Banner Finance Stores Inventory Training Workbook

Transcription

1 Banner Finance Stores Inventory Training Workbook May 2005 Release 7.1 HIGHER EDUCATION What can we help you achieve?

2 Confidential Business Information This documentation is proprietary information of SunGard Higher Education and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard Higher Education. Prepared By: SunGard Higher Education 4 Country View Road Malvern, Pennsylvania United States of America 2006 SunGard. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.

3 Table of Contents Section A: Introduction...4 Overview...4 Process Introduction...5 Terminology...6 Section B: Set Up...7 Overview...7 Forms Used in Setting Up Stores Inventory...9 Establishing an Inventory Fund...11 Establishing Stores Inventory Account Codes...13 Establishing External Rate Codes...17 Establishing ABC Tolerance Percentages...20 Establishing Stores Inventory System Control Defaults...23 Establishing Ship-to Codes for Primary Locations...25 Establishing Stock Commodity Codes...30 Establishing Stores Inventory Records...32 Stocking the Warehouse...36 Stocking the Warehouse Using the Quick Method...39 Self Check...43 Answer Key for Self Check...45 Section C: Day-to-Day Operations...47 Overview...47 Process Introduction...49 Purchasing Stock Items for the Warehouse...50 Transferring Stock Items...64 Requisitioning Stock Items...67 Canceling Stock Item Requisitions...70 Issuing/Returning Stock Items...72 Using the Inventory Listing Report...82 Making Adjustments to Inventory...85 Making Adjustments to Cost Stores Inventory Inquiry Forms Stores Inventory Processes and Reports Self Check Answer Key for Self Check Section D: Reference Overview Setup Forms and Where Used Day-to-Day Forms and Setup Needed Forms Job Aid...124

4 Section A: Introduction Overview Workbook goal The goal of this workbook is to provide an overview of the Banner Finance Stores Inventory module. The workbook is divided into four sections: Introduction Set-up Day-to-day operations Reference. Intended audience Finance Office Administrators and Staff who track and maintain the inventory within an enterprise. Section contents Overview...4 Process Introduction...5 Terminology...6 Page 4

5 Section A: Introduction Process Introduction About the Process The Finance Office can establish inventory for initial stock create requisitions for stock issue items order and replace inventory. Flow diagram This diagram highlights the processes used in stores inventory. What happens The stages of the process are described in this table. Stage Description 1 Stockroom clerk establishes stores inventory for initial stock. 2 Requestor creates a requisition for stock. 3 Inventory clerk issues items on request to end-user. 4 Stockroom clerk orders and replaces inventory. Page 5

6 Section A: Introduction Terminology ABC tolerance percentage An industry-defined classification associated with inventory that is used to classify items. It is used in Banner for reconciling physical inventory. Surcharge An additional amount charged to all customers or just specific customer types. Requisition A request to purchase goods or services. Valuation clearing account An account used to record the difference between the estimated cost entered on a purchase order and the actual invoice cost. Page 6

7 Section B: Set Up Overview Introduction The purpose of this section is to outline the set-up process and detail the procedures to set-up your Banner system to handle Stores Inventory at your institution. Intended audience Finance Office Administrators. Objectives At the end of this section, you will be able to identify the forms used to set up stores inventory identify the various methods that can be used to stock inventory warehouses determine which method may best suit the need of your institution identify the various forms that can be used to stock the warehouse stock the warehouse after conversion using the Quick Method. Prerequisites To complete this section, you should have completed the Banner Education Practices computer-based training (CBT) tutorial Banner 7 Fundamentals, or have equivalent experience navigating in the Banner System completed the Banner Finance: Chart of Accounts training workbook completed the Banner Finance: Purchasing training workbook administrative rights to create the rules and set the validation codes in Banner. Page 7

8 Section B: Set Up Overview (Continued) Section contents Overview...7 Forms Used in Setting Up Stores Inventory...9 Establishing an Inventory Fund...11 Establishing Stores Inventory Account Codes...13 Establishing External Rate Codes...17 Establishing ABC Tolerance Percentages...20 Establishing Stores Inventory System Control Defaults...23 Establishing Ship-to Codes for Primary Locations...25 Establishing Stock Commodity Codes...30 Establishing Stores Inventory Records...32 Stocking the Warehouse...36 Stocking the Warehouse Using the Quick Method...39 Self Check...43 Answer Key for Self Check...45 Page 8

9 Section B: Set Up Forms Used in Setting Up Stores Inventory Forms Needed The forms and table validation views used to setup the Stores Inventory module are listed on the following page. Note: These forms should be set up in the order listed. Name Description Purpose FTMFUND Fund Code Maintenance Form Define inventory funds. A sample of a fund to build would be Inventory fund (3110). FTMACCT Account Code Maintenance Form Define inventory accounts, valuation clearing accounts, interfund transfer accounts. Samples of accounts to build for this training are Stores account (1430), Stores transfer in (1440), Stores transfer out (1450), Valuation FTMEXRT FTMSDAT FSASYSC FTMSHIP External Rate Maintenance Form System Data Maintenance Form Inventory System Control Maintenance Form Ship to Address Maintenance Form acct (1460), and Inventory Income acct (5910). Verify and maintain a list of external Rate codes to support both the Cost Accounting module and the Stores Inventory module. Define ABC classifications with an allowable tolerance for reconciliation purposes. Define inventory control parameters at the system level. Establish department routings for deliveries. If establishing a Profit Center, click the Inventory Information option in the Options menu. Enter the location type, inventory fund, inventory account, organization, and program codes, and select the Profit Center check box. Page 9

10 Section B: Set Up Forms Used in Setting Up Stores Inventory (Continued) Forms, continued Name Description Purpose FTMCOMM Commodity Maintenance Form Create and maintain commodity codes and default expense account relationships. FTRINVM Stores Inventory Maintenance Form Define and display basic information about a commodity defined as a stock item. This form can be completed for each commodity through the FTMCOMM by clicking the View Stores Inventory FTMEQUL Equivalency Maintenance Form option in the Options menu. Define an equivalent unit of measure and the corresponding number of equivalent units to provide a cross-reference between the requisition unit of measure, the purchase order unit of measure, and the receiving unit of measure. Page 10

11 Section B: Set Up Establishing an Inventory Fund Purpose Before setting up Stores Inventory system controls you must designate or establish the fund code where inventory will be recorded into, within, and out of Stores Inventory. An existing Fund may be used, or you may establish a Fund specifically for this purpose. The Fund Code Maintenance Form (FTMFUND) is used to establish the fund code. Banner form Page 11

12 Section B: Set Up Establishing an Inventory Fund (Continued) Procedure Follow these steps to complete the process. Note: Only one participant (or instructor) needs to create this record. Step Action 1 Access the Fund Code Maintenance Form (FTMFUND). Note: Remember, FTMFUND is a Maintenance Form, which means that, if you want to review existing information, you must first enter a query. 2 Perform an Enter Query function (F7). 3 Enter 3110 in the Fund field. 4 Perform an Execute Query function (F8). Note: If no information is retrieved, then proceed to create this fund code. If information is retrieved, then you may choose to use this code in the following procedures, or to re-title this existing fund code, or to create a new fund code. 5 Perform a Cancel Query function to create a Central Stores fund code. 6 Enter B (or the Chart of Accounts for your institution) in the Chart of Accounts field. 7 Enter 3110 (or a unique fund code for your own chart) in the Fund field. Record the fund code you created, if different:. 8 Enter Central Stores in the Title field. 9 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. 10 Leave the Data Entry field checked to signify that this fund will be used for data entry. 11 Enter 31 (or the fund type code for your institution s auxiliary enterprise funds) in the Fund Type field. 12 Review the record. 13 Click the Save icon. 14 Click the Exit icon. Page 12

13 Section B: Set Up Establishing Stores Inventory Account Codes Required accounts Before setting up Stores Inventory system controls on you must designate or establish various inventory account records using the Account Code Maintenance Form (FTMACCT). Inventory account. This is the account where inventory will be recorded in the General Ledger. It must have an internal account type of 10 for assets (or the equivalent account type for your institution.). Valuation Clearing account. This clearing account is used to record the difference between the estimated cost entered on the PO and the actual Invoice cost. The Unit Cost of a stock item displayed on the Stores Inventory Maintenance form (FTRINVM) is updated by the amount of the change in cost between the PO and Invoice as a by-product of this clearing account process. The internal account type must be a 10 or a 20 (or the equivalent for your institution.). Optional accounts In addition to the required accounts, you have the option to define or establish the following accounts: Inventory Transfers In and Transfers Out accounts. These accounts are invoked on the Inventory Transfers form (FSATRAN), whenever inventory items are transferred from one location to another. They must have an internal account type of 10 for assets (or the equivalent for your institution.) Stockroom Income account. Optional. This account is used to record the administrative overhead charges, profit margins, or discounts on Stores Issues associated with the External Rate codes on the External Rate Maintenance Form (FTMEXRT). This account may be a revenue or expense account. It must have a valid operating ledger account type (internal account type codes must equal 50, 60, 70, or 80 ). Page 13

14 Section B: Set Up Establishing Stores Inventory Account Codes (Continued) Banner form Procedure Follow these steps to establish Stores Inventory Account codes using the Account Code Maintenance Form (FTMACCT). Note: Only one participant (or instructor) needs to create these records. Step Action 1 Access the Account Code Maintenance Form (FTMACCT). Note: Remember, FTMACCT is a Maintenance Form, which means that, if you want to review existing information, you must first enter a query. 2 Perform an Enter Query function (F7). 3 Enter 1400 in the Account field. 4 Perform an Execute Query function (F8). Note: If no information is retrieved, then proceed to create this account code. If information is retrieved, then you may choose to use this code in the following Procedures, or to re-title this existing account code, or to create a new account code. 5 Perform a Cancel Query function to create an Inventory account code. Page 14

15 Section B: Set Up Establishing Stores Inventory Account Codes (Continued) Procedure, continued Step Action 6 Enter B (or the Chart of Accounts for your institution) in the Chart of Accounts field. 7 Enter 1400 (or a unique account code for your own chart) in the Account field. Record the account code you created, if different:. 8 Enter Inventory in the Account Title field. 9 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. 10 Change the value in the Data Entry field to NO to signify that this account will be used for reporting purposes only. 11 Leave the Predecessor Account field blank. 12 Enter 14 in the Account Type field (or the account type code for your institution that designates inventories-type accounts). 13 Review the record, then click the Save icon. 14 Click the Rollback icon. 15 Perform an Enter Query function (F7). 16 Enter 1430 in the Account field. 17 Perform an Execute Query function (F8). Note: If no information is retrieved, then proceed to create this account code. If information is retrieved, then you may choose to use this code in the following Procedures, or to re-title this existing account code, or to create a new account code. 18 Perform a Cancel Query function to create a Central Stores account code. 19 Enter B (or the Chart of Accounts for your institution) in the Chart of Accounts field. 20 Enter 1430 (or a unique account code for the Central Stores account for your own chart) in the Account field. Record the account code you created, if different:. 21 Enter Central Stores in the Account Title field. Page 15

16 Section B: Set Up Establishing Stores Inventory Account Codes (Continued) Procedure, continued Step Action 22 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. 23 Leave the Data Entry field set to YES to signify that this account will be used for data entry purposes. 24 Enter 1400 (or the account code for your institution that designates the Inventory account) in the Predecessor Account field. 25 Enter 14 in the Account Type field (or the account type code for your institution that designates Inventories-type accounts). 26 Review the record, then click the Save icon. 27 Click the Rollback icon. 28 Repeat steps to create the other four Stores Inventory accounts listed in Table 1. Review and save each record. Table 1 Use the information listed here to complete the procedures above. Enter B in the Chart of Accounts field and 01-JUL-2000 in the Start Date field for all. Account Account Account Title Data Account Entry Type Inventory 1400 Inventory NO 14 Predecessor Account Central Stores 1430 Central Stores YES Transfers In 1440 Inventory Transfers In YES Transfers Out 1450 Inventory Transfers Out YES Valuation Clearing 1460 Central Stores YES Stockroom Income 5910 Stockroom Revenue YES 59 Page 16

17 Section B: Set Up Establishing External Rate Codes Introduction Use the External Rates Maintenance Form (FTMEXRT) to define external rate codes. Many institutions will charge different rates to internal and external customers. For example, you might add a $1/unit surcharge to a commodity for reselling purposes, or you may give a 5 percent discount to in-house purchases. External rate codes are used to specify administrative overhead charges, profit margins, or discounts on Stores Issue documents. Once you enter a commodity code on the Stores Issue/Return Form (FSAISSU), the system calculates unit cost for that commodity. External rate codes may be entered on FSAISSU to override this unit cost if the warehouse is defined as a profit center. External rate codes may be input on the Stores Inventory Maintenance Form (FTRINVM) to act as a default into FSAISSU for a specific stock item. The warehouse (primary location) that the item is issued out of must be defined as a Profit Center on of the Ship To Address Form (FTMSHIP) in order to use this functionality. External Rate is a three character user-defined code. Short Description is a ten character user-defined description. Full Description is a 35 character user-defined description Adj. % and Adj. $ is the surcharge or discount expressed in either percent (which will be applied to internal rate) or dollars (which will be added to the internal rate). One or the other must be entered. Banner form Page 17

