Table of Contents Inventory & Purchasing

Transcription

1 Table of Contents Inventory & Purchasing Inventory & Purchasing 3 Introduction... 3 Collating Sequence... 4 Inventory Browse Table... 5 Inventory Expense Classifications... 6 Adding a New Inventory Expense Classification... 7 Editing an Existing Inventory Expense Classification... 8 Change Inventory Classification Code Assignment for Inventory Items... 8 Deleting an Inventory Expense Classification... 8 Printing the Inventory Expense Classification List... 8 Adding/Editing Inventory Items... 9 Adding a New Inventory Item... 9 Re-Order Point & Re-Order Quantity Editing an Existing Inventory Item Adding/Editing Inventory Notes Changing an Inventory Stock Number Deleting an Inventory Item Delete Selected Inventory Item & Report Deleting Multiple Inventory Items Inventory Transaction Inquiries and Edits Making Additional Inquiries Adding a New Inventory Transaction Editing an Existing Inventory Transaction Deleting an Inventory Transaction Creating a Vendor File Adding/Editing Vendor Notes Adding/Editing Vendors Adding a New Vendor Editing an Existing Vendor Changing a Vendor Code Deleting a Vendor Viewing the Vendor Parts List Adding a New Item Editing an Existing Item Deleting an Item Printing the Vendor File Vendor Purchase Report Vendor Cross Reference Adding a Vendor Cross Reference Editing an Existing Vendor Cross Reference Inventory & Purchasing 1

2 Deleting a Vendor Cross Reference Creating a Purchase Order Adding a New Purchase Order Creating the Purchase Order Header Adding Purchase Order Line Items Adding Inventory Items that do not exist in Inventory Entering Sales Tax, Freight & Postage Attached Documents Editing and/or Receiving Purchase Order Line Items Voiding Purchase Orders Receive All Selected Items Deleting Purchase Order Line Items Saving & Printing the Purchase Order Purchasing Parts Using PartSmart Purchasing Parts Using Internet Parts Catalogs Editing an Existing Purchase Order Deleting a Purchase Order Adding/Editing Purchase Order Notes Printing Purchase Orders Sending Purchase Orders by Printing the Open Order Report Printing the Purchase Order Report Closing an Inventory Period Edit Physical Inventory Inventory File Listing Items on Order Report Inventory Requirements Report Inventory Valuation Report Physical Inventory Report Inventory Usage Report Inventory Transactions Report Inventory & Purchasing

3 Inventory & Purchasing Introduction The Inventory & Purchase Orders Module is a complete Spare Parts and Supply Tracking System that includes Vendor Parts Cross Reference Lists, comprehensive reports and integration with other Program Functions. When used in conjunction with the Budgets & Expenses, Chemicals, and Equipment Maintenance Functions, system integration keeps Inventory and Budget/Expense Accounts up-to-date as supplies are ordered, received and consumed. Setup Options allow you to configure Inventory & Purchase Orders to meet your specific recording and reporting needs. Inventory & Purchasing 3

4 Collating Sequence When creating Inventory Items and generating Purchase Orders, it is important to remember that the Stock Number and Purchase Order Number data fields contain alphanumeric values. The values placed in these fields will effect the collating sequence used when finding or reporting Inventory. The example below shows how alphanumeric information is collated in a left-to-right alphabetic manner. When using Purchase Order Numbers, begin with a large number such as to keep up to 99,999 Purchase Orders in numerical order AB-100 AB-832 BB Inventory & Purchasing

5 Inventory Browse Table The Inventory Browse Table displays a list of Inventory Stock Numbers, Item Descriptions, Expense Classifications, On Hand Quantities and the Last Cost of Inventory Items contained within the Inventory File. On screen controls permit you to browse through the Inventory File by Stock Number, Item Description, or Inventory Classification in either ascending or descending sequence. Inventory Items that have stock levels BELOW their re-order level are highlighted on screen in Red. Inventory Items that are Classified as NON Inventory are highlighted on screen in Blue. Inquiry Icon is available for quick lookup of transaction history. Menu and Toolbar Functions provide access to the following procedures and reports: PROCEDURES Add Inventory Item Edit Inventory Item Delete Inventory Item Inventory Item Inquiry Inventory Expense Classifications Purchase Orders / Record Invoices Vendor File End of Period Adjust Physical Inventory - See Bar Code Functions Edit Physical Inventory REPORTS Inventory File Listing Items on Order Inventory Requirements Inventory Valuation Physical Inventory Inventory Usage Inventory Transactions Bar Code Labels - See Bar Code Functions Inventory & Purchasing 5

6 Inventory Expense Classifications Inventory Expense Classifications identify the Budget/Expense Accounts that will be charged for the purchase or use of Inventory Items. The Inventory Expense Classifications are also used to designate Inventory, Non-Inventory and Fuel Categories. From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Inventory Expense Classifications. FIELD Class Type Charge Charge To Account DESCRIPTION A unique code consisting of up to three characters (numbers and/or letters) to identify this Class of Inventory Items. I is for Inventory Items, N is for Non-Inventory Items such as Tax, Freight, etc., and F=Fuel, G=Gasoline, D=Diesel Fuel, M=Gas/Oil Fuel Mixture. If Automatic Fuel Pump Selection is active there can be only one type G, D, or M. P will charge to the Budget/Expense Account when an item in this Classification is received into Inventory from a Purchase Order. U will charge to the Budget/Expense Account when an item in this Classification is used on a Work Order, Fuel Ticket or Chemical Application. The Budget/Expense Account Number to be charged for the purchase or use of items in this Inventory Classification. The Charge To Account must exist in the Budget/Expense File as a Transaction Detail Account (Type-2 or 2-S). 6 Inventory & Purchasing

