Stock Ledger. Reference Manual

Transcription

1 Stock Ledger Reference Manual

2 2002 NSB Retail Solutions Inc. The contents of this manual and the software it describes are the property of NSB Retail Solutions Inc. and are copyrighted. Any unauthorized reproduction in whole or in part is strictly prohibited. For additional copies of the manual, contact NSB Retail Solutions Inc. NSB 2800 Trans-Canada Highway Pointe-Claire, Quebec, Canada H9R 1B1 Tel.: (514) Fax: (514) Stock Ledger Reference Manual Part No (STMSRKL) Printed in Canada

3 Table of Contents Preface...1 What is Merchandising?... 2 What is Stock Ledger?... 4 Infobase... 4 Information flow... 5 Menu structure... 6 Related documentation Setting up Stock Ledger...9 Getting started Using RIM completely or partially Using CIM About setting parameters System Parameters Setting system parameters Stock Ledger Parameters Setting Stock Ledger parameters Valuation method parameters Accumulation period dependant parameters Merchandise Group Parameters Modifying merchandise group parameters Stock Ledger Components...19 Stock Ledger components Component setup chart Creating a Stock Ledger component Modifying a Stock Ledger component Deleting a Stock Ledger component Infobase mappings Mapping an Infobase component RIM mappings Creating a RIM mapping Modifying a RIM mapping Cumulative and Initial Values...29 Cumulative and Initial Values Value determination chart Cumulative Value Mappings Mapping cumulative values Initial Value Mappings Accumulation Period Worklist Maintaining cumulative values... 35

4 ii Preface 4 Infobase Components Worklist...37 Infobase components Mapping Infobase components General Ledger Interface...41 General Ledger Interface GL Period Creating a new GL calendar Setting a GL period to export General Ledger Account Defaults Identifying the GL account GL Account Structure Defining the GL account structure General Ledger Component Worklist Setting the GL components General Ledger Component Map Adding to the GL component map History, Audit Trails and Reports...53 About history and reporting Stock Ledger History Cumulative Values History Startup History Audit Trail Reporting Appendix Infobase Components Worksheets Appendix The basics Starting Merchandising Changing Merchandising applications Navigating in Stock Ledger Toolbar buttons Keyboard shortcuts Customizing the Merchandising look Using Online Help Finding information through the Contents Finding information through the Index Electronic manuals Glossary of Terms...93 Index...101

5 Preface What is Merchandising?...2 What is Stock Ledger?...4 Infobase...4 Information flow...5 Menu structure...6 Related documentation...7

6 2 Preface What is Merchandising? Connected Retailer Merchandising Solution for retail enterprises streamlines the key processes of business. With the integration of key components including order management, pricing, inventory and margin management, the retailer is equipped with accurate, up-to-the-minute information that facilitates powerful management and analysis of merchandise. The Merchandising Solution includes the following: Allocation balances inventory across the chain, ensuring that proper levels are maintained, down to the SKU level, at all of your locations. Customer Order Management makes store, warehouse and vendor inventory information available to your customers across all selling channels, allowing them to choose when and where to place, pay for and pick up an order. Enterprise Data Management offers a single point of entry for all information that defines a retail enterprise, such as locations, vendors, hierarchies, currencies, etc. It feeds common information to all Merchandising applications, thereby ensuring that all applications get the same information at the same time. Foundation enables the integration of all functions across your organization, streamlining information flow and simplifying internal processes. It facilitates data transfer across all areas while maintaining security setup. Inventory Management supports all inventory movement transactions including Receipts, RTVs, transfers, ASNs, adjustments and physical inventory. Common receiving procedures provide consistency at the warehouse and the stores. Real-time updates and user-defined inventory statuses offer retailers indepth and timely information for analysis. Invoice Matching, a component of Inventory Management, provides your accounts payable system with complete details for matching and reconciling invoices from your vendors. Merchandise Planning enables you to create and manage your merchandise plans at chain level, store level or both. Flexible and unlimited merchandise and location hierarchies streamline the planning of multiple channels, allowing you to develop plans that truly meet the demands at a micro-level. Merchandising Analytics provides decision support for analyzing all retail activities, including sales, orders, receipts, distributions, price changes, inventory adjustments, and returns to vendors. Price Management provides complete support for simulating and executing temporary and permanent price changes and sending this information to your stores. Price Management allows you to manage prices by any combination of style, style/color, and style/color/location, increasing your return on inventory. Product Management allows you to maintain a catalog of the merchandise your company sells that can be used across all selling channels, including the Web, in kiosks, and in catalogs. Purchase Order Management provides options for managing your entire purchase ordering process. Purchase Order Management allows you to monitor

7 What is Merchandising? 3 the progress of buys and their delivery dates, while maintaining strict financial and open-to-buy control. Replenishment forecasts customer demand and determines the required quantities, colors, and sizes of designated key items for each store. It factors in each store's uniqueness, product classification levels, regions, climate, promotions, stock-outs, and seasonal peaks to produce the ideal forecast prototype at a SKU level. Stock Ledger, a component of Inventory Management, allows you to define the components and calculations that interface to your general ledger system in the way that best meets your business needs. Warehouse Management streamlines receiving, processing, and distribution, and enables you to accurately monitor items as they move from vendor to store or individual customer. It supports multiple channels and gives you the ability to efficiently manage all warehousing functions.

8 4 Preface What is Stock Ledger? Stock Ledger is an application in the Connected Retailer Merchandising Solution that provides information for financial purposes. It calculates, reports and makes available cost values, which are used primarily for determining profitability. Stock Ledger is completely user-defined: you customize calculations and reporting to best suit your organization's business needs, and define all components and their mapping values. Mapping values include price status, inventory status, price change type and reason code and can be as detailed as you want for the components you want to track. Trackable components include: Price status. Inventory status. Price change type. Reason code. Stock Ledger supports both retail inventory method (RIM) and cost inventory method (CIM). Both accounting methods are defined by merchandise group. A combination of the methods can be used to deal with exception merchandise groups (which follow a different accounting method than the organization). For example, an apparel company uses RIM and, after acquiring a new grouping of hard goods, must apply CIM to it. RIM components and cumulative values can be calculated and mapped in any user-defined way. Stock Ledger also provides flexibility in interfacing with third party General Ledger (GL) systems. All components, account structure and the mapping values are user-defined. Stock Ledger can interface to a GL system using a different calendar from the merchandise system. Dates can be mapped so that Stock Ledger provides information based on the GL calendar. Auditing transactions is simplified through the audit trail provided by Enterprise Data Management. EDM logs all transactions posted to Stock Ledger. The length of time that history is retained is a user-defined setting that allows for the detailed reporting of open and closed periods down to the merchandise/location level and period. Infobase Infobase is a collection of tables that store the results of all activity from merchandising transactions. However, unlike the master entities and parameters tables, there is no user interface with Infobase. Data fed to other Connected Retailer products and external systems comes from these tables.

9 What is Stock Ledger? 5 Information flow Stock Ledger interfaces with Infobase and your organization's General Ledger system. This diagram illustrates how the information flows. Cost of goods removed, sales at retail, On-Hand (cost), On-Hand (retail) Infobase RIM/cost components Values that SL has calculated. Stock Ledger Any user-defined component (e.g. cost of goods removed, on-hand at cost) General Ledger Note: If your company uses RIM, Stock Ledger must send back certain components to Infobase. If it uses CIM, this information is not required.

