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Inventory Transactions - Passport Software, Inc.

1. 523 Passport Business Solutions INTRODUCTION TO COSTING INVENTORY METHODS The cost of purchased goods for inventory varies during the year When identical items are bought and sold it is difficult to determine which items have been sold and which are still in inventory Therefore to cost inventory it is necessary to make assumptions about the order in which items were sold Because the assumed order of sale may not be the actual order of sale it is really an assumption about the flow of costs rather than the flow of goods Several assumed cost flows are acceptable in accounting practice Inventory Control allows you to choose from four generally accepted methods 1 Average Cost 2 Standard Cost 3 First in First FIFO 4 Last in First LIFO If desired the serial real cost method can be used for serialized items in conjunction with the average cost method To illustrate these four methods the following data for the month of July will be used Inventory Data July 31 July 1 On hand 100 units at 1 00 100 Purchased 100 units at 1 20 120 Purchased 100 units at 1 21 121 15 Purchased 100 units at 1 30 130 26 Purchased 100 units at 1 40 140 Totals 500 units 611 Sales 280 units On hand July 31 220 The important data for the four examples which follow is the sale of 280 units The inventory is relieved of reduced by these 280 units The examples show how inventory is relieved
2. Serial number Invoic date Customer Inve Price N U Whs Cost Reference Parts Labor Travel Exchange Refund Total pieces Totals Select by ascending unsold serial number Serial number Recpt date Whs P 0 Source Cost N U Status Reference Order Linet 5 2 Oldest Total cost Total pieces lt F1 gt next item lt SF1 gt previous item blank lookup by description After an item number is entered both sold and unsold serial numbers display You may select to view the data by serial number for either box in ascending or descending order Item number Description Options Enter the item number of the serialized item or use one of the options lt F1 gt To display the next serialized item number lt SF1 gt To display the previous serialized item number lt Enter gt To look up the serialized item by description 322 Passport Business Solutions Format Up to 15 characters Example Press lt F1 gt and then press lt Enter gt List Boxes Once a number for a serialized item is entered if you have a large amount of history it may take a few moments to view all the data The sold serial numbers display in the upper list box and the unsold serial numbers in the lower list box To locate a serial number in either list box you may type the serial number or use the arrow keys lt PgDn gt PgUp gt lt Home gt and lt End gt keys Some of the fields that display are different depending if the
3. 8 Product category Enter the product category to print the worksheet for only one product category press lt F5 gt to print worksheet for A categories Format Enter up to five digits or use the option Example Press lt F5 gt for All 9 Product sub category Enter the product sub category to print the worksheet for only one product sub category press lt F5 gt to print worksheet for A sub categories Format Up to five digits or use the option for All Example Press lt F5 gt 10 Print in order by Options Enter in the order you desire to print the worksheet by using one of the following options L To print the worksheet by location I To print the worksheet by item C To print the worksheet by category From the table above one letter either L I or C The default is L Example Press lt Enter gt to select the default Format By selecting to print worksheet by category C a new field will appears and ask if you want the print out to be One category per page Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 11 Count data to print Enter the character that corresponds to the amount of quantity information to be printed Enter N for None to omit printing of all quantities Underlines are printed on the worksheet for recording the figures while taking the actual physical count Enter A for Actual to show the total actual counted quantity for each
4. Entering Sub categories Sub categories are associated with a category You can define multiple sub categories against one category Select Sub categories from the Master information menu The following screen displays From this screen you can work with both new and existing sub category codes Enter the information as follows 1 Category Options Enter the category code or use one of the options lt F1 gt For the next sub category on file lt SF1 gt For the previous sub category on file lt F2 gt For the next category on file lt SF2 gt For the previous category on file Format Up to five characters Example Type Tools 93 Passport Business Solutions Ezz 2 Sub category Options Enter the sub category code or use one of the option lt F1 gt For the next sub category on file lt SF1 gt For the previous sub category on file Format Up to five characters Example Type Elec 3 Description Enter the sub category description Format Up to 25 characters Example Type Electric Power Tools Both categories and sub categories must be entered here before they can be used in the item file Printing Category Lists You may print a list of Categories and may include or exclude Sub categories on the report Select Categories from the Master info menu The following screen displays From this screen you can define the range of categories that you wish to print and you can include or
5. Enter fid PgDn for more fields leave blank for text lt F1 gt see layout 222 Passport s Business Solutions Ezz Located at the bottom of this screen is a window showing the first 10 fields available for you layout To view the remainder press lt PgDn gt It makes no difference in what order you enter information into the fields A field must be visible in the window before it can be entered Each field is entered on a separate screen When all a label s fields have been defined press lt Esc gt to return to the menu The exact format of this screen will vary depending upon the nature of the field currently being described Examples of all formats are shown below 1 Field Format 99 Enter the number of the field name that you want to select for the label Options You may also use one of the following options To enter text instead of a field number Refer to Insert SHE ing Label Text lt F1 gt To display the label Tep To scan through additional item fields lt PgDn gt Format 99 Example Type 1 for Field to select item number Some fields are optional and may not be present for your company those not present are omitted from the window seen on the screen and the remainder are renumbered The screen now displays as follows Sample Inventory Items Available fields used Enter row from 1 through 10 223 Passport Business Solutions This screen enables you t
6. Edit physical count transactions and create adjustment transactions from them using Physical count Post the adjustment transactions using Inventory 28 Passport Business Solutions EACH PERIOD EACH PERIOD AS NEEDED Correct serial number information using Serial numbers Print the Flooring Report which shows by Source the serial numbers that are unsold or sold Print Serial Number reports by Item Ven dor and or Customer or loaned serials Print Lot Number Report which shows the status of each lot number selecting to purge the file Print the Valuation Report to determine the value of your inventory at the end of the period Print the Usage Report which shows sales figures and margins for the period and year to date Print the ABC Analysis Report to rank your items in terms of year to date sales costs or margins Print a status report using Status by item or Status by description This report con tains the final period to date figures for each item at each warehouse at which it is stocked If using Sales Analysis print sales analysis reports such as Item Item category Item sales volume Close the sales period using Close a period If this period is also your year end answer lt Y gt to the related question in Close a period See the chapter titled Close a Period for a description of this selection 29 Passport Business Solutions EACH PERIOD EACH PERIOD AS
7. Entering General Import Information First you must tell the system whether this is a receivings or a transfer transaction Then you must define the layout of the file that you wish to import Select Fixed format import from the Inventory menu The following screen displays 1 Transaction type Enter the transaction type R or T Format One character Example Type R The following screen displays 275 Passport Business Solutions mA 2 Transaction date Enter the date Format MMDDYY Example Press lt Enter gt to default to the current date 3 Document number Enter the document number for the import transaction Format Up to 10 characters Example Type Import 4 Default comment Enter a comment Format Up to 25 characters Example Press lt Enter gt 5 Warehouse Enter a warehouse if applicable Press lt Enter gt to default to Central warehouse Format Two characters Example Press lt Enter gt If you entered a Type T transaction type in Field 1 the following screen displays 276 Bienes DAN version 12 ranster B90 1041 5 From warehouse and 6 To warehouse These fields allow you to enter the appropriate warehouse codes for the transfer Make any changes or press lt Enter gt at Field number to change to continue For a Receivings Import the following screen displays Entering New Import Formats Enter an import format in a similar manner for r
8. Examine the nventory Transaction Registers that were printed when you posted the example receivings and sales Page 0001 of the first register shows the three receiving layers The most recent 03 16 05 will be the top layer under LIFO or the bottom layer under FIFO If you add down the column under total quantity you will see that 5 lathes were received 538 Passport Business Solutions Page 0001 of the second register shows the sale of 1 lathe The layer is relieved from the top down The register shows Sale Layers removed 03 16 051 each at 194 70 cost The remaining LIFO layers in inventory would be Inventory March 25 March 10 Receivings 1 Lathe at 194 10 March 7 Receivings 3 Lathes at 194 40 The first register shows three receiving layers and a total quantity of 5 The second register shows a sale of 1 Therefore the remaining inventory is 5 1 4 units 539 Passport Business Solutions CREDIT MEMOS To introduce you to credit memo transactions assume that the customer to whom you sold the lathe returned it for credit Following the same procedure as for sales enter the information shown below For Type specify C credit memo Inventory Enter XYZ Company 1 Item 8 Lathe wood Warehouse 1 Main Serial numbers 2 Type Credit memo Serials to add Quantity avail 9 Serial DS4557 Top layer LIFO cost 42 39 New Used ew Top layer LIFO qty 2 PO 155214 Location Source
9. Fn A Re A D S Inventory Value Work in Process 8 Miscellaneous Costs Applied A total is printed for each account and for each section If there is no G L activity for a particular section then that section will not be printed Within each section distributions are summarized for each day in which transactions are entered The date of the accounting transaction is used not the date of posting Sections of the Distribution to G L Report for which inventory accounts have not been defined are not printed For example you only use merchandise inventory in your business The sections for finished goods raw materials and work in progress will not be shown The Variance report section appears only if you use the Standard Cost valuation method and only when postings have occurred to the two variance accounts specified in Control information 499 Passport Business Solutions fez SELECTING DISTRIBUTIONS TO G L Select Distributions to G L from the Reports menu The following screen displays Enter the information as follows 1 Starting account and 2 Ending account Enter the range of account numbers for this report Example Press lt F2 gt at each field 3 Starting date and 4 Ending date Enter the range of transaction dates for this report Follow the screen instructions Format MMDDYY Press lt F2 gt for the Earliest and Latest dates for both Example fields 5 Purge file Answer Y t
10. Inventory account Enter the inventory account for the items to be printed Options You may use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory accounts lt F2 gt For the default inventory account in the I C Control file lt F5 gt For All inventory accounts Items will print in item number order within inventory account Vendor Enter a vendor number for the items to be printed or press lt F5 gt for All vendors 163 Passport Business Solutions Format Six characters Product category This is the Category you assigned to each item in Items Enter a product category to include only items of this category or press lt F5 gt for AII product categories Format Five characters Product sub category This is the Sub category you assigned to each item in Items Enter a product sub category to include only items of this sub category or press lt F5 gt for All product categories Format Five characters Print prior periods Check this box to print all quantities sold returned or used in prior periods The report prints faster and requires less paper if your answer leave the box unchecked Print items which have no quantity on hand Check this box to include items which have no quantity on hand OK or Cancel Select OK to print the report or Cancel to return to the menu without printing 164 Passport Business Solutions
11. Select Incomplete work orders from the Reports kits menu The following screen displays Enter the following information 1 Starting targeted completion date and 2 Ending targeted completion date Enter the range of targeted completion dates to be included or press lt F2 gt for the Earliest and Latest for each field Format MMDDYY for each field or use the option Exam nie Press lt F2 gt for the Earliest and Latest 355 Passport Business Solutions 3 Starting work order and 4 Ending work order Enter the range of work orders to include on the print list or press lt F2 gt for First and Last for each field Format Up to six digits on each field Example Press lt F2 gt for First and Last If you are using multi warehousing an additional field displays 5 Print in order by This field enables you to control the order in which the list is printed or in conjunction with the following field to restrict printing to a single warehouse Options Enter one of the following S For stocking warehouse W For work order number Format One letter either S or W there is no default Example Type W and then press lt Enter gt 6 Stocking warehouse If you selected stocking warehouse for the previous field enter the stocking warehouse or select A warehouses the list is printed for every warehouse The previous field merely controls the sequence without restricting the selection If you spec
12. 12 534 547 533 546 443 40 568 569 553 437 438 438 531 23 vendor information entering 126 vendor report printing serial numbers 471 by versions upgrading from earlier 8 view 304 view serial history 320 view warehouse tab 130 view introduction to 305 viewing inventory history 306 items 309 labels 230 lot numbers 315 serial numbers 322 work order history 326 494 work orders 328 Ww warehouse specific prices 179 warehouse file described 12 warehouse lists printing 57 warehouse price lists printing 401 warehouse tab 130 warehouses chapter topics 53 entering 54 warehousing control information flag 41 multi warhouse pricing control information 41 flag multi warranty programs entering 104 introduction to 104 printing 106 weighted average 8 wh 1 whs avail 269 wh 2 whs avail 269 where used report 490 where used reports selecting 491 whs avail 248 whs avail wh 1 269 whs avail wh 2 269 words and concepts key 2 work in process account default 52 work order edit lists editing 339 work order history chapter topics 493 reports printing 496 viewing 326 494 work orders chapter topics 330 closing completed 360 complete marking 358 completed 354 24 deleting described entering introduction to introduction to completed issuing kits and printing printing completed printing issued quick viewing worksheets physical count printing physical count X XDBC 337 203 333 331
13. Business Solutions mA To exit the View label screen and return to the layout screen lt Esc gt Press lt Esc gt and then press lt Enter gt to display the following screen Available fields used Inserting Label Text You can enter text and position it where you want it to print on each label For instance you would probably want to print the text Jtem next to the Item number field on each label You can also use this option to print dashed lines or symbols on your labels To insert text press lt Enter gt at Field This enables you to enter text and position it where you want it to print for each label For instance you might want to print the caption Jtem next to the item number field on each label Available fields used Enter text information as follows 1 Field Text appears in this field to indicate that you are working with text rather than fields 231 Passport Business Solutions 2 Row Enter the row in which you want the text to print Format 99 Example Type 2 3 Column Enter the column in which you want the text to begin printing Format 99 Example Type 5 A ruler appears with numbers starting at the column you specified above and extending up to 40 columns The ruler stops at the right hand edge of your label and thus may be shorter than 40 columns Format 40 characters Example Type Item 4 Text Enter the exact text yo
14. Example Press lt Enter gt to accept the default OK or Cancel Select OK to select a printer and then print the report Select Cancel to exit the screen without printing Printing Item Labels Use this selection to print a set of labels for some or all of your items Refer to the Item Labels chapter for a description of creating item label formats and printing item labels Purging Inactive Items Use this selection to remove a group of inactive items and associated status information from the Item and Status files An inactive item is one with no quantity on hand quantity committed quantity on order quantity on back order or quantity on work orders and whose PTD and YTD sales figures are zero In addition the item cannot be a kit item or a component item of a kit Refer to the Purging Inactive Items chapter for an explanation of this selection Printing Item Change Logs If use of the optional change log was specified in Company information you can print the Item Change Log Select Item change log from the Reports menu You are then asked whether the Change Log should be purged If you answer Y there will be no option to display the log and the log is cleared after it is printed If you answer N the log may be displayed and the information is retained Press lt Enter gt and select a printer or press lt Esc gt to go back to the menu without printing or purging 149 Passport Business Solutions
15. For the work selected in the upper list box the work order components display in the lower list box Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays In character mode on the Kit item field enter the kit item or press lt F2 gt to search by component Select lt Enter gt to serial by serial number 329 Passport Business Solutions Work Orders This chapter contains the following topics Introduction to Work Orders cccnccisccacanaccsssescanacsseoes Entering Work Orders cccc0ccccecneceenesecnaneseeneeeene Work Order Edit Lists 00 0 002 ooo Puntog Wok Orde eera Issuing Work Ordets cn isdn voewcsinna eanccuntnii ieueeenteadesanees Printing Issued Work Orders o oo scescccicivswasecicctseqekisiniceces Quek Work Orders cee rset iaeiiai ea 330 Passport Business Solutions INTRODUCTION TO WORK ORDERS This chapter describes how to do the following e Enter and print an Edit list of work orders e Print work orders e Commit the inventory needed to process the work orders e Issue work orders e Print additional copies of work orders that have been issued If you chose not use Kits in Control information you may skip this chapter A work order is a request to assemble a specified quantity of a kit from its component items Work order is abbreviated as W O on various screens and reports
16. Item information Quantities Pricing Barcode Stk ut Category On hand Price 1 00 nw Committed F ig 00 apa a Ono es Track method Normal oao oe on Item type Merchandise owo ip E Sas a Replacement 00 From this screen you can enter new items or edit existing items Items List Box The list box displays up to 6 items at a time You may sort the items by item number item name category and vendor number all in ascending or descending order Only column names in red may be sorted To change the sort direction or field either click on the column name or the arrow to the right of the column name or use the View menu options To locate an item start typing a number or name depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an item 109 Passport s Business Solutions vesion z Items that display in the list box are available for changes or deletion The fields for the selected item display in the lower part of the screen When an item is found you may select the lt Enter gt key or Edit button to start editing Items Buttons The buttons at the top of the screen do the following Button Keyboard Description New Alt n For adding a new item Edit Alt e For editing an existing item Save Alt s For saving a new item or changes to an existing item This button combines the Save and New buttons by first Save New Alt w f savin
17. Options You may also use one of the options lt Enter gt For Central warehouse lt F5 gt For All warehouses Format Up to two characters or use the option Example Press lt Enter gt for Central warehouse OK or Cancel Select OK to print the report or Cancel to return to the menu 473 Passport Business Solutions mA PRINTING SERIAL NUMBERS ON LOAN REPORT Select Serial numbers on loan from the Reports serial menu Graphical Mode The following screen displays Report criteria Ending item number Last Aj Page break on reference Detail or summary Detail v Print costs V Starting retum date Eariest 5 Ending return date Latest E lt F2 gt First OK _ Cacai Character Mode The following screen displays Enter the information as follows Starting item number and Ending item number Enter the range of item numbers of the serialized items to print on the report or press lt F2 gt for First and Last item numbers Follow the screen instructions 474 Passport Business Solutions Format Up to 15 digits or use the option Example Press lt F2 gt for both fields Page break on reference Check this box if you want to start a new page in the report for each reference You may press lt Enter gt to default to unchecked Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the defa
18. Passport Business Solutions POSTING INVENTORY TRANSACTIONS Select Post from the Inventory menu You are then asked to specify where to print the Inventory Transaction Register The Inventory Transaction Register is printed followed by a period of processing which updates the Item Status and the I C Distribution to G L files with the new transaction information If you entered transactions for serialized and lot controlled items the serial number and lot number information prints on the Inventory Transaction Register and is updated to the Serial file If you attempt to post transactions that are incomplete or incorrect a message describing the error appears on your Inventory Transaction Register These erroneous transactions are not posted and remain in the transaction file Posting of accurate and complete transactions continues normally 284 Passport Business Solutions DISTRIBUTIONS TO GENERAL LEDGER Inventory transactions are posted in the order shown below The G L distributions generated by transaction posting are also described here Receivings e Debit item s Inventory Account defined in the item header screen of Items e Credit Balance Sheet Liability Account defined in Control information If a receiving occurs when there is a negative quantity on hand e Debit or credit Cost Correction Account defined in Control information if the cost for the receiving is greater than average cost or
19. This tab provides a view of item quantities per warehouse Quantities include on hand committed back ordered on order and work ordered You must be viewing an item in order to access the warehouse tab Graphical Mode To access the tab click on it or select lt SF7 gt General Costs and Pricing Item details Vendor Accounting Multi warehouses Item number i ia Description is ie Select by ascending warehouse Warehse On hand Committed Back order On order Work order 130 Passport Business Solutions Character Mode To access the multi warehouse window select lt SF7 gt Here is an example of a multi warehouse window that has three warehouses On Hand 3894 00000 252 00000 1 00000 Committed 47 00000 1 00000 8 00000 Back Order 00000 00000 00000 On Order 205 00000 48 00000 00000 Work Order 00000 00000 00000 lt No more warehouses to display gt lt SF 7 gt or lt Esc gt Key to turn display off Options The options while in this window include lt SF7 gt To exit the window and return to the item lt Esc gt To escape the window and enter a new item 131 Passport Business Solutions ENTERING NEW ITEMS There are three optional functions that you may enter following the entering of the primary fields for an item There are warehouse statuses item notes and alternate items All three of these can be entered immediately or later Keep in mind that you cannot track s
20. correcting Character Mode When you specify a History transaction type in the Type field a screen similar to the following displays Enter the information as follows 295 Passport Business Solutions Transaction date The current date is displayed for the first transaction For subsequent transactions it displays the last date entered Enter the date for this transaction or press lt Enter gt to use the System date Format MMDDYY New Used Select New or Used to indicate the status of the item You may also use one of the options New To define the item as New Used To define the Item as Used lt F2 gt To default to New item One of the options from the drop down list There is no i default in character In graphical the default is New P O number Enter the purchase order number under which this item was bought Format Up to 15 digits Source Enter the source from which this serial number was obtained or press lt Enter gt to default to the vendor number for the item This field is used when printing the Flooring Report If your inventory is financed you can use this field to identify the finance company for this serial number Format Up to six character Item cost Enter the cost of this item or press lt F1 gt to default to the Average cost in the Item file replacement cost for LIFO FIFO valuation Standard cost for Standard valuation Format Up to ten characters Item price
21. 520 521 standard cost comparison of described LIFO FIFO and method valuation valuation introduction to starting work order number status chapter topics codes entering introduction to status codes entering introduction to list printing status file inventory status lists printing status load chapter topics introduction to requests entering selecting status records deleting 531 526 265 526 546 547 51 152 100 154 153 100 100 101 13 161 165 166 168 167 156 21 entering loading status report selecting stock stock stock status report chapter topics selecting sub categories categories and entering T account posting of upward adjustment postings after sales postings credit memos postings of downward adjustments postings of standard cost receivings tab 2 item entry tab 3 item entry tab warehouse technical notes temporary item conversion testing label layouts text changing or deleting text inserting label track method changing an item s 133 172 433 432 432 433 91 93 563 555 557 560 552 116 121 130 519 112 237 232 231 114 transactions adding new automatically created creating adjustment creating physical count entering component usage entering history entering inventory entering job usage entering serial number entering update introduction to inventory inventory posting inventory posting serial number removing p
22. 8 Print when zero Answer Y to print a zero when the number is zero Answer N to leave the field blank when the number is zero Format One character either Y or N Example Type Y The screen now displays as follows 227 Pot a Business Solutions mA Minu ign Available fields used Field mmber to change Now press lt Enter gt at Field number to change so that you are back at Field ready to select another field Select Last sale on item First you will first have to press lt PgDn gt until this field is visible The following screen displays Available fields used Date Fields If you select a date field such as Last sale on item the screen will have the above appearance Enter the row and column in the same way as for an alphanumeric field Then specify the format to use when printing the date 4 Date format to use Enter one of these choices for how the date is to be printed 1 MM DD YY 2 MM DD 228 Passport Business Solutions fez 3 DD MMM YY 4 DD MMM 5 Month fully spelled MM represents the month number January 1 December 12 MMM represents the month abbreviation January JAN When you enter your choice the Will look like field on the right side of the screen shows how the date will look The length of the field displays so you will know how much room this field will occupy on the label Format One digit from the above list Example