7 Adding a New Inventory Expense Classification From the Inventory Expense Classification Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter up to three characters (numbers and/or letters) in the Class field. Next, enter either the Inventory Type Code of I, N, F, G, D, or M. Purchase Orders use the Type field to determine if Inventory levels are to be adjusted when items in this Classification are ordered or received. If Automatic Pump Selection is active there can be only one type G, D, or M. I N F G D M Inventory Levels will be adjusted. Inventory Levels will NOT be adjusted. Type N Classifications are used for Non-Inventory Purchase Order items such as outside services, freight, and sales tax. Inventory Levels will be adjusted as well as fuel tank inventory levels. This classification can be used for all types of fuel if not using the Workstation Option - Automatic Fuel Pump Selection. Required for Gas selection if using the Workstation Option - Automatic Fuel Pump Selection when recording pump tickets. Required for Diesel selection if using the Workstation Option - Automatic Fuel Pump Selection when recording pump tickets. Required for Mix selection if using the Workstation Option - Automatic Fuel Pump Selection when recording pump tickets. The Charge field is used to indicate if Budget/Expense Accounts are to be charged as items in this Classification are either P "Purchased" (on a Purchase Order) or U "Used " (on a Work Order, Fuel Ticket, or Chemical Application). Enter P or U in this field. Next, enter a valid Budget/Expense Account Number. If the Account Number is not known, click on the Charge To field and click on the LOOK-UP tool. If the account does not exist in the Budget/Expense File, or if the account is not a Transaction Detail Account (Type-2 or 2-S), an error message will appear. Click on ACCEPT when entry is complete. Inventory & Purchasing 7

8 Editing an Existing Inventory Expense Classification From the Inventory Expense Classification Browse Table, position the scroll bar on the Inventory Expense Classification to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Change Inventory Classification Code Assignment for Inventory Items From the Inventory Expense Classification Browse Table, position the scroll bar on the Inventory Expense Classification to be reassigned and click on the CHANGE tool. Enter the new Classification Code and click on ACCEPT to begin reassigning inventory items. This operation reassigns ALL inventory items using the OLD CODE with the NEW CODE. This can take some time to complete depending on the amount of Inventory Items that will be updated. Deleting an Inventory Expense Classification From the Inventory Expense Classification Browse Table, position the scroll bar on the Inventory Expense Classification to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing the Inventory Expense Classification List A printout of the current contents of the Inventory Expense Classification List can be obtained from the Inventory Expense Classification Browse Table by clicking on the PRINT tool. See Sample Reports - Appendix A-14 8 Inventory & Purchasing

9 Adding/Editing Inventory Items Adding a New Inventory Item From the Inventory Browse Table click on the NEW tool and the Inventory - Add/Edit/Delete Screen will appear. Enter Stock Number, Parts Location and Description. Next click on the drop-down list to select a Stock Unit or enter your own three (3) character Stock Unit. Next, enter an Expense Classification Code identifying the Expenses Class for the Purchase and Use of this Inventory Item. If the Expense Class is not known, click on the Expense Class field and click on the LOOK-UP tool. Enter Quantities and Cost Prices in the remaining fields. If the Average Cost field is left blank and the Qty On Hand is not zero, the value in the Last Cost field will be automatically copied to the Average Cost field when the new entry is saved. All fields in the History Section are automatically updated by other Program Functions whenever merchandise is ordered, received or used. Data entry is not permitted in these fields. Click on the SAVE tool when all required fields are complete. OR Click on the CHEMICAL INFO button to open the Chemical/Fertilizer Add/Edit/Delete screen for continued data entry if this inventory item will be used for application purposes. Inventory & Purchasing 9

10 FIELD Stock No. Parts Location Description Size Stock Unit Expense Class Qty On Hand Qty On Order Last Cost Average Cost Re-Order Point Re-Order Qty DESCRIPTION An alphanumeric identifier (up to 16 characters in length) for this Inventory Item. A unique Stock Number is required on all Inventory Items. Bin Number or Shelf where parts are located. Description of the Inventory Item. Size of the Inventory Item if needed to further clarify the description. Inventory units for this Item. May be EA, GAL, BAG, etc. Up to three characters (numbers or letters) that are used to determine the Budget/Expense Account to be charged for the purchase or use of this Inventory Item. This field is mandatory. A special Classification Code " *** " may be used to bypass the Budget/Expense Accounts if the Budgets & Expenses System is not being used, or if you do not want to charge specific Inventory Items to a Budget/Expense Account. Number of units currently On Hand. Number of units On Order. Last Unit Cost for this Inventory Item. The number of decimal places is determined by the Unit Price Format setup option. Average Unit Cost of this Inventory Item. The number of decimal places is determined by the Unit Price Format setup option. The Average Cost is calculated whenever an item is received on a Purchase Order based on the following formula: (On Hand X Last Cost) + (Received X New Cost) (On Hand + Received) Operator suggested re-order warning point quantity. Used on the Inventory Requirements Report. Operator suggested Re-Order Quantity. Used on the Inventory Requirements Report. Purchase and Usage History fields are automatically updated and cannot be changed by the operator. Re-Order Point & Re-Order Quantity The Re-Order Point and Re-Order Quantity are used in determining the quantities of Inventory needed to maintain minimum stock levels of a particular Inventory Item. These fields are optional. If Qty On Hand plus Qty On Order is less than the Re-Order Point, the system will calculate the additional Quantity Needed, based on this formula: Quantity Needed = Re-Order Point + Re-Order Qty - On Hand - On Order Example: 5 on hand, and 3 on order. Re-Order Point is 10 and Re-Order Qty is = The Quantity Needed of Inventory Items is reported on the Inventory Requirements Report. 10 Inventory & Purchasing