18 Section B: Set Up Establishing External Rate Codes (Continued) Procedure Follow these steps to establish External Rate codes using the External Rate Maintenance Form (FTMEXRT). External Rate codes are used to specify surcharges or discounts on inventory items issued from Profit Center warehouse facilities. Note: Only one participant (or instructor) needs to create these records or it will be necessary to ensure that each code is unique. Step Action 1 Access the External Rate Maintenance Form (FTMEXRT). Note: Although FTMACCT is a Maintenance Form, it does not display in query mode when first accessed. You may use the vertical scrollbar or down-arrow key to review existing information. 2 Perform an Enter Query function (F7). 3 Enter $5 in the External Rate field. 4 Perform an Execute Query function (F8). Note: If no information is retrieved, then proceed to create this external rate code. If information is retrieved, then you may choose to use this external code in the following Procedures, or to re-title this existing code, or to create a new external rate code. 5 Perform a Cancel Query function to create an External Rate Code. 6 Enter $5 in the External Rate field. 7 Enter %5fee in the Short Description field. 8 Enter $5.00 Surcharge in the Long Description field. 9 Leave the Adjusted Percent field blank. 10 Enter 5.00 in the Adjusted Dollars field. 11 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. Note: If you are copying forward an existing code, the date entered in this field must be the current or a future date. 12 Review the record. 13 Click the Save icon. 14 Perform an Enter Query function (F7). 15 Enter -10 in the External Rate field. Page 18

19 Section B: Set Up Establishing External Rate Codes (Continued) Procedure, continued Step Action 16 Perform an Execute Query function (F8). Note: If no information is retrieved, then proceed to create this external rate code. If information is retrieved, then you may choose to use this external code in the following procedures, or to re-title this existing code, or to create a new external rate code. 17 Perform a Cancel Query function to create an External Rate Code. 18 Enter -10 in the External Rate field. 19 Enter Discount10 in the Short Description field. 20 Enter 10% Discount in the Long Description field. 21 Enter -10 the Adjusted Percent field. 22 Leave the Adjusted Dollars field blank. 23 Review the record. 24 Click the Save icon. 25 Click the Exit icon. Page 19

20 Section B: Set Up Establishing ABC Tolerance Percentages Introduction ABC classification is an industry-defined classification associated with inventory that is used to classify items within inventory valuation. For example, typically an A classification not only represents 20 percent of the inventory items within a site, but also represents 80 percent of the entire value of the inventory within this same site. Note: These representations are strictly user-defined. When you classify items based on their relative value, you can support various kinds of inventory analysis. If you use this classification system when setting up your stock inventory items on the Inventory Maintenance Form (FTRINVM), the system reflects it in the Physical Inventory report sort features. Page 20

21 Section B: Set Up Establishing ABC Tolerance Percentages (Continued) Reconciling physical inventory ABC classification is also used in Banner for reconciling physical inventory. A percentage of tolerance for physical inventory processing is assigned to each ABC classification code on the System Data Maintenance Form (FTMSDAT). These control records are delivered as follows: Class A allows up to 10% variance with no adjustment Class B allows up to 5% variance with no adjustment Class C allows no variance between the book count and the physical count without making the adjustment from book to actual. Note: These delivered tolerance percentages may be changed to meet the specifications of your institution. If you classify your stock inventory items with an ABC Class value of A, B or C when setting up inventory records on FTRINVM, the system uses these system-defined tolerance percentages to automatically mark as reconciled any items that are counted and found to be within this tolerance percent of the system count. This happens when the Physical Inventory Reconciliation batch process (FSRPHYR) is run during physical inventory. Assigning ABC classification tolerance percentages is optional; however, the Physical Inventory Reconciliation batch process (FSRPHYR) will not be able to automatically reconcile an item unless the stock inventory item has been classified with an ABC Class value on the FTRINVM record. Page 21

22 Section B: Set Up Establishing ABC Tolerance Percentages (Continued) Banner form Procedure Follow these steps to review the three ABC Classification Tolerance Percentage control records that are delivered with Banner using the System Data Maintenance Form (FTMSDAT). Note: You can change the tolerance percentage assigned to a given ABC Class code to meet the specifications of your institution by copying forward the control record, changing the value entered in the Data field, and entering a current or future effective date. Step Action 1 Access the System Data Maintenance Form (FTMSDAT). Note: Remember, FTMSDAT is a Maintenance Form, which means that, if you want to review existing information, you must first enter a query. 2 Perform an Enter Query function (F7). 3 Enter FTVINVM in the Entity or Usage Code field. 4 Perform an Execute Query function (F8). 5 The form displays the ABC Class Tolerance Percentage control records. 6 The Optional Code Number 1 field displays the ABC class code. 7 The Data field displays the tolerance percentage that is assigned to the ABC Class code. 8 Use the vertical scroll bar or the down-arrow key to scroll through and review the additional ABC control records. 9 When you have reviewed all of the ABC Class control records, click the Exit icon. Page 22

23 Section B: Set Up Establishing Stores Inventory System Control Defaults Introduction The Inventory System Control Maintenance Form (FSASYSC) is used to define system-wide inventory control parameters that are not specific to any particular Chart of Accounts. 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 Stores Inventory transactions, it first looks for these values on the commodity record. If these values have not been defined at either the commodity or the location (Ship To) level, the system uses the codes that you enter here on FSASYSC. Banner form Page 23

24 Section B: Set Up Establishing Stores Inventory System Control Defaults (Continued) Procedure Follow these steps to establish defaults at the system level for Stores Inventory transactions using the Inventory System Control Maintenance Form (FSASYSC). Note: Only one participant (or instructor) needs to create this record. Step Action 1 Access the Inventory System Control Maintenance Form (FSASYSC). 2 Perform an Insert Record function (F6). 3 Perform a Duplicate Record function (F4). 4 Enter the current date in the Effective Date field. Note: You may enter a future date in this field if you do not want your changes to be effective immediately. 5 Enter 3110 or the code that identifies the fund for the system use to record inventory into, within, and out of Stores Inventory in the Inventory Fund field. 6 Enter 1440 or the account code for system use when inventory items are transferred into one location from another in the Inventory Transfers In Account field. 7 Enter 1450 or the account code for system use when inventory items are transferred out of one location to another in the Inventory Transfers Out Account field. Note: The same account code may be used for both Transfers In and Transfers Out. 8 Enter 1400 or the code that represents where inventory will be recorded in the General Ledger in the Inventory Account field. 9 Enter 1460 or the account code that identifies the account for the system to credit against when goods are received against a purchase order in the Valuation Clearing Account field. 10 Enter 5910 or the account code for the system to use for credit to record the administrative overhead charges, profit margins, or discounts on Stores Issues associated with the External Rate codes on FTMEXRT in the Stockroom Income Account field. 11 Leave the Physical Inventory All indicator box unchecked. Note: The Physical Inventory All check box indicates whether the Physical Inventory process is occurring for all defined stock items. Be aware that when you select this check box, it turns the Inventory Status indicator to I in the Stock Location tables! 12 Review the record, then click the Save icon. 13 Click the Exit icon. Page 24

25 Section B: Set Up Establishing Ship-to Codes for Primary Locations Introduction The Ship To Address Maintenance form (FTMSHIP) is used to create Primary Location (Ship To) codes and to establish departmental routing criteria for Stores Issues delivery locations. Ship To location codes are used on the Stores Inventory Maintenance form (FTRINVM) to identify the stock item s Primary Location (warehouse or stockroom). Primary location can also be used in conjunction with sub location to identify the location of the stock item within the warehouse facility. The Location Type field on the Inventory Information window is used to differentiate Warehouse and Dock facilities. The inventory-related fields on this window can be used to default accounting information into Stores Issues documents at the location level. These fields are optional; however, they should be completed if you expect to track accounting information by inventory warehouse. The Warehouse Organization and Program codes are used in combination with the Stockroom Income Account on FSASYSC and the External Rate codes on FTMEXRT to record surcharges and discounts on Stores Issues. The Profit Center Indicator must be selected and the Warehouse Organization and the Warehouse Program fields must be populated to use this feature for any Primary Location. Page 25

26 Section B: Set Up Establishing Ship-to Codes for Primary Locations (Continued) Banner form Page 26

27 Section B: Set Up Establishing Ship-to Codes for Primary Locations (Continued) Procedure Follow these steps to establish Ship-to codes for a dock facility, a warehouse facility, and a departmental delivery address, using the Ship To Address Maintenance Form (FTMSHIP). Note: If more than one participant creates these records it will be necessary to ensure that each code is unique. Step Action 1 Access the Ship To Address Maintenance form (FTMSHIP). 2 Enter a unique Ship-to code in the Ship To Code field to represent the warehouse facility/loading dock where stock items are received. Record the Ship-to code you created:. 3 Click the Next Block icon. Note: If no information is retrieved, then proceed to create this Ship-to location code. If information is retrieved, click the Rollback icon and enter a different code. 4 Enter the street address of the dock location in the Address Line 1 field. Note: You may use the additional lines to include detailed information required for delivery, for example, dock, warehouse, etc. 5 Enter the name of the city of the dock location in the City field. 6 Enter the State/Province Code representing the state or province of the dock location in the State/Province field. 7 Enter the ZIP or postal code of the delivery location in the ZIP/Postal Code field. 8 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. 9 Select Inventory Information from the Options menu. Page 27

28 Section B: Set Up Establishing Ship-to Codes for Primary Locations (Continued) Procedure, continued Step Action 10 Enter D in the Location Type field to indicate that this location is a Dock facility. Note: You must assigned a facility a D (Dock) location type to utilize the Dock to Stock Exceptions Report (FSRSTEX). 11 Review the record, then click the Save icon. 12 Click the Rollback icon. 13 Enter a unique Ship-to code to represent a warehouse facility where stock items are maintained in the Ship To Code field. 14 Click the Next Block icon. Note: If no information is retrieved, then proceed to create this Ship-to location code. If information is retrieved, click the Rollback icon and enter a different code. 15 Using the procedures outlined on the previous page, enter address and effective date information for this warehouse location. 16 Select Inventory Information from the Options menu. 17 Enter W in the Location Type field to indicate that this location is a Warehouse facility. 18 Enter 3110 or the code for the fund from which the purchase of specific inventory items maintained within this location is paid in the Inventory Fund field. (Overrides FSASYSC.) 19 Enter 1410 or the code for the account from which funds for the purchase of inventory items at this location will be drawn in the Inventory Account field. 20 Enter or the code for the organization responsible for the purchase of the specific inventory items maintained within this location in the Warehouse Organization field. 21 Enter 90 or the code for the program to which the inventory item will be applied in the Warehouse Program field. 22 Select the Profit Center indicator check box. 23 Review the record, then click the Save icon. 24 Click the Rollback icon. 25 Enter a unique Ship-to code to represent a departmental delivery location for Issued goods in the Ship To Code field. Page 28

29 Section B: Set Up Establishing Ship-to Codes for Primary Locations (Continued) Procedure, continued Step 26 Click the Next Block icon. Action Note: If no information is retrieved, then proceed to create this Ship-to location code. If information is retrieved, click the Rollback icon and enter a different code. 27 Enter the street address of the delivery location in the Address Line 1 field. Note: You may use the additional lines to include detailed information required for delivery, for example, department, building name or number, floor, etc. 28 Enter the name of the city of the delivery location in the City field. 29 Enter the State/Province Code representing the state or province of the delivery location in the State/Province field. 30 Enter the ZIP or postal code of the delivery location in the ZIP/PC field. 31 Enter the name or title of the primary contact for stores deliveries at this location in the Contact field. 32 Enter the phone number of the primary contact at this location in the Phone Number and Extension fields. 33 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Effective Date field. 34 Review the record, then click the Save icon. 35 Click the Exit icon. Page 29

30 Section B: Set Up Establishing Stock Commodity Codes Introduction A two-record structure is used to create stock items in Banner. You first establish inventory items as valid commodities on Commodity Maintenance Form (FTMCOMM) and mark them as stock commodities using the Stock Item indicator, and then establish stores inventory values for the stock items on the Stores Inventory Maintenance form (FTRINVM). Note: You cannot use Stores Inventory if you do not intend to use commodity codes. Use the Commodity Maintenance Form (FTMCOMM) to establish a representative selection of commodities and identify them as stock items for use in performing the Procedures in this workbook. Note: Before establishing stock items at your institution, you will need to determine a coding scheme. In Banner, commodity codes can be either user-defined, or the NIGP (National Institute of Governmental Purchasing) code may be used. Banner form Page 30

31 Section B: Set Up Establishing Stock Commodity Codes (Continued) Procedure Follow these steps to establish a stock Commodity code using the Commodity Maintenance Form (FTMCOMM). Note: If more than one participant creates these records it will be necessary to ensure that each code is unique. Step Action 1 Access the Commodity Maintenance Form (FTMCOMM). 2 Enter or a unique code of your own devising in the Commodity Code field. Note: You may also enter Next in this field to have the system assign a new commodity number after the new code has been added. 3 Click the Next Block icon. 4 Enter a description of the commodity in the Commodity Description Field, e.g. Tablets, Ruled, 8.5x11. 5 Enter EA in the Unit of Measure Code field. 6 Enter or the predecessor code for this commodity item in the Predecessor Commodity field. Note: This field is optional. Also be aware that stock and non-stock items may be mixed within a hierarchy. 7 Leave the Tax Group field blank. Note: This field is optional. If you enter a tax group, use the Override Taxes check box to indicate whether to override this tax group when you process a procurement document. 8 Check the Stock Item to identify the commodity as a stock item for processing in the Stores Inventory module. 9 Enter 01-JUL-2000 (or another past date such as the start date for your Chart of Accounts) in the Start Date field. 10 Enter B in the Chart of Accounts field. 11 Enter 7210 in the Accounts field, or double-click on the field and select a valid account number from the list. (This must be an expenditure account.) Note: The Accounts field is used to define default expense accounting, not for the store, but for departments purchasing from the store. 12 Review the record, then click the Save icon. 13 Click the Exit icon. Page 31

