ACTIVANT TURNS. Front End Lot Tracking. Version 2001

Transcription

1 ACTIVANT TURNS Front End Lot Tracking Version 2001

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 2001 Publication Date:

3 Front End Lot Tracking Handling lot tracked items often means you need to keep exceptional records of what is received and sold. The Front End Lot Tracking module provides the ability to track items by lot number. It accomplishes this by recording the lot and expiration when the items are received, as well as when the items are sold. When sold, the items can be automatically assigned for picking due to preset specifications. Inventory Maintenance D (IMM) Once the Front End Lot Tracking Module is activated in System Setup (ZSU), the user must then identify those items which are to be tracked by lot number. Two fields in the main Item screen are used to define the lot item. These fields are highlighted below: ITEM NUMBER 1005AD ITEM MAINTENANCE 1.DESCRIPTION REGIONAL BLOCK NEEDLE SAFETY15.G/L CLASS REGU 2.MEMO /CS 16.INVENTORY CLASS 3.MANUFACTURER BECTON DICKINSON 17.PRODUCT CLASS082 4.VHA CONTRACT# VHA+ 18.GROUPING CLASS 5.CATALOG F MEMO 2 11.LIFO POOL 7.MEMO 3 12.BILL/KIT 8.SERIAL#/LOT? L 13.STOCK STATUS S 9.ASSIGN CODES DEL 14.COMMISSION Y COST LOAD (%) 10.CUST/ITEM HIST TRACK QTY/COST? LIST PRICE 0.00 WH# UNIT ON HAND COMMITTED AVAILABLE STK LOCATION TOTAL ON ORDER TOTALS Assign Lot numbers when: order (E)ntered-no display, order entere(d)-display, or (N) to not automatically assign. Assign Lot numbers by: closest (E)xpiration date, (O)ldest original receipt date, oldest last (R)eceipt date or (L)ast lot for customer only Special case: (S)ingle Lot only, (L)argest lot possible or ( ) for no special needs. Turns Front End Lot Tracking 2

4 Inventory Maintenance D (IMM) (Cont.) Field # 8: SERIAL#/LOT? Enter L to identify this item as having lot numbers. Field # 9: ASSIGN CODES The Assign Codes field contains three flags used to define the manner in which lot numbers are assigned and displayed during entry of sales orders. These flags are described as follows: 1) Assign Lot numbers when: -order (E)ntered-no display lots are assigned when order is entered, but the assigned lots are not displayed -order entere(d)-display lots are assigned when order is entered, and the assigned lots are displayed -(N) to not automatically assign lots are not automatically assigned by the system 2) Assign Lot numbers by: -closest (E)xpiration date -(O)ldest original receipt date determines which lot was the oldest to initially arrive into the warehouse last (R)eceipt date determines which lot is the oldest to receive any incoming shipments -(O)ldest -(L)ast lot for customer only Turns Front End Lot Tracking 3

5 3) Special case flag: -(S)ingle lot only do not assign a lot if not enough to fill an order, do not assign at all if there are no lots large enough to fill an order. -(L)argest lot possible if no lots are large enough to fill the order, then select the largest lot first, then repeat this evaluation for the remainder. Note that the system will always assign per the "assign lot numbers by" field when there is enough available to fill a specified quantity. -( ) for no special needs assign solely by the "assign lot numbers by" field Lot numbers may be automatically assigned at the order entry stage. These lots/quantities are allocated at the time of assignment. On-hand quantities will be updated through end of day. Assignment is based on the above set of flags in the item master record. The system will only automatically assign quantities from lots that are available. The user may override an assigned quantity so the allocated quantity is more than the quantity available. Turns Front End Lot Tracking 4

6 Lot Number Processing Menu A new menu, Lot Number Processing (IILNM) has been added for Lot Maintenance. It is accessed from the Inventory (I) menu. ILNM MENU *** Lot Number Processing *** ILM Lot Maintenance ILHIST Lot Transaction History Report ILL Lot File Listing ILP Purge Lots Enter Selection, (RTN) for 'I' menu, (#) to change printers, or (E)nd Lot Maintenance ILNM (ILM) The Lot Maintenance screen displays the availability of a lot by bin when the lot record is accessed. This screen can also be accessed from Inventory Maintenance (IMM) by using the (L)ot option. Turns Front End Lot Tracking 5