11 Editing an Existing Inventory Item From the Inventory Browse Table, position the scroll bar on the Inventory Item to be changed and click on the EDIT tool. The Inventory - Add/Edit/Delete Screen will appear with the selected information displayed. All fields except the Stock Number can be changed. Stock Number changes must be done by clicking on the CHANGE tool. Click on the SAVE tool when changes are complete. If the TRIMS Password System is Active and the current user is NOT the System Administrator and the Restrict Inventory Editing to Administrator Software Option is in force, Inventory Edits to On Hand, Avg Cost, and Last Cost will not be saved. Adding/Editing Inventory Notes A multi-page Note File for each Inventory item can be accessed from either the Inventory Browse Table or the Inventory - Add/Edit/Delete Screen. From the Inventory Browse Table, position the scroll bar on the Inventory Item and click on the NOTE tool. From the Inventory - Add/Edit Screen, click on the NOTE tool at anytime while an Inventory Item is displayed. Click on the SAVE tool when notes are complete. Changing an Inventory Stock Number Changes to the Stock Number are prohibited during normal EDIT operations. If it is necessary to change the Stock Number, click on the CHANGE tool. If the TRIMS Password System is Active and the current user is NOT the System Administrator and the Restrict Inventory Editing to Administrator Software Option is in force, the Change Procedure will be disallowed. Enter the new Stock Number and click on ACCEPT to make the change. This operation reassigns the new Stock Number on Work Orders, Purchase Orders, Inventory Transactions, Fuel Inventory and Chemical Applications. This can take some time to complete depending on the size of the files that will be updated. Inventory & Purchasing 11

12 Deleting an Inventory Item From the Inventory Browse Table, position the scroll bar on the Inventory Item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. If the TRIMS Password System is Active and the current user is NOT the System Administrator and the Restrict Inventory Editing to Administrator Software Option is in force, the Delete Procedure will be disallowed. If the error "CAN'T DELETE - TRANSACTIONS EXIST" appears, this Inventory Item can only be deleted by running the Delete Selected Inventory Item & Report procedure. Delete Selected Inventory Item & Report From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Delete Inventory Item. A drop-down menu will appear, choose Delete Selected Inventory Item & Report and confirm deletion. This procedure will print a history of Transactions for the Inventory Item selected as they are deleted. Deleting Multiple Inventory Items To delete more than one Inventory Item at a time, click the mouse in the add a red column to the left of the Stock No to Click on the Procedures Toolbar Menu, select Delete Inventory Item, then choose Delete Selected Inventory Items & Report and confirm deletion of all selected items. This procedure will print a history of Transactions for the Inventory Items selected as they are deleted. 12 Inventory & Purchasing

13 Inventory Transaction Inquiries and Edits From the Inventory Browse Table, position the scroll bar on the Inventory Item to be examined and click on the INQUIRY tool or with the Inventory Item displayed on the Inventory - Add/Edit/Delete Screen, click on the INQUIRY tool. The Inventory Transaction - Inquiry/Edit Screen will appear displaying all transactions on the selected Inventory Item. Transactions can be displayed on screen in either ascending or descending Date Order. Toolbar functions allow you to view the source document for a selected inventory transaction, or print a hard copy of the displayed information. Specific Transcation Types can be viewed to narrow the transaction listing. FIELD Date Reference Trans. Quantity Price Description DESCRIPTION Date of this transaction (required). Identifying source or reference for this transaction. Transaction Type: ORDR = Inventory Ordered RECV = Inventory Received USED = Inventory Used RSTK = Inventory Returned to Stock. Transaction Quantity. Item Cost. Description of this transaction. Inventory & Purchasing 13

14 Making Additional Inquiries When you have completed your inquiry, click on the CLEAR tool. Enter all or part of the Stock Number to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Inventory Item and its Transactions. Or, position the cursor to the Description field, enter all or part of the Description to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Inventory Item and its Transactions. Adding a New Inventory Transaction To add a Transaction click on the NEW tool and the Add/Edit Bar will appear. Enter the Date, Reference, Transaction Type, Transaction Quantity, Price and Description. Click on ACCEPT when entry is complete. Adding Transactions will change quantities On Hand, On Order and Used. 14 Inventory & Purchasing

15 Editing an Existing Inventory Transaction Position the scroll bar on the Transaction to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Transaction Edits will change quantities On Hand, On Order and Used. Deleting an Inventory Transaction Position the scroll bar on the Transaction to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. The transaction will be removed and Inventory levels will be updated as if the deleted transaction had not occurred. In some circumstances it may be better to use the RSTK restock transaction rather than deleting a transaction. Inventory & Purchasing 15

16 Creating a Vendor File The Vendor File is integrated with both Inventory and Purchase Orders. The Vendor File can be used to track Vendor Activity and Latest Costs. From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Vendor File. The Vendor Browse Table displays Vendor Codes, Vendor Names, Phone Numbers, Last Purchase Date, and Year-To- Date Purchase totals contained within the Vendor File. On screen controls permit you to browse through the file by Vendor Code or Vendor Name in either ascending or descending sequence. Adding/Editing Vendor Notes A multi-page Note File for each Vendor can be accessed from either the Vendor Browse Table or the Vendor - Add/Edit/Delete Screen. From the Vendor Browse Table, position the scroll bar on the Vendor and click on the NOTE tool. From the Vendor - Add/Edit/Delete Screen, position the cursor in the Vendor Code field. Enter all or a portion of the Vendor Code and use the FIND, NEXT or PREVIOUS tool to locate the Vendor. Once a Vendor is located, click on the NOTE tool. Click on the SAVE tool when notes are complete. 16 Inventory & Purchasing