10 6 Preface Menu structure Stock Ledger is broken down into the following menus: SL Component Worklist: All Stock Ledger components are created and modified in this work list. The defined SL components are mapped to the appropriate Infobase components. RIM components are flagged and the RIM method calculation is also defined. Once defined, the RIM components are mapped to the appropriate Stock Ledger components. Cumulative Values Map: This table is only required if you use RIM method for any merchandise groups. The cost and retail cumulative values are mapped to the appropriate Infobase components. GL Component Worklist: This table defines the GL components that will be sent to GL with associated debit and credit accounts. Once defined, the components are mapped to the appropriate Stock Ledger accounts. GL Account Defaults: This table is used to create all GL accounts that will be sent to GL. Once defined, the components are mapped to the appropriate GL account structure. IB Component Worklist: This table is required if using RIM method. Any components that are defined here will feed back to Infobase. Initially the system automatically defines 2 components. You add whatever else is required. Accumulation Period Worklist: Values are maintained in this table. GL Periods: The GL calendar is created and maintained within this table. It must be defined regardless of whether a third party GL system is being used. Initial Values Maps: This table is required if using the RIM method for any merchandise groups and if the initial value parameter is set to "On Hand". The cost and retail initial values will be mapped to the appropriate Stock Ledger components.

11 Related documentation 7 Related documentation EDM (Enterprise Data Management) Training Manual: EDM manages common information shared across all Merchandising applications. The EDM Training Manual is designed to teach you the uses of the application and guide you through the process of defining your settings. Invoice Matching Training Manual: Invoice Matching provides the Accounts Payable (AP) clerk(s) with the ability to reconcile the terms/prices of each invoice with those agreed upon when the Purchase Order (PO) was issued, as well as the item quantities invoiced with those actually received. The Invoice Matching Training Manual is designed to teach you the applications of the module and guide you through the process of defining your settings. Note: Although Stock Ledger uses Oracle / Sybase / SQL Anywhere, we make no attempt to document any database functionality. Should you need information on using your database, please consult your database vendor.

12 8 Preface

13 1 Setting up Stock Ledger Getting started...10 Using RIM completely or partially...10 Using CIM...10 About setting parameters...11 System Parameters...12 Setting system parameters...12 Stock Ledger Parameters...13 Setting Stock Ledger parameters...13 Valuation method parameters...13 Accumulation period dependant parameters...14 Merchandise Group Parameters...16 Modifying merchandise group parameters...16

14 10 Setting up Stock Ledger Getting started Depending on whether you will be using RIM or CIM methods, there are certain set up requirements to work with Stock Ledger. Using RIM completely or partially If you will be using RIM completely or partially, then you must: 1. Set up all parameters relevant to Stock Ledger in EDM. 2. Define the Stock Ledger components and then map the RIM and non-rim components. 3. Map Cumulative and Initial Values. 4. Map Infobase components. 5. Set up the General Ledger Period Table. If you will be using a third party General Ledger system, you must define the interface components. Using CIM If you will be using CIM, then you must: 1. Set up all parameters relevant to Stock Ledger in EDM. 2. Define the Stock Ledger components and then map the RIM and non-rim components. 3. Set up the General Ledger Period Table. If you will be using a third party General Ledger system, you must define the interface components.

15 About setting parameters 11 About setting parameters Before you can work in Stock Ledger, you must define all parameters in EDM. You must first create merchandise and location hierarchies, the merchandise groups system and calendar in EDM before you can define Stock Ledger parameters. Stock Ledger parameters can be grouped into four types: System parameters. Accumulation period dependent parameters. Valuation method parameters. Merchandise group parameters. System parameters deal with retention length of Stock Ledger history for auditing and reporting. System parameters include any parameters that are categorized as a global. Accumulation period dependent parameters and valuation method parameters work together. These are applicable only to RIM (Retail Inventory Method). Accumulation period dependent parameters define the levels where the CC% (Cumulative Cost percentage) is maintained, the period of accumulation and the initial reset values. The valuation method parameters indicate which accounting method each merchandise group is using: RIM or CIM (Cost Inventory Method). Merchandise group parameters define the level where the minimum and maximum Stock Ledger percentages are maintained and which values are assigned to each group.

16 12 Setting up Stock Ledger System Parameters Setting system parameters System parameters deal with retention length of Stock Ledger history for auditing and reporting From the EDM main menu, click Parameters! System. The Number of periods for Stock Ledger history retention field defines the number of closed periods that the SL history will be maintained. This parameter automatically defaults to 12 but can be set to any value between 1 and 240. History retention can be modified at any time. Stock Ledger retention period System Parameters

17 Stock Ledger Parameters 13 Stock Ledger Parameters Setting Stock Ledger parameters From the EDM main menu, click Parameters! Stock Ledger. Stock Ledger parameters are defined for both the Valuation and the Accumulation Period Dependent methods. Valuation method parameters Valuation Method parameters determine whether the cost or retail inventory method will be used. Exceptions can be set up by merchandise group. Valuation method parameters tab Fieldname Merchandise group " Description Effective as of- year " Effective as of- period " Description Can be deleted The merchandise valuation method is set by merchandise group and can be set to any level in the hierarchy. Whatever is defined at the lowest level takes precedence over the higher merchandise group levels. The description of the selected merchandise group. Inserted by the system Can be modified for a future period Defines the SL year when the parameters become effective. Must be a valid calendar year Can be modified for a future period Defines the SL period when the parameters become effective. Must be a valid calendar period

18 14 Setting up Stock Ledger Valuation method parameters tab Fieldname Valuation method " Description Can be modified from RIM to CIM only for a future period. It cannot be modified from CIM to RIM Determines the Stock Ledger valuation method to be used: RIM for retail inventory method or CIM for cost inventory method. RIM or CIM Accumulation period dependant parameters These values must be set if you are using RIM method. These parameters define the level at which cumulative values are calculated, when they are reset and how O/H is reset at the start of each accumulation period. Accumulation Period Dependant Parameters tab Field Name Effective as ofyear " Effective as ofperiod " Period of accumulation " Description Can be modified for a future period/can be deleted Determines the SL year when the parameters become effective. Must be a valid calendar year Can be modified for a future period/can be deleted Determines the SL period when the parameters become effective. Must be a valid calendar period Can be modified for a future period/can be deleted Defines when the cumulative values and components are automatically reset. Note: Annual can only be selected if the "as of period" is 1. Semi-annual can only be selected if the "as of period" is 1 or 7. Period can be selected at any time. Annual, Period or Semi-annual

19 Stock Ledger Parameters 15 Accumulation Period Dependant Parameters tab Field Name Cumulative values location level " Cumulative values merchandise level " Reset initial values " Description Can be modified for a future period/can be deleted Location level at which cumulative values are calculated. Only applicable if valuation method is RIM. Any valid level on the main location hierarchy including location Can be modified for a future period/can be deleted Merchandise level at which cumulative values are calculated. Only applicable if valuation method is RIM. Any valid level on the main merchandise hierarchy Can be modified for a future period/can be deleted Determines how O/H values are reset at the start of each period of accumulation. Cumulative cost % or On-hand

20 16 Setting up Stock Ledger Merchandise Group Parameters A minimum and maximum cumulative cost percentage (CC%) value are defined at one of the levels in the main merchandise hierarchy. Once defined, users will be prompted to enter when required. (e.g. if class level is chosen, then a value must be entered for each class when it is created). The CC% values are used to define the minimum and maximum CC% values permitted for the group. The CC% values can be set to a number from 0 to 100. These values will be used to verify cumulative cost percentages and to report on those that fall outside the range. This will be helpful before sending information to the GL. The minimum/maximum CC% will act as alerts to groups that fall outside the ranges. Modifying merchandise group parameters 1. From the PROD main menu, click Hierarchy. 2. Select the Levels tab. Merchandise Hierarchy Levels tab 3. Click Modify.