32 Section B: Set Up Establishing Stores Inventory Records Introduction The Stores Inventory Maintenance form (FTRINVM) is used to definition and display basic data about a commodity defined as a stock item. The Commodity Code must exist, be effective, and be defined as a stock item on the Commodity Maintenance Form (FTMCOMM), and the Issued Unit of Measure must exist and be in effect to create this record. This form maintains and displays the default primary location (warehouse) where the stock item is most likely to be stored, as well as the default Chart of Accounts, Inventory Fund, and Inventory Account. Entering the primary location (required) and sub location (optional) physically creates a stock record with a quantity of zero. The system stores the count quantity on the Inventory Stock Locations record (FTVSTKL). You also use this form to define the safety stock quantity, reorder point quantity, and minimum replenishment quantity, and to define the ABC classification for this inventory item. Safety Stock Quantity is the amount of stock, which is required to cover purchasing lead time for the inventory item. Reorder Point Quantity is available stock minus safety stock, the quantity amount you wish to reach to trigger the system to notify you to reorder this commodity. Minimum Reorder Quantity is the minimum quantity to order when a reorder point has been reached. Maintaining quantity You also use this form to define the safety stock quantity, reorder point quantity, and minimum replenishment quantity, and to define the ABC classification for this inventory item. Safety Stock Quantity is the amount of stock, which is required to cover purchasing lead time for the inventory item. Reorder Point Quantity is available stock minus safety stock, the quantity amount you wish to reach to trigger the system to notify you to reorder this commodity. Minimum Reorder Quantity is the minimum quantity to order when a reorder point has been reached. Page 32

33 Section B: Set Up Establishing Stores Inventory Records (Continued) Maintaining quantity (continued) Minimum reorder quantity is informational only. The Safety Stock and Reorder Point quantity fields are used by the system to determine when to reorder stock, based on the number of items on hand in the warehouse, the number of items on order, and the number of items being held in reservation. A low stock warning record is created out of the issue process if the total of on hand quantity from all locations for the issued item plus the on order quantity, minus the reserved quantity, minus the safety stock quantity from FTVINVM, is less than or equal to the reorder point quantity from FTVINVM. These low stock records may be viewed on the Stores Inventory Low Stock List Form (FSAPREQ). Note: Reordering is not an automated process. The items listed on FSAPREQ only serve as a guide to what inventory items you need to reorder. The Quantities fields on this form are display-only. Unit Cost represents the current unit cost value for the stock item, based on the invoice price if the goods have been invoiced, or the purchase order price if the goods have not been invoiced. The Onhand quantity is the total amount of the stock item available for issue in all inventory locations. This quantity is updated when receiving is performed on an Inventory PO, when a previously received PO is canceled, when items are issued, or when previously issued items are returned. The on-hand quantity may also be updated through the physical inventory process or using the FSASTKQ form. On Order displays the quantity of outstanding purchase orders for this stock commodity. Reserved displays the quantity of the stock item reserved by departmental requestors but not yet issued. The reserved quantity does not diminish the on-hand quantity. Not Invoiced is the quantity that has been received in to the system through the procurement system (FPARCVD) but has not yet been invoiced. When the invoice is completed and approved, this quantity is reduced by the invoiced quantity. Page 33

34 Section B: Set Up Establishing Stores Inventory Records (Continued) Banner form Procedure Follow these steps to establish inventory values for a commodity that has been defined as a stock item. Note: If more than one participant creates this record it will be necessary to ensure that each code is unique. Procedure, continued Step Action 1 Access the Stores Inventory Maintenance form (FTRINVM). 2 Enter or the unique stock commodity code that you established on FTMCOMM in the Commodity field. 3 Click the Next Block icon. 4 The current date defaults into the Effective Dates field. Change the date to 01-JUL (or another past date such as the start date for your Chart of Accounts). 5 Enter B in the Chart of Accounts field, or enter the COA code for your chart of accounts. Page 34

35 Section B: Set Up Establishing Stores Inventory Records (Continued) Procedure, continued Step Action 6 Enter 3110, or enter the inventory fund for this inventory item In the Inventory Fund field. 7 Enter the account where inventory will be recorded in the General Ledger for this inventory item in the Inventory Account field. (Overrides the Inventory Account code entered at the location and system level). 8 Enter WARE1 or the valid Ship-to code representing the default primary location (warehouse) where this stock item is most likely to be stored in the Primary Location field. 9 Enter the External Rate code associated with this inventory item, if applicable in the External Rate field. 10 Enter EA, or the Unit of Measure used when issuing this inventory item in the Issued U/M field. 11 Enter 50, or the amount of stock, which is required to cover purchasing lead time for the inventory item in the Safety Stock Quantity field. 12 Enter 75, or the quantity when available stock minus safety stock is reached, triggers a reordering in the Reorder Point Quantity field. 13 Enter 200, or the minimum quantity to order when a reorder point has been reached in the Minimum Reorder Quantity field. 14 Enter RACK 1, or another user defined location code secondary to the primary location for this stock item in the Sub-Location field. (Can be defined in a format of rack/shelf/bin.) 15 Enter B or the classification code associated with this inventory item in the ABC Classification field. 16 Review the record, then click the Save icon. 15 Click the Exit icon. Page 35

36 Section B: Set Up Stocking the Warehouse Introduction There are three methods which may be used to get stock into the inventory warehouse: Quick Method Normal Method Physical Inventory Method Quick method The Quick method allows you to quickly define stock quantity by primary or sub location using the Stores Quick Quantity Entry Form (FSASTKQ), and then establish the total value amount by entering the stock commodity unit cost on the Stores Quick Cost Entry Form (FSASTKC). Note: No accounting transactions are created when the Quick Method is used. To complete the cycle, you must create journal voucher entries to represent the stock value in the inventory fund and account. This method is intended for use by institutions converting from a legacy Inventory system to the Banner Finance: Stores Inventory system. Page 36

37 Section B: Set Up Stocking the Warehouse (Continued) Normal method The Normal method of getting stock into the warehouse is a detailed and thorough method, which allows you to purchase inventory from outside vendors using the Purchasing and Procurement modules. The following forms and reports are used, in the order listed, to stock the warehouse using this method: Requisition Form (FPAREQN) (Optional.) Used by the stores clerk to submit a request for the initial purchase of stock commodity items. Purchase Order Form (FPAPURR) Used to purchase stock commodity items from outside vendors. To order inventory from an outside vendor on either FPAREQN or FPAPURR, the commodity must be a stock item, and the accounting in the form must be towards a General Ledger account. Receiving Goods Form (FPARCVD) Used to enter receipt information from a packing slip or receiving document for stock items that have been delivered to the institution. You can only receive goods against an Approved purchase order. An Invoice cannot be entered for a stock commodity until a Receiving document has been entered against the Purchase Order. Dock to Stock Exceptions Report (FSRSTEX) (Optional.) Lists all items for a specific primary location that have been received by the central receiving process, but have not yet been put away. To use this report, the stock location that you received the stock into must be identified as a location type of Dock. Stores Put List Report (FSRPUTL) (Optional.) Used by warehouse personnel to determine where to put the incoming stock. Lists all items from a packing list with the default location, and all stock locations that may contain the commodity. Stores Stock Transfer Form (FSATRAN) (Optional.) Used to introduce stock into the Stores system and to record movement of stock between locations after the warehouse receives the stock by standard receiving. Can be used to establish a new location. Invoice/Credit Memo Form (FAAINVE) Used to pay for received stock item goods. A Purchase Order and Receiving document must exist before an Invoice can be processed for a stock commodity. Note: This method will be discussed in detail in the Day-to-day Operations section of this workbook. Page 37

38 Section B: Set Up Stocking the Warehouse (Continued) Physical inventory method You can add stock into a stock location when the on-hand stock quantity is zero using the Physical Inventory method by entering a quantity adjustment on the Adjustment to Quantity/Inventory Reconciliation Form (FSAADJQ), and then defining the cost of the item on the Stores Adjustment to Unit Cost Form (FSAADJC). The advantage of using the Physical Inventory method is that it produces a posting document to support each inventory item. This method might be used at an organization that performs fund and account transactions at the commodity level. Note: This method will be discussed in detail in the Day-to-day Operations section of this workbook. Page 38

39 Section B: Set Up Stocking the Warehouse Using the Quick Method Introduction The Stores Quick Quantity Entry Form (FSASTKQ) was created to facilitate quick entry of stock quantities for institutions that may already have their own stores inventory system in place and are in the process of converting their system to the Banner Finance: Stores Inventory System. Note: No accounting transactions are created when this form is used. The only enterable field is the Stock Quantity field. The only records displayed are those that 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. FSASTKQ also has a delete capability, which may only be used to remove records with quantities of zero. This capability enables an institution to clear out old or obsolete inventory locations. To delete an obsolete location, highlight the record and click the Remove Record icon. 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. Page 39

40 Section B: Set Up Stocking the Warehouse Using the Quick Method (Continued) Procedure Follow these steps to establish stock quantity information by primary/sub location using the Stores Quick Quantity Entry Form (FSASTKQ). Note: Only one participant (or instructor) needs to create these records or it will be necessary to ensure that each code is unique. Step Action 1 Access the Stores Quick Quantity Entry Form (FSASTKQ). 2 Select the record for your default primary location. 3 Enter the quantity of stock in your default primary location in the Stock Quantity field. 4 Select another record to be updated, and enter the quantity of stock for that location. Continue as needed until all records have been updated. 5 Click the Save icon. 6 Click the Exit icon. Page 40

41 Section B: Set Up Stocking the Warehouse Using the Quick Method (Continued) Purpose The Stores Quick Cost Entry Form (FSASTKC) was created to facilitate quick entry of a total value amount for stock commodities (by entering unit cost) for institutions that may already have their own stores inventory system in place and are in the process of converting their system to the Banner Finance: Stores Inventory System. Note: No accounting transactions are created when this form is used. The only enterable field is the Unit Price field. The only records displayed are those that 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 the Unit Price multiplied by the 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, first use the Stores Quick Quantity Entry Form (FSASTKQ) to change the quantity to a non-zero value, and then use FSASTKC to store the cost. Page 41

42 Section B: Set Up Stocking the Warehouse Using the Quick Method (Continued) Procedure Follow these steps to establish stock quantity information by primary location using the Stores Quick Quantity Entry Form (FSASTKQ). Note: Only one participant (or instructor) needs to create these records or it will be necessary to ensure that each code is unique. Step Action 1 Access the Stores Quick Cost Entry Form (FSASTKC). 2 Select the stock commodity record you wish to update. 3 Enter the unit cost of the selected stock commodity item in the Unit Price field. 4 Select another record to be updated, and enter the unit cost for that stock commodity. Continue as needed until all records have been updated. 5 Click the Save icon. 6 Click the Exit icon. Page 42

43 Section B: Set Up Self Check Directions Use the information you have learned in this section to complete this self check activity. Question 1 Which Banner form is used to create the Valuation Clearing account? Question 2 A two-record structure is used to create stock items in Banner. Which two forms are used for this purpose? Question 3 How is the External Rate code used in the Stores Inventory module? Question 4 What form do you use to define the inventory control parameters at the system level? Question 5 Which method for stocking the warehouse is used when an institution is converting from an existing Inventory system to the Banner Finance: Stores Inventory system? Page 43

44 Section B: Set Up Self Check (Continued) Question 6 How is the Regular method used to stock the warehouse? Question 7 What condition must apply before you can delete a record on the FSASTKQ Stores Quick Quantity Form? Question 8 One of the quick entry forms must be used with caution. Which one and why? Page 44

45 Section B: Set Up Answer Key for Self Check Question 1 Which Banner form is used to create the Valuation Clearing account? Account Code Maintenance Form (FTMACCT) Question 2 A two-record structure is used to create stock items in Banner. Which two forms are used for this purpose? Commodity Maintenance Form (FTMACCT) and the Stores Inventory Maintenance Form (FTRINVM) Question 3 How is the External Rate code used in the Stores Inventory module? External Rate codes are used to specify surcharges or discounts on inventory items issued from Profit Center warehouse facilities. Question 4 What form do you use to define the inventory control parameters at the system level? Inventory System Control Maintenance Form (FSASYSC) Question 5 Which method for stocking the warehouse is used when an institution is converting from an existing Inventory system to the Banner Finance: Stores Inventory system? Quick method Page 45

