Goods Received - Stock Integration Reference Manual

Transcription

1 Goods Received - Stock Integration Reference Manual FASPAC 3.5 FPD/201

2 Faspac Systems, Inc Fay Avenue, Suite 301 La Jolla, CA Confidential and Proprietary Copyright 2000 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Programs that Create GRNs....6 Programs That Do Not Create GRNs Using GRN - Stock Integration...7 Using AP/DIE After GRN AP Matching...7 Stock Integration Posting Accounts...9 Add Category Posting Codes (ACPC) Plans To Create Category Posting accounts...17 Updating the Sales Registers Stock Integration Posting Accounts Worksheet Sales Invoice Register (AR/INP/IR) Inventory Adjustment Register (IM/ADJ/PTA) Receipts Register (REC/RR) Goods Received Register (AP/GRN/GRNR) Program Transaction Result...23 Examples of T Accounts for Stock Integration Examples of T Accounts for Packaging/Kitting with Uplifts Terms Used in AP Matching Invoice Entry (AP/IE)...32 Accounts Payable Matching Matching By GRN Matching Lines Within a GRN and Applying Adjustments Matching By PO/Line Number...44 Clearing GRNs...48 Un-Matching or Reversing Matched GRNs Goods Received Stk Integration (AP/GRN) Goods Received & Invoiced (AP/GRN/GRAI) Delete Individual GRN Record (AP/GRN/GRDL) Delete Not Matched GRN Records (AP/GRN/GRDN)...56 Delete Goods Received (AP/GRN/GRDT)...59 GRN Inquiry (AP/GRN/GRNI)...61 Goods Received Not Invoiced(AP/GRN/GRNP)...64 Goods Received Register (AP/GRN/GRNR) List/Delete GRN Audit Records (AP/GRN/GRPA) Goods Received & Unmatched GRN - Summary (AP/GRN/GRPS)...71 FPD/201 GRN - 3

4 TABLE OF CONTENTS Explanation of Data Printed On Goods Received & Unmatched GRN Summary Report...74 Goods Received Listing (AP/GRN/GRPT)...75 Explanation of Data Printed on Goods Received Listing...77 Month End Processing for Stock Integration AP/GRN/GRNR...79 AP/GRN/GRNR...80 AP/GRN/GRPS...80 AP/GRN/GRDT...81 AP/GRN/GRDN...81 Stock Integration Exceptions...82 GRN - 4 FPD/201

5 Introduction Stock Integration and AP Matching (GRN) are two related, but distinct FASPAC capabilities. Stock Integration is a requirement of AP Matching, however, you may use Stock Integration without doing AP Matching. Stock Integration is used to update inventory activity to the nominal ledger. Inventory activity is reported through the Receipts Register, Adjustment Register, Accounts Receivable Invoice Register and Goods Received Register, and updated to the General Ledger Interface. Receipts can be posted only to those General Ledger accounts that have been set up in Add Category Posting Codes (ACPC). Inventory receipts are updated using the sign on date. Inventory activity reported through the Goods Received Register (AP/GRN/GRNR) and through the Sales Invoice Register (AR/INP/IR) is updated in either detail or consolidated format based on the flags in the System Master file (SYS/APS, SYS/ARS) and the flags for the individual nominal ledger accounts. Inventory activity updated through the Adjustment Register (IM/ADJ/PTA) and through the Receipts Register (REC/RR) is always updated in detail format. Receipts from Purchase Orders and reworked orders that are posted to the General Ledger Interface are known as Goods Received Not Yet Invoiced. In order for FASPAC to track each of these General Ledger postings, a Goods Received Number (GRN) is created. When GRNs are created they have a header record that contains the purchase order number, date received, initials of the person who entered the purchase order, the receivers initials, the warehouse number, and an advice reference. The GRN also contains one detail record per each line received on the purchase order. Each line received will have a general ledger account posting, but, per line item there can be up to three general ledger accounts involved. If you are using AP Matching, these GRN records will later be compared against the accounts payable invoices entered into FASPAC, to ensure a more accurate general ledger. FPD/201 GRN - 5

6 INTRODUCTION Programs that Create GRNs REC/RPO Inventory increases and decreases are shown on the Receipts Register (REC/RR) REC/RPR No inventory adjustments (increases or decreases) are made. The cost for the rework is what is shown on the GRN. Programs That Do Not Create GRNs (And create a journal transaction to the GL interface Listing) WIP/RPK Inventory for the component parts are shown as a decrease in IM/ADJ/PTA. The kitted part is shown as an increase on the Receipts Register (REC/RR). WIP/WHT/RWO Warehouse inventory is shown as a decrease in IM/ADJ/PTA and an increase is shown on the Receipts Register (REC/RR). WIP/WHT/RWI Warehouse inventory is shown as a decrease in IM/ADJ/PTA and an increase is shown on the Receipts Register (REC/RR). REC/RNO Inventory increases and decreases are shown on the Receipts Register (REC/RR). GRN - 6 FPD/201

7 USING AP/DIE AFTER GRN AP MATCHING Using GRN - Stock Integration Create your Category Posting codes in Add Category Posting Codes (ACPC). Enter Y in the xxx -Using Ledger Stock Integrationxxx - field of General Ledger Specifications (SYS/GLS). Note: The Receipts Register will now include a new column of information titled GRN, under which the GRNs print. GRNs are assigned sequentially, beginning with one per warehouse. After you have created your Category Posting codes and told the system that you are using Stock Integration, you can perform your normal receiving functions and begin using the GRN programs available in the Accounts Payable module. When using the AP/IE program to enter your invoices, refer to the documentation in this section (GRN - Stock Integration) of the manual, as there are some additional fields that apply when using Stock Integration. Using AP/DIE After GRN AP Matching After a GRN has been matched, the GRNI screen will display the status of xxx -Matchedxxx -, and when possible the vendor s invoice number used at AP/IE time. Both the GRN and the vendor s invoice number must be used when reversing the invoice from the open AP File. A GL transaction is created and updated to the GL/IL at the time the AP/DIR is updated to the AP files. If the GRN reversal screen is not entered, the GRN will not be reopened and a journal entry into the General Journal would be required. There are two steps involved when reversing these types of transactions. 1. Use AP/DIE (normal FASPAC program) to tell the system the vendor s invoice that is to be removed from the accounts payable file. 2. Run the AP/DIR. Once you have answered Yes to update to the General Ledger a new screen will appear (see below). This screen is known as the GRN Reversal screen. FPD/201 GRN - 7

8 INTRODUCTION Remember: The only way to unmatch a GRN is by GRN. They cannot be unmatched by PO/Line (F5). Once the GRN is entered, the matched record is displayed. This record must then be UNMATCHED using the normal UNMATCHING METHOD. 1. To unmatch, press F6 and the matched amounts against the GRN are displayed. 2. Position the cursor on the line which is to be unmatched and press RETURN three times. The reopened GRN value is now displayed. 3. Press CMD to accept the transaction as being reopened. 4. Press RETURN to allow the rematching the GRN. GRN - 8 FPD/201

9 STOCK INTEGRATION POSTING ACCOUNTS Stock Integration Posting Accounts The posting accounts required for stock integration can be very detailed or very broad. The major transaction codes can be set up either by company or by warehouse and can be for one category or all categories. You can also add Subtransaction codes to make the posting specific to a particular activity (such as kitting or warehouse transfers). You must set up the following major transaction codes: Code Description Notes INV Inventory This account is increased or decreased by changes in inventory, such as; any receiving program, inventory adjustments and the AR invoice register. CST Cost This account is also increased and decreased by gains or losses in inventory. It is the offsetting entry to inventory when doing an inventory adjustment, receipts with no PO, receiving a kit order, and updating the AR invoice register. It is also used for gains or losses in rework. GRN Goods received not invoiced This account is the offset for inventory when receiving with a PO or receiving a WIP order with cost adders. GAP Goods at Platers This account is the offsetting account for INV on rework orders. You could have this transaction code post to your inventory account. INT Goods in-transit This account is used when receiving warehouse transfers. You could post this to your inventory account, as INT is a temporary holding place for items sent from one warehouse to another. It is credited on the receipts register and debited on the adjustment register. The net result is a wash. FTI Freight in Both the freight in and duty accounts are updated with the cost adders from receiving, like the GRN account. You will match to these when posting in AP/IE like you match the inventory amount to the GRN account The offset is INV because these adders become part of the inventory cost DTY Duty FPD/201 GRN - 9

