Landed Cost PO This Extended Solution cannot be enabled if Landed Cost is enabled.

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1 Landed Cost PO-1094 Overview This Extended Solution to the Purchase Order module adds new features and processing to support posting an Inventory Item s Landed Cost in the Inventory Management and Purchase Order modules. Costs associated with the entire Purchase Order as well as costs associated with individual items on the Purchase Order may be entered. Purchase Order Receipt of Goods inflates an item s cost with these landed costs. This Extended Solution cannot be enabled if Landed Cost is enabled. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions 2005 Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 1

2 Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Purchase Order Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1a). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1a 2005 Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 2

3 Figure 1b Figure 1c Answer the following prompts: 2005 Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 3

4 NUMERIC CATEGORY FIELD: Enter the number for the Numeric Category field you wish to use. The new field is used to hold a numeric value representing the cubic feet occupied by one unit of an Inventory Item. NUMERIC CATEGORY MASK: Enter the mask you wish to use for the Numeric Category. LANDED COST CLEARING ACCOUNT: Enter the G/L Account Number you wish to use as the Landed Cost Clearing Account. The Landed Cost Clearing Account number entered here will receive the balancing side of the cost posting when Landed Cost is posted from Purchase Order to Inventory Management. Only one offset account may be specified. Both the line specific and order wide landed cost offsets will post to this account. Additionally, the account may not be varied by Product Line or Warehouse. ADDL LANDED COST % CALC FIELD: Indicate an Additional Landed Cost Worksheet field. ADDL LANDED COST PERCENTAGE: Enter a percentage value to be used as a default as the above Landed Cost Worksheet is accessed. ADDL LANDED COST % ACCOUNT: Enter a General Ledger Account number to be used in posting the cost associated with the Additional Landed Cost field indicated above. On the second Setup screen, you can enter short titles for various fields (Figure 1b). On the third Setup screen, enter the titles you wish to use for up to 17 fields and the masks for the first 14 numeric fields (Figure 1c). When you click the Accept button, you will see the prompt Default Zero Purchase Order Cubic Feet Amounts From Inventory? Answer Yes to default all zero cubic feet on existing purchase orders from the specified inventory category field. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation PURCHASE ORDER CHANGES Landed Cost Field in Purchase Order Data Entry A More button has been added to the Purchase Order Data Entry screen (Figure 2). Click this button to access the Landed Cost Worksheet (Figure 3). At the Landed Cost field, select Yes to signify that there are Landed Costs associated with the Purchase Order. Select Complete to indicate that all Landed Costs associated with the Purchase Order have been entered. Select No to indicate that no Landed Costs are associated with the Purchase Order and any checking or updating of Landed Costs can be bypassed. You can fill in the rest of the worksheet only if the Landed Cost field contains a Yes or Complete. The first 14 fields are numeric fields. Field 15 is a date field, and fields 16 and 17 are character string fields Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 4

5 Figure 2 Figure 3 The Landed Cost field should be manually changed from Yes to Complete when you have completed the entry of Landed Costs associated with an upcoming Receipt. On the P/O Data Entry Total screen, a Landed Cost Total of all header and worksheet line costs will be displayed (Figure 3a) Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 5

6 Figure 3a During P/O Receipt Entry, a warning message will appear if you are receiving a Purchase Order with a Yes in the Landed Cost field. The Yes must be changed to a Complete before the Receipt can be performed. During P/O Receipt Register Update, if the Landed Cost field is Complete, the Landed Cost field will be changed to Yes. This clears the flag, allowing you to be notified that additional costs may be entered before performing the next Receipt. The system prevents you from changing the Landed Cost field to N from any other value. You will not be prevented from changing the Landed Cost field from Yes to Complete or Complete to Yes. Purchase Order and Receipt of Goods data entry has been changed so that the default Unit Cost will be the item s Last Raw Cost from the Inventory Masterfile. This will be true regardless of any other costing logic used or other Sage Extended Solutions installed (including PO-1048: Purchase Order Default Control). This change has not been made in any process that automatically creates Purchase Orders. Additional Landed Cost Worksheet/Cubic Feet Display The Additional Landed Cost Worksheet may be activated by clicking the More button in the lines section of the Purchase Order (Figure 4). The Worksheet allows you to enter cubic feet and numeric data in fourteen new fields (Figure 5). The Worksheet Total field displays the sum of the Additional Landed Cost Worksheet for the line Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 6