21 Merchandise Group Parameters 17 Main Merchandise Hierarchy Characteristic Defaults 4. Select a level from the Level drop down list for Stock Ledger Minimum and Maximum Cumulative Cost %. Note: After a level has been defined for any characteristic, it may be modified from the Groups tab when that particular level is selected from the hierarchy menu tree. 5. When prompted to save, click Yes. Back 6. Click Back or Hierarchy from the PROD menu. 7. Select the Groups tab. 8. Select a level item (from the level you selected in Step 4) from the menu tree. The Stock Ledger Minimum and Maximum Cumulative Cost % value can be modified in the General subtab of the Group tab. 9. Click Save.

22 18 Setting up Stock Ledger

23 2 Stock Ledger Components Stock Ledger components...20 Component setup chart...21 Creating a Stock Ledger component...22 Modifying a Stock Ledger component...22 Deleting a Stock Ledger component...23 Infobase mappings...24 Mapping an Infobase component...26 RIM mappings...26 Creating a RIM mapping...27 Modifying a RIM mapping...27

24 20 Stock Ledger Components Stock Ledger components A Stock Ledger component can be defined as any user-defined term that is applicable to your organization (e.g. purchases). The components are mapped to one or more Infobase values that are used in calculating the component's value. From the EDM main menu, click Stock Ledger! SL Component Worklist! SL Component. Stock Ledger Component Field Name Description Stock Ledger Component Label RIM Method On hand component User-defined label (up to 60 characters). This is the term given to the component for Stock Ledger purposes (e.g. net receipts could be labeled "purchases"). This is only required if using the retail inventory method for any merchandise group. A component is flagged as a RIM component if the cost value is to be derived using one of the following RIM methods: Percentage Method - The value of the component will be multiplied by the cumulative cost percent. Difference Method - The sum of prior periods will be subtracted from the sum of the current period sum. For example: To calculate the value of period 4: Sum last period = Sum of periods ( 1 to 3) x CC% period 3 Sum current period = Sum of periods (1 to 4) x CC% period 4 Value for period 4 = Sum of current period Sum of last period Indicates whether it is an On-hand component or not. If you are using RIM, cost values must be derived for certain components such as on hand at cost or cost of sales. These components are referred to as RIM components and require a RIM method to calculate the cost Note: All components that will be sent to General Ledger or that will be required for Stock Ledger reports and queries must be defined.

25 Stock Ledger components 21 Component setup chart Stock Ledger Component Label RIM Method On-Hand Component Non-RIM RIM Stock Ledger Components Infobase mappings - +/- - Transaction Type - Price Status - Inventory Status - Reason - Infobase Value (Unit, Retail, Cost) - Price Change Type (MD/U, MUC/DC) Stock Ledger Component RIM mappings - +/- - S/L Component Value determined by mapping to non-rim component, and applying the CC% Value determined by mapping the component to Infobase Transaction Type

26 22 Stock Ledger Components Creating a Stock Ledger component To create a Stock Ledger component, you must define the label and indicate whether it is a RIM component. 1. From the EDM main menu, click Stock Ledger! SL Component Work list. Stock Ledger Component Worklist 2. Click New. 3. Enter a label in the Label field. 4. From the RIM Method dropdown list, select RIM method or select <none>. 5. Select whether you want this to be an On-Hand component. Note: If you use CIM for any merchandise groups or anticipate using CIM in the future, additional CIM component mappings should be set up. A base list of components is provided in Appendix 1. Any of these components may be selected for Stock Ledger purposes. Additional components can be added to this list if they are available in Infobase. The On hand Cost and Net Permanent Markups components have been selected as examples to be used throughout this manual. They will be created in the Stock Ledger component table as in the following example. Label RIM Component RIM Method On hand Component On hand cost Yes Apply Percentage Yes Net Permanent Markups No

27 Stock Ledger components 23 Modifying a Stock Ledger component You can make the following modifications to a Stock Ledger component at any time, as long as the changes meet the corresponding conditions. Modification Component label Non-RIM to RIM (Change None! Apply Percentage or Apply Difference) RIM to non-rim (Change Apply Percentage or Apply Difference! None) Conditions The new label must remain a unique identifier for the component. If this is a non-rim component to which a RIM cost component has been mapped, either delete the RIM cost component or remap it to a different non- RIM Stock Ledger component. You must map this component to the non-rim component from which it will be calculated. If no Infobase transaction type has been mapped to this component, you must map at least one Infobase transaction type to it. You must remove its current RIM mapping to the corresponding non-rim component. You also can modify On hand at any time, but this will affect future stock ledger period closures only. True! False: The component ceases to roll over into the next period. It will be initialized instead. False! True: The component will not be initialized for the start of the next stock ledger period. The value at current period closure will roll over into the new period. Deleting a Stock Ledger component You can delete a Stock Ledger component at any time. If you do, you will lose all Infobase transaction postings to the component within all open periods. Deleting a Stock Ledger component will not affect its stock ledger history. Before you can delete a particular Stock Ledger component, you must: Remove any Initial Value mappings for the component. Remove any Infobase component mappings for the component. If this is a non-rim component to which a RIM cost component has been mapped, delete the RIM cost component or remap it to a different non-rim Stock Ledger component. If this component has been mapped to a General Ledger account, delete the General Ledger account or map a different Stock Ledger component to it.

28 24 Stock Ledger Components Infobase mappings Once the Stock Ledger components have been defined, they must be mapped to the appropriate Infobase components. Infobase mapping is done for non- RIM components only and therefore any component flagged as "apply difference" or "apply percentage" should be excluded. RIM components are mapped in another table. RIM calculations in Stock Ledger are sent to Infobase by assigning Stock Ledger components to Infobase Transaction types (560 On Hand RIM, 570-Shrink Provision, 650 Sales RIM). Infobase Component Maps - Operator (+/-) - Stock Ledger Component Infobase Available Infobase components are listed in Appendix 1. Stock Ledger Component Infobase Mappings Field Name Description Stock Ledger Component The component to which the mappings on this screen apply. +/- (Operator) Adds or subtracts to the Stock Ledger component. Trans Type Transaction Description Price Status Defines the transaction type required to calculate the Stock Ledger component you are defining. Refer to the Infobase listing of components from the reference section. Text description of the transaction type identified in the previous field. Indicates which price statuses will be used for the Infobase component. Any of the user-defined statuses can be selected. If all statuses are to be selected, then no selection assumes all statuses will be used. For example, if you are defining sales as the Infobase component, you may only want to use Regular and Promotional statuses and exclude Markdown.