10 STOCK INTEGRATION POSTING ACCOUNTS You can make them more specific by using these subtransaction codes: Code AJ AR KT PO PW WT RN PI MF Description Adjustments Sales Kits Receipts with a PO Plating/Rework Warehouse Transfers Receipts without a PO Physical Inventory Manufacturing Example of a receipt with a PO (RPO) with Freight and Duty adders from tag added cost. The posting is done from the GRNR. LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY DB GRNI - A/P IN PROCESS CR DUTY CR FREIGHT CR Example of a receipt with no PO (RNO), posting is done from the REC/RR. This is not automatically posted to the GRN account because it may be an adjustment to a previous receipt. LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY DB INVENTORY COST ADJUSTMENTS CR Example of a kit receipt. When you receive a kit and the CSTKT and INVKT posting accounts point to the same account, there will be no posting to the general ledger, except the cost adders that post to the GRNKT account from the receipts register. If the posting accounts point to different accounts, the RR will post to each account with reversals on the IM/ADJ/PTA. Receipts register (REC/RR) same account posting for INV & CST: LEDGER NO. WHSE DESCRIPTION AMOUNT GOODS RECEIVED NOT INVOICED.14 CR CSTKT.14 DB Only cost adders are posted. GRN - 10 FPD/201

11 STOCK INTEGRATION POSTING ACCOUNTS Inventory adjustment register (IM/ADJ/PTA) same account posting for INV and CST: LEDGER NO. WHSE DESCRIPTION AMOUNT CSRKT DB No entries are posted. Receipts register (REC/RR) posting to different accounts for INV and CST: LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY 2.85 DB GOODS RECEIVED NOT INVOICED.14 CR CSTKT 2.71 CR Only cost adders are posted. Inventory adjustment register (IM/ADJ/PTA) posting to different accounts for INV and CST: LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY 2.71 CR CSRKT 2.71 DB Example of Warehouse Transfer receipt (WIP/WHT/RWO or RWI). Warehouse transfers will work like the kit orders except the two transaction codes used are INVWT and INTWT (in-transit). You will see the adjustment out on the adjustment register and in on the receipts register. If INVWT and INTWT post to the same account you will not get any posting to the GL. Receipts register with posting to different accounts for INV and INT: LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY 1.21 DB GOODS IN TRANSIT 1.21 CR Adjustment Register with posting to different accounts for INV and INT: LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY 1.71 CR GOODS IN TRANSIT 1.71 DB FPD/201 GRN - 11

12 STOCK INTEGRATION POSTING ACCOUNTS Example of Rework order receipt (WIP/PLRW/RPR). The receipt of the to item is updated to the General Ledger from the GRNR with a cost adder of $ LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY DB GOODS (INV) AT PLATERS CR GRNI - A/P IN PROCESS CR Example of Rework order continued. Adjustment register deducting the from item when it is posted to the general ledger: LEDGER NO. WHSE DESCRIPTION AMOUNT INVENTORY CR GOODS (INV) AT PLATERS DB GRN - 12 FPD/201

13 ADD CATEGORY POSTING CODES (ACPC) Add Category Posting Codes (ACPC) The Add Category Posting Codes program is used to add, edit, and delete Category Posting accounts. Category Posting accounts determine the amount of detail in which the inventory activity is updated to the Nominal Ledger. Category Posting accounts are created either for the entire company, specific warehouses, specific activity, specific Category Codes, or for any combination thereof. The Posting codes are made up of one of the following major transaction codes: Code CST DTY FTI FTO GAP GRN INT INV Description Cost Duty Carriage In/Freight In Carriage Out/Freight Out Goods at Platers Goods Received Not Invoiced Goods In-transit Inventory One of the following subtransaction codes can be added to the end of the major transaction code: Code AJ AR KT MF PI PO PW WT RN Description Adjustments Sales Kitting/Packaging Manufacturing Physical Inventory Goods Received with a PO Plating/Rework Warehouse Transfers Goods Received without a PO FPD/201 GRN - 13

14 ADD CATEGORY POSTING CODES (ACPC) The Introduction section describes how each register updates inventory activity based on the Category Posting account. The source for all Category Posting accounts is IM. This source is automatically added to the Category Posting accounts when they are created through the ACPC program. Note: Use Posting Account Listing (PAL) to print a list of Category Posting accounts, and Add Category Posting Codes (ACPC) to delete Category Posting accounts. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number in which to add, edit or delete a Category Posting code. For all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program press CMD+Q. Error Message: Invalid Warehouse or Warehouse Not Available You have entered an invalid warehouse. Press SKIP to acknowledge this message. Enter a valid warehouse number, use the CMD Window Lookup function to access the list of valid warehouse numbers, or press SKIP to use all warehouses. GRN - 14 FPD/201

15 ADD CATEGORY POSTING CODES (ACPC) Product Category Enter the product category for this Category Posting code. Enter a valid category from IM/CFM. To select from the list of valid category codes, press CMD+L. If the Category Posting code is not category specific, leave this field blank and press SKIP. Note: The category description displays once a valid category is accepted. Error Message: Product Category Not Setup On Category Master File - SKIP You have entered an invalid category code. Press SKIP to acknowledge this message. Enter a category that has been set up in Category File Maintenance (IM/CFM). You may use the CMD Window Lookup function to access the list of valid category codes. Posting Code The posting code can be a major transaction code or a combination of a major transaction code and a subtransaction code. See the Introduction of this section for a list of major transaction and subtransaction codes. Error Message: Invalid Posting Code Entered - SKIP The Posting Code entered is not valid. Press SKIP to acknowledge this message. The Posting Code can be a major transaction code or a combination of a major transaction code and a subtransaction code. See the Introduction to this section for a list of the valid codes and combinations. Ledger No Enter the general ledger number to which these transactions will be posted. To select from the list of valid GL numbers, press CMD+L. Note: The GL description displays in the Title field once a valid general ledger number is accepted. FPD/201 GRN - 15

16 ADD CATEGORY POSTING CODES (ACPC) Error Messages: Ledger Number Not Setup On GL Master File - SKIP The General Ledger number entered is not valid. Press SKIP to acknowledge this message. Enter a valid GL number or use the CMD Window lookup function to access the list of valid GL numbers. Ledger Number May Not Be Used - SKIP The General Ledger number cannot be used at this time. Press SKIP to acknowledge this message. Select To add or edit another Category Posting account, leave this field blank and press SKIP. The cursor returns to the Posting Code field. update the changes and exit the program, press CMD+U. To exit without updating the changes, press CMD+Q. To delete the Category Posting code, enter DE. GRN - 16 FPD/201

17 PLANS TO CREATE CATEGORY POSTING ACCOUNTS Plans To Create Category Posting accounts To update inventory activity within a company (all warehouses) based only on the major transaction codes, set up these Category Posting accounts. For each major transaction code (CST, DTY, FTI, FTO, GAP, GRN, INT, INV): Press SKIP in the Whse field (for all warehouses). Press SKIP in the Product Category field (to include all Category Codes). Enter the major transaction code in the Posting Code field. Enter the appropriate Nominal Ledger account number. To update inventory activity within a company (all warehouses) for some specific Category codes, set up these Category Posting accounts. For each major transaction code (CST, DTY, FTI, FTO, GAP, GRN, INT, INV): Press SKIP in the Whse field (for all warehouses). Press SKIP in the Product Category field (to include all Category Codes). Enter the major transaction code in the Posting Code field. Enter the appropriate Nominal Ledger account number. For each applicable major transaction code and Category Code combination: Press SKIP in the Whse field (for all warehouses). Enter the Category code. Enter the major transaction code in the Posting Code field. Enter the appropriate Nominal Ledger account number. To update inventory activity within a company (all warehouses) for each specific Category Code, set up these Category Posting accounts. For each applicable major transaction code and Category Code combination: Press SKIP in the Whse field (for all warehouses). Enter the Category code. Enter the major transaction code in the Posting Code field. Enter the appropriate Nominal Ledger account number. FPD/201 GRN - 17

18 ADD CATEGORY POSTING CODES (ACPC) Sample: Search Sequence Used in Determining which Category Posting Code to Use Items with a Category Code of TS are received in warehouse one and the Goods Received Register is updated to the Nominal Ledger. To update this activity to the Nominal Ledger, the first Category Posting account found from the following list in the Posting Account File is used: Warehouse 01, Category TS, Tran Code INVPO Warehouse 01, Category TS, Tran Code INV Warehouse blank (all), Category TS, Tran Code INVPO Warehouse blank (all), Category TS, Tran Code INV Warehouse 01, Category blank (all), Tran Code INVPO Warehouse 01, Category blank (all), Tran Code INV Warehouse blank (all), Category blank (all), Tran Code INVPO Warehouse blank (all), Category blank (all), Tran Code INV If one of the above Posting Accounts is not found in the Posting Accounts File, an error is reported and the activity is not updated. Updating the Sales Registers When the Stock Integration system is used, two or more people are restricted from printing and updating the same register, for the same warehouse, at the same time (a locking record for the warehouse is used). If someone is printing a register for all warehouses, no one else can run the register at that time. This restriction is needed because the individual totals on the register must be accumulated at the start and if an error occurs, the program is stopped from deleting any information. If Stock Integration is not used, and two people print and update the same register, one person sees the information and the other person sees nothing. GRN - 18 FPD/201

