Physical Inventory. Version 6.0 C

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1 Physical Inventory Version 6.0 C

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. 8/25/04 Prophet 21 Array Version 6.0 C Prophet 21 is a registered trademark of Prophet 21, Inc. All other trademarks and registered trademarks are the property of their respective companies.

3 Contents Introduction 1-1 Welcome The Prophet 21 Array Help Manual System 2-1 General Information How to Use the Array Manuals: Manual Format Chapter Format Manual Overview 3-1 About Conducting a Physical Inventory Conducting a Physical Inventory Objectives: Check List 4-1 Overview Prerequisites Chapter Topics Physical Inventory Check List Transfer Cost (MBS170) 5-1 Overview Prerequisites Chapter Topics Transfer Cost (MBS170) Running Transfer Cost (MBS170) Special Considerations Potential Problems Print /Store Count Sheets (MBS172) 6-1 Overview Prerequisites Chapter Topics Print /Store Count Sheets (MBS172) Running the Print/Store Count Sheets (MBS172) Potential Problems Initialize the File for Counting (MBS171) 7-1 Overview Prerequisites Chapter Topics Prophet 21 Array User's Guide Contents i

4 Initialize the File for Counting (MBS171) Running Initialize the File for Counting (MBS171) Special Considerations Potential Problems Inventory Count Posting (MBS177) 8-1 Overview Prerequisites Chapter Topics Inventory Count Posting (MBS177) Running Inventory Count Posting (MBS177) Potential Problems Manual Inventory Count Posting (MBS173) 9-1 Overview Prerequisites Chapter Topics Manual Inventory Count Posting (MBS173) Potential Problems Daily Count Report (MBS174) 10-1 Overview Prerequisites Chapter Topics Daily Count Report (MBS174) Potential Problems Inventory Extension Report (MBS175) 11-1 Overview Prerequisites Chapter Topics Inventory Extension Report (MBS175) Potential Problems Stored Count Sheet Inquiry (MBS179) 12-1 Overview Prerequisites Chapter Topics Stored Count Sheet Inquiry (MBS179) Inventory Update (MBS176) 13-1 Overview Prerequisites Chapter Topics Inventory Update (MBS176) Running Inventory Update (MBS176) Glossary of Terms G-1 Index I-1 Prophet 21 Array User's Guide Contents ii

5 Prophet 21 Array User's Guide Contents iii

6 Introduction Welcome Welcome to the Prophet 21 Array Help Manual System. We have created these manuals with you the user in mind. We hope that they are useful easy to understand and efficient. We also have the entire Help Manual System on CD- ROM. In a format much like the Help Systems used throughout the software world. Our Help system for Windows and our On-line Help system are both designed to be user friendly and efficient. We encourage its use as your first resource should you find yourself in a situation that warrants an answer to a question. All of us at Prophet 21 Array would like to thank you for purchasing the Prophet 21 Array System. We hope that these manuals help you understand, utilize, and problem solve your system for years to come. Prophet 21 Array User's Guide Introduction 1-1

7 The Prophet 21 Array Help Manual System General Information We at Prophet 21 Array hope that you use these manuals and they meet all your expectations and all your needs. Each manual was created in a standard format and organized so that once you use one manual you will be able to easily utilize every other manual in our system. Menus A menu is simply a list of options you can choose from. Rather than entering a long command, you need only to enter the corresponding number that lies to the left of your choice. After choosing a selection from the MASTER MENU you are presented with yet another menu, a sub-menu. Common Function Keys FK2 - Exit / Backup / Cancel / Quit / End-of-Job FK2 or F2 will back-up a step in most cases. In some cases, it is used to cancel a process, such as in Sales Order Entry. FK3 - Mode switch key. FK3 or F3 will usually allow you to switch between different modes in the system. In Sales Order Entry, the F3 key is used to switch from NEW ORDER mode to MAINTENANCE mode. FK5 - Search key. Anytime the system allows a user to search for items, vendors, customers, etc.; the F5 key will initiate that search. Prophet 21 Array User's Guide The Prophet 21 Array Help Manual System 2-1

8 How to Use the Array Manuals: 1. Once you have read the Introduction and the How to use The Array Help System sections in your first manual it may not be necessary to read these two sections again. They are the same throughout the entire Array Help System. 2. Begin by reviewing the Content page. This will give you a general idea of what is included in the manual you are reading. 3. Begin each manual by thoroughly reviewing the manual Objectives. The Objectives give you a basic understanding of what major topics you will need to understand after reading and using each manual. 4. At the beginning of each chapter there is a prerequisites heading. This lists any courses, information and/or procedures that need to be accomplished before the information contained within the chapter can be best utilized by you the user. 5. Once you have reviewed the general manual objectives, begin each chapter by reviewing its specific objectives. (See Chapter Layout for more information) During your initial introduction to each manual review the manual, sequentially chapter by chapter. 6. After your initial review of any manual you can find out information and find solutions to questions in the manual through any of the following avenues; Content page Glossary Appendix Index Browsing 7. Once you have reviewed the Chapter Objectives, Go over the field descriptions and function keys of any program screens that are being discussed. 8. In each chapter subsection, read any descriptions thoroughly and familiarize yourself with the Program screens that are being discussed. 9. In chapters that have procedures, read any procedure first before attempting the instructions. After reading the procedures carefully, implement each step until the its conclusion. NOTE: In the Installation phase, it is imperative that the chapters are followed sequentially. 10. During the course of using the Array Help System Manuals if there is any term, field code and/or function key that you don't understand please refer to the Appendix, Glossary and/or Index. Prophet 21 Array User's Guide The Prophet 21 Array Help Manual System 2-2