46 Section B: Set Up Answer Key for Self Check (Continued) Question 6 How is the Regular method used to stock the warehouse? The Regular method uses Procurement and Purchasing forms and processes to purchase stock inventory items from outside vendors. Question 7 What condition must apply before you can delete a record on the FSASTKQ Stores Quick Quantity Form? The quantity amount must be zero. Question 8 One of the quick entry forms must be used with caution. Which one and why? Stores Quick Quantity Cost Form (FSASTKC), because it can alter and remove records without affecting the ledgers. Page 46

47 Overview Introduction The purpose of this section is to explain the day-to-day operational procedures to handle Stores Inventory at your institution. Intended audience Finance Office Staff. Objectives At the end of this section, you will be able to stock the warehouse make adjustments to inventory requisition and issue stock items identify the forms used to query stores inventory items within the Stores Inventory module identify the reports and processes used to update and/or track and report on stores inventory items within the Stores Inventory module. Prerequisites To complete this section, you should have completed the Banner Education Practices computer-based training (CBT) tutorial Banner 7 Fundamentals, or have equivalent experience navigating in the Banner System completed the Banner Finance: Chart of Accounts training workbook completed the Banner Finance: Purchasing training workbook You will also need to ensure that the rules and validation codes in Banner needed for Stores Inventory have been set up for you. Page 47

48 Overview (Continued) Section contents Overview...47 Process Introduction...49 Purchasing Stock Items for the Warehouse...50 Transferring Stock Items...64 Requisitioning Stock Items...67 Canceling Stock Item Requisitions...70 Issuing/Returning Stock Items...72 Using the Inventory Listing Report...82 Making Adjustments to Inventory...85 Making Adjustments to Cost Stores Inventory Inquiry Forms Stores Inventory Processes and Reports Self Check Answer Key for Self Check Page 48

49 Process Introduction About the process The Finance Office can establish stores inventory for initial stock create requisitions for stock issue items order and replace inventory. Flow diagram This diagram highlights the processes used in stores inventory. What happens The stages of the process are described in this table. Stage Description 1 Stockroom clerk establishes inventory for initial stock. 2 Requestor creates a requisition for stock. 3 Inventory clerk issues items on request to end-user. 4 Stockroom clerk orders and replaces inventory. Page 49

50 Purchasing Stock Items for the Warehouse Introduction In order to purchase inventory from outside vendors to stock the warehouse, the following forms are used, in the order given, using the Purchasing and Procurement module. Purchase Order Form (FPAPURR) Use this form to create and issue purchase orders. Receiving Goods Form (FPARCVD) Use this form to enter or view receipt information from a packing slip or receiving document. Invoice/Credit Memo Form (FAAINVE) This form provides the basis for all Accounts Payable processing activities. Stores Stock Transfer Form (FSATRAN) Use this form to record movement of stock between locations after the warehouse receives the stock by stores receiving. Page 50

51 Purchasing Stock Items for the Warehouse (Continued) Purchase Order form Use the Purchase Order Form (FPAPURR) to create and issue purchase orders when purchasing stock items for the inventory warehouse. To order inventory from an outside vendor on either FPAREQN or FPAPURR, the commodity must be a stock item, and the accounting in the form must be towards a General Ledger account. The form recognizes that the item is a stock item based on the Stock indicator on the Commodity Code record. The accounting defaults the Inventory Fund and Account first from the FTRINVM inventory defaults, then from FTMSHIP inventory defaults, then from the FSASYSC inventory defaults. If document level accounting is in effect, then the first commodity is searched for a fund and account. At completion, the FTRINVM On Order quantity for this inventory item is updated with the ordered quantity. If in defer edit mode, the On Order quantity is not updated until FGRTRNI is run. Or, if the document is awaiting final approval, On Order quantity is not updated until FORAPPL is run. Purchase orders will normally be sent to the posting process. However, when using FPAPURR to order stock commodities, no posting to the ledger will occur so long as a General Ledger account is used. When the goods have been received the posting will occur at the completion of the receiving transaction. Page 51

52 Purchasing Stock Items for the Warehouse (Continued) Banner form Purchase Order Form (FPAPURR) Procedure Follow these steps to create a purchase order to order a stock item from an outside vendor. Step Action 1 Access the Purchase Order Form (FPAPURR) 2 Enter NEXT in the Purchase Order field to create a system generated number. 3 Perform a Next Block function. 4 Change the Order Date if today s date is not appropriate. 5 Change the Transaction Date if today s date is not appropriate 6 Enter a delivery date in the Delivery Date field. Note: The delivery date must be the same as or later than the order date. 7 Select a buyer in the Buyers Code field. 8 Check the Deferred Editing and NSF Checking fields if appropriate. Page 52

53 Purchasing Stock Items for the Warehouse (Continued) Requestor/ Delivery Information tab Procedure, continued Step Action 9 Select the Requestor/Delivery Information tab. Note: If set up, FOMPROF will default the Requestor and Ship to information. 10 Enter the requestor in the Requestor field; if appropriate. 11 Enter a chart of account in the COA field, if appropriate. 12 Enter an organization in the Organization field, if appropriate. 13 Enter a shipping address in the Ship To field, if appropriate. Note: When you select a shipping address the Address, Phone, Contact, and Attention fields will be filled in. 14 Enter a name in the Attention To field. Page 53

54 Purchasing Stock Items for the Warehouse (Continued) Vendor Information tab Page 54

55 Purchasing Stock Items for the Warehouse (Continued) Procedure, continued Step 15 Select the Vendor Information tab. 16 Select a vendor in the Vendor field. Action Note: Once a vendor is selected, the remaining fields will be filled in for you, if the Procurement Default Address exists for the vendor. If you need to create a vendor or add address information for the vendor, use the Vendor Maintenance Form (FTMVEND). 17 Enter a Discount code in the Discount field. View and select from the available records in the Discount Terms List (FTVDISC). 18 Enter an FOB code in the FOB Code field. View and select from the available records in the FOB Code List (FTVFOBS). 19 Enter a tax group if tax processing is on in the Tax Group field. View and choose from the available records on the Tax Group Table (FTVTGRP). Note: Tax groups entered in the purchase order override the settings on the System Control Form (FOASYSC) and the Vendor Maintenance Form (FTMVEND). 20 Enter a Purchase Order Classification code in the Class Code field. View and choose from the available records on the Purchase Order Classification List (FTVPCLS). 21 Enter a Purchase Order Shipping Carrier code in the Carrier field. View and choose from the available records in the Carrier List (FTVCARR). 22 Select a Currency code in the Currency field if the order is in a foreign currency. Note: If your institution does not maintain accounts in foreign currency, and has specified on the Currency Maintenance Form (GUACURR) that a disbursing agent exchanges the funds and makes the actual foreign currency payment, Banner checks the Disbursing Agent box. Page 55

56 Purchasing Stock Items for the Warehouse (Continued) Commodity/ Accounting tab Procedure, continued Step Action 23 Select the Commodity/Accounting tab. 24 Enter a commodity in the Commodity field. For this Procedure select a commodity that is already set up as stock item. Commodities that are stock items have a Y in the Stock field. Note: The U/M field will be filled in after the commodity is selected. 25 Tab to the Quantity field and enter 10 for the quantity to be requested. 26 Tab to the Unit Price field and enter $50 for the unit price of this commodity. 27 Tab to the Discount field. Result: Notice the extended price has been filled in by Banner. 27 Perform a Next Block function. Result: The FOAPAL string should have been defaulted in based on the commodity you selected. If not follow steps 29 & 30 to enter the proper FOAPAL 28 Click the Search icon for Funds and select fund Page 56

57 Purchasing Stock Items for the Warehouse (Continued) Procedure, continued Step Action 29 Click the Search Icon for Accounts and then select Note: The account number is what tells Banner that this purchase is for Stores Inventory. The account code has an account type that indicates it is an inventory account. 30 Enter the amount to be charged to this accounting distribution in the USD extended field. Enter in the amount shown in the Remaining Commodity Account field. 31 Select the Balancing/Accounting tab. 32 Review the Header, Commodity, and Accounting amounts. 33 If these amounts are in balance, click the Complete button Note: The auto help line should read Inventory Purchase Order: PXXXXXXX has been completed and approved. 34 Click the Exit icon. 35 Access the Stores Inventory Maintenance Form (FTRINVM). 36 Enter the commodity code for one of the items ordered in the Commodity field. 37 Perform a Next Block function. 38 Note that the On Order quantity for this item has increased by the amount ordered. Note: If in defer edit mode, the On Order quantity is not updated until FGRTRNI is run. Or, if the document is awaiting final approval, On Order quantity is not updated until FORAPPL is run. 39 Click the Exit icon. Page 57

58 Purchasing Stock Items for the Warehouse (Continued) Receiving Goods Form (FPARCVD) Receiving Goods Form (FPARCVD) Use the Receiving Goods Form (FPARCVD) to receive items purchased for the inventory warehouse/store. The commodity received must be a stock item, and the accounting in the form must be towards a General Ledger account. Both Primary Location and the Sub Location are required. Receiving transactions can only be performed against approved purchase orders. You may receive one or more packing slips within the same document, provided the same vendor is used for the entire document. If physical inventory or cost adjustments are in progress, the system does not allow you to receive any of the stock items that are currently being adjusted. When goods are received, the system debits the Inventory fund and account by the amount entered on the PO, and credits the Valuation Clearing account using the existing purchase order price to obtain the extended cost. If the receiving/matching process is being utilized, the actual posting of the difference performed during posting after the FABMATC process has been run, otherwise it is recorded during posting after the invoice has been completed and approved. Banner form Page 58

59 Purchasing Stock Items for the Warehouse (Continued) Procedure Follow these steps to create a receiver document to record the receipt of a stock item from an outside vendor. Step Action 1 Access the Receiving Goods Form (FPARCVD). 2 Enter Next in the Receiver Document Code field to allow the system to generate number or click the Search icon to select an incomplete receiving document. 3 Perform a Next Block function. 4 Double-click in the Receiving Method field to select a receiving method. 5 Select a carrier in the Carrier field. (optional). 6 Tab to the Date Received field, if necessary. Override the date displayed in the Date Received field, if appropriate. 7 Perform a Next Block function. 8 Enter the packing slip number in the Packing Slip field. Note: If the packing slip encompasses the receipt of more than one purchase order, click the Search icon to select the packing slip number entered with a different purchase order number. 9 Tab to the Bill of Lading field and enter the bill of lading number (optional). 10 Perform a Next Block function. 11 Tab to the Receive Items radio button and verify that it is selected. 12 Select the Receive All Purchase Order Items the Options menu. Note: The Receive All Purchase Order Items option is not available if there are already receiving documents against the selected purchase order. In this case, select the Select Purchase Order Items option and select the remaining items to be received on FPCRCVP. 13 Perform a Next Block function. Note: The commodity information defaults from the purchase order. Page 59

60 Purchasing Stock Items for the Warehouse (Continued) Procedure, continued Step Action 14 For each commodity, did you receive all the goods? If yes, leave the Final Received? check box checked. If no, uncheck the Final Received? check box. Note: As a side note to the Accounts Payable department - for creating the payment document, additional receiving documents can still be created. 15 Enter the quantity received for this item on the packing slip in the Current Received field. 16 Enter the amount of any rejected items at delivery time in the Current Rejected field. 17 Enter the current Received and Current Rejected defaults from the purchase order in the U/M field. 18 Enter WARE1 in the Primary Location field. Note: Both Primary Location and the Sub-Location are required fields if the item received is a stock item and the ordering account is a General Ledger account. 19 Select a sub-location in the Sub-Location field. 20 Select Access Completion from the Options menu to go to the Completion window. 21 Click Complete to complete the receiving document. Result: Once you complete the document, the Receiver Document number will be displayed on the Auto-Hint Help line and the cursor will rollback to allow you to enter another receiver. 22 Click the Exit icon. 23 Access the Stores Inventory Maintenance Form (FTRINVM). 24 Enter the commodity code for one of the items received in the Commodity field. 25 Perform a Next Block function. 27 Note that the on order quantity for this item has decreased and the not invoiced quantity has increased by the amount received. 28 Click the Exit icon. Page 60

61 Purchasing Stock Items for the Warehouse (Continued) Invoice/Credit Memo Form (FAAINVE) Use the Invoice/Credit Memo Form (FAAINVE) to pay for received stock item goods. A Purchase Order and Receiving document must exist before an Invoice can be processed for a stock commodity. If the invoice unit cost is different from the purchase order unit cost, the system processes the transaction as follows: Calculates any difference between the net purchase order amount and the net invoiced amount. The accounting entry is: Dr: Valuation Clearing Account for the net invoice amount Cr: Accounts Payable for the net invoice amount Debits or Credits the Inventory Fund and Account for the difference between the net purchase order price and the net invoice amount. Banner form Procedure Follow these steps to create an invoice document to pay for a stock item purchased from an outside vendor. Step Action 1 Access the Inventory/Credit Memo Form (FAAINVE). 2 Assign an invoice number in the Document field or tab to the Multiple field to have Banner generate an invoice number. 3 Select Regular in the Invoice Type field. 4 Enter the purchase order number in the Purchase Order field to roll a previously completed, approved, and posted purchase order into the invoice. 5 Enter Y (Yes) in the Invoice All field if you want to select all the commodities. Page 61

