer, now using the Consigned Inventory optional package. This procedure is explained in the Beginning Balances section on page 28. PLACING CONSIGNED ORDERS Customer orders entered for consignment are called issues. Orders returned from a consigned location are called returns. Stock is issued to a customer through order entry, and stock is returned from a consigned customer through customer return entry. Orders for consigned customers are entered in the same manner as regular orders. A shipping paper prints so that the items will be sent to the customer. Changes can be made in Ship Edit as usual. An order can be designated as consigned during order entry or during confirmation of the shipment. 18

19 3 ORDER Orders for consignment are entered through regular order entry. On the order header, a Consignment field appears. The Consignment field only appears for customers with a consignment location specified in the customer record. You can set a default value for this field by selecting Consignment Order Entry Default from the Company Order Processing Options menu. If you set this field to Y, orders entered for consignment customers will default to be a consignment order. If you set this field to N, orders entered for consignment customers will default to regular orders. Once you have determined the value of the Consignment Order Entry Default option in the Company module, the system uses this default during order entry. To override this default, change the value of the Consignment field during order entry. For further information on the Consignment Order Entry Default company option, refer to the Company Set Up manual. DIRECT SHIP CONSIGNMENT ORDERS You can now ship consigned inventory as a direct ship to your customer. The Order Line-Item Entry screen accepts the D disposition for direct ship. Direct ship confirmation has been modified to confirm the consignment customer order and create Code 20 item adjustments for the inventory item. Payable entry and direct shipment confirmation is performed in the same manner. For more information on confirming a direct shipment and entering its payable, refer to the Payables manual. Inventory is added to the consignment location. The inventory free stock at the consignment location is updated as well. 19

20 3 SAMPLE: CONSIGNMENT ORDER HEADER Customer Code: KELELE Alternate Ship-to 0 Bill KELLY ELECTRIC Ship KELLY ELECTRIC To: 19 WEST COLLEGE AVE To: 37 KITE STREET ADDRESS2 LAWRENCEVILLE NJ YARDLEY PA Tel: Credit Type: NO-L Customer P.O. # Order Date Slm Tkr Rte Sales Location /19/96 11:40:53 04/19/ YARDLEY, PA Customer Code KELELE 9 Order Info 2 Alt. Ship-to 0 10 Ship Info 3 Customer P.O.# 04/19/96 11:40:53 11 Cust Acct# 4 Order Date 04/19/96 (MM/DD/YY) 12 Cust Pick-up N (Y N) 5 Salesman Delivery Date 05/01/96 6 Taker 0 14 Consignment Y (Y N) 7 Shipping Route 1 8 Sales Location 1 YARDLEY, PA The Consignment field displays. FIELD: "D" for Detail "N" for Notepad "R"ecv. or "F"uture aging 20

21 3 FRONT-COUNTER The Front Counter module can be used to enter consigned orders and consigned returns. The Consignment field must be set during the entry of the front counter order so that it will be considered a consigned order. This field will default to the location set in the Consignment field of the Customer record. The Consignment field only appears for customers with a consignment location specified in the customer record. You can set a default value for the Consignment field that appears during order entry in the Consignment Order Entry Default in the Company module, under the Order Processing menu. If you set this field to Y, orders entered for consignment customers will default to be a consignment order. If you set this field to N, orders entered for consignment customers will default to regular orders. Once you have determined the value of the Consignment Order Entry Default option in the Company module, the system uses this default during order entry. To override this default, change the value of the Consignment field during order entry. For further information on the Consignment Order Entry Default option, refer to the Company Set Up manual. Customer Code: KELELE Alternate Ship-to 0 *FRONT COUNTER* Bill KELLY ELECTRIC Ship KELLY ELECTRIC To: 19 WEST COLLEGE AVE To: 37 KITE STREET ADDRESS2 LAWRENCEVILLE NJ YARDLEY PA Tel: Credit Type: NO-L Customer P.O. # Order Date Slm Tkr Rte Sales Location /19/96 11:40:53 04/19/ YARDLEY, PA Customer Code KELELE 9 Order Info 2 Alt. Ship-to 0 10 Ship Info 3 Customer P.O.# 04/19/96 11:40:53 11 Cust Acct# 4 Order Date 04/19/96 (MM/DD/YY) 12 Cust Pick-up N (Y N) 5 Salesman Delivery Date 05/01/96 6 Taker 0 14 Consignment Y (Y N) 7 Shipping Route 1 8 Sales Location 1 YARDLEY, PA FIELD: "D" for Detail "N" for Notepad "R"ecv. or "F"uture aging 21

