PROJECTION REPORT DOCUMENTATION

Transcription

1 PROJECTION REPORT DOCUMENTATION Enmark Systems, Inc. Copyright 2003

2 INSTALLATION INSTRUCTIONS Posting Inventory Projection Numbers To Your Existing Inventory and Inventory History Files In order for the Inventory Projection Report to be accurate, a Projection# must be assigned to all inventory records. To accomplish this, a Projection# must be included on each new Purchase Order entered into the Enmark System. When updated, each Purchase Order will create a status 1 Inventory record (Tag) with the assigned Projection#, which will then be copied automatically to all status 3 Received Tags. Each status 4 Processed Tag will get a Projection# from the corresponding Master Tag, and all used Master Tags and Shipped Tags will retain their original Projection# as well. In this way, the Projection Numbers will permeate the entire inventory database just by performing standard Enmark operations. The Purchase Order can be set up to automatically create Projection Numbers comprised of the 5-character Grade code and the first 5 characters of the Gauge. If you wish to manually enter your own codes, it is critical to be consistent when entering the Projection#. We recommend that at least the Grade and Gauge of the inventory item be included in your projection number. The Projection# field can contain up to 15 alphanumeric characters, but we suggest that you create codes with a minimum number of characters. This will minimize data entry errors and will result in more general categories. Examples of Projection# s: CR.025 = Cold Rolled.025 CRCQ.031 = Cold Rolled Commercial Quality.031 HRPO = Hot Rolled Pickle Oil.139 x 48 The Inventory Projection Report uses this Projection# to determine current and projected inventory levels, purchase order balances, projected and historical sales levels, and adjustments to projected customer demand. To get started, the Projection Numbers must be posted to all existing inventory and inventory history records. Please follow the instructions below. Posting Inventory Projection Numbers to Your Inventory History File 1. Select the Inventory Menu, and then select the Inventory Historical File. 2. Press F6 (F6 Report Writer). Write an F6 report as follows: 3. Place an X in the Tag# field. 4. Type an S in the fields that will be used to determine the Projection code categories, usually Grade and Gauge. 5. Type a P in field 77-Projection#. This will enable you to POST the Projection# for each tag individually. Alternately, you can type an M in the Projection# field, and allow the system to MOVE the Projection# into the entire block of inventory that meets the selection criteria above. 6. Type an S in field 30-Status, so that you can install projection# s for shipped tags (status 6) only. 7. Press ENTER. 8. At the Enter Selection Number prompt, choose 1 Equal to = and press ENTER. 9. At the Report Options screen, choose 0-Screen Report, then press ENTER. 10. At the appropriate prompts, type the necessary selection criteria (Grade, Gauge, Status=6) and press ENTER. 1

3 11. The system will list all selected inventory tag numbers, their grade, gauge and status. If you chose to Post the Projection# to each tag individually, then the posting field for each tag s Projection# will be displayed on the screen for your entry; if you chose to MOVE the Projection# s, the report will automatically list all selected tags on the screen as it updates the Projection#. Posting Inventory Projection Numbers to Your Inventory File 1. Select the Inventory Menu, and then select the Inventory File Maintenance. 2. Press F6 (F6 Report Writer). Write an F6 report as follows: 3. Place an X in the Tag# field. 4. Type an S in the fields that will be used to determine the Projection code categories, usually Grade and Gauge. 5. Type a P in field 77-Projection#. This will enable you to POST the Projection# for each tag individually. Alternately, you can type an M in the Projection# field, and the system will then MOVE the Projection# into the entire block of inventory that meets your selection criteria. 6. Place a > (greater than) in the first and a < (less than) in the second position of field 30 Status. 7. Press ENTER. 8. At the Report Options screen, choose 0-Screen Report, then press ENTER. 9. At the appropriate prompts, type the necessary selection criteria for Grade, Gauge, etc., and press ENTER. 10. At Enter Status >: type 2 and press ENTER. 11. At Enter Status <: type 5 and press ENTER. 12. This allows posting of projection numbers for status 3 and 4 (on-hand) inventory items only. 13. The system will list all selected inventory tag numbers, along with their grade, gauge and any other field you selected. If you chose to Post the Projection# to each tag individually, then the posting field for each tag s Projection# will be displayed on the screen for your entry; if you chose to MOVE the Projection# s into a block of records simultaneously, the report will list all tags on the screen as it updates the Projection# for all selected tags automatically. 14. You may then ESC back to the Inventory Projection Report Menu. You are now ready to create and print your Inventory Projection Report. For specific instructions on running this report, see the Inventory Projection Report documentation on the following pages of this manual. 2