23. Business Solutions this reason an entry is not allowed in the Actual cost field when entering a non specific downward adjustment This is useful when you need to adjust inventory as the result of a physical count In this case you probably will not know the exact layer s affected by your shrinkage but you are still able to reduce inventory by LIFO FIFO cost Upward Adjustments There are two types of upward adjustments 1 Specific layer adjustments 2 Non specific layer adjustments A specific upward adjustment increases one layer by the quantity you enter As with a downward specific adjustment this gives you the ability to correct an earlier transaction that was entered with an incorrect quantity A non specific upward adjustment also increases your inventory by the quantity you enter However it does so by inserting a new layer for the date quantity and cost of the transaction Ifa layer already exists for the entered date and cost the new transaction quantity is added to it To introduce you to adjustments enter the information shown below e When asked if you wish to adjust a specific layer type Y to assign the adjustment to a specific LIFO inventory layer Answering N makes the adjustment without regard to specific layers e Specify DS4558 as the serial number to be adjusted for this serialized item Inventory Enter XYZ Company 1 Item 8 Lathe wood Warehouse 1 Main Serial numbers 2 Type Adju
24. Business Solutions Ezz CHANGING PRICES FOR GROUPS OF ITEMS Use this selection to change existing prices for a group of items Select Group price changes from the Prices menu If you are using multi warehouse pricing as specified in Control information you are asked if you wish to change group prices by warehouse Follow the screen instructions to change item default prices or prices for a specific warehouse If you selected to change group prices by warehouse the warehouse you Note specified or All is shown at the top of this screen CF2 gt First Enter the information as follows 1 Starting item and 2 Ending item Enter the range of item numbers for which prices are to be changed or press lt F2 gt for First and Last Follow the screen instructions Format Up to 15 characters or use the option Example Press lt F2 gt at both fields 3 Category sub cat Enter the category of the items for which prices are to be changed or press lt F5 gt for All categories Format Up to five characters or use the options Example Press lt F5 gt for All categories 191 Passport Business Solutions 4 Sub category Enter the sub category of the items for which prices are to be changed or press lt F 5 gt for All subcategories Format Up to five characters or use the options Example Press lt F5 gt for All categories 5 Vendor Enter the vendor number to change item prices for a sin
25. Enter the price of this item or press lt F1 gt to default to Price 1 for the item Format Up to 11 characters 296 Passport Business Solutions Invoice date Enter the invoice date for this sold serial number or press lt Enter gt to default to the System date Format MMDDYY Invoice Enter the invoice number or press lt Enter gt to leave this field blank Format Up to six digits Customer Enter the number of the customer to whom this item was sold or press lt Enter gt to leave this field blank Format Up to 12 characters Warranty Enter the warranty program Format Six characters Reference Enter any reference text or comments for this transaction or press lt Enter gt to leave this field blank Format Up to 20 characters Correcting entry Check this box if this is a correcting entry Format Check box checked is yes and unchecked is no 297 Passport Business Solutions ENTERING UPDATE TRANSACTIONS Use the Update transaction to change existing serial number information An Update transaction is not allowed if an unsold serialized item is committed or on loan If you are using the average cost valuation method and are also using serial Not costs as specified in Control information the Item cost field cannot be ote modified Use Inventory adjustments to change the cost of a specific serial number The changes you enter here do not affect the existing serial numbe
26. Passport Business Solutions same as the number 12 Also the value 9 with 3 spaces is greater than the value 12 with 2 spaces If you intend to use only numbers for location codes and you wish them to appear in ascending order on the picking tickets you must enter leading zeros in the Location code field Enter the number 9 as 0009 and 12 as 0012 In this way items will always appear in the desired order on the picking tickets Enter the location code Format Up to four alphanumeric characters Example Type Al Quantities for This Warehouse All quantities entered or displayed on this screen are for this warehouse only Maximum qty Enter the maximum quantity that you have decided should be on hand for this item A quantity called Average quantity on hand is calculated by the software and used in the Inventory Turnover Report The software restricts this aver age quantity to be no more than the maximum quantity and no less than the reorder level next field See the Inventory Turnover chapter Note If you use the Inventory Turnover Report you should enter a value in this field and in Reorder level field to ensure that useful information is shown on the report Format 9999999999999 Example Type 10000 Reorder level Enter the quantity at which the item should be reordered to be used for the Stock Status and Purchasing Advice reports Format 9999999999999 Example Type 25 Last
27. You may also use one of the options and press lt Enter gt lt F1 gt For the next work order on file lt SF1 gt For the previous work order on file lt F2 gt To enter a new work order number lt F3 gt To delete this work order lt F6 gt To enter or view Work Order comments Deleting Work Orders When a work order is deleted after inventory has been committed to that kit any serialized components are released They become available for sale or for incorporation into another kit To enter or view existing comments about this work order press lt F6 gt 337 Passport Business Solutions Entering Comments Press lt F6 gt to enter up to 10 lines of 64 characters each Options When you press lt Esc gt from the comments window you have these file options Save what was just entered changed and clear the screen for entry of another comment Like pressing Fil lt Enter gt at Field number to change in other selec tions Save amp Save what has been entered or changed but leave the Continue information on the screen for further work 338 Passport Business Solutions fez WorK ORDER EDIT LISTS This selection enables you to edit and display all or a range of work orders Select Edit list from the Work orders menu or Work order edit list from the Reports kits menu The following screen displays Enter the following information 1 Starting work order and 2 Ending work or
28. defined sale price by item change logs printing item conversion temporary item details item entry 427 428 517 306 524 41 49 13 241 243 242 284 459 60 348 345 185 180 149 112 121 item entry costs and pricing item file after receivings described item information update serialized item labels chapter topics introduction to printing selecting item notes entering item price lists printing item prices changing item report printing serial numbers by item sequence introduction to number lists printing numbers entering item s track method changing an items changing prices for groups of chapter topics continuing operations uncounted data import deleting entering 116 553 13 290 216 217 149 217 140 398 178 468 98 99 98 114 191 107 364 151 112 109 entering alternate entering new history of sold serialized introduction to loan out serialized loan return of serialized lot lot controlled miscellaneous move in serialized move out serialized numbers printing purging inactive resequencing kit selecting purge inactive serialized viewing J job usage transactions entering job usages downward upward K key words and concepts keyword wearch method kit assembly entries 143 132 290 108 291 291 251 6 111 291 291 145 149 512 214 513 6 251 309 273 286 285 48 271 285 11 file items resequ
29. notes lt F7 gt status Tab 3 Multi warehouses Tab 3 shows the status of each warehouse and is similar to this General Additional item info Multi warehouses Item number fFMIsSc Description Misc Saas Select by ascending warehouse Warehouse al On hand Available On order Back order Work order Central Central 4 00000 1 Main Price 1 Price 2 Price 3 Price 4 Price 5 Sale price From Thru Sas ee a ee ee es eS ea ieee Period to date Next period Year to date Sales f 00 00 n Maximum qty 0 On hand m a Costs 00 f 00 f 00 Reorder level ou Available a Qty sold o0 S09 o0 Last sold on he On order o Qty used i pee e n Last used on Sa On back order ae Qty ret fo fo fo Location code On work order o lt F1 gt next item lt SF1 gt previous item lt F2 gt keyword lookup lt F6 gt notes lt F7 gt status Information from up to 6 warehouses display in the lower list box Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays Passport Business Solutions View items Item number Bar code Cat sub cat ABC code Qty on hand Track meth B 0 code Qty available Stock unit Qty on order Qty on 8 0 Qty on W70 Prices Price 1 Price 2 Price 3 Taxable Average cost Commis code Rplcant cost Vendor Inv acct Exp acct Sts acct Last sold on Cr mem acct Last used on lt F1 gt ne
30. vendors 7 Product category Options Enter the category to print the report for only one product category You may also use the following options To include All items regardless of whether they have a lt F5 gt category Enter To include only those items which do not have a cat egory Format Up to five digits Example Press lt F5 gt for AlI categories 8 Product sub category If you entered Blank in the previous field this field also displays as Blank and may not be changed Enter the product sub category for the items to be printed Options You may also use one of the following options To include All items regardless of whether they have a TP sub category To include only those items which do not have a sub lt Enter gt category 441 Passport Business Solutions Format Up to five characters Example Press lt F5 gt for Al sub categories 9 Suppress blank lines Answer Y to eliminate blank lines between items on the report Answer N if you wish one line to be skipped prior to printing each item Format One letter either Y or N The default is Y Example Type Y and then press lt Enter gt 10 Include items with zero qty on hand Answer Y to include items with zero quantity on hand Answer N to exclude items with zero quantity on hand from the report Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default If you answer N an i
31. 100 7010 000 7020 000 5080 000 Purchase Variance Cr Memo Adj Variance Credit Memo BB 0 BB 0 0 BB 200 100 The item will be added back to inventory at actual cost If there was a difference between Standard Cost and actual cost when the unit was originally sold then you should use an adjustment transaction to account for this difference In order to illustrate this difference it was assumed incorrectly that the Standard Cost of 10 00 unit was the actual cost This will be corrected in a downward adjustment Distributions to General Ledger after a Credit Memo Print the Distributions to G L Report by selecting Distributions to G L from the Reports menu Use First to Last for both the account number range and the date range Valuation Report after a Credit Memo Print a valuation report at the Standard Cost and then at actual cost 558 Passport Business Solutions Select Valuation report from the Reports menu and print Valuation reports for item number 3 one using Standard Cost and one using average cost The Item File after a Credit Memo Now examine the Item file again After viewing this screen look at the Status screen Note that the average cost quantity on hand and PTD YTD figures have been updated but not the replacement cost 559 Passport Business Solutions Ezz DOWNWARD ADJUSTMENTS This transaction illustrates the handling of a downward adjustment french 3 8 Socket Set CF5
32. 2 Starting item and 3 Ending item Enter the range of item numbers to be included in the purge or press lt F2 gt in each field for First and Last Follow the screen instructions 517 Passport Business Solutions Format Up to 15 digits or use the option Example Press lt F2 gt for First and Last 4 Category Enter the category to purge items for only one product category or press lt F5 gt to include items for A product categories Format Up to five digits or use the option Example Press lt F5 gt for All categories 5 Sub category Enter the sub category to purge items for only one product sub category or press lt F5 gt to include items for A sub categories Format Up to five digits or use the option Example Press lt F5 gt for All sub categories Field number to change Make any changes or select lt Enter gt to continue Are you sure you wish to do this Prior to proceeding you should ensure that you have a backup the entire IC module by copying the ICxx directory with the xx representing the company number When you are ready to continue answer Y to the question Are you sure you wish to do this If you are not sure then select N If you select to purge inventory history the program purges from the Inventory history file all inactive items with dates on or before the cut off date specified 518 Passport 3 B siness Solutions Technical Notes This appendix cont
33. 222 2222 occ ccc oaoa ccecceeceeeeee Entermg Hema es ain xs dsidnicavssvsarenickscdndadewsenusdabinens EiS Enenne New MEMS oee a Entering Item Notes soos cc socccsanatsccccsebess ccccndsedadceseenaes Enting A temae sir ccs tater araneectiatoniepinanaeds Printing Item Lists sc scatscenarancesunueidsesseunversacwacaisadcanavexe Changing Inventory Accounts 0000000000000000000aane 107 Passport Business Solutions INTRODUCTION TO ITEMS The Items selection is used to maintain and print information on items in inventory print item labels and obtain a log audit trail of changes If you have more than one warehouse descriptive information about each item is entered only once whereas stocking information is entered separately for each warehouse at which you choose to stock that item This chapter assumes the more general case of multi warehousing but the absence of a warehouse code is the only difference that single warehouse users will notice Information on each item in your inventory is kept in the Item file This chapter describes the fields in this file tells how to enter them and shows how to print item lists 108 Passport Business Solutions ENTERING ITEMS Select Items from the I C menu Graphical Mode The following screen displays General Costs and Pricing Item details Vendor Accounting Multi warehouses Item number lt lt T Description D m _
34. 7 to set all remaining fields to zero Otherwise you can enter information in each field as described below Quantities Sold PTD Sold YTD Enter the quantity of the item sold to date in the current period and year The quantity in each field is increased when a sale is posted and decreased when a credit memo is posted Sold PTD and Sold YTD represent the actual quantity sold less all returns Format 999999999 99999 Used PTD Used YTD If you do not use either kits or Job Cost field s 9 and 10 display Not applicable Enter the quantity used to date in the current period and year for either a work order or on a job as opposed to a sale The quantity in each field is updated when a job usage transaction from Job Cost or a component usage transaction is posted Returned PTD Returned YTD Enter the quantity of the item returned to date in the current period and year The quantity in each field is increased when a credit memo for returned goods is posted Format 999999999 99999 158 Passport Business Solutions mA Sales Period to date Year to date Enter the dollar amount sold period to date and year to date The dollar amount in each field is increased when a sale is posted and decreased when a credit memo is posted Sales Period to date and Year to date represent actual sales less all returns Format 999 999 999 99 Costs Period to date Year to date Enter the dollar amount of costs pe
35. Answer Y to print each format on a new page Otherwise answer N 236 Passport Business Solutions fez TESTING LABEL LAYOUTS Use this selection to test your label layout It will print a test label substituting X s for each field that you have selected to print on the label For example if you have selected the Jtem number field to appear in row 1 at column 12 and to print its full length of 15 characters the test label will have XXXXXXXXXXXXXXX printed on row 1 starting at column 12 This feature is useful for verifying a new label layout prior to actual use and for checking printer alignment Select Test from the tem labels menu The following screen displays Enter the following information Label to test Enter the number of the layout you want to test Options You may also use the options lt F1 gt For the next layout on file lt SF1 gt For the previous layout Format Three characters Example Type A to access the layout example previously created 237 Passport Business Solutions You will be prompted with Any change Make any needed change If you enter N the test label will print 238 Passport Business Solutions mA COPYING LABEL LAYOUTS This selection copies a label layout to a new one You can use this selection to quickly produce a new label layout by copying an existing layout that is similar to the new one After copying the label tailor the new layout
36. Avale 5 ol 2 Sold ze i Credited First activity on 4 z Last activity on Reference Lot transaction detail Type Trx date Trx quantity Price Cost P 0 Cust Source Inve Reference lt F1 gt next item lt SF1 gt previous item blank lookup by description Item number Enter the item number of the lot controlled item Options You may also use one of the options lt F1 gt To display the next lot controlled item number lt SFI gt To display the previous lot controlled item numbers lt Enter gt To look up the lot controlled item by description Format Up to 15 digits 315 Passport Business Solutions maA Warehouse This field appears only if you are using multi warehousing Enter the warehouse code for which you want to view lot numbers Options You may also use one of the options lt Enter gt For the Central warehouse lt F5 gt For AIl warehouses List Boxes After entering a lot number in then the lot data displays in the list box With the focus on the upper list box type the lot number to locate it Use the sorting arrow to toggle between viewing the numbers in descending or ascending order Once the lot is located lot transaction information displays in the lower list box on the Lot transaction detail tab Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays A summary or detail inquiry
37. Comments 1 Most time and effort to audit and review 2 No detail on each transaction is maintained LIFO What is it Perpetual specific goods LIFO cost flow assumption Passport Business Solutions Benefits Cost of sales kept closest to replacement costs Always keeps inventory at LIFO cost Prevents reporting excessive profits during times of rising prices Under FIFO or average cost methods profit is overstated because inventory must be replaced at new higher prices Note that FIFO can be manually adjusted at year end to dollar value LIFO giving operational advantages of FIFO with tax advantages of LIFO Consult your accountant Comments Detail is maintained on each transaction Because of the perpetual updating of costs you cannot build up significant LIFO layers as you could with FIFO and made a periodic dollar value LIFO adjustment More is involved in audit and review because many small layers can be built Uses more computer disk storage space Values inventory based on a generally accepted accounting method FIFO What is it Perpetual specific goods FIFO cost flow assumption Benefits 1 Easiest to audit or review of the four methods 2 Errors are easily identified and corrected 3 Keeps your inventory value close to replacement value 4 Easiest to use of all four methods Comments l The detail is sufficient for easy manual entry at year end to express the financial statement va
38. Ea Orie Business Solutions fez 1 Valid General Ledger Account file These accounts below will be used throughout the illustrations for the Standard Cost method ACCOUNT 1100 000 1200 000 2000 000 4010 100 5070 000 5080 000 7000 000 7010 000 7020 000 2 I C Control file DESCRIPTION Accounts Receivable Merchandise Inventory Accounts Payable Sales Tools Cost of Goods Sold Credit Memo Inventory Adjustments Purchase Variances Credit Memo Adj Variance Use Control information to set up the I C Control file as shown on the following four screens Standard cost _ Not applicable Not applicable Deta Field number to change Field number to change _ 548 ee Oi Business Solutions mA 1240 000 Hor n Field number to change Field mmber to change The Standard Cost example explained here requires that the Control file Note field 43 above is set to N If you do choose the Update standard cost with replacement cost this discussion does not apply to your setup 3 The Item file If field 22 in Items for item number 3 Wrench does not currently show a quantity on hand of zero you will need to either enter an adjustment transaction to leave a zero quantity balance or initialize the Item file and re enter the data for item number 3 using Items For our examples to make sense the inventory account for this item should be 1200 000 and the credit memo account shoul
39. Enter the number of the account that is to serve as the average or LIFO FIFO cost correction account If using standard cost see the Purchase variance account field Cost corrections occur under average cost LIFO or FIFO if an item s quantity on hand is negative and a later receiving of the item arrives When the quantity on hand goes negative the replacement cost is used in posting because the LIFO or FIFO cost is no longer known When the later receiving arrives the actual cost of the item s negative quantity on hand becomes known and any difference between this cost and the cost that was posted while the item was negative is posted to the cost correction account At the end of your accounting period any remaining balance in this account should be charged to the cost of goods sold account In certain situations cost correction can also occur when a kit is assembled Note from components Refer to the Inventory Transactions chapter If Standard Cost was selected for the valuation method field number 20 appears as follows Purchase variance account Standard cost only Enter the account number of the account that is to serve as the purchase variance account Cost variances occur when an item is purchased at an actual cost that is different from the standard cost specified for the item in the Item file The amount of any variance is posted to the purchase variance account 46 Passport Business Solutions This
40. Graphical Mode The following screen appears Report criteria Report type Sold items v Starting item number First a Ending item number Last Starting vendor number First _dh Ending vendor number Last g Starting invoice date Earliest m Ending invoice date Eatest m Page break on vendor Detail or summary Detail z Warehouse Central Central al K _ Cancel Character Mode The following screen appears Not The above screen is for multi warehousing If you are not using multi ware ore housing you will not see the Warehouse field Enter the information as follows 471 Passport Business Solutions Report type Enter the report type for items to be printed on the report Unsold items if you select that the unsold items to be printed or Sold items for the so d items Follow the screen instructions Format Drop down list box The default is Sold items Example Select Unsold items and then press lt Enter gt Starting item number and Ending item number Enter the range of item numbers of the serialized items to print on the report or press lt F2 gt for First and Last item numbers Follow the screen instructions Format Up to 15 digits or use the option Example Press lt F2 gt for both fields Starting vendor number and Ending vendor number Enter the range of vendor numbers to be included in the report or press lt F2 gt for First and Last vendor num
41. If you enter a specific warehouse prices defined for that warehouse are printed for applicable items If a warehouse specific price does not exist for an item the Item file price is shown If you are also printing sale prices sale prices defined for that warehouse are shown as well Starting item number and Ending item number Enter the range of item numbers to be included on the list or press lt F2 gt at each field for First and Last Follow the screen instructions Format Up to 15 digits Example Press lt F2 gt Vendor Enter the vendor number to print item prices for only one vendor or press lt F5 gt to include item prices for AU vendors Format Up to six digits Example Press lt F5 gt 412 Passport Business Solutions Product category Enter the category to print prices for only one category of items press lt F5 gt to include prices for All categories Format Up to five characters Example Press lt F5 gt Product sub category Enter the sub category to print prices for only one sub category of items press lt F5 gt for AU sub categories Format Up to five characters Example Press lt F5 gt Print in order by Specify the order in which to print the list Options Use one of the following options Item number To print in order by item number Description To print in order by description Category To print in order by category Example Select Item number If you enter Cate
42. In this example retail type customers are charged price 1 wholesale type are charge price 2 and special type are charged price 3 Enter the information for fields 4 through 8 as follows 4 Use price 1 for customer types Enter those customer types to be charged Price 1 Format Up to five characters of five characters each Example Type RET Then press lt Enter gt again 5 Use price 2 for customer types Enter up to five customer types that will be charged price 2 Format Up to five types of five characters each 77 Passport Business Solutions Type WSL and press lt Enter gt Example Type SPC and press lt Enter gt Press lt Enter gt again 6 Use price 3 for customer types through 8 Use price 5 for customer types Enter up to 5 customer types for each of Price 3 through Price 6 Format For each price level up to 5 types of 5 characters each Press lt Enter gt at each field to indicate no further data Example nies In this example retail customers are charged price 1 while special and wholesale customers are charged price 2 No customer types are charged price 3 78 Passport Business Solutions PRINTING PRICE CODE LISTS Select Price codes from the Reports Master info menu The Printer Selection screen will be displayed Select the printer that you want use for this list elect to print the Price Codes List to disk or display on your screen All price codes will be print
43. Inventory short ment of partially available inventory is dis allowed Assigned by Commit inventory when there is P sufficient quantity available for all Full amount OK to print items and the work order is to be printed before being issued Assigned by Print work orders after printing a I work order Also assigned by Commit inventory when there is sufficient quantity available for all Full amount items and the work order does not need to be printed before being issued OK to issue 340 Passport Business Solutions COMMITTING INVENTORY Prior to printing a work order you must commit the inventory quantities for the component items using Commit inventory When Commit inventory is run there may be insufficient quantities available for one or more component items that you designated Full amount in the Kits selection If you answered Y to Commit inventory when partially available on the work order then component item quantities will be committed for all items In this case the Work Order Status Report will show the amounts committed and the amounts still needed in order to print and issue the work order Use this report to determine what receivings must be done in order to have sufficient quantities available to issue the work order For shortages on Full amount component items once receivings have been entered using Inventory you may run Commit inventory again to commit the remainder needed to assemble the kit The
44. Item sequence from the Reports Master info menu The following screen displays From this screen you can define the range of item sequence numbers that you wish to print 99 Passport Business Solutions fez STATUS CODES When you enter in your inventory items you will be asked to enter in Status All status codes are user defined and can be anything you like Examples of Status codes are Active and Inactive Status is a mandatory field when entering items Status can be used as selection criteria when printing most of the inventory reports These must be defined in the Status codes file before you can enter them in the item file Status codes are single characters with an associated description This Status code is not the same as status records which maintains your items warehouse information Entering Status Codes To enter status codes follow these steps Select Status codes from the Master information menu The following screen displays From this screen you can work with both new and existing status codes Enter the information as follows 1 Status Options Enter the status code or use one of the options 100 Passport Business Solutions maA lt Fl gt For the next status on file lt SF1 gt For the previous status on file Format One character Example Type A 2 Description Enter the Status description Format Up to 25 characters Example Type Active item Print