29 Stock Ledger components 25 Stock Ledger Component Infobase Mappings Field Name Description Inventory Status Rsn Reason Description IB Value Price Change Type Indicates which inventory statuses (system and user- defined) will be used for the Infobase component. Any of the userdefined statuses can be selected. If all statuses are to be selected, then no selection assumes all statuses will be used. For example, when defining transfers, you may only want to include available and not unavailable. Indicates which reason codes will be used for the Infobase component. For example, RTVs may have the following reason codes defined: Damages, repairs and recalls. If defining RTVs as the Infobase component, you may only want to use damages and recalls but not repairs. A descriptive text associated with the reason code provided in the previous field. Indicates if units, retail or cost value in Infobase is to be used. Only applicable for price changes, distributions and transfers. Indicates what price change types will be used (markdown, markup, markdown cancel, markup cancel). Using the Stock Ledger components defined in the previous section as an example, they can be mapped as follows: Stock Ledger Component: Net Permanent Markups Operator Transaction Type Infobase Value PC Type Effective Price Change Retail MU Effective Price Change Retail MUC Post Distribution Retail MU Shipped PC taken Post Distribution Retail MUC Shipped PC taken Transfer Send PC Retail MU taken Transfer Send PC Retail MUC taken

30 26 Stock Ledger Components Mapping an Infobase component 1. From the EDM main menu, click Stock Ledger! SL Component Worklist! Infobase Map. 2. Select a positive or negative value in the +/- Operator field. 3. Enter a transaction type in the Trans Type field. 4. Select a status from the Price Status dropdown list. 5. Select an status from the Inventory Status dropdown list. 6. Enter a reason code in the Rsn field. 7. Select an infobase value from the IB Value dropdown list. 8. Select a price change type from the Price Change Type dropdown list. 9. Click Save. RIM mappings RIM components must be mapped to the appropriate Stock Ledger component or components in order to capture history. Each of the RIM components will use the appropriate RIM method (apply difference or apply percentage) as defined in the Stock Ledger component work list. From the EDM main menu, click Stock Ledger! SL Component Worklist! RIM Maps.

31 Stock Ledger components 27 Stock Ledger Component RIM Mappings Field Name Description RIM Component Defines any component from the Stock Ledger component work list that is flagged as a RIM component. +/- (Operator) Adds to or subtracts from the Stock Ledger component Stock Ledger Component Defines the Stock Ledger components that the RIM calculation must be applied to. For example, using the Stock Ledger components from the previous section, the RIM components can be mapped as follows: Stock Ledger Component (flagged as RIM) Operator Stock Ledger Component (calculation applies to) On hand cost + On hand retail Creating a RIM mapping 1. From the EDM main menu, click Stock Ledger! SL Component Worklist. 2. Create a new SL component, using the RIM Method. 3. Click RIM Maps. 4. Select an operator from the +/- Operator field. 5. Select the SL component to which you want to map the RIM component. 6. Click Save. Modifying a RIM mapping 1. From the EDM main menu, click Stock Ledger! SL Component Worklist. 2. From the worklist, highlight an SL component using the RIM Method. 3. Click RIM Maps. 4. Make any necessary modifications. 5. Click Save. Note: If you want to change a non-rim Stock Ledger component to a RIM component, and a RIM cost component has already been mapped to it, you must delete the RIM cost component or remap it to a different non- RIM Stock Ledger component.

32 28 Stock Ledger Components

33 3 Cumulative and Initial Values Cumulative and Initial Values...30 Value determination chart...31 Cumulative Value Mappings...32 Mapping cumulative values...32 Initial Value Mappings...34 Accumulation Period Worklist...35 Maintaining cumulative values...35

34 30 Cumulative and Initial Values Cumulative and Initial Values If using RIM, then both cumulative and initial values must be defined. These values work together and are used to update the Cumulative Cost percentage (CC%) value. Initial values are automatically reset at the beginning of each accumulation period (annual, semi-annual or period). Subsequent Stock Ledger periods in the accumulation period simply track changes. These changes are the cumulative values for the accumulation period. Note: Initial values can be manually reset. To calculate the cumulative cost percent, add to the initial values all cumulative values at cost in the accumulation period, then divide by the sum of the initial values and cumulative values at retail. [Initial values at cost + cumulative values cost (for all periods in accumulation period)] CC% = Initial values at retail + cumulative values retail (for all periods in accumulation period) For example: if Cum. Value Cost = 4235 and Cum. Value Retail = 7700, then CC% = (4235/7700) = 0.55, for a Cumulative Cost percentage of 55%. Two different cumulative values are maintained for each accumulation period: Cumulative value cost and retail and Initial value cost and retail. Cumulative values are maintained by location level and merchandise level for the calculation and tracking of values. The location level can include any level from the main hierarchy as well as location. The merchandise level can include any level from the main merchandise hierarchy.

35 Cumulative and Initial Values 31 Value determination chart Stock Ledger Component Label RIM Method On-Hand Component Non-RIM RIM Stock Ledger Components Infobase mappings - +/- - Transaction Type - Price Status - Inventory Status - Reason - Infobase Value (Unit, Retail, Cost) - Price Change Type (MD/U, MUC/DC) Stock Ledger Component RIM mappings - +/- - S/L Component Value determined by mapping to non-rim component, and applying the CC% Value determined by mapping the component to Infobase Transaction Type Determination of CC% * Required if Reset Initial Value in Accumulation Period Dependant Period Parameters is set to 'On Hand' If Reset Initial Value = 'On Hand': Initial Retail Value= On Hand (Retail) Initial Cost Value=On Hand (Retail) X CC% If Reset Initial Values='CC%': Initial Retail Value = 1 Initial Cost Value = 1 X CC% *Initial Value Mappings - +/- - Stock Ledger Component Cumulative Value Mappings - +/- - Transaction Status - Price Status - Inventory Status - Reason Code - Price Change Type

36 32 Cumulative and Initial Values Cumulative Value Mappings Cumulative Value mappings are done for both cost and retail. The cumulative values are mapped to the appropriate Infobase components. Infobase components are listed in the reference section of this manual. Mapping cumulative values From the EDM main menu, click Stock Ledger! Cum Value Maps. Cumulative Value Mappings Cost/Retail tabs Field Name Description +/- (Operator) Adds or subtracts to the cumulative value (+ or -). Transaction Type Price Status Inventory Status Defines the transaction type required in the calculation of the cumulative value. Refer to the Infobase listing of components in the reference section of this manual. Indicates which price statuses will be used for the Infobase component. For example, the following price statuses may be defined: Regular, Promotional and Markdown. If defining receipts as the Infobase component, you could select receipts regular and receipts promo and exclude receipts at markdown Indicates which inventory statuses (system and user defined) will be used for the Infobase component. For example, when defining transfers, you may only want to include available and not unavailable.

37 Cumulative Value Mappings 33 Cumulative Value Mappings Cost/Retail tabs Field Name Reason Code PC Type Description Indicates reason codes to be used for the Infobase component. For example, RTVs may have the following reason codes defined: Damages, repairs and recalls. If defining RTVs as the Infobase component, you may only want to use damages and recalls but not repairs. Only applicable for price changes, distribution and transfers. Indicates which price change types will be used (markdown, markup, markdown cancel, markup cancel). Using the previously cited examples, you could define the following cumulative value mappings. Cumulative Value Type: Cost Operator Transaction Type Reason Receipts RTV Confirm RTV (no request) Post Distribution Shipped Distribution Discrepancy Transfer send Transfer Receive Transfer Discrepancy Adjustment Freight

38 34 Cumulative and Initial Values Initial Value Mappings Initial values are maintained at the beginning of each accumulation period. There are different options for setting the period of accumulation: Annual, semiannual or period. Initial value reset options are On hand or CC%. If the parameter is set to on hand, the initial retail value is set to on hand at retail and initial cost value is set to on hand at retail x CC% If the parameter is set to CC%, then the initial retail value is set to 1 and the initial cost value is set to 1 x ending CC% Note: These values can be reset manually. If option 1 (reset initial values to on hand) is selected, then the initial values must be mapped to the appropriate Stock Ledger components. If option 2 (reset initial values to CC%), initial value mapping is not required. Initial Value Mappings Cost/Retail tabs Field Name Description Initial Value Defines whether the initial value is retail or cost. Type +/- (Operator) Adds or subtracts to the initial value. Stock Ledger Defines the Stock Ledger components that are used to Component update the initial values. Continuing from the previous example, initial values could be mapped as follows: Initial Value Type Operator Stock Ledger Component Cost + On hand cost

39 Accumulation Period Worklist 35 Accumulation Period Worklist The accumulation period worklist maintains cumulative values for each period of accumulation. Cumulative values are maintained regularly at the merchandise level, location level and period of accumulation. Maintaining cumulative values The cumulative values for a period of accumulation for a particular merchandise group level and location level can be maintained if the cumulative values go out of synch. 1. From the EDM main menu, click Stock Ledger! Accum Period Worklist. Note: This worklist is empty until Accumulation Period Dependent parameters are defined in EDM. 2. Select a line from the Accumulation Period Worklist. 3. Click Maintain Cum Values.