7 Lot File Listing ILNM (ILL) The Lot File Listing displays information from the Lot Maintenance file including receipt and expiration dates. The listing may be selected by warehouse. I N V E N T O R Y L O T N U M B E R L I S T I N G DATE 06/02/98 JUNE 2,1998 PAGE 1 ITEM# DESCRIPTION LOT ID WHS ORIG RCPT ON HAND MEMO 1 QTY SOLD U/M LAST RCPT ALLOCATED MEMO 2 W/O ON ORDER EXPE DATE AVAILABLE MEMO 3 ======================================================================================== 1005AD ACU-DYNE PREP SWAB SM CS 06/02/ /30/ NS NEEDLE 22G-X3 1/2 SPINAL 10/ BX 06/02/ /15/ Lot Transaction History Report ILNM (ILHIST) The Lot Transaction History Report shows the sales history of lot tracked items by customer number or by lot number. Option 1) By (C)ustomer: Turns Front End Lot Tracking 6

8 Option 2) By (L)ot: Turns Front End Lot Tracking 7

9 Purge Lots ILNM (ILP) The Purge Lots program provides a means of removing old or no longer needed data from the Lot Maintenance file. LOT MASTER/TRANSACTION PURGE RANGE OF ITEMS: STARTING ENDING RANGE OF LOTS: STARTING ENDING PURGE THROUGH EXPIRATION DATE: 10/09/97 PRINT REPORT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Warning: Purging the file is an unrecoverable deletion of data from the Lot Maintenance file. It is strongly recommended that the data be backed up and saved prior to purging. Turns is not responsible for lost data due to users purging the files. Turns Front End Lot Tracking 8

10 P/O Receiving Copy Q(QS) When printing the receiving copy for lot tracked items, a lot number fill-in area is printed so the person receiving can record this information. See sample report: Turns Front End Lot Tracking 9

11 P/O Receiving Entry Q(QC) When receiving an item which has been designated for lot tracking, a lot number must be entered for the stock received. One or more lots may be assigned for the same item. The item can be assigned an existing lot number or a new number. When a new lot number is entered, the expiration date will be prompted for entry. Turns Front End Lot Tracking 10

12 P/O Receiving Entry Q(QC) (Cont.) An existing lot number may be entered directly, searched and selected, or a new lot number may be added. When searching for an existing lot, all available lot numbers will be displayed. Select the line number and press return for the lot number to be used. Turns Front End Lot Tracking 11

13 P/O Receiving Entry Q(QC) (Cont.) After selecting the lot number, enter the quantity to stock for that lot or press [Enter] and all stock will be allocated to the selected lot. The user will be prompted to enter new lot numbers until all stock items have been allocated. Whenever a receiving entry is maintained, the user will have the option to maintain the lot information as well. Turns Front End Lot Tracking 12

14 P/O Receiving Entry Q(QC) (Cont.) When a new lot number is entered, the user will be prompted for the expiration date of the new lot. Turns Front End Lot Tracking 13

15 P/O Receiving Journal Q(QV) When printing the Receiving Journal, any items containing lot numbers will be displayed on the journal including the expiration dates. R E C E I V I N G J O U R N A L JOURNAL # 436 DATE 06/02/98 JUNE 2,1998 PAGE 1 RCVR P/O P/O SHIPPED RECEIVED PENDING LINE NO. LINE ITEM NUMBER DESCRIPTION DATE ORDERED COUNT DEV. REJECTED TO STOCK ==================================================================================================== WAREHOUSE: 88 VENDOR: 0722 BD DIVISION BobM AD UNIT COST: UNIT: CS *** ACU-DYNE PREP SWAB SM 06/02/ LOT: EXPIRATION DATE: 11/30/02 QTY: NS UNIT COST: UNIT: BX *** NEEDLE 22G-X3 1/2 SPINAL 10/ 06/02/ LOT: EXPIRATION DATE: 12/15/98 QTY: NUMBER OF RECEIVERS FOR VENDOR 0722 : 1 NUMBER OF P/O LINES 2 Turns Front End Lot Tracking 14