45. Start date 3 End date Starting item Ending item Category Sub category Transaction type oe N OD na Show 10 Show post date lt F5 gt FALIS Enter the information as follows 1 Warehouse Options If you are using multi warehousing enter the warehouse code for which you want the report printed or use one of the options lt Enter gt For the Central warehouse lt F1 gt For All warehouses Format Two characters Example Press lt F5 gt for A warehouses Note If you are not using multi warehousing you will not see the Warehouse field and all field numbers will be one less than the numbers shown 2 Start date and 3 End date Enter the range of transaction dates to include on the report 428 Passport Business Solutions Format MMDDYY for both fields Example Press lt F2 gt for Earliest and Latest dates 4 Starting item and 5 Ending item Enter the range of item numbers to include on the report Format Up to 15 digits Example Press lt F2 gt for First and Last item numbers 6 Category Enter the category to print the report for only one product category lt F5 gt To include All items Hnt To include only those items which do not have a cat egory Format Up to five characters Example Press lt F5 gt 7 Sub category If you entered blank in the previous field this field also displays as blank and may not be changed Options Enter the p
46. To add the duplicate counts R To replaces the duplicate counts Format One letter from the table above The default is S Example Press lt Enter gt to accept the default 376 Passport Business Solutions 3 Field format Format One character Enter the letter that corresponds to the format of each field in a record of the import file Options Enter the one of the following options If the data fields in a record are in variable starting col D umns and are separated by a specific delimiting char acter at the end of each field if each data field in each record always begins in a spe cific fixed column If you specify a delimited field format two additional fields display for you to further define the delimiting character Delimiting char Format Two characters This field will only need to entered if you selected D for the field format Specify the ASCII character used at the end of each field to separate the fields in a record The character should be entered in its two character hexadecimal form The corresponding ASCII character is then displayed in quotation marks next to the hexadecimal entry If the delimiting character is a comma enter B2 Text in quotes This field will only need to entered if you selected D for the field format Answer Y if the text fields in a record are enclosed in quotation marks Otherwise answer N Use the remaining fields on this screen to describe the item number
47. Warehouse 1 Format Two characters Enter the warehouse code of the sending warehouse the one the item is being sent from or press lt Enter gt for the Central warehouse Type Enter the transaction type for a transfer Format One character When a transfer is specified for Type Warehouse changes to Warehouse 1 and you are asked to enter To warehouse 2 Format Up to two digits Warehouse 2 designates the receiving warehouse Enter the warehouse code or press lt Enter gt for the Central warehouse At this point existing information displays as follows Quantity avail This is the sum of available quantities for all warehouses Whs avail Wh 1 This is the available quantity of the item at the sending warehouse Whs avail Wh 2 This is the available quantity at the receiving warehouse Enter the remaining information as follows Transaction date Format MMDDYY Enter the date of the transaction just as for a receiving As with other transaction types make any necessary change to Transaction date at this point The transaction date cannot be changed in an existing transaction Document Format Up to ten characters 269 Passport Business Solutions Enter the document number just as for a receiving Quantity transferred Enter the quantity transferred in stocking units Negative or zero quantities are not accepted Fractional quantities are not accepted for serialized items Format 99999999 99999 W
48. inserting label text 231 Introduction to integrated described 5 price lists 395 introduction to inventory closing periods 506 committing 341 commission codes 81 described 2 completed work orders 355 perpetual 2 costing inventory methods 524 inventory accounts G L distributions 499 changing 150 inventory transactions 242 chapter topics 31 item labels 217 entering 32 items 108 file defined 12 kits 201 lists printing 36 LIFO FIFO cost valuation 534 Inventory Control Master information 90 checklists for 26 physical count 363 data files used in 12 price codes 59 defined 2 pricing 174 getting started with 12 purchasing advice 417 set up steps 15 serial number reports 464 setting up 547 serial numbers 290 starting 22 standard cost valuation 547 understanding 1 status 153 using 19 status load 166 Inventory Control starting 22 valuation reports 438 Inventory Control using 19 view 305 inventory counts performing expanded 363 work orders 331 inventory edit lists printing 282 inventory history report chapter topics selecting inventory history selecting purge inventory history viewing inventory methods introduction to cost ing inventory register format control infor mation inventory reorder basis inventory status file inventory transactions chapter topics entering introduction to posting inventory turnover selecting invoices orders and issued work orders printing issuing work orders item contract price by
49. lt Enter gt for the maximum shown Format 99 Example Press lt Enter gt for the maximum 5 Use commas If commas are not appropriate for a particular field you are not given the option of using commas Answer Y to use commas when printing this field on a label Format One character either Y or N Example Type Y 6 Decimals If the field has no decimal places this choice does not appear Enter the number of decimal places you want to print up to the maximum shown or press lt Enter gt for the maximum shown Format 9 Type 2 to show cost only cents instead of the default five Exampl xampe digits 7 Show negative with If this field cannot contain a negative value this choice displays Not applicable Options Enter one of the following 226 Passport Business Solutions M To show negative numbers with a minus sign P To show them in parentheses on left or right If you select to show negative numbers with a minus sign Options Enter one of the following R To place the minus sign on the right 1234 To place the minus sign on the left 1234 Print where If you select to show negative numbers with parentheses Options Enter one of the following To place the parentheses in fixed positions F Parentheses enclose the entire size of the field regardless of the numbers To them next to the number N Parentheses enclose the numbers stripping out leading spaces
50. lt F5 gt To include All items regardless of whether they have a category Format Up to five characters Example Press lt F5 gt for AlI vendors Product sub category If you entered Blank in the previous field this field also displays as Blank and may not be changed Enter the product sub category to include only lot controlled items Options You may also use the options To include only those items which do not have a sub lt Enter gt category 483 Passport Business Solutions To include All items regardless of whether they have lt F5 gt Ba a sub category Format Up to five characters Example Press lt F5 gt for 4l sub categories If you selected to Print report in the Print or purge field two additional fields can be entered On hand balances to print Enter the character which corresponds to the current on hand quantity of the lot numbers to be printed Options You may use on one of the options To print only lot numbers within the ranges specified Bona Which have non zero on hand quantities Zer To print only lot numbers within the ranges specified which have zero on hand quantities All A to print all lot numbers within the ranges specified regardless of their on hand quantities Detail or summary Select Detail to print a detail report or Summary for a summary report A summary report shows totals only for each lot number for the range of item numbers specified A detail
51. price for the last level to be defined Your entry for of digits to be entered for the price masks must be between 1 and 5 and cannot be greater than the number of digits entered for the value of Cut off price For Price masks up to 16 masks may be entered for each level and the masks within each level must be ascending Press lt Enter gt when completed entering the masks in a level If you specified 3 or more for of digits you must enter a decimal point in the appropriate position of each mask 194 Passport Business Solutions After defining price points you may save them as default entries for use the next time you run Group price changes 8 Print or change Options Enter one of the following To only print a report showing all items for which prices would be changed along with the old and new p prices that would be changed The prices are not actu ally changed C To print the report and change the prices lt Enter gt To indicate No change If you selected to change by dollar amount for each price shown enter the amount to be added to or subtracted from the base figure to calculate the new price To subtract the amount include a minus sign For example an entry of 2 50 establishes a new item price of the specified base plus 2 50 An entry of 2 50 establishes a price of the specified base less 2 50 If you selected to change by percentage enter the percentage of the base by which to change
52. you are then asked if you wish to change the related serial number information If you answer Y or if you are entering a new transaction for a serialized item a window appears for entry of information for each sold serial number Serial numbers Serials to add 2 Serial C New Used Source Invoice Customer Warranty Reference lt F1 gt next entry Entry is similar to entries to Receivings except for a sale you may also enter the Invoice Customer and Warranty fields Automatically Created Transactions Upon posting invoices in A R O E and P S sales and credit memo inventory transactions are generated automatically and immediately posted to Inventory They are therefore not available for modification or viewing by this selection Returned merchandise entered via the RMA selection of the O E module are ultimately transferred as credit memos to the A R module and are processed by Inventory no differently from any other A R or P S credit memos Fields already described in the preceding Receivings and Adjustments section are not repeated here except where some difference exists 263 Passport Business Solutions For Average Cost To illustrate adding sales and credit memos under average cost enter the information as follows through the Enter screen Begin by selecting Sale for the Type field Example Type S for Sale Price and Quantity Information The software equates the selling item to i
53. 1 Price 2 Price 3 Price 4 Price 5 These show the prices charged Enter the information as follows 248 Passport Business Solutions Transaction date The current date is displayed for the first transaction For subsequent transactions the last date entered is displayed Enter the date for this transaction or press lt Enter gt to use the date shown It is important to make any necessary change to Transaction date as the transaction is being added The transaction date cannot be changed in an existing transaction Format MMDDYY or use the option Example Press lt Enter gt to accept the system date Document For the first transaction you must type in the document number you wish to use For subsequent transactions it displays the last document number entered Enter a document number and press lt Enter gt to accept the default Options You may also use the options lt Enter gt To use the previously entered document number lt F1 gt For the next entry matching the item type and trans action date entered Quantity received This is the quantity received where Unit represents the unit defined for this item Each Gal Tons etc Zero and negative quantities are not accepted nor can the unit be changed For serialized items the unit should be Each and the quantity should not be fractional that is there should be no digits to the right of the decimal Enter the number of stocking units receiv
54. 1 2 inch 1270972010 i 3 57 34PM lt F1 gt next entry lt SF1 gt previous entry lt F3 gt delete entry The item number and description 1 for which you are adding a note displays as the tab name Select New to add a note or select Save New to add another note if you just finished entering one Select Edit to edit an existing note The cursor is positioned for you to enter the first line of the text When typing text words the end of the line will word wrap Format ten lines of 77 characters each When adding a new note the date and time defaults to now You may change the date and time before saving or when editing the note later Select Save to save the note or Cancel to not save Existing notes sort in the list box in descending date order When finished select Exit to return to the item screen Character Mode A notes area of the screen displays similar to below 140 Passport Business Solutions Add Notes Date 98 01 04 Time 12 44 lt File options lt Text entry gt lt End gt latest lt F1 jump lt PgUp gt earlier lt PgDn gt later lt Home gt earliest Each note is given a date time stamp so that you can scan through the notes in time sequence later Item notes may be viewed in I C Items To scan through existing notes for an item use the keys as shown at the bottom of the screen lt PgUp gt lt PgDn gt lt Home gt lt End gt and lt F1 gt A men
55. 1 40 140 100 units at 1 30 130 80 units at 1 20 96 Cost of goods sold After the sale the remaining LIFO layers would look like this July 7 20at 1 20 24 7 100 at 1 21 121 1 100 at 1 00 100 Ending inventory July 31 245 The remaining layers represent the ending inventory for July 31 Another method of calculating is Cost of goods available for sale 611 Less July 31 inventory 245 Cost of goods sold 366 For FIFO the layers develop in the reverse order of LIFO Inventory July 31 FIFO Method July 1 Inventory 100 units at 1 00 100 7 Purchased 100 units at 1 21 121 7 Purchased 100 units at 1 20 120 15 Purchased 100 units at 1 30 130 26 Purchased 100 units at 1 40 140 Totals 500 units 611 If there are two receivings for an item on a given date and if the two Note costs vary then the lower of the two costs is assumed to be the later layer The earliest purchases make up the top layers When sales occur the layers are relieved from the top down FIFO The cost of the sale is determined from the layers relieved as follows 528 Passport Business Solutions 100 units at 1 00 100 100 units at 1 20 120 97 Cost of goods sold 317 The resulting FIFO layers would look like this July 24 15 100 at 1 30 130 26 100 at 1 40 140 Ending Inventory July 31 294 The remaining layers represents the closing inventory for July 31 Another method of calculation is
56. 100 3 Transaction date 97 08704 Invoice 916520 4 Document i Customer 100 5 Quantity credited 1 Warranty MUHL No warranty for product 6 Price for EACH 327 00 Reference Neptune Underwater 7 Actual cost for EACH 184 00 8 Comment Returned Any change QO 9 Sub account 100 This credit memo creates a new LIFO layer Adjustments An adjustment can also be used to adjust the quantity of a specific LIFO FIFO layer specific adjustment It can also adjust a quantity without regard to a specific LIFO FIFO layer You can see the current LIFO FIFO layers for any item in inventory by printing a Valuation Report described in the Valuation Reports chapter Downward Adjustments There are two types of downward adjustments 1 Specific layer adjustments 2 Non specific layer adjustments A specific layer downward adjustment will reduce one layer by the negative quantity you enter This is useful when you discover that an earlier transaction was entered with a wrong quantity A non specific layer downward adjustment also reduces your inventory by the negative quantity you enter However it does so without regard to any specific layer This non specific type of adjustment begins with your top LIFO FIFO layer and relieves eliminates as many layers as are necessary to satisfy the quantity you entered As this is done the cost of the transaction is calculated using the costs recorded in the layer s relieved For 540 Passport
57. 285 288 555 557 of downward adjustments T account 560 T account 552 postings of stamdard cost receivings T 552 account prerequisites for closing periods price by category contract category sale 506 187 182 item contract item sale price calculation price code error conditions lists printing type 1 type 2 type 3 type 4 type 5 type 6 type 7 type 8 price codes chapter topics entering introduction to price lists printing actual customer printing contract printing item printing sale printing warehouse price lists introduction to price lists selecting price points 185 180 117 61 79 66 68 69 a 72 74 76 Al 58 63 59 411 407 398 404 401 395 395 194 price reports selecting kit price cost report kit prices changing item chapter topics deleting entering contract entering sale file for groups of items changing multiple sale purging contract purging sale warehouse specific pricing introduction to pricing item entry costs and print item labels printers information about printing actual customer price lists category lists commission code lists completed work orders contract price lists coverage lists fields inventory accounts lists 487 486 178 173 176 185 180 13 191 176 198 197 179 174 116 51 411 94 88 359 407 103 234 36 inventory edit lists issued work orders item chan
58. 99999999 99999 5 Count qty 4 Format 99999999 99999 6 Count qty 5 Format 99999999 99999 Use Field number to change to enter additional counted amounts for this item in field s three through six The sum of all counts entered for a transaction is displayed in the Total counted field 7 Comment Use Field number to change to enter a comment for the physical count transaction 370 Passport Business Solutions fzzm Format Up to 25 characters Example Type count and press lt Enter gt Passport Business Solutions fez REMOVING PHYSICAL COUNT TRANSACTIONS Use the Remove selection to delete a range of physical count transactions Select Remove from the Physical count menu The following screen displays To specify the range of items for transactions that you want to remove enter the information on this screen in the same manner as described for the Create selection 1 Starting item number 2 Ending item number Enter the range of item numbers for which physical count transactions are to be removed or press lt F2 gt for the First item number Format Up to 15 digits or use the option Example Press lt F2 gt then lt Enter gt to select First Options For field 2 press lt F2 gt for Last item number Format Up to 15 digits or use the option Example Press lt F2 gt then lt Enter gt to select Last 3 Starting location and 4 Ending location Enter the range of location
59. ANY MODIFICATIONS OR ADDITIONS TO THIS WARRANTY HE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU ASSUME THE ENTIRE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION AND ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES N NO EVENT WILL PASSPORT ITS PROGRAMMING LANGUAGE SUPPLIERS AND OTHER VENDORS DISTRIBUTORS OR DEALERS PASSPORT PARTNERS BE LIABLE FOR ANY DAMAGES INCLUDING LOSS OF DATA LOSS OF PROFITS OR DIRECT OR INDIRECT INCIDENTAL SPE CIAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE EVEN IF THEY HAVE BEEN ADVISED OF THE POS SIBILITY OF SUCH DAMAGE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR NCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU THE FOREGOING RESTRICTIONS DISCLAIMERS AND LIMITATIONS SHALL APPLY AND REMAIN IN FORCE EVEN IN THE EVENT OF A BREACH BY PASSPORT HEREUNDER OF A CONDITION OR FUNDAMENTAL TERM HEREUNDER OR IN THE EVENT OF A BREACH WHICH CONSTITUTES A FUNDAMENTAL BREACH 5 General Terms and Conditions Nothing contained in this Agreement shall be deemed to constitute either party as the agent or representative of the other party or both parties as joint venturers or partners for any purpose Licensee s supplier of the Software referred to herein as a Passport Partner is an independent contractor in relation to Passport and is no
60. CHANGING INVENTORY ACCOUNTS Normally when an inventory account is assigned to an item it is not changed If the inventory account for an item is changed I C will not be in agreement with General Ledger That is the inven tory value on the Valuation Report for the inventory account will not add up to that inventory account s balance in G L To keep I C and G L in balance the following must be done if an item s inventory account is to be changed 1 Runa Valuation Report and get the balance for the item s old current inventory account See Valuation Reports 2 Make a G L journal entry that credits the item s o d inventory account and debits the item s new inventory account This assumes the item s old account has a debit balance on the Val uation Report If it has a credit balance then the old inventory account would be debited and the new one would be credited 3 Change the item s inventory account in the Item file to the new inventory account 150 Passport Business Solutions DATA IMPORT Select Data import items from the Utility menu This selection may be used to import items directly into the item file Data Import is licensed separately and may not be available on your system For information on setting up and using data import see the Data Import documentation 151 Passport Business Solutions mA Status This chapter contains the following topics Introduction to Status 2 0 2 0
61. Follow the screen instructions Format Up to 12 digits or use the option Example Press lt F2 gt at each field to select A customers 4 Ending cut off date Enter the last date for which contract prices are to be purged or press lt F5 gt to purge all contract prices regardless of ending date 198 Passport Business Solutions Contract prices with an End date on or before the cut off date for the specified customer range will be purged Format MMDDYY or use the option Example Press lt F5 gt to select All 199 Passport Business Solutions fzzm Kits This chapter contains the following topics Jntroduction oho ce dee acininnk bs desine ri idane Work Orders cin cscs ean xd ddd dxacovasuwarkansideuserdaeniadwbeks Entering aia ees ee cessed i aie Printing sic ce itd oedblbasascbuddaadabataneeshaseumorddasaacaacs Resequencing KiPitems oo cseseecsssessvevessuseseuusscessseuve 200 Passport Business Solutions INTRODUCTION TO KITS If you do not use kits as specified in Control information you may skip this chapter This chapter explains how to define kit items A kit is an inventory item that is constructed from other inventory items To differentiate between the kit and the items raw materials from which a kit is constructed we refer to the kit as the kit item and the items that are used to construct the kit as component items A kit item could be constructed as follows e
62. I C Control file 379 Passport Business Solutions Answer N to use this import format for the current import session only Any existing saved import format remains unchanged After you answer this question a screen appears for you to select where to print the Physical Count Import Log The import process then begins Using the details supplied in the import format the data from the import file is transferred into the physical count transactions for the corresponding items and warehouse As the data file is being imported a count of the records being imported and the transactions being updated is displayed The count quantity for each item is placed into the first Count qty field of the corresponding physical count transaction If a count has already been recorded in the transaction the imported counts are processed as specified in the Duplicate counts field Any error conditions encountered during the import session are recorded on the Physical count Import Log and a message notifying that errors have been recorded in this file is displayed on the screen at the end of the import session 380 Passport Business Solutions PRINTING PHYSICAL COUNT WORKSHEETS Use the Worksheet selection to print a Physical count Worksheet Expanded Physical Count If you specified the Expanded Physical count method in Control information the worksheet lists the inventory items with physical count transactions by location or
63. It allows markups rather than discounts 72 Passport Business Solutions maA Create a new entry for Price code 5 with the name Mark up by customer type Enter 5 as the price code type and R as the price basis for Replacement cost The following screen displays Example Enter the information for fields 5 through 14 as follows 5 Customer types Enter customer types Press lt Enter gt after each customer type to advance the cursor to the next type The cursor advances to the next field field 6 as soon as you have entered five customer types or have entered a blank customer type All the customer types entered here will receive the mark up percentage entered in the next field when the customer orders those items that specify this Price code Format Five types of up to five characters each Example Type RET for retail Next press lt Enter gt again 6 Mark up pct Enter the mark up percent applying to all the customer types specified in the preceding field Format 999 99 Example Type 90 for the mark up that applies to retail customers 7 through 14 The remaining fields on the screen 7 through 14 are grouped as follows e 7J7and8 e 9Qand 10 e 11 and12 73 Passport 3 Business Solutions mA e 13 and 14 The first field of each pair allows you to enter up to 5 customer types as in field 5 The second allows you to enter the percentage of mark up to be applied to each customer type that i
64. L aligned with the left hand margin of the space for this field To right justify the characters The characters will be R aligned with the right hand margin of the space for this field N For no justification The characters will be printed exactly as entered Format One character from the list above Example Press lt Enter gt for left justification The screen now displays as follows When you press lt Enter gt at Field number to change you are returned to Field for selection of another field Next we will use the tem average cost Select this by entering 16 and the screen now displays as follows Available fields used 16 Item average cost 225 Passport Business Solutions Numeric Fields The choices for a numeric field depend on the characteristics of that particular field for example its maximum length if negative numbers are allowed if it has any decimal places etc Item average cost is a numeric field Fields 5 through 7 appear only as needed For example Item average cost allows fractional and negative values Vendor lead time however does not so fields 6 and 7 do not appear Enter a row of 3 and a column of 10 After specifying the Example row and column specify the remainder of the information as follows 4 Number of integers Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or press
65. N Example Press lt Enter gt to accept the default Make changes as usual You are asked OK to create adjustments Answer Y to create adjustment transactions for those items whose actual counts differ from the suspended on hand quantity An upward adjustment is created for an item if the actual count is greater than the suspended on hand quantity A downward adjustment is created if the actual count is less than the suspended on hand quantity If specified adjustment transactions are also created for items that have no actual count quantities entered The adjustment is created in the amount necessary to set the quantity on hand for the item to zero No adjustment is created for an item whose actual count is the same as its suspended quantity on hand 389 Passport Business Solutions Physical count transactions are then deleted for all items within the range specified including those with actual counts for which adjustments were not created as well as those without actual counts entered The adjustment transactions are not automatically posted They may be edited as required and posted using the nventory selection If adjustments were created for serialized items use nventory Enter to enter the actual serial numbers that are to be adjusted up or down for the item After you have created the adjustment transactions for the items specified by answering Y to OK to create adjust Example ments you may exit
66. NEEDED Print the I C Distributions to G L Report from Earliest to the last date of the accounting period to get a list of the dis tributions to G L If you are not using G L back up your data files and purge the dis tributions when you print the report If you are using G L do not purge the dis tributions at this time If you are using G L back up your data files and then run Get distributions in G L to pull the distributions from I C into G L Follow the procedures described in the G L User documentation You may purge the distributions when running this selec tion in G L If you encounter any system difficulty e g power failure while run ning Get distributions then restore your backup and repeat this procedure Purge items that are no longer active using Purge inactive items Purge sold serial numbers that are out of warranty using Purge serial numbers Back up data files to removable media 7 30 Passport 3 Business Solutions Inventory Accounts This chapter contains the following topics Entering Inventory Accounts 0 0 0 0 0 02ce cee ee eee Printing Inventory Accounts 2 0 0 o eee eee eee ee 31 Passport Business Solutions Ezz ENTERING INVENTORY ACCOUNTS An inventory account is a current asset account in General Ledger summarizing the value of items in inventory PBS Inventory Control provides for multiple inventory accounts You may enter as many
