Stores Inventory. Chapter 18. Introduction Menu Navigation Table Stores Inventory Forms

Transcription

1 Chapter 18 Stores Inventory Introduction Using the Stores Inventory Module Stores Inventory Stores Inventory System Controls Menu Navigation Table Stores Inventory Forms Inventory System Control Maintenance Form (FSASYSC) Stores Requisition Form (FSAREQN) Stores Stock Transfers Form (FSATRAN) Stores Issue/Return Form (FSAISSU) Stores Inventory Low Stock List Form (FSAPREQ) Inventory Adjustment System Control Form (FSASYSA) Stores Physical Inventory Count Recording Form (FSAPHYC) Adjustment To Quantity/Inventory Reconciliation Form..... (FSAADJQ) Stores Adjustment to Unit Cost Form (FSAADJC) Stores Inventory Distribution Initialization Form (FOADEST) Stores Quick Quantity Entry Form (FSASTKQ) Stores Quick Cost Entry Form (FSASTKC) Stores Inventory Query Forms Open Stores Request Form (FSIOSRO) Issue/Return List Validation Form (FSIISSU) Stores Transfers List Validation Form (FSITRAN) Stores Adjustment Document List Form (FSIADJL) Document History Form (FOIDOCH) Stores Commodity Location List Form (FSISTKL) Stores Issue/Return Query Form (FSIISSQ) Commodity Validation Form (FTVCOMM) Stores Inventory Validation Form (FTVINVM) Ship To Validation Form (FTVSHIP) Stores Inventory Table Maintenance Forms Commodity Maintenance Form (FTMCOMM) Stores Inventory Maintenance Form (FTRINVM) Ship To Address Maintenance Form (FTMSHIP) External Rate Maintenance Form (FTMEXRT) Stores Inventory Process Flow List of Stores Inventory Reports and Processes

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3 Introduction Introduction 1 Stores Inventory The forms in the Stores Inventory module enable you to manage stock inventory warehouses. Use this module to maintain one stockroom that issues simple office supplies to departmental users or to maintain multiple warehouse facilities that supply the installation. Using the Stores Inventory Module The stock item for Stores Inventory is the commodity code. In addition to average unit cost and onhand quantities, an item master record can also contain reorder point, safety stock, ABC classification, and other information to enhance an installation s ability to manage inventory in a cost effective manner. You can maintain stock items in multiple locations and assign them to specific rack/shelf/ bin designations (sub locations) within a warehouse (primary location). Stores Inventory Customers of the stockroom can obtain inventory at the stockroom window. Departments can enter stockroom requests that reserve their stock items immediately. The stockroom personnel can view the unfilled orders, issue the stock, and direct the system to automatically record the appropriate accounting entries. Within the stockroom itself, maintenance forms support any activity that moves stock items, transfers stock to different locations, and receives new items. You can also define stockrooms or warehouses as profit centers, so that in addition to the inventory issue accounting transactions, there is an additional entry to record Warehouse Income. Stores Inventory System Controls The Stores Inventory system assigns values to inventory at the time you receive any items (on an average unit cost basis) based on the invoice price if the goods have been invoiced or based on the purchase order price if the goods have not been invoiced. If invoicing occurs after receipt, the system makes adjustments to the value of the stock. Items are issued on an average unit cost. You can control the Physical Inventory Process at the system level, so that once Physical Inventory begins, the system does not process any receipts, invoices, transfers, or issues. You can also control this process at the commodity or location level. The Physical Inventory worksheets are distributed by location to facilitate the counting process. The system also provides reconciliation forms, and there is a batch process to automatically calculate the reconciliation entry. May 2003 Finance Release 6.0 Confidential User Guide 18-3

4 Menu Navigation Table Menu Navigation Table If you know the seven-letter name of the form you want to access, you may use Direct Access to bypass the intervening menus. To use Direct Access at any menu, enter the seven-letter name of the form you want at the Direct Access prompt. Instructions for accessing menus are in Chapter 2, Using Banner. Access this menu from the Finance System Menu (*FINANCE). FSASYSC FSAREQN Inventory System Control Maintenance Form Enables you to define inventory control parameters at the system level. Stores Requisition Form Enables you to issue requests for stores stock items. FSATRAN FSAISSU FSAPREQ FSASYSA FSAPHYC FSAADJQ FSAADJC FOADEST FSASTKQ Stores Stock Transfers Form Enables you to record movement of stock between locations after the warehouse receives the stock by stores receiving. Use this form to introduce stock received by the standard receiving process into the stores inventory process. Stores Issue/Return Form Enables you to enter issues or returns of stock items. Stores Inventory Low Stock List Form Enables you to view and maintain a list of all stock that the system finds to be at the user defined point of reorder. Inventory Adjustment System Control Form Enables you to control adjustments to either quantity or unit cost of a Stores Inventory item by location or stock item. Stores Adjustment to Unit Cost Form Enables you to record the physical inventory count for each commodity, location, and sublocation. Adjustment To Quantity/Inventory Reconciliation Form Enables you to reconcile discrepancies in the physical inventory process. The data that appears on this form only specifies those items in your inventory that maintain a discrepancy between the recorded on-hand count and the physical count. Stores Adjustment to Unit Cost Form Enables you to make adjustments to the unit cost of a stores item. Stores Inventory Distribution Initialization Form Enables you to enter a printer identification for the specific user who signs on to the system. You may enter a printer identification for issues only. Stores Quick Quantity Entry Form Enables you to quickly enter quantity information for stores stock locations by primary locations or sublocations. Finance Release 6.0 May User Guide Confidential