19 STOCK INTEGRATION POSTING ACCOUNTS WORKSHEET Stock Integration Posting Accounts Worksheet This worksheet displays all of the possible posting codes that can be used. Major posting codes must be entered; minor codes are optional. Codes can be entered for all warehouses. Source GL # Description Category Posting Code Whse I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M I/M CST CSTAR CSTPW CSTAJ CSTPI CSTKT CSTWT CSTRN CSTPO INV INVAR INVPW INVAJ INVPI INVKT INVWT INVRN INVPO GRN GRNPO GRNPW GAP GAPPW FTI FTIPO DTY DTYPO FPD/201 GRN - 19

20 ADD CATEGORY POSTING CODES (ACPC) Sales Invoice Register (AR/INP/IR) The Accounts Receivable Invoice Register prints inventory activity generated by sales to customers and returns by customers (invoices, credit memos). This inventory activity is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and CST (cost). If desired, the subtransaction code of AR can be added to either or both of these major transaction codes (INVAR, CSTAR) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to customer sales and returns. Note: If the Stock Integration system is active, the AR System Posting Accounts with the source of I/R and the Tran Codes of INV and CST are not used. See ACPC to find out which codes are used. Inventory Adjustment Register (IM/ADJ/PTA) The Inventory Adjustment Register prints inventory activity generated by receiving warehouse transfer orders (RWT), by receiving plating/rework orders (RPR), by receiving a kitting packaging order (RPK), by recording a miscellaneous adjustment (ETA), and by updating Physical Inventory Count Records (PCU). Warehouse transfer activity is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and INT (goods in-transit). If desired, the subtransaction code of WT can be added to either or both of these major transaction codes (INVWT, INTWT) so that this type of inventory activity is updated to the nominal ledger accounts specific to warehouse transfers. Note: The Adjustment Register reports and updates only warehouse transfer activity related to the From Item. The activity of the To Item on warehouse transfer orders is reported and updated through the Receipts Register (REC/RR). Plating/rework activity is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and GAP (goods at platers). If doing an inventory adjustment within Receiving of a Plating/Rework item, you must also set up xxx -CSTPWxxx -. If desired, the subtransaction code of PW can be added to either or both of these major transaction codes (INVPW, GAPPW) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to plating/rework orders. GRN - 20 FPD/201

21 INVENTORY ADJUSTMENT REGISTER (IM/ADJ/PTA) Note: The Adjustment Register reports and updates only plating/rework activity related to the From Item. The activity of the To Item on plating/rework orders is reported by the Receipts Register (REC/RR) and updated through the Goods Received Register (AP/GRN/GRNR). Miscellaneous adjustment activity is updated to the Nominal Ledger based on the Category Posting accounts with the major Transaction codes of INV (inventory) and CST (cost). The subtransaction code of AJ can be added to either or both of these major transaction codes (INVAJ, CSTAJ) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to miscellaneous adjustments. Adjustment activity generated through Physical Inventory Count Update (PHY/PCU) is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and CST (cost). If desired, the subtransaction code of PI can be added to either or both of these major transaction codes (INVPI, CSTPI) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to Physical Inventory adjustments. Kitting/packaging activity is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and CST (cost). If desired, the subtransaction code of KT can be added to either or both of these major transaction codes (INVKT, CSTKT, and GRNKT - for any uplifts and cost adders to the kit item) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to kitting/packaging orders. Note: The Adjustment Register reports and updates only kitting/packaging activity related to the component items. The activity of the master kit items on kitting/packaging orders is reported and updated through the Receipts Register (REC/RR). FPD/201 GRN - 21

22 ADD CATEGORY POSTING CODES (ACPC) Receipts Register (REC/RR) The Receipts Register program prints inventory activity generated by receiving warehouse transfer orders (RWT), receiving plating/rework orders (RPR), receiving kitting/packaging orders (RPK), receiving a supplier purchase order (RPO), and by receiving goods without a supplier purchase order (RNO). Warehouse transfer activity is updated to the Nominal Ledger based on the Category Posting accounts with the major Transaction codes of INV (inventory) and INT (goods in-transit). The subtransaction code of WT can be added to either or both of these major transaction codes (INVWT, INTWT) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to warehouse transfers. Note: The Receipts Register reports and updates only warehouse transfer activity related to the To Item. The activity of the From Item on warehouse transfer orders is reported and updated through the Adjustments Register (IM/ADJ/PTA). Kitting/packaging activity is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and CST (cost). If desired, the subtransaction code of KT can be added to either or both of these major transaction codes (INVKT, CSTKT) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to kitting/packaging orders. The uplift (cost adders) use a Tran Code of GRNKT. Note: The Receipts Register reports and updates only plating/rework activity related to the master kit items. The activity of the component item on kitting/packaging orders is reported and updated through the Adjustment Register (IM/ADJ/PTA). The inventory activity generated when receiving goods without a supplier purchase order (REC/RNO) is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory) and CST (cost). If desired, the subtransaction code of RN can be added to either or both of these major transaction codes (INVRN, CSTRN) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to goods received without a supplier purchase order. Inventory activity generated when receiving goods with a supplier purchase order (REC/RPO) is only reported on the Receipts Register. This type of activity is updated to the Nominal Ledger through the Goods Received Register (AP/GRN/GRNR). Inventory activity regarding the receipt of the To Items on plating/rework orders is only reported on the Receipts Register. This type of activity is updated to the Nominal Ledger through the Goods Received Register (AP/GRN/GRNR). GRN - 22 FPD/201

23 PROGRAM TRANSACTION RESULT Goods Received Register (AP/GRN/GRNR) Inventory activity generated when receiving goods with a supplier purchase order (REC/RPO) and inventory activity regarding the receipt of the To Items on plating/rework orders is updated to the Nominal Ledger through the Goods Receiving Register (AP/GRN/GRNR). The inventory activity generated when receiving goods with a supplier purchase order (REC/RPO) is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory), GRN (goods received not invoiced), FTI (carriage in/freight in), and DTY (duty). If desired, the subtransaction code of PO can be added to one or all of these major transaction codes (INVPO, GRNPO, FTIPO, DTYPO), so that this type of inventory activity is updated to the Nominal Ledger accounts specific to goods received with a supplier purchase order. The inventory activity of the To Item generated when receiving a plating/rework order (WIP/RPR) is updated to the Nominal Ledger based on the Category Posting accounts with the major transaction codes of INV (inventory), GAP (goods at platers), and GRN (goods received not invoiced). If desired, the subtransaction code of PW can be added to any or all of these major transaction codes (INVPW, GAPPW, GRNPW) so that this type of inventory activity is updated to the Nominal Ledger accounts specific to plating/rework orders. Program Transaction Result Increase Inventory Decrease Inventory Cost Change PTA RR GRNR RWI (+) to whse (-) from whse none (-) (+) PHY (+) within whse or (-) within whse possible (+) or (-) RPK (+) kitted parts and (-) components possible (-) (+) ETA (+) possible or (-) possible possible (+) or (-) RNO (+) and/or (-) possible (+) or (-) PTA & RR Transactions Updated to GL/IL RPR (+) to item (-) from item possible (-) (+) (+) RPO (+) (+) (+) RPO & RPR (+) transactions create a GRN Record. No update to GL/IL from the RR. AP/GRN/GRNR For matching, update GRNR to the GL/IL FPD/201 GRN - 23

24 ADD CATEGORY POSTING CODES (ACPC) Examples of T Accounts for Stock Integration All of the following examples reflect an inventory received amount of Normal Entries 1. AP/GRN/GRNR is updated (REC/RPO) dr Inventory goods received not invoiced AP/IE - A/P match with no difference dr cr goods received not invoiced a/p Quantity Correction For Over Received Quantity (Reduce Stock) 3. Reduction of inventory involving a GRN transaction due to over received amount a) IM/ADJ/ET or REC/RNO when register is updated, the posting is as follows: dr cr cost inventory b) AP/IE - when the invoice register is updated, the posting is as follows: dr goods received not invoiced a/p goods received not invoiced cost Quantity Correction For Under Received Quantity (Increase Stock) 4. Increasing inventory involving an existing GRN transaction due to under received quantity (use either a or b, and always use c) a) REC/RNO for the difference and when register is updated, the posting is as follows: dr inventory cost cr cr cr GRN - 24 FPD/201