22 3 For front counter orders, the option to Print a regular shipping paper through the SHIP module must be used. If any other print option is chosen, the following message is displayed. PRINT OPTIONS 1. Print a sales ticket at the front counter 2. Print an invoice ticket at the front counter 3. Print a regular shipping paper through the SHIP module 4. Print a customer pick-up ticket at the front counter 5. Print a customer pick-up ticket through the SHIP module 6. Editing options OPTION: 2 CONSIGNMENT ORDER, PROCESS THROUGH SHIP MODULE! SHIP A **CONSIGNMENT ORDER** banner prints on shipping papers that are designated for consignment. EXPEDITE ORDER A banner also appears on this order in Expedite Order, to identify it as a consignment order. Customer Code: KELELE Sales Loc: 1 YARDLEY, PA Bill KELLY ELECTRIC Ship KELLY ELECTRIC to: 19 WEST COLLEGE AVE to: 37 KITE STREET ADDRESS2 LAWRENCEVILLE NJ YARDLEY PA Inv Batch Rte Tax ID Frt Shipping Instructions B Order # Ord-Date Req-Date Slm Tkr Pack #Lines Open Shpmts Unconf Invcs /19/96 04/19/ PART Customer PO External PO# Order Value: /19/96 11:40:53 Open Value: Job: Exp: 01/01/00 Open Deposits: 0.00 ** CONSIGNMENT ORDER ** "N" for next "E" to Edit "C" to Cancel "S" to view Shipments <ESC> or Starting Item Line# to View Line-Items... 22

23 3 SHIP-EDIT The consignment field can be edited during shipment confirmation. EDIT/CONFIRM MATR VALUE: SHIPMENT # (NNNNNNNN-NNNN-X) CHARGES: CUST KELELE CUST PO: 04/19/96 11:40:53 FRT TAX %: BILL KELLY ELECTRIC SHIP KELLY ELECTRIC TO: 19 WEST COLLEGE AVE TO: 37 KITE STREET ADDRESS2 LAWRENCEVILLE NJ YARDLEY PA SHP-DATE 04/19/96 (MM/DD/YY) 4 FRT-CODE B (P B T C X I A) 5 FRT-AMT PACK BASIS PART (PART IT-P ORD HOLD IT-C) 7 ED-ITEMS N (Y N) 15 PICKER # 0 8 CONFIRMED N (Y N) 16 ADD ITEMS N (Y N) 9 PHONE TICKET CHARGE MISC CONSIGNMENT Y (Y N) 11 MISC CODE 0 12 SHP INST 1 13 SHP INST 2 14 # SHIP LABELS 0 FIELD: If the shipment was flagged at order entry as consignment, the Consignment field will appear during shipment confirmation. Orders entered for consignment customers default to be a consignment order. Confirming this shipment cancels the shipment and moves the allocated stock to the consigned location. The month-end consigned invoice will draw its stock from this location. Invoices will still print for issues and returns, but consigned items will show as canceled with an extended price of zero. The invoice batch number is changed to 98 so that you can print the issues and returns separately. You may keep them for reference, or send them to the customer if there are any freight charges. Confirming a shipment with the Consignment field set to Y does three things: 1. The customer order or return is automatically canceled by the system. Every item appears as cancelled in Expedite Order. 2. A zero invoice will print the next time invoices are printed for batch 98. Both consigned orders and consigned returns are assigned batch number A stock adjustment is made. The source location s stock is reduced and the customer s consigned location stock is increased. These adjustments are journalized with Code 20 on the Stock Adjustments Register and in ITEM-LEDGER. 23