16 P/O Receipts History Listing Q(QRHL) When printing the P/O Receipts History Listing, an option allows lot receipt information to print also. P/O RECEIPTS HISTORY LISTING WAREHOUSE # OR (ALL) 88 THE WAREHOUSE ENTER ITEM NUMBER RANGE: STARTING 1005AD ENDING 1007SN ENTER RECEIPT DATE RANGE: STARTING ENDING DISPLAY LOT NUMBER INFORMATION? (Y/N) Y PRINT TO SCREEN FOR INQUIRY? Yes STOP ON PAGE BREAK? Yes ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns Front End Lot Tracking 15

17 P/O Receipts History Listing Q (QRHL) (Cont.) When printing the P/O Receipts History Listing, an option allows lot receipt information to print also. P / O R E C E I P T S H I S T O R Y L I S T I N G DATE 06/02/98 JUNE 2,1998 PAGE 1 DATE DATE DATE P/O P/O QUANTITY QUANTITY LEAD ITEM / DESCRIPTION RECEIVED REQUIRED ORDERED WHSE NUMBER LINE VENDOR ORDERED RECEIVED UNIT UNIT COST TOTAL COST TIME ==================================================================================================== 1005AD ACU-DYNE PREP SWAB SM 06/02/98 06/22/98 06/02/ CS Y LOT: QUANTITY: ITEM TOTALS... ( Number of Receipts 1 ) CS NS NEEDLE 22G-X3 1/2 SPINAL 10/ 06/02/98 06/22/98 06/02/ BX Y LOT: QUANTITY: ITEM TOTALS... ( Number of Receipts 1 ) BX SYSTEM DATE: AM NUMBER OF RECEIPT HISTORY RECORDS LISTED: 2 COST OF RECEIPTS LISTED...: '*' PRECEDING ITEM NUMBER INDICATES ITEM NOT ON FILE '[' PRECEDING ITEM NUMBER INDICATES NON-STOCK ITEM LISTING OPTIONS: WAREHOUSE ITEM RANGE: STARTING AD ENDING SN DATE RANGE: STARTING... (FIRST) ENDING... (LAST) Press (RTN) to exit this report Turns Front End Lot Tracking 16

18 Receipts History Inquiry Q (QRI) In Receipts History Inquiry, an option to display the lot receipt history is provided. Order Entry OO (OE) In Order Entry, when ordering an item and the lot is set to display in Inventory Maintenance (IMM), the following screen will appear: Example #1(one lot assigned): Turns Front End Lot Tracking 17

19 The Allocation Fixed? flag when displaying N indicates that the line has not been maintained and will be assigned based on the flags in Inventory Maintenance (IMM). This flag will change to Y if the lot line is maintained here. This indicates that the allocation is now fixed with the lots that have been assigned manually here. Example#2 (two lots assigned): Turns Front End Lot Tracking 18

20 Order Printing OO (OP) When printing an order with lot tracked items, any pre-assigned lot numbers are printed. Turns Front End Lot Tracking 19

21 Order Confirmation OO (OC) When confirming an order as shipped, lot/bin tracking may be maintained. This allows you to confirm the selected lot or select another lot for processing. Turns Front End Lot Tracking 20

22 Order Confirmation OO (OC) (Cont.) When an item is selected, lot information is displayed. The user can accept the assigned lots or change the allocation of lots if desired. CUST # TY002 CONFIRMATION SHIP # ORDER # C Tye Products S Tye Products U 234 Main St. H 234 Main St. S I T Sheridan CO P Sheridan CO ATTN ATTN PICK TICKET PRINTED LINE: 001 ITEM / DESCRIPTION QTY ORD UNIT PRICE DISC % 1005AD CS ACU-DYNE PREP SWAB SM SHIPPED B/ORD EXTENSION LOT QUANTITY QTY SHIP: QTY DIST: ALLOCATION FIXED? N Enter Seq#, (A)dd, (DELETE), or (RTN) Turns Front End Lot Tracking 21