17 Adding/Editing Vendors Adding a New Vendor From the Vendor Browse Table, click on the NEW tool. The Vendor - Add/Edit/Delete Screen will appear and allow you to enter information on a new Vendor. FIELD Vendor Code Name Address Address City/St Contact Web Site Lease Acct Cust No Phone Cell DESCRIPTION An alphanumeric identifier, up to 8 characters for this Vendor. Name of the Vendor. (Line 1) First line of the Vendor's address. (Line 2) Second line (optional) of the Vendor's address. City and State of the Vendor. Sales Contact at Vendor's office. Vendor's Address. Vendor s Web Site Address. Equipment Lease Account to be charged for lease payments made to this Vendor. Number assigned to you by Vendor. Vendor's Phone number. Vendor's Cell number. Inventory & Purchasing 17

18 FAX Terms Last Order Date PO# Last Order Amount Orders This Year Vendor's Fax number. Vendor's payment Terms. Date of the Last Purchase from this Vendor. Last Purchase Order number for this Vendor. Amount of the Last Purchase (from the last Purchase Order) on this Vendor. Total amount of all purchases this year from this Vendor. The Last Order Amount and YTD Orders fields are updated by the Purchase Order programs each time merchandise is received. The Orders This Year field can be reset by the End of Period procedure. Click on the SAVE tool when all required fields are complete. New Vendors are automatically added to the Telephone Directory when saved. Editing an Existing Vendor From the Vendor Browse Table, position the scroll bar on the Vendor to be changed and click on the EDIT tool. The Vendor - Add/Edit/Delete Screen will appear with the selected information displayed. Once the Vendor information is displayed, all fields except the Vendor Code can be changed. Vendor Code changes must be done by clicking on the CHANGE tool. Click on the SAVE tool when changes are complete. Changing a Vendor Code Changes to the Vendor Code are prohibited during normal EDIT operations. If it is necessary to change the Vendor Code, click on the CHANGE tool. Enter the new Code for this Vendor and click on ACCEPT to make the change. This operation reassigns the Vendor Code on Purchase Orders and Inventory Cross Reference Items. This can take some time to complete depending on the size of the files that will be updated. 18 Inventory & Purchasing

19 Deleting a Vendor From the Vendor Browse Table, position the scroll bar on the Vendor to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. When deleting a Vendor, all Vendor Parts, Vendor Notes, and completed Purchase Orders relating to the Vendor are also deleted. You are prohibited from deleting a Vendor if there are Active Purchase Orders for that Vendor. Viewing the Vendor Parts List The Vendor Parts List is a listing of all parts and supplies purchased from a specific Vendor. Inventory Items are added into the Vendor Parts List automatically by Purchase Orders as parts and supplies are ordered and received. From the Vendor Browse Table, position the scroll bar on the Vendor to be examined and click on the INQUIRY tool and the Vendor Parts List Screen will appear, or with the Vendor to be examined displayed on the Vendor - Add/Edit/Delete Screen, click on the INQUIRY tool. FIELD Part Number Stock Number Description Unit Cost Date DESCRIPTION Vendor's Part Number for this item. Your Inventory Stock Number for this item. Item Description (no entry permitted). Last Cost from this Vendor. Last Purchase Date of this item from this Vendor. Inventory & Purchasing 19

20 Adding a New Item From the Vendor Parts List, click on the NEW tool and the Add/Edit Bar will appear. Enter Vendor s Part Number, Stock Number, Description, Unit Cost and the Date. If the Stock Number is not known, click on the Stock Number or Description field and click on the LOOK-UP tool. Click on ACCEPT when entry is complete. Editing an Existing Item From the Vendor Parts List, position the scroll bar on the Item to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting an Item From the Vendor Parts List, position the scroll bar on the Item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. 20 Inventory & Purchasing

21 Printing the Vendor File The contents of the Vendor File, including the individual Vendor Part Lists, can be printed at any time. From the Vendor Browse Table, click on the PRINT tool and select Print the Vendor File. Enter the Date to appear on this report. If reporting Specific Vendors, click on individual Vendors to be reported and indicate if you wish to include the Vendor Parts List. Select the Reporting Sequence by either Vendor Number of Vendor Name. When all selections have been made, click on the PRINT tool. See Sample Reports - Appendix A-15, A-16 Inventory & Purchasing 21

22 Vendor Purchase Report A summary of all Purchases made within a time period from All or Selected Vendors can be printed at any time. From the Vendor Browse Table, click on the PRINT tool and select Print the Vendor Purchase Report. Enter the Date Range to be reported and select desired Report Options. If reporting Specific Vendors, click on individual Vendors to be reported. You may optionally Reset Vendor Purchases YTD. If this option is selected, the reporting date range will be automatically set to Start of Fiscal Year Date thru Today s Date. Select Sort By Classification to sub-total inventory items purchased in each Inventory Expense Classification. Indicate if reported Purchase Orders are to be selected by Order Date or Received Date. When all selections have been made, click on the PRINT tool. See Sample Reports - Appendix A Inventory & Purchasing