24 3 In SHIP-EDIT, if you attempt to consign a shipment (CONSIGNMENT field set to Y and CONFIRMED field set to Y) and no confirmation location has been specified in the customer record, the following error message displays. FIELD: INVALID CONSIGNMENT LOCATION CONSIGNMENT The Consignment module exists on the Inventory menu that can be accessed via the Inventory option on the main menu of the system. The main menu of the Consignment module allows you to choose between the Consignment Count options and the Invoice Quantity options. When you enter CONSIGNMENT at the Job prompt or jump to box, the following menu appears: PHYSICAL COUNT OPTIONS If the Physical Count Options are chosen, a menu is displayed to maintain and post consignment quantities by inventory count: Only those customers set up with a Count consignment posting value can be accessed in the physical count options. 24

25 3 Note: The following warning message displays if you try to enter a physical count for a customer who is set to an Inv consignment posting value. The options on the Physical Count Options menu are described in the Menu Options section on page 26. INVOICE QUANTITY OPTIONS When the Invoice Quantity Options are selected, a menu to maintain and post consignment quantities by invoice quantity is displayed: Only those customers set to an Invoice consignment posting value can be accessed in the invoice quantity options. Note: The following warning message displays if you try to enter an invoice quantity for a customer who is set to a Count consignment posting value. For more information on entering and editing invoice quantities, refer to the Consignment Quantities by Usage section on page

26 3 Menu Options Enter the stock on hand for all customers with consigned inventory using the Enter/edit balances option, found on both the Physical Count Options menu and the Invoice Quantity Options menu. After initial entry, the system tracks the consigned items and quantities for each consigned customer. Using the Worksheet option, print a physical inventory worksheet for customers with consigned inventory. Space is provided to enter the on-hand quantities. If posting is done by physical count, a physical count of your consigned inventory can be taken at the end of the month. Write the actual physical count on the Physical Inventory Worksheets. Once the physical count of your consigned inventory is complete, use the Enter/edit counts option to enter/edit physical inventory counts into the system. This determines how much of the consigned stock has been sold. You may also edit consigned quantities here before performing the monthly post. After all physical inventory counts are entered, post inventory counts for the month using the Monthly post option. Once physical counts are posted, each consigned customer will receive a single invoice containing all consigned items they have sold. You can use the Cost report option to print a cost of inventory report to show the total value of items on consignment. The Comparison Report option prints the Consignment Comparison Report, which details the discrepancies between the stock in physical inventory and the stock in the consignment location. This report only displays the items that are causing a discrepancy. UPLOAD The Upload option, available on the main menu of the Consignment Inventory module, has the ability to import an AIX file (containing the on-hand quantity of consignment items) to the Prophet 21 system. Customers set up with either the Count or Inv posting method are able to perform uploads of the on-hand consignment item quantities. Customers set up with the Count posting method can now also upload invoice quantities. THE UPLOAD OF COUNTS OR INVOICE QUANTITIES FOR INV CUSTOMERS Customers can now import a count or invoice quantity for their consignment items when the customer posting method is INV. If the Upload option is selected to upload counts (COUNT), the customer s on-hand quantity is changed according to the following calculation: Current quantity minus the quantity specified in the AIX file. If the option to upload invoice quantities (INV) is selected, then the invoice quantity will be changed to the quantity specified in the AIX file. THE UPLOAD OF COUNTS OR INVOICE QUANTITIES FOR COUNT CUSTOMERS Customers set to a Count posting method can upload physical counts as well as invoice quantities. If the Upload option is selected to upload counts (COUNT), the customer s on-hand quantity is changed to the quantity specified in the AIX file. If the Upload option to upload invoice quantities is selected (INV), the 26

27 3 invoice quantity is changed according to the following calculation: Beginning balance + consignment issues consignment returns the quantity specified in the AIX file. THE INVOICE QUANTITY WILL NO LONGER DEFAULT TO THE ON-HAND QUANTITY Prior to Acclaim when a consignment item was entered on the Enter/Edit Invoice Quantity screen, the invoice quantity would default to the on-hand quantity of the item. Now the invoice quantity defaults to zero or the quantity specified. THE UPLOAD OPTION The AIX file contains the invoice quantity or count quantity for each consignment item. This information is used to update the invoice quantity or the on-hand quantity for the consigned inventory. The Upload option is available to all consignment customers. To access the Upload option, choose Upload from the main menu of the Consignment module: The Upload Physical Inventory Counts or Invoice Quantities screen appears, similar to the following after the fields are completed with information: Customer Code... customer to receive a physical inventory count or an invoice quantity upload. Upload... indicates what type of upload is being done. COUNT The physical inventory counts of the consignment customer is being updated to the system. INV The invoice quantity values are being updated. 27