5 Menu Navigation Table FSASTKC *FINSIQRY *FINSITAB Stores Quick Cost Entry Form Enables you to quickly enter or adjust unit cost information by stock commodity. Stores Inventory Query Menu Provides access to the forms you use to verify stores inventory data in your system. Stores Inventory Table Maintenance Menu Provides access to the forms you use to view and maintain the table support data used in the Stores Inventory system. Access this menu from the Stores Inventory System Menu (*FINSTORES). FSIOSRO FSIISSU FSITRAN FSIADJL FOIDOCH FSISTKL FSIISSQ FTVCOMM Open Stores Request Form Enables you to view a list of open Stores requisitions by Organization, Commodity, or Organization/Commodity. Issue/Return List Validation Form Enables you to select stores issues or returns. Stores Transfers List Validation Form Enables you to select stores transfers. Stores Adjustment Document List Form Enables you to select stores physical inventory reconciliation documents. Document History Form Displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the document you select. Stores Commodity Location List Form Enables you to select stores commodity locations. Refer to this form frequently to determine the status of any given commodity. Stores Issue/Return Query Form Serves as a companion query form for the Stores Issue/Return Form (FSAISSU). Use this form to query information about the issues or returns created on FSAISSU. Commodity Validation Form Enables you to view commodity codes and associated descriptions defined to the system. Use this form to verify or, more often, to select a commodity code to process through the stores inventory features. You can also verify relevant information attached to the commodity such as unit of measure, start and termination dates, and Stores Inventory indicators. May 2003 Finance Release 6.0 Confidential User Guide 18-5

6 Stores Inventory Forms FTVINVM FTVSHIP Stores Inventory Validation Form Enables you to view commodity codes defined as stock items and to verify that they have been assigned to the Stores Inventory system. You can also use it to verify effective dates and termination dates for a commodity s active period. Ship To Validation Form Enables you to view ship-to codes defined to the system. Use this form to verify shipping locations for stores inventory requisition deliveries. Access this menu from the Stores Inventory System Menu (*FINSTORES). FTMCOMM FTRINVM FTMSHIP FTMEXRT Commodity Maintenance Form Enables you to create and maintain commodity codes and default expense account relationships. Stores Inventory Maintenance Form Enables you to define and display basic information about a commodity defined as a stock item. Ship To Address Maintenance Form Enables you to establish departmental routings for deliveries. This list is user-defined, so you may update and maintain it as desired. External Rate Maintenance Form Enables you to verify and maintain a list of external rate codes to support both the Cost Accounting module and the Stores Inventory module. Stores Inventory Forms This section provides you with examples and descriptions for each form within the Stores Inventory module. Forms in this section flow in the order that they appear on the Stores Inventory System Menu (*FINSTORES). Use these forms to create, track, and transfer inventory items. You can also view and adjust inventory status, as well as the data associated with an inventory item. Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. Finance Release 6.0 May User Guide Confidential

7 Stores Inventory Forms Inventory System Control Maintenance Form (FSASYSC) Use the Inventory System Control Maintenance Form to define inventory control parameters at the system level. Access this form from the Stores Inventory System Menu (*FINSTORES). The system uses the fund and account parameters that you define on this form in relevant accounting transactions. When the system uses the values in the Inventory Fund and Inventory Acct fields for posting transactions in Stores Inventory, it first looks for these values on the commodity record. If these values have not been defined at either the commodity or the ship code level, the system uses the codes that you enter here on the system control table. Instructions The Effective date default value is the current date, but you can enter a new date. Select Next Item and enter the optional Termination date for these inventory parameters. The Active Status checkbox default value is to selected to indicate that these inventory parameters are currently active on your system. Clear the checkbox to deactivate these parameters. Select Next Item. Inventory Funds and Accounts You may click each respective button or request a List to select from a list of valid values for each. When you enter the specified code in the field on the left column on the form, the attached code description populates the corresponding indicator field on the right column. Enter the Inventory Fund code. This field identifies the fund for the system to use to record inventory into, within, and out of stores inventory. The Inventory Transfers In Acct field and the Inventory Transfers Out Acct field represent transfers in and out from one inventory location to another inventory location within Stores Inventory. These fields are used solely for Stores transfers transactions. The Inventory Acct field identifies the account for the system to use to record inventory into, within, and out of stores inventory. Note: Remember Chart of Accounts compatibility when you select a fund. The Valuation Clearing Acct serves two purposes. First, when goods are received, the system credits this account using the existing purchase order price to obtain the extended cost. The invoice debits the Valuation Clearing Acct using the invoice price. The system calculates the difference between the net purchase order and invoice prices and makes an adjusting entry to this account to offset the adjustment to the asset account (into which the stock was received). Once all the items that are received here have been invoiced, the system should show a balance of zero. May 2003 Finance Release 6.0 Confidential User Guide 18-7