62 Purchasing Stock Items for the Warehouse (Continued) Invoice/Credit Memo Header window Procedure, continued Step Action 6 Perform a Next Block function to navigate to the Invoice/Credit Memo Header window. Note: All of the header information is populated from a purchase order for a Regular invoice. 7 Enter the Payment Due date in the Payment Due field (required field). 8 Enter a valid Bank code (required field). 9 Perform a Next Block function. Note: The Commodity information is populated from the originating purchase order. 10 The Final Payment Indicator must be set to F for each commodity in or to close (liquidate) that line item of the Purchase Order. 11 Enter an amount in the Additional field to allow for surplus charges on the invoice if needed. Note: Shipping costs must be processed as an Additional Amount so that they will be included in the unit cost calculations. Page 62

63 Purchasing Stock Items for the Warehouse (Continued) Options Accounting Information Procedure, continued Step Action 12 Select Accounting Information from the Options menu to navigate to the Invoice Accounting Distribution Information window. 13 Select Balancing/Completion from the Options menu once all vendor invoice and accounting information has been entered to complete the document. This window displays summary information. 14 Click the Complete button if all the appropriate levels balanced. 15 Access the Stores Inventory Maintenance Form (FTRINVM). 16 Enter the Commodity Code for one of the items invoiced in the Commodity field. 17 Perform a Next Block function. 18 Note that the Not Invoiced quantity for this item has decreased by the amount invoiced. 19 Click the Exit icon. Page 63

64 Transferring Stock Items Introduction The Stores Stock Transfers Form (FSATRAN) is used to transfer stock to other locations and create new stock locations (after the warehouse receives the stock). Use this form to introduce stock received by the standard receiving process into the Stores Inventory process. 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 on-hand quantity of the new location and subtracts from the on-hand quantity of the old location. 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. Types of stock transfers There are two different types of stock transfers: Stock transfer within one stockroom: You can move stock within the same primary location from one sub location (e.g., rack, shelf, or bin) to another sub location. 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 sub location to another warehouse sub location. 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. Page 64

65 Transferring Stock Items (Continued) Banner form Procedure Follow these steps to transfer stock items between inventory Primary Locations. Step Action 1 Access the Stores Stock Transfers Form (FSATRAN). 2 Enter NEXT in the Transfer field to have the system generate a transfer number in the system, or click the Search icon to access a list of Stores Transfers List Validation Form (FSITRAN) to select an incomplete transfer. 3 Tab to the Transaction Date field. Note: The system date appears in the Transaction Date field, this date can be changed if desired. For this exercise leave the date as of today. 4 Have all the items that need to be transferred been received? If yes, leave this field blank. If no, enter the receiving number in the Receiver Document field or Click the Search icon to select one from the Receiver/Packing Slips Validation Form (FPIPKSL). Page 65

66 Transferring Stock Items (Continued) Procedure, continued Step 5 Perform a Next Block function. Action Note: If all the items were received and a receiver document was not entered then a nothing defaults in when a next block is performed. 6 If a commodity code needs to be entered, click the Search icon to select the commodity that needs to be transferred 7 Perform a Next Block function Note: The current primary and sub locations will appear for the commodity selected and a window will appear showing the amount of items in the current location. 8 Use the Next Record function to navigate to the primary location that needs to be transferred. Note: The data in the window will change as each record is selected 9 Once the right primary and sub-locations are found to transfer, use your mouse and select the primary field that the items will move to in the window to the left. 10 Enter in the new Primary location or click the search icon to select one in the Primary field. 11 Enter in the new sub-location in the Sub location field. 12 Enter in the amount to be transferred in the Transfer Quantity field. 13 Click the Save icon. 14 Repeat steps 8-13, if additional transfers are needed to be made on this commodity. 15 Select Complete the Transfer from the Options menu. 16 Click the Exit icon Page 66

67 Requisitioning Stock Items Introduction Use the Stores Requisition Form (FSAREQN) to create requests (requisitions) for stores stock items. Once this form is completed and approved, the system creates a reservation for the requesting organization (which you enter in the Accounting block on this form) and updates the stock reserved quantity with the requisitioned quantity within Stores. You cannot use this form to modify or complete any documents created on the Requisition Form (FPAREQN) nor can FPAREQN be used to request Stores Stock items. You may use the Record Remove function to delete a FSAREQN Stores Requisition document only so long as long as it is in process. Once completed, you may use the Requisition Cancel Form (FPARDEL) to cancel a Stores request, so long as no Issue documents have been entered against it. You cannot use FPARDEL to cancel individual items on a Stores request; you must cancel the entire requisition. Banner form Page 67

68 Requisitioning Stock Items (Continued) Procedure Follow these steps to create a stores request for issue of stock items from the inventory warehouse/stockroom/store using the Stores Requisition Form (FSAREQN). Step Action 1 Access the Stores Requisition Form (FSAREQN). 2 Enter NEXT in the Request field to have the system generate one or click the Search icon to select an incomplete one. 3 Perform a Next Block function. 4 The transaction date defaults to the current date, but you may enter a different one in the Transaction Date field. 5 Enter the date the requester wants all items on the requisition to be issued in the Delivery Date field. 6 Leave the Cancel Date field blank. Note: A date is displayed only if you are viewing a Requisition number that has already been created and canceled. 7 The Requestor, Phone, and Extension fields are optional. 8 Select the delivery location code in the Ship To field. 9 Perform a Next Block function. 10 Enter the commodity code of the Stores item being requested in the Commodity field, or click on the search icon to select one. Result: The description and U/M fields default in. 11 Enter the requested quantity of the commodity in the Quantity field. 12 Tab to the Extended Cost field. Result: The extend cost will be calculated based on the unit price of the commodity and the number of items requested. 13 Use the Next Record function and repeat steps to add additional commodities. 14 Perform a Next Block function. 15 Enter your chart if it did not default in Chart of Accounts field. 16 Fiscal year will default in based on the transaction date. 17 Enter 1110 in the Fund field. 18 Enter in the Organization field. 19 Enter 7210 in the Account field. 20 Enter 10 in the Program field. Page 68

69 Requisitioning Stock Items (Continued) Procedure, continued Step Action 21 Tab to the Amount field and enter in the amount to be charged to this accounting distribution. Note: You may also enter a distribution percentage in the Percent field to divide the charge between multiple account distributions. Use the Next Record function to add additional account distribution records. 22 Select Review Accounting Information from the Options menu to double check if you are in balance with commodities total. 23 Click the Exit icon. 24 Perform a Next Block function. 25 Click the Complete button to complete this requisition. 27 Click the Exit icon. Page 69

70 Canceling Stock Item Requisitions Introduction You may use the Requisition Cancel Form (FPARDEL) to delete requests (stores requisitions) for stock items so long as no issues have been entered against it. Once this form is completed and approved, the system cancels the reservation for the requesting organization and decreases the FTRINVM reserved quantity within Stores for all items requested. Before you can cancel a requisition, you must complete, approve, and post that requisition. Otherwise, you will receive an error message when you try to proceed with this form. You cannot use FPARDEL to cancel individual items on a Stores request; you must cancel the entire requisition. Access this form from the Request Processing menu (*FINREQST). Banner form Page 70

71 Canceling Stock Item Requisitions (Continued) Procedure Follow these steps to cancel a stock item requisition using the Requisition Cancel Form (FPARDEL). Step Action 1 Access the Requisition Cancel Form (FPARDEL). 2 Enter the requisition code of the document you want to cancel in the Request Code field. 3 Perform a Next Block function. Note: The system displays the summarized data for this requisition. 4 Select Access Cancel Date from the Options menu to open the Cancel Date window. 5 Verify the date in the Cancel Date field. The system date defaults in. You can enter any date within an open fiscal year period. 6 Enter the code that represents the reason for this purchase order being canceled in the Reason Code field, or double click in the field to select one from a list. 7 Select Process Cancellation from the Options menu to complete the cancellation of this requisition. 8 Click the Exit icon. Page 71

72 Issuing/Returning Stock Items Introduction Use the Stores Issue/Return Form (FSAISSU) to enter issues or returns of stock items. 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. 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. This form can also be used to enter return documents. The Return check box indicates whether the document is an issue (unchecked) or a return (checked). A single document may not contain both issues and returns. The on-hand quantity of the issued stores commodity is adjusted once the document is completed. You do not use the approvals process for stores issue/return documents. If physical inventory or cost adjustments are occurring, no issues or returns for the item being adjusted can occur. Page 72

73 Issuing/Returning Stock Items (Continued) Banner form Procedure 1 Follow these steps to issue stock items directly (without referencing a stores requisition document) using the Stores Issues/Return Form (FSAISSU). Step Action 1 Access the Stores Issues/Return Form (FSAISSU). 2 Enter NEXT in the Issue field to have the system generate an issue code, or click on the SEARCH icon to select an issue document that is incomplete. 3 Leave the Request Number field blank. 4 Perform a Next Block function. 5 Verify the date in the Issue Date field. The system date defaults in. It may be changed but for this exercise leave the date as is. 6 Verify the date in the Transaction Date field. The system date defaults in. It may be changed but for this exercise leave the date as is. 7 Leave the Return check box unchecked (blank). 8 Select the NSF On/Off checkbox to have Banner check for non-sufficient funds. 9 Tab to the Requestor field and enter the name or title of the person requesting the stock items. 10 Tab to the Ship To field and enter the departmental requestor s Ship-to code (the delivery address for the issued item.) Page 73

74 Issuing/Returning Stock Items (Continued) Procedure, continued Step Action 11 If you want to attach text to this issue document, select Document Text from the Options menu to open the General Text Entry Form (FOATEXT) and enter the text there. Note: Once you save your entry and return to FSAISSU, the Document Text check box is checked. 12 Select the NSF On/Off check box to have Banner check for non-sufficient funds. 13 Perform a Next Block function 14 Enter the commodity code for the first stock item to be issued in the Commodity field or click the search icon and select it from the list, and then tab out of the field. Note: The commodity description, unit of measure and unit cost default. 15 Enter a rate code in the External Rate field, if applicable, to apply a surcharge or discount to the issued unit price cost of the commodity. Note: The External Cost will default. To use this feature, the inventory location must be defined as a profit center. 16 Perform a Next Block function. Note: All locations for the selected commodity will be queried in this block. All sub locations, if any, will be queried for the selected commodity. Use the Next Record Function to scroll through all available locations. 17 Enter the desired issue quantity in the Issue or Return Quantity field. Note: This amount cannot be greater than the on-hand quantity for the location. The Item Cost field will automatically be calculated. 18 Perform a Next Block function. 19 Select your chart if it did not default in the Chart of Accounts field. 20 Fiscal year will default in based on the transaction date. 21 Enter 1110 in the Fund field. 22 Enter in the Organization field. 23 Enter 7210 in the Account field. 24 Enter 10 in the Program field. Page 74

75 Issuing/Returning Stock Items (Continued) Procedure, continued Step Action 25 Tab to the Percent field. Enter 100 if you intend to charge the issued items to one account. Notes: If you intend to divide the charge for the issued item between multiple accounts, change the percentage accordingly. You may also divide the charge between multiple accounting distributions by clearing the Percent field and entering the amount to be charge to this account distribution in the Amount field. Use the Next Record function to add additional account distribution records. 26 Perform a Next Block function. 27 Click the Complete button. Note: If this document is the first issue or return completed in your Banner session, the Stores Inventory Distribution Initialization Form (FOADEST) will automatically open. This form is used to designate the printer that will print out your issue/return documents if your system is configured to automatically run the FSRISST Issue Ticket Report in sleep/wake mode. 28 Enter a printer in the Issues field if using sleep/wake to generate issue tickets. Otherwise, leave this field blank. 29 Click the Exit icon. Page 75

76 Issuing/Returning Stock Items (Continued) Banner form Procedure 2 Follow these steps to issue stock items against a stores request (referencing a stores requisition document) using the Stores Issues/Return Form (FSAISSU). Step Action 1 Access the Stores Issues/Return Form (FSAISSU). 2 Enter NEXT in the Issue field to have the system generate an Issue code, or click on the Search icon to select an Issue document that is incomplete. 3 Enter one of the stores requisition numbers you just created in the Request Number field or click on the Search icon to select it from a list. 4 Check the Issue All Items check box if you intend to issue all items on the request to generate Issue Commodity Detail records automatically for all items on the selected request. Note: You cannot select this check box if items have been previously issued against the selected stores request. 5 Perform a Next Block function Page 76

77 Issuing/Returning Stock Items (Continued) Procedure, continued Step 6 Verify the date in the Issue Date field. Action Note: The system date defaults in. It may be changed but for this exercise leave the date as is. 7 Verify the date in the Transaction Date field. The system date defaults in. It may be changed but for this exercise leave the date as is. 8 Leave the Return checkbox blank. 9 The Document Text checkbox is selected if text exists for this requisition. If there is text, select Document Text from the Options menu to view it. 10 Select the NSF On/Off checkbox to have Banner check for non-sufficient funds. 11 The value in the Ship To field defaults from the selected stores requisition. It cannot be updated. 12 Click the Select Items checkbox to select specific items from the specified request. Note: When you check this box, you automatically access the Issue Requisition Selection Form (FSCISSR), where you will select individual items from the requisition. You cannot select this check box if you previously selected the Issue All Items checkbox. 13 Click the ADD checkbox on FSCISSR for those commodities you wish to issue. 14 Click the Save icon. 15 Click the Exit icon. Note: The selected commodities are now loaded in the Commodity Information block of FSAISSU. 16 Enter a rate code in the External Rate field, if applicable, to apply a surcharge or discount to the issued unit price cost of the commodity. Note: The External Cost will default. To use this feature, the inventory location must be defined as a profit center. 17 Perform a Next Block function. Note: All locations for the selected commodity will be queried in this block. All sub locations, if any, will be queried for the selected commodity. Use the Next Record function to scroll through all available locations. Page 77