40 36 Cumulative and Initial Values Maintain Cumulative Values Field Name Description Merch Level Location Level If percent is modified Indicates the merchandise group that you are referring to for the cumulative value. Merchandise group code and description will display. Indicates the location group that you are referring to for the cumulative value. Location group code and description will display. If the CC% is modified to an actual value, which number should change: cost or the retail value? For example, if the cost is 50 and the retail is 100, the CC% is.50. If you modify the CC% to 67%, should the cost be set to 67 or the retail set to 75? Calendar Code Indicates the merchandise year, e.g Calendar period Indicates the period within the year, e.g or 13. code Period Retail Indicates the retail value for the defined period. Cum. Value Cost Displays the cost cumulative value for the merchandise group, location group and period of accumulation (from the first period in the accumulation period to the defined period). Cum. Value Retail Displays the retail cumulative value for the merchandise group, location group and period of accumulation (from the first period in the accumulation period to the defined period). Cum. Cost Percent Displays the calculated cumulative cost percentage for the merchandise group, location group and period of accumulation

41 4 Infobase Components Worklist Infobase components...38 Mapping Infobase components...38

42 38 Infobase Components Worklist Infobase components The use of RIM requires that certain RIM costs are calculated in Stock Ledger and must be sent to Infobase. Initially there will be only two system-defined components (on hand RIM and sales RIM) to feed back to Infobase. Both cost and retail will be sent to Infobase simultaneously to ensure that sales and inventory retail values are captured at the same time as the cost value in order to make valid comparisons. RIM costs will be sent by merchandise group, location and Stock Ledger period. The data will then be available to other applications. Mapping Infobase components There are two system defined Infobase components: On hand RIM Sales RIM Note: Component Shrink Provision is reserved for future use. 1. From the EDM main menu, click Stock Ledger! IB Component Worklist. Infobase Component Worklist Field Name Transaction Type Code Transaction Type Description Description Defines the transaction type code that is referenced in Infobase. Defines the transaction type label that is referenced in Infobase.

43 Infobase components Double click on a specific line or select a line and click on IB Component Maps. Infobase Component Mapping Cost/Retail/Units tabs Field Name Description +/- (Operator) Adds or subtracts to the initial value. Stock Ledger Component Defines the Stock Ledger components that are used to update the Infobase values. An example of how these components can be mapped is illustrated below: Infobase Component Operator Stock Ledger Component On hand RIM (cost) + On hand Cost

44 40 Infobase Components Worklist

45 5 General Ledger Interface General Ledger Interface...42 GL Period...43 Creating a new GL calendar...43 Setting a GL period to export...45 General Ledger Account Defaults...44 Identifying the GL account...46 GL Account Structure...47 Defining the GL account structure...47 General Ledger Component Worklist...50 Setting the GL components...50 General Ledger Component Map...51 Adding to the GL component map...51

46 42 General Ledger Interface General Ledger Interface If your organization is using a third party General Ledger (GL) system, additional GL information will need to be defined for the export. Pipeline is the mechanism used to post data from Stock Ledger to General Ledger. In order to prepare the interface file, the following must be considered: GL period must be defined in the GL calendar: Stock Ledger follows a merchandise period but GL could follow either a calendar month or merchandise period. All components that will be sent to GL must be defined with the appropriate accounts to debit and credit. Credits are multiplied by 1 before being sent. GL accounts and account structures determine which data to select and at which level it should be set. Data can be sent to GL multiple times for a period. The date sent is automatically captured for each period. A period close flag will prevent transactions from updating GL and prevent Stock Ledger from being able to send information for that period. The GL destination type is defined in the GL Company table in the EDM menu of Merchandising. This is set up by GL company and could be a file or a table.

47 GL Period 43 GL Period Stock Ledger periods follow a typical 12 period merchandise calendar: 4-5-4, 4-4-5, The General Ledger period can be for any range of dates. This would allow for true month end periods in GL if required. Note: The GL periods table must be set up regardless of whether you are interfacing with a third party GL system. There is only one set of GL periods in a merchandise company. All GL companies must use the same calendar to define the GL periods. The history period is the intersection of both the GL and SL periods, and is used internally to capture the information that is required. GL periods can only be created for dates that exist in the merchandise calendar that is set up in EDM. The creation of a GL period automatically creates a history period. Information is sent to GL based on the periods defined below. Information can be sent to GL multiple times for a period. Every time information is sent the date is captured automatically. Once the GL period is flagged as closed, transactions cannot be posted and GL cannot be updated. Creating a new GL calendar 1. Click Stock Ledger from the Merchandising start up screen. 2. Click G/L Periods. 3. Click New.

48 44 General Ledger Interface 4. Select the type of calendar that you want to create. Your options include: Calendar: This would be used for a typical retail calendar, which follows a , 4-4-5, or pattern. If calendar is selected, then it will pick up the same pattern that you are using in the merchandising system. or Monthly: This would be used if you follow a "true month-end" calendar. 5. Enter the period in the No of Periods field. This indicates how many periods you are creating for your calendar. (e.g. 12 for a year, 24 for 2 years, etc. ) 6. Enter a Start Date: Indicates the actual start date of your calendar. 7. Click OK. The following fields will display when creating a calendar: General Ledger Periods Field Name Description Code Label Start Date End Date Date Last Sent Date Closed This code is used in the export to GL. The code can be a value up to 20 Alphanumeric positions. This field must be in the required format to interface with the GL system. The year/month is automatically applied and can be manually changed. This is the description of the GL period. This field can be a value up to 60 Alphanumeric positions. The year/month is automatically picked up but this can be overridden. Defines the start of the GL period. The dates can be manually changed to reflect a different start date. Defines the end date of the GL period. The dates can be manually changed to reflect a different end date. This field is automatically updated each time data is sent to the GL for the period. This field is updated with the date on which the period is flagged as closed. The General Ledger Account Defaults enables you to define how you identify a location when it is embedded in a GL account. You can identify the location by code, label, alternate and you can divide the identifier into subsections using the Start and End fields.

49 GL Period 45 Setting a GL period to export This optional parameter is composed of 20 alphanumeric characters that identify a default GL period used by export files to transfer data from Stock Ledger to a third party General Ledger system. If you choose to define this parameter, its default value is the earliest open GL period in the calendar. You can modify the default to any other open GL period or remove it at any time. Modifications affect future exports only. This parameter must always be set to an open period. Therefore, if a particular GL period has been set to export, you can't close it until you first remove it from export. 1. Click Stock Ledger! GL Periods. 2. From the File menu, select Set GL period to export. 3. In GL export period, enter a period number or use the Lookup button to select a period from the list of defined periods. Deleting the existing period number removes it. 4. Click Save! OK.