9 Manual Format Each manual contains a Contents page, an Introduction, an Overview, specific Manual Objectives, Content Chapters, an Appendix, a Glossary, and an Index. Each area is described below in more detail. Contents is a chapter by chapter and heading by heading outline of each manual. Introduction is general information about the entire manual system and describes how the manuals are organized and formatted Overview gives you, the user information about the Array Help Manual System and some general information on the best way to utilize the information contained in our system. Objectives are manual specific and will give you, the user the general knowledge base that you will obtain by reading and following all the procedures that are contained in each manual. Content Chapters contain the information, descriptions, procedures etc. that you will need to implement, operate and problem solve your Array Software System.(See Chapter Layout for more information) Appendix contains any tables and/or lists that are common throughout any particular manual. Glossary contains words, technical terminology, symbols, and field abbreviations that may need to be defined so that you can get the most accurate information from specific areas throughout a specific manual. Index contains many of the terms that are in the glossary but instead of those terms being defined, there are referenced page numbers, in order for you to quickly access topics, procedures and/or information about a topic during and after your first use of a particular manual. Prophet 21 Array User's Guide The Prophet 21 Array Help Manual System 2-3

10 Chapter Format We attempted to organize the chapters so that the content could be easily understood and the procedures could be simple to follow. The chapters are formatted as follows: Chapter Title the general name of the subject matter Chapter Overview a brief description of the content and procedures contained within the chapter. Prerequisites includes any readings, training and/or training classes, file set-ups, hardware installations, etc that you need to accomplish before the chapter should be started. The prerequisites are designed so that the content can be best understood and the procedures can be accomplished efficiently. Topics - are chapter specific and will give you, the user a list of the specific topics covered within the chapter. It will also give you an idea of what sequence the chapter is formatted. Chapter Content within the chapter there will be information pertaining to the subject matter, step by step procedures, diagrams, tables and/or screen shots which will help you better understand and successfully conclude your tasks. Prophet 21 Array User's Guide The Prophet 21 Array Help Manual System 2-4

11 Manual Overview About Conducting a Physical Inventory Conducting a Physical Inventory Objectives: After using this manual, you will be able to: Prophet 21 Array User's Guide Manual Overview 3-1

12 Check List Overview Prerequisites Chapter Topics Physical Inventory Check List Prophet 21 Array User's Guide Check List 4-1

13 Prophet 21 Array User's Guide Check List 4-2

14 Physical Inventory Check List This lists the programs and the most common order that they are performed. 1. Transfer Cost (MBS170) 2. Print/store Count Sheets (MBS172) 3. Initialize File for Counting (MBS171) 4. Inventory Count Posting (MBS177) 5. Manual Inventory Count Posting (MBS173) 6. Daily Count Report (MBS174) 7. Inventory Extension Report (MBS175) 8. Stored Count Sheet Inquiry (MBS179) Prophet 21 Array User's Guide Check List 4-3

15 Transfer Cost (MBS170) Overview Prerequisites Chapter Topics Transfer Cost (MBS170) Special Considerations Potential Problems Prophet 21 Array User's Guide Transfer Cost (MBS170) 5-1

16 Running Transfer Cost (MBS170) Transfer Cost (MBS170) This program can be run anytime during a physical inventory process, and is not dependent on any other program. It doesn't need to run before or after anything. It can run with users on the system. Make sure it only runs once, and that before it is run, the values that are being moved are the values you want for the year end/lifo costs. Parameters need to be defined based upon what you want. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. Figure 1 Array Master Menu 2. From the Support Facility System Manager menu, select 05 SYSTEM PROCESSING UPDATES. Figure 2 Support Facility System Manager Menu Prophet 21 Array User's Guide Transfer Cost (MBS170) 5-2

17 3. From the System Processing Updates menu, select 21 TRANSFER COSTS. Figure 3 System Processing Updates Menu 4. Press 1 Select Run Parameters. 5. Enter parameters. A. Enter Warehouse Option. 1. Transfer Costs in Inventory Master Records Only 2. Transfer Costs in Warehouse Records Only 3. Transfer Costs in Inventory Master and Warehouse Records NOTE: It is suggested that you select option 3. If overrides exist in the warehouse, these will be moved to the year end fields as well. Remember that the warehouse record is read first, then the item master. If you move only the item master information, and if warehouse overrides exist, they won't be read or moved into the field. B. Enter the Warehouse Range. C. Enter the Miscellaneous Cost Option. 1. Do Not Calculate Miscellaneous Cost 2. Calculate and Store Miscellaneous Cost NOTE: It is suggested NOT to store miscellaneous cost. The calculation for this is seen on the MBS170 documentation. D. Enter LIFO Cost Option. 1. Don't Store Any Cost in LIFO Cost 2. Store Last PO Cost 3. Calculate and Store Current Purchase Cost 4. Calculate and Store Calculated Cost 5. Store Miscellaneous Cost Prophet 21 Array User's Guide Transfer Cost (MBS170) 5-3