25 EXAMPLES OF T ACCOUNTS FOR STOCK INTEGRATION b) Entire Tag will be adjusted down to zero by REC/RNO (negative receipt) dr cr cost inventory Entire Tag will be received in with correct cost by REC/RNO (positive receipt) dr cr inventory cost c) AP/IE when the invoice register is updated, the posting is as follows: dr goods received not invoiced a/p cost Quantity Correction For Under Received Quantity (Increase Stock) 5. Increasing inventory and creating a new GRN for the difference or additional quantity. a) REC/RPO for the difference and when the GRNR Register is updated, the posting is as follows: dr cr inventory goods received not invoiced b) AP/IE this involves posting to more than two GRNs. When the Invoice Register is updated, the posting is as follows: dr cr goods received not invoiced a/p cr FPD/201 GRN - 25

26 ADD CATEGORY POSTING CODES (ACPC) Normal Plating and Rework 6. Plating and Reworking of inventory a) AP/GRN/GRNR is updated (REC/RPR) dr cr inventory goods at platers goods received not invoiced b) IM/ADJ/PTA on From Item involving plating and rework dr cr goods at platers inventory c) AP/IE when the invoice register is updated, the posting is as follows: dr goods received not invoiced a/p Cost Correction Using BHM (Reducing Cost) 7. Cost of inventory correction involving a GRN transaction (does not require inventory adjustment) a) Cost on Tag is corrected through IM/BHM b) AP/IE - an adjusted transaction is made (a variance account is used) and when the Invoice Register is updated, the posting is as follows: dr cr goods received not invoiced inventory Cost Correction Using BHM (Increasing Cost) 8. Cost of inventory correction involving a GRN transaction (does not require inventory adjustment) a) Cost on Tag is corrected through IM/BHM cr GRN - 26 FPD/201

27 EXAMPLES OF T ACCOUNTS FOR STOCK INTEGRATION b) AP/IE an adjusted transaction is made (a variance account is used) and when the Invoice Register is updated, the posting is as follows: dr cr goods received not invoiced a/p inventory Correction - Using RNO For Full Cost Quantity (Reducing Cost) 9. Cost of inventory correction involving a GRN transaction (does not require inventory adjustment) a) Entire Tag will be adjusted down to zero by REC/RNO (negative receipt) dr cr cost inventory b) Entire Tag will be received in with correct cost by REC/RNO (positive receipt) dr cr inventory cost c) AP/IE an adjusted transaction is made (a variance account is used) and when the Invoice Register is updated, the posting is as follows: dr goods received not invoiced a/p goods received not invoiced cost Cost Correction - Using RNO For Full Quantity (Increasing Cost) 10. Cost of inventory correction involving a GRN transaction (does not require inventory adjustment) a) Entire Tag will be adjusted down to zero by REC/RNO (negative receipt) dr cr cost inventory cr FPD/201 GRN - 27

28 ADD CATEGORY POSTING CODES (ACPC) b) Entire Tag will be received in with correct cost by REC/RNO (positive receipt) dr cr inventory cost c) AP/IE an adjusted transaction is made (a variance account is used) and when the Invoice Register is updated, the posting is as follows: dr cr goods received not invoiced a/p cost Received An Item In Error, New PO Created And Item Received Later 11. Received a line on a purchase order in error (adjustment of GRN is required, item is never to be received or item will be received at a future date through RPO which will create a new GRN). a) IM/ADJ/ET or REC/RNO when the register is updated, the posting is as follows: dr cr cost inventory b) AP/IE an adjusted transaction is made (a variance account is used) and when the Invoice Register is updated, the posting is as follows: dr goods received not invoiced a/p goods received not invoiced cost cr GRN - 28 FPD/201

29 EXAMPLES OF T ACCOUNTS FOR STOCK INTEGRATION Freight Included With Item Receipt, But Will Be Paid By Different Vendor 12. Freight was added per line on a GRN, you have received the vendor s invoice for the inventory, but will be billed later by a different vendor for the freight. dr goods received not invoiced a/p Note: Balance of the GRN shows completed and when the freight invoiced is received, a normal AP/IE entry will be made and it will post as follows: cr dr freight a/p cr FPD/201 GRN - 29

30 ADD CATEGORY POSTING CODES (ACPC) Examples of T Accounts for Packaging/Kitting with Uplifts Uplifts include markups/cost adders. dr cr inventory cost (or this could be the same account as the inventory account) AP in process or the GRN account could be the same account. (This will be the amount of the uplift) The necessary PAE accounts are as follows: Posting Account Code INVKT CSTKT GRNKT GL Account Inventory Cost (this could be the same account as inventory) A/P in process or the GRN account. When an invoice is entered in AP/IE the postings would be as follows: dr cr GRN account Accounts Payable GRN - 30 FPD/201

31 TERMS USED IN AP MATCHING Terms Used in AP Matching match The comparing of a vendor invoice against the GRN (goods received not invoiced) postings, which were created when the material was originally received. matched The totals which were already compared to the GRN (goods received not invoiced). automatic match Uses the post amount (dollar amount) entered to scan through all of the detail lines within the GRN and mark these lines as being matched in the order they were originally received. If an automatic match is not desired, you will be able to pick individual lines of the GRN for matching. adjusted Any portion of the GRN which is written off or reversed (such as: duty, freight, or goods received not invoiced). clear GL value This is used to complete a GRN, knowing an additional invoice will be received from a different vendor for the unmatched portion. Clearing the unmatched transaction means that at a later time you will receive a separate invoice from another vendor. No reversal entry is necessary within the General Ledger when clearing amounts for freight and duty. un-match To change and undo any matching which has transpired within the GRN screen (this will be done through the second screen of AP/IE). Once you exit this screen, any corrections will require the deleting of a transaction in AP/IE, and the entire transaction will need to be reentered. contra posting A contra posting reverses the difference on a receipt entry that you do not plan to pay. For example, if you select to pay a GRN with a balance of $200, but are only going to pay $100 (as final payment), you will be asked if you want to make a contra posting. If you enter Y, the remaining $100 that you are not going to pay will automatically be reversed from the account in which you received the GRN. FPD/201 GRN - 31

32 INVOICE ENTRY (AP/IE) Invoice Entry (AP/IE) The following documentation applies to Invoice Entry only if you are using Stock Integration. Using AP/IE and Stock Integration you can perform AP Matching. Four distinct options are available: Match directly to a specific GRN. Match the invoice amount to specific lines within the GRN. Match to part of a line and adjust off the remainder of the line (adjusting creates reversal entry of the original GRN posting.) Match to part of a line and clear off the remainder of the line. (clearing will just show that the GRN balance will not be matched against, and no reversal GRN posting is created.) The fields in the header section of AP/IE should be filled in as usual. Once the header portion of the screen is completed, the cursor moves to the GL NO field. At this point you can enter a general ledger number and post values to that ledger (not match) or you can compare the invoice to an existing GRN. If you want to compare the invoice to an existing GRN you must press F7 to access the GRN MATCH SCREEN. Total dollar amounts associated to the GRN will appear, then the actual general ledger numbers will display with their corresponding dollar amounts. Once all matching is done, your cursor will go back to the first screen of AP/IE and all general ledger numbers with their corresponding dollar amounts will display per line within the GRNs matched. Two questions will appear per entry - Update History and Entering of notes and messages. If after all matched general ledger accounts have been displayed, there is a difference (an un-applied amount), the cursor will be placed in the GL NO. field so the remainder can be applied. The Accounts Payable Invoice Register must be run and finalized for any of the matched information to be posted to the general ledger and the GRN files to be updated. To remove any of the matched information from the GRN files and the general ledger, Accounts Payable Delete Invoice Entry (AP/DIE) will need to be run. The finalizing of the Accounts Payable Delete Invoice Register (AP/DIR) will flag all GRNs to be unmatched and make the necessary reversals to the general ledger. GRN - 32 FPD/201

33 INVOICE ENTRY (AP/IE) Entry/Inquiry Screen One Field Explanation WHSE Enter the warehouse. GRNs are matched by warehouse number. To exit the program, leave this field blank and press CMD. Note: F7 does not appear on the bottom of the screen if you press SKIP. vendor Enter the name or number of the vendor whose AP transaction you are recording, or press CMD+L and select one from the list. You can also use the function keys listed at the bottom of the screen to access the list of valid vendors. Error Message: Invalid Terms Code - SKIP invoice no Enter the invoice number. If you are signed onto a consolidation company, the invoice number can only be 10 digits long since the first two characters must be the company number assigned to the consolidation company. FPD/201 GRN - 33