50 46 General Ledger Interface General Ledger Account Defaults The General Ledger Account Defaults enables you to define how you identify a location when it is embedded in a GL account. You can identify the location by code, label, alternate and you can divide the identifier into subsections using the Start and End fields. General Ledger Account Definition Field Name Structure Type Identifier Start End Description Enables you to define the type of structure you want to identify. Location Location Group Merch Group The type of identifier to be associated with the structure. Alternate Code Code Label Short Label Enables you to define the start of the identifier subsection. Enables you to define the end of the identifier subsection. Identifying the GL account 1. From the EDM main menu, click Stock Ledger! G/L Account Defaults. 2. Select the structure type you want to identify using the dropdown menu in the Structure Type field. 3. In the Identifier field, use the dropdown menu to select the type of identifier you want to associate with the structure. 4. If you want to include a subsection in the identifier, add a start and end positions in the Start and End fields. 5. Click Save.

51 GL Account Structure 47 GL Account Structure Defined in EDM, the account structure can be any combination of constant, merchandise group, location group, location, GL location number, GL department number, GL company number or financial reporting entity (FRE). This must correspond to the account structure in the GL system that is being interfaced. Each section of the account has a defined length and any level can be included. There is a parameter that defines how to identify the level (e.g. code, attribute). The value is based on the structure of the account. Debit and credit accounts could have different structures. The GL accounts, structure and components must be defined for all Stock Ledger components that will interface to the GL system. Defining the GL account structure 1. From the EDM main menu, click General! G/L Account Structure Worklist. 2. Click New. General Ledger Account Structure Field Name GL account structure label Import Code Statistical Flag Description Label that defines the specific GL account. This field can be a value up to 60 Alphanumeric positions. Cross-reference code used on imports to associate GL accounts with their structure core. Memo field. Used only in the Export to GL as an indicator.

52 48 General Ledger Interface 3. Enter a label in the GL account structure label field. 4. Enter an code in the Import code field. 5. If you don't want this structure to have any financial impact but only want it to be used an indicator in the Export to GL, select Statistical Flag. 6. Click the Details tab. Account structure details are used when mapping components to your GL. These items define the mapping mask. GL Account Structure Details tab Field Name No. of Char " Type " Description The maximum number characters you want to enable the account to be. Options include: Constant, merchandise group, location group, GL location no., GL department no., GL company no. and financial reporting entity. Level Constant Mandatory only if Type = Merch Group or Location Group. Enterprise Department Class Mandatory only if Type = constant. This value can be up to 60 Alphanumeric positions. 7. Click the GL Accounts tab.

53 GL Account Structure 49 You can enter any alphanumeric text when defining accounts belonging to each GL account structure. EDM accepts whatever you enter as a GL account number. Note: There is no link between your GL accounting system and Merchandising. EDM doesn't provide any lookup features that allow you to select specific accounts defined within the General Ledger. GL Account Structure GL Accounts tab Field Name GL Account Number " Description " Active Description A unique number identifying the account. A textual description of the account. Select this check box to activate the account. Clear it to deactivate the account. 8. Click the Cost Factor Accounts tab. Linking EDM defined cost factors to the GL account structure enables you to define how Invoice Matching will allocate (prorate) costs (as shown on the vendor's invoice) when it posts to the GL. GL Account Structure Cost Factor Accounts tab Field Name Cost Factor Code Description Allocation Method Description A valid cost factor code defined in the EDM cost factor table. A description of the cost factor previously defined in EDM. The method by which Invoice Matching will allocate costs incurred on the invoice. No allocation IMAT will not prorate the cost factor. You do not maintain separate GL accounts for this factor by merchandise group or location. Cost IMAT will prorate the cost factor among the items invoiced based on the cost of each item. Units IMAT will prorate the cost factor among the items invoiced based on the number of units of each item purchased. Weight IMAT will prorate the cost factor among the items based on the weight of each item purchased. 9. Click Save.

54 50 General Ledger Interface General Ledger Component Worklist All components that will be sent to GL must be defined in the GL components table. Once defined, GL components are mapped to the appropriate Stock Ledger components. SL components can be sent multiple times for a period. The data that is sent is GL period, account no., value for debit accounts and value x (-1) for credit accounts. Setting the GL components 1. Click Stock Ledger! GL Component Worklist. 2. Select an item from the worklist! GL Component. Set in GL Account Structure General Ledger Component Field Name GL Component Label Account to Credit Account to Debit Description This is the label of the component that is to be sent to GL. Account to credit in GL Account to debit in GL

55 General Ledger Component Map 51 General Ledger Component Map Each GL component must be mapped to the appropriate Stock Ledger component. Adding to the GL component map 1. Click Stock Ledger! G/L Component Worklist. 2. Select an item from the worklist! G/L Component Maps. General Ledger Component Mappings Field Name Description GL Component The General Ledger component to be mapped. +/- (Operator) Adds or subtracts to the General Ledger component Stock Ledger Component Defines the Stock Ledger components that are used to update the General Ledger component.

56 52 General Ledger Interface

57 6 History, Audit Trails and Reports About history and reporting...54 Stock Ledger History...54 Cumulative Values History...54 Startup History...54 Audit Trail...55 Reporting...55

58 54 History, Audit Trails and Reports About history and reporting History is maintained for all Stock Ledger components for a user-defined time frame. History is also maintained for cumulative values if you are using RIM (retail inventory method). At startup time, cumulative values and on hand values in from another system must be brought in. An audit of all transactions can be done using the EDM audit trail. Reporting and queries are available through Smartview, a module that enables you to generate customized views and reports. Stock Ledger History History is maintained for all Stock Ledger components at the lowest level of the main merchandise hierarchy and at the location for each Stock Ledger period. The number of periods of history to keep is defined in the Stock Ledger global parameters. This could be any number of closed periods from 1 to 255. All periods are available for analysis through reports and queries. This analysis can be for Stock Ledger periods and General Ledger periods. Cumulative Values History This history is maintained only for merchandise groups and time periods that use RIM. Cumulative values history is kept by Stock Ledger period, merchandise group and location group (as defined in period of accumulation dependent parameters). Two values are kept as part of this history: Cumulative value cost and cumulative value retail. For any components that use the differences method, it is necessary to maintain period to date accumulations for the components using the differences method. Initial values are maintained at the beginning of each accumulation period. Subsequent Stock Ledger periods in the accumulation period simply track changes. In order to calculate the cumulative cost percent, sum the initial values and all Stock Ledger periods in the accumulation period. Startup History At startup, cumulative values for all merchandise groups defined as RIM and beginning on hand values must be provided. Other historical data cannot be loaded.

59 About history and reporting 55 Audit Trail Infobase is the mechanism for auditing transaction values. Infobase will be available for all open and closed GL Periods. The number of closed periods kept on file is determined by the Stock Ledger global parameters. All changes to Stock Ledger parameters, mapping rules and cumulative values are logged on an audit trail provided from Stock Ledger. The following information will be logged: Date and time, user, object affected, action (e.g. insert, update, delete), new value and old value. Reporting Interactive queries and printed reports will be provided for Stock Ledger periods. Reports will be available as long as the history is available. Once history has been purged, there is no way to retrieve it.

60 56 History, Audit Trails and Reports

61 Appendix 1 Infobase Components...58 Infobase Components Listing...59 Worksheets...63 Parameter Settings Valuation Method Accumulation Period Dependent Cumulative Cost Values...66 Stock Ledger Component Worklist...67 Infobase Maps RIM Maps Cumulative Value Maps...71 Initial Value Maps...72 Infobase Component Maps...73 General Ledger Periods...74 General Ledger Account Definition...75 General Ledger Account Structure...76 Details GL Accounts Cost Factor Accounts General Ledger Component Worklist...80 General Ledger Component Maps... 81

62 58 Appendix 1 Infobase Components Once Stock Ledger components have been defined, they must be mapped to the appropriate Infobase components. This section contains a system-defined list of all Infobase components with their transaction numbers to be used for mapping purposes. Infobase mapping is done for non-rim components only. RIM components are mapped in another table.