23 Standing Order Processing OO(SOP) When processing standing orders which contain items with lot numbers, the lot numbers will be automatically assigned as designated in Inventory Maintenance (IMM). However, the user may override the assigned lot numbers in Order Maintenace (OM) or Shipping Confirmation(OC), as they could with an order entered through Order Entry(OE). S T A N D I N G O R D E R R E L E A S E R E P O R T DATE 06/05/98 JUNE 5,1998 PAGE 1 CUSTOMER NAME STANDING ORD# ORDER # DATE FREQ AMOUNT ======================================================================================== TY001 TY Products ST /05/98 MO LN# BL# ITEM FQ UNIT QUANTITY BACK ORD COST PRICE DISC. EXTENSION AD: NO CS NS: NO BX ::::::: S T A N D I N G O R D E R R E L E A S E R E P O R T DATE 06/05/98 JUNE 5,1998 PAGE 2 CUSTOMER NAME STANDING ORD# ORDER # DATE FREQ AMOUNT ======================================================================================== PROCESSING DATE...06/05/98 WAREHOUSE...88 STARTING CUSTOMER #...TY001 ENDING CUSTOMER #...TY001 STARTING ORDER # ST ENDING ORDER # ST ENDING ORDER # ST ALL FREQUENCY CODES...YES NUMBER OF ORDERS RELEASED... 1 TOTAL NET RELEASED ::::: Turns Front End Lot Tracking 22

24 Standing Order Processing OO(SOP) (Cont.) S T A N D I N G O R D E R R E L E A S E R E P O R T DATE 06/05/98 JUNE 5,1998 PAGE 3 W A R N I N G S CUSTOMER NAME STANDING# LINE BL# EXCEPTION ======================================================================================== TY001 TY Products ST 001 INCOMPLETE - LOT ITEMS TY001 TY Products ST 002 INCOMPLETE - LOT ITEMS TY001 TY Products ST HEADER NEXT RELEASE 07/05/98 > PROCESSING 06/05/98 NUMBER OF EXCEPTIONS: 0 NUMBER OF WARNINGS: 4 END OF REPORT Note: a lot number would not be assigned if flagged in Inventory Maintenance (IMM) for an assign code as blank () which indicates not to assign a lot in orders. The above warning lets the user know that the item was set to not assign, therefore the order will need to be maintained to add the lot numbers or added at confirmation.. Invoice Printing OO (RP) The invoice includes the lot number below each item on the invoice. YOUR COMPANY 1275 W. 124TH AVE. WESTMINSTER, CO PHONE: 303/ FAX: 303/ I N V O I C E DATE ACCT # INVOICE # PAGE 06/02/98 TY SOLD TO TY Products SHIP TO TY Products ATTN: Mr. Smith ATTN: Mr. Smith 234 Colorado Blvd 234 Colorado Blvd Denver CO Denver CO CUST ORDER# SHIPPED T E R M S SHIP VIA F.O.B. 06/02/98 NET 45 DAYS DELIVERY DESTINATION CREDIT CARD: EXP: AUTH: SALESREP: DJ JONES ENTERED BY: TP ORGANIZATION: 01 ITEM#/DESCRIPTION ORDERED SHIPPED BACK/ORD UNIT PRICE AMOUNT 1005AD: ACU-DYNE PREP SWAB SM 1000/CS * CS Turns Front End Lot Tracking 23

25 LOT: QTY: 10 HAVE A GREAT DAY THANKS FOR THE BUSINESS SUBTOTAL TAX % + TAX + FREIGHT + MISC - PAYMENT AMOUNT DUE ========== Post Invoice Update OED(RPU) During the Post Invoice Update (RPU) which is run at the end-of-day processing, the lot quantity on hand is updated. Turns Front End Lot Tracking 24