4 SUMMARY Too much inventory costs money, while too little inventory costs sales (therefore money). The problem is in knowing how much inventory is enough. The Enmark Inventory Projection Report offers you the opportunity to trim inventory costs by providing the information you need to control stock item levels. The Inventory Projection Report is a powerful forecasting tool that projects inventory levels over a twelve-month period for stock items. This report is based on actual and projected sales levels, inventory levels, purchase orders and adjustments. Based on these factors, the system forecasts optimal inventory levels that should be maintained in order to meet customer demand while managing inventory turnover simultaneously. THE INVENTORY PROJECTION MENU 1. Select Inventory Projection Report from the Sales Analysis Menu. 2. The system then displays the Inventory Projection Menu: ===================================================== 1:15 AAA STEEL p24 5/28/02 13:15 Inventory Projection Menu ===================================================== 1 Create Projection Report File And Print Initial Report 3 Post Adjustments to Proj. File (Must run #1 to create file before posting adjustments) 6 Print Projection Report IMPORTANT NOTE: You must have already entered a Projection Code when entering Purchase Orders to use this feature. Refer to the Enmark "Inventory Projection Report" Manual for further information. Use #1 to create the Projection File. Use #3 to make adjustments to the file once it is created. Use #6 to print the report after posting your adjustments 19 << Sales Analysis Main Menu >> ===================================================== Enter Selection Number: Create Projection Report File (Menu Choice #1) The Projection data must be accumulated into the Projection Report File before the report can be generated. 1. Once you select this option, the system returns the prompt, Enter the Beginning Date:. Enter the beginning date used to accumulate weight for past shipments and press ENTER. 2. The system returns another prompt, Enter the Ending Date:. Enter the ending date used to accumulate weight for past shipments and press ENTER. 3. The system will then accumulate data into the Projection File. After the update is complete, the system will display the Report Options screen. The best option for this report is 2 - Condensed Hard-Copy REPORT so that all data can fit on the page. 3

5 4. After the desired report option is selected, the system prompts for a Projection# or ALL. Type in the desired report criteria and press ENTER. When the report is finished printing, the system returns to the Projection Report Menu. A sample report follows: AAA STEEL 5/28/02 10:41 Inventory Projection Report 1 Projection# CurMo 2ndMo 3rdMo 4thMo 5thMo 6thMo 7thMo 8thMo 9thMo 10thMo 11thMo 12thMo ========================================================================================================== HR.095 INV P/O PSL ADJ BAL ASL CATEGORY DEFINITIONS INV Inventory The beginning inventory balance for the projection code for the current month. Note that the ending balance for the pervious month becomes the beginning inventory balance for the current month. P/O Purchase Orders The total balance weight of open purchase orders. The monthly P/O totals are based on the Purchase Order Due Date field. The current month field contains all purchase orders due in the current month. The next month contains all purchase orders due in the following month. The third month field contains all purchased orders due in the third month, etc. PSL Projected Sales Level The projected sales level per month of this projection code. To calculate the PSL, each status 6 inventory record is scanned within the Inventory and Inventory History Files. If the ship date is within the beginning and ending dates selected for this report, then the weight is accumulated in the aggregate total PSL (Projected Sales). The system then computes average daily sales by dividing the aggregate total PSL by the number of days elapsed between the beginning date and the ending date requested. This figure is then multiplied by 30, which results in average sales in weight per month. This result is then distributed into each of the twelve monthly PSL fields. This is the formula used to compute the average monthly PSL: Average Monthly Projected Sales (PSL) = Status 6 Weight in period requested X 30 days Number of days in period requested ADJ Adjustments The monthly weight adjustments made to the projection code through the option to Post Adjustments to the Projection File (#18) of the Sales Analysis Menu. An example of an adjustment might be the receipt of a purchase order (in month 6) that has not been entered into the system for a large amount of material (50,000 lbs.) for this projection code. If Projection Codes are entered onto Sale Orders, then the ADJ weights will include the Balance Weight for any open Sales Orders for this Projection Code. The Sales Order Due Date will determine the appropriate month in which to include these balances. BAL Balance The Projected Month-end Inventory Balance for the projection code. The balance is calculated by adding INV and P/O, subtracting PSL, then subtracting or adding ADJ. ASL Actual Sales Level The Actual Sales Level for the projection code. Actual Sales are totaled from Inventory shipments within the userdesignated date range. The weights are accumulated into the appropriate monthly columns, using calendar months (i.e. January through December). The headings at the top of the report do not apply to this ASL category. 4