67. New price 1 to 5 These fields display current prices In character mode they can be changed from Field number to change Adj account Enter the adjustment account number This must be a valid G L account number New location Enter the new location for the item Comment This field allows entry of up to 25 characters for comments Average Cost Notes Average cost is an attribute of the stocking item but cannot be changed through Items Average cost is also not affected by Sales If it becomes necessary to change an average cost do so through entries in Inventory You may use upward or downward adjustments or use receiving and credit memo entries The following equation determines the new average cost Item quantity on hand x Item avg cost Entry quantity x Entry Cost Item quantity on hand Entry Cost Changing Average Cost A simple way to change Average Cost is to use two entries in two separate posting runs e The first entry would adjust the quantity to zero e The second entry would adjust the quantity to the correct amount and the average cost would become the cost entered for the second entry 260 Passport Business Solutions ENTERING SALES AND CREDIT MEMOS Because of their similarity both sales and credit memo transactions are described in this section A sale will be entered first then a credit memo If you are using Accounts Receivable sales and credit memos may be entered using
68. OF THE LICENSE AGREEMENT BELOW THE ENCLOSED SOFTWARE LICENSE AGREEMENT 1 License Grant Passport Software Inc Passport hereby grants to Licensee and Licensee accepts a non exclusive license for the enclosed Software with the rights terms and conditions as detailed in this License Agreement a You may install and use the Software on asingle computer system or single computer file server for your own internal business pur poses provided you the Licensee do not exceed the number of concurrent users licensed by Passport to access the Software If Licensee wishes to increase the number of licensed concurrent users Licensee must contact Licensee s Passport Partner your Pass port Software supplier or Passport directly b You may make backup copies of the Software as required for your own internal business purposes provided that you reproduce alll copyright notices and other proprietary notices on each copy made Backup copies may be used at any time to re install the enclosed Software in the event of loss destruction or other malfunction of the Software c You may only transfer the Software and this license to a successor to the whole of Licensee s business provided the successor agrees to accept the terms and conditions of this agreement If you transfer the Software you must report to Passport the name of the new user of the Software and you may notretain any copies of the Software yourself once you have transferredit No other trans
69. On B O This field displays the quantity of this item that your customers have ordered that is on backorder The quantity on back order field is shown if you specify in the B O code field to keep track of backorders for this item This field is automatically updated when an O E order or P S transaction is posted assuming the above conditions are met If necessary this field can be corrected using the Recalculate inventory quantities selection on the I C File Recovery Utilities menu On W O In character mode if you do not use kits Not applicable displays for this field This field shows the quantity of this item currently being assembled on work orders This quantity is increased when work orders are issued using Issue work orders and decreased when work orders are completed using Close work orders If necessary this field can be corrected using the Recalculate inventory quantities selection on the File recovery utilities menu Tab 2 Costs and Pricing The second tab appears like the following General Costs and Pricing Item details Vendor Accounting Multi warehouses Item number Description CA Stock unit Ap Average cost 00 Replacement cost 00 Standard cost 00 Costs are per Pricing Alternate unit 1 pricing Alternate unit 2 pricing Paice wt ga f Pivot gulf Price ant anf Conv fact ony fa tof z Conv etoj D E EEE Price code Price code gh Price ode ga ES Se Price 1 00 ic
70. Passport Business Solutions INTRODUCTION TO VALUATION REPORTS Use the Valuation and Valuation by date reports to print details for the current value for a range of inventory items for one or all warehouses The Valuation report shows current inventory values only If using LIFO or FIFO it provides values from the layer file If not then the values are from the item or status file The purpose of the inventory Valuation by date report is to appraise the value of inventory items for one or all warehouses as of a certain date cut off date Appraisal is done by looking at the inventory transaction history file For each selected item the quantity on hand cost and price is printed The Valuation report provides more details than the Valuation by date report The Valuation report looks at current quantities only so it cannot provide a cut off date It varies based on the valuation method used Both reports have an option to print by item record inventory account number If the status or layer file become out of sync with the inventory history file Note then the inventory values may not be equal when comparing both reports Under normal usage this should not happen 438 Passport Business Solutions Ezz SELECTING THE VALUATION REPORT If you are using the LIFO or FIFO inventory valuation method you have the option of showing LIFO FIFO layers Depending on the valuation method chosen some fields may be different
71. Price Codes Inventory Accounts Commission Codes and Warehouses These selections are not covered again in this chapter Master information functions that are explained in this chapter include Categories Sub categories Units Item sequence Status codes Coverage types and Warranty programs B Prices amp Rite amp fork orders amp Completed work orders Sp ites labels Phyxiceal count amp i Control inforaation Prices codes Inventory accounts Comsission codes farchouses Categories Sub categories Units itus sequence Gtetus codex Coverage typex Farranty prograss Close peri Utility E w e P WE T P O P R 90 Passport Business Solutions Ezz CATEGORIES AND SUB CATEGORIES Inventory Control allows you to associate each item with a category and or sub category You can enter Categories and Sub categories as criteria for your reports If you have a category called Tools you can specify to only have items that have a category of Tools to print on the report Categories enable you to enter in the Inventory Sales Expense and Credit Memo General Ledger account numbers When you enter in a category into the item file once you get to the last screen of entry these accounts will automatically be defaulted to You can change them if needed at that time Entering Categories To enter categories follow these steps Select Categories from the Master information menu
72. Purchased 100 units at 1 40 140 Totals 500 units 611 Actual 500 units x 1 218 609 standard cost 2 variance 2 purchase variance Average unit cost 611 500 1 22 Cost of goods sold 280 units x 1 218 341 This shows that the Purchasing department bought the goods at 2 00 above the set Standard Cost LIFO Method LIFO The LIFO Last in First out method is based on the assumption that the most recently purchased units are sold first 526 Passport Business Solutions LIFO assumes that the cost of the last items purchased should be assigned to the first items sold and that the cost of the ending inventory consists of the cost of the merchandise purchased earlier FIFO Method FIFO The FIFO First in First out method is based on the assumption that the oldest first into inventory items in stock are sold first FIFO assumes that the cost of the first items acquired should be assigned to the first items sold The cost of goods on hand at the end of a period are assumed to be from the most recent purchases To understand the LIFO and FIFO methods assume that you have a computer file on all items received For each shipment received the quantity and the unit cost of that item is input into the computer The computer would contain a cost history of all items in inventory LIFO FIFO cost histories develop in what are called layers LIFO assumes that the last most recent item put into inventory is t
73. Reprint work orders already printed Answer Y to reprint work orders that have already been printed If you are using multi warehousing an additional field appears Format One letter either Y or N the default is N Example Press lt Enter gt to accept the default 5 Print in order by Select S by stocking warehouse or W by work order number If you select S to print in order by stocking warehouse field 6 appears as follows S Stocking warehouse W Work order number Format One letter from the table above there is no default Example Type S and then press lt Enter gt 6 Stocking warehouse Enter a warehouse Work orders are printed if their kit items are to be stocked at this warehouse Options You may also use one of the options lt Enter gt For the Central warehouse To print work orders for A stocking warehouses work lt FI gt orders will be printed in order by the warehouse in which the kit items are stocked Format Two characters or use the option Example Press lt Enter gt for Central 344 Passport Business Solutions ISSUING WORK ORDERS A work order may be issued if it has the status OK to issue This status is assigned when the following has occurred e All Full amount component items have been committed for the work order using Commit inventory e The work order has been printed This step is not required if you answered N to Print work order when the work order was entere
74. Sales 0 BB 5080 000 Credit Memo 0 BB 100 Distributions to General Ledger after a Downward Adjustment Print the Distributions to G L Report by selecting Distributions to G L from the Reports menu Use First to Last for both the account number range and the date range Valuation Reports after a Downward Adjustment Now print valuation reports using Standard Cost and then actual cost Select Valuation report from the Reports menu and print Valuation reports for item number 3 one using Standard Cost and one using average cost Item File after a Downward Adjustment Now examine the Item file again Passport Business Solutions Note that the average cost has been updated due to this downward adjustment reversing the effect of the credit memo transaction on the Item file After viewing this screen examine the Status screen On the status information screen only the quantity on hand has changed 562 Passport s Business Solutions Ezz UPWARD ADJUSTMENTS The next transaction will illustrate the handling of an upward or positive adjustment 110 10 00 12 00 5 corr 4 ting Field number Adjustment transactions allow you to adjust your inventory to reflect the actual physical count in your warehouse s Note that in this example average cost is used to make the adjustment Posting an Upward Adjustment Select Post from the Inventory menu to post the above adjustment A register will be
75. The actual cost appearing on the report is calculated differently depending on the valuation method e For the Average Cost and Standard Cost valuation methods this is the running average cost For the LIFO and FIFO valuation methods the average cost is calculated based in data in the layer file at the time the report is generated Select Valuation report from the Reports menu The following screen displays Field variations Your screen may vary from the above display for the following reasons and the fields are renumbered to accommodate variations The above screen is for multi warehousing If you are using single warehousing you will not see the Warehouse field The Use standard or actual cost field only displays if you use the Standard cost valuation method The last two fields depend on which selection you have chosen Enter the information as follows 439 Passport Business Solutions 1 Warehouse Options If you are using multi warehousing enter the warehouse code for which you want the report printed or use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses Format Up to two characters Example Press lt F5 gt for A warehouses Not If you are not using multi warehousing you will not see the Warehouse ote field and all field numbers will be one less than the numbers shown 2 Starting item and 3 Ending item Enter the range of item nu
76. Transaction qty Dr Cr Item balance Comment Unit cost ss To warehouse Post date Conte lt F1 gt next item lt SF1 gt previous item blank lookup by description Once an item is selected you may select View A R invoice history from the Options menu If there is a matching invoice history record to the number in the reference field in the list box then the invoice or credit memo will display If there is no matching record then the record closest to the one selected will display See the A R documentation for information on the view invoice history This option is not available if A R is not installed Item number Options Enter the item number or use on of the options lt F1 gt For the next item number lt SFI gt For the previous item number lt Enter gt To lookup by item description 306 Passport Business Solutions Ezz Description This field is only available in Graphical Mode If you selected lt Enter gt on the item number field then you may look up by item description lt F1 gt For the next item description lt SF1 gt For the previous item description lt Enter gt To lookup by item number Warehouse Options Enter the warehouse code or use one of the options lt Fl gt For the next warehouse lt F5 gt For AIl warehouses List Box After selecting the warehouse then all the transactions will display in the list box for the selected item Use the sorting arrow to
77. Type 1 The screen now displays as follows 229 Passport s Business Solutions mA VIEWING LABELS While entering the label layout you can press lt F1 gt to view a picture of the label This will give you an idea of the appearance of your label The width of the label is your entry for columns per label and the number of lines is your entry for lines per label X s appear to represent the alphanumeric fields that you selected in the length and location you specified 9 s appear for numeric fields Dates are represented differently depending on the format you have chosen for the date s appear where any of the fields overlap in which case you need to change the position of a field Press lt F1 gt to view your label A screen similar to this displays Options Use one of the following options To scroll your label up and down one row at a time lt Up gt or This is useful to bring a row to the bottom of the screen lt Down gt to be near the column numbers where you can more easily judge a field s column position To shift your view of the label up and down by a screen full at a time This is useful when your label size is large than can be displayed on the screen lt PgUp gt or lt PgDn gt To shift your view to the right edge of the label This lt F2 gt option only appears when your label is wider than the screen Press lt F2 gt again to shift back to the left 230 Pot a
78. Unit Lists You may print a list of Units Select Units from the Reports Master info menu The following screen displays From this screen you can define the range of units that you wish to print 97 Passport Business Solutions mA ITEM SEQUENCE Item sequence numbers allow auto item numeric number sequencing for new items This is helpful if you have certain groups or types of items that follow a specific numbering scheme You access item sequence numbers when you are in Items Enter by pressing the lt F5 gt key Every time you use an item sequence number the number will automatically be incremented by one Entering Item Sequence Numbers To enter item sequence numbers follow these steps Select Item sequence from the Master information menu The following screen displays From this screen you can work with both new and existing Item Sequence Numbers Enter the information as follows 1 Item seq Options Enter the item sequence number or use one of the options lt F1 gt For the next item sequence number on file lt SF1 gt For the previous item sequence number on file Format Up to 15 characters Example Type 195000 98 Passport Business Solutions mA 2 Description Enter the item sequence number description Format Up to 25 characters Example Type IBM Computer Printing Item Sequence Number Lists You may print a list of your Item Sequence Numbers Select
79. Valuation There are other transaction sources besides nventory Kit assembly and component usage are generated from work orders and are not entered here Adjustments can be generated by expanded physical count Sales and credit memos can be generated from Order Entry and Accounts Receivable Receivings can also be generated from Purchase Order Note that references to warehouses apply only when multi warehousing is being used When inventory transactions are entered for serialized or lot controlled items related serial transactions are automatically created The serial transactions are automatically posted when the associated inventory transactions are posted These serial transactions are not accessible through the Serial numbers selection Correcting entries You can press lt F5 gt at the Field number to change question to mark any inventory transaction that will be passed to G L as a correcting entry Refer to the Control Information chapter in the G L User documentation for more information 242 Passport Business Solutions ENTERING INVENTORY TRANSACTIONS Select Inventory from the I C menu A screen displaying the following five Passport Business Solutions inventory selections will be displayed T C Items Status Inventory Fixed format import Data import Edit list Post Enter enables transactions to be entered and until they are posted modified or deleted Fixed format import does the re
80. Y then press lt Enter gt 421 Passport Business Solutions When items have been specified not to print on later reports you may still want to see all items out of stock or at reorder level even those specified not to show up To obtain this information you can print the Stock Status Report 422 Passport s Business Solutions Physical Count Worksheets This chapter contains the following topic Printing Physical Count Worksheets 2 0 0 0 0000 2 2 2 2 423 Passport Business Solutions Ezz PRINTING PHYSICAL COUNT WORKSHEETS This chapter explains the Physical Count Worksheet that is printed when the Normal physical count method was specified in Control information If you specified the Expanded physical count method refer to the Expanded Physical Count chapter Use this selection to print a Physical Count Worksheet which lists your inventory items by location within a selected warehouse Serial numbers and lot numbers may be optionally printed You can then use this work sheet to do an actual physical count Select Worksheet from the Physical count menu The following screen displays Enter the information as follows 1 Warehouse If you are using multi warehousing enter the warehouse code for which you want the worksheet printed press for the Central warehouse Format Up to two characters Example Press lt Enter gt for Central warehouse If you are not using m
81. addition to the discount specified by a price code This happens in all selections which allow entry of goods line items Recurring bills Quotations Recurring Orders Standard bills and Billing When a price for a particular line item on an order has been calculated using a price code it is still subject to any applicable customer discount Quantity Levels Price code types using quantity levels determine which level in the price code matches a quantity ordered on a particular line item 60 Passport Business Solutions A level is a range of quantities you define There may be up to five of them and they must be in ascending order e Each level is defined by a lower bound and continues to but does not equal the lower bound of the next level For example if the lower bounds of level 3 is 100 and level 4 is 500 then the range of level 3 is 100 through 499 inclusive e The last level defined continues indefinitely e The first level may but need not begin at zero If it does not orders for quantities less than the lowest level do not receive any discount but are sold at Price 1 e The first level may but need not begin at zero If it does not orders for quantities less than the lowest level receive the basis price or cost specified in the price code but without any discount If two line items for the same item number occur twice on an invoice or quotation order etc then the price for each will be evaluat
82. and shall bear any expense or tax payable in respect thereof This non exclusive license is effective for the useful life of the Software However this license will immediately terminate if you fail to comply with any term or condition of this Agreement Upon termination you must destroy all copies of the Software Anew version of the Software replaces the version of the Software previously licensed Use of a new Software version terminates the icense to use that part of the Software replaced by the new Software version and Licensee shall destroy or return to Passport all copies of any prior Software version previously licensed EXCEPTAS STATED ABOVE YOU MAY NOT COPY TRANSFER OR DISTRIBUTE THE SOFTWARE TO OTHERS AND ANY UNAUTHORIZED COPY NG TRANSFER OR DISTRIBUTION SHALL AUTOMATICALLY TERMINATE YOUR LICENSE 2 Passport Update Program Passport makes available its subscription update service Passport Update Program PUP to licensees of the Software Only licensees having current and up to date enrollment in PUP are permitted to install and use any updates Contact your Passport Partner your Passport Software supplier or Passport directly to enroll in this program Updates to the Software made available to Licensee shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passport 3 Passport s Proprietary Rights he Software is copyrighted by Passport Sof
83. and the location codes will be left blank If you answer Y you are asked for a location code before each new status record is added Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 170 Passport Business Solutions PRINTING LOAD REQUESTS Use this selection to print a current list of status load requests Select Status load list from the Utility menu The Status File Load List prints to the printer you select No entry parameters are requested All load requests on file are printed on the report 171 Passport Business Solutions LOADING STATUS RECORDS Select Status load from the Utility menu A message displays asking whether it is OK to load the status information specified above into the Status file Answer Y or press lt Enter gt to default to N If you answer Y the Status file is loaded While loading a screen displays showing the load activity Options Use these options lt F1 gt To stop loading at any time lt F2 gt To resume loading lt Esc gt To exit from loading 172 Passport Business Solutions Ezz Prices This chapter contains the following topics Tntroducton PAI oso dsc a scdalnce cca ndcitnwesaatoadunes Multiple Sale Prices ccniescscdsdsxecesenascnenesasdeddunearsvesees Changing heni Prices ae a eth cece adeaclontceuesteatuatee Entering Sale Paes ccc cssccncciasalscicesenesecckcnesedaaocaeeuaael
84. and then press lt Enter gt Starting item number and Ending item number Enter the range of item numbers of the serialized items to print on the report Press lt F2 gt for First and Last item number Follow the screen instructions Format Up to 15 digits or use the option Example Press lt F2 gt for both fields Detail or summary Select Detail for a detail report or Summary for a summary report The detail report shows the selected items for each customer you specify The summary report shows totals only for each customer A detail report includes information on each unsold or sold serial number for the range of item numbers specified A summary report shows totals only for each item for the range of item numbers specified Format Drop down list box The default is Detail Example Press lt Enter gt to accept the default Warehouse If you are using multi warehousing enter the warehouse code for which you want the report printed Options You may also use one of the options lt Enter gt For Central warehouse lt F5 gt For All warehouses Format Up to two characters or use the option Example Press lt Enter gt for the Central warehouse 469 Passport Business Solutions Ezz OK or Cancel Select OK to print the report or Cancel to return to the menu 470 Passport 3 Business Solutions maA PRINTING SERIAL NUMBERS BY VENDOR REPORT Select Serial numbers by vendor from the Reports serial menu
85. as your company needs You may set up multiple inventory accounts in this selection You will then assign each inventory item to one of those accounts All postings inventory sales usage and receivings debit or credit the inventory account associated with that item Select Inventory accounts from the Master Information menu This selection lets you enter modify or delete inventory accounts When you use this selection to add a new inventory account you are given the option of adding it to the list of valid G L accounts as well Enter the following information 1 Inventory acct Options Enter the inventory account number or use one of the following options lt F1 gt For the next Inventory Account on file lt SF1 gt For the previous inventory account Your standard format for account numbers as defined in Company Information Example Enter account 1200 000 Format 32 Passport Business Solutions If the account you enter does not already exist in the Valid G L Account file you may add it here Description When adding a new account a message displays informing you that the new account is not a valid G L account and asks whether you would like to add it You must enter Y to add the account Although I C maintains its own account numbers they must also appear in the Valid G L accounts If you enter N the number is cleared from the first field and the cursor is positioned to enter another num
86. been marked as complete but have not yet been posted use the keys as shown at the bottom of the screen arrow keys lt PgUp gt lt PgDn gt lt Home gt and lt End gt Options You may also use one of these options To change a work order from complete date shown to siie incomplete completion date is removed lt F5 gt To jump directly to the work order you wish to view either by work order number or reference lt F6 gt To view comments entered for this work order When you are through entering completion dates press lt Esc gt 358 Passport Business Solutions fzzm Printing Completed Work Order Edit Lists After you mark work orders as complete you may want to print an edit list to review your selec tions before you actually close the work orders Select Edit list from the Completed work orders menu or Completed W O edit list from the Reports kits menu The following screen displays Enter the following information 1 Starting work order and 2 Ending work order Enter the range of work orders to close or press lt F2 gt for First and Last in both fields Format Up to six digits for each field or use the option Example Press lt F2 gt at each field 3 Cut off completion date Enter the cut off completion date to use in closing work orders or press lt F2 gt for Latest no cut off date use the option Only work orders with a completion date on or earlier than this date will
87. count worksheets may be printed for these items When the physical count is complete you enter the counted quantities which are then compared to the picture inventory levels Adjustments can be automatically calculated and created for items with different picture and counted quantities If you select expanded follow the instructions in the Expanded Physical Count chapter Inventory reorder basis Select Net quantity or Quantity on hand from the drop down list box Inventory Control allows you to report on items that need to be reordered or that are out of stock in one of two ways based on net quantity or based on quantity on hand If you select Net quantity an item is determined to be below reorder level or out of stock based on the following formula Net quantity quantity on hand quantity committed quantity on back order quantity on work orders quantity on order If you select Quantity on hand only the Quantity on hand field in the Item file or Status file is used to determine if an item needs to be reordered Reports that show items needing reorder are the Purchasing Advice Report Stock Status Report and Valuation Reports 49 Passport Business Solutions Use sale prices by A sale price is a price in effect for an item or a group of items for a specific period of time Enter up to three types of sale prices to be used when selling items through Accounts Receivable or Order Entry Check the box Item if yo
88. credit if it is greater If identical do neither Kit Assembly Entries e Debit kit item s Inventory Account defined in the item header screen of Items e Credit Work in Process Account This account is stored in the kit assembly transaction by Issue work orders or Close work orders It is always the Work in Process Account that was entered on the original work order entered in Work Orders e In addition if a kit assembly occurs when there is a negative quantity on hand Debit the Cost Correction Account defined in Control information if the cost for the kit assembly is greater than average cost or credit it if the reverse is true Accumulated round off errors of odd pennies are also directed to the Cost Correction Account Credit Memos e Debit item s Inventory Account defined in Control information e Credit the Memo Account The Credit Memo Account is obtained by combining the Credit memo account field of this item with the Cost Center or sub account entered for the spe cific transaction Upward Job Usages e Debit item s Inventory Account Item file e Credit Job Account entered for the transaction If a job usage occurs when there is a negative quantity on hand e Debit item s Inventory Account Item file e Debit or credit Cost Correction Account I C Control file e Credit Job Account I C Control file See the note below titled Special Note on Cost Correction 285 Passport Business Solutions Upwa