18 6. Store Warehouse Average Cost E. Enter Year End Cost Option. 1. Don't Store Any Cost in Year End Cost 2. Store Last PO Cost 3. Calculate and Store Current Purchase Cost 4. Calculate and Store Calculated Cost 5. Store Miscellaneous Cost 6. Store Warehouse Average Cost F. Select Display Option. 1. Do Not Display Progress On Screen 2. Display Progress on Screen NOTE: Option 1 will speed up processing, while option 2 allows you to be sure it's running okay. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. Special Considerations Below are the field affected by MBS170: MBS101 LY-COST LIFO-COST-POOL Y/E-COST MISC-COST MBS102: MISC-COST LIFO-BASE TY-COST LY-COST The MISC-COST field in both MBS101 and MBS102 pertains to the MISC- COST selected in MBS170. The LIFO-BASE and LIFO-COST-POOL pertain to the LIFO cost move. In MBS101, the Y/E cost field and in MBS102 the TY- COST field pertain to the year end cost. The LY-COST FIELD IN MBS101 AND MBS102 IS FILLED IN BY THE PREVIOUS VALUE FOR THE Y/E AND T/Y COST FIELDS. THE INFORMATION IS SHIFTED SO THAT A USER HAS THE PREVIOUS AND CURRENT YEAR COST INFORMATION. BECAUSE OF THAT, YOU CANNOT RUN MBS170 MORE THAN ONCE. Another consideration is the value you are moving into the file. LAST PO COST AND WAREHOUSE AVERAGE COST DO NOT EXIST IN MBS101, SO WHEN USING THOSE VALUES, NOTHING WILL BE MOVED TO THE ITEM MASTER RECORD FIELDS, JUST THE WAREHOUSE FIELDS. This is okay, since the system looks there first for values, then if they don't exist, looks at the item master. Prophet 21 Array User's Guide Transfer Cost (MBS170) 5-4

19 Potential Problems If you start to run MBS170, and then kill out of it and then want to restart it. If you do not mind that the previous year (not year end information!) is incorrect, then there is not a problem. If you do mind that the previous year is incorrect, then call Prophet 21 Array Support so that the Warehouse/Item Master data can be recovered. The program can take a long time to process. Program doesn't finish at all. Call Prophet 21 Array Support so that they can check the items in the item master and warehouse records to see if the item has been updated. You may have to perform a reorg and restart MBS170 where it left off. Prophet 21 Array User's Guide Transfer Cost (MBS170) 5-5

20 Print /Store Count Sheets (MBS172) Overview Prerequisites Chapter Topics Print /Store Count Sheets (MBS172) Potential Problems Prophet 21 Array User's Guide Print /Store Count Sheets (MBS172) 6-1

21 Running the Print/Store Count Sheets (MBS172) Print /Store Count Sheets (MBS172) Usually the next step is to run your count sheets. You should have these in hand prior to actually starting the count process. They can be run at ANYTIME prior to an inventory. MBS172 will only print those items that exist in the warehouse you are running the process for. If a warehouse record doesn't exist, the item(s) will NOT print out. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager menu, select 05 SYSTEM PROCESSING UPDATES. 3. From the System Processing Updates menu, select 19 PRINT/STORE COUNT SHEETS. 4. Press 1 Select Run Parameters. 5. Enter parameters. A. Enter Program Option. 1. Physical Inventory 2. Cycle Count B. Select if you are Counting Multi-Bin Items (Y/N) NOTE: You MUST answer Y to this prompt if you have any multi-bin records. C. Enter Count Posting Option. 1. Store Count Sheets for Prompt Posting Entry 2. Do Not Store Count Sheets 3. Reprint Count Sheets NOTE: It is suggested that you always want to store count sheets for prompt posting to get print out. You should NEVER do a reprint of the sheets (option 3). This will delete the count sheets in the WPHC database!! If you want a reprint, reprint them using the PRTMNT command, or via Unix. Contact Prophet 21 Array support for help reprinting. If you want to print out the items not related to a count, or you wish to manually post the counts in MBS173, use option 2. D. Enter the Sort Option. 1. Whse/Line Buy/Item 2. Whse/Line Buy/Misc Sort/Item 3. Whse/Line Buy/Bin Loc/Item 4. Whse/Bin Loc/Item 5. Whse/Bin Loc/Misc Sort/Item 6. Whse/Lifo Pool/Bin Location/Item NOTE: Options 1 and 2 will not appear if you did not select multi-bin items in step B. Prophet 21 Array User's Guide Print /Store Count Sheets (MBS172) 6-2

22 E. Select Special Page Break Option. 1. No Special Page Breaks 2. Bin Location 3. Misc Sort 4. Both Bin Loc & Misc Sort 5. Aisle 6. Aisle or Lifo Pool NOTE: Generally, most clients will select No Page Break. F. Select Print Options (Y = Yes N = No). Place an Y or N to determine if you want the values from the warehouse record to print for Bin Locations, On-hand Balance, Item Type, and/or Extended Description to print. G. Select Item Types to Print (Y = Yes N= No). Place an Y or N to determine if you want Stock, Temporary, and/or Permanent items to print. NOTE: It is suggested that you select Y or all item types. H. Select T&P On-hand Balance Option. This is T and P item types. 0 = All T&P's 1 = Suppress T&P's With OHB = Zero I. Select Warehouse Value Class To Print (Y=Yes N=No). Place an Y or N to determine if you want a particular ranking, as based in MBS102 to print. Unless you are looking for items with a particular ranking, you should place an Y under ALL. J. Enter Warehouse Range. K. Enter Bin Location Range. Depending upon the options selected in step B, you may not be asked this option. L. Select Display Option. 1. Do Not Display Progress On Screen 2. Display Progress on Screen NOTE: Option 1 will speed up processing, while option 2 allows you to be sure it's running okay. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. NOTE: If you get the message: PHYSICAL COUNT SHEETS EXIST FOR WAREHOUSE NL TO CONTINUE, ESC TO CANCEL RUN, the system is telling you that for the warehouse(s) selected to run MBS172, it found data that already exists in the WPHC00 database. If this is okay because you may be running a cycle count, then continue. If you are running a physical count, and you do not have any other inventory processes going on, stop and NEWDBS the WPHC database first and then rerun MBS172. If you have active count record for other warehouse, DO NOT DO THIS; AS IT WILL DELETE THOSE RECORDS. Prophet 21 Array User's Guide Print /Store Count Sheets (MBS172) 6-3