23 Vendor Cross Reference The Vendor Cross Reference displays a list of all Vendors that you have purchased a selected item from in the past. Inventory Items are placed into the Vendor Cross Reference automatically by Purchase Orders as parts and supplies are received into Inventory. From the Inventory Browse Table, position the scroll bar on the Inventory Item to cross reference, click on the EDIT tool and the Inventory - Add/Edit/Delete Screen will appear. Next, click on the XREF tool to display the Vendor Cross Reference Browse Table. FIELD Vendor Code Vendor Name Part Number Unit Cost Date DESCRIPTION Vendor's Code/Number. Vendor's Name. Vendor's Part Number. Price from this Vendor. Last Purchase Date from this Vendor. Inventory & Purchasing 23

24 Adding a Vendor Cross Reference From the Vendor Cross Reference Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter the Vendor Code, Name, Part Number, Unit Cost and Date. If the Vendor Code is not known, click on the Vendor Code or Vendor Name field and click on the LOOK-UP tool. Click on ACCEPT when entry is complete. Editing an Existing Vendor Cross Reference From the Vendor Cross Reference Browse Table, position the scroll bar on the Vendor to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a Vendor Cross Reference From the Vendor Cross Reference Browse Table, position the scroll bar on the Vendor to be deleted click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. 24 Inventory & Purchasing

25 Creating a Purchase Order Purchase Orders are integrated with both Inventory and Budget/Expense Accounts. The interaction of these functions is controlled by the Inventory Expense Classifications and by the Budget Commitments Configuration Option. The Inventory Expense Classifications determine which Budget/Expense Accounts will be charged, when to charge the Accounts, and how Inventory updates are to be handled. The Budget Commitments Configuration Option determines if open orders are to be shown on the associated Budget/Expense Accounts. Inventory Transactions are only recorded for purchases of Inventory Items with Type I or Type F Inventory Expense Classifications. Non-Inventory Items (Type N Classifications) are passed directly to the Budget/Expense Accounts. Click on the Active Only tool to Hide Complete Purchase Orders. From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Purchase Orders / Record Invoices. The Purchase Order Browse Table displays the current status of all Purchase Orders and is used to add new orders or edit existing orders. On screen controls permit you to browse through the file by Order Number, Vendor Code, Order Date, or Invoice Number in either ascending or descending sequence. Purchase Orders that are highlighted in Blue Italics are tagged as Blanket Purchase Orders. Completed Purchase Orders will appear dim on screen. Inventory & Purchasing 25

26 Adding a New Purchase Order From the Purchase Order Browse Table, click on the NEW tool. The Purchase Order - Add/Edit Screen will appear and allow you to create a new Purchase Order. Creating the Purchase Order Header 26 Inventory & Purchasing

27 HEADER FIELD Order # Order Date Vendor Need By Date Rec'd Ship Via Status Terms Order By Blanket PO Invoice # BPO# DESCRIPTION Purchase Order Numbers are automatically assigned in increasing sequential order or can be manually entered depending on the setting of the Next Purchase Order Number Configuration Option. Date this Purchase Order was generated. Any valid Vendor Code. When items on this order are Needed (optional). The last Date when an item was Received. How the Vendor is to Ship this order (optional). Order Status: A = Active Order; C = Completed Order. Vendor Payment Terms. Initials of Person Ordering this merchandise (optional). Blanket Purchase Order indicator. Invoice Number or Reference Number for this purchase (optional). Blanket Purchase Order reference number. The following Order Status Fields are updated on screen whenever items are ordered or received. Data entry is not permitted in these fields. Order $ Rec'd $ Open $ Total dollar amount of parts and supplies Ordered. Dollar amount of parts and supplies Received to date on this order. Dollar amount of parts and supplies Remaining on order. If the Purchase Order Configuration Option is set to automatically generate Purchase Order numbers, the next available Purchase Order Number field will display the Purchase Order Number assigned to this order. If not automatically generated, enter a unique alphanumeric number of your choice up to 9 characters in length in this field. Enter the Date of the Purchase Order (if different than the date displayed). Next, enter a Vendor Code identifying the Vendor supplying the merchandise on this order. If the Vendor Code is not known, click on the Vendor Code or Vendor Name field and click on the LOOK-UP tool. Enter the Need By date and Ship Via instructions. Next enter the Terms (if different than displayed), Initials of the person placing the order and indicate if this is a Blanket Purchase Order. Enter an optional Invoice Number or Reference Number associated with this order. If this purchase is against a Blanket Purchase Order, you can click on the Down Arrow to select the related BPO#. Once selected, edits made on this Purchase Order will adjust the Open Order Dollar Amount on the related Blanket Purchase Order. Once a Purchase Order has been saved, no changes to the Vendor Code will be allowed once Line Items have been entered. Inventory & Purchasing 27

28 Adding Purchase Order Line Items From the Purchase Order - Add/Edit Screen, click on the NEW tool and the Line Item Entry Panel will appear. FIELD Stock No. Vendors Part # Description Size Ordered Recv Cost Unit Charge To DESCRIPTION Inventory Stock Number of item being ordered. (Required) Vendor's Part Number. Item Description. Item Size or Location will be displayed depending on the setting of the Show Parts Location setup option. Quantity Ordered. This field will always display the original Order Quantity. Quantity Received. This is an enter only field used to indicate the Quantity Received at this time. See Prior Amount Received field for cumulative running total of Quantity Received. Unit Cost of this item. Inventory Stock Unit (EA, DOZ, GAL, etc.). Budget/Expense Account to be Charged for the purchase of this item. Prop Id Prior Amt Received Date Last Received Equipment/Property Number to be Charged for the purchase of this item. This field will ONLY be displayed if the Charge Purchase Order Parts to Equipment option is selected. See System Utilities - Software Registration & Configuration - Software Options. If using Work Orders, be careful not to DUPLICATE parts costs allocated to Equipment/Property. Total Quantity of this Purchase Order item Received Prior to this entry. Date when this Purchase Order item was Last Received. 28 Inventory & Purchasing