6 Posting Adjustments to the Projection File (Menu Choice #3) This menu selection allows adjustments to be posted to the Projection Report File to create a more realistic Inventory Projection Report. Examples of adjustments include a known purchase order that will be issued and received six months in the future, a large sale of inventory items next month, or any other necessary adjustment. These kinds of adjustments are important and should be posted to the Inventory Projection File in order to create the most realistic Inventory Projection Report possible. To post adjustments: 1. Select Post Adjustments to Proj. File (Menu Choice #3) from the Inventory Projection Menu. 2. Enter the Projection# that the adjustment will be posted to and press Enter. 3. The system will display the Inventory Projection File screen. An example follows: 5/28/02 10:37 Inventory Projection File AAA STEEL ============================================= Projection# HR.096 Cur Wt.Adj 2nd Wt.Adj 3rd Wt.Adj th Wt.Adj 5th Wt.Adj 6th Wt.Adj 7th Wt.Adj 8th Wt.Adj 9th Wt.Adj 10th Wt.Adj 11th Wt.Adj 12th Wt.Adj ============================================= 4. After all the necessary adjustments have been entered, press Enter. The system returns to the Inventory Projection Adjustment File Posting screen for additional adjustments posting. 5. After all the adjustments have been posted, press ESC. 6. The system will update the Projection File and then display the Report Options screen. The best option for this report is 2 - Condensed Hard-Copy REPORT so that all data can fit on the page. 7. Choose the desired print option and press ENTER. The system prompts for a Project n# or ALL. Enter the desired report criteria and press ENTER. The adjusted Inventory Projection Report will print. The report can be adjusted and reprinted as many times as desired. NOTE: a sample Inventory Projection Report may be seen in its entirety on the next page of this manual. Print Projection Report (Menu Option #6) This option can be used to reprint the Projection Report as needed. This may be necessary if the printer jams up or the original report is lost. Also, the Report can be generated from this menu without the need to create the Projection File data (Option #1) again. This will be useful if you wish to run a separate report for specific Projection Code categories. 1. Select Option #6 to print the report. The system will display the Report Options screen. The best option for this report is 2 - Condensed Hard-Copy REPORT so that all data can fit on the page. 2. Choose the desired print option and press ENTER. The system prompts for a Project n# or ALL. Enter the desired report criteria and press ENTER. The Inventory Projection Report will print. NOTE: a sample Inventory Projection Report may be seen in its entirety on the next page of this manual. 5

7 1 AAA STEEL 5/28/02 10:41 Inventory Projection Report 1 Projection# CurMo 2ndMo 3rdMo 4thMo 5thMo 6thMo 7thMo 8thMo 9thMo 10thMo 11thMo 12thMo ========================================================================================================== HR.095 INV P/O PSL ADJ 2 BAL ASL HR.096 INV P/O PSL ADJ BAL ASL With the exception of the ASL totals, the CurMo column contains figures from the month in which the report was run. Since this sample report was run in May 2002, CurMo = May. The 2ndMo column represents June 2002 amounts. The 3rdMo column represents July 2002 amounts, and so on. 2 The INV figure is the beginning inventory weight for each month for this projection number. 3 The P/O figure is the balance weight from open purchase orders expected to be received in the specified month based on the purchase order due date. 4 The PSL figure is the projected sales weight that is calculated based on shipped (status 6) weight from the current Inventory and Inventory History Files. This figure will change when the date parameters of the report are changed. 5 The ADJ figure is the weight of known adjustments to inventory. Adjustments might include unusual purchases, sales or inventory losses. Adjustments may also include open sales order weights for the month in which the order is due. Sales order weights will be included in this category only if the projection number is on the order. Sales Orders will accumulate as negative adjustments. Manual adjustments may be positive (added to Inventory on hand) or negative (subtracted from Inventory on hand). 6 The BAL figure is the projected inventory balance after purchase order additions, sales (PSL) subtractions, and adjustments are posted. Note that each month s BAL figure is transferred to the next month field as the beginning INV figure. 7 The ASL figure is the actual sales level based on inventory shipments within the date range selected by the user. The column headings do not pertain to this category, but represent the calendar month in which the actual shipments took place. Therefore, CurMo represents January, 2ndMo represents February, and so on, through 12thMo, which represents December. Shipped weight is accumulated in the appropriate month regardless of the year in which it was shipped, as long as it was shipped within the selected date range. In the above example, Projection# HR.096 shows 196,608 pounds shipped in August of 2000 and 131,072 pounds shipped in December of The monthly inventory levels on this report are calculated as follows: INV Current Month Inventory Balance + P/O Plus Purchase Orders - PSL Less Projected Sales Level +/- ADJ Plus or Minus Adjustments = BAL Ending Inventory Balance S:\DOCUMENTATION\Flat Roll\FR Manuals\Projection Report Manual 6