23 It is also recommended that once the count sheet database has been created, that Item File Maintenance and the Item & Warehouse Purge programs be suspended (MBS 301 & MBS302). Potential Problems Items not appearing on the count sheets. An item must exist in the warehouse file in order for it to print on the count sheet. If it doesn't, then you will either have to enter the count in MBS173 (which will create the warehouse record and initialize the record for you), or add the item to the warehouse record and rerun the count sheets. Another reason may be that the warehouse line buy information is corrupt. To check that out, go into MBS102 for the item that didn't print on the report. On line 8 look for the field labeled MLB1. This should equal the information in MBS101 on line 3 LIST-1. If it doesn't, run MBS714. This will fix this information in the warehouse. When MBS714 is complete, this information should be okay. If this information is okay and the item is not appearing on the count sheet, perhaps the LIST key information in the database is missing or corrupted for the item. To check this out, go into MBS101 and find the value on line 3, LIST-1. Then go back out and back into MBS101. Select FK5 ALPHA, then FK5 again for List# search. Key in the information from the LIST-1 field of MBS101 and return. The system should show you all the items in that Line Buy in alphabetical order. Page through them until you get to where the item that is not appearing should be. If it does not show up, then the list information in the WI6000 database is corrupt. A reorg of the WIVR database is suggested to fix this. After the reorg, the same procedure above should bring up the item. MBS172 should then show the item on it. Program doesn't finish. Could be database related. Have a dcheck/reorg of the WIVR00 and WIWR00 databases run. For dcheck only, include the WI6000. Count sheets are not generated, or the program bombs out. Check space, also in the temp directory. If you print out the report and it shows the same item over and over, this is a space problem. While entering parameters, throws you out to the main menu or out to a menu. The last thing that MBS172 does is check the WPHC database for count sheets. Usually the permissions are bad on the WPHC database and that is why it does this. Reset the permissions, and try again. It is suggested that you do not stop MBS172 and restart it, unless you are doing the WHOLE FILE and you NEWDBS WPHC00 BEFORE RESTARTING. Prophet 21 Array User's Guide Print /Store Count Sheets (MBS172) 6-4

24 Initialize the File for Counting (MBS171) Overview Prerequisites Chapter Topics Initialize the File for Counting (MBS171) Special Considerations Potential Problems Prophet 21 Array User's Guide Initialize the File for Counting (MBS171) 7-1

25 Running Initialize the File for Counting (MBS171) Initialize the File for Counting (MBS171) When count sheets are out, printed and distributed, well in advance of the actual date/time inventory will be taken, the next step is to initialize the file for the count process. MBS171 will do this. Prior to running MBS171, you should be current on all billing and receiving in the system for the items that are going to be counted. Additionally, between the time MBS171 is started and the time the actual physical or cycle count is done, no activity in the way of pulling items from the warehouse, billing, or receiving should take place. Doing this will result in serious discrepancies in the inventory process. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager menu, select 05 SYSTEM PROCESSING UPDATES. 3. From the System Processing Updates menu, select 18 INITIALIZE FOR PHYS INVENT. 4. Press 1 Select Run Parameters. 5. Enter parameters. A. Enter Program Option. 1. Physical Inventory 2. Cycle Counting B. Select Processing Options. 1. Set Count Field to Zero 2. Move OHB to Stored OHB 3. Set Count To Zero And Move OHB To Stored OHB NOTE: It is recommended to set the option to 3 to Set Count to Zero and Store OHB. Failure to do so will result in invalid or bad on-hand balances on some or all items. C. Select Warehouse Value Class to Initialize. Place an Y or N to determine if you want a particular ranking, as based in MBS102 to initialize. Unless you are looking for items with a particular ranking, you should place an Y under ALL. This should match whatever value you set in MBS172. D. Enter Warehouse Range. E. Select Display Option. 1. Do Not Display Progress On Screen 2. Display Progress on Screen NOTE: Option 1 will speed up processing, while option 2 allows you to be sure it's running okay. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. Prophet 21 Array User's Guide Initialize the File for Counting (MBS171) 7-2