78 Issuing/Returning Stock Items (Continued) Procedure, continued Step Action 18 Enter the desired issue quantity in the Issue/Return Quantity field. Note: This amount cannot be greater than the on-hand quantity for the location. The Item Cost field will automatically be calculated. 19 Perform a Next Block function. Note: The account distribution data defaults into the Accounting Information block from the selected stores requisition. Double check it for accuracy. 20 Perform a Next Block function. 21 Click the Complete button. Note: If this document is the first issue or return completed in your Banner session, the Stores Inventory Distribution Initialization Form (FOADEST) will automatically open. This form is used to designate the printer that will print out your issue/return documents if your system is configured to automatically run the FSRISST Issue Ticket Report in sleep/wake mode. 22 Enter a printer in the Issues field if using sleep/wake to generate issue tickets. Otherwise, leave this field blank. 23 Click the Exit icon. Page 78

79 Issuing/Returning Stock Items (Continued) Procedure 3 Follow these steps to record the return of issued stock items. Step Action 1 Access the Stores Issues/Return Form (FSAISSU). Note: An Issue document must be completed and posted before a Return can be entered against it. 2 Enter NEXT in the Issue field to have the system generate an Issue code, or enter a user-defined code. Note: You cannot view Stores Return information on FOIDOCH by querying the either the Stores Issue document that the return was entered against, or the Stores Requisition referenced by the Stores Issue. To view a Stores Return on FOIDOCH, you must query the code assigned to the Stores Return document. For this reason, many institutions choose to use a user-defined code when entering Stores Returns. 3 Leave the Request Number field blank. 4 Perform a Next Block function 5 Verify the date in the Issue Date field. The system date defaults in. It may be changed but for this exercise leave the date as is. 6 Verify the date in the Transaction Date field. The system date defaults in. It may be changed but for this exercise leave the date as is. 7 Click the Return checkbox to indicate that this document records the Return of issued stock items. 8 Tab to the Requestor field and enter the name or title of the person returning the issued stock items. 9 Tab to the Ship To field and enter the departmental requestor s Ship-to code (the delivery address that the issued item is being returned from.) 10 If you want to attach text to this Return document, select Document Text from the Options menu to open the General Text Entry Form (FOATEXT) and enter the text there. Note: Once you save your entry and return to FSAISSU, the Document Text checkbox is checked. 11 Perform a Next Block function Page 79

80 Issuing/Returning Stock Items (Continued) Procedure, continued Step Action 12 Type the code belonging to the Stores Issue document the item being returned was issued on in the Returned Issue field. Note: For the purpose of this exercise, use the Issue document you created in the previous Procedure. 13 Tab to the Commodity field. Enter the commodity code for the first stock item being returned. Note: If you try to enter a commodity code on a Return that wasn t on the original Issue, Banner displays the warning Commodity not issued by document. 14 Perform a Next Block function. 15 Enter the quantity of this stock commodity being returned in the Issue or Return Quantity field, and then tab out of the field. Note: The Item Cost and Commodity Total are automatically calculated. The returned quantity must be less than or equal to currently issued quantity, e.g., the original issue quantity less previously returned quantity. 16 Perform a Previous Block function to access the Commodity Information block if more than one stock item from the Returned Issue document is being returned. 17 Perform a Next Record function to obtain a blank record. 18 Repeat steps until Returned Issue, Commodity, and Return Quantity info is established for all items being returned. 19 The Accounting Information data defaults from the original Stores Issue document. It cannot be changed. 20 Perform a Next Block function. Page 80

81 Issuing/Returning Stock Items (Continued) Procedure, continued Step 21 Click the Complete button. Action Note: If this document is the first issue or return completed in your Banner session, the Stores Inventory Distribution Initialization Form (FOADEST) will automatically open. This form is used to designate the printer that will print out your issue/return documents if your system is configured to automatically run the FSRISST Issue Ticket Report in sleep/wake mode. 22 Enter a printer in the Issues field if using sleep/wake to generate issue tickets. Otherwise, leave this field blank. 23 Click the Exit icon. Page 81

82 Using the Inventory Listing Report Introduction Use the Inventory Listing Report (FSRINVL) any time you want to obtain a snap shot of the Banner system on-hand count for stock commodities. Depending on your site policies, FSRINVL can be used during physical inventory by warehouse staff taking the physical count, or used by administrative staff for comparing on-hand count quantities with the blind count quantities taken by the warehouse staff using the Physical Inventory Worksheet (FSRPIWS). If used during physical inventory, be sure to start the inventory adjustment process on FSASYSA before running this report. This will prevent any receipts, invoices, transfers, or issues from being processed that would change the on-hand count captured in the FSRINVL report output. This report creates a listing of stock items, their on-hand quantities, their current value, and their locations. Depending on the parameter values entered, the report may print: all commodities for all locations sorted by commodity/location (default value) one commodity across all locations one commodity in a subset of locations all commodities for one location. Page 82

83 Using the Inventory Listing Report (Continued) Banner form Page 83

84 Using the Inventory Listing Report (Continued) Procedure Follow these steps to run the Inventory Listing Report (FSRPHYR) leaving all parameters set to their default values in order to produce a list of all commodities for all inventory locations sorted by commodity/location. Step Action 1 Access the Inventory Listing Report (FSRPHYR). 2 Enter a valid printer name, or enter DATABASE in the Printer field to view the saved report output on GJAREVO. 3 Enter these parameter values. Parameter Description Parameter 01: (Optional) May be entered multiple times. If a commodity code is Commodity entered, FSRINVL reports on only this commodity across all Code locations (depending upon other parameter values entered.) If a high level commodity is entered, FSRINVL reports on all commodities within this hierarchical structure. If left with the wildcard (%) Parameter 02: Primary Location Parameter 03: Sub Location Parameter 04: Sort Commodity by Description default, all commodities are reported. (Optional) If a value for this parameter is entered, FSRINVL reports on commodities existing only in this location. If left with the wildcard (%) default, all locations are reported. (Optional) Requires a Primary Location parameter. If entered, all commodities within these locations are reported. If left as-is, all sublocations are reported (depending upon other parameter values entered.) (Optional) If Y (Yes) is entered, the report is sorted by commodity description. The default is N (No), sort by commodity code. 4 Click the Save Parameter Set as checkbox. 5 Enter a name and description in the Name and Description fields. 6 Click the Submit radio button. 7 Click the Save icon to execute the report. 9 Click the Exit icon. Page 84

85 Making Adjustments to Inventory Introduction Use the Inventory Adjustment System Control Form (FSASYSA) to initiate and to end adjustments to either the on-hand quantity or unit cost of a Stores Inventory stock item. Use it also to flag inventory location/items for physical count. Before you make an adjustment to either quantity or 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. FSASYSA is used to restrict stores items for this purpose. To initiate an adjustment process on this form, first enter a primary location, commodity code, or both to specify the inventory item(s) to be adjusted, and then indicate the type of adjustment process you wish to perform by selecting either the Cost or Quantity adjustment option radio button. Once you commit your selection, the form begins the adjustment process and updates an internal adjustment status indicator maintained on the stock item s FTVSTKL record to either I Inventory Quantity Adjustment in Progress T Cost Adjustments in Progress Once the adjustment process is initiated, no receipts, invoices, transfers, or issues may be processed for the selected location/commodity until the adjustment process is ended. Page 85

86 Making Adjustments to Inventory (Continued) Banner Page 86

87 Making Adjustments to Inventory (Continued) Procedure Follow these steps to initiate an inventory quantity adjustment using the Inventory Adjustment System Control Form (FSASYSA). Adjustments to cost will be covered in another procedure. Step Action 1 Access the Inventory Adjustment System Control Form (FSASYSA). 2 Enter the primary location code in the Primary Location field, or double click in the field to select it from a list. 4 Enter the code of the commodity for which adjustments are being performed in the Commodity Code field. Note: The description of the commodity code displays automatically in the Description field. 5 Click Quantity to begin adjustments to inventory. 6 Click the Save icon to commit this adjustment to your Stores Inventory records Result: The adjustment history for this commodity displays. If necessary, you may scroll through these records. 7 Click the Exit icon. Note: Running the Physical Inventory Worksheet (FSRPIWS) job will list all the commodities that are currently being adjusted for quantity. Page 87

88 Making Adjustments to Inventory (Continued) Purpose The Physical Inventory Worksheet (FSRPIWS) creates a listing of all items that have been flagged for physical inventory count by specific location. The purpose of the report is to facilitate the recording of count quantities. This report sorts by location and commodity. A secondary sort option allows you to sort by commodity and location. Be sure to start the inventory quantity adjustment process on FSASYSA before running this report. Banner form Page 88

89 Making Adjustments to Inventory (Continued) Procedure Follow these steps to run the Physical Inventory Worksheet report (FSRPIWS) leaving all parameters set to their default values in order to produce a list of all commodities in all inventory locations that are currently flagged for inventory count. Step Action 1 Access the Physical Inventory Worksheet report (FSRPIWS). 2 Enter the desired printer name in the Printer field. Note: Enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive. 3 Enter these parameter values. Parameter Parameter 01: Primary Location Parameter 02: Sub Location Parameter 03: Commodity Code Parameter 04: Sort Commodity by Description Description (Optional) If a value for this parameter is entered, FSRPIWS reports on commodities existing only in this location. If left with the wildcard (%) default, all locations are reported. (Optional) Requires a Primary Location parameter. If entered, all commodities within these locations are reported. If left as-is, all sublocations are reported (depending upon other parameter values entered.) (Optional) May be entered multiple times. If a commodity code is entered, FSRPIWS reports on only this commodity across all locations (depending upon other parameter values entered.) If a high level commodity is entered, FSRPIWS reports on all commodities within this hierarchical structure. If left with the wildcard (%) default, all commodities are reported. (Optional) If Y (Yes) is entered, the report is sorted by commodity and location. The default is N (No), sort by location and commodity. 4 Click the Save Parameter Set as checkbox. 5 Enter a name and description in the Name and Description fields. 6 Click the Submit radio button. 7 Click the Save icon to execute the report. 8 Select Review Output on the Options menu to review the report. 9 Click the Exit icon. 10 Click the Exit icon. Page 89

90 Making Adjustments to Inventory (Continued) Purpose The Stores Physical Inventory Count Recording Form (FSAPHYC) is used to record the physical inventory count obtained by warehouse personnel for each commodity flagged for inventory count at the specified location(s). The Recording block displays only those commodities that have been flagged for count by entering a quantity adjustment on FSASYSA. The Count Quantity field in the Recording Information block is the only data enterable field on this form. 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 access FSAPHYC to verify which sub locations have been flagged for a physical inventory count. Alternatively, you may consult the FSRPIWS Physical Inventory Work Sheet. Banner form Page 90

91 Making Adjustments to Inventory (Continued) Procedure Follow these steps to complete the process. Step Action 1 Access the Stores Physical Inventory Count Recording Form (FSAPHYC). 2 Enter the primary location code in the Primary Location field, or click the Search icon to select a code from a list Note: If you only enter the Primary Location, the system retrieves all commodities in all sub locations in that location. If you enter the Primary Location and Sub Location, the system retrieves all sub locations starting with the one specified. 3 Enter a Sub Location in the Sub Location field to further refine the query. This may be entered in conjunction with the % sign to find all entries that match the entered data. 4 Enter a commodity code in the Commodity Code field to limit your query to that specific commodity. Leave blank to display all commodities in the selected location. 5 Perform a Next Block function Note: Only those locations that await a physical inventory count display in the Recording Information fields. All of the Recording Information fields are display only, except for the Count Quantity field. 6 Enter the desired inventory quantity for each location/commodity in the Count Quantity field. 7 Click the Save icon to commit this inventory count to your Stores Inventory records. 8 Click the Exit icon. Note: At this point, you can run the Physical Inventory Process (FSRPHYR). Items within tolerance are marked reconciled. Then run the Physical Inventory Discrepancy Report (FSRPIDR), which lists all items whose system inventory count does not match the physical inventory count. Page 91

92 Making Adjustments to Inventory (Continued) Purpose The Physical Inventory Process (FSRPHYR) automatically marks as reconciled all those items whose system inventory count does not vary from the physical inventory count by an amount greater than the system defined tolerance for that stock commodity. Before running this process, you must assign all or some stock commodities an ABC classification on the Stores Inventory Maintenance Form (FTRINVM). The process can be run in A (Audit) or U (Update) mode. Run the process in Audit mode to view the records that are marked for automatically reconciliation without making changes to the database. Run the report in Update mode to have the process update the database and automatically reconcile those inventory records that can be reconciled. Print this report after the process has run to obtain a list all reconciled items. The report output resembles the Physical Inventory Discrepancy Report (FSRPIDR). Banner form Page 92