28 3 AIX Source Data File File Name... directory and filename of the AIX file that updates counts or invoice quantities for the consignment customer. AIX File The AIX file contains the invoice quantity or the count quantity for the customer. This information is used to update the on-hand or the invoice quantities for the consigned inventory. AIX File Layout The AIX file for the updating of on-hand quantities needs to have the following form: The AIX file information is read in blocks of 39 characters. Positions 1-26 contain the item code or customized item code; positions contain the invoice or count quantity for the item, and positions contain either the unit of measure for the item, or they remain blank. The item code or customized item code should be left-justified, and the used quantity should be right justified and include any decimal places. XXXXXXXXXXXXXXXXXXXXXXXXXX#########.##UM The AIX file contains consecutive blocks of information of this structure, one for each item to be adjusted. The AIX upload terminates when the end of the file is reached. There should be no line terminating characters in the AIX file. BEGINNING BALANCES Use the Enter/edit balances option that is found under both the Physical Count Options and the Invoice Quantity Options of the main menu to enter or change the current month's beginning balance. This option can also be used when getting started with the Consigned Inventory optional package. Its primary purpose is to enter on-hand consigned inventory that is already at your customer s site. 28

29 3 You are prompted for the Customer. Browses are available to help you find existing customers. For more information, refer to the Browse manual. When you enter a customer, the customer name appears for verification. Enter/Edit Beginning Balances Customer: KELELE You are then prompted for the Item. A browse is available to help you find existing items. Enter/Edit Beginning Balances Customer: KELELE KELLY ELECTRIC 1 Item LSL-1006 If you want to browse for a customized item, press [,] (comma) to access this browse. When you enter the customized item, a part number field displays beside it. You can also enter a customized item part number at the Item prompt. For more information on customized items, refer to the Customized Items/On-Site Order Entry manual. After you enter an item, its description, beginning balance, and unit name appear. If this is a new consigned item for the customer, the beginning balance will be zero. You are prompted to enter a New Balance. The value entered here replaces the existing balance. It is an exact amount, not an incremental amount. If this option is used, the system makes an item adjustment to increase the stock at this customer s consigned location. The quantity entered here is not reduced from another stocking location on the system. The system tracks the consigned inventory by stock keeping unit (the lowest unit in which the item can be sold). 29

30 3 If enabled for multiple units, the New Balance can be entered in terms of the stock keeping unit (SKU) or an alternate unit. A two character unit name can be entered along with the quantity to indicate the desired unit (e.g., 3BX). If you specify a unit other than the SKU, the system will automatically convert the quantity to the SKU. Unit information appears in the footer area of the screen when entering the New Balance quantities. Units: EA CS BX Sizes: PHYSICAL INVENTORY WORKSHEET The Print worksheet option prints a physical inventory worksheet for each consigned customer. This worksheet is used when counting the customer's on-hand quantities. Print Physical Inventory Worksheet 1 Start customer KELELE 2 End customer ZZZZZZ Field: A range of customers can be entered. A single customer may be specified (Start customer = End customer). Worksheets will only print for customers with consigned inventory. The worksheets print in a format similar to the following sample. Only items with a beginning balance, issue, or return are included. Generally, the worksheet will be printed and taken to the customer site. The inventory will be counted and noted in the ending balance column. The information written in this column will be keyed into the system using the Enter/edit counts option. The Beginning Balance column displays the quantity on consignment for this customer at the beginning of the month. The Month Issues column displays the quantity that was placed on an order and confirmed as consignment for this customer. The Month Returns column displays the quantity that was placed on a customer return and confirmed as consignment for this customer. The Ending Balance column is used to enter the customer s on-hand quantity. 30