29 Enter the Stock Number of the Inventory Item to be ordered. If the Stock Number is not known, position the cursor to the Stock Number or Description field and click on the LOOK-UP tool. If entering a Vendors Part No, position the cursor to the Vendors Part No field and click on the LOOK-UP tool to display the Vendors Part List. Enter the quantity Ordered. If you are using the Purchase Order Screen to record invoices at the time merchandise is received, you can also enter the actual quantity Received at this time. You can also change the Cost, Description, Size, Vendor Part #, Charge To fields if needed. If costs are to be allocated to a specific piece of Equipment or Property, position the cursor to the Prop Id field and click on the LOOK-UP tool to display the Equipment/Property Browse Table and locate the Equipment/Property to be charged. Changes made to any of these fields apply only to this line item and only on this Purchase Order. When entering line items on a Blanket Purchase Order, you cannot enter a Stock Number, Quantity Received, or Charge To Account Number. Click on ACCEPT when all required fields are complete. The new line item will be displayed on the Purchase Order - Add/Edit Screen. Repeat this procedure until all line items have been entered. Adding Inventory Items that do not exist in Inventory Inventory Items that do not exist in Inventory can be added to the Purchase Order AND the Inventory at the same time. Enter the Stock Number of the Inventory Item to be ordered and press TAB. The Line Item Entry Panel will change to allow a quick entry of the Inventory Description, Stock Unit and Expense Classification. Click on ACCEPT when fields are complete. Entering Sales Tax, Freight & Postage To enter Sales Tax click on the NEW tool and the Line Item Entry Panel will appear. Type the word TAX in the Stock Number field. If the Stock Number TAX does not yet exist in the Inventory File, click on the Stock Number field and click on the LOOK-UP tool. The Inventory Browse Table will appear. Add the Inventory Item TAX as a Type N (Non-Inventory) Expense Classification assigned to your Sales Tax Budget/Expense Account. Press ESC to transfer the Stock Number TAX to the Stock Number field. Then, enter 1 in the Received field and enter the Tax Amount. This procedure also applies to all other services and Non-Inventory Items, such as Freight, Postage, etc. Inventory & Purchasing 29

30 Attached Documents Detailed Photos & Documents can be added to this Purchase Order. If you are working in a Multi-User Environment, attached Photos & Documents must be in a shared folder or the Photos & Documents WILL NOT BE FOUND by other workstations on the network. Click on the Attached Documents Tab, then click on Add Item and select any Photo or Document to be attached to this Purchase Order. Photos or Documents can be printed with the Purchase Order if desired. 30 Inventory & Purchasing

31 Editing and/or Receiving Purchase Order Line Items From the Purchase Order Browse Table, position the scroll bar on the Purchase Order to be changed and click on the EDIT tool. Next, position the scroll bar on the Line Item to be changed and click on the EDIT tool. The Line Item Entry Panel will appear and the cursor will be placed on the Received field. You can now enter the Quantity Received, Vendor s Part Number, and the item's actual Unit Cost as shown on the Vendor's invoice. If items have been received, you can enter the date they were received in the Date Last Received field. Click on ACCEPT when changes are complete. To EXIT this Purchase Order, click on the SAVE tool after all EDITS on this Purchase Order are complete. If items have been received, you will be asked to indicate if this order is complete. Voiding Purchase Orders TRIMS provides you with a shortcut to voiding a Purchase Order and adjusting Inventory. Inventory Expense Accounts in the Budget/Expense File are also revised. Click on the VOID tool and the Delete Confirmation Window will appear asking for confirmation of the delete request. Receive All Selected Items TRIMS provides you with a shortcut to receive all selected items on a Purchase Order. To select items that are to be marked as received, click in the X column of each line item to be received. Once all items have been selected, click on the RECEIVE ALL tool. Click on the SAVE tool to complete the Purchase Order. Deleting Purchase Order Line Items From the Purchase Order Browse Table, position the scroll bar on the Purchase Order to be changed and click on the EDIT tool. Next, position the scroll bar on the Line Item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. To EXIT this Purchase Order, click on the SAVE tool after all EDITS or DELETES on this Purchase Order are complete. Inventory & Purchasing 31

32 Saving & Printing the Purchase Order When all information has been entered you can Save & Print the Purchase Order or simply Save Without Printing. To Save & Print, click on the PRINT tool. To Save Without Printing, click on the SAVE tool. The Save process updates all Inventory records to reflect Current Order Status, Last Cost and Average Cost. Inventory Expense Accounts in the Budget/Expense File are also revised to indicate current expenditures and funds committed. If all items have been received on a Purchase Order, any committed funds bearing this Purchase Order Number are removed from the Budget/Expense Accounts and the Purchase Order Status is changed to C=Completed. Purchasing Parts Using PartSmart If you have a subscription to the PartSmart CD-ROM Parts Catalog for the Equipment related to the parts to be purchased, you can import purchase order line items from PartSmart by the following procedure: 1. Click on the PartSmart tool to activate the PartSmart Software. 2. Follow the PartSmart procedures for creating a Parts List. 3. Click on the PartSmart Post Transaction button. 4. Return to the Purchase Order - Add/Edit/Delete Screen. The selected items will be added to the Purchase Order and if those parts do not exist in inventory, they will be added to the Inventory File. A two letter Manufacturer Prefix and Manufactures Part Number will be used as the Inventory Stock Number. Appropriate entries in the Inventory Expense Classification Field and Budget/Expense File will be added as necessary. Example: Importing Jacobsen Wheel Seal Part # will create the following: Inventory File File Description Stock Number: JA Units: EA Class: JAC Inventory Expense Classification Class: JAC Type: I P/U: P Account: EQ_REPAIR Budget/Expense File Account: EQ_REPAIR Sequence: Dept: 0 Type: 2 Description: Equipment Repair Parts Purchasing Parts Using Internet Parts Catalogs TRIMS now includes support for the Toro Master Parts Viewer, John Deere JD Parts Catalog, and R&R Products Catalog. See the Guide to Using Internet Parts Catalogs document in the TRIMS Reference Manual. 32 Inventory & Purchasing