93 Making Adjustments to Inventory (Continued) Procedure Follow these steps to run the Physical Inventory Process (FSRPHYR) in Audit mode to view all items within tolerance marked for automatic reconciliation without making changes to the database. Step Action 1 Access the Physical Inventory Process (FSRPHYR). 2 Enter the desired printer name in the Printer field. Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive. 3 Enter these parameter values. Parameter Parameter 01: Primary Location Parameter 02: Sub Location Parameter 03: Report Mode Description (Optional) If a value for this parameter is entered, FSRPHYR marks as reconciled only those commodities existing in this location that are within tolerance limits for the commodity ABC classification. If left with the wildcard (%) default, all locations are reconciled that are within tolerance limits for the commodity ABC classification. (Optional) Requires a Primary Location parameter. If entered, all commodities within these locations that are within tolerance limits for the commodity ABC classification are marked as reconciled. If left as-is, all sublocations are reconciled that are within tolerance limits for the commodity ABC classification (depending upon other parameter values entered.) (Required) A = Audit, U = Update The process can be run in audit mode by entering A (Audit). This allows you to view the records that are marked for automatically updated without making changes to the database. Enter U (Update) to have the process update the database and automatically reconcile those inventory records that can be reconciled. Page 93

94 Making Adjustments to Inventory (Continued) Procedure, continued Step Action 4 Click the Save Parameter Set as checkbox. 5 Enter a name and description in the Name and Description fields. 6 Click the Submit radio button. 7 Click the Save icon to execute the report. Result: The Auto hint line displays the job submission number for the report log and list file. 8 Select Review Output on the Options menu to review the report. 9 Click the Exit icon. Purpose The Physical Inventory Discrepancy Report (FSRPIDR) lists all items whose system inventory count does not match the physical inventory count. If an item was reconciled, values do not appear in the Count Quantity column. Redefine the location parameters based on your site policies. The system automatically performs a wildcard search using the sublocation, if entered. If only the primary location (warehouse) is entered, all discrepancies within that warehouse are reported. If a primary location and sublocation are entered, all locations matching the primary location and sublocation (rack/shelf/bin) are returned. All values with the exception of the Commodity Description and Over/Under values are retrieved from the Stock Locations Table (FTVSTKL). The commodity description is retrieved from the Commodity Verification Table (FTVCOMM). The Over/Under column is calculated as (Count Quantity minus System Quantity). Page 94

95 Making Adjustments to Inventory (Continued) Additional features You may control the printing of the discrepancy report by an ABC tolerance. To take advantage of this feature, you must assign some or all stock commodities an ABC classification on the Stores Inventory Maintenance Form (FTRINVM). The List Reconciled parameter enables you to display only R (Reconciled) items, U (Unreconciled) items, or list A (All) locations regardless of whether items have been reconciled or not. In all cases, an asterisk appears in the Not Reconciled column identifying those items that have not been reconciled. To request a report for a hierarchy of commodities, enter the high level commodity within the group. This report sorts by location and commodity. Enter a value in the Sort by Commodity parameter to change the sort order of the listing to commodity and location. Banner form Page 95

96 Making Adjustments to Inventory (Continued) Procedure Follow these steps to run the Physical Inventory Discrepancy Report (FSRPIDR) with the parameters set to obtain a list of all unreconciled items. Step Action 1 Access the Physical Inventory Discrepancy Report (FSRPIDR). 2 Enter the desired printer name in the Printer field. Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive. 3 Enter these parameter values. Parameter Parameter 01: Primary Location Parameter 02: Sub Location Parameter 03: ABC Classification Parameter 04: Status Selection Description (Optional) If a value for this parameter is entered, all discrepancies within that warehouse are reported. If a primary location and sublocation are entered, all locations matching the primary location and sublocation (rack/shelf/bin) are returned. If left blank, all locations with quantity discrepancies are reported. (Optional) Requires a Primary Location parameter. If entered, all commodities with quantity discrepancies within these locations are reported. If left blank, all sublocations with quantity discrepancies are reported (depending upon other parameter values entered.) (Optional) If entered, prints only those stock items that exceed the tolerance defined using the FTMSDAT form for the ABC classification entered. Only those commodities with this classification are checked for tolerance. If left blank, all discrepancies are reported no matter what the tolerance. (Required) This parameter controls the listing of reconciled and unreconciled items. U (Unreconciled) lists only unreconciled locations. R (Reconciled) lists only reconciled locations. A (All) lists both reconciled and unreconciled items. Use this parameter along with the above parameters to control the printing selections. Page 96

97 Making Adjustments to Inventory (Continued) Procedure, continued Step 3 Continued Parameter Parameter 05: Commodity Parameter 06: Sort Commodity by Description Action Description (Optional) May be entered multiple times. If entered, reports on locations with quantity discrepancies only for this commodity. If left blank, all commodities are reported along with the above parameter values. A high level commodity may be entered which reports on all commodities within this hierarchical structure. (Optional) If Y (Yes) is entered, the report is sorted by description and location. The default is N (No), sort by location and commodity. 4 Click the Save Parameter Set as checkbox. 5 Enter a name and description in the Name and Description fields. 6 Click the Submit radio button. 7 Click the Save icon to execute the report. Result: The Auto hint line displays the job submission number for the report log and list file. 8 Select Review Output on the Options menu to review the report. 9 Click the Exit icon. Page 97

98 Making Adjustments to Inventory (Continued) Purpose The Adjustment To Quantity/Inventory Reconciliation Form (FSAADJQ) is used to reconcile discrepancies in the Physical Inventory process. The data that appears on this form specifies only those items in your inventory that maintain a discrepancy between the recorded on-hand count (System Quantity) and the physical count (Count Quantity). Banner forms The Adjustment To Quantity/Inventory Reconciliation Form (FSAADJQ) When you check the Select Items checkbox on the Adjustment To Quantity/Inventory Reconciliation Form (FSAADJQ), the system displays this window where you can select which items you wish to add. Page 98

99 Making Adjustments to Inventory (Continued) Procedure Follow these steps to run the Physical Inventory Worksheet report (FSRPIWS) leaving all parameters set to their default values in order to produce a list of all commodities in all inventory locations that are currently flagged for inventory count. Step Action 1 Access the Adjustment To Quantity/Inventory Reconciliation Form (FSAADJQ). 2 Enter NEXT to have the system assign a reconciliation number or click on the Search icon to select one that is incomplete in the Reconciliation Number field. 3 Verify the date in the Transaction Date field. Note: The system date defaults in; either enter a transaction date or use the system date. 4 Click the Select Items checkbox to access the Inventory Reconciliation Location Selection Form (FSCSTKL) in order to view those locations awaiting reconciliation and select some (or all) of those locations for reconciliation. 5 Click the Add checkbox to select those items to be adjusted. 6 Click the Exit icon. Note: The items selected default in the Adjustment Detail Information fields. 7 Verify the quantity in the Adjusted Quantity field. 8 Perform a Next Block function to access the Balancing/Completion window. 9 Click the Complete icon to post this reconciliation and save this adjustment document to your Stores Inventory records. 10 Run the Posting process (FGRACTG) once you complete this document. Notes: 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 Quantity field with the adjusted quantity, and clears the Count Quantity field in the Stock Locations table (FTVSTKL). Page 99

100 Making Adjustments to Inventory (Continued) Purpose Use the Inventory Adjustment System Control Form (FSASYSA) to end the on-hand quantity adjustment of a Stores Inventory stock item. Banner form Procedure Follow these steps to use the Inventory Adjustment System Control Form to end the on-hand quantity adjustment performed in the previous procedures. Step Action 1 Access the Inventory Adjustment System Control Form (FSASYSA). 2 Enter the primary location code for the adjustment(s) just made in the Primary Location field. 3 Enter the code of the commodity for which adjustments was just made in the Commodity Code field. Note: The description of the commodity code displays automatically in the Description field. 4 Select End to end adjustments in progress in the Adjustment Action field. 5 Click the Save icon. 6 Click the Exit icon. Page 100

101 Making Adjustments to Inventory (Continued) Flow diagram Page 101

102 Making Adjustments to Cost Purpose Use the Inventory Adjustment System Control Form (FSASYSA) to initiate a unit cost adjustment of a Stores Inventory stock item. 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. FSASYSA is used 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 Process). At this point, issue, transfer, receipt, and physical quantity adjustment documents cannot be created or completed for the commodity code specified. When adjusting a stock commodity s unit cost, you must make cost adjusts to all of the Primary Locations in which the commodity is stored. Banner form Page 102

103 Making Adjustments to Cost (Continued) Procedure Follow these steps to initiate an inventory unit cost adjustment using the Inventory Adjustment System Control Form (FSASYSA). Step Action 1 Access the Inventory Adjustment System Control Form (FSASYSA). 2 Enter the primary location code in the Primary Location field, or double click in the field to select it from a list. 3 Enter the code of the commodity for which adjustments are being performed in the Commodity Code field or click the Search icon to display a list of valid codes, if needed. Note: The description of the commodity code displays automatically in the Description field. 4 Click the Cost radio button to update the status to T (Cost Adjustments in Progress) to begin adjustments to inventory. 5 Click the Save icon to commit this adjustment to your Stores Inventory records. 6 Perform a Next Block function. Note: The adjustment history for this commodity displays. If necessary, you may scroll through these records. 7 Perform a Rollback function. 8 Repeat steps 2-9, until all locations for this commodity have been started on the cost adjustment process. 9 Click the Exit icon. Page 103

104 Making Adjustments to Cost (Continued) Purpose Use the Stores Adjustment to Unit Cost Form (FSAADJC) to make adjustments to the unit cost of a stores item. You may not view or modify quantity type adjustment documents from this form. You also cannot make adjustments to a cost adjustment document after it has been completed. Once a valid commodity code is entered in the Unit Cost Adjustment Block, the commodity code cannot be changed. The item must be deleted if the commodity code is incorrect. Once the cursor passes the commodity description field, total value amount is defaulted from the FTVCOMM table. Total on-hand quantity is defaulted by summarizing all FTVSTKL ftvstkl_stock_qty records for the commodity code entered. A unit cost is calculated by dividing total value amount by total on-hand quantity. After an adjusted unit cost is entered, the adjustment amount is calculated as follows: calculated unit cost - adjusted unit cost net adjustment to unit cost x sum ftvstkl_stock_qty adjustment amount The adjustment amount represents the entry being made to the general ledger when posting is executed. A document adjustment amount for the entire document is displayed in the Unit Cost Adjustment Block. When a FSRADJD record is inserted, the commodity s adjustment status is updated to a C (Cost Entered) status. By doing this, no other document can update the cost for this commodity code. If the record is deleted, the status is updated back to T (Cost Adjustment in Progress) status to allow other documents to update the commodity code. Once you complete this form, the form becomes query-only, and you may not make any further changes to the adjustment document. Page 104

105 Making Adjustments to Cost (Continued) Banner form Procedure Follow these steps to adjust the unit cost of an inventory item using the Stores Adjustment to Unit Cost Form (FSAADJC). Step Action 1 Access the Stores Adjustment to Unit Cost Form (FSAADJC). 2 Enter NEXT in the Adjustment Document Number field to have the system generate a number. 3 Verify the date in the Transaction Date field. The system date defaults in, either enter a transaction date or use the system date. 4 Perform a Next Block function. 5 Enter the commodity number you started the adjustment on the previous form in the Commodity field. Note: The associated commodity description displays and the values for the Total Value Amount, On-hand Quantity, and Unit Cost fields all default from existing records or previous adjustment records. Page 105

106 Making Adjustments to Cost (Continued) Procedure, continued Step Action 6 Enter the unit cost amount desired for the commodity in the Adjusted Unit Cost field. 7 Tab to the Adjustment Amount field to show the change. 8 Click the Save icon. 9 Perform a Next Block function. 10 Click the Complete button to post this reconciliation and save this adjustment document to your Stores Inventory records. 11 Run the Posting process (FGRACTG) once you complete this document. Note: 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. Page 106

107 Making Adjustments to Cost (Continued) Purpose Use the Inventory Adjustment System Control Form (FSASYSA) to end the unit cost adjustment of a stores inventory stock item. Banner form Procedure Follow these steps to complete the process. Step Action 1 Access the Inventory Adjustment System Control Form (FSASYSA). 2 Enter the primary location code for the adjustment(s) just made in the Primary Location field. 3 Enter the code of the commodity for which adjustments was just made in the Commodity Code field. Note: The description of the commodity code displays automatically in the Description field. 4 Click the End radio button to end adjustments in progress in the Adjustment Action field. 5 Click the Save icon. 6 Perform a Rollback function. 7 Repeat steps 2-6, until all locations for this commodity have been ended on the cost adjustment process. 8 Click the Exit icon. Page 107

108 Making Adjustments to Cost (Continued) Flow diagram Page 108

109 Stores Inventory Inquiry Forms Name Description Purpose FPIREQN Requisition A companion query form for the Requisition Form Inquiry Form (FPAREQN), this form is also used to view Stores FSAPREQ Stores Inventory Low Stock List Requisition documents created on FSAREQN. This form is used to view and maintain a list of all stock that the system finds to be at the user defined point of reorder. You may delete these stock items or leave them in the system as a reminder that you must reorder them. Neither deleting nor ordering is an automatic process. The items listed on this form only serve as a guide to what inventory items you need to reorder. To remove an item from the Low Stock List, position the cursor on the item and select Remove Record. FSAREQN FSIOSRO FSIISSU Stores Requisition Form Open Stores Request Form Issue/Return List Validation Form 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. This form is used to view completed Stores Requisition documents as well as to enter new Stores Requests. Note: Only the first two commodity record lines on a completed stores request can be viewed on FSAREQN. To view all of the commodity records entered on a completed stores requisition document, use the Requisition Inquiry Form (FPIREQN). Use this form to query open stores requisitions by organization, commodity, or both. A list of all open requisitions for the organization displays, including the commodity information attached to each requisition. Note: This list includes incomplete and unapproved stores requests along with complete/approved requests. Use this form to select stores issues or returns. The form lists all issue documents within the system that are completed, not completed, and returns. Page 109