7 Figure 4 Figure 5 The Cubic Feet field holds the Cubic Feet Per Unit. The value in this field is defaulted from the Inventory Category Code (specified in Setup) for the Item. You may override the value in this field. If you do override this value, the value in the Inventory Masterfile is not changed Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 7

8 Additional Landed Cost Percentage Calculation Field If you have selected a field in Setup, when first entering additional data, the Addl Landed Cost % Calc field will default to the value specified in Setup. This field will contain a percentage that will be added to the total of the Additional Landed Cost Worksheet. The amount will be calculated as Qty * Cost * % / 100 This field will always contain the percentage, not the actual value. The Additional Landed Cost Worksheet total will always reflect the Extended Cost value, not the percentage. Landed Cost Clearing Account You may maintain the Landed Cost Clearing Account number on the Setup screen which will receive the balancing side of the cost posting when Landed Cost is posted from Purchase Order to Inventory Management (see Setup). Only one offset account may be specified. Both the line specific and order wide landed cost offsets will post to this account. Additionally, the account may not be varied by Product Line or Warehouse. Purchase Order Receipt Update Processing Before Purchase Order Receipt of Goods update, the Raw Cost Journal, Allocated Landed Cost Journal, Additional Landed Cost Journal, and Landed Cost Recap Journal will print (see New Purchase Order Reports section below). You will then be prompted to update the PO Receipt of Goods Register. During the update of the PO Receipt of Goods Register, the following processing changes will take place: If an Inventory Item line contains a non-zero value in the received field, the Additional Landed Cost maintained by line will be added to the Unit Cost as the update to Inventory occurs. The Landed Cost maintained for the order will be allocated to Inventory Items on the Receipt which contain a non-zero value in the Received field, based on the cubic feet received for each line compared to the Total Cubic Feet received for the PO. The Cubic Feet received for each line is calculated as Cubic Feet * Quantity Received. The Total Cubic Feet is calculated as the sum of each line s Received Cubic Feet. Each line will receive a portion of the Landed Cost proportionate to the Cubic Feet Received compared to the Total Cubic Feet received from the Purchase Order. The line s allocated Landed Cost will be added to the Unit Cost (and any Additional Landed Costs, detailed in the paragraph above) as the update to Inventory occurs. The Landed Cost and Average Cost (relabeled as per above) will be updated/recalculated using the Landed Cost. The Raw cost of the item (the Unit Cost referenced on the line) will refresh the Last Raw Cost and will recalculate the Average Raw Cost field. The Landed Cost will be posted to the Inventory Account. The Raw Cost will be posted to the Purchases Clearing Account. The differences between the Raw Cost and Landed Cost will be posted to the Landed Cost Clearing Account specified in Setup. The entire amount of both Additional Landed Cost and Landed Cost on the PO will be posted each time the Receipt of Goods Register is updated Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 8