8 Stores Inventory Forms Your balance should be zero after you invoice all items. Use the Valuation Clearing Acct in the Physical Inventory Reconciliation process and the Cost Adjustment process. It acts as a display field for the offset amount to the Inventory Adjustments that you create on the Adjustment to Quantity/Inventory Reconciliation Form (FSAADJQ) and the Stores Adjustment to Unit Cost Form (FSAADJC). For instance, if you debit your inventory through an adjustment, the Valuation Clearing Acct field indicates the inverse amount to credit this amount to the system. The Stockroom Income Acct field identifies the account for the system to use for credit when you apply an overhead amount to an inventory issue. All of these account fields must represent at least one account identified in the account code table (FTVACCT) and must be valid in at least one chart (this also applies to fund codes). If an entered account code is not valid across all charts, the system displays a warning message. Physical Inventory The Physical Inventory All checkbox indicates whether the physical inventory process is occurring for all defined stock items. Select this checkbox if you only want functions that process physical inventory to occur. If this checkbox is cleared, only functions other than physical inventory may occur. Note: Be aware that when you select the Physical Inventory All checkbox, it turns the inventory status indicator to I in the Stock Location Tables throughout the Stores Inventory module. You may control the physical inventory process by location or commodity on the Inventory Adjustment System Control Form (FSASYSC). Stores Requisition Form (FSAREQN) Use the Stores Requisition Form to issue requests for stores stock items. Access this form from the Stores Inventory Menu (*FINSTORES). Once this document is completed and approved, the system creates a reservation for the requesting organization (which you enter on this form) and updates the stock reserved quantity with the requisitioned quantity within stores. Document level accounting is the default for Stores Inventory. Commodity level accounting is not allowed. You may cancel a Stores requisition as long as there are no issues against it. Use the Requisition Cancel Form (FPARDEL) to delete a Stores requisition. You cannot cancel individual requisition items; you must cancel the entire document. Enter a new request number or enter NEXT to have the system generate one. To view a list of existing requisitions, click the Request search button or request a List to access the Requisition Validation Form (FPIRQST). Select Next Block. Finance Release 6.0 May User Guide Confidential

9 Stores Inventory Forms Note: You cannot use this form to modify or complete any documents created on FPAREQN. The transaction date default value is the current date, but you may enter a new one. Select Next Item and enter the required Deliver by date. The Cancel Date is display only and populates only if you are viewing a requisition number that you have already created and canceled. The Requestor, Phone number, and Extension fields are optional. The Ship To code is required; you may click this search button or request a List to select from a list of valid shipping locations. The Y or N value in the Document Text Exists field indicates whether text exists for this document. Select the Document Text link from the navigation frame to access the Procurement Text Entry Form (FOAPOXT). On FOAPOXT you may view this text and revise or add to it. Select Next Item to retrieve the associated shipping address information. The NSF Checking checkbox default value is to cleared. Select this checkbox to activate the non-sufficient funds checking feature for this requisition. Select Next Block to access the Commodity Data fields. Commodity Data Enter the commodity items and quantity information. The Commodity and Quantity fields are required to complete the document. You may click the Commodity search button or request a List to select from a list of valid existing codes for each. The commodity default values come from the Stores Inventory Validation Form (FTVINVM). When you select a commodity, the description and unit of measure fields populate along with the commodity code. The U/M field default value comes from the inventory issued unit of measure, and may not be changed. You must enter the Quantity requested to populate the Extended Cost field. You cannot complete a requisition without the commodity data. If multiple items are attached to this stores requisition, you may scroll through the multiple listings. Select Next Block to access the Accounting Data information fields. Accounting Data Enter the accounting distribution data (ifor example, FOAPAL elements) to be charged for this requisition. You may enter the value of each distribution directly or have the system calculate them as a percentage of the total. The COA, YR, Fund, Orgn, Acct, Prog, and Amount fields are required. You may select the NSF Override checkbox to have the chosen account override the non-sufficient funds checking feature. You may also enter a distribution percentage in the Pct field to divide the charge between multiple account distributions. If multiple accounting distributions are attached to this requisition, you may scroll through the multiple listings. May 2003 Finance Release 6.0 Confidential User Guide 18-9