26 Special Considerations MBS171 will do the following, and can be verified in MBS102, or for multi-bin items that have the MB switch set to a Y in MBS102 line 2, you can find the information in MBS348, after pressing FK1 to page the file. COUNT*PHYS*STORED or for cycle counting COUNT*CYCLE*STORED N 5 N 5 These fields should be available in either the 1 st screen in MBS102 or by pressing FK1 to change pages in MBS102. MBS171 will set the flag below the fields labeled PHYS or CYCLE to an N, make sure that the COUNT field is blank, and move what is in the on-hand balance field to the field labeled STORED. The on-hand balance can be verified by comparing the STORED field against the field labeled ON-HAND in MBS102 top of the screen after pressing FK1 to page. If this value doesn't match, but the switch is set to an N, perhaps the reason is because you ran MBS171 a while ago, and the information is old. It is suggested that prior to continuing that you verify a few items through out the entire file by checking the above information to make sure it finished completely and hit all the items you are trying to count. If you miss a few items after the fact, the only thing you can do is manually adjust the item's information by using MBS173 and/or MBS058 depending upon what point in time the problem was found. MBS173 is used if the problem was found before running MBS176. Once MBS176 was run and the problem was discovered, use MBS058. Potential Problems Program doesn't finish or items not initialized. See Print/Store Count Sheets for the reasons items would be omitted or missed. Run reorg or MBS714 as needed. This program can be killed and restarted as long as rule applies that no activity occurs between the time it starts and the time you count, as per above. However, it is not suggested that you kill this program, as it is a VERY SENSITIVE PROGRAM. Prophet 21 Array User's Guide Initialize the File for Counting (MBS171) 7-3

27 Inventory Count Posting (MBS177) Overview Prerequisites Chapter Topics Inventory Count Posting (MBS177) Potential Problems Prophet 21 Array User's Guide Inventory Count Posting (MBS177) 8-1

28 Running Inventory Count Posting (MBS177) Inventory Count Posting (MBS177) A count sheet can be posted once and then it is deleted and MBS173 can to used to adjust totals. You are also able to "HOLD" a count sheet if you start posting but do not wish to finish and do not want the sheet deleted. 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager menu, select 20 STORED CNT SHEET INV. POSTING. Figure 4 Branch System Manager Menu 3. Enter Posting Type. 1. Physical Count 2. Cycle Count 4. The Stored Sheet Inventory Count Posting screen will appear. Prophet 21 Array User's Guide Inventory Count Posting (MBS177) 8-2

29 Figure 5 Stored Sheet Inventory Posting Screen 5. Enter the Warehouse Number (WHS). 6. Enter the Page Number (PAGE). 7. Enter the Hash Total (HASH-TOTAL). This is not mandatory. It is simple a total of ALL item on the page. This is used to verify that mistakes were not made during entry. 8. The screen will now list a line number (LN), a counting column (COUNT), Item Number (ITE-NUMBER) and Item Description (DESC) for up to 27 items. 9. Your cursor is now positioned to enter the count (COUNT) for the 1 st item. Enter the counts for each item. 10. As you enter the counts for each item, the Calculated Total (CALC- TOTAL) will increase. 11. Once you have entered the counts, you now have several options. NL = Accept. This accepts the counts as they are and writes the values to MBS102 LABELLED COUNT or MBS438 for multi-bin items. M = Modify. Allows you to modify any of the counts that you just entered. H = HOLD. Keeps the count sheet open so that you may modify the values at a later date. 12. If all counts are correct, press ENTER or NL to accept the counts and they will update MBS102 or MBS If the counts are not correct, or you are NOT ready to update MBS102 or MBS438, press H to put the sheet on hold. Potential Problems You updated a sheet but the count field was not updated in MBS102 or MBS438. Rekey the warehouse and page number into MBS177. If it appears, the count sheet was not posted, or it was held. ALL count sheets do not exist. You may have run NEWDBS or re-run MBS172 after generating the sheets you are trying to post or your data may be corrupt. If the WPHC database is on a backup tape it can be recovered, otherwise you have to rerun the count sheets, and move the values from the old sheets to the new sheets for posting to make sure you don t post items out of sequence. If a new item is added and inserted in the new sheets that doesn t exist on the old sheets, then all counts will be off! One or two count sheets do not exist. Perhaps they were accidentally posted with no value, or for some reason were deleted. The actual items can be posted using MBS173 as a work around. The System hangs or blows out with an execution error during posting. This may occur if you ran the sheets and didn t answer Y for COUNTING MULTI-BIN ITEMS question in MBS172 AND multibin items exist on the page you are posting. If this is an isolated incident, and you can verify by checking all the items in MBS102 MB Prophet 21 Array User's Guide Inventory Count Posting (MBS177) 8-3

30 switch line 2 that are on the count sheets, then you can use MBS173 to post the items on that page. Then go back to MBS177 to post the rest of the pages. If this appears to be occurring on more than one page, and keeps holding you up, call Prophet 21 Array Support for help. Not a problem but a statement. If a count sheet has all zeros on it, meaning you did not find ANY of the items on the sheet, you do not have to post it. You can ignore the sheet. When you don t post a sheet, the system assumes you posted 0 as the count of an item since it finds the count field as blank when MBS176 is ran to update the on-hand balance. Prophet 21 Array User's Guide Inventory Count Posting (MBS177) 8-4

31 Manual Inventory Count Posting (MBS173) Overview Prerequisites Chapter Topics Manual Inventory Count Posting (MBS173) Potential Problems Prophet 21 Array User's Guide Manual Inventory Count Posting (MBS173) 9-1