34 INVOICE ENTRY (AP/IE) tran code Enter DI (this is required). Delete Transaction? (Y/N) This field is displayed only if you have entered a transaction that already exists. Y = Deletes the transaction and returns the cursor to the Invoice No field, where you can enter another transaction number. N = Returns the cursor to the Invoice No field without deleting the transaction. invoice date The sign on date is displayed. Press RETURN to accept this date, or enter another date in MMDDYY or MMDDYYYY format. If the Consolidate Sign On Date When The IR Is Run field is set to Y in SYS/APS, the invoice date entered is updated to the GL. If the field is set to N in this field, the invoice date is updated to the GL. terms This field is available only if Accounts Payable Specifications (SYS/APS) is flagged to use terms. The Terms code is used to determine the method of calculating the invoice due date and amounts. Enter a valid Vendor Terms code (Record Type VT) defined in the System Code Master File (SYCD). The most commonly used codes are D and E. Press SKIP to use the due date instead. due date This field is available only if the System Maintenance File is flagged to use Due Dates. Press RETURN to accept the displayed date, or enter another date (later than the invoice date) in MMDDYY or MMDDYYYY format. The displayed date is calculated by incrementing the Invoice Date by the entry in the Due Days field of the Vendor Record. po no This field is optional. The entry prints on the Aged Trial Balance only. Note: When matching by PO/line (F5) from the GRN screen, the display will begin with the purchase order number entered in this field. GRN - 34 FPD/201

35 INVOICE ENTRY (AP/IE) pay status P = Allows you to select a transaction for payment after it has been updated to the Accounts Payable Master file by updating the Invoice Register (AP/IR). This is the default. H = Should only be used for contested transactions. A Pay Status code can later be changed through Change Pay Status (AP/MAR/CHS). Invoice Total Enter the invoice total in a dollar amount ( ). Discount Date This field is not available if you are signed on to a consolidation company. The displayed date is the invoice date incremented by the number of discount days entered in the Vendor Master file. Press RETURN to accept this date or enter another date in MMDDYY or MMDDYYYY format. The discount date must be prior to or equal to the invoice date. Leave this field blank and press SKIP if there is no discount. % This field is not available if you are signed on to a consolidation company. The percentage entered in the Vendor Master file ( through AP/MAR/VM or PO/VM) is displayed. Enter a new percent figure or press SKIP to enter a specific amount in the next field. Enter Amount Available For Discount This prompt is displayed at the bottom of the screen. It shows the amount that is eligible for a discount. Press RETURN to accept the amount or enter a different amount and press SKIP. Amount This field is not available if you are signed on to a consolidation company. The discount amount automatically is displayed. The discount amount is calculated from the amount entered in the Invoice Total field and the figure entered in the % field. Press RETURN to accept this amount. To reenter the discount date and percent, leave this field blank and press SKIP. FPD/201 GRN - 35

36 INVOICE ENTRY (AP/IE) g/l no The account numbers entered in the Vendor Master File (AP/MAR/VM, PO/VM) are displayed. To compare the invoice to a GRN, press F7. The GRN MATCH SCREEN is displayed. GRN - 36 FPD/201

37 MATCHING BY GRN Accounts Payable Matching Each of the following matching options are illustrated on the following pages: Match directly to a specific GRN. Match the invoice amount to specific lines within the GRN. Match to part of a line and adjust off the remainder of the line. Adjusting creates a reversal entry of the original GRN posting. Match to part of a line and clear off the remainder of the line. (clearing will just show that the GRN balance will not be matched against, and no reversal GRN posting is created). When the cursor is in the GL No. field, press F7 to display the GRN Matching screens. This option is displayed only if a specific warehouse number appears on the Whse field. Matching By GRN Selecting GRNs to be matched can be done by entering the GRN, using CMD+L or by pressing the F5 - PO/Line function. FPD/201 GRN - 37

38 ACCOUNTS PAYABLE MATCHING Screen #2 GRN 24 was entered and Match to ALL GL numbers is displayed. To match to specific lines within the GRN, you must respond NO to auto match. If multiple GL accounts were involved when the GRN was created, an option to match to all of the GL accounts will be displayed. If each line of the GRN has both the goods received GL account and a freight GL account, line #1 will be matched for both the GL accounts before line #2 is matched. If the GRN entered was created by a plating/rework transaction, the following message is displayed: xxx -This GRN is for RE-WORK items, do you want to use? Y/N You must enter Y to allow matching or N to display the following error message: Invalid GRN No. - SKIP/CMD to Continue Press RETURN on the GL account number to be used. The cursor will stop on the Automatic Match field. If a N response is used, detailed information per line is displayed. If N is entered in the Auto Match field when matching to a line within a GRN, and a zero amount was matched and xxx -Y was entered in the Complete field, the following message may be displayed: Adjust total amount. Are you sure? Function keys associated with the screen are defined below: F1 Top, redisplays the screen F3 Nxt, displays transactions on the next screen F5 Mark Scrn Cmplt, all remaining transactions on the screen will be marked for completion (transactions are flagged for adjustments). F6 UnMark Cmplt, reverses those transaction on the screen which were marked complete via the F5 function (adjustment flag is removed). F8 Mtc all, all remaining transactions on the screen will be matched for payment F9 UnMtc all, reverses any matched transaction displayed on the screen. SKIP exits this screen. The following question is displayed: Are these details correct? Y = Accept data entered and return to the GRN field for additional entries. N = Remain on the current screen to allow for corrections. GRN - 38 FPD/201

39 MATCHING BY GRN Screen #3 Responding NO to auto match displays all lines on GRN #24 still to be matched. Plan to: Match $30.00 on PO Ln #10 GRN account number 2810, and clear the balance. Match $20.00 on PO Ln #9 GRN account number 2810, and adjust the balance. PO Ln# 10, GRN account number 7180, will be adjusted completely. How to accomplish: Select line 03, enter the amount $30.00, and complete = N Select line 01, enter the amount $20.00, and complete = Y Select line 02, enter the amount $0.00, and complete = Y Note: After a line has been selected, the bottom of the screen will display any amounts which have been matched in the past. FPD/201 GRN - 39

40 ACCOUNTS PAYABLE MATCHING Screen #4 Results below: No further transactions to be applied SKIP to exit. Refer to screen #5. GRN - 40 FPD/201

41 MATCHING LINES WITHIN A GRN AND APPLYING ADJUSTMENTS Matching Lines Within a GRN and Applying Adjustments You must enter variance postings must be entered for any amounts to be adjusted off. When you enter the GL number and amount, the amount must be a negative amount. If a selected line has been previously matched, the following message is displayed (the actual amount is shown): Amount previously matched for this invoice/grn: xxx.xxxxx Screen #5 After any matching has been completed, the following message is displayed. Clear All Remaining Differences? Enter N to clear the remaining difference and then adjust the GRN. Enter Y to clear the difference amount displayed on the screen (no journal entry). This does not allow you to adjust the GRN. The following question is displayed: Can this GRN be considered complete (clear balance) Enter N if the value is not to be cleared. Enter Y to clear the value. Note: Use Clearing when the amounts are for freight and duty. No reversal entry is necessary within the General Ledger. FPD/201 GRN - 41

42 ACCOUNTS PAYABLE MATCHING Screen #6 Enter a valid GRN (CMD+L is available at the GL Number field). The entire difference amount must be distributed to as many GL variance accounts as necessary. Screen #7 Enter value to be posted: Note: The amount being adjusted is the difference amount associated to lines 1 and 3. GRN - 42 FPD/201

43 MATCHING LINES WITHIN A GRN AND APPLYING ADJUSTMENTS Screen #8 Multiple GL numbers can be used when adjusting. After the value is posted the following question is displayed: Automatically enter Contra Posting? (Y/N) Enter Y to show the above posting when you return to the AP/IE screen. Enter N to re-post these entries when you return to the AP/IE screen. When matching lines within a GRN and the amount entered is equal to a zero, the following question is displayed: Adjust Total Amount Are You Sure (Y/N)? Enter N if you intend to create an adjustment. Note: Use Adjustment when the difference is for inventory. FPD/201 GRN - 43

44 ACCOUNTS PAYABLE MATCHING Matching By PO/Line Number Matching by PO/Line number can be done by pressing F5 when the cursor is on the GRN. If you did not enter a PO number, you are prompted for a starting number. If you entered a PO number on the AP/IE screen, that will be the first PO number to be displayed. The following screen is displayed for both cases. Note: You can use F2 to continue looking up POs when the invoice applies to multiple POs. GRN - 44 FPD/201

