Inventory Procedures

Transcription

1 Inventory Procedures

2 Detailed Agenda Bill of Materials Model Templates Supplier Cost Upload Inventory Price Upload Inventory Count Course Description Inventory, Files, Bill of Materials/Assemblies Bill of Materials is a great tool for charging out a collection of parts that are commonly used on a job or workorder. For instance, if I typically use the same collection of parts when I install a 4DCY4024A1064A heat pump, by using Bill of Materials, I could charge out the entire list of parts by selecting my BOM number instead of having to select each individual part number used. You may want to setup a separate parts category just for your Bill of Materials part numbers. The GL integration used is actually from the individual parts, but you have to put something in these fields. Go to Inventory, Files, Bill of Materials/Assemblies and create your Bill of Materials.

3 You can use Save As if you have setup a Bill of Materials list and you have others that will be very similar. Don t forget to put a check here to indicate that this is a Bill of Materials. Assemblies are setup when you actually take several items from your inventory and combine them to create one part number. Setting up assemblies is very similar to setting up bill of materials, but there are a couple of differences so refer to the Help Docs if you need to set up assemblies. To use my Bill of Materials, I go to Charge Parts to Jobs or Charge Parts to Jobs & WOs and select the BOM in the part number field and complete the rest of the information like any other part number. When I enter on this line, the entire list of individual parts explode. Now, I can make any changes for this particular job or workorder if needed.

4 Inventory, Files, Service Item Model Templates If you do a lot of residential new installs, this is a feature in Jonas that you don t want to miss. By using model templates, Jonas will automatically create the service item on the customer record just by you charging that part number to the job or workorder. You can even have it fill in the warranty dates. The first step is to create model templates for your regularly sold pieces of equipment. List the parts you need when performing service on this particular model of equipment. Reports can be run in service for a list of parts that may be needed so the tech can ensure they are on his truck before leaving for his calls. The warranty date will be calculated from the install date. You can have Jonas automatically setup a service contract to track any warranty calls.

5 You need to tie the model template to the appropriate part number in your Parts Master screen. Once you have charged the part number out to a job, you can go to that customer s record, under Service Items and see the listing. The warranty dates calculated based on the install date and the number of months I setup on the model template.

6 Inventory, Files, Supplier Cost Upload Did you know you could upload your suppliers price list for your inventory items into Jonas? There are two ways to use this screen. One way is to have vendor PO information populate this screen with cost. The other way is to use this screen as your supplier price list. If you are going to use the Supplier Cost screen as your suppliers price list, you will want to make sure you have the flag in Parts/Invoicing Parameters, Options for the field Supplier Cost Prices Screen set to either Y-Don t Update or P-Prompt to Update.

7 The Supplier Cost screen allows you to store up to 10 suppliers, their part numbers, and their cost to you. Will fill in automatically as you issue POs for this part. To have the supplier s part number print on your PO in additional to your part number, use PO form design GJM20A3. If you use the Procurement module to shop for your parts, it will default to choosing the supplier with the lowest cost. If you always want it to default to a certain supplier regardless of their cost to you, put a check in this box on their line. If you would rather upload the field for Cost, you can use the Supplier Cost Upload under Inventory, Files. The specs for the upload file are Supplier Code, Part #, Supplier Cost. The part number is your Jonas part number and must already exist in Jonas at the time of the upload. You may want to send your supplier an Excel file that simply contains your part number alongside their part number and have them provide the costs. Once you receive the file back, you simply add a column for supplier code and delete the column for the suppliers part number.

8 Inventory, Processing, Parts Price/Cost Update Inventory Price Upload Did you know you could upload descriptions changes, selling prices, or standard cost changes to your inventory parts? This is the standard cost field. This note states to change any double quotes (such as you would use for inches) to exclamation points. During the upload, the exclamation points will be converted to double quotes. If this is something you are interested in doing Go to Inventory, Files, Parts/Inventory Master Using the F9 reporting tool, design a report with columns for Part Number, Selling Price, Cost Price, and Description. Use Smartviewer to drop that report into Excel. Make any changes to selling price, cost price, or description. Save it to your C drive as a CSV file. This upload does not accept long path names for the file so that is why I suggested just saving it to your C drive. Use the Inventory Price Upload. Choose to do an error scan, select your file, and double-click on the first row of your parts, then click OK.