32 Manual Inventory Count Posting (MBS173) This program is be used to add new items found during the count process, or to fix errors in posting counts. 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager menu, select 21 MANUAL INVENTORY CNT POSTING. 3. Enter Posting Type. 1. Physical Count 2. Cycle Count 3. Physical Stored OHB 4. Cycle Stored OHB NOTE: Generally you will use option 1 or 2 for a physical inventory or a cycle count. It is suggested that you DO NOT use options 3 or 4. Options 3 and 4 affects the stored on-hand balance field as described in MBS171 (field labeled STORE) and should not be touched. The system moves that value in. Changing this value will possibly mess up the counting process! 4. Enter the Warehouse Number. 5. Enter Stored Cost Option for created warehouses. If you are modifying an existing item, do not store cost. If this is a new item add, then use option 4 Store Both Costs. This will store calculated cost as year end cost, and store purchase cost as average cost. 1. Don't Store Cost 2. Store Item Calculated Cost As Yearend Cost 3. Store Purchase Cost As Average Cost 4. Store Both Costs NOTE: For New Items Only. If an item is found in the warehouse and didn t exist in MBS102 (thus not creating a count sheet), the item needs to have an item master and warehouse record in order to be counted. Check first to make sure it has an item master record. If it doesn t, add one. After that, check to see if it has a warehouse record. DO NOT add the record in MBS102!! When adding in MBS102 the system will not set the PHYS or CYCLE switch to an N, so the item will be ignored by MBS176. Instead, MBS173 will automatically create the warehouse record for you when you post, and make sure that the flag is set to an N so the item will be updated via the inventory process. 6. Select the Count Report Sequence Option. 1. Time Of Entry 2. Page Number 7. Enter the Page Number (PAGE-N). 8. Enter the Hash Total (HASH-TOTAL). This is not mandatory. It is simple a total of ALL item on the page. This is used to verify that mistakes were not made during entry. 9. The Manual Inventory Count Posting screen will appear. Prophet 21 Array User's Guide Manual Inventory Count Posting (MBS173) 9-2

33 Figure 6 Manual Inventory Count Posting Screen 10. Enter the Item Number (ITEM-NUMBER). 11. The system will automatically bring in the description. 12. Your cursor is now positioned to enter the count (COUNT) for the item. Enter the count for each item and bin location if applicable. You may enter a negative number if need be. NOTE: If multiple bin locations exist for an item, those locations will be listed to post counts for each bin. 13. As you enter the counts for each item, the Calculated Total (CALC- TOTAL) will increase. 14. Once you have entered the counts, you now have several options. NL = Accept. This accepts the counts as they are and writes the values to MBS102 LABELLED COUNT or MBS438 for multi-bin items. ESCAPE = Re-enter. Allows you to re-enter a value if need be. 15. If all counts are correct, press ENTER or NL to accept the counts and they will update MBS102 or MBS438 and a new warehouse record will be created if one did not exist before posting with the PHYS and CYCLE switch set to N. 16. You now have two options to finish the entry. NL = Accept the entry ESCAPE = Cancel the entry Potential Problems If you are posting a multi-bin item, the system gives you one line for each bin location. If you are using less than 6 bins, you must press ENTER through the remaining bins in order to get the NL prompt. If Prophet 21 Array User's Guide Manual Inventory Count Posting (MBS173) 9-3

34 you press ESC to skip the remaining bins, the values you just added will not take. Prophet 21 Array User's Guide Manual Inventory Count Posting (MBS173) 9-4

35 Daily Count Report (MBS174) Overview Prerequisites Chapter Topics Daily Count Report (MBS174) Potential Problems Prophet 21 Array User's Guide Daily Count Report (MBS174) 10-1

36 Daily Count Report (MBS174) This will give you a printout of what was posted for the current day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager menu, select 08 DAILY REPORTS II. 3. From the Daily Report II menu, select 07 COUNT REPORT. Figure 7 Daily Reports II Menu 4. Press 1 Select Run Parameters. 5. The Daily Count Report screen will appear. Figure 8 Daily Count Report Screen Prophet 21 Array User's Guide Daily Count Report (MBS174) 10-2

37 6. Enter the parameters. A. Select Options Available. 1. Print All This will print all items posted today. 2. Print Unprinted This will print only those items posted since the last time MBS174 was run. 3. Print Held Counts This will print all count sheets held through MBS177. B. Enter Warehouse Range. C. Select Count Difference Option. 1. Total Count vs. System Balance 2. Whse. Count vs. System Balance 7. Press 6 Select Print Queue. 8. Press 7 Run Parameters. 9. Depending upon the parameters selected, the report will print different information. Potential Problems Report doesn't print anything out. The report is a daily report. The information is cleared out when the dayend jobstream is run. If you posted everything yesterday and are trying to run the report today, nothing will show. However, you can run MBS175 to see what are in the count fields of the posted items. You know you posted 20 items, but the report is only showing 10.This program makes an entry for each occurrence of posting. If you posted 10 and then another 10, then there will be 2 entries of 10 on the report. Or, if you chose the Print Unprinted option and the first 10 entries were on the first report, it will only show the 10 entries that are on the 2 nd report. Prophet 21 Array User's Guide Daily Count Report (MBS174) 10-3

38 Inventory Extension Report (MBS175) Overview Prerequisites Chapter Topics Inventory Extension Report (MBS175) Potential Problems Prophet 21 Array User's Guide Inventory Extension Report (MBS175) 11-1