10 Stores Inventory Forms To access the Commodities and Accounting for Review Query Form (FOICACT), select Accounting Information from the navigation frame. Select Next Block to access the Balancing/Completion Window. Balancing/Completion Window Use this window to complete this requisition. The Complete and In Process buttons are navigable. To save the data without completing the requisition, click or select In Process. Click Rollback to create or view another requisition. Stores Stock Transfers Form (FSATRAN) Use the Stores Stock Transfers Form (FSATRAN) to record movement of stock between locations after the warehouse receives the stock by stores receiving. Use this form to introduce stock received by the standard receiving process into the stores inventory process. Access this form from the Stores Inventory System Menu (*FINSTORES). If physical inventory or cost adjustments are being processed for a commodity/ location, you may not use transfers for that adjusted commodity/location. When you complete this document, the system adds the transfer quantity to the onhand quantity of the new location and subtracts from the onhand quantity of the old location. To make an adjustment, you must create a new transfer. After you complete this document, you may not make any changes to it. However, you may use this document as a query for completed transfers. If this form is used to query a transfer, a warning message may appear to inform you that the transfer is completed and changes are not allowed. You may not process a cancellation on this form. If you must make an adjustment, you need to enter another transfer. Stock Transfers There are two different types of stock transfers by default. Stock transfer within one stockroom: You can move stock within the same primary location from one sublocation (for example, rack, shelf, or bin) to another sublocation. The net effect increases the stock on hand quantity in the new location and decreases the quantity in the previous location. Stock transfer between stockrooms: You can move stock from one warehouse sublocation to another warehouse sublocation. In this case, you may have an accounting entry as well. If you designate different inventory accounts based upon Primary Location code, then this transfer generates a credit to the old Primary Location code and a debit to the new one. Finance Release 6.0 May User Guide Confidential

11 Stores Inventory Forms Instructions Enter the transfer number or enter NEXT to have the system generate a transfer number. To view an existing transfer document, click the Transfer search button or request a List to access the Stores Transfers List Validation Form (FSITRAN). If the transfer number that you enter already exists, the system queries and displays all existing header information, commodity information, and transfer information. This information populates the commodity and transfer information fields. Select Next Item. The Transaction Date default value is the current date, but you may enter a new date. If this is a transfer for a receiving item, enter the receiving number in the Receiver Document field. Click the Receiver Document search button or request a List to select one from the Receiver/Packing Slips Validation Form (FPIPKSL). Select Next Block. The system displays all items from the receiver document in the Commodity fields, and the system displays the primary and sublocation that appears on the Receiver Document. If you do not enter a Receiver Document, the system queries all Stores Commodity Location records which match the requested commodity. If you enter a Receiver Document, the system displays only the Stock Location record that matches each item received for stores. To view existing text or add new text to this document, click the Document Text link from the navigation frame to access the General Text Entry Form (FOATEXT). Commodity Information If you do not use the commodities from a receiving document on this transfer, you may enter the desired commodities. Click the Commodity search button or request a List to select from the Commodity Code List Window. The commodity must be in stock in your current inventory to be transferred. If there are no items of this commodity currently in stock, you will receive an error message. You may use multiple transfer commodity records for each header record. If necessary, you may scroll through the list of commodities on this transfer document. Select Next Block to access the Transfer Information fields. Note: If you create a transfer from a receiver document, you may delete commodity records, but you may not add them. You may either delete or add records if the transfer is created without a receiver document. Transfer Information When you select Next Block from the Commodity fields, the existing stock location information populates the From - Primary and Sub Location fields. The transfer To location fields also appear. To simplify processing, the data in the transfer From location fields also populate the Transfer To Location information. You can only specify one transfer location for each location Seq (Sequence) number (this field populates when you view existing transfer records). May 2003 Finance Release 6.0 Confidential User Guide 18-11

12 Stores Inventory Forms If the location that displays in the From Primary and Sub Location fields is defined as the default location, the system places an asterisk (*) in the unlabeled field to the left of From - Primary Location. Note: The Transfer To information does not appear until you enter the header and commodity information and select Next Item from the Transfer From fields. Sublocations are optional. You cannot enter the sublocation without the primary location. Enter the location to which you wish to transfer this stock commodity in the Transfer To fields. The primary location is required, but the sublocation is optional. You may click the Primary search button or request a List to select a location from either the Ship To Information Validation Form (FTVSHIP) or the Stores Commodity Location List Form (FSISTKL). For the Sub Location, select Count Hits to access FSISTKL. Enter the number of the commodity in stock to transfer in the Trans Qty field. The number that you transfer cannot exceed the number available. If you attempt to transfer more than the amount available, you receive an error message. The Susp (Suspense) indicator field is system-generated and displays Y if that transfer document is held in suspense due to missing or erroneous inventory accounting data. Click or select Complete to complete this transfer and save the transfer document to your Stores Inventory records. You may not make any changes once you complete this transfer document. Stores Issue/Return Form (FSAISSU) Use the Stores Issue/Return Form to enter issues or returns of stock items. Access this form from the Stores Inventory System Menu (*FINSTORES). You may use this form to create issues from existing requisitions or enter issues directly. If the issue is created from an existing request, information is copied from the request directly into the issue. If the issue is entered directly, the appropriate data must be entered on this form. Once you enter a commodity code, the system calculates unit cost for that commodity. You may use an external rate code to override this unit cost if the warehouse is defined as a profit center. The external rate may default from the commodity code table or may be applied on this form. The Stores Issue/Return form also enables you to issue items from one or multiple locations. If you issue an item from more than one location, these locations must all be profit centers or must all not be profit centers, as long as you define them uniformly. All issue documents use Document Level Accounting for entry of accounting information. You can complete the document from any point on the form. If a rate or quantity changes, the form will automatically calculate the accounting impact. Finance Release 6.0 May User Guide Confidential