31 3 ENTER PHYSICAL INVENTORY COUNTS Once the physical count of consigned inventory is complete, use the Enter counts option to enter the physical inventory counts into the system. This determines how much of the consigned stock has been sold. You are prompted for the Customer. Browses are available to help you find existing customers. For more information, refer to the Browse manual. After a customer is entered, you are prompted for a Starting Item Code. Enter Physical Inventory Counts Customer: KELELE KELLY ELECTRIC Starting item Code: The items contained on the Physical Inventory Worksheet are listed for the specified customer. The listing is similar to the sample that follows. Enter Physical Inventory Counts Customer: KELELE KELLY ELECTRIC Begin On Inv # Item Code Description Qty Hand Qty 1 AB1050 PUMP-CONTROL NO EA AB AMINOSYN II 7% 500ML 20EA AB AMINOSYN II 8.5% 500ML 100EA AB AMINOSYN II 8.5% 1000ML 0EA AB AMINOSYN II 8.5% W/LTS EA AB AMINOSYN II 10% (PH6) 500ML 0EA AB AMINOSYN II 10% (PH6) 1000M 0EA AB SET-ADM. SECOND-VENOSET 40" 0EA AB DEVICE-NUTRICLAMP LOCKING 0EA AB **DISCONTINUED** 0EA AB **DISCONTINUED** 0EA AB CONNECTOR-LIFESHIELD()()()( 0EA AB CONNECTOR-LIFESHIELD 0RA AB DOCKING STATION-LIFESHIELD 0EA 0 0 Seq#: <ESC> for More "-" for Previous If the On Hand column is zero, a count has not been entered and the invoice quantity for the item will be zero, therefore, no invoice will be generated for that item. When an on-hand quantity is entered, the system will then calculate the invoice quantity. The on-hand quantities are reset after posting physical inventory. You may page forward (<ESC> for More ) and backward ("-" for Previous ) through the item listings. Items are selected by entering the associated Seq#. Once an item is selected, you are prompted for the On Hand quantity. In the on-hand quantity column, enter the amount that was written in the ending balance column on the Physical Inventory Worksheet. 31

32 3 The system automatically calculates the Inv Qty. The invoice quantity is calculated using the following formula: (beginning balance + month issues) - (month returns + ending balance) This is the quantity that will appear on the invoice that the system will automatically generate when the counts are posted. If you wish to move to the next item instead of returning to Field, use [Esc] instead of [Enter] after entering the quantity. If you specify a unit other than the stock keeping unit, the system will automatically convert the quantity to the SKU. Unit information appears in the footer area of the screen when entering the On Hand quantities. Units: EA CS BX Sizes: POSTING PHYSICAL INVENTORY After all physical inventory counts are entered, the consigned counts can be posted for the month using the Monthly post of physical inventory option. If there are any discrepancies between the stock in the consignment location and the physical stock in physical inventory, the system displays the following message: Once you have cleared all of the discrepancies, you can post physical inventory. You are prompted for the Customer. Browses are available to help you find existing customers. For more information, refer to the Browse manual. Monthly Post of Physical Inventory Customer: KELELE KELLY ELECTRIC Warning: This option resets the beginning monthly balances. Do not continue unless physical counts have been entered. Proceed? Y (Y N) Enter Y to Proceed, N otherwise. 32

33 3 If you choose to proceed, a post order is created for the consigned customer. For this order, the sales location will be the location that you are logged into when the option to post consigned inventory was chosen. The source and ship locations for the inventory will be the consignment location for this customer (specified in the customer record). The Specify the Account screen is displayed, with the account information for the customer automatically supplied by the system. Customer Code: KELELE Alternate Ship-to 0 *POST ORDER* Bill KELLY ELECTRIC Ship To: 19 WEST COLLEGE AVE To: ADDRESS2 YARDLEY PA Tel: Credit Type: NO-L Customer P.O. # Order Date Slm Tkr Rte Sales Location /18/96 13:53:10 01/18/ YARDLEY, PA Customer Code KELELE 9 Order Info 2 Alt. Ship-to 0 10 Ship Info 3 Customer P.O.# 01/18/96 13:53:10 11 Comm 1 4 Order Date 01/18/96 (MM/DD/YY) 5 Salesman 0 6 Taker Shipping Route 0 8 Sales Location 1 YARDLEY, PA FIELD: "D" for Detail "N" for Notepad "R"ecv. or "F"uture aging All fields may be edited except the Customer Code. You can enter a "-1" at Field to exit the end-of-month routine without changing consigned balances or creating an order. The following screen displays when -1 is entered. Monthly Post of Physical Inventory Customer: KELELE KELLY ELECTRIC Order not created. Ending balances unchanged. Press any key to continue. At the Field prompt on the order header, press [Enter] to continue. An order line-item is automatically created for each consigned item. Stock is taken from the consigned location. The order quantity will be: (beginning balance + monthly issue) - (monthly returns + ending balance An order line-item is not created if the invoice quantity is zero. If there are many consigned items, there is a pause while all the order line-items are created. 33