89. criteria for the I C Reports You may review the entry of Status Codes in the Master Information chapter Quantities On hand An entry in this field is not allowed The field is updated during the posting of inventory transactions If necessary this field can be corrected using the Recalculate inventory quantities selection on the File recovery utilities menu Committed An entry in this field is not allowed The quantity committed is updated automatically when inventory transactions are entered and posted in I C when orders are entered in O E when invoices are entered in A R and when receivings are posted in P O If you enter a backorder code of X in the B O code field number 43 on the character mode screen quantity committed for this item is not tracked If necessary this field can be corrected using the Recalculate inventory quantities selection on the I C File Recovery Utilities menu On order If you have specified in Control information that you are using Purchase Order the quantity that your company has on order from your vendor displays in this field No entry is allowed as this field is automatically updated when you run the Purchase Order module In character mode if you are not using Purchase Order Not applicable displays 115 Passport Business Solutions If necessary this field can be corrected using the Recalculate inventory quantities selection on the I C File Recovery Utilities menu
90. effective After entering the first sale price you may also press lt Enter gt to use the last sale price start date entered Format MMDDYY 4 End date Format MMDDYY Enter the last date that the sale price will be in effect After entering the first sale price you may also press lt Enter gt to use the last sale price end date entered Stock unit Price Unit The above fields will be filled automatically with the information selected in Control information 181 Passport Business Solutions 5 Each sale price Enter the price that will be used as sale price Format Up to ten digits Sale Prices by Category If you specify a Sale type of Category the following screen displays Prices Sale prices XYZ Company 1 Sale type Category Category Lo is Sub category ee wn Start date End date Price basis Disc pct Alt 1 disc pct Alt 2 disc pct Cen PD na Enter the following information 2 Category Enter the category of the items to be included in the sale price as defined in Control information Format Up to five characters Example Type MISC 3 Sub category Enter the sub category of the items to be included in the sale price or press lt F5 gt for All sub categories of the category Format Up to five characters or use the option Example Press lt F5 gt An entry of All is considered a category sale price because it includes the entire category An entry of a spe
91. entered Blank in the previous field this field also displays as Blank and may not be changed The report can be restricted to items in a particular sub category Options Enter a product sub category or use one of the options To include All items regardless of whether they have a lt F5 gt BS sub category inier To include only those items which do not have a sub category Format Up to five characters Example Press lt F5 gt for all sub categories 7 Print 2nd line of desc Answer Y to print the second line of description If you answer N the second line of description is not printed Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 455 Passport Business Solutions mA 8 Suppress blank lines Answer Y to eliminate blank lines between items on the report Answer N if you wish to skip one line prior to printing each item Format One letter either Y or N The default is Y Example Press lt Enter gt to accept the default 9 Include items which have no YTD activity Answer Y to include items with Qty YTD and Sales YTD of zero Answer N to exclude inactive items Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 10 Print items which have no QTY on hand Answer Y to include items which have no Qty on hand Answer N to exclude inactive items Format One letter either Y or N The default
92. entered for this item when entering inventory transactions and when orders are processed in O E and P S and receivings in P O If Lot detail is selected a lot number must be entered for this item during entry of inventory transactions and purchase orders Select Lot detail to track lot balances and the detail of every transaction processed for this item s lots If Warranty is selected normal tracking is performed These types of items are actual warranties that have been purchased from the manufacturer of the item This can also be an internal warranty item Changing an Item s Track Method The tracking method for an item may be changed only if the item has no quantity on hand quantity committed quantity on order quantity on back order or quantity on work orders In addition for a serialized item the tracking method cannot be changed if serial numbers exist or if components are tracked For a lot controlled item the tracking method cannot be changed if lot numbers exist Item type Merchandise items you receive and sell Kits are items that you build from others items Sub assembly type items are for future use 114 Passport Business Solutions Options Select from one of the following Merchandise Sub assembly Kit Format Select one of the above from a drop down list Example Select Merchandise Status This is a mandatory field Status must be on file prior to entry here This field is used as selection
93. existing one You may copy information from an existing kit item to make a new kit item which you may then modify using Kits Enter The new kit item must already exist in the Item file Select Copy from the Kits menu The following screen displays Enter the following information 1 Copy from kit item Enter the number of the kit item from which to copy Options You may also use one of the following options lt F1 gt For the next kit item on file lt SF1 gt For the previous kit item Format Up to 15 digits 2 Copy to kit item Enter the number of the new kit item Options You may also use one of the following options 212 Passport Business Solutions lt F1 gt For the next kit item on file lt SF1 gt For the previous kit item 3 Level Enter the level to be assigned to this kit item just as in Kits Enter Format One digit 4 Comments Enter any comments about this new kit item Format Four lines of 25 characters each The component items are then copied to the new kit item You may modify the new kit item information using Kits Enter 213 Passport Business Solutions RESEQUENCING KIT ITEMS In the event of a system failure component entries in a kit might become out of sequence In this case an error message may appear when you try to modify a kit definition The error message will refer to this Resequence functions To recover from this situation do the follo
94. fi LA B e Level 3 minimum qty i 12 13 14 Level 5S minimum qty Level 5 discount pct 1 Pro 1 2 Pro 2 J Pro 3 4 Pro 4 5 Pro 5 A Ave cost R Rpic cost 66 Passport Business Solutions 5 Level 1 minimum qty Enter the minimum quantity that will qualify for the discount percentage entered in the next field for level 1 Orders for quantities less than the minimum receive no discount In the following example orders of ten or more receive the discount orders of nine or fewer pay the full price The level 1 maximum quantity will be determined by what is defined for level 2 or will be unlimited if only level 1 is defined Format 99 999 999 99999 Example Type 10 6 Level 1 discount pct Enter the discount percentage that applies to orders with quantities falling within the level 1 range Format 999 99 Type 2 to specify 2 as the discount for orders of ten or Example more 7 Level 2 minimum qty Enter the minimum quantity that will qualify for the discount for the level 2 range or terminate defining additional levels by successively pressing lt Enter gt until Field number to change appears on the lower left corner of the screen Format 99 999 999 99999 Example Type 20 8 Level 2 discount pct Enter the discount percentage Format 999 99 Type 4 to specify 4 as the discount for orders of 20 or more Example 9 through 14 The remaining fields on the screen are grouped in pairs to all
95. files You can also use it to convert important data files to a format that can be easily interfaced to common data base and word processing modules Printers You can easily configure your PBS software to work with any of the most popular printers Additionally instructions are given to allow you to configure the software to use virtually any other printer Passport Business Solutions Weighted Average Regarding inventory weighted average measures the total cost of items in inventory that are available for sale divided by the total number of units available for sale Typically this average is computed at the end of an accounting period Suppose you purchase five widgets at 10 apiece and five widgets at 20 apiece You sell five units of product The weighted average method is calculated as follows Total Cost of Goods for Sale at Cost divided Total Number of Units Available for Sale Weighted Average Cost per Widget Example Five widgets at 10 each 50 Five widgets at 20 each 100 Total number of widgets 10 Weighted Average 150 10 15 15 is the weighted average cost of the 10 widgets Upgrading from Earlier Versions We have included the necessary functions and instructions to allow you to upgrade from earlier Classic versions See the PBS Administrative documentation for more information on upgrading Passport Business Solutions PRODUCT DESCRIPTION e Inventory Control is designed for
96. following options To include Al items regardless of whether or not lt F5 gt ie there is an associated vendor number To include only those items which do not have a vendor lt Enter gt number Format Up to six digits Example Press lt F5 gt for AlI vendors 8 Product category Options Enter the category to print the report for only one product category You may also use the following options To include All items regardless of whether they have a lt F5 gt category anise To include only those items which do not have a cat egory Format Up to five digits Example Press lt F5 gt for AlI categories 9 Product sub category If you entered Blank in the previous field this field also displays as Blank and may not be changed Enter the product sub category for the items to be printed Options You may also use one of the following options To include All items regardless of whether they have a ad sub category To include only those items which do not have a sub lt Enter gt category 445 Passport Business Solutions Format Up to five characters Example Press lt F5 gt for Al sub categories 10 Suppress blank lines Answer Y to eliminate blank lines between items on the report Answer N if you wish one line to be skipped prior to printing each item Format One letter either Y or N The default is Y Example Type Y and then press lt Enter gt 11 Print items with no
97. formats entering new import saved import function defined 527 12 13 12 12 13 13 13 13 13 13 12 12 12 573 476 477 277 375 G G L account file valid 12 G L distributions introduction to 499 G L report distributions to 498 G L usage notes 502 GIL selecting distributions to 500 general appearance of labels 220 general import information entering 275 General Ledger after receivings distributions to 553 described 2 distributions to 285 303 543 general sorting sequence 521 getting started chapter topics 11 with Inventory Control 12 goods movement physical 393 grids printing location 218 groups of items changing prices for 191 guide to daily operations 25 H hardware failure during posting 288 help 6 history inventory report 427 of sold serialized items 290 reports printing work order 496 selecting purge inventory 517 transactions entering 295 view serial 320 viewing inventory 306 viewing work order 326 494 work order 493 I I C codes file defined 13 control file 12 import formats entering new 277 saved 375 import information entering general 275 import data 151 274 importing counted quantities 375 importing receivings and transfers 275 inactive items purging 149 512 inactive items selecting purge 513 information control 37 entering control 40 entering vendor 126 master 89 selecting control 38 update serialized item 290 information introduction to Master 90
98. important to make any necessary change to the Transaction date field as the transaction is being added The transaction date cannot be changed in an existing transaction Format MMDDYY Document Enter the document number just as for a receiving Format Up to ten digits of unit of measure sold or Quantity sold Enter the quantity of this sale When you enter this quantity the new quantity available is automatically calculated and displayed Negative and zero quantity transactions are not allowed for sales Format 9999999999999 Price per stocking unit Enter the unit price or press lt F2 gt to use Price 1 for this item Because I C does not do conversions between stocking and pricing units all Note sale quantities and prices must be entered in stocking units Format 9999999 999 Example Type the price or use the option 262 Passport Business Solutions Actual cost for overstocking unit No entry is allowed in this field for sales The average cost for the item is automatically displayed If you are using serial costs as specified in the C Control file and this transaction is for a serialized item the sale is costed at the specific serial item cost from the Serial file if available rather than the average cost from the Item file Comment Enter any comment you wish about this sale Format Type up to 25 characters Serialized Items For an existing sale transaction for a serialized item
99. imported contains a decimal point to separate whole digits from the decimal positions the decimal point is used to determine the number of decimal places and your entry in this field is ignored Field number For delimited field formats enter the relative field number of the quantity in an import record Start Position and Length For fixed position field formats specify the starting column number and length of the quantity field in an import record 6 Lot numbers Describe the location of the lot number in each import record for lot controlled items as follows Field number For delimited field formats enter the relative field number of the lot number in an import record or press lt Enter gt to default to None if you are not using lot numbers Start Position and Length For fixed position field formats specify the starting column number and length of the lot number field in an import record or press lt Enter gt to default to a Start position of 0 if you are not using lot numbers Format Up to two digits or use the option Example Press lt Enter gt for Start Position Field number to change Make any required changes and press lt Enter gt If you defined a new import format or changed the saved import format you are asked if you wish to save replace the format Answer Y to save this import format for use in subsequent import sessions Only one import format may be retained The import format is saved in the
100. in Inventory Control The Kits chapter describes kits and the relationship between a kit and its components Work Order Types A work order can be immediate in which case the kit is immediately placed in inventory Alternatively a work order may be printed issued and the component items removed from inventory but the kit is not placed in inventory until the work order is completed When a work order is defined as immediate completion Inventory transactions are created to remove the components from and to add the kit to inventory The kit is immediately available for sale No document is printed and the process of closing the work order does not arise For an immediate work order you still have to commit the inventory and issue the work order When a work order is not immediate typically because some time and labor is required to physically assemble the kit several further steps are necessary before the kit is available for sale These steps described in detail in succeeding chapters are summarized below e The work order must be committed so that the inventory needed to complete it is not diverted to other uses Several iterations of this step may be needed when shortages exist and partial commitment is authorized Committed work orders may be deleted in which case their com ponents are uncommitted but they may no longer be changed e Work orders may be printed but only after commitment This is for the use of personnel doin
101. item s Expense Account Item file as the main account number with the specified profit center if multiple profit centers are used e Credit item s Inventory Account Item file Component Usages e Debit Work in Process Account this account number is entered when the work order is entered e Credit component item s Inventory Account Item file Downward Job Usages e Debit Adjustment Account entered for the transaction e Credit item s Inventory Account Item file Transactions are posted in the same order and with the same amounts as appear on the Inventory Transaction Register 544 Passport Business Solutions Cost CORRECTION NOTES When there is a negative quantity on hand and a receiving kit assembly credit memo upward job usage or upward adjustment is posted if the cost is greater than replacement cost LIFO FIFO then the cost correction account is debited for the difference between the two costs If the cost is less than replacement cost then the cost correction account is credited For Standard Cost the Purchase Variance account is debited or credited for differences between the transaction cost and Standard Cost 545 Passport Business Solutions Standard Cost Valuation This appendix contains the following topics Introduction to Standard Cost Valuation 0 0 0 NN rac ce icc ahh aca a deste dhe ces aie tee ee Postime ss cas acura Credit INI asisny crs eeaunhe
102. level Perpetual Inventory Perpetual inventory is an inventory system that shows each change in the amount on hand as it occurs It is called perpetual because you perpetually or continually know the amount of each inventory item on hand Accounting Accounting is the collection categorization and presentation of financial records General Ledger General Ledger is the area of accounting where the records from other areas of accounting are brought together for classification and summarization thereby creating a picture of the overall condition of the company s finances As used here general means pertaining to many areas Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called ledgers General Ledger is often abbreviated G L or GL General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses under which you categorize your telephone bills Passport Business Solutions General ledger account is often abbreviated G L account Accountants are experts at defining the various G L accounts financial activity categories needed by a business Part of this definition process involves assigning an account number to each G L account Independent busines
103. lower than the lowest price you have entered for the item Format 99 99 Example Type 2 9 Calculation method Enter P to calculate the commission amount based on the price or enter G to calculate the commission amount based on gross profit price minus cost You may default to P by pressing lt Enter gt Format One letter either P or G The default is P Example Press lt Enter gt to accept the default At the Field number to change prompt you may modify a field or press lt Enter gt to accept the code as defined Changing Existing Commission Codes If at the first field you enter the number for an existing code the screen display will be completed with the fields defined for the existing code Make any needed changes or use one of the options Options Make any needed changes or use on of the options 86 Passport Business Solutions fez lt Fl gt For the next commission code on file lt SF1 gt For the previous commission code lt F3 gt To delete this commission code Commission codes can only be deleted in change mode Before deleting any commission code make sure that no item is still using that code since the system does not test for this condition If you enter an invoice or order or other document for a line item containing a nonexistent commission code no error message will be issued and the line item will be considered uncom missionable If you have been entering the suggested examples
104. lt Enter gt For the Central warehouse lt F5 gt For All warehouses For a summary lot number inquiry you are asked to enter Start lot This field can only be entered in Character Mode Enter the starting lot number to be displayed or press lt F2 gt to start from the First lot number on file for the item Format Up to 15 characters Lot This field can only be entered in Character Mode If you selected Detail inquiry enter the lot number to be displayed For a summary inquiry up to 15 lot numbers display on the screen at one time Options If there are more than 15 lot numbers to view use one of these options lt F1 gt To view more lot numbers lt PgUp gt To return to a previous screen display of lot numbers To view the first activity date quantity received quan lt Enter gt tity sold quantity credited and the quantity adjusted for each lot number Format Up to 15 digits When you have finished reviewing the lot numbers press lt Esc gt You can then enter the item number of the next lot controlled item that you want to inquire into 318 Passport Business Solutions You can also press lt Esc gt when the lt PgUp gt or lt PgDn gt message is displayed to end inquiry into a lot controlled item before you reach the end of that item For a detail inquiry up to 12 transactions for the lot display on the screen at one time Options If there are more than 12 transactions use one of these
105. lt F1 gt For next lt SF1 gt For previous lt F3 gt To delete lt F5 gt To enter alternate items lt F6 gt To enter or change item notes lt F7 gt To enter or change status information lt SF7 gt To view the multi warehouse window The alternate items and items notes options are discussed in detail later in this chapter Temporary Item Conversion After an O E order with a temporary item is entered and before the order is printed while in I C Items you should convert any temporary item into an active item Conversion is not mandatory but if don t convert you will not be able to track in I C the items sold Do this by adding a new item and when on the item number field select the lt F2 gt function key A list of the temporary items entered in O E displays Once you have found the correct item select OK to continue or Cancel to exit After selecting OK you will be on a blank Item number field Enter a new item number You may change the description as well Enter the remaining item fields as needed Set up a status to match the warehouse used in O E Saving the new item will update the item number and description on the order Deleting Items An item can be deleted when status information explained later in this chapter exists for it if the status records contain no quantities on hand committed on order on backorder or on work orders If you select to delete an item you are asked to confirm the deletion if status recor
106. maneuvering around the menu To select the menu program use the Enter key or click on the menu line with the mouse The remainder of this section describes the functions of the Menu bar menu To navigate vertically within a module you have two choices You may use the up and down arrow keys on your keyboard or you may type the first letter of a displayed menu item If more than one menu item starts with the same letter pressing the letter again will position your cursor over the next menu item starting with that letter The remainder of this section describes the functions of the Menu bar To navigate horizontally between individual modules use your keyboard s left and right arrow keys Up to ten modules and your Passport Business Solutions System Manager may be displayed on the menu bar If you are using more than ten modules a More function is added to the menu bar To access your additional modules highlight More and press your lt Enter gt key To select one of the functions shown above use the arrow keys or press the first letter of the function name and then press lt Enter gt Exiting Passport Business Solutions To exit a Passport Business Solutions module press lt Esc gt from the main menu or click on the Exit button in Windows 23 Passport Business Solutions Always exit PBS before turning off your computer or you are going to be away from your computer for a significant amount of time Failure to exit PB
107. not using multiple warehouses then you cannot enter this field When editing an existing status this field cannot be changed Format Two characters Example Select the lt Enter gt key for the Central warehouse Character Mode For multiple warehousing you are asked to specify the warehouse for which you want to enter the item s status information Options Enter the warehouse code or use the option For Central if you defined a Central warehouse in lt gt Enies Warehouses The following screen displays Central Central next status record lt SF1 gt previous status r Note If you are using single warehousing you will not see the Warehouse field From this screen you can work with both new and existing status information for an item If status information for the warehouse you specified above and for the item number you enter here already exists that information appears and is available for changes or deletion Item number Options Enter the item number or use the options lt FI gt For the next status on file lt F1 gt For the previous status on file 155 Passport Business Solutions Format Four characters Example Type 101 When the item is specified the item description category and sub category vendor number stocking unit and quantities are displayed Deleting Status Records Use the Delete button Alt d or lt F3 gt to delete a status record A status record c
108. number 1 AA Drill 174 Power Stocking unit EACH Warehouse Central AA Central Blue Red Green and Warehouse avail 1 669 873 Type it X Black Handles Price 1 50 00 Transaction date 1271372010 Best in the business Price 2 49 00 Documett SS Quantity available 1 620 068 Price 3 48 00 5 00 Price 4 47 00 Quantity received E Chal Standud cost zo Average cost 25 53102 Price 5 46 00 Reduce ay used F Location 7 Now aly avail 7 520068 Actual cost for EACH 00 Chol Correcting entry I New whs avail 1 669 873 Receiving Adjustment Kit Sale Credit memo Transfer Component usage New average cost 25 53102 New Price 1 00 New Price 2 00 pet cy E New location RRRA re poner New Price 5 00 lt F5 gt comecting The ReceivingAdjustment Kit tab displays Character Mode After you select R for Receivings the following screen displays 247 Passport Business Solutions Inventory Enter XYZ Company 1 Item 1 Drill 1 4 Power Hand Warehouse Central Central 2 Type Receiving Stocking unit EACH Quantity avail 965 fhs avail 825 Top layer LIFO cost 12 00 Price 1 55 00 Top layer LIFO qty 100 Price 2 53 50 Location Price 3 51 00 Prices 0 00 3 Transaction date 30104 Pr ice 5 0 00 4 Document 5 Quantity received New qty avail New whs avail 6 Actual cost 7 New price t B New price 2 9 New price 3 12 New location 10 New price 4 13 Comment 11 New price 5 A receiving enab
109. number Format Up to 15 digits Example Press lt F1 gt 3 Work order date Enter the date to be assigned to this work order press lt Enter gt for the default date For the first W O entered the default is the System date thereafter the date of each work order entered becomes the default for the next Format MMDDYY Example Press lt Enter gt for system date 4 Kit quantity required Kit quantity required is almost always an integer but fractional quantities are permitted if the kit is not serialized This is occasionally useful when dealing with kits assembled from components that can be measured but not counted For example 105 octane gasoline might be defined as a kit assembled from an 80 octane component and a 120 octane component in a certain proportion You might then have as a result 250 35 gallons of the 105 octane gasoline and would enter that as the kit quantity Enter the number of kits to be assembled for this work order Format 9999999999999 Example Type 8 5 Work order reference Enter a reference for this work order This field is optional and is provided so that you may enter a customer number purchase order number or whatever reference you choose Later you will be able to locate an incomplete work order using this reference This is useful if you need to determine if a work order for a specific customer has been completed or not Using View work order history you will also be able to locate a completed work