9 If the error scan shows no errors, choose to do an Update To Files, select your file, double-click on the first row of your parts, then click OK. Inventory Count Inventory Snapshot This is where you will process your physical count of your inventory, whether you do this monthly, quarterly, yearly, or even randomly. For my example, I ll use an inventory count for the main warehouse at the end of business for Dec 31 st. To print a count sheet prior to the snapshot, you can use the F9 reporting functionality in Inventory to Design Your Own Report. My suggestion is to include the columns of part number, description, category, and bin location, but not the quantity. Showing the quantity on hand could lead to bad information since someone may look at a part showing a zero quantity and not bother to count it and there may actually be some of those parts on the shelves. The point of a physical count is to physically count the inventory, not use the computer s information to make assumptions. Note: as I always say, this is just my suggestion, but it is up to you how you choose to run the report. Click on this so you can save this report design. You may want to print that to Smartviewer and choosing Excel, so you can do a secondary sort on one of the columns, maybe sort by bin # and then by part number. Tip Choose either to sort only by part number, or to sort by bin and then part # (as I ve shown below), or to sort by category and then part #. I will explain why in the Inventory Count section below.

10 Once all of the Jonas processing has been completed through the period (Dec 31 st for my example), including charge parts, returning parts, receiving parts, and transferring parts, you need to do a snapshot of the warehouse (00001 warehouse for my example). You have 3 choices of the default for current counts as shown below N-Default counts to current on hand quantity This snapshot will assume the counts will be the current quantity on hand in Jonas. When you enter the physical counts, you would only be required to enter the counts that were different. This option is a good choice if you are doing a partial inventory count. Y-Initialize counts to zero This snapshot is used only when you are doing a full inventory count. It will default all counts to zero. Important: Before selecting this option, go to Inventory, Files, Options and turn off the flag for Keep Avg. Cost if Quantity Goes Negative or your standard cost will be replaced with your average cost. If needed, once you complete the Valuation & Update, go back and turn the flag back on. I-Initialize only those from Upload Counts from Scanner This snapshot is used if you are using an inventory barcode scanner to count your inventory. The scanner file will overwrite the snapshot quantity on hand with the whatever count is uploaded.

11 For my example, I choose the Y option. Inventory Count-Print Count Sheets Now that you have processed the snapshot, you can Print Count Sheets. You may not need this step if you used the F9 reporting prior to doing the snapshot. Inventory Count-Enter Inventory Count When you have your physical count for your warehouse, go to Inventory, Inventory Count, Enter Inventory Count to, (you guessed it), enter the inventory count. You can select to sort by Part, Category, or Bin. Once I choose a part and enter the count, just hitting ENTER on the next line will bring up the next part. Because I have chosen to Select By Bin, the next part will be the next part within the Bin I am working with. It works the same way if you choose to Select By Category. This is a lot easier than keying in the part numbers manually or using the F2 dropdown list.

12 Inventory Count-Valuation & Update When you have entered all or part of your physical counts for the warehouse, go to Valuation & Update. You can select the order you want the report printed. I chose the same order I used in my count sheets, which was Bin. You can run a preliminary report first to check over everything before you run the Final Report to update the parts. Putting a check here means the Valuation and Update will be done (posted) with the same date as your snapshot was done. I like to Show Variance, which will give me additional columns showing the difference between the Jonas quantities/values and my physical count quantities/values. Unchecked, the Valuation and Update will be done (posted) the day you perform the Valuation and Update.

13 Here is an example of the prelim report Once you have reviewed the report and you are ready to post your counts, go back to Valuation and Update and choose the option Final-Print Report and Update Parts. You will want to make sure to have the check on Show Variance so you have the information you need to make a journal entry to adjust your general ledger account balances. Important: The Valuation & Update step does not post anything to general ledger.