34 3 When the order is complete, a summary of the order is presented. You may review items or make changes as in regular order entry. ORDER#: CUST PO#: 01/18/96 13:57:41 CUST: KELELE *POST ORDER* Items Ext-Price Tax Total Payments Balance Credit Prof % OK EDITING OPTIONS OPTION: 1. Enter payments 2. Add additional order-items 3. Review order 4. Cancel order 5. Accept order 6. Suspend order 7. Edit profit % 8. Edit order header 9. Print picking ticket (allocated item list) At this point, you may still cancel the order, and consigned balances will not change. The stock will remain in the consigned location. The message Order not created. Ending balances unchanged. will display. If you are satisfied with the order, accept it, and the following will take place: 1. The order will be shipped and confirmed automatically. No shipping paper will print because a post order was created. 2. Consigned beginning balances will be set to the ending balances. 3. Consigned issues, returns, and ending balances will be set to 0. The consigned end-of-month order will now be ready to invoice. The consigned customer will receive a single invoice containing all consigned items they have sold. Use the batch number defined on the customer record when printing this invoice. 34

35 3 After the order is accepted, the following message appears: Monthly Post of Physical Inventory Customer: KELELE KELLY ELECTRIC Order# confirmed. Ending balances updated. Press any key to continue. COST OF INVENTORY REPORT You can use the Print Cost of Inventory Report option to print an inventory value report showing the total value of items on consignment. The price and quantities of each customer's consigned inventory are reported. Print Cost of Inventory Report 1 Start customer KELELE 2 End customer ZZZZZZ Field: A range of customers can be entered. Only those customers with consigned inventory are included in the report. The report prints in a format similar to the following sample. Units are the default stock keeping units. The cost used on this report is whatever your cost basis is set to in the Company Inventory Control Options. Note: This report will also reflect price/cost override tables or fixed cost in the customized item record. 35

36 3 SAMPLE: COST OF INVENTORY REPORT 11/02/96 PAGE 1 Customer: AA5035 AABLE MEDICAL PRODUCTS BEGINNING BEGINNING MONTH MONTH QTY CURRENT ITEM CODE DESCRIPTION COST UM BALANCE EXT COST ISSUES RETURNS ON HAND EXT COST AB1050 PUMP-CONTROL NO EA AB AMINOSYN II 7% 500ML EA AB AMINOSYN II 8.5% 500ML EA TOTAL FOR CUSTOMER: CONSIGNMENT COMPARISON REPORT When you select the Comparison Report option, the system prints a report that details the discrepancies between the stock in physical inventory and the stock in the consignment location. The report will only display the items that are causing a discrepancy. The report also displays each item by customer, to help you easily determine the cause of the discrepancy. SAMPLE: CONSIGNMENT COMPARISON REPORT Item Code... unique code used to identify the item. Customer... unique code used to identify each customer. Loc#... consignment location number. Consigned... total quantity of this item that is consigned. In Stock... total quantity of this item in stock. CONSIGNMENT QUANTITIES BY USAGE Consignment quantity by usage provides the ability to enter used consignment quantities to complement the current functionality of entering counted quantities. 36

37 3 COMPANY The Company Information / Packages menu includes a Consignment menu option. When the Consignment menu option is selected, the following screen appears. The default for the Posting Method field is Count. The Posting Method may be set to Inv to post consignment inventories by invoiced quantities. CONSIGNMENT Entering CONSIGNMENT at the Job prompt or jump to box displays the main menu of the Consigned Inventory module. 37

38 3 Choosing the Physical Count Options displays the following menu: More information on the physical count menu options are described in the Menu Options section on page 26. Selecting the Invoice Quantity Options displays the following menu: The Enter/Edit Invoice Quantity option permits you to enter an invoiced or used quantity. When you select this choice, the following screen appears: Enter/Edit Invoice Quantity Customer: 38