9 The allocation occurs only during Receipt of Goods update (with or without an Invoice), not during Receipt of Invoice Update. An Inventory Item s Landed Cost during the PO Receipt of Goods update (with or without Invoice) is the Unit Cost at which it was received, plus the sum of the two forms of Landed Cost. P/O Receipt of Invoice Update will use Unit Cost only, no Landed Cost is available. Additional Landed Cost Percentage Calculation Field: Processing and Posting During Receipt Update, the percentage will be applied to the Received Cost of each line and included in the Total. All distributions will occur normally. The amount of the percentage calculation will be subtotaled from the Worksheet Total and posted to the separate G/L Account specified in Setup. NEW PURCHASE ORDER REPORTS Before Purchase Order Receipt of Goods update, the Raw Cost Journal, Allocated Landed Cost Journal, Additional Landed Cost Journal, and Landed Cost Recap Journal will print. You may print these reports individually by selecting the corresponding menu options from the PO Reports Menu. These reports, when selected from the menu, will use data from the Open PO File. Each of the reports may be selected by a range of Purchase Orders, Purchase Order Dates and Vendor Numbers (Figure 6, Allocated Landed Cost Journal). You may also select the report by Order Type and Status. Figure 6 Raw Cost Journal This journal will look identical to the standard Receipt of Goods Register, with the exception that the Unit Cost and Extension are the Raw Cost. In other words, the Raw Cost Journal will print appearing like the Receipt of Goods Register in an unmodified company would. No reference to Landed Cost is made on this report. Allocated Landed Cost Journal This journal will show the order-wide Landed Cost and its allocation to individual line items for each purchase order. First, a section for each PO will be printed first detailing the 2005 Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 9

10 fourteen components of the Landed Cost and next one line per received line on the PO showing the amount of Landed Cost allocated to each. The Additional Landed Cost maintained by line is not referenced on this report (Figure 7). RUN DATE: 08/29/95 Battersea Power Systems LTD PAGE: 1 SYS DATE: 08/29/95 ALLOCATED LANDED COST JOURNAL TIME: 09:55 AM BILL OF LADING NUMBER: FLD 17 CONTAINER NUMBER: FLD 18 SHIPMENT DATE: 01/01/99 TOTAL CUBIC FEET FOR THIS CONTAINER: 5.55 P/O NUMBER: DESCRIPTION AMOUNT FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD =========== TOTAL ALLOCATED LANDED COST CUBIC QUANTITY ALLOCATED ALLOCATED ITEM NUMBER DESCRIPTION FEET ORDERED UNIT COST COST STD Standard Cost Item AVG Average Cost Item TOTAL ALLOCATED LANDED COST =========== REPORT TOTAL: Figure 7 Additional Landed Cost Journal This journal will show the Additional Landed Cost added to the individual line items of each PO. A section for each received line on each PO will be printed detailing the fourteen components of Additional Landed Cost. Following this will be a Line Item Recap. The Line Item Recap prints one line per received line on the PO with the Per Unit and Total Additional Landed Cost (Figure 8) Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 10

11 RUN DATE: 08/29/95 Battersea Power Systems LTD PAGE: 1 SYS DATE: 08/29/95 ADDITIONAL LANDED COST JOURNAL TIME: 09:56 AM PO NUMBER: LINE NO. : 0002 ITEM NUMBER: AVG Average Cost Item DESCRIPTION AMOUNT FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD FLD ADD=L LANDED COST FOR LINE NO TOTAL ADDITIONAL LANDED COST FOR PO NO RUN DATE: 08/29/95 Battersea Power Systems LTD PAGE: 2 SYS DATE: 08/29/95 ADDITIONAL LANDED COST JOURNAL TIME: 09:56 AM PO NUMBER: RECAP LINE ITEM ALLOCATION OF ADD=L LND COST ADD=L LND QUANTITY COST ADDITIONAL ITEM NUMBER DESCRIPTION ORDERED PER UNIT LANDED COST STD Standard Cost Item AVG Average Cost Item TOTAL ALLOCATED LANDED COST =========== REPORT TOTAL: =========== Figure 8 Landed Cost Recap Journal This journal will show the combining of Raw Cost plus Landed Cost plus Additional Landed Cost for each line item of a PO (Figure 9). RUN DATE: 08/29/95 Battersea Power Systems LTD PAGE: 1 SYS DATE: 08/29/95 LANDED COST RECAP JOURNAL TIME: 09:56 AM BILL OF LADING NUMBER: FLD 17 CONTAINER NUMBER: FLD 18 SHIPMENT DATE: 01/01/99 TOTAL CUBIC FEET FOR THIS CONTAINER: 5.55 P/O NUMBER: ALLOCATED QUANTITY UNIT LANDED ADD=L LND LANDED EXTENDED ITEM NUMBER DESCRIPTION ORDERED COST UNIT COST UNIT COST UNIT COST LANDED COST STD Standard Cost Item AVG Average Cost Item TOTAL ALLOCATED LANDED COST =========== REPORT TOTAL: ========== Figure Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 11