39 Inventory Extension Report (MBS175) This report lets you see what items you have in stock, the number of items, and the cost of the items. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager menu, select 09 PERIODIC REPORTS I. 3. From the Period Report I menu, select 01 INVENTORY AND PURCHASING. Figure 9 Periodic Reports I Menu 4. From the Inventory Periodic Reports menu, select 11 PHYSICAL INVENTORY EXTENSION. Figure 10 Inventory Periodic Report Menu Prophet 21 Array User's Guide Inventory Extension Report (MBS175) 11-2

40 5. Press 1 Select Run Parameters. 6. Enter the parameters. A. Enter Warehouse Type. 0. From/To Warehouse 1. Single Warehouse B. Depending upon option selected in step A, enter the Warehouse Range or the Warehouse Number. C. Enter Line Buy Option. This will be ignored if you are sequencing the report by LIFO. This will be determined by parameters entered further on. 0. Primary Line Buy Lists Go to step E to continue. 1. Line Buy Lists by Position Go to step D to continue. D. Enter the Line Buy Position. Must be a value of 2 through 5. E. Enter the Line Buy Range. F. Enter Count Option. 1. Physical Count 2. Cycle Count 3. On Hand Balance 4. Physical Stored On Hand Balance 5. Cycle Stored On Hand Balance 6. Defective Only & Factor By NOTE: For inventory purposes, you will usually select option 1 or 2 for step F. G. Enter Intrans/Defective Option. 0. Do Not Include Either Go to step I to continue. 1. Include Intransit Quantities Go to step I to continue 2. Include Defective Quantities & Discount Defective By %. Go to step H to continue. 3. Include Both & Discount Defective By %. Go to step H to continue. H. Enter the amount to discount the defective, intransit, or both by. I. Enter Date Option. This does not give you the ability to see information from a pervious day. All information is current. This allows you to backdate the report if necessary. 1. Run Date Is Todays Date Go to step K to continue. 2. Enter Run Date Go to step J to continue. J. Enter the Run Date of the Report MM/DD/YYY. K. Enter Cost Extension Option. This allows you to choose which cost you want to multiply the extension value by. 1. Current Calculated Cost 2. Current Purchase Cost 3. Last P.O. Receipt Cost 4. Year End Cost 5. Lifo Cost Prophet 21 Array User's Guide Inventory Extension Report (MBS175) 11-3

41 6. Warehouse Average Cost NOTE: If you choose a cost that does not exist, the system will default first to the value in the warehouse, if not, the item master is taken. In the event that a cost does not exist, the system will revert to the Calculated Cost in the warehouse/item master. L. Enter Second Extension Option. This allows you to see a 2 nd cost extension for comparison sake. 1. Year End Cost Go to step M to continue. 2. Last Year End Cost go to step M to continue. 3. Lifo Cost Go to step M to continue. 4. Miscellaneous Cost Go to step M to continue. 5. Warehouse Average Cost Go to step M to continue. 6. Stored Oh Balance Variance System shows the difference between what you selected as the Count Option and the Stored On-hand balance. Go to step M to continue. 7. No Second Extension Will not show a 2 nd cost. Go to step N to continue. M. Enter Second Extension Print Option. 1. Print All Items 2. Do Not Print Zero 2nd Ext. 3. Print Only Zero 2nd Ext. N. Enter Sequences Available. 1. Warehouse,Line,Item 2. Warehouse,Line,Misc,Item 3. Warehouse,Lifo Pool, Item NOTE: If you are using Lifo Pool, then this selection will be ignored. O. Enter Space Option. 1. Single Space Item Lines 2. Double Space Item Lines 3. Print Totals Only This will only print totals by line buy. P. Enter Print Option. 1. Print All Balances 2. Don't Print Zero or Negative Balances 3. Print All Balances And Print Negatives As Negatives Q. Select Temporary Item Option. 1. Print Temporary Items 2. Do Not Print Temporary Items R. Select Display Option. 1. Do Not Display Progress On Screen 2. Display Progress on Screen Prophet 21 Array User's Guide Inventory Extension Report (MBS175) 11-4

42 NOTE: Option 1 will speed up processing, while option 2 allows you to be sure it's running okay. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. Potential Problems Items not appearing on the count sheets. Could be a corrupt line buy key. An item must exist in the warehouse file in order for it to print on the count sheet. If it doesn't, then you will either have to enter the count in MBS173 (which will create the warehouse record and initialize the record for you), or add the item to the warehouse record and rerun the count sheets. Another reason may be that the warehouse line buy information is corrupt. To check that out, go into MBS102 for the item that didn't print on the report. On line 8 look for the field labeled MLB1. This should equal the information in MBS101 on line 3 LIST-1. If it doesn't, run MBS714. This will fix this information in the warehouse. When MBS714 is complete, this information should be okay. If this information is okay and the item is not appearing on the count sheet, perhaps the LIST key information in the database is missing or corrupted for the item. To check this out, go into MBS101 and find the value on line 3, LIST-1. Then go back out and back into MBS101. Select FK5 ALPHA, then FK5 again for List# search. Key in the information from the LIST-1 field of MBS101 and return. The system should show you all the items in that Line Buy in alphabetical order. Page through them until you get to where the item that is not appearing should be. If it does not show up, then the list information in the WI6000 database is corrupt. A reorg of the WIVR database is suggested to fix this. After the reorg, the same procedure above should bring up the item. Prophet 21 Array User's Guide Inventory Extension Report (MBS175) 11-5

43 Stored Count Sheet Inquiry (MBS179) Overview Prerequisites Chapter Topics Stored Count Sheet Inquiry (MBS179) Prophet 21 Array User's Guide Stored Count Sheet Inquiry (MBS179) 12-1