110. of these 280 units and a chart compares these four methods in terms of the value of closing inventory and the amount of profit 524 Passport Business Solutions AVERAGE COST METHOD Under the Average Cost method the cost of inventory is the total cost of inventory on hand at the beginning of the period plus the cost of all goods purchased during the period valued at the aver age cost of these goods Average Cost Total cost of goods on hand divided by total quantity of goods expressed as some unit Inventory Control also allows the actual costs of individual serialized items to be tracked when the average cost method is used Serial Cost The real cost of an individual serialized item Average Cost is updated each time items are received into inventory If serial costs are being used the average cost is also recalculated when a serialized item is sole when a Move In or Move Out serial transaction is posted and when an inventory adjustment is made adjustment transaction using the serial number s serial cost Inventory July 31 July 1 Inventory 100 units at 1 00 100 7 Purchased 100 units at 1 20 120 7 Purchased 100 units at 1 21 121 15 Purchased 100 units at 1 30 130 26 Purchased 100 units at 1 40 140 Totals 500 units 611 Average unit cost 611 500 1 22 Ending inventory 220 units at 1 22 268 Cost of goods available for sale 611 Minus July 31 inventory 268 Cost of goods sold 343 If
111. oo ccc eee eee cccccceccceeee Entering Status i siocncgacisinnisnichna nds demas enaddniubs aranana aana 152 Passport Business Solutions INTRODUCTION TO STATUS This chapter describes the Inventory Status file how to set it up and how to print lists of the status information for items This selection allows direct access to and entry of status information for items that are already on file The Status screen is essentially the same as in the Items selection This selection is provided separately to allow you to easily enter status information when item information already exists For example when you start stocking an existing item at a new warehouse you only need enter status information for the new warehouse Status information can be deleted in the Status selection this chapter if the status record contains no current quantities on hand committed on order backorder on work order In addition status information can be deleted in the Items selection when an item record is deleted if all status records for the item contain no current quantities An item record cannot be deleted in Items if one of its status records contains current quantities 153 Passport Business Solutions ENTERING STATUS Select Status from the I C menu Graphical Mode A screen similar to the following displays New Eee Save Save New Dette Cancel Exit Select by warehouse Warehouse A Item number Qty commi
112. post sales and credit memo trans actions for inventory If you are using Purchasing with Inven tory Control Enter your receivings using P O Receiv ings When these receivings are posted in P O receiving transactions are generated and placed in the Inventory Transaction file for all inventory items received These receivings do not have to be entered again using Inventory They will Enter new items using Jtems If the item is a kit enter a kit definition using Kits You may read more in the Items and Kits chapters 26 Passport Business Solutions EACH DAY EACH DAY AS NEEDED be posted automatically along with any other transactions that you enter directly using Inventory Enter print and issue work orders to assemble kits Log work orders as completed using Com pleted work orders Close these work orders using Close work orders Back up data files to removable media Inquire into item information using View items Inquire into serial number information using View serial numbers Inquire into lot number information using View lot numbers Enter new price codes using Price codes and new commission codes using Com mission codes Use Item prices to enter new item prices for a specific warehouse and to change item prices Use Group price changes to change prices for groups of items Print price lists using Price list Determine which items have dropped below reorder level or wh
113. price Price 1 is always used as the default price if the item is sold using the Inventory selection If an item has a price code for the selected selling unit the item s selling price is calculated by applying the price code to the item default prices Price codes are used only in Order Entry and AJR Item default prices can be changed using either the Item prices or Items selection Warehouse specific Prices Warehouse specific prices are the prices charged for an item at a particular warehouse These prices are used in place of item default prices when the item is sold from that warehouse in A R or Order Entry If the item has a price code it is applied to the warehouse specific prices when calculating the selling price 174 Passport Business Solutions Warehouse specific prices can be entered using Item prices only if you selected multi warehouse pricing in Control information Sale Prices Sale prices are the prices charged for specific inventory items or groups of items for a specific period of time Ifa sale price is in effect when an invoice is entered in A R or an order is entered in Order Entry the price used is the lower of the sale price and the price calculated based on item default or warehouse specific prices Sale prices are entered using Sale prices Six distinct types of sale prices can be defined for the stocking unit and for each alternate unit of an item as shown below However A R and Order Entry u
114. price points in your store might be 0 79 1 79 2 79 By selecting a rounding method of P or I you can ensure that each calculated price coincides with one of your price points In our example 0 79 1 79 2 79 a two digit price mask of 79 defines the price points In other words no matter what price was calculated the last two digits of that price are masked with 79 Some businesses require multiple price masks or even different price masks for different price levels of goods Price points allows you to define up to three distinct price levels and up to sixteen price masks within each level For example your low price goods are under 3 00 and you price them at 0 79 1 79 and 2 79 Your moderate goods are more than 3 00 but under 9 00 and you price them at 5 95 or 8 95 The rest of your goods are over 9 00 and you price them in increments of 10 00 at 9 95 19 95 29 95 and so forth You would define your price points as follows Jian ie Cut off price 3 00 9 00 Unlimited Pe Price changes are calculated in the normal manner Then if you specified I as the rounding method the price is rounded to the next higher price point If you specified P the price is rounded to the closest lower or higher price point Your entry for the Level 2 Cut off price must be higher than the Cut off price for Level 1 and Level 3 must be higher than Level 2 Press lt Enter gt for Unlimited when entering the cut off
115. printed Upward Adjustments T Account Postings Posting causes certain fields in the Item file and in the I C Distribution to G L file to be updated The Item file and Distribution file changes are illustrated below along with T account representations of the posting activity Old Qty Old Avg Cost New Qty New Avg Cost 90 12 00 95 12 00 Actual entries in the I C Distribution to G L file Debit Merchandise Inventory 50 Credit Inventory Adjustments 50 T Account Postings 1100 000 1200 000 2000 000 Accounts Receivable Merchandise Inventory Accounts Payable BB 00 BB 0 0 BB 563 Passport Business Solutions 100 7000 000 Inventory Adjustments BB 0 100 60 7010 000 Purchase Variance BB 0 200 1000 100 100 100 50 5070 000 Cost of Goods Sold BB 0 100 7020 000 Cr Memo Adj Variance BB 0 10 1200 4010 000 Sales 0 BB 5080 000 Credit Memo 0 BB 100 Distributions to General Ledger after an Upward Adjustment Print the Distributions to G L Report by selecting Distributions to G L from the Reports menu Use First to Last for both the account number range and the date range Valuation Reports after Upward Adjustments Now print valuation reports using Standard Cost and then actual cost Example Select Valuation report from the Reports menu and print Valuation reports for item number 3 one using Standard Cost and one using average cost Item File after Upward Adj
116. processed for a lot number Prints the lot numbers report by item by vendor and by customer and allows purging of lot number information e Allows high speed entry of physical inventory counts and automatic generation of inventory adjustments e Supports input from hand held terminals for receivings and physical counts e Prints the Price List Inventory Valuation Report Purchasing Advice Report Inventory Usage Report Physical Count Worksheet ABC Analysis Report and Inventory Turnover Report e Supports kits A kit is an item that is assembled from other inventory items using a work order e Provides kit and work order reports including Where Used Report Kit Price Cost Report and Incomplete Work Orders Passport Business Solutions Allows reports to be stored on disk to save computer time then printed later at your con venience Allows use of multiple printers Includes password protection May be used either independently or integrated with General Ledger Order Entry Accounts Receivable Point of Sale Sales Analysis Purchase Order and or Job Cost May be used with ODBC Open DataBase Connectivity for producing spreadsheets in MS Excel Database connections with MS Access and integration with other ODBC compliant applications Passport provides ODBC through a product called XDBC Please contact your PBS provider for instructions on acquiring XDBC If you already have XDBC refer to the documentation provided with
117. product sub category press lt F5 gt to remove transactions for A sub categories Format Up to five digits or use the option for A Example Press lt F5 gt then press lt Enter gt 373 Passport Business Solutions 9 Warehouse Enter the warehouse code for which you want transactions created or press lt F5 gt for the Central warehouse Format Up to two digits of warehouses code or use the option Example Press lt Enter gt for the Central warehouse Field number to change Make any needed changes then press lt Enter gt 374 Passport Business Solutions IMPORTING COUNTED QUANTITIES Use the mport selection to automatically import the actual counts for physical count transactions Before using this selection be sure to make a backup copy of your CPHXF file in the Inventory Data File directory If you have to rerun the Import selection for any reason you will need to restore this file to its original state prior to the rerun Note If you use a hand held terminal to perform the physical counting process the Import selection can retrieve the actual counts collected by the device from a disk file and update the corresponding transactions Saved Import Formats If an import format was saved previously when using this selection that format is displayed automatically Use Field number to change to make any necessary changes for the file to be imported in this session You may also
118. removed 515 Passport s Business Solutions Purge Inventory History This chapter contains the following topic 516 Passport Business Solutions SELECTING PURGE INVENTORY HISTORY Use this selection to purge inventory history Maintaining inventory history has no significant detrimental effect on the system However you may choose to purge your inventory The purge creates balance forward records for all items and warehouses For this reason you may want to select a purge cut off date on the last day of the fiscal year You may purge to eliminate no longer needed history If you purge to conserve disk space you should know that disk space is not regained unless the records are physically removed by running the File recovery utilities selection to Export and then restore from export the Inventory history file Refer to the PBS Administration documentation for more information Select Purge inventory history from the Utility menu The following screen displays Purge Inventory history XYZ Company 1 Cut off date l 3 Starting item Ending item u Category oa Sub category lt F2 gt Latest Enter the information as follows 1 Cut off date Enter the last date of the inventory history to purge or press lt F2 gt for the Latest cut off date Only history records with a date on or before the date entered here are included Format MMDDYY Example Type 060199
119. report also includes information on each transaction processed for lot numbers Format Drop down list The default is Summary Example Press lt Enter gt for the default If you selected Detail you may print sales detail for one customer or a range of customers Enter the information in the next 2 fields as follows Starting customer and Ending customer Enter the range of customer numbers to be included in the report Follow the screen instructions Format Up to 12 digits Press lt F2 gt and then press lt Enter gt for the First and Example Last Make any needed changes 484 Passport Business Solutions OK or Cancel Select OK to continue to either purge and print or print only Select Cancel to return to the I C menu If you specified Print reportfor Detail or summary field the Lot Numbers Report is printed If you specified Print report purge file for Detail or summary field the Lot Purge Audit List is printed instead of the Lot Numbers Report showing detailed information on every lot number that is being removed from the file All records for lot numbers within the specified ranges are then purged from the Serial file Lot number records for the specified warehouse s are purged only if the lot s quantity on hand and quantity committed are zero 485 Passport Business Solutions Kit Price Cost Report This chapter contains the following topic Selecting Kit Price Fh p08 a ca S
120. sold on Enter the most recent date on which this item was sold It is automatically updated when an inventory sale transaction is posted Format MMDDYY Example Press lt Enter gt Last used on If you are not using either kits or Job Cost this field cannot be entered 135 Passport Business Solutions Enter the date of the last usage of this item in a work order or on a job as opposed to a sale This field is updated when a job usage transaction from Job Cost or component usage transaction is posted using Inventory Format MMDDYY Example Press lt Enter gt Quantities Average on hand This is a display only field This quantity is calculated when you run Close a period and represents a running weighted average of the quantity on hand each period See Weighted Average Refer to the information in field Maximum qty above regarding Average quantity on hand Qty on hand Qty committed Qty on back order Qty on order Qty on work order No entry is allowed in these fields Their meaning is the same as on the first Items screen except that the quantities shown are for this warehouse Period to date Next period and Year to date Fields When a transaction sale credit memo job usage or assembly is posted the following PTD and YTD fields are updated if the transaction date is on or earlier than the period ending date The period ending date was entered in Control information If the transaction date is beyo
121. source Otherwise answer N 478 Passport Business Solutions If you answer Y to Page break on source and are printing both unsold and sold serial numbers an additional field appears on Sold Unsold Answer Y if you want to print unsold and sold serial numbers on separate pages for each source Answer N if unsold and sold serial numbers may be printed on the same page for each source Format One letter either Y or S The default is N Example Type Y and then press lt Enter gt 12 Detail or summary The detail report shows individual serial numbers for each item you specify The summary report shows totals only for each specified item Enter D for a detail report or enter S for a summary report Format One letter D or S Example Type S and then press lt Enter gt 13 Warehouse If you are using multi warehousing enter the warehouse code for which you want the report printed Options You may use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses A sorting process takes place prior to printing or screen display of the report 479 Passport Business Solutions Lot Numbers Report This chapter contains the following topic Selecting Lot NUMDETS occ oiicssannssscsenancexasncsduaenasensans 480 Passport Business Solutions SELECTING LOT NUMBERS Use this selection to print a report showing lot number information for a specified range o
122. the above 7 digit numbers Cost centers also apply to sales A typical use for tracking sales by cost center is for a company that has several sales offices By making each sales office a cost center you can separately track the sales performance of each office Data Organization The information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process it logically data must be organized in some predictable way PBS software organizes your data for you automatically as it stores it on your disk There are four terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Passport Business Solutions Field A field sometimes called a data field is one or more characters representing a single piece of data For example a name a date or a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record A record in a data file is often referred to as an entry Data File A data file is a group of one or more related records A data file is often referred to simply as a file The Item file in Inventory Control is a
123. the Passport Sales Analysis application the sales analysis reports must be run before running Close a period This is because information needed for these reports will be completely cleared by this function If this is the end of the year this current period and date will become the default Prior fiscal year end date for the new period in Control information If you are using this User documentation as an instructional tool skip this function and follow the examples in the Sales Analysis documentation if Sales Analysis is being used Then return to the I C User documentation to run Close a period 507 Passport 3 Business Solutions maA SELECTING CLOSE A PERIOD Select Close a period from the I C menu The following screen displays Enter the ending date of the new period If the period is the last period in your accounting year answer Y to the question Js date also the year ending date Otherwise answer N If you are using Sales Analysis the sales analysis reports should be run before running Close a period This is because information needed for these reports is cleared by running this selection After you answer Y to Are your sure the period to date fields average quantity on hand and prior period fields are updated as described at the beginning of this chapter 508 Passport s Business Solutions Purging Serial Numbers This chapter contains the following topic Purging Serial Number
124. the initial setup of users and passwords refer to the PBS Users chapter in the PBS Administration documentation Using the Menus A menu is a list of things from which something can be selected Selecting items from a menu on a computer is the way you tell your computer what you want to do The Windows version of Passport Business Solutions can have three different menu types They are the Tree view Windows and Menu bar types 22 Passport Business Solutions The SCO Open Server and Linux versions only use the Menu bar Here is an example of the Tree view menu Status Inventory Serial numbers View Reports Reports kits Reports serial Reports master info Prices Kits Work orders Completed work orders Item labels Physical count Master information Close a period Utility The corresponds to expandable menu sections One click will open the menu selection for the application or the sub menu of a particular menu entry Clicking on the closes the menu item Viewing application menus will cause a vertical slider bar to display and sometimes depending on size and proportions of the screen and associate font the slider bar as well These sliders are mouse enabled In addition to the mouse based menu operation you can use the keyboard to navigate the tree view menu The home end page up page down and arrow keys provide a quick and easy method of
125. the item determines whether the price for this item is included in the taxable amount of the order or invoice in O E P S or A R A checked box means the item is taxable when the customer is taxable An unchecked box means the item is not taxable regardless of the customer s tax status If you are using A R with multiple tax levels per tax code you will need to determine if this item is taxable at one or more tax levels Check box with checked being yes and unchecked is no The default is unchecked Example Press lt Enter gt to accept the default Format Commission code Enter the commission code that will be used to calculate the sales rep s commission on a sale of this item or press lt Enter gt to skip this field This code takes precedence over all other commission information in the A R Control information Inventory account If you entered a category for this item fields 52 through 55 default to Note the accounts entered for the category Enter the inventory account for this item Options Use one of the following 128 Passport Business Solutions lt F1 gt 1200 000 Merchandise inventory lt F2 gt To scan through the valid inventory accounts file Receivings for this item will debit this account and sales of this item will credit it If you are using average cost valuation see the summary in the chapter titled Inventory Under Average Cost regarding postings to inventory accounts If you a
126. the price To use a price less than the base figure include a minus sign For example an entry of 10 establishes an item price of the specified base plus 10 An entry of 10 establishes a price of the specified base less 10 For both dollar amount and percentage changes you may also press lt Enter gt to indicate No change at any price Basis For each price being changed enter the base to use Enter O to use one of the item s old prices or enter R to use the item s replacement cost For prices other than Price 1 you may also enter N to use one of the item s new prices as the base An old price is a price on file for the item prior to the change you are making now The replacement cost is the cost of the item at the last purchase A new price is a price for the item that will be created by a change you have already made on this screen If you enter a basis of either O or N a window displays for you to select which old or new price you wish to use 195 Passport Business Solutions fzzm For new prices only those prices already specified on this screen are shown Note in the window Select the old or new price to be used by using the arrow keys or typing the first letter to position the cursor and press lt Enter gt If you specified to print the report without changing prices you can display the report to the screen or send it to a printer The display option is not available if you are also changing pric
127. the product for setup instructions Has Help highlights of functions built into the software If on hand quantities of component items are not to be reduced you may enter receiving trans actions using Inventory to establish on hand quantities for kit items If on hand quantities of component items are to be reduced use Work orders to enter and issue immediate work orders for assembly of the kit items Refer to the Work Orders chapter 10 Passport Business Solutions Getting Started This chapter contains the following topics 11 Passport Business Solutions GETTING STARTED WITH INVENTORY CONTROL It is assumed at this point that you have installed the programs for this module on your computer according to the PBS Administration documentation If you have not done so refer to that documentation and install the Passport Business Solutions software on your computer It is also assumed that you have familiarized yourself with the main features of this module by reading the Understanding Inventory Control chapter If you have not done so read that chapter and then return to this chapter This chapter describes the Inventory Control data files and briefly explains the order in which to set them up for regular use Inventory Control Data Files In order to use Inventory Control you first enter into the computer some information describing your inventory system and how you want the software to handle inventor
128. the same way as most word processing programs using the lt Enter gt key the character keys and the lt Delete gt key When you are finished entering text press lt Esc gt and follow the screen instructions When you have finished entering commands press lt Esc gt and the following file options display 34 File Save amp Continue Abandon changes Delete Format Example Passport Business Solutions Save what was entered changed clear the screen and get ready for another comment Like pressing lt Enter gt at Field number to change in other selections Save what was entered changed but leave the infor mation on the screen for further work Do not save what has been entered changed and get ready for a new comment Like pressing lt Enter gt at Field number to change in other selections Delete this entire comment from the file and clear the screen to get ready for another comment Like Delete in other selections The software will ask you to con firm the deletion with an OK to delete message Ten lines of 65 characters each Type Primary inventory account for sales The completed screen This completes the screen to enter inventory accounts Make any needed changes or press lt F3 gt to delete this inventory account Note An inventory account cannot be deleted if it is currently in use in the I C Control file as a default inventory account or if it has been e
129. to unchecked Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default Detail or summary The detail report shows the selected items for each customer you specify The summary report shows totals only for each customer In character mode enter D for a detail report or enter S for a summary report Drop down list box with the options of Detail and Sum Format mary The default is Detail Example Press lt Enter gt to accept the default 466 Passport Business Solutions Starting warranty date 1 and Ending warranty date 1 Enter the range of dates of the first warranty expiration for which serial numbers are to print Press lt F2 gt for Earliest and Latest warranty dates Follow the screen instructions Format MMDDYY Example Press lt F2 gt for both fields Starting warranty date 2 and Ending warranty date 2 Enter the range of dates of the second warranty expiration for which serial numbers are to print Press lt F2 gt for Earliest and Latest warranty dates Follow the screen instructions Format MMDDYY Example Press lt F2 gt for both fields Print costs Enter Y if you want to print the cost on the report or use Y and the cost will not be printed on the report Check box where checked is yes and unchecked is no The Format default is checked Example Press lt Enter gt to accept the default Warehouse Options If yo
130. top LIFO FIFO layer displays above as part of the old information If your sale quantity exceeds this amount you will be using at least one new LIFO FIFO layer to satisfy the sale quantity Price for unit Unit represents the selling unit on file for this item Automatic calculation of sale price contract price or discounted price such as occurs in the Invoices selection is not available in the Inventory selection This is because Inventory transactions are not specific to any particular customer Enter the unit price or press lt F2 gt for Price 1 Format 9999999999999 Example Press lt F2 gt Ext price The extended price appears automatically Actual cost per unit For credit memos actual cost must always be entered For sales this field is informational and contains the average cost which cannot be changed LIFO FIFO and Standard Costs Standard cost sales are costed at the standard cost on file For LIFO FIFO the exact actual cost per unit of the sale is determined by automatically running through enough LIFO FIFO layers to satisfy the quantity of the sale The total cost represented by the layers to be relieved is divided by the sale quantity to obtain the actual cost per unit Unposted entries existing elsewhere for the same item do not affect the layers so the cost of this item when it comes to be posted may vary from what you see now To see the cost used for posting print an edit list just before posting Commen
131. transfers import records defined deleting status entering status loading status recovery procedure file removing physical count transactions replacement cost reports after receivings valuation distributions to G L flooring introduction to serial number inventory history kit price cost lot numbers 60 350 535 553 247 553 285 552 553 275 156 133 172 372 248 553 498 476 464 427 486 480 printing serial numbers by customer printing serial numbers by item printing serial numbers by vendor printing serial numbers on loan printing work order history selecting ABC analysis selecting flooring selecting inventory history selecting kit price selecting stock status selecting usage selecting where used serial number stock status usage valuation where used requests entering status load printing load resequencing kit items restoring lost or corrupted control files results posting return of serialized items loan return entering loan out and loan 465 468 471 474 496 453 477 428 487 433 448 491 463 432 447 437 490 168 171 214 573 302 291 299 sale price lists printing sale prices by category by item entering multiple purging sales sales account default sales and credit memos entering sales inventory sales posting sales T account postings after saved import formats selecting ABC analysis reports close a period control information distributions to G L f