110 Stores Inventory Inquiry Forms (Continued) Name Description Purpose FSITRAN Stores Transfers List Validation Form FSIADJL FOIDOCH Stores Adjustment Document List Form Document History Form Use this form to select stores transfers. The form displays a list of all Stores Transfer documents that have been entered on the Stores Stock Transfer Form (FSATRAN). Use this form to select physical inventory reconciliation documents. The form displays all adjustment documents that are currently entered in the system. The adjustment documents may be one of two kinds, quantity, or cost. Use this form to view the processing history of purchasing and payment documents. FOIDOCH also identifies and provides the status of all documents in the processing path for the document selected in the key block. FSISTKL FSIISSQ FTVCOMM FTVINVM FTVSHIP Stores Commodity Location List Form Stores Issue/Return Query Form Commodity Validation Form Stores Inventory Validation Form Ship to Validation Form Using this form, you can determine in a glance what documents have been completed in the process of purchasing stock items and in the course of issuing stock items to fulfill stores requests. Use this form to select Stores commodity locations. Also use this form to determine the inventory adjustment status of any given commodity. Inventory adjustment status values are: (I)nventory adjustments in progress, (Q)uantity being counted, items (Reconciled), (A)djusted quantity in progress and (C)ost adjustments in progress. 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 This form displays a list of all Commodity codes entered in the system and their associated descriptions. Use this form to select a Commodity code to process or verify relevant information attached to the commodity. View Commodity codes defined as stock items and 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. Use this form to select or verify shipping locations for Stores Inventory requisition deliveries. Page 110

111 Stores Inventory Processes and Reports Name Description Purpose FSRDTLG Stores Daily Transaction Listing Report This report provides you with all activity that changed overall balances of stock in the Stores Inventory System for a defined date range. FSRINVL FSRISST FSRLWSR FSROPNR Inventory Listing Report Issue Ticket Report Stores Low Stock Report Open Stores Requisitions Report The system lists all receipts of stock first. Issues list afterward with the issued to department or organization. This report contains on-hand commodity quantities by location. Depending upon the parameter values, the report may print all commodities for all locations sorted by commodity and location, one commodity across all locations, one commodity in a subset of location, or all commodities for one location. When stock is issued from the stockroom, generate this report to accompany the goods. This report is also used to print return issue documents. Generally, you print this report after the issue/return has been created and completed online. This report lists all stock items whose on-hand quantity plus on order quantities has fallen below the predefined reorder point quantity or have fallen below a range defined as a percentage of the reorder point quantity. Generate this report to display the status of requests for stock items, goods, and services that are not fully satisfied. Open requests display as of a specific date and are sorted by requisition number. The system displays all open requisitions unless you use the optional parameters to selectively define the report listing. Page 111

112 Stores Inventory Processes and Reports (Continued) Name Description Purpose FSRPHYR Physical Inventory Process Report This report automatically marks all those items whose system inventory count does not vary from the physical inventory count by an amount greater than the system defined tolerance for that commodity as reconciled. Before you run this process, assign all stock commodities an ABC classification on the Stores Inventory Maintenance Form (FTMINVM). You may assign a site-specific tolerance percentage to the ABC classifications using the System Data Maintenance Form (FTMSDAT). FSRPICK Pick List Report This list contains all open stores requests by a user-defined commodity, location, or commodity/location combination. Use this report after you create a stores request, and print this report just before the issue. FSRPIDR FSRPIWS Physical Inventory Discrepancy Report Physical Inventory Worksheet This report enables warehouse personnel to pick items to satisfy a request. This report lists all items whose system inventory count does not match the physical inventory count. The system automatically performs a wildcard search using the sublocation, if entered. If only the primary location (warehouse) is entered, all discrepancies within that warehouse are reported. If you enter a primary location and sub-location, all locations that match the primary location and sub-location (rack/shelf/bin) are returned. This list contains all items by specific location(s). The purpose of the report is to facilitate the recording of count quantities. All locations print that have not yet been counted or reconciled based upon the values you enter. Page 112

113 Stores Inventory Processes and Reports (Continued) Name Description Purpose FSRPUTL Put List Report This list contains all items from a packing list and their default location in order for warehouse personnel to determine where to put the incoming stores. FSRSTEX FSRSUPC Dock to Stock Exceptions Report Supply Catalog Report You may sort this report by receiver document number, packing list, or by commodity code. The system lists all stock locations that may contain the commodity. This report lists all items for a specific primary ship to location that have been received by the central receiving process but have not yet been introduced into the Stores Inventory System. The receiving information that prints is accepted quantity, remaining dock quantity, receipt date, receiver document number and packing slip number, purchase order number, and the order amount. The system scans the central receiving document for all stock commodities that have not been transferred over to the Stores warehouses. This report gives a list of all stock commodities that are currently active sorted by commodity code. Each commodity is checked to be sure that it is still active and has not been terminated. Page 113

114 Self Check Directions Use the information you have learned in this workbook to complete this self check activity. Question 1 What kind of purchase orders can receiver transactions be performed against? Question 2 Can you invoice stock items for which there is no purchase order? Question 3 What form is used to cancel a completed, approved Stores Requisition document? Question 4 What two kinds of inventory adjustments can you make? Question 5 What two Stores Inventory reports can be used to obtain a list of all reconciled stores inventory items? Question 6 What form is best used for viewing commodity line detail on a completed Stores Requisition document? Page 114

115 Self Check (Continued) Question 7 Are the low stock warning records listed on the Stores Inventory Low Stock List (FSAPREQ) automatically updated once a listed item s on-hand quantity increases? Question 8 What report is used for recording count quantities during a blind physical inventory count? Question 9 What form can be used to view a completed Stores Return document? Question 10 What report can be used to get a list of all Issue documents completed during a specified date range? Page 115

116 Answer Key for Self Check Question 1 What kind of purchase orders can receiver transactions be performed against? Approved purchase orders Question 2 Can you invoice stock items for which there is no purchase order? No Question 3 What form is used to cancel a completed, approved Stores Requisition document? Requisition Cancel Form (FPARDEL) Question 4 What two kinds of inventory adjustments can you make? Quantity and cost Question 5 What two Stores Inventory reports can be used to obtain a list of all reconciled stores inventory items? Physical Inventory Process (FSRPHYR) and the Physical Inventory Discrepancy Report (FSRPIDR) Question 6 What form is best used for viewing commodity line detail on a completed Stores Requisition document? Requisition Inquiry Form (FPAREQN) Page 116

117 Answer Key for Self Check (Continued) Question 7 Are the low stock warning records listed on the Stores Inventory Low Stock List (FSAPREQ) automatically updated once a listed item s on-hand quantity increases? No. Low stock warning records only serve as a guide to what inventory items you need to reorder. You must delete these stock items manually to remove them from the form. Question 8 What report is used for recording count quantities during a blind physical inventory count? Physical Inventory Worksheet (FSRPIWS) Question 9 What form can be used to view a completed Stores Return document? Stores Issue/Return Query Form (FSIISSQ) Question 10 What report can be used to get a list of all Issue documents completed during a specified date range? Stores Daily Transaction Listing Report (FSRDTLG) Page 117

118 Section D: Reference Overview Introduction The purpose of this section is to provide reference materials related to the workbook. Section contents Overview Setup Forms and Where Used Day-to-Day Forms and Setup Needed Forms Job Aid Page 118

119 Section D: Reference Setup Forms and Where Used Guide Use this table as a guide to the setup forms and the day-to-day forms that use them. Setup Form Day-to-Day Form(s) Form Name Code Form Name Code Fund Code Maintenance Form FTMFUND Account Code Maintenance Form FTMACCT External Rate Maintenance FTMEXRT Form System Data Maintenance FTMSDAT Form Inventory System Control FSASYSC Maintenance Form Ship to Address Maintenance FTMSHIP Form Commodity Maintenance Form FTMCOMM Stores Inventory Maintenance FTRINVM Form Equivalency Maintenance Form FTMEQUL All of these forms are necessary underlying requirements for the day-to-day forms listed on the next page. Page 119

120 Section D: Reference Day-to-Day Forms and Setup Needed Guide Use this table as a guide to the day-to-day forms and the setup forms needed for each. Day-to-Day Form Setup Forms Needed Quick Method Stores Quick Quantity Entry Form (FSASTKQ) Stores Quick Cost Entry Form (FSASTKC) Normal Method Requisition Form (FPAREQN) Purchase Order Form (FPAPURR) Receiving Goods Form (FPARCVD) Dock to Stock Exceptions Report (FSRSTEX) Stores Put List Report (FSRPUTL) Stores Stock Transfer Form (FSATRAN) Invoice/Credit Memo Form (FAAINVE) Physical Inventory Method Adjustment to Quantity/Inventory Reconciliation Form (FSAADJQ) Stores Adjustment to Unit Cost Form (FSAADJC) Page 120

121 Section D: Reference Day-to-Day Forms and Setup Needed (Continued) Guide, continued Day-to-Day Form Setup Forms Needed Purchase Order Form (FPAPURR) Stores Inventory Maintenance Form (FTRINVM) Ship to Address Maintenance Form (FTMSHIP) Inventory System Control Maintenance Form (FSASYSC) Vendor Maintenance Form (FTMVEND) Purchase Order Classification List (FTVPCLS) Carrier List (FTVCARR) Currency Maintenance Form (GUACURR) Discount Terms List (FTVDISC) Fund Code Maintenance Form (FTMFUND) Account Code Maintenance Form (FTMACCT) External Rate Maintenance Form (FTMEXRT) System Data Maintenance Form (FTMSDAT) Inventory System Control Maintenance Form (FSASYSC) Ship to Address Maintenance Form (FTMSHIP) Commodity Maintenance Form (FTMCOMM) Stores Inventory Maintenance Form (FTRINVM) Equivalency Maintenance Form (FTMEQUL) Page 121

122 Section D: Reference Day-to-Day Forms and Setup Needed (Continued) Guide, continued Day-to-Day Form Receiving Goods Form (FPARCVD) Invoice/Credit Memo Form (FAAINVE) Stores Stock Transfer Form (FSATRAN) Stores Requisition Form (FSAREQN) Inventory Adjustment System Control Form (FSASYSA) Stores Physical Inventory Count Recording Form (FSAPHYC) Inventory Adjustment System Control Form (FSASYSA) Set Up Forms Needed Fund Code Maintenance Form (FTMFUND) Account Code Maintenance Form (FTMACCT) External Rate Maintenance Form (FTMEXRT) System Data Maintenance Form (FTMSDAT) Inventory System Control Maintenance Form (FSASYSC) Ship to Address Maintenance Form (FTMSHIP) Commodity Maintenance Form (FTMCOMM) Stores Inventory Maintenance Form (FTRINVM) Equivalency Maintenance Form (FTMEQUL) Receiving Method List (FTVRCMT) Purchase Order Form (FPAPURR) Receiving Goods Form (FPARCVD) Fund Code Maintenance Form (FTMFUND) Account Code Maintenance Form (FTMACCT) External Rate Maintenance Form (FTMEXRT) System Data Maintenance Form (FTMSDAT) Inventory System Control Maintenance Form (FSASYSC) Ship to Address Maintenance Form (FTMSHIP) Commodity Maintenance Form (FTMCOMM) Stores Inventory Maintenance Form (FTRINVM) Equivalency Maintenance Form (FTMEQUL) Receiving Method List (FTVRCMT) See above See above See above See above Page 122

123 Section D: Reference Day-to-Day Forms and Setup Needed (Continued) Guide, continued Day-to-Day Form Requisition Cancel Form (FPARDEL) Stores Issues/Return Form (FSAISSU) Physical Inventory Worksheet (FSRPIWS) Physical Inventory Process (FSRPHYR). Physical Inventory Discrepancy Report (FSRPIDR) Adjustment to Quantity/Inventory Reconciliation Form (FSAADJQ Set Up Forms Needed Stores Requisition Form (FSAREQN) See above Inventory Adjustment System Control Form (FSASYSA) Stores Physical Inventory Count Recording Form (FSAPHYC) See above See above Page 123

124 Section D: Reference Forms Job Aid Guide Use this table as a guide to the forms used in this workbook. The Owner column may be used as a way to designate the individual(s) responsible for maintaining a form. Form Name Form Description Owner FTMFUND Fund Code Maintenance Form FTMACCT Account Code Maintenance Form FTMEXRT External Rate Maintenance Form FTMSDAT System Data Maintenance Form FSASYSC Inventory System Control Maintenance Form FTMSHIP Ship to Address Maintenance Form FTMCOMM Commodity Maintenance Form FTRINVM Stores Inventory Maintenance Form FTMEQUL Equivalency Maintenance Form Page 124

125 Release Date This workbook was last updated on 1/20/2006.