13 Stores Inventory Forms This form can also be used to enter return documents. The Return checkbox in the Header Information indicates whether the document is an issue (cleared) or a return (selected). A single document may not contain both issues and returns. The onhand quantity of the stores commodity is adjusted once the document is completed. If physical inventory or cost adjustments are occurring, no issues or returns for the item being adjusted can occur. Note: You do not use the approvals process for stores issue/return documents. Instructions Enter the Issue number or enter NEXT to have the system generate one. To retrieve an issue number from the Issue/Return List Validation Form (FSIISSU), click the Issue search button or request a List. Select Next Item and enter the stores request number associated with the issue. You may click the Request Number seach button or request a List to select a request from the Requisition Form (FPIRQST). Select Next Item. Select the Issue All Items checkbox to generate Issue Commodity Detail records automatically for all items on the selected request. Select Next Block to navigate to the Header Information. The system date populates the Issue Date and Trans (Transaction) Date fields, but you may enter new dates. Select the Return indicator checkbox if the document is a return. This indicator may not be changed if account distributions are assigned to the document. Select the NSF On/Off checkbox to have the system check for non-sufficient funds at the time of data entry. The Requestor and Ship To fields populate and may not be changed if this document is created from a requisition. Select the Select Items checkbox to select specific items from the specified request. When you select this checkbox, you automatically navigate to the Issue Requisition Selection Form (FSCISSR) where you select individual items from the requisition. Select Next Block to enter the Commodity Information. If this document is created from a request, the commodity information default values come from FPAREQN. The system poluates the Item (number) field. Enter a commodity code if no request is associated with this document. Click the Commodity search buton or request a List to select a commodity code from the Stores Inventory Validation Form (FTVINVM). Note: Use Next Record and Previous Record to scroll through multiple commodities. There are no scroll bars for these fields. If this document is a return, you may enter a valid issue number in the Ret Iss (Return Issue) field, or click the search button or request a List to select one from the Issue/Return List Validation Form (FSIISSU). When this field is populated, the form adds back the returned items at their original cost. May 2003 Finance Release 6.0 Confidential User Guide 18-13

14 Stores Inventory Forms With an issue document, you may choose to apply an external rate to the unit cost of the commodity item, or you may retain the stores commodity code defaulted external rate if one exists. Enter the external rate code in the Ext (External) Rate field or click the search button or request a List to select one from a list window. Note: The unlabeled row of fields at the bottom of the Commodity Information is populated only with data that is retrieved from a request. Select Next Block. The stock location records for the commodity code(s) for this document display. If the primary location that displays is the default location you defined, the Default checkbox is selected. Enter or change the quantity issued or returned in the Issue/Return Qty fields. The system calculates and displays the total Issue/Return quantity each time you enter or delete a quantity. The Accounting Total and Commodity Total are displayed at the bottom of the Location Information. These totals are updated automatically based on accounting percentages when you enter the Commodity Information or Location Information fields. Whenever you make changes or navigate out of the Location Information, you will be prompted to save your changes. Note: Use Next Record and Previous Record to scroll through multiple stock locations. There are no scroll bars for these fields. If this document is the first issue or return completed in your Banner session, the Stores Inventory Distribution Initialization Form (FOADEST) will be automatically accessed upon completion so that you may select a printer. Click the Accounting Information link from the navigation frame to access the Commodities and Accounting for Review Query Form (FOICACT). Click the Document Text link to access the General Text Entry Form (FOATEXT). Select Next Block to access the Accounting Information. Accounting Information Use the Accounting Information fields to enter accounting distribution data for the document. Access the Accounting Information by selecting Next Block from the Location Information. When you access the Accounting Information, it appears on top of the Commodity and Location Information. In the Accounting Information fields, you may enter accounting (FOAPAL elements) distributions associated with this document. Values for each distribution may be entered directly or may be entered as a percentage of the total in the % field. The COA, Yr, Fund, Orgn, Acct, Prog, and Amount fields are required. You may select the NSF Override checkbox to have the chosen account override the nonsufficient funds checking feature. Select Next Block to return to the Header Information or select Previous Block to return to the Location Information. Finance Release 6.0 May User Guide Confidential