26 Backorder Fill Calculation BOM(BOFC) When performing the Backorder Fill Calculation (BOFC), lot numbers are automatically assigned based on the assignment flags in Inventory Maintenance (IMM). Backorder Fill Maintenance BOM(BOLM) Although lot numbers are automatically assigned, the user may override these lot numbers in Backorder Fill Maintenance (BOLM). Turns Front End Lot Tracking 25

27 Backorder Fill Maintenance BOM(BOLM) If lot numbers have not been assigned during the backorder fill process, the status of the backorder will be Incomplete. This backorder must be maintained and lot numbers added before the backorder may be confirmed. Note: a lot number would not be assigned if flagged in Inventory Maintenance (IMM) for an assign code as (N ) which indicates not to assign a lot in orders. Turns Front End Lot Tracking 26

28 Backorder Fill Maintenance BOM(BOLM) Turns Front End Lot Tracking 27

29 Backorder Printing BOM(BOOP) Backorder Printing will print the lot numbers on the backorders. Turns Front End Lot Tracking 28

30 Stocking Location Selector I(IP) To count inventory items, the first step is the Stocking Location Selection (IP). The user has the option to select only lot items, if desired. STOCKING LOCATION SELECTOR WAREHOUSE # 88 THE WAREHOUSE ENTER ITEM NUMBER RANGE: 1005AD TO 1007SN INCLUDE NONSTOCK ITEMS? (Y/N) Y ENTER STOCKING LOCATION RANGE: FIRST TO LAST ENTER ABC CLASS RANGE: FIRST TO LAST ENTER PRODUCT CLASS RANGE: LOT NUMBER ITEMS ONLY? (Y/N) Y PRINT INVENTORY BOOK AFTER ITEMS SELECTED? (Y/N) Y (W)IDE OR (N)ARROW FORM? N PAGE BREAK ON LOCATION? (Y/N) Y PRINT SECOND ITEM DESCRIPTION (MEMO FIELD 4)? (Y/N) N PRINT SYSTEM QUANTITY ON HAND? (Y/N) N PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns Front End Lot Tracking 29

31 Physical Inventory Book I(IB) The Inventory Book displays quantities by lot number to allow counting by lot. Example #1 (without quantities displayed): Example #2 (with quantities displayed): Inventory Count Entry I(IA) Turns Front End Lot Tracking 30

32 Once the inventory is physically counted, the counts must be entered via Inventory Count Entry I(IA). INVENTORY COUNT ENTRY WAREHOUSE 88 - THE WAREHOUSE LOCATION ITEM # / DESCRIPTION UNIT ACTUAL COUNT LN ITEM NUMBER LOT ID NS NS While searching for a lot number, if the lot number needed is not on file, select End and add the new lot number. INVENTORY COUNT ENTRY WAREHOUSE 88 - THE WAREHOUSE LOCATION ITEM # / DESCRIPTION UNIT ACTUAL COUNT C29C AD / LOT: ACU-DYNE PREP SWAB SM CS CORRECT? (Y/N/E) Y After adding a new lot number, the system will prompt for an expiration date. The user will also have an opportunity to correct the information or abort while adding the new lot number. Turns Front End Lot Tracking 31

33 Inventory Count/Deviation Journal I(IJ) The Inventory Count/Deviation Journal (IJ) will update the onhand amounts and close the count. The quantities counted and entered for each lot will be printed. I N V E N T O R Y C O U N T / D E V I A T I O N J O U R N A L DATE 06/02/98 JUNE 2,1998 PAGE 1 WAREHOUSE 88 - THE WAREHOUSE UNIT ACTUAL SYSTEM DEVIATION DEVIATION LOCATION ITEM # DESCRIPTION UNIT COST ON-HAND ON-HAND QUANTITY COST EXT ======================================================================================== C29C AD ACU-DYNE PREP SWAB SM LOT: CS LOT: CS NOT COUNTED C29C NS NEEDLE 22G-X3 1/2 SPINAL 10/ LOT: BX LOT: BX TOTALS FOR STOCKING LOCATION 'C29C00': 4 Turns Front End Lot Tracking 32