44 Stored Count Sheet Inquiry (MBS179) This program will verify that all count sheets have been used or not. You may view this on your screen or print a hardcopy of the report. 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager menu, select 22 PRINT/INQ STORED CNT SHEETS. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Enter Display Option. 1. CRT 2. Print B. Enter Type Option. 1. Cycle Count Sheets 2. Physical Inventory Count Sheets 3. Both Cycle And Physical Inventory Count Sheets C. Enter Summary Option. 1. List Of Individual Count Sheets 2. Total Number Of Count Sheets D. Enter Warehouse Range. 5. Press 6 Select Print Queue. Not used if viewing on screen. 6. Press 7 Run Program. Not used if viewing on screen. NOTE: If you chose CRT, you will not need to implement steps 5 or 6, as the system automatically brings the program up on the screen. Prophet 21 Array User's Guide Stored Count Sheet Inquiry (MBS179) 12-2

45 Inventory Update (MBS176) Overview Prerequisites Chapter Topics Inventory Update (MBS176) Prophet 21 Array User's Guide Inventory Update (MBS176) 13-1

46 Running Inventory Update (MBS176) Inventory Update (MBS176) This program takes the counted value, applies any activity on the items (billing and receiving) against what was counted, and updates the on-hand balance. It also sets the PHYS or CYCLE flag back to a Y, and writes a Transaction audit record for the item showing the change. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager menu, select 05 SYSTEM PROCESSING UPDATES. 3. From the System Processing Updates menu, select 20 PHY/CYCLE COUNT INVENTORY. 4. Press 1 Select Run Parameters. 5. Enter the parameters. A. Enter Category. 1. Physical Inventory 2. Cycle Count B. Enter Selection Option. 1. Process All Items This is used if a physical inventory was performed. 2. Process Line Buy This option can be used if you completed a specific line buy in either a physical or cycle count 3. Process Bin Location C. Enter Warehouse Range. D. Update Warehouse Count Date Field With Today's Date Y/N. The date counted will be updated in MBS102 and MBS348 if this switch is set to Y. E. Select Display Option. 1. Do Not Display Progress On Screen 2. Display Progress on Screen NOTE: Option 1 will speed up processing, while option 2 allows you to be sure it's running okay. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. Prophet 21 Array User's Guide Inventory Update (MBS176) 13-2

47 Glossary of Terms Hash Total The total number of items on the page. Killed The program is stopped prematurely. OHB On-hand balance. Value Class The ranking assigned to an item on how quickly it move in your inventory. Classes may be A, B, C, or D. Prophet 21 Array User's Guide Glossary of Terms G-1

48 Line Buy 6:2 6:4, 11:3, 11:4 11:5, 13:2 Index A Adding New Items 9:2 C Check List 4:1, 4:3 Count Sheets Holds 8:2 8:3 Print or Store 5:1 6:2 Reprinting 6:2 D Daily Count Report 4:3, 9:1 10:2 Potential Problems 10:1, 10:3 H Hash Total 8:3, 9:3 Hold 8:2 8:3 I Initialize the File for Counting 6:1 7:2 Potential Problems 7:1, 7:3 Special Considerations 7:1, 7:3 Inventory Count Posting 4:3, 7:1 8:2, 8:1 9:3 Potential Problems 8:1, 8:4 Inventory Extension Report 4:3, 10:1 11:2 Potential Problems 11:1, 11:5 Inventory Update 12:1 13:2 L LIFO 5:2, 5:3 5:4, 6:2, 11:3 11:4 M Manual Inventory Count Posting 4:3, 8:1 9:3 Potential Problems 9:1, 9:4, 11:5 MBS058 7:3 MBS101 5:4, 6:4, 11:5 MBS102 5:4, 6:3, 7:2 7:3, 8:3 8:4, 9:2 9:3, 11:5, 13:2 MBS170 4:3, 4:1 5:2, 5:3 5:4 MBS171 4:3, 6:1 7:3, 9:2 MBS172 4:3, 5:1 6:2, 6:3 6:4, 7:2, 8:4 MBS173 4:3, 6:2 6:4, 7:3, 8:2, 8:4 9:2, 11:5 MBS174 4:3, 9:1 10:3 MBS175 4:3, 10:3 11:2 MBS176 7:3, 8:4, 9:2, 12:1 13:2 MBS177 4:3, 7:1 8:2, 8:4, 10:3 MBS179 4:3, 11:1 12:2 MBS348 7:3, 13:2 MBS714 6:4, 7:3, 11:5 N NEWDBS 4:3, 6:4, 8:4 P Physical Inventory Check List 4:1, 4:3 Print /Store Count Sheets 5:1 6:2 Print/Store Count Sheets Potential Problems 6:1, 6:4 R Reprint Count Sheets 6:2 S Stored Count Sheet Inquiry 4:3, 11:1 12:2 T Transfer Cost 4:3, 4:1 5:2 Potential Problems 5:1, 5:5 Special Considerations 5:1, 5:4 V Value Class 6:3, 7:2 Prophet 21 Array User's Guide Index I-1

49 W WI6000 6:4, 11:5 WIVR Database 6:4, 11:5 WIVR00 6:4 WIWR00 6:4 WPHC Database 4:3, 6:2 6:4, 8:4 WPHC00 6:4 WPHC00 Database 6:4 Prophet 21 Array User's Guide Index I-2

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