15 Stores Inventory Forms Balancing/Completion Window Use this window to complete this issue/return document. The Complete and In Process buttons are navigable. To save the data without completing the issue, click or select In Process. Click Rollback to create or view another issue. Stores Inventory Low Stock List Form (FSAPREQ) Refer to the Stores Inventory Low Stock List Form to view and maintain a list of all stock that the system finds to be at the user defined point of reorder. Access this form from the Stores Inventory System Menu (*FINSTORES). You may delete these stock items or leave them in the system as a reminder that you must reorder them. Neither deleting nor ordering these items is an automatic process. The items listed on this form only serve as a guide to what inventory items you need to reorder. The form populates the fields with all existing stock inventory commodities at the low/reorder amount when you enter the form. The Reserved Qty is the quantity reserved by departments but not yet issued. The Onhand Qty amount represents the current quantity on hand totaled from the Stock Locations tables for this commodity code. The Onorder Qty is the quantity to which purchase orders already exist. The Reorder Qty is the minimum quantity that you must reorder. After you review this information, if you decide to order the stock, you must either generate a purchase requisition or a purchase order. To access the Purchase Order Form (FPAPURR) and create a purchase order, select Count Hits. To access the Requisition Form (FPAREQN), select Block Menu. To remove an item from the Low Stock List, position the cursor on the item and select Remove Record. Note: This record is system-generated. If a record already exists in this table for stock to be ordered, then the issue process does not generate another reorder table record until you delete this one. Inventory Adjustment System Control Form (FSASYSA) Use the Inventory Adjustment System Control Form to control adjustments to either quantity or unit cost of a Stores Inventory item by location or stock item. Access this form from the Stores Inventory System Menu (*FINSTORES). Enter the primary location code, commodity code, or both. Double-click the Primary Location field or request a List to select a ship to location from either the May 2003 Finance Release 6.0 Confidential User Guide 18-15

16 Stores Inventory Forms Ship To Validation Form (FTVSHIP) or the Stores Commodity Location List Form (FSISTKL). Click the Commodity Code search button or request a List to select a commodity from the Stores Inventory List Window. Select Next Block to access the Inventory Adjustment Action Information options. Inventory Adjustment Options The Inventory Adjustment Action Information displays the options you may apply to the specified inventory item. To select an option, choose the radio button to its left (click on it with your mouse or use the space bar). Choose Cost to begin cost adjustments. Choose Quantity to begin quantity adjustments. Choose End to end adjustments in progress. Note: Choosing Quantity as the adjustment action results in a status of I on the Stores Commodity Location List Form (FSISTKL). Cost results a status of T on this form. Select Next Block. The adjustment history for this commodity displays. If necessary, you may scroll through these records. Click or select Save to commit this adjustment to your Stores Inventory records. Once you choose to begin adjustments by location, commodity, or a combination thereof, you must use the same keys to end the adjustment. Stores Physical Inventory Count Recording Form (FSAPHYC) Use the Stores Physical Inventory Count Recording Form to record the physical inventory count for each commodity, location, and sublocation. Access this form from the Stores Inventory System Menu (*FINSTORES). The system stores the count quantity on the Inventory Stock Locations record (FTVSTKL). You may want to access the Stores Inventory Commodity Location Form (FSISTKL) before you use the Stores Physical Inventory Count Recording Form to verify which sublocations have been flagged for a physical inventory count. Refer to the Stores Commodity Location List Form (FSISTKL) for more information. Only the Primary Location code field is required. Click the Primary Location search button or request a List to select one from the Ship To Validation Form (FTVSHIP). If you only enter the Primary Location, the system retrieves all commodities in all sublocations in that location. If you enter the Primary Location and Sub Location, the system retrieves all sublocations starting with the specified sublocation. If you enter the Commodity Code, the system limits your queries to that specific commodity. Click the Commodity Code search button or request a List to select a Finance Release 6.0 May User Guide Confidential

17 Stores Inventory Forms stores commodity from the Stores Inventory Maintenance Form (FTVINVM). Select Next Block to populate the Recording Information fields. All of the recording information fields are display only, except for the inventory count field for each. Enter the desired inventory quantity for each location/ commodity in the Count Qty field. Only those locations which await a physical inventory count display in the Recording Information fields. Click or select Save to commit this inventory count to your Stores Inventory records. Adjustment To Quantity/Inventory Reconciliation Form (FSAADJQ) Use the Adjustment to Quantity/Inventory Reconciliation Form to reconcile discrepancies in the physical inventory process. The data that appears on this form only specifies those items in your inventory that maintain a discrepancy between the recorded on-hand count (System Qty) and the physical count (Count Qty). Access this form from the Stores Inventory System Menu (*FINSTORES). Note: Before you can use this form, you need to take a physical inventory count and enter the results on the Stores Physical Inventory Count Recording Form (FSAPHYC). Take a physical inventory count before you use this form. Enter the reconciliation document code or enter NEXT to have the system assign one. To view an existing adjustment to quantity document, click the Reconciliation # search button or request a List to select one from the Stores Adjustment Document List Form (FSIADJL). Enter a Transaction Date or accept the system s current date default. To view those locations awaiting reconciliation and select some (or all) of those locations for reconciliation, select the Select Items checkbox to access the Inventory Reconciliation Location Selection Form (FSCSTKL). Enter the primary location and sublocation. You may click the Primary Location search button or request a List to select an existing stock location from the Ship to List Window. The primary location is required, but the sublocation is optional. The Susp indicator default value is Suspended if you view an existing adjustment to quantity record that could not be completed. Note: If you choose, you can execute a query based on the Suspense Indicator. Enter the stock commodity you intend to reconcile. Double-click the Commodity field or request a List to select a stock commodity from the Stores Inventory Validation Form (FTVINVM). When you select a commodity, the attached information displays. May 2003 Finance Release 6.0 Confidential User Guide 18-17