45 MATCHING BY PO/LINE NUMBER When displaying the GRN information by PO/Line you may have the same purchase order assigned to many GRNs or the same purchase order and line number assigned to many GRNs. Any line that displays an asterisk indicates that a purchase order or GRN consists of multiple lines. Function keys allow you to step down into each purchase order and match the accounts payable invoice to the actual receipt of material known as the GRN. The following information is displayed: the purchase order number, line number, Vendor, * means there are multiple GRNs associated to the purchase order number, value of GRN still to be matched (balanced), date received, GRN or blank if multiple GRNs are assigned per the purchase order, and the status of the GRN. The status can be one of the following: Blank Not Printed Part Match Match GRN has never been matched to The GRNR has not been updated for the specific GRN Partial match has occurred and the balance remains open GRN is closed, no balance remains Position the cursor on any given line and: Press F5 to see more detail of the line, this will only work if an asterisk is present on the line and the status is Blank or Part Match. Press F6 to display information for this vendor or for this vendor and any Plating/Rework vendor. Press F7 to enter amounts to be matched (used if partial matching). Press F8 to match all amounts on the line. Press F9 to display the information which appears if F7 were to be pressed. Press CMD to abort off this window and the cursor will go back to the GRN prompt. This function does not abort any transactions entered. The un-matching feature must be used. Note: If the GRN status is matched, the F6 and CMD functions are the only ones available. FPD/201 GRN - 45

46 ACCOUNTS PAYABLE MATCHING F7 - Select Function Once the cursor is positioned on the line of the desired purchase order, pressing F7 displays the select window shown. Type Defines the transaction type Amount Original balance of the GRN Match Displays open balance of the GRN - enter the match amount for this transaction. Cmplt Y = Remaining balance of GRN to be adjusted. N = Remaining balance of GRN to stay open G/L No Enter the general ledger number to post the adjusting amount Note: The cursor only stops in this field if COMPLT = Y. GRN - 46 FPD/201

47 MATCHING BY PO/LINE NUMBER If Cmplt = Y Automatically enter Contra Posting? Question appears. Y = Display the above transaction automatically when the first screen of AP/IE reappears. N = Disregard the general ledger numbers entered previously and allow user to enter the actual general ledger numbers and amount for distribution of the adjustment amounts. Correct? Y = Match, N = not correct, G = Match and begin to post (goes immediately to the AP/IE screen). Can all affected GRNs be considered complete? Y = Any transaction with an open balance will be cleared and the GRN will have a zero balance (no general journal transaction is created). N = Any transaction with an open balance will remain open. Automatically enter Contra Posting? (Y/N) Y = Reversals to the original journal accounts will be created and displayed back on the first screen of AP/IE. N = no reversal to the original journal accounts, the amount is added to the difference column on the first screen of AP/IE. FPD/201 GRN - 47

48 ACCOUNTS PAYABLE MATCHING Clearing GRNs To clear the balance of the GRN, enter Y in the Auto Match field, post zero (0.00), and Y to Clear GL Value. To clear a specific line number or GL number on the GRN, Auto Match xxx -N will display the lines within the GRN. The following show all of the ways to clear when matching by specific GRNs: 1. When N is entered in the Auto Match field: a) At Select, press RETURN or SKIP and enter Y to Details are Correct question. The question b) Clear Remaining Balances? c) appears. d) Responding Y will clear any line which shows a zero (0) in the match column. Any line with a matched amount different from the original amount and the complete field has N. e) Responding N will leave the transactions as is and exits. 2. Position the cursor and return over the GRN to be cleared. Answer Y to Auto Match, enter zero (0) to post the amount and Y to Clear. Note: Use Adjustment when the difference is for inventory. GRN - 48 FPD/201

49 MATCHING BY PO/LINE NUMBER Un-Matching or Reversing Matched GRNs F6 - Un-match displays at the bottom of the screen as a result of the matching. This function allows you to un-match (undo) these transactions. Position the cursor on the line to be un-matched and: Press RETURN on the line. You will not be asked if this is correct. If the line to be un-matched displays as xxx -CLEAREDxxx -, press RETURN once. After any transaction has been un-matched, the matched amount screen will re-appear, press F6 to get to the un-match screen. CMD will take you back to the GRN field, CMD from there takes you to the first screen of AP/IE. Error Messages ERROR Invalid GRN No, SKIP/CMD to continue This error message can signify any one of the following: an invalid GRN was entered, the vendor associated to the GRN is different than the vendor entered in AP/IE, or the GRN has a status of xxx -Not Printxxx - and the GRNR must be updated to the GL. Press SKIP or CMD to acknowledge this message and begin again. Amount can not = zero, SKIP Zero is not a valid amount. An amount other than zero must be entered. Press SKIP to acknowledge this message and begin again. FPD/201 GRN - 49

50 ACCOUNTS PAYABLE MATCHING Must post negative to un-match GL value, SKIP/CMD to Continue To un-match the GL value, a negative amount must be entered. You have entered a positive amount. Press SKIP or CMD to acknowledge this message and begin again. Cannot post more than the original value, SKIP/CMD - Continue You are trying to post an amount that is larger than the original amount. Press SKIP or CMD to acknowledge this message and begin again. Must post positive to un-match GL value, SKIP/CMD to Continue A positive amount must be posted in order to un-match this GL value. Press SKIP or CMD to acknowledge this message and begin again. Invalid amount posted, CMD/SKIP to Continue The amount you are trying to post is invalid. Check the amount and begin again. Number not available, press SKIP to continue The number you have entered is invalid. Press SKIP to acknowledge this message and begin again. Invalid Option, Press SKIP to Continue You have either selected an invalid option or pressed the wrong function key. Press SKIP to acknowledge this message and begin again. This GRN is for Re-Work Items do you wish to use The GRN selected is for a re-work item. You can use this number or select another GRN. GRN - 50 FPD/201

51 GOODS RECEIVED & INVOICED (AP/GRN/GRAI) Goods Received Stk Integration (AP/GRN) Goods Received & Invoiced (AP/GRN/GRAI) The Goods Received & Invoiced program prints a list of the GRNs that have been matched and those that have been partially matched. GRNs can be printed by GRN or PO number. You may select to print xxx -all eligiblexxx - GRNs or specific GRNs only. The Goods Received & Invoiced program allows you to print one GRN per page. If you select this option, the GRNs are printed in an invoice type format that can be attached to the original vendor invoice. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number. To include GRNs from all warehouses, leave the field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. Press RETURN to select the highlighted warehouse. FPD/201 GRN - 51

52 GOODS RECEIVED STK INTEGRATION (AP/GRN) Error Message: Invalid Warehouse Number. SKIP to Reenter. The number entered has not be set up as a valid warehouse number. Press SKIP to acknowledge this message. Enter a valid warehouse number or use the CMD Window function to access the list of valid warehouses. Print All Eligible (Y/N)? Y = Print all GRNs from the specified warehouse that have been matched/processed through Accounts Payable. N = Print only a specific range of GRNs. By GRN or PO No (G/P)? G = Print the listing in GRN sequence. P = Print the listing in PO number sequence. Print From GRN/PO No. Print Thru GRN/PO No. These fields are displayed only if you entered N in the Print All Eligible field. Enter the range of GRNs or PO numbers (depending on the print sequence selected) to include on the listing. To print all GRNs, leave each field blank and press SKIP (the fields default to and ). Include All Dates (Y/N)? Y = Print all applicable GRNs, regardless of the received date. N = Print only those GRNs that have a specific received date. Note: The purchase order may have several received dates, but there is only one received date per GRN. Print From Date Print Thru Date These fields are displayed only if you entered N in the Include All Dates field. Enter the range of dates using the MMDDYY format. Only those GRNs with a date that falls into the specified range will be included on the listing (assuming they meet all other specifications). GRN - 52 FPD/201

53 GOODS RECEIVED & INVOICED (AP/GRN/GRAI) Print For Status (M/P/B) M = Matched P = Partially matched B = Both One PO No/GRN per Page (Y/N)? Y = Print each GRN on a separate page. N = Print the list of GRNs continuously. Continue (Y/N)? Y = Print the GRN Listing as specified. N = Do not print the GRN Listing. The cursor returns to the Whse field, from where you can re-start the program or exit. FPD/201 GRN - 53

54 GOODS RECEIVED STK INTEGRATION (AP/GRN) Delete Individual GRN Record (AP/GRN/GRDL) The Delete Individual GRN Record program deletes GRNs which have not been matched. No reversal entry is made to the general ledger. An audit record is created, which can be printed or deleted when running GRPA. Once a GRN has been deleted, it cannot be reversed or restored. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number from which to delete a GRN. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. GRN - 54 FPD/201

