Summary

Follow this process to enter manual inventory transactions to issue, receipt, transfer, return to vendor, return to stock or return inventory to stock used. If you are going to import transactions into the batch, follow the Import Inventory Transactions process before manually entering additional inventory transactions.

Step by Step

1     Create a new Inventory Transactions batch.

• Select the Inventory Transactions palette in IC> Inventory Transactions. This will expand the Inventory Transactions palette and display the steps of the batch process.
• Modify an existing batch or create a new Inventory Transaction batch.
  • Select a batch number from the drop-down menu at the top of the palette to select an existing batch.
  • Select New from the Inventory Transactions batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year. These values are used for reference only, and are not necessary the fiscal month and year the transactions in the batch will be posted to. The fiscal period the transactions are posted to is determined by the journal Entry date entered when creating the GL Distribution List report.
  • Type in a batch number and click the Save icon or hit ENTER to create a batch in the current batch month and year. You can also click the Generate icon   to create a batch with the next available batch number (the highest batch number used in the present month plus one).
    • The batch number is used to identify a specific batch. Batch numbers are limited to five digits and must be unique with the batch month of the batch year.
  • You can have more than one open batch in a process at a time.
  • You can delete batches by selecting a batch and pressing the DELETE key. However, if the batch was created by another process, such as a committed PO Receiving batch, your ability to delete the batch will be limited.

2     Select an inventory item.

• The Enter Inventory Transactions (IC> Inventory Transactions> Enter Transactions) window will display all inventory transactions in the batch. If this is a new batch or there are no transactions in the batch the window will be empty.
• Click the Create icon to enter a manual inventory control transaction. This will open the Edit Transaction window.
• Enter an item number in the Item Number field or click the field label to select one from a list.
  • After you enter an Inventory Item the fields in the Quantity section on the right will populate with the Inventory Item information. The fields in this section will contain future transactions in order to give the user a way to see what the final effect of a transaction will be, even if it is not the latest transaction.
  • Click on the PO Quantity or Requisition Quantity field labels to view the transaction detail that created the quantity values. This allows you to open the purchase order or requisition that contributed to the Adjusted Quantity.
  • Click the Pending PO Quantity field label to view the pending transactions that are also contributing to the Adjustment Quantity.
  • The WO Quantity field has not yet been implemented.
  • The On Hand Quantity field in this section does not include uncommitted transactions, but the On Hand Quantity field in the Item Maintenance window (IC> Maintenance> Item> Quantity and Value tab) includes uncommitted transactions. If there are uncommitted inventory transactions on the item, the Quantity On Hand fields of these windows will not be the same.
  • The Outstanding Quantity field will display the expected quantity changes associated with any outstanding, uncommitted inventory transactions on the selected inventory item.
  • The formula for the Adjustment Quantity field is:

• The value in the Available for Issue field is limited to the number of items currently on hand.