18 Stores Inventory Forms Multiple inventory adjustment detail records may exist for each Inventory Adjustment Header record (you may scroll through them). The System Qty displays. Enter the actual stock amount in the Count Qty field and select Next Item. The system-calculated adjusted stock quantity appears in the Adjusted Qty field. The Adjusted Amt shows the difference in dollar cost based on the unit cost attached to the specified commodity. If you include multiple inventory adjustments on one record, the system-calculated cumulative adjustment amount for this reconciliation document number appears in the Document Adjustment Amt field. You may enter text to associate with this transaction or commodity. Click the Document Text link from the navigation frame to access the General Text Entry Form (FOATEXT). Select Next Block to access the Completion Window. Balancing/Completion Window Click or select Complete to post this reconciliation and save this adjustment document to your Stores Inventory records. To save the data without posting the record, click or select In Process. The Complete and In Process buttons are navigable. After you complete this form, it becomes query-only, and you may not make any changes. Once you complete this document, run posting. The posting program processes each entry that you make in the Adjustment Detail Information and creates the proper accounting records for the discrepancies in the quantities to the general ledger. When you post this document, the system updates the recorded on-hand System Qty (Quantity) field with the adjusted quantity, and clears the Count Qty field in the Stock Locations table (FTVSTKL). Stores Adjustment to Unit Cost Form (FSAADJC) Use the Stores Adjustment to Unit Cost Form to make adjustments to the unit cost of a stores item. Access this form from the Stores Inventory System Menu (*FINSTORES). You may not view or change quantity type adjustment documents on this form. You also cannot make adjustments to an adjustment document after it has been completed. Enter the adjustment document number or enter NEXT to have the system generate one. To view an existing stores unit cost adjustment document, click the Adjustment Document Number search button or request a List to select one from the Stores Finance Release 6.0 May User Guide Confidential

19 Stores Inventory Forms Adjustment Document List Form (FSIADJL). Select Next Item. The Transaction Date default value is the current date, but you may enter a new one. Select Next Block to access the Unit Cost Adjustment Information fields. Enter a commodity number. You may click the Commodity search button or request a List to select one from the Stores Inventory Validation Form (FTRINVM). The associated commodity information displays. The Total Value Amount, Onhand Quantity, and Unit Cost are retrieved from existing records or previous adjustment records. Enter the dollar amount for which you wish to adjust the unit cost for the specified commodity in the Adjusted Unit Cost field. Click or select Save. The new system-calculated amount total for the current selection of inventory of that commodity appears in the Adjusted Amount field. You can have multiple unit cost adjustment records on one adjustment document. If necessary, you may scroll through these records. The cumulative costs for the adjustments that appear on this document appear in the Document Adjustment Amount field. You may enter text to associate with this transaction or commodity. Click the Document Text link from the navigation frame to access the General Text Entry Form (FOATEXT). Select Next Block to access the Balancing/Completion Window. Before you can adjust a unit cost, you must restrict the stores item so that issue, transfer, and receipt documents are not created until you complete and post the adjustment. Use the Inventory System Adjustment Form (FSASYSA) to restrict stores items for this purpose. Enter the commodity codes that you wish to adjust on FSASYSA and choose Cost from the Adjustment Action radio group to update the status to T (Cost Adjustments In Progress). At this point, you can no longer create or complete issue, transfer, and receipt documents for the specified commodity code. Balancing/Completion Window Click or select Complete to post this reconciliation and save this adjustment document to your Stores Inventory records. To save the data without posting the record, click or select In Process. The Complete and In Process buttons are navigable. After you complete this form, it becomes query-only, and you may not make any changes. May 2003 Finance Release 6.0 Confidential User Guide 18-19