55 DELETE INDIVIDUAL GRN RECORD (AP/GRN/GRDL) Enter GRN to be Deleted Once a valid GRN is entered, the supplier, purchase order number, date received, the initials of the person who received the order, and the initials of the operator who entered the order display. Error Messages: GRN Not On File - SKIP The GRN entered is not valid or has already been deleted. Press SKIP to acknowledge this message and begin again. GRN Has Open Invoices - Cannot Delete - SKIP A matched or partially matched record has been found. No reversal entry has been made to the General Ledger. Press SKIP to acknowledge this message and continue. Do You Want To Continue (Y/N)? This field gives you the opportunity to verify that you have entered the correct GRN to be deleted. Y = The GRN entered is correct. Display the following field. N = The GRN entered is not correct or I do not wish to continue using this program. The cursor returns to the xxx -Enter GRN to be Deletedxxx - field. At this point you may enter another GRN or use the CMD Window to exit the program. All Records For This GRN Will Be Deleted - Are You Sure (Y/N)? Y = Delete the specified GRN. N = Do not delete the specified GRN. Note: Regardless of the entry in this field, the cursor returns to the Enter GRN to be Deleted field. Once in this field, enter another GRN to be deleted or use the CMD Window to exit the program. FPD/201 GRN - 55

56 GOODS RECEIVED STK INTEGRATION (AP/GRN) Delete Not Matched GRN Records (AP/GRN/GRDN) Use this program to remove from the system those GRNs that were updated to the General Ledger, but will not go through the AP Match process. All GRNs with a status of NOT PRINT and blank will be deleted. This program allows you to print a list of the GRNs that are to be deleted. We suggest that you print this list FIRST, and then select the delete option. All records deleted by the GRDN program will be recorded on the GRPA List/Delete GRN Audit Records Report and will show the date and time of when the deletion took place. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number from which to print or delete the list of GRN transactions. To include GRN transactions from all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. GRN - 56 FPD/201

57 DELETE NOT MATCHED GRN RECORDS (AP/GRN/GRDN) Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. Include All GRN (Y/N)? Y = Print/delete all applicable transactions. N = Specify the transactions to print/delete. From GRN Thru GRN These fields are displayed only if you entered N in the Include All GRN field. Enter the range of GRNs to include. Include All Date (Y/N)? Y = Print all specified GRNs, regardless of the received date. N = Print only those GRNs that were received during a specific time period. From Date Thru Date These fields are displayed only if you entered N in the Include All Date field. Enter the first and last dates in the range for which to print/delete the GRNs. Remember: These are the received dates. Include RPO, RPR or Both Items (R/P/B)? Include receipts from a P.O. (RPO), receipts from plating/rework (RPR) or both? One GRN per Page (Y/N)? Y = Print each GRN on a separate page. N = Print each GRN continuously, without creating a new page for each GRN. (P)rint or (D)elete Transactions: P = Print the list of GRNs. D = Delete the GRNs. FPD/201 GRN - 57

58 GOODS RECEIVED STK INTEGRATION (AP/GRN) Are you sure? (y/n) This field is displayed only if you selected the delete function and GRNs are found. Y = Delete the found GRNs. N = The cursor returns to the previous field, so that the print function may be selected instead. Continue? (Y/N) Y = Print or delete the specified transactions. N = Exit the program without printing or updating any transactions. GRN - 58 FPD/201

59 DELETE GOODS RECEIVED (AP/GRN/GRDT) Delete Goods Received (AP/GRN/GRDT) The Delete Goods Received program allows you to print or delete GRNs that have been completely matched. If you select to delete the GRN transactions, this program will just remove the GRN; no reversal entries are updated. Any necessary journal entries must be manually entered. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number from which to print or delete the GRNs. To have access to GRNs in ALL warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Delete Transaction Type (M)atched, (Z)ero Balance or (B)oth? Select the type of GRN to print/delete. M = Matched Z = Zero balance B = Both, matched and has a zero balance FPD/201 GRN - 59

60 GOODS RECEIVED STK INTEGRATION (AP/GRN) Delete All Eligible Transactions This field is available only if you entered a specific warehouse number. Otherwise the field uses the default Y and the cursor moves directly to the Delete Thru Matched Date field. Delete From GRN Delete Thru GRN Enter the range of GRNs to be deleted/printed. Delete Thru Matched Date This date must be entered in the standard MMDDYY or MMDDYYYY format. (P)rint or (D)elete Transactions Do you want to print or delete the selected transactions? P = Print GRNs D = Delete GRNs Continue (Y/N)? Y = Print/delete the selected transactions. N = Exit the program without printing or deleting the selected transactions. GRN - 60 FPD/201

61 GRN INQUIRY (AP/GRN/GRNI) GRN Inquiry (AP/GRN/GRNI) The GRN Inquiry program displays the status of each GRN. The following status codes may be displayed: Not Print GRN has not been printed and updated by the GRNR program, no matching can be done. Blank Status GRN has been updated by the GRNR program and is available for matching. Part Match A portion of the GRN has been matched to an AP invoice and the AP invoice number will appear to the right. Match All of the GRN has been fully matched, adjusted or cleared, and the AP Invoice number appears to the right. An asterisk (*) appearing next to an invoice number indicates that there are multiple invoices for that GRN. Run the GRPT program to get a full list of all invoice numbers used during matching. You may select the list by GRN, purchase order number, advise number, or vendor number. The information displays according to the Inquiry mode used. R or P is displayed on each line. R means the GRN was created from the RPO program and P indicates the GRN was created from the RPR program. GRN information can only be viewed through this program; it cannot be altered. Entry/Inquiry Screen FPD/201 GRN - 61

62 GOODS RECEIVED STK INTEGRATION (AP/GRN) Field Explanation Whse Enter the warehouse number from which to access GRN information. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. Inquire By (G/P/A/V) Select the method by which to access the desired GRNs. G = Select by GRN P = Select by purchase order number A = Select by advise number V = Select by vendor number Note: The advise number is the value which is entered on the RPO screen, in the field named xxx -Invoice/Order NO; Type? (O/I). Beginning With Depending on the method selected in the previous field, enter the number with which to begin displaying the list of GRNs. Select F1 = Re-displays the list from the beginning. F3 = Displays the following screen of GRNs. To view detailed information on a specific GRN, enter the corresponding line number. The Detail Screen displays the following information: GRN, PO number, date received, advise number, each item on the GRN, received quantity, item value, matched amount, and un-matched amount. GRN - 62 FPD/201

63 GRN INQUIRY (AP/GRN/GRNI) Detail Screen Field Explanation SELECT F1 = Re-displays the detail item information beginning with the first line number. F3 = Displays the following screen of detail item information (if a following screen exists) F6 = Allows you to view the list of items beginning with a specific line number. F12 = Displays the item cost and the From Item cost. FPD/201 GRN - 63

64 GOODS RECEIVED STK INTEGRATION (AP/GRN) Goods Received Not Invoiced(AP/GRN/GRNP) The Goods Received Number Print program prints GRNs in an invoice format. These invoices can then be attached to the actual purchase orders before Invoice Entry (AP/IE). The status of the GRN (Partial Match or Matched) will not print. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number from which to print the GRNs. To include all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. Print All Eligible (Y/N) Y or N. GRN - 64 FPD/201

65 GOODS RECEIVED NOT INVOICED(AP/GRN/GRNP) By GRN or PO No (G/P) Select the sequence in which to print the GRN invoices. G = Print by GRN. P = Print by PO number. Print for all GRN/PO No. This field is displayed only if you entered N in the Print All Eligible field. Y or N. Print From GRN/PO No. Print Thru GRN/PO No. This field is displayed only if you entered N in the Print for all GRN/PO No.field. Enter the range of GRNs or PO numbers to print. To include all dates, leave each field blank and press SKIP. The From field defaults to 00/00/00, while the Thru field defaults to 99/99/99. Include All Dates (Y/N) Y = Include all received dates. N = Include only a range of received dates. Print From Date Print Thru Date These fields are displayed only if you entered N in the Include All Dates field. Enter the date range for which to print. One GRN/PO per page Y = Print one GRN invoice per page. N = Print all GRN invoices consecutively. Continue (Y/N) Y = Print GRN invoices as specified. N = Exit the program without printing GRN invoices. FPD/201 GRN - 65

66 GOODS RECEIVED STK INTEGRATION (AP/GRN) Goods Received Register (AP/GRN/GRNR) The Goods Received Register provides a listing of all GRN transactions created from inventory receipts. Once this register is updated, the entries are posted into the general ledger accounts and are available for AP Matching. Entry/Inquiry Screen Field Explanation Continue? (Y/N) Y = Continue in the program. The cursor moves to the Whse field. N = Exit this program. Whse Enter the warehouse number from which to print the list of GRN transactions. To include GRN transactions from all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. GRN - 66 FPD/201