34 Inventory Transaction Entry I(IE) Items may be transferred from one lot to another. The transaction code for lot transfers is L. You will be prompted to enter the FROM lot number and the TO lot number. INVENTORY TRANSACTION ENTRY BATCH # (New) CURRENT # OF TRANSACTIONS 0 DATE CREATED 06/01/98 DEFAULT VALUES: DATE 06/01/98 WAREHOUSE 88 TRANS CODE L REFERENCE G/L CLASS Enter Default Transaction Code or leave blank to default to previous entry A = Adjustment M = Damaged L = Lot Transfer U = Usage V = Return to Vendor INVENTORY TRANSACTION ENTRY FOR BATCH # 512 TR WHSE QUANTITY/ A/L SEQ # ITEM CD FR TO UNIT REFERENCE COST B/N DATE (NEW) 1005AD L 88 CS /02/98 PAXIL 40MG RECVNG ERROR LOT: AAA BBB EXT COST CORRECT? (Y/N/DELETE) Y Turns Front End Lot Tracking 33

35 Inventory Transaction Entry I(IE) (Cont.) When making any other adjustments to an item which is tracked by lot number, the user will be prompted to enter the lot number of the item to adjust. INVENTORY TRANSACTION ENTRY FOR BATCH # 512 TR WHSE QUANTITY/ A/L SEQ # ITEM CD FR TO UNIT REFERENCE COST B/N DATE (NEW) 1005AD A 88 CS /02/98 PAXIL 40MG RECVNG ERROR LOT: DDD EXT COST NEW LOT - ENTER EXPIRATION DATE, (RTN), OR (A)BORT 02/15/03 CORRECT? (Y/N/DELETE) Y Turns Front End Lot Tracking 34

36 Inventory Transaction Register I (IER) The Inventory Transaction Register lists any adjustments entered through Inventory Transaction Entry I(IE) including any lot transfers. The appropriate lot numbers are displayed on the register. The register updates the on hand amounts when answering Y es to the prompt, "Did the report print correctly?" I N V E N T O R Y T R A N S A C T I O N R E G I S T E R JOURNAL # 295 DATE 06/02/98 JUNE 2,1998 PAGE 1 BATCH # 512 WAREHOUSE COST SEQ ITEM / DESCRIPTION DATE TRANSACTION FROM TO QUANTITY UNIT COST UPDATED REFER ======================================================================================== AD 06/02/98 LOT XFER CS NONE RCVNGERROR PAXIL 40MG EXT. COST: LOT: AAA LOT: BBB ::: I N V E N T O R Y T R A N S A C T I O N R E G I S T E R JOURNAL # 295 DATE 06/02/98 JUNE 2,1998 PAGE 2 BATCH # 512 WAREHOUSE COST SEQ ITEM / DESCRIPTION DATE TRANSACTION FROM TO QUANTITY UNIT COST UPDATED REFER ======================================================================================== TOTALS FOR BATCH # 512: WAREHOUSE 88 - THE WAREHOUSE TOTAL NUMBER OF TRANSACTIONS... 1 LOT TRANSFER... 1 TOTAL EXTENDED COST Work Order Enter WO(WOE) When entering a work order for a lot tracked item, the lot information is prompted for. A lot number may be entered directly or an existing lot number may be searched for. The user will select the lot number to transfer from and the quantity to be transferred. Below is an example of a work order requested through Order Entry(OE. Turns Front End Lot Tracking 35

37 Transfers can include more than one lot number. The total quantity of all lots entered must equal the quantity to be transferred. Turns Front End Lot Tracking 36

38 Work Order Printing (WOP) The printed Work Order will provide a field for entering Lot number information for those items which are set up to be tracked. W/O Xfer/Assembly Register (WOTR) The Work Order Transfer/Assembly Register will list the lot numbers and quantities along with the usual item detail available on this register. Turns Front End Lot Tracking 37

39 Work Order Receiving Confirmation (WORC) Work Order Receiving Confirmation displays the lot numbers and quantities for those items. Work Order Receiving Register (WORR) The Work Order Receiving Register will list the lot numbers and quantities along with the usual work order and item detail available on this register. Turns Front End Lot Tracking 38