63 Infobase Components 59 Infobase Components Listing TransCode Trans Type Description Units Cost Retail Inventory Each transaction affecting inventory of a given SKU/store will be logged in Infobase. This entry includes the transaction code (e.g. receipt, transfer), reason code, inventory status (e.g. available, unavailable in transit), price change type, and price status (e.g. regular, markdown) 200 Receipt Occurs when an item is received. Updates receipt values by Receipt document/sku/location for a receipt date in units, cost and retail by reason code, inventory status and price status. Note: cost $ are net of discounts and cost factors. 201 Receipt change of reason code Occurs when the reason code is changed on a receipt. Updates units, retail and cost by reason code, inventory status, price status for a receipt document by SKU and location. 220 RTV Request Used for an RTV request. This transaction takes inventory out of available and puts it into unavailable-pending RTV. Also used for corrections to RTV requests. Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. 221 RTV request change of reason code 222 RTV request cancel 225 RTV confirmation 230 RTV (no request) Occurs when the reason code is changed on an RTV request. Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. This transaction takes inventory out of unavailable-pending RTV and puts it into available. Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. Updates values for RTVs from a request. Moves any discrepancy units back to available (e.g. confirmation is less than request). Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. Updates values for RTVs without a request. Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

64 60 Appendix 1 Infobase Components Listing TransCode Trans Type Description Units Cost Retail 231 RTV (no request) change of reason code 290 Receipt Cost Factor 292 Receipt Discount 300 Post Distribution Shipped 302 Post Distribution Shipped PC taken 305 Distribution confirmed 309 Distribution discrepancy Occurs when the reason code is changed on an RTV. Updates units, retail and cost by reason code, inventory status, price status for an RTV document by SKU and location. Each cost factor is tracked separately for a receipt. Updates cost $ for each SKU/location by document number and cost factor code. Each discount is tracked separately for a receipt. Updates cost $ for each SKU/location by document number and discount code. Distributions occur from a warehouse to a store. Distributions update in transit in the receiving store until confirmed. Updates units, retail and cost for each SKU/location by doc, inventory status and price status. The PC type is updated if the sending and receiving locations have different retail values for the location. In this case, the PC type will be booked based on the resulting increase or decrease. Updates in unavailable in transit to available for the sending store. Updates units, retail and cost for each SKU/location by doc, inventory status and price status. Occurs if there is a discrepancy between what was shipped and what was confirmed. The discrepancy units will be moved from unavailable in transit to unavailable discrepancy. Updates units, retail and cost for each SKU/location by doc, inventory status and price status. 400 Transfer send Transfers occur when inventory moves from one location to another. Transfers update in transit in the receiving store until confirmed. Updates units, retail and cost for each SKU/location by doc, reason code, inventory status and price status. The PC type is also updated if the sending and receiving locations have different retail values for the location. In this case, the PC type will be booked based on the resulting increase or decrease. Y Y Y N Y N N Y N Y Y Y N N Y Y Y Y Y Y Y Y Y Y

65 Infobase Components 61 Infobase Components Listing TransCode Trans Type Description Units Cost Retail 401 Transfer receive 402 Transfer send PC taken 403 Transfer change of reason code 405 Transfer confirmation 409 Transfer discrepancy 500 Inventory update 501 Update pending shrink 550 Stock status transfer 590 Beginning inventory Transfers occur when inventory moves from one location to another. Transfers update in transit in the receiving store until confirmed. Updates units, retail and cost for each SKU/location by doc, reason code, inventory status and price status. The PC type is updated if the sending and receiving locations have different retail values for the location. In this case, the PC type will be booked based on the resulting increase or decrease. Occurs when the reason code is changed on a transfer. Updates units, retail and cost by reason code, inventory status, price status for a transfer document by location and location. Moves the unavailable in transit units to available in the receiving location. Updates units, retail and cost by reason code, inventory status, price status for a transfer document by location and location. Occurs if there is a discrepancy between what was sent and what was confirmed. The discrepancy units will be moved from unavailable in transit to unavailable discrepancy. Updates units, retail and cost for each SKU/location by doc, reason code, inventory status and price status. Updates inventory in units, retail and cost for a SKU/location by document, inventory status, price status. Moves inventory from available to unavailablepending shrink. Updates units, retail and cost for a SKU/location by document, inventory status, price status. Moves inventory from one status to another status. Updates units, retail and cost for a SKU/location by document, inventory status, price status. Updates beginning inventory in units, retail and cost for a SKU/location by inventory status, price status. 600 Sale Books a sales based on the price that the item was sold at and the average cost on that date. Updates units, retail and cost for each SKU/location by transaction #, inventory status and price status. Y Y Y N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

66 62 Appendix 1 Infobase Components Listing TransCode Trans Type Description Units Cost Retail 601 Sales POS $ Posts any POS discounts for a SKU/location by reason code, inventory status, price status. 610 Customer return 620 Layaway deposit 621 Layaway cancel 622 Layaway pickup 700 Effective price change Posts any customer returns for a SKU/location by reason code, inventory status, price status. Moves inventory from available to unavailable layaway. Updates units, retail and cost for a SKU/location by inventory status, price status. Moves inventory from unavailable layaway to available. Updates units, retail and cost for a SKU/location by inventory status, price status. Removes inventory from unavailable layaway and updates layaway sale. Updates units, retail and cost for a SKU/location by inventory status, price status. Updates retail for each SKU/location by price change type, inventory status, price status for a document. 701 Promotions Posts any promotional discounts for a SKU/location by reason code, inventory status, price status. 710 Price change status 900 Adjustment type Adj type 1 change of reason code 910 Adjustment type Adj type 2 change of reason code 920 Adjustment type Adj type 3 change of reason code Updates units for each SKU/location by inventory status, price status for a document. Updates cost $ only for a SKU/location by document, reason code, inventory status, price status. Moves adjustment cost $ from one reason code to another. Updates cost only for a SKU/location by document, reason code, inventory status, price status. Units only adjustment. Updates unit, retail and cost for a SKU/location by document, reason code, inventory status, price status. Moves adjustment units, retail and cost from one reason code to another. Updates units, retail and cost for a SKU/location by document, reason code, inventory status, price status. Cost $/Units adjustment. Updates unit, retail and cost for a SKU/location by document, reason code, inventory status, price status. Moves adjustment units, retail and cost from one reason code to another. Updates units, retail and cost for a SKU/location by document, reason code, inventory status, price status. N N Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y N N Y N N Y N Y N N Y N Y Y Y Y Y Y Y Y Y Y Y Y

67 Worksheets 63 Worksheets You can use these worksheets to record your Stock Ledger settings.

68 64 Appendix 1 Stock Ledger Parameters (Valuation Method) Merchandise Group Description Effective as of Year Effective as of Period Valuation Method

69 Worksheets 65 Stock Ledger Parameters (Accumulation Period Dependent) Effective as of year Effective as of period Period of accumulation Cumulative values location level Cumulative values merchandise level Reset initial values

70 66 Appendix 1 Merchandise Group Parameters (Cumulative Cost) Merchandise Group Level Merchandise Group Min CC% Max CC%