39 3 A dot scan here will display the Customer Browse, which can be reindexed a number of ways by pressing [Tab], as shown in the following screen: Customer Bill-To Browse By Customer Code CustCd Bill-to Name City St Tel # CAHWEL CHERYL HAMMER'S WELD CUSTOMER CALDES ASDF SAN FRANCISCO CA CALDES PHONE CAPS CAPS PHONE S CAPS3 wow Index CAPS3 PHONE CARON CARON'S TEST CUSTOMER Customer Code TYCITYCI PA CARON PHONE S CARON2 Zip Code CARON2 PHONE CARON3 CARON'S A10 A/R STMT T Bill-To Name D NH CARON3 PHONE CARON4 CARON'S TEST CUSTOMER Phone CARSUP CAR SUPPLY Sales Rep # ITY TN CARSUP PHONE CASE CASE MFG Sales Rep... ELPHIA PA CASE PHONE S CASH FRANK LOVES IBM!! Ship-To Name OY PA CASH PHONE CAT FRANK LOVES WAWA! Keyword Y IL CAT PHONE CEM CEM, INC ILLE TN CEM PHONE CG CG PHONE Address WELDING LIGHT F1=Help F2=Go F4=Quit F6=PowrDrill F7=Toolbox TAB=Reindex Select the customer from the browse, or simply type the customer code at the Customer prompt and the Item prompt displays: Enter/Edit Invoice Quantity Customer: CHERYL SUPPORT GODDESS 1 Item The item code can be typed here, or a dot scan can be invoked and the item code selected from the browse. By pressing [Tab], the browse can be reindexed a number of ways as shown in the following screen: Item Browse By Item Code Item Code Description Company Loc 1 HASSPACE SDAS Index SUB REF SDFS Item Code 0 0 TEST DISABLED Description 9 0 *AMZ Prod Group# 5 0 *MPGNS MIKE Prod Group *NEWFUOAEHF Vendor# 0 0 *NON Vendor *OUTOUT OUTO Reference *VENDY THE Short Code 0 0 -TEST asdf Short Code TST Vendor#/Sort ITEM 4-2 Desc Alt Item Code BOOM Lookup Keyword Settings SDASDF Meth e-in ASDFSDSG TARALLO UPTO F1=Help F2=Go F4=Quit F6=PowrDrill F7=Toolbox TAB=Reindex 39

40 3 When an item code is selected or entered, the on-hand quantity displays and you are prompted for the invoiced quantity. Enter/Edit Invoice Quantity Customer: CHERYL SUPPORT GODDESS 1 Item Description JPD ITEM 1 3 On-hand quantity 5.00 EA 4 Invoice quantity Once an invoiced quantity is entered, the Field prompt appears and upon pressing [Enter] at Field, the invoiced quantity is posted against the on-hand quantity. Enter/Edit Invoice Quantity Customer: CHERYL SUPPORT GODDESS Field: 1 Item Description JPD ITEM 1 3 On-hand quantity 5.00 EA 4 Invoice quantity 2.00 EA If the menu option Monthly Post is selected and the company option is set to Count, the screen appears as follows. Enter Physical Inventory Counts Customer: CARON'S TEST CUSTOMER Warning: This option resets the beginning monthly balances. Do not continue unless physical counts have been entered. Proceed? (Y N) If an error occurs while posting counts for the month, the following message appears. Monthly Post of Physical Inventory Customer: CARON'S TEST CUSTOMER Order not created. Ending balances unchanged. Press any key to continue. 40

41 3 If no error occurs and the monthly posting is successful, then the following screen will appear. Monthly Post of Physical Inventory Customer: CARON S TEST CUSTOMER Order# confirmed. Ending balances updated. Press any key to continue. If the Monthly Post menu option is selected and the company option is set to Inv, then the screen appears as follows. Generate an Invoice Customer: PROPHET 21, INC. (COMP) Do not continue unless invoice quantities have been entered. Proceed? (Y N) If an error occurs during invoice generation, the following screen appears: Generate an Invoice Customer: PROPHET 21, INC. (COMP) Order not created. Ending balances unchanged. Press any key to continue. If no error occurs and the monthly posting is successful, the following screen appears. Generate an Invoice Customer: PROPHET 21, INC. (COMP) Order# confirmed. Ending balances updated. Press any key to continue. 41