67 GOODS RECEIVED REGISTER (AP/GRN/GRNR) Press SKIP to acknowledge this message and enter another warehouse number. Within Warehouse For Items (N/U/B) For this warehouse and each item, do you want to print receiving information that has or has not been posted to the GRN Register. N = Print only information that has not been updated. U = Print information that has already been updated, but not deleted. B = Print both; information that has been updated and information that has not been updated. Print In Order By (G/P) G = Print transactions by Goods Received Number (GRN) P = Print transactions by purchase order number Print For All GRNs/P.O. No. (Y/N) Y = Print all applicable transactions. N = Specify the transactions to print. From No. Thru No. These fields are displayed only if you entered N in the Print For All GRNs/P.O. No. field. Enter the range of the GRNs/PO numbers (depending on the print sequence selected above) to include on the listing. Print For All Dates Received (Y/N) Y = Print all specified GRNs, regardless of the received date. N = Print only those GRNs that were received during a specific time period. From Date Thru Date These fields are available only if you entered N in the Print For All Dates Received field. Enter the date range for which to print the GRNs. Remember: These are the received dates. Print Only Transactions Updated From RPR = WIP/RPR REC = REC/RPO SKIP = All transactions FPD/201 GRN - 67

68 GOODS RECEIVED STK INTEGRATION (AP/GRN) Print Only Or Print And Update (P/U) P = Print the list of transactions without updating them. U = Print and update the list of transactions to the general ledger accounts. Print Original GRN History? (Y/N) Y = Include original GRN information for receipt discrepancies. Continue? (Y/N) Y = Print or print/update the specified transactions. N = Exit the program without printing or updating any transactions. GRN - 68 FPD/201

69 LIST/DELETE GRN AUDIT RECORDS (AP/GRN/GRPA) List/Delete GRN Audit Records (AP/GRN/GRPA) The List/Delete GRN Audit Records program is used to print an audit list of all GRNs deleted through the GRDL and GRDN programs. The audit will print the initials of the person who deleted each GRN, date the deletion occurred, and the program that was used to delete the transaction. Entry/Inquiry Screen Field Explanation Include All Dates (Y/N)? Y = Include all GRNs, regardless of the deletion date. N = Specify a time period, during which the GRN must have been deleted in order to be included. From Date Thru Date These fields are available only if you entered N in the Include All Dates field. Enter the date range in MMDDYY or MMDDYYYY format. Note: The date range should be the deleted dates (SON date when the GRDL was run). FPD/201 GRN - 69

70 GOODS RECEIVED STK INTEGRATION (AP/GRN) Print or Delete and Print (P/D)? P = Print the GRNs only. D = Print and delete the specified GRNs. Do You Want To Continue (Y/N)? Y = Print/delete the GRNs specified. N = Exit the program without printing or deleting the audit list. GRN - 70 FPD/201

71 GOODS RECEIVED & UNMATCHED GRN - SUMMARY (AP/GRN/GRPS) Goods Received & Unmatched GRN - Summary (AP/GRN/GRPS) The Goods Received Summary prints a listing of all unmatched GRNs. The inventory total, and the grand total per GRN print on the listing. You select to print the freight and duty. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number from which to print the listing. To include GRNs from all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. FPD/201 GRN - 71

72 GOODS RECEIVED STK INTEGRATION (AP/GRN) By GRN, PO No or Vendor (G/P/V)? Specify the sequence in which to print the GRNs. G = Print in GRN sequence. P = Print in PO number sequence. V = Print in Vendor number sequence. Note: When printing by vendor, the listing prints in PO number sequence. Use all GRNs/PO s/vendor s? Y = Print all unmatched GRNs. N = Specify a range of GRNs/POs/Vendors to print. Print From GRN/PO/ Vendor Print Thru GRN/PO/ Vendor These fields are available only if you entered N in the Use all GRNs/POs/Vendors field. The entries in this field are dependent upon the print sequence selected. Enter the range of GRNs/PO numbers/vendor numbers to include on the listing. Note: If you are entering the range of vendors to include on the listing, you may access the desired vendors numbers/names by using the function keys as indicated on the bottom of the screen. Include All Dates (Y/N)? Y = Include all specified GRNs regardless of the date. N = Include only those GRNs with a specific date. Print From Date Print Thru Date These fields are available only if you entered N in the Include All Dates field. Enter the date range to include on the listing. The date must be entering in MMDDYY or MMDDYYYY format. Include Which Type (R/P/B)? R = Receive With a P.O. P = Receive Plating/Rework B = Both GRN - 72 FPD/201

73 GOODS RECEIVED & UNMATCHED GRN - SUMMARY (AP/GRN/GRPS) Include Freight & Duty when calculating Unmatched GRN Total Value (Y/N)? Y or N. Include Only Items If Posted (Y/N) Y = Only include items if they have been updated by the goods received register. Continue (Y/N)? Y = Print the listing as specified. N = Exit the program without printing the listing. FPD/201 GRN - 73

74 GOODS RECEIVED STK INTEGRATION (AP/GRN) Explanation of Data Printed On Goods Received & Unmatched GRN Summary Report Total Item Value The grand total of any GRN line which has not been fully matched. Total Item Value Line Value + Added Value Freight The total freight amount on GRN Duty The total duty amount on GRN Unmatched GRN Total Value GRN total - matched - adjusted/cleared Total GRN Value The total item value + freight + duty Note: The figures in the freight and duty column are not checked for matched or unmatched values. GRN - 74 FPD/201

75 GOODS RECEIVED LISTING (AP/GRN/GRPT) Goods Received Listing (AP/GRN/GRPT) The Goods Received Listing program prints a list of all data associated to any GRN, including its posting information. A maximum of one GRN prints per page. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse from which to print the listing. To include GRNs from all warehouses, leave this field blank and press SKIP. To select from the list of valid warehouses, press CMD+L. To exit the program, press CMD+Q. Error Message: Invalid Warehouse Or Warehouse Not Available You must enter a warehouse that has been set up in SYCD - Record Type WH. The number entered has either not been created in SYCD or is not available at this time. Press SKIP to acknowledge this message and enter another warehouse number. FPD/201 GRN - 75

76 GOODS RECEIVED STK INTEGRATION (AP/GRN) Print For Status (M/N/B) Select the type of GRNs to print. M = Print only matched GRNs. N = Print only unmatched GRNs. B = Print both, matched and unmatched GRNs. By GRN, PO No or Vendor (G/P/V)? Select the sequence in which to print the listing. G = Print the listing in GRN sequence. P = Print the listing in PO number sequence. V = Print the listing in Vendor number sequence. Use all GRNs/PO s/vendor s? Y = Print all applicable GRNs/POs/Vendors N = Specify the range of GRNs/POs/Vendors to print. Print From GRN/PO/ Vendor Print Thru GRN/PO/ Vendor These fields are available only if you entered N in the Use all GRNs/PO s/vendor s field. The entries in these fields are dependent upon the print sequence selected. Enter the range of GRNs/POs/Vendors to include on the listing. Note: If you are selecting a range of vendors, the function keys may be used to access the appropriate vendor names or numbers. Use the keys as indicated on the bottom of the screen. Include All Dates (Y/N)? Y = Include all GRNs, regardless of the date. N = Include only those GRNs with a date that falls in a range. Print From Date Print Thru Date These fields are available only if you entered N in the Include All Dates field. Enter the date range using the valid MMDDYY format. Only those GRNS with a date that falls into the specified range will print. Include RPO/RPR or Both Items (R/P/B)? R = Print only those items received through REC/RPO. P = Print only those items received through WIP/PLWR/RPR. B = Print items received through both, REC/RPO and WIP/PLWR/RPR. GRN - 76 FPD/201

77 GOODS RECEIVED LISTING (AP/GRN/GRPT) Print Extended Matched Info. (Y/N)? Y or N. Include Summary Page (Y/N)? Y = Print Summary Page N = Do not print Summary Page. Continue (Y/N)? Y = Print the listing as specified. N = Exit the program without printing the listing. Explanation of Data Printed on Goods Received Listing Accessed GRN Lines The number of GRNs included on the report. The number of lines included on the report. Un-Reconciled Lines Qty The number of lines which have not been completely matched. The total number of pieces associated to all lines that have not been matched. Ext Value The total unmatched amount. Reconciled Lines The number of lines which have been partially or completely matched. FPD/201 GRN - 77

78 GOODS RECEIVED STK INTEGRATION (AP/GRN) Qty The total number of pieces associated to any line that has been either partially or completely matched. Ext Value The total matched amount. GRN - 78 FPD/201

79 AP/GRN/GRNR Month End Processing for Stock Integration AP/GRN/GRNR Run this program to make sure all of the GRN records have been posted. Enter Y at the Update GL prompt to make sure all receipts are posted for the month. FPD/201 GRN - 79

80 MONTH END PROCESSING FOR STOCK INTEGRATION AP/GRN/GRNR Run for all monthly transactions that have been updated to get total receipts for the month. This program will give total receipts from Purchase orders and non-inventoried receipts and grand totals. AP/GRN/GRPS Run this program to get the total unmatched GRN value to balance to your General Ledger GRN account. GRN - 80 FPD/201