132. up by qty Enter 4 as the price code type and R as the price basis for Replacement cost Example The following screen displays 71 Passport Business Solutions Enter the information for fields 5 through 14 as follows 5 Level 1 minimum qty The level 1 minimum quantity is the minimum quantity ordered that will qualify for the level 1 mark up percentage you will enter in field 6 Quantities must be in ascending order Format 99 999 999 99999 Type 10 to specify ten as the minimum quantity ordered Example to qualify for the mark up percentage to be entered in field 6 6 Level 1 mark up pct Enter the mark up percentage that applies to orders with item quantity at least as large as that specified in field 5 Format 999 99 Type 70 to specify 70 00 as the mark up for orders of Example ten or more 7 Level 2 minimum qty Enter the minimum quantity ordered that will qualify for the level 2 mark up percentage specified in field 8 Format 99 999 999 99999 Example Type 20 8 Level 2 mark up pct Enter the mark up percentage Format 999 99 Example Type 60 9 through 14 The remaining fields on the screen are grouped in pairs to allow definition of the remaining quantity ranges e 9and 10 e 11 and 12 e 13 and 14 Example For fields 9 through 14 continue entering minimum quantities and the corresponding discount percentages Price Code Type 5 This method is the reverse of type 2
133. up to 6 inventory transactions at a time You may sort the transactions by item number in ascending or descending order Only column names in red may be sorted To change the sort direction or field either click on the column name or the arrow to the right of the column name or use the View menu options To locate an inventory transaction start typing the item number You may also use the up down arrows Page up Page down Home and End keys to locate an item The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys Inventory transactions that display in the list box are available for changes or deletion The fields for the selected item display in the lower part of the screen When an inventory transaction is found you may select the lt Enter gt key or Edit button to start editing Inventory Transaction Buttons The buttons at the top of the screen and keyboard equivalents do the following Button Keyboard Description New Alt n For adding a new inventory transaction Edit Alt e For editing an existing inventory transaction 244 Passport Business Solutions fez Save Altts For saving a new item or changes to an existing inven tory transaction This button combines the Save and New buttons by first Save New Alt w saving the item and then starting a new inventory trans action Cancel Altte To cancel the editing or adding of an inventory trans action Exit Altix To exit the screen Exit works like
134. use by retailers wholesalers and manufacturers It includes those features most asked for by thousands of users whose experiences with previous inven tory control modules have helped refine Inventory Control to its current mature level e Supports multiple companies and multiple cost centers e Provides for multiple warehouses e Supports multiple costing methods average standard LIFO and FIFO as well as serial real costs for serialized items using average cost e Permits use of multiple balance sheet inventory accounts e Allows you to maintain item data and print item lists e Allows you to maintain inventory status and print status reports e Allows you to maintain and print price codes and commission codes e Supports alternate selling units e Provides special pricing by category sub category and location supports sale and contract pricing and generates group price changes e Allows you to enter change delete and post inventory transactions and to print an edit list and a transaction journal for receivings sales credit memos transfers and adjustments e Tracks inventory by unique serial number or lot number e Has inquiry into all currently available and previously sold serial numbers and shows oldest unsold serial number e Prints the serial loan report the flooring report and the serialized item report by item by ven dor and by customer e Has inquiry into lot numbered inventory including a history of transactions
135. used PTD and Qty used YTD of the component item are increased Thus a component usage transaction is similar to a downward adjustment except it represents a usage of the inventory to construct a kit as opposed to a downward adjustment for some other reason You can use nventory to view kit assembly transactions Changes can be made to the Comment field The screen that appears in nventory is similar to the screen for downward adjustments except that e used is shown for kit assembly instead of adjusted e WIP account is shown instead of Adj acct Fields already described in the Receivings and Adjustments sections are not repeated here except where a difference exists Example Type U for Type Document Issue work orders creates document numbers for kit assembly entries by prefixing W O to the 6 digit work order number Enter the document number Format Up to ten characters Example Type W O 000001 Quantity used The new quantity available and new warehouse available are automatically calculated and displayed Comment Format 25 characters This is the only field that can be changed Enter any comments you wish about this kit assembly 272 Passport Business Solutions ENTERING JOB USAGE TRANSACTIONS This section applies only if Job Cost is interfaced to I C If it isn t skip to the section Printing Inventory Edit Lists Job Usage entries cause items to be allocated to a specific job or to be ret
136. variance is actually a purchase price variance and it allows you to assign variance responsibility to the purchasing or sales department within your company At the end of an accounting period this purchase price variance must be allocated between cost of goods sold and ending inventory for financial statement presentation purposes See the appendix titled Standard Cost Valuation for more details concerning the assignment of responsibility within departments and the transactions involving the purchase variance account Cr memo Adj variance account Standard cost only Enter the number of the account that is to serve as a variance account for credit memos and adjustments If you are using LIFO FIFO or Average this field cannot be entered Current period ending date This is the ending date of your current accounting period It is used during transaction posting to determine whether the transaction applies to the current period Graphical Mode After entering the last field the following tab displays General Account information Items Miscellaneous item searched by 1st keyword method None vx 2nd keyword method None x 3d keyword method None x Ath keyword method None Physical count method Normal Inventory reorder basis Net quantity Use sale prices by Item Categor Sub category Use contract prices by Item Categor Sub category Print item labels Default label for at al User defined fi
137. which does not have that price defined Recall that Price 1 is the only required price on an item In all such cases the system uses Price 1 It behaves as it would have behaved in the absence of a price code 61 Passport Business Solutions Ezz Refer to the tems chapter for a further explanation of these prices and costs 62 Passport Business Solutions fez ENTERING PRICE CODES Select Price codes from the Master Information menu The following screen displays From this screen you can work with both new and existing price codes If information has already been entered for the price code you specify it appears and is available for changes or deletion Enter the information as follows 1 Price code You may use either numeric or alphanumeric codes Unlike most other alphanumeric fields in this system leading zeroes are suppressed That is an entry of 8 is read as 08 and so displayed thereafter Options Enter the number assigned to this price code or use the following options lt F1 gt To scan through the price code on file lt SF1 gt For the previous price code Format Either two letters or digits Example Type 1 2 Price desc Enter a description of this particular price code This description will appear on the entry screen for selling items 63 Passport Business Solutions Format Up to 25 letters Example Type Discount by Quantity 3 Price type Price cod
138. with a discussion of setting up the Inventory Control module for the standard valuation method followed by descriptions of transaction processing involving receivings sales credit memos and adjustments Setting up Inventory Control The following should help you and your accountant decide if the Standard Cost method is appro priate for your company and it should also serve as a reference for processing Standard Cost trans actions When the Standard Cost valuation method is selected in your I C Control file your inventory can be valued at both standard and actual average cost This means that all your accounting transactions booked to the G L are made using a Standard Cost per unit however perpetual average cost is also calculated and recorded but not booked This allows you to identify both the Standard Cost of your inventory per your G L distribution as well as the actual cost of your inventory per the Valuation Report with the A method selected You may set the I C Control file so that receivings will update an item s Standard Cost with it s replacement cost The examples in this section are based on the I C Control file set to not update Standard Cost with Replacement Cost The following should assist you in understanding the processing logic used for Standard Costing Several transactions are illustrated and the set up of selected master files is shown Set up or verify the information in these files 547 SE E
139. your prices you do not need price codes In either case you may skip this chapter This selection enables you to define price codes This feature lets you design a more sophisticated price structure than can be achieved by simple discounting Once defined price codes can be applied to items or ranges of items whenever you choose For items to which you apply a price code the price code determines the price when the criteria of the price code are met by an order s e A price code is a formula describing how to arrive at a price e The basis of the computation may be the customer type or the quantity ordered or both e The result may amount to either A discount from one of the item s prices average cost or replacement cost A mark up from either one of the item s prices the average cost or the replacement cost e A selection from among the current prices defined for an item e Although discounts are usually applied to prices and mark ups to costs the reverse is per mitted Each of these possibilities is specified by selecting a price code type For instance one code discounts the price solely on the basis of the quantity ordered while another selects one from among up to five existing prices average cost or replacement cost on the basis of a customer type There are eight types of price codes Each price code must include the selection of one of the eight price code types Once a price code has been defined it may then be a
140. 0 cece eee eee eee Selecting Close a Period 2ccscnenessssennnneecseassnneseses 505 Passport Business Solutions INTRODUCTION TO CLOSE A PERIOD Use this selection to clear the period to date fields in the Status file Specifically the quantities or amounts in the following fields will be set to zero e Quantity sold PTD e Quantity used PTD e Quantity returned PTD e Sales PTD e Costs PTD Additionally if prior period information is being retained in the Status file then the oldest period is deleted and the period being closed becomes the most recent prior period You may also clear the year to date fields as explained below You must close at the end of the designated period as defined by you There is no grace period Prerequisites for Closing Periods Prior to running this selection you should ensure that you have posted all inventory transactions for the current period Then you should print all needed inventory reports and any sales analysis reports if you are using Sales Analysis in order to obtain a permanent record of the final period to date figures and corresponding year to date figures for your inventory items The term period as used here may either be your accounting period or you may choose a longer or shorter time For example you could run this selection and close I C each week In this case the period to date figures on the inventory and sales analysis reports would be weekly figu
141. 0 digits Example Enter 25 50 Contract Prices by Category If you specify a Contract type of Category the following screen displays Prices Contract prices XYZ Company 1 Contract type Category Customer number C J Category Sub category Start date End date Contract ID Use contract or lowest price 9 Price basis Cn OH aun 10 Disc pet 11 Alt 1 disc pct 12 Alt 2 disc pct blank look up by name lt Fi gt look up by contract ID Enter the following information 2 Customer number Enter the number of the customer to receive the contract price 187 Passport Business Solutions Options You may also use one of the options lt F1 gt To lookup by Contract ID Blank To look up the customer by name Format Up to 12 digits or use the options Example Press lt Enter gt for customer name After entering the first contract price you may also press lt Enter gt to use the last customer number entered 3 Category Enter the category of the items to be included in the contract price Format Up to five characters Example Type Misc 4 Sub category Enter the sub category of the items to be included in the contract price or press lt F5 gt for all sub categories of the category An entry of All is considered a category contract price because it includes the entire category An entry of a specific sub category is considered a sub category contract price If you enter a c
142. 10 SPF Sa O SS SSS S SSeS a 2 2 i el _ ES ea 2 ers If you are not using kits or Job Cost the Quantity used and Oty sold used columns cannot be entered Character Mode 138 Passport Business Solutions The screen appears as shown above if you are using kits and or Job Cost If you are not using kits or Job Cost the Otv used and Oty sold used columns do not display Prior periods qty sold used sold used returned Enter a quantity in each field except Oty sold used which is calculated automatically or press lt F2 gt to set the quantities in all prior periods to zero Format 999999999 99999 There may be up to 24 periods If there are more than 12 periods then you must enter the second Prior Periods tab which has the same type fields as the first Prior Periods tab just earlier periods The first status screen reappears to enter another item in this warehouse When there are no more items associated with this warehouse press lt Esc gt at the Warehouse field Each time you run the Close a period selection the oldest period is removed and the period just closed becomes the newest period displayed on this screen 139 Passport Business Solutions ENTERING ITEM NOTES If you select to enter item notes you can enter unlimited notes for this item Graphical Mode Notes are entered on a screen like this Select note by Descending date Item 1001 Drill
143. 2 gt For the highest item on file Ener To select only the item entered in the starting item field For the Status by Item Description List enter as follows Starting item description Enter the starting item description that is alpha numerically lowest in the range of items to be shown on the report or press lt F2 gt for the first description on file 162 Passport Business Solutions Ending item description Enter the ending item description that is alpha numerically highest in the range of items to be shown Options You may use one of the options lt F2 gt For the Last description on file To show only the starting item description if you did lt gt ie Entar not select First for starting description above Print in order by If you selected a specific warehouse for the first field or you are not using multiple warehouses this field is skipped If you selected All warehouses enter Warehouse to print the status records grouped by warehouse or enter Item to print the status records grouped by item Format One character The following field is requested only for the Status by Item Number List Group by inventory acct If you selected to print by warehouse this field is skipped Check this box to print the items in order by inventory account number Leave the box unchecked to print the items in item number order If you do not check this box entry of the next field is not allowed
144. 21 Passport Business Solutions fez General Costs and Pricing Item details Vendor Accounting Multi warehouses Item number Description Warranty j Grace period Days ABC code Drawing Revision date ___ O 311111111111111 fC Character Mode After you press lt Enter gt at Field number to change a second screen displays Physical size Weight This field allows entry of the weight of the item Weight information can be printed on invoices from Order Entry Format 99999 99 for the weight and four characters unit Example Type 345 and press lt Enter gt Type Lbs Height This field allows entry of the height of the item 122 Passport Business Solutions Format 999999 999 height and four characters unit Example Press lt Enter gt Width This field allows entry of the width of the item Format 99999 999 width and four characters unit Example Press lt Enter gt Depth This field allows entry of the weight of the item Format 99999 999 depth and four characters unit Example Press lt Enter gt Item dates Date created This date is automatically updated by the system Last sold on This date is automatically updated by the system Last used on This date is automatically updated by the system Last received This date is automatically updated by the system Drawing Drawing number This field allows you to associate a drawing number w
145. 355 345 343 359 348 350 328 423 381 424 10
146. 4 Limited Warranty and Disclaimers Passport warrants that the CD ROM and or other media on which the Software and User Documentation is recorded are readable by a compatible hardware system For a period of 90 days the Warranty Period after the initial date of this license if Licensee discovers any defects in the readability of the original CD ROM and or other media Licensee may return it to Licensee s Passport Partner your Pass port Software supplier or Passport for a free replacement which is Licensee s sole and exclusive remedy in the event of such defect s EXCEPT AS SPECIFICALLY PROVIDED HEREIN THE SOFTWARE IS NOT ERROR FREE AND IS BEING PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND PASSPORT SOFTWARE INC ITS PROGRAM LANGUAGE SUPPLIERS AND OTHER VENDORS HEREBY DISCLAIM ALL WARRANTIES WHETHER EXPRESS ORIMPLIED ORAL OR WRITTEN WITH RESPECT TO THE SOFTWARE INCLUDING WITHOUT LIMITATION ALL IMPLIED WARRANTIES OF TITLE NON INFRINGEMENT MERCHANTABILITY FITNESS FOR ANY PARTICULAR PURPOSE COURSE OF DEALING OR TRADE USAGE NO WARRANTY IS MADE REGARDING THE RESULTS OF ANY SOFTWARE OR SERVICES OR THAT ALL ERRORS IN THE SOFTWARE WILL BE COR RECTED REGARDLESS OF THE FORM OR NATURE OF ANY CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES AND DO NOT ALLOW A LIMITATION ON HOW LONG ANY IMPLIED WARRANTY LASTS SO THE ABOVE LIMITATIONS MAY NOT APPLY NO PASSPORT EMPLOYEE SUPPLIER OR AGENT IS AUTHORIZED TO MAKE
147. 54 00 Period to date Year to date Location code Sales 00 Maximum qty 50 Costs 00 00 Reorder level 5 Qty sold o o ty used o o Last sold on None Qty ret o o Last used on None lt Fi gt snext warehouse lt F2 gt new warehouse lt F5 gt 5all warehouses lt FSitems Quantities and dates Last sold on and Last used on on this screen are those for the particular warehouse 313 Passport Business Solutions If warehouse specific item or sale prices are defined they display on this screen Otherwise the prices shown are those in the Item file Options While viewing status information you can use one of the options lt Esc gt To specify another item to inquire into To view status information for the next warehouse on lt F1 gt file lt F2 gt To specify a different warehouse for inquiry lt F5 gt To view item availability in all warehouses To re display the item inquiry screen for the current lt F7 gt s item 314 Passport Business Solutions VIEWING LOT NUMBERS Use the View Lot numbers selection to inquire into the lot numbers for an item Select Lot numbers from the View menu Graphical Mode The following screen displays New Edit Save Save New Delete Cancel Exit Item lookup Item number ADO Warehouse bh eoe Select by ascending lot number Lot number Whs Last activity Qty on hand Qty available Reference Quantities R On hand Committed
148. 7 New qty avail 20 067 Actual cost for EACH 00 Choi Correcting entry New whs avail 69 866 Receiving Adjustment Kit Sale Credit memo Transfer Job usage Component ysage New average cost 25 53102 New Price 1 00 New Price 2 00 Adj account e a New Price 3 00 New location New Price 4 00 Comment New Price 5 00 lt F5 gt correcting The ReceivingAdjustment Kit tab displays 258 Passport 3 Business Solutions mA Character Mode Entry Date For LIFO FIFO this field is called Layer date for adjustments to a specific layer Document Enter the document number just as for a receiving Format Up to ten digits Quantity adjusted Enter a positive or negative quantity If the item is serialized 1 Whole numbers are required fractional quan tities are not allowed and 2 the quantity can be adjusted downwards only Note to the extent that the number of serialized units does not exceed quantity on hand Format 99999999 99999 Reduce qty used This field only appears if e Control information specifies that kits are used and e You have entered a positive value in the preceding field This feature is provided to enable disassembly of kits after posting If you are doing this check this box In all other cases unchecked is no Format Check box checked is yes and unchecked is no Actual cost for unit Format 99999999 99999 Example Type 11 22 259 Passport Business Solutions
149. 999999 99999 Standard cost When you select LIFO FIFO or average as the inventory valuation method in Control information this field cannot be entered If standard is the inventory valuation method enter the standard cost The standard cost is the cost you have set as standard for one stocking unit of the item being entered The cost set by you in the Item file is not updated by the system Later if the actual cost of the item varies from the standard cost the variance difference will be reported separately Standard costing is illustrated in the Standard Cost Valuation appendix If Note you wish to use standard costing throughout the exercises make up a stand ard cost for each item on file Format 999999 99999 117 Passport Business Solutions Replacement cost Enter the replacement cost of the item Replacement cost is the cost of a stocking unit of an item at the last purchase It is updated automatically when a receiving is entered Replacement cost is used as a default cost for miscellaneous items Format 999999 99999 Example Press lt Enter gt Price unit Enter the pricing unit or press lt F2 gt to use the stocking unit as the pricing unit Format Up to four characters Example Press lt F2 gt On certain items the unit of measure on which pricing is based may be different from the stocking unit The pricing unit entered in this field allows you to record this different unit of measure For e
150. A R with back order control quantity on work orders if you are using kits quantity on order if you are using A R Options Use one of the following F For full format report B For brief format report Format One letter from the table above Example Type F then press lt Enter gt 435 Passport Business Solutions 10 Include items with on hand qtys which are Items can be selected for printing based on their on hand quantity Enter N to include only items with non zero quantity on hand B for only items that are below the reorder level or O for only items that are out of stock Options You can use the following options N For non zero quantity on hand B For items that are below the reorder level O Only for items that are out of stock lt F5 gt For All Format One letter from the table above Example Press lt F5 gt and then press lt Enter gt for Al items 11 Print costs Enter Y if you want to have printed the prices of items on report that will be printed out or send to disk Format One letter either Y or N The default is Y Example Press lt Enter gt to accept the default 436 Passport Business Solutions Valuation Reports This chapter contains the following topic Introduction to Valuation Reports 0 0 0 0 2 2 2200 Selecting the Valuation Report 0 00 0 0 20 cece eee eee Selecting the Valuation by Date Report 0 00 0 00 437
151. ABC analysis selection in I C For an explanation of what the ABC code is see the chapter in this documentation titled ABC Analysis You can enter one character A B or C but you don t have to enter it because it can be automatically set when you run ABC analysis You can skip this field by pressing lt Enter gt Format One letter A B or C or press lt Enter gt to skip this field Example Press lt Enter gt B O code Enter a code to indicate whether this item can be back ordered for customers and whether committed quantities are tracked for this item Select OK to B O if the item may be backordered and quantity committed is tracked Select not OK to B O to designate that the item may not be backordered If an attempt is made to backorder this item a warning displays but it can be override Select no B O control if the item cannot be backordered and quantity committed is not tracked If no B O control is selected here no committed quantities will be tracked for the item in O E P S and I C 124 Passport Business Solutions Enter OK to B O to indicate that it is acceptable to back order the item in O E and P S or not OK to B O to indicate that it is not acceptable to back order the item Regardless of your entry you will still be able to back order or not backorder the item in O E and P S Your entry here should be such that normal conditions are accommodated If no B O control is selected no attempt is m
152. Account Item file e Credit Work in Process Account entered for the work order If a kit assembly occurs when there is a negative LIFO FIFO layer e Debit item s Inventory Account Item file e Debit or credit Cost Correction Account I C Control file e Credit Work in Process Account For Standard Costing e Debit item s Inventory Account Item file e Debit or credit Purchase Variance Account I C Control file e Credit Work in Process Account entered for the work order e See the note below titled Special Note on Cost Correction Credit Memos e Debit item s Inventory Account Item file e Credit Memo Account Item file as the main account number with the specified profit center if multiple profit centers are used 543 Passport Business Solutions Upward Job Usages e Debit item s Inventory Account Item file e Credit Job Account entered for the transaction If a job usage occurs when there is a negative quantity on hand Debit item s Inventory Account Item file Debit or credit Cost Correction Account I C Control file e Credit Job Account I C Control file Upward Adjustments e Debit item s Inventory Account Item file e Credit Adjustment Account entered for the transaction Transfers No distributions are created for transfers Downward Adjustments e Debit Adjustment Account entered for the transaction e Credit item s Inventory Account Item file Sales e Debit
153. Business Solutions When Items is used to enter or change item information that is used as a keyword method the item keywords are updated in the Keyword file If you select Full Description as a keyword method each separate word of two or more characters separated by a space or comma in any line of an item s description is considered a keyword and is stored in the Keyword file If you change a keyword method after setting up your items you must run Rebuild item keywords on the I C File utilities menu to rebuild the Keyword file The keyword search method is used in Order Entry order lines and I C View gt Items to help you search for an item In graphical mode it can also be accessed anywhere where the item lookup is available by clicking on the Keyword button Physical count method Select Normal or Expanded from the drop down list box In Inventory Control you can perform the physical inventory counting process in one of two ways the normal way or the expanded way The normal way allows you to print physical count worksheets for the items to be counted When the physical count is complete you must manually calculate and enter adjustments using the Inventory selection to align the item quantities on hand with the physical count quantities If you select normal follow the instructions in the Physical Count Worksheets chapter The expanded method takes a picture of inventory levels for the items to be counted Physical
154. Cost of goods sold portion is calculated by subtracting the Ending inventory portion from the net variance amount 4 The following entry would be made to allocate the variance assuming the net variance was a debit balance Debit Merchandise Inventory Debit Cost of Goods Sold 566 Passport Business Solutions Credit Purchase Variances Credit Memo Adjustment Variance Standard costs are not usually changed during the year However if your Note circumstances dictate that a change is needed and your accountant agrees changes are allowed in this system Prior to changing even one standard unit cost though it is necessary to allocate the net variances that have been accumulated to date All outstanding transactions should be posted and then the procedures outlined above for year end allocation should be followed and the appropriate journal entries made After the journal entries have been made your General Ledger module will have inventory at actual cost and your Inventory Control module will have inventory at Standard Cost To state your General Ledger inventory at Standard Cost you would make the following entries Debit Purchase Variances Debit Credit Memo Adjustment Variance Credit Merchandise Inventory This will allow you to continue using Standard Cost on a daily basis Notice that you do not have to make any reversing journal entries for Cost of Goods Sold because it is an expense account 567 Passpor