33 Editing an Existing Purchase Order From the Purchase Order Browse Table, position the scroll bar on the Purchase Order to be changed and click on the EDIT tool. Detailed information on the Purchase Order will be displayed on the Purchase Order - Add/Edit Screen. Once the Purchase Order is displayed, all fields except the Order#, Vendor Code and Blanket PO fields can be changed. Click on the SAVE tool when changes are complete. Deleting a Purchase Order From the Purchase Order Browse Table, position the scroll bar on the Purchase Order to be deleted and click on the DELETE tool. A Toolbar Menu will appear, choose either Delete Selected Purchase Order or Delete Completed Purchase Orders. Only Completed Purchase Orders can be deleted. An error message will appear if an attempt is made to delete an Active Purchase Order. Deleting a Completed Purchase Order WILL NOT re-adjust inventory levels. To re-adjust inventory levels, you must first delete individual Purchase Order Line Items. Please refer to Voiding Purchase Orders on Page 31 if the Purchase Order is to be deleted and inventory levels are to be adjusted. If Delete Completed Purchase Orders is selected, enter the Date Range to be deleted and click on ACCEPT. Adding/Editing Purchase Order Notes A multi-page Note File for each Purchase Order can be accessed from either the Purchase Order Browse Table or the Purchase Order - Add/Edit Screen. From the Purchase Order Browse Table, position the scroll bar on the Purchase Order and click on the NOTE tool. From the Purchase Order - Add/Edit Screen, click on the NOTE tool at anytime while a Purchase Order is displayed. Click on the SAVE tool when notes are complete. Inventory & Purchasing 33

34 Printing Purchase Orders From the Purchase Order Browse Table, position the scroll bar on the Purchase Order to be printed, click on the REPORT tool and choose Print Purchase Order. If NOTES exist on this Purchase Order, the screen shown below will appear. Select Print Options to Print Without Notes, Include Notes on Purchase Order or Print Notes on Separate Page. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-18 A custom logo representing your company or organization can be added to your Purchase Orders. See System Utilities - Configuration Editor for information on creating and displaying Logo Files. TRIMS allows you to send Purchase Orders to a Printer, Fax Modem, or directly to a Vendor by Internet Inventory & Purchasing

35 Sending Purchase Orders by Purchase Orders can be sent directly from within the system to the Vendor s Address recorded in the Vendor File. The PDF995 printer driver must be installed prior to using this function. See your TRIMS Installation Documentation for further details. Sending from within your system requires that your Internet Service Provider (ISP) supports Simple Mail Transfer Protocol (SMTP) and you have configured the SMTP Host identification information in Microsoft Outlook or Outlook Express. 1. When the Purchase Order appears in the Print Preview Window, select Print Options and click on Send Purchase Order by Click OK to select the PDF995 Printer. 3. Microsoft Outlook will launch if the Vendor s Address has been stored in the Vendor file along with a PDF attachment. Click Send when ready. Inventory & Purchasing 35

36 Printing the Open Order Report The Open Order Report lists inventory items that have been added to Purchase Orders from all Vendors or from one selected Vendor. The report is printed in number sequence. From the Purchase Order Browse Table, click on the REPORT tool and choose Print Open Order Report. Change the Report Date if necessary. Choose to report: All Open Items on Active Purchase Orders Open Items on Active Purchase Orders within Order Date Range All Items on Complete Purchase Orders within Order Date Range All Items on All Purchase Orders within Order Date Range If you select Purchase Orders within Order Date Range you can enter a starting and ending date range. If reporting a Specific Vendor, click on multiple Vendors to be reported. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A Inventory & Purchasing

37 Printing the Purchase Order Report The Purchase Order Report lists inventory items that have been added to Purchase Orders from all Vendors or from one selected Vendor. The report is printed in number sequence. From the Purchase Order Browse Table, click on the REPORT tool and choose Print Purchase Order Report. Change the Report Date if necessary. Choose to report: All Active Purchase Orders Active Purchase Orders within Order Date Range Complete Purchase Orders within Order Date Range All Purchase Orders within Order Date Range If you select Purchase Orders within Order Date Range you can enter a starting and ending date range. If reporting a Specific Vendor, click on multiple Vendors to be reported. Click on the PRINT tool to begin printing. Inventory & Purchasing 37

38 Closing an Inventory Period The Inventory End of Period procedures are used to reset the Month-to-Date and/or Year-to-Date Usage Totals, Yearto-Date Vendor Purchase Totals, and/or to Delete Selected Inventory Transactions. From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose End of Period. Select any necessary Resets and Transaction Types to delete. Click on the SAVE tool to run the End of Period and reset totals. 38 Inventory & Purchasing