12 Landed Cost History Report This report is run from the Landed Cost Worksheet file and presents data from Receipts with Landed Cost information. You may select data for this report by a range of Receipt Dates, Vendor Numbers, Purchase Order Numbers and Landed Cost Components (Figure 10). You may also choose to print Period-to-Date, Year-to-Date, Prior Year-to-Date and Last Year-to- Date amounts. This report consists of a single row for each of the period and year end data selected within each Landed Cost Component. The columns will be one per calendar year period (January through December) with a total column which consists of the dollar values associated with the sum of both types of Landed Cost received within one period (Figure 11). Figure Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 12

13 Run DATE: 08/29/95 Battersea Power Systems LTD PAGE: 1 SYS DATE: 08/29/95 LANDED COST HISTORY REPORT TIME: 09:54 AM DESCRIPTION OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER TOTAL FLD 1 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 2 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 3 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 4 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 5 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 6 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D FLD 7 PERIOD TO DATE YEAR TO DATE PRIOR Y-T-D LAST Y-T-D Figure 11 Landed Cost Worksheet File Purge You may access the Landed Cost Worksheet File Purge utility on the Purchase Order Setup menu. This utility allows you to purge records from the data file used for the Landed Cost History Report. Enter the oldest receipt date and a range of Vendor Numbers you wish to purge from the Landed Cost History Report Data File (Figure 12). Figure Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 13

14 INVENTORY CHANGES Field Relabel The Last Cost field and the Average Cost Field will be relabeled using the labels selected in Setup throughout the Inventory Management module. In Setup Screen 2 for this Extended Solution, you may specify a short title for the new fields where a shorter title is necessary for display. All fields have been relabeled in the Data Dictionary for Report/Import Master. New Cost Fields A new Cost field has been added to the Inventory Item Detail File for Average Raw Cost. This new field is calculated for the appropriate warehouse during Purchase Order Receipt of Goods Update using the Received Unit Cost (not Landed Costs). Additional Cost fields have been added to the Inventory Item Masterfile for Last Raw Cost and Average Raw Cost. These new fields are calculated for each item (not warehouse) during Purchase Order Receipt of Goods Update using the Received Unit Cost (not Landed Costs). The new fields are visible in Inventory Maintenance and Inventory Inquiry (Figure 13a) by clicking the More button and on the Quantity On Hand/Reorder Recap screen (Figure 13b). The fields may be maintained by using the fix feature in Inventory Maintenance. Figure Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 14

15 Figure 13a Figure 13b Reports with New Cost Printing Options The Inventory Price List, Stock Status and Purchase History Reports have new cost printing options added. These reports now have options available for Standard, Last, Average, Average Raw Cost, and Last Raw Cost instead of the cost value currently used (Figure 14, Inventory Price List; Figure 15, Stock Status; and Figure 16, Purchase History Reports) Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 15

16 Figure 14 Figure Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 16

17 Figure 16 Report Master/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Report Master/Visual Integrator purposes. New File: PO.LNDCST IM.ITEM_2 IM.DETAIL2 Field: All Fields LAST_RAW_COST, AVG_RAW_COST AVG_RAW_COST The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File Description Field IM_A1 Inventory Masterfile 2 LastRawCost AvgRawCost IM_A2 Inventory Item Whse Dtl 2 AvgRawCost PO_LW P/O Landed Cost Worksheet File All Fields PO_20 CRW Purch Order Detail PO2LineIndex PO6 P/O Receipt Entry Detail File CubicFeet PO2 P/O Entry Line File CubicFeet Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 17

18 Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. PO-1094 (Revised 08/05) Page 18

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