20 Stores Inventory Forms Stores Inventory Distribution Initialization Form (FOADEST) Use the Stores Inventory Distribution Initialization Form to enter a printer identification for the specific user who signs on to the system. You may enter a printer identification for issues only. Enter the name of the printer to which you wish to assign your issues. You may double-click the Issues field or request a List to select a valid printer from the Printer Validation Window. Printer Validation Window After you enter the printer ID, click OK to continue. The system now selects this printer for any Stores issues ticket that you print. Stores Quick Quantity Entry Form (FSASTKQ) Use the Stores Quick Quantity Entry Form to quickly enter quantity information for stores stock locations by primary locations or sublocations. Access this form from the Stores Inventory System Menu (*FINSTORES). Note: No accounting transactions are created when this form is used. This form is intended to facilitate quick entry of stock quantities for installations who may be converting from another stores inventory system to the Banner Finance Stores Inventory System. Warning: Due to this form s capability to quickly alter or remove records without affecting the ledgers, it should be used with extreme caution. High security should be enforced to restrict access to authorized users. Prior to using this form, stock commodities must be created and identified on the Commodity Maintenance Form (FTMCOMM) and the Stores Inventory Maintenance Form (FTRINVM). Stores locations must be created within the system by entry on the Stores Inventory Maintenance Form (FTRINVM), the Receiving Goods Form (FPARCVD), or the Stores Stock Transfers Form (FSATRAN). Since only one field on this form is enterable, the Next Item command executes a Next Record to facilitate quicker entry. When you access FSASTKQ, the cursor appears in the Stock Quantity field, which is the only enterable field on the form. All other fields on the form are display only, and all fields are queryable. The only records displayed are those which have a status value of null which indicates that no type of physical inventory is being performed on these items or locations. Finance Release 6.0 May User Guide Confidential

21 Stores Inventory Query Forms The form has a delete capability which may only be used to remove records with quantities of zero. This capability enables an installation to clear out old or obsolete locations. The form does not prompt you to confirm your intent to delete by selecting Delete a second time; the record is deleted once Delete is selected. Stores Quick Cost Entry Form (FSASTKC) Use the Stores Quick Cost Entry Form to quickly enter or adjust unit cost information by stock commodity. Access this form from the Stores Inventory System Menu (*FINSTORES). Note: No accounting transactions are created when this form is used. This form is intended to facilitate quick entry of total value amounts for commodities (by entering unit cost) for installations who may be converting from another stores inventory system to the Banner Finance Stores Inventory System. Warning: Due to this form s capability to quickly alter or remove records without affecting the ledgers, it should be used with extreme caution. High security should be enforced to restrict access to authorized users. Prior to using this form, stock commodities must be created and identified on the Commodity Maintenance Form (FTMCOMM) and the Stores Inventory Maintenance Form (FTRINVM). Stores locations must be created within the system by entry on the Stores Inventory Maintenance Form (FTRINVM), the Receiving Goods Form (FPARCVD), or the Stores Stock Transfers Form (FSATRAN). Since only one field on this form is enterable, the Next Item command executes a Next Record to facilitate quicker entry. When you access FSASTKC, the cursor appears in the Unit Price field, which is the only enterable field on the form. All other fields on the form are display only, and all fields are queryable except Unit Price and Stock Qty (Quantity). The only records displayed are those which have a status value of null in all locations for a stock item which indicates that no type of physical inventory is being performed on these items. The form calculates the Total Value Amount of the stock commodity as Unit Price multiplied by Stock Quantity. If the Stock Quantity is zero, the Total Value Amount will be zero. Changing the Unit Price of a zero Stock Quantity results in no change. In this case, use the Stores Quick Quantity Entry Form (FSASTKQ) to change the quantity to a non-zero value, then use FSASTKC to store the cost. Stores Inventory Query Forms This section provides you with examples and descriptions for each form within the Stores Inventory Query feature of the Stores Inventory module May 2003 Finance Release 6.0 Confidential User Guide 18-21

22 Stores Inventory Query Forms Forms in this section flow in the order that they appear on the Stores Inventory Query Menu (*FINSIQRY). Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. Open Stores Request Form (FSIOSRO) Use the Open Stores Request Form to view a list of open Stores requisitions by Organization, Commodity, or Organization/Commodity. Access this form from the Stores Inventory Query Menu (*FINSIQRY). Enter the Chart of Accounts and Organization from which you wish to request the commodity. You may double-click the fields or request a List to select from a list of valid values for each. Select Next Block. A list of all open requisitions for the organization appears, including the commodity information attached to each requisition. If necessary, you may scroll through this list of requisitions. The Request Code and Commodity Code fields are queryable. Select Count Hits from the either field to access the Requisition Query Form (FPIREQN). The fields on this form are display only. You may use Enter Query and Execute Query to query a specific issue. Issue/Return List Validation Form (FSIISSU) Use the Issue/Return List Validation Form to select stores issues or returns. Access this form from the Stores Inventory Query Menu (*FINSIQRY) or by selecting List from the Stores Issue/Return Form (FSAISSU). The fields on this form are display only. You may use Enter Query and Execute Query to query a specific issue. Stores Transfers List Validation Form (FSITRAN) Use the Stores Transfers List Validation Form to select stores transfers. Access this form from the Stores Inventory Query Menu (*FINSIQRY) or by selecting List from the Stores Transfers Form (FSATRAN). Finance Release 6.0 May User Guide Confidential