3     Edit the Inventory Transaction details.

• The Transaction Date and Transaction Time fields will update with the current date and time but the values in these fields can be edited.
  • This field is very important because it determines the order of costing when using LIFO or FIFO costing.
  • If you are posting inventory transactions to a previous fiscal period, make sure the date and time fields are correct. Otherwise current fiscal period transactions could be used in the costing of previous period transactions.
  • If you are posting the transaction to a date and time prior to other transactions on the inventory item, the existing transactions could be recosted.
  • Verify the values in these fields are correct.
  • The format of the Transaction Time field is HH:MM:SS AM/PM.
  • You cannot enter a transaction time that is the same as a transaction that already exists on the inventory item.
  • If you are entering Project Management information, the Transaction Date field will be the transaction date of the Project Management information.
• Use the Action drop-down menu to select an inventory transaction type. The options are Issue, Receipt, Return to Stock Used, Return to Vendor, or Transfer.
  • Issue will deduct the inventory items from inventory. If you have set up the Work Order module to interface with the Inventory Control module you will be able to associate a work order with this transaction.
  • Receipt will place inventory items into inventory.
  • Return to Stock Used will place inventory items into inventory.
  • Return to Vendor will deduct inventory items from inventory and give you the option to create a credit memo in Accounts Payable for the vendor of the inventory item.
    • Click the Receipt field label to select the inventory item receipt. You will not be able to create a return to vendor inventory transaction without selecting a receipt.
  • Transfer will move inventory items from one location to another.
    • Both the From Location and To Location will need to be specified when creating a Transfer.
  • The selection in this field will determine which fields in the window will be enabled.
• Enter a Category or click the field label to select one from a list.
  • The category type will determine which account types are credited and debited by the inventory transaction. The general ledger accounts attached to the account types will then display on the General Ledger Distribution Report. The inventory transaction type selected in the Action drop-down menu will not affect how or which general ledger accounts are affected by the transaction.
  • Categories can be associated with actions on the Category Maintenance window (IC> Maintenance> Category Maintenance). If the selected category is not associated with the action selected in the Action drop-down menu, you will receive an error message when you try to save the inventory transaction.
  • If a work order is attached to the inventory transaction below, the IC Transaction Category associated with that work order will automatically populate the Category field.
  • If a project driven general ledger account is attached to the account type that is attached to the selected category, then you will be required to enter valid project information in the Project Management fields on the window.
    • If the Project Management fields are not enabled in the window you can enable them during the IC Module setup step (IC> Utilities> Setup Inventory Control> Options section> PM Interface toggle).
    • If you do not want to interface the IC module with the Project Management module, you must then uncheck the Account is Project Driven toggle (GL> Maintenance> Chart of Accounts> Account Information section) to process the transaction.
• Enter a description of this transaction in the Transaction Description field.
  • This field will default to the description of the inventory item selected in the Item Number field above. This field can be edited and can accommodate up to 50 characters.
• Select the inventory locations that will be affected by the transactions in the From Location and To Location fields.
  • Enter a From and To location if the inventory transaction is a transfer.
  • Enter a To location if the inventory transaction is a receipt, return to stock or return to stock used.
  • Enter a From location if this is an issue transaction.
• Enter a Quantity and select the Unit field. If the Unit field has a multiplier attached to it, the unit quantity in the Actual Quantity field will be the Unit Quantity multiplied by the Unit multiplier.
• Enter a Unit Price. This field will not be enabled on issue, transfer or return to vendor inventory transaction types.
• Click the PO number displayed in the Purchase Order field to view the purchase order attached to the Inventory transaction.
  • The Purchase Order field will never be enabled and will only contain a purchase order number if the inventory transaction has been created in the Purchase Order module.
    • Purchase Orders can be received in PO> Receiving. This option will only be available on the Purchase Order drop-down menu if the Receive order through PO toggle is checked (PO> Utilities> Setup PO).
    • The window will also display if the purchase order has been invoiced in the Accounts Payable module.
• The Reference Number field is used to enter a work order reference number.
  • This field will only be enabled if the Require unique reference number toggle is checked on the WO Setup window (WO> Utilities> Setup).
    • Unique reference numbers can help Springbrook users easily attach work orders to IC Inventory Transactions without having to remember specific work order numbers or use the work order selection window.
  • If this toggle is not checked the Reference Number field will not be enabled. If a reference number is attached to the work order selected below, that reference number will automatically populate.
• Enter a Work Order number or click the field label to select one from a list. This step only applies if you are issuing an inventory item or returning an item to stock used and the Inventory Control module is set up to interface with the Work Order module.
  • When the Inventory Transaction batch is committed, a new activity line item will appear on the Work Order Maintenance window to reflect the transaction.
  • To add a work order to an inventory transaction, the work order and the inventory transaction must have the same location.
  • The Work Order module is set up to interface with the Inventory Control module if you check the WO Interface toggle (IC> Utilities> Setup).
  • You will be required to select an Activity Type as well if the Work Orders module is set up to require activity types (WO> Utilities> Setup> Require Activity Types toggle).
  • If the selected Work Order includes a category code that does not match to the category code specified above, and if the IC module is set up to prevent this situation, a waning message will appear and the user will not be able to save the transaction.
    • This functionality is enabled in IC Setup (IC> Utilities> Setup> Validate IC category on WO for inventory transactions toggle).
• The WO Markup field is used to specify an additional overhead markup amount on the transaction. This field will only be active if a work order is specified and will not affect the inventory transaction totals. The WO Markup will only affect the specified work order's total.
  • This field is often used when an inventory item is issued at a per unit price that is higher than the standard per unit price.
  • The WO Markup amount will appear as an independent overhead line item on the WO Distribution report.
• The Receipt field is used to specify the receipt that will be associated with a Return to Vendor transaction.
  • When creating a Return to Vendor transaction, you must specify a receipt. Click the field label to select a previously received inventory transaction.
• Enter a Task and Type Code if the Project Management module interfaces with the Inventory Control module.
  • The Project Management module is set up to interface with the Inventory Control module on the IC Setup window (IC> Utilities> Setup Inventory Control> PM Interface toggle).
  • These fields will only be available on Issue and Return to Stock Used transactions types.
• The Vendor Number field is used to specify a vendor that will be associated with a Return to Vendor transaction.
  • This field will automatically populate with the vendor number attached to the Receipt selected above.
• The AP Batch field is used to specify an uncommitted Accounts Payable Invoices batch.
  • The credit memo generated when processing a Return to Vendor transaction will be included in this AP Invoices batch.
  • If you would like to add the credit memo to a new AP Invoices batch, create a new batch and select it before saving the new transaction.
• The Created By field will display the Springbrook user name of the user that created the transaction.
• Check the Create Credit Memo toggle to create a credit memo from the return to vendor transaction. This will create an invoice with a negative amount in AP> Invoices.
  • Enter a Vendor. This field will already be populated with the vendor attached to the receipt.
  • Click the Browse icon to select an open batch to add the credit memo to, or click the Generate icon to create a batch in the current fiscal period and year.
    • You can also enter a batch number, period, and year to create a new batch.
• The Totals section to the right will display the quantity and value details associated with the transaction.
  • The Actual Quantity, Actual Units, and Actual Unit Price fields will automatically populate with the details specified to the left.
  • Enter any applicable Discount, Tax or Shipping/Handling amounts. These fields will affect the fields in the Total section below and should be verified before saving.
• Click the Save icon   or press ENTER when complete. The transaction has now been created but not committed. This will return you to the Enter Inventory Transactions window.
• You will receive an error message if there are inventory issue transactions in uncommitted inventory transaction batches that will result in a negative on-hand quantity for an inventory item. Click No if you do not want to continue with the transactions.

4     Calculate the inventory transaction values.

• Open the Calculate Values window (IC> Inventory Transactions> Calculate Values).
• The Calculate Values step will generate the new inventory values that will result from committing the batch.
• Click the Confirm icon to calculate the transaction values.
  • You will be notified of errors resulting from the calculation process and prompted to open detailed error messages in the jobs viewer.

5     Commit the Inventory Transactions batch.