71 Worksheets 67 Stock Ledger Component Worklist Stock Ledger Component RIM Method On Hand Component On hand retail On hand cost Receipts - retail Receipts - cost RTVs - retail RTVs - cost Net receipts (Receipts - RTVs) - retail Net receipts (Receipts - RTVs) - cost Transfers In retail Transfers In cost Transfers Out retail Transfers Out cost Net transfers (Transfers Out - Transfers In) - retail Net transfers (Transfers Out - Transfers In) - cost Distributions - retail Distributions - cost Permanent Markups Permanent Markup Cancellations Net permanent Markups (Permanent MUs MUCs) Permanent Markdowns Permanent Markdown Cancellations Net permanent Markdowns (Permanent MDs MDCs) Promotional Markdowns POS Discounts Employee Discounts Total Markdowns (Permanent MDs - MDCs + Promo MDs + POS Discounts + Employee Discounts) Total Sales - retail Customer Returns - retail Net Sales (Total Sales - Customer Returns) retail Total Sales - cost Customer Returns cost Net Sales (Total Sales Customer Returns) - cost Shrink Actual retail Shrink Actual cost Shrink Provision retail Shrink Provision cost

72 68 Appendix 1 Stock Ledger Component Worklist Stock Ledger Component RIM Method On Hand Component Net Shrink (Actual + Provision) retail Net Shrink (Actual + Provision) cost Other:

73 Worksheets 69 Infobase Maps Stock Ledger Component: Operator Trans. Type Transaction Description Price Status Inventory Status Rsn Reason Description IB Value Price Change Type

74 70 Appendix 1 RIM Maps Stock Ledger Component (flagged as RIM) Operator Stock Ledger Component (calculation applies to)

75 Worksheets 71 Cumulative Value Maps Cumulative Value Type (Cost / Retail) Operator Trans. Type Transaction Description Price Status Inventory Status Rsn Reason Description Price Change Type

76 72 Appendix 1 Initial Value Maps Initial Value Type (Cost / Retail) Operator Stock Ledger Component

77 Worksheets 73 Infobase Component Maps Infobase Component Type (Cost / Retail / Unit) Operator Stock Ledger Component

78 74 Appendix 1 General Ledger Periods Code Label Start Date End Date Date Last Sent Date Closed

79 Worksheets 75 General Ledger Account Definition Structure Type Identifier Start End

80 76 Appendix 1 General Ledger Account Structure GL account structure label Import code Statistical Flag

81 Worksheets 77 General Ledger Account Structure Details tab GL Account No of char. Type Level Constant

82 78 Appendix 1 General Ledger Account Structure GL Accounts tab GL Account Number Description Active

83 Worksheets 79 General Ledger Account Structure Cost Factor Accounts tab Cost Factor Code Description Allocation Method

84 80 Appendix 1 General Ledger Component Worklist GL Component Label Account to Debit Account to Credit

85 Worksheets 81 General Ledger Component Maps General Ledger Component Operator Stock Ledger Component

86 82 Appendix 1

87 Appendix 2 The basics...84 Starting Merchandising...84 Changing Merchandising applications...85 Navigating in Stock Ledger...85 Toolbar buttons...87 Keyboard shortcuts...88 Customizing the Merchandising look...89 Using Online Help...90 Finding information through the Contents...90 Finding information through the Index...90 Electronic manuals...91

88 84 Appendix 2 The basics Stock Ledger is a Windows based application and therefore uses the standard Windows navigation tools and techniques. This manual assumes a basic familiarity with Windows operating system terms such as "mouse", "click" and "double-click". In addition, the following formats and icons are used throughout Starting Merchandising Merchandising 1. Double-click the Merchandising icon located on the Windows desktop or click Start! Programs! Merchandising. If you have been assigned to more than one position, the Employee Position window opens. Select from a dropdown list the position that you want for this session, then click OK. The default Merchandising screen opens, as defined in your User Preferences. If you have been assigned to a single position, the default Merchandising screen opens, as defined in your User Preferences.

89 The basics 85 Changing Merchandising applications 1. To change to a different application within Merchandising, click the name of the application you want to change to. 2. If you've been assigned to more than one position, the Employee Position window opens. Select from a dropdown list the position that you want for this session, and then click OK to open the application you want to change to. Navigating in Stock Ledger Display the Navigation and Module Bars by selecting View Navigation Bar or View Module Bar on the Navigation menu. Hide them by clearing the check mark. If the navigation bar is displayed, you can access Stock Ledger by selecting it from the Navigation Bar on the left side of the screen.

90 86 Appendix 2 If the navigation bar is hidden, you can access Stock Ledger by selecting it from the Navigation menu.

91 Toolbar buttons 87 Toolbar buttons Toolbar buttons appear and disappear depending on the menu item and window you are working in. Some buttons are multi-purpose and are used for different functions depending on which window is active. Toolbar buttons that are unique to a specific window are discussed in the relevant section of the manual. Use this toolbar button New Open Close Delete Delete Row(s) Query Retrieve All Save Print Insert Add or shortcut CTRL + N CTRL + O CTRL + F4 CTRL + D CTRL + D F8 F2 CTRL+S CTRL+P ALT + To Create a new record: employee, location, style. Open an existing record. Close the active window. Delete the selected data. The name of the button depends on the window. Delete selected row(s) of a worklist. Search and retrieve specific rows from a table as defined by search criteria. Retrieve all the rows in a table and display them on the screen. Save new data or save changes to existing data. Print the current table. Insert a row into a worklist. Add a row to the end of a worklist. Open a dropdown list. You can then make a selection from the list.

92 88 Appendix 2 Keyboard shortcuts You may prefer to use a keyboard instead of a mouse. Standard Windows keyboard shortcuts usually work in Merchandising applications. Some of the most common shortcuts are as follows: Keyboard shortcut Alt + shortcut letter (The shortcut letter is underlined.) Shortcut letter Tab Back Space + Tab Cursor keys Space bar Cursor keys or Tab Cursor Enter key Esc Action Opens a window, changes applications, activates a menu item or tab, may move to a different field. Selects the highlighted choice on a dropdown list. Moves through screens, field by field, skipping any field that can't be edited. May move to previous field. (If not, use cursor keys.) Move from field to field, both backward and forward. Selects and clears check boxes. Also cycles through choices in some dropdown lists. Selects buttons. Cycles through choices in dropdown lists. Selects the highlighted choice on a submenu, dropdown list, button or tab. Escapes current shortcut selection.

93 Customizing the Merchandising look 89 Customizing the Merchandising look You can change the look of the Merchandising interface in various ways. 1. Click Tools! Customize to open the User Preferences dialog box: On the General tab, you can set Merchandising to open at the module you want. You can set it to open with or without the Module and Navigation bars displayed, and with or without icons in the Module Bar. You can also choose to shade alternate rows in lists. Finally, you can change back to the defaults your company uses or even overwrite the company defaults with your own settings. On the Appearance tab, you can change the color of all areas and controls, as well as the font type and size. You can define, save, delete and apply your choice of Schemes to give the Merchandising interface the look and feel you prefer. Click any area on the Appearance tab to see how you can change the appearance of that item. 2. To see any change immediately, click Apply. To save your changes and close the dialog box, click OK. To escape without saving, click Cancel.

94 90 Appendix 2 Using Online Help You can look up information from the table of contents or the index. Finding information through the Contents 1. From the menu click Help! Contents. 2. Click the "plus sign" next to the general topic you want to look at. (If there is more than one the one you are interested in.) under the subject you want to look at, click 3. Click next to the specific topic that you want to look at. Finding information through the Index 1. From the menu click Help! Index. 2. Type the first few letters of the keyword that you want to find. 3. In the list, double-click the item that you want to find.