39 Edit Physical Inventory The Physical Inventory Edit Browse Table displays Inventory Stock Numbers, Item Descriptions, Class, Unit, Location, On Hand, Counted, and Change Quantities. On screen controls permit you to browse through the file by Inventory Stock Number or Inventory Description in either ascending or descending sequence. This procedure is used to simply changing of Inventory On Hand Quantities whenever a Physical Inventory Count takes place. From the Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Edit Physical Inventory. Position the scroll bar on the Inventory Item and click on the EDIT tool. The Counted field will be highlighted allowing you to enter the counted quantity. Data entry is prohibited for Inventory items that are dim or grayed out as they are marked as Non-Inventory Items. Enter the Counted Quantity for this Inventory Item and press the ENTER key. If the Counted Quantity is less than the On Hand Quantity, a negative difference amount will appear in the Change column. If the Counted Quantity is more than the On Hand Quantity, a positive difference amount will appear in the Change column. Press ENTER to complete your entry. Inventory & Purchasing 39

40 When all new Quantities are entered and are ready to be transferred to the Inventory File, click on the EXIT tool. Enter the Recording Date for the Inventory Transactions if different than displayed. Click on Accept to make a transaction to the Inventory File to adjust On Hand quantities. Click on Cancel to EXIT without saving entries. Inventory Transactions will be made with a reference QTY EDIT detailing original On Hand Quantity and Counted Quantity. 40 Inventory & Purchasing

41 Inventory & Purchasing 41

42 Inventory File Listing The Inventory File Listing prints in either summarized or detailed format. Reporting options allow for the selection of Vendor Cross Reference List, printing the Quantity and Usage Status, Conversion of Chemical Stock Units, and reporting of Specific Inventory Classifications. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Inventory File Listing. Change the Report Date if necessary. If Convert Chemical Stock Units is selected the listing will print the Inventory File Listing as a standard report or convert Chemical Quantities in Inventory to either Pounds, Kilograms, Liters or Gallons as applicable when inventory units are Box, Case, Drum, etc. * All non-chemical items are printed without conversion. * All chemical items inventoried by OZ, GM, LB, KG, PT, QT, L, and GAL are printed without conversion. * Granular chemicals with Stock Units not included in standard units above will be reported as Pounds or Kilograms. *Liquid chemicals with Stock Units not included in standard units above will be reported as Gallons or Liters. (Note: Liquid chemicals must have the word LIQUID somewhere in the chemical Formulation Field) If Include Cross Reference List or Show Item Detail is selected, the Convert Chemical Stock Units option will not be available. Select Report Options. If reporting Specific Classifications, click on multiple Classifications to be reported. Next, select the Reporting Sequence of either Stock Number, Description, Location or Class. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-20, A Inventory & Purchasing

43 Items on Order Report The Items on Order Report lists Inventory Items currently On Order (or back-ordered) from all Vendors or Selected Vendors. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Items on Order. Change the Report Date if necessary. Select to Include Order History showing Last Purchase Order, Date and Quantity Ordered. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications. Next, select the Reporting Sequence of either Stock Number, Description, Location or Class. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-22 Inventory & Purchasing 43

44 Inventory Requirements Report The Inventory Requirements Report lists all Inventory Items that have Stock Quantities below their Re-Order Point (see page #10). Quantities already on order are included when calculating the Requirement Quantity. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Inventory Requirements. Change the Report Date if necessary. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications and decide it you wish to list Inventory Requirements by Vendor. Next, select the Reporting Sequence of either Stock Number, Description, Location or Class. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A Inventory & Purchasing

45 Inventory Valuation Report The Inventory Valuation Report calculates and prints the Value of each Inventory Item in stock as well as the Grand Total Value of all Inventory Items. The value of each Inventory Item is determined by multiplying its On Hand Quantity by its Last Cost or Average Cost. See System Utilities Software Registration & Configuration Software Options for information on the Inventory Cost Method that has been selected. Upon installation, the Last Cost will automatically be selected. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Inventory Valuation. Change the Report Date if necessary. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications. Select Show On-Hand as of Report Date to report the current stock quantity as of and including the report date and select Do Not Show Zero Quantity Items to consolidate the report. Next, select the Reporting Sequence of either Stock Number, Description, Location or Class. If Reporting by Class, only a sub-total for each Inventory Expense Classification will be reported. If you would like details of each Inventory Expense Classification, select to Show Class Detail. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-24 Inventory & Purchasing 45

46 Physical Inventory Report The Physical Inventory Report provides an easy method of taking a physical Inventory. The report can be printed to include all Inventory Items or Specific Inventory Classifications by either Stock Number, Description or Location Sequence. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Physical Inventory. Change the Report Date if necessary. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications. Next, select the Reporting Sequence of either Stock Number, Description, Location or Class. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A Inventory & Purchasing

47 Inventory Usage Report The Inventory Usage Report lists all Inventory Items used within a specified time period. The report can be printed to show Inventory Items used in All or Specific Inventory Classifications. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Inventory Usage. Enter the Beginning and Ending Date Range for this reporting period. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications. If reporting specific Usage Transactions, click Match Reference No. and enter the EXACT Reference No. or Code. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-26 Inventory & Purchasing 47

48 Inventory Transactions Report The Inventory Transactions Report prints a History of the Inventory Activity within a specified time period. From the Inventory Browse Table, click on the Reports Toolbar Menu, then choose Inventory Transactions. Enter the Beginning and Ending Date Range for this reporting period. Select Report Format. If reporting by Specific Classifications, click on multiple Classifications from the list of Classifications. If reporting a Specific Inventory Item, click on the LOOK-UP tool to find the Stock Number or use the FIND tools. If Show Value Change is not selected, each inventory item and transactions will be reported on separate sheets of paper. If Show Value Change is selected, multiple inventory items and transactions will be consolidated when reported and Show Item SubTotal option will become available. Make Transaction Type Selections. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A Inventory & Purchasing