155. Fis a Ending item Ta Printinorderby z Group by inventory acct Inventory account 8 Taf Ss Vendo AF gulf Powerco gulf Prodetsb catenow AF gaff Print prior periods Print items which have K no quantity on hand 9K _ Lancet Character Mode A screen then displays similar to this 161 Passport Business Solutions If you are not using multiple warehouses then the Warehouse field and Print in order by warehouse or Item field will not display The field numbers will change and so that there are 9 fields instead or 11 With the exception of the second and third fields the screen for both status lists are almost identical Warehouse Format two characters Options For multi warehousing enter the warehouse code or use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses If you are not using multi warehousing you will not see this field or the Note Print in order by warehouse or item field and all field numbers will be one less than the numbers shown Print by item Select to print by either item number or description Drop down list box with the choices of Number or F t nae ee Description Starting item Enter the starting item to be shown on the report or press lt F2 gt for the first item on file Ending item For the Status by Item Number List enter the ending item to include Options You may use one of the options lt F
156. IFO layers until they are actually posted When Standard Cost inventory valuation is used this position displays the Standard Cost for this item from the Item file LIFO units With a FIFO inventory this position would display FIFO units In either case the number of units displayed is the number of units available at the cost displayed as LIFO cost or FIFO cost This shows the number of units still available at that cost from the last posting If no LIFO layers have been established this line shows Replacement cost 537 Passport Business Solutions When Standard Cost inventory valuation is used this position displays the Average Cost for this item from the Item file 5 Quantity sold Under LIFO and FIFO the number of units available in the top LIFO FIFO layer displays above as part of the old information If your sale quantity exceeds this amount you will be using at least one additional LIFO FIFO layer to satisfy the sale quantity Format 9999999999999 7 Actual cost for stocking unit No entry is allowed in this field for sales Sales are posted at LIFO FIFO or Standard Cost depending on the valuation method used For LIFO or FIFO the exact actual cost per stocking unit of the sale is determined by relieving LIFO FIFO layers to satisfy the sale quantity The total cost represented by the layers to be relieved is divided by the sale quantity to obtain the actual cost per unit LIFO FIFO layers ar
157. Inventory Control Passport Business Solutions Accounting and Business Software Version 12 0 April 2011 Passport Business Solutions ort Inc 181 Waukegan Road Suite 200 Northfield Illinois 60093 847 729 7900 or 800 969 7900 FAX 847 729 7909 WWww pass port com Passport Business Solutions Accounting and Business Software Copyright Passport Software Inc 2011 All Rights Reserved PROPRIETARY RIGHTS NOTICE No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in con nection with any information storage or retrieval system without the permission in writing from Passport Software Inc Passport Software Inc Passport or PSP have taken reasonable preventive measures to ensure the accu racy of the information contained in this manual However Passport makes no warranties or representations with respect to the information contained herein and Passport shall not be held liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual AcuCopp is a trademark of AcuCorp Inc All rights reserved All other tradenames and logos are trademarks of their respective companies ATTENTION ONLY LICENSEES CURRENTLY ENROLLED IN THE PASSPORT UPDATE PROGRAM PUP ARE PERMITTED TO INSTALL AND USE SUBJECT TO THE TERMS AND CONDITIONS
158. Last sold on 6 Last used on Qty sold PID Qty sold YTD Qty used PTD Qty used YID Qty ret PTD amau B Seon lt 1 1 Avg qty on hand 1 ret YTD Qty on hand Qty committed 13 Sales PID Qty on back order 14 Sales YTD Qty on order 15 Costs PTD Qty on work order 16 Costs YTD lt F1 gt next status record lt SF1 previous status record Enter the information as follows Warehouse If you are not using multiple warehouses as defined in I C Control information then this field cannot be entered and will default to Central Enter the code for the warehouse for which you want to enter the item s status information You must have previously defined the warehouse code using Warehouses Options Enter a warehouse code or use one of the options lt F1 gt For the next status record lt SF1 gt For the previous status record Format Up to two digits or use the option Example Press lt F1 gt Location code Enter a bin or floor location code where items are stored When picking tickets are printed in Order Entry or when a Physical Count Worksheet is printed items are listed in order by their location code to help physically locate them The location code is alphanumeric so it may be letters numerals or a mixture of both Alphanumeric characters are handled differently by the program than purely numeric numbers For example the alphanumeric characters 12 where represents 2 spaces is not the 134
159. One other serial number report the Flooring Report is described in the Flooring Report chapter The Serial Numbers by Customer Report shows sold serialized inventory organized by customer This report can be used to highlight a range of warranty expiration dates The age of each sold serial number is also shown based on the invoice date The Serial Numbers by Item Report shows current unsold or sold serialized inventory organized by item number The Serial Numbers by Vendor Report shows current unsold or sold serialized inventory organized by vendor This report shows the age of each serial number based on the serial number receiving date for the specified range of vendors The last activity for each serial number is also shown The Serial Numbers on Loan Report shows serialized items that have been loaned out The report shows unsold serial numbers that are on loan Because this report is printed in order by the Reference field you can track loans by salesperson customer name or any method convenient for you 464 Passport Business Solutions fez PRINTING SERIAL NUMBERS BY CUSTOMER REPORT Select Select Serial numbers by customer from the Reports serial menu Graphical Mode The following screen appears Report criteria Ending item number Ta Aj Starting customer number First Ending customer number Last Starting invoice date E arliest Ending invoice date Latest Page break on cus
160. PTD Returned nxt prd Returned YTD Enter the quantity of the item returned to date in the current period and year The quantity in each field is increased when a credit memo for returned goods is posted Format 999999999 99999 Sales Period to date Next period Year to date Enter the dollar amount sold period to date and year to date The dollar amount in each field is increased when a sale is posted and decreased when a credit memo is posted Sales PTD and Sales YTD represent actual sales less all returns Format 999 999 999 99 Costs Period to date Next period Year to date Enter the dollar amount of costs period to date and year to date The next period field cannot be entered Amounts for this field will be automatically filled through posting 137 Passport Business Solutions fez The dollar amount in each field is increased when a sale is posted and decreased when a credit memo is posted Costs period to date next period and year to date represent the actual cost of goods sold less all returns Format 999 999 999 99 Prior Periods Tab Make any needed changes The prior periods tab displays Graphical Mode General Quantities Prior periods 1 12 Prior periods 13 24 Warehouse Current period November 2010 Wem number 7001 Description Drill 1 2 inch Location coda 5 E Stocking wa EACH ee Categ sub cat TOOLS P Quantity sold Quantity used Qty sold used Qty returned October 20
161. RIPTION Ea Mark up Price by Quantity Ordered Price is marked up according to the quantity ordered Mark up Price by Customer Type Price is marked up according to the customer type according to the quantity ordered Pick price by Quantity Ordered The price is selected from among an item s five prices according to the quantity ordered Pick Price by Customer Type The Price is selected from the prices according to the cus tomer type Mark up Price by Quantity Ordered Within Cus tomer Type Price is marked up according to the customer type and for each customer type Enter a price code type from the above table Format One digit Example Type 1 The fields to be entered from this point forward depend on the price type you specify in field number 3 Each of the types is shown in the following sections 4 Price basis Price basis is the price or cost from which the discount or markup is calculated Typically you would use price as the basis for a discount and cost as the basis for a markup Options Enter one of the following options 1 through 5 Item Price 1 through Price 5 A Average cost R Replacement cost Format One character from the list above Example Type 1 for all discount calculations on Price 1 65 Passport Business Solutions If you selected Price code type 7 or 8 this field will not display because those price code types do not generate a price based on a calculation Remainder o
162. S correctly could result in a loss of data 24 Passport s Business Solutions Guide to Daily Operations This chapter contains the following topics Inventory Control Checklists 2 2 0 0 0 0 02 cece cece eee eee 25 Passport Business Solutions INVENTORY CONTROL CHECKLISTS The following checklists are provided as examples of how you might use Inventory Control to per form various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Daily Operations Checklist Use the following guidelines for performing daily and periodic Inventory Control tasks EACH DAY EACH DAY AS NEEDED Enter print and issue work orders to assemble kits Enter receivings sales credit memos and transfers using Inventory If you are using Job Cost also enter job usage trans actions This posting will also post all com ponent usage and kit assembly transactions generated by issuing and clos ing work orders Refer to the Inventory Transactions chapter If you are using Order Entry or Point of Sale Sales and credit memo transactions are entered using O E Orders or Point of Sale Transactions The posting of invoices in O E and POS will automatically generate and
163. Status Load This chapter contains the following topics Introduction to Status Load 0 000 c ccc cece eee ec ee eee 165 Passport Business Solutions INTRODUCTION TO STATUS LOAD This chapter describes the Status load selection Because an inventory can contain several thousand items this selection is provided as an alternative method of loading a large number of status records very quickly Status load is of primary benefit to a company with multiple warehouses If a company were to add an additional warehouse Status load would rapidly do a partial set up for that warehouse This selection can also be used by companies that do not use multiple warehouses although the benefit is more limited For single warehouse companies a check is made of each item record to ensure that a status record is present for it If the status record does not exist a record will be created All quantities and amounts in the status record will be set to zero For multi warehouse companies a check is made of each item within a range of items or item descriptions that you specify When an item in this range is found a check is made to see if a status record exists for the warehouse you specified If the status record is not found a record will be created with all quantities and amounts set to zero For either single or multi warehouse companies an additional option exists that allows you to add location codes for each new stat
164. The following screen displays previous category From this screen you can work with both new and existing category codes Enter the information as follows 1 Category Options Enter the category code or use one of the options lt F1 gt For the next category on file lt SF1 gt For the previous category on file 91 Passport Business Solutions Format Up to five characters Example Type Tools 2 Description Enter the category description Format Up to 25 characters Example Type Power Tools 3 Inventory acct Enter the inventory account number or press lt F2 gt for the default inventory account defined in Control information Your standard account number format as defined in Com Format i pany information Example Press lt F2 gt 4 Sales acct Enter the sales account number associated with this category Your standard account number format as defined in Com Format i 2 pany information Example Enter account 4010 100 5 Expense acct Enter the expense account number associated with this category Your standard account number format as defined in Com Format pany information Example Enter account 5020 200 6 Cr memo acct Enter the credit memo account number associated with this category Your standard account number format as defined in Com Format j f pany information Example Enter account 5080 100 92 Passport Business Solutions Ezz
165. The following screen displays Master information Price codes XYZ Company 1 Price code 07 Price desc Pick price by quantity 7 4 Price type Level 1 minimum qty for priced si Level 2 minimum qty for price 2 Level 3 minimum qty for price 3 Level 4 minimum qty for price 4 o x an A BN Level 5 minimum qty for price 5 Enter the information for fields 4 through 8 as follows 4 Level 1 minimum qty for price 1 Enter the minimum quantity that must be ordered to qualify for price 1 Format 99 999 999 999 Example Type 5 5 Level 2 minimum qty for price 2 Enter the minimum quantity that must be ordered to qualify for price 2 Format 99 999 999 999 Example Type 100 76 Passport 3 Business Solutions mA 6 Level 3 minimum qty for price 3 Enter the minimum quantity that must be ordered to qualify for price 3 Format 99 999 999 999 Example Type 500 Price Code Type 8 Price code type 8 selects among all five of an item s prices on the basis of the customer type There is no attempt to either discount or mark up the selected price the goal is to choose the right one For consistency with the other Price code types items using type 8 must still have their five prices arranged in descending sequence even though the selection method does not logically require this Create a new entry for Price code 8 with the name Pick Example price by cust Enter Price code type 8 The following screen displays
166. This field is not applicable because N was selected in the Example previous field 6 Vendor The report can be restricted to items from a particular vendor 460 Passport Business Solutions Options Enter a vendor number or use one of the options lt F5 gt To include A items whether or not they have a vendor number To include only those items which do not have a vendor lt Enter gt number Format Up to six digits Example Press lt F5 gt for all vendors 7 Product category The report can be restricted to items in a particular category Options Enter a product category or use one of the options To include A items whether or not they have a cat lt F5 gt egory Seis To include only those items which do not have a cat egory Format Up to five characters Example Press lt F5 gt for all categories 8 Product sub category If you entered blank in the previous field this field also displays as blank and may not be changed The report can be restricted to items in a particular sub category Options Enter a product sub category or use one of the options To include All items whether or not they have a sub cat lt F5 gt egory Seas To include only those items which do not have a sub category Format Up to five characters Example Press lt F5 gt for all sub categories 461 Passport Business Solutions 9 Prds completed YTD Enter the number of periods com
167. Work orders with a targeted completion date later than this date will not be printed You may also use press lt F2 gt for Latest no cut off date Format MMDDYY or use the option Example Press lt F2 gt for no cut off date Latest 348 Passport Business Solutions 4 Include Don t print work orders Do not print work orders are those for which you answered N to field 8 Print work order in Work orders Enter If you answer Y all work orders will be printed If you answer N Do not print work orders will not be printed Immediate completion work orders are never printed Format One letter either Y or N there is no default Example Type Y and then press lt Enter gt 5 Print in order by Enter S by stocking warehouse or W by work order number Options Use one of the following options S For Stocking warehouse W For Work order number Format One letter either S or W There is no default Example Type S and then press lt Enter gt If you enter S for Print in order by field 6 appears as follows 6 Stocking warehouse Enter a warehouse Work orders will be printed if their kit items are to be stocked at this warehouse Enter the stocking warehouse for which to issue work orders Options You may also use on of the options lt Enter gt For Central warehouse For All warehouses Format Enter up to two characters or use the option Example Press lt F5 gt for A wareh
168. acters Options If you are assigning new components to this kit you may also use one of the following options lt F1 gt For the next item on file lt SF1 gt For the previous item Format Up to 15 characters or use the option Example Press lt F 1 gt Quantity Enter the number of component items required to assemble one kit item Press lt Enter gt to default to a quantity of 1 Format 99999999 99999 Example Press lt Enter gt for the default Unit The unit for each item is automatically displayed and no entry is allowed Fill Reqs For miscellaneous items this field is set to Override and entry is not allowed The Fill requirements field enables you to define what you want to happen to a work order for this kit when there is not enough of this component available Your choices are 207 Passport s Business Solutions Don t issue a work order for this kit until the full quantity of this component is available F Full Note that this does not control whether or not inventory will be committed to the work order this is a separate issue decided at the time the work order is entered Issue work order even though quantity is insuf ficient Use this option if confident that new inventory will soon be received since physical Override assembly of the issued work order is not pos sible until then This option should also be used for miscellaneous components for which there is never any quantity available Ass
169. action for a lot controlled item you are then asked if you wish to change the related lot number information If you answer Yes or if you are entering a new transaction for a lot controlled item a window appears for entry of information for each lot number For lot controlled items the quantity received must be fully allocated to one or more lot numbers prior to posting the transaction The quantity allocated cannot exceed the quantity received The quantity remaining to be allocated displays at the top of tab Enter the information as follows 254 Passport Business Solutions Lot number For new lot number entries Enter the first lot number or press lt Esc gt to terminate lot number entry prior to fully allocating the quantity received Options If the quantity received is allocated to more than one lot number after entering the first lot number you may use one of these options To display the next lot number already entered for this lt F1 gt transaction lt F2 gt To automatically increment the previous lot number next consecutive lot number lt Esc gt To terminate lot number entry prior to fully allocating the quantity received Character Mode If you press lt Esc gt to terminate lot entry prematurely a message informs you that lot allocation is incomplete You are then given three choices Continue Resume lot number entry for this transaction Exit Terminate lot number entry for thi
170. actual counts or select Import to auto matically import the actual counts Review the accuracy of the entered counts by printing a physical count worksheet for the items specifying to print actual counts and variances In addition to printing the actual counted quantity for each item the suspended on hand quantity is printed and the variance in quantity and cost between the two figures is shown Select Worksheet from the Physical count menu to print the worksheet specifying to print actual counts 363 Passport s Business Solutions DESCRIPTION and variances Make changes or additions to the counted quantities as necessary using the Enter selection Select Create adjustments from the Physical count menu Automatically create adjustment inventory trans actions for items whose actual counts differ from their suspended on hand quantities Upward and down ward adjustment transactions are created only for the items that you specify The inventory adjustment transactions may be processed further using the Inventory selection Use Inventory Enter to edit them as necessary When all the required changes are made use Inventory Post to post the adjustment transactions Uncounted Items Continuing Operations Passport recommends that once the physical count transactions have been created you avoid computer operations that affect on hand inventory levels for those items These computer operations can be resumed afte
171. ade to determine whether there is sufficient stock of the item to meet an order Thus the entire quantity ordered is assumed to be the quantity to ship no B O control is a valid entry for an item with the field Track method settings of normal and warranty It is also the only allowable entry for miscellaneous items those items where the item number begins with no B O controlis the only valid entry for an item if you specified in I C Control information that there is to be no backorder control Options Select one of the following options For backordered and quantity committed to be OK to B O tracked If the item may can be backordered and quantity no B O control committed is tracked but the system will warn you if it is not typical to backorder this item If the item may not be backordered and quantity TOUR 0 BO committed is not tracked Format Drop down list one selection from the table above Example Select OK to B O then press lt Enter gt Job cost category If you are using Job cost you can define the default cost category User defined fields If you have defined user defined fields in I C Control Information they will display next If you have not then you will move on to the next tab 125 Passport s Business Solutions Ezz Drill 3 8 power y name F2 skip entry of vendor If you have added user defined fields in Control information the field Note numbers in character mode will differ fo
172. ailable at that cost as of the last posting If LIFO or FIFO layers do not exist this line shows Replacement cost instead of the LIFO FIFO units available When Standard Cost inventory valuation is used this position displays the Average Cost for this item found in the Item file 5 Quantity received A negative quantity is not allowed under LIFO FIFO valuation Format 99 999 999 99999 535 ka ZA Business Solutions 6 Actual cost If you are using the Standard Cost method enter the actual cost and not the Standard Cost Any variance difference between these costs will be reported to you on the Inventory Transaction Register and the variance will be posted to the purchasing variance account specified in Control information Format 99999999 99999 Make changes to the serial number information as usual The serial fields then clear for entry of the next serial number Press lt Esc gt at Serial when completed entering the serial numbers for the receiving Enter serial numbers DS4558 and DS4559 to complete this receiving Press lt F2 gt at New Used for each to default the other fields to the same entries as the prior serial number Example To build up some inventory layers enter the receivings on the next two screens Circular Serial numbers 9 09 04 Circular LIFO FIFO cost histories develop in layers The receivings you have just entered will create the following LIFO layers 536 Pa
173. ains the following topics 519 Passport Business Solutions mA SORTING SEQUENCES Lists that can be printed such as a list of vendors or a list of customers are sorted by your computer based on the sequence of the American Standard Code for Information Interchange ASCII In the following table the sequence the order in which characters are sorted starts at the upper left character space then down that column then down the next and so on until the end DEL Starts Next here column Li Ls el fe fee ee T ss e E EE Em 520 Passport Business Solutions GENERAL SORTING SEQUENCE The general sequence is as follows 1 Special characters 2 Numerals 3 Uppercase letters 4 Lowercase letters As an example refer to the table in the Sorting Sequences section and determine the reason entry 900 would print out on a list before the entry 100 It is because the character appears before the character 1 Similarly the entry ZEBRA with the first character being a blank space prints out before ANTELOPE This is because _ space precedes A in the ASCII sorting sequence Sorting normally presents no problems But you should be aware of the ASCII sequence especially if you intend to combine alphabetic and numeric characters for example if you identify four different vendors as A B 100 200 Also consider the sorting sequence when you sele
174. annot be deleted if it has a non zero quantity on hand committed on order on back order or on work order In addition you are asked OK to delete if you select to delete a status record with a non zero PTD YTD or prior period amount There are also other checks made If you cannot delete a status record a message will display the reason for the error Avg qty on hand This is a display only field This quantity is calculated when you run Close a period and represents a running weighted average of the quantity on hand each period See Weighted Average Refer to the information in Maximum qty field regarding Avg qty on hand Qty on hand Qty committed Qty on back order Qty on order Qty on work order No entry is allowed in these fields Their meaning is the same as on the first Items screen except that the quantities shown are for this warehouse Location code Enter a bin or floor location code where items are stored When picking tickets are printed in Order Entry or when a Physical Count Worksheet is printed items are listed in order by their location code to help physically locate them The location code is alphanumeric so it may be letters numerals or a mixture of both Alphanumeric characters are handled differently by the program than purely numeric numbers For example the alphanumeric characters 12 where represents 2 spaces is not the same as the number 12 Also the value 9 with 3 spaces is greate
175. antities Sc e isc On ooo Available Item information Ow onion m Bar code 123 ABC code JE OBa o Category Sub MECH B70 code no B70 control ain n Track method Normal Status A Taxable YY XXN a Stock unit EACH Prefer unit EACH Warranty Costs Price unit EACH Lastsoldon Average 75 Conv factor fl Last used on Replacement 3 00 Commis code p m a Last received 08 27 2010 Standard 3 00 lt F1 gt next item lt SF1 gt previous item lt F2 gt keyword lookup lt F6 gt notes lt F7 gt status From the above list box you may sort the items by item number item description category vendor and item status While viewing an item s information you have these options lt Esc gt To specify another item to inquire into lt F1 gt or down arrow If the focus is on the list box only use to display the next item on file lt SF1 gt or up arrow If the focus is on the list box only use to display the pre vious item on file 309 Passport Business Solutions To lookup an item by keyword See the Item searched lt F2 gt oe by section in the Control information chapter lt F3 gt To display warranty program for a serialized item only lt F5 gt To view alternate items for the current item To view notes for the current item If the item has notes lt F6 gt then there will be a red ampersand to the left of the Item number on the general tab lt F7 gt To view the status tab for the c
176. are entered and therefore does not affect the selection of which commission percentage to use However both types of discounts are applied to the extended commission amount otherwise the sales representative would be remunerated for revenue that has not actually occurred 3 Comm pct price 1 Enter the commission percentage to be paid on items sold at or above price 1 Format 99 99 Example Type 8 4 Comm pct price 2 Enter the commission percentage to be paid on items sold at or above price 2 but below price l Format 99 99 Example Type 7 5 Comm pct price 3 Enter the commission percentage to be paid on items sold at or above price 3 but below price 2 Format 99 99 Example Type 6 85 Passport Business Solutions 6 Comm pct price 4 Enter the commission percentage to be paid on items sold at or above price 4 but below price 3 Format 99 99 Example Type 5 7 Comm pct price 5 Enter the commission percentage to be paid on items sold at or above price 5 but below price 4 Format 99 99 Example Type 4 8 Comm pct price override Enter the commission percentage to be paid on items sold at a price that is lower than the last price you have entered in fields 3 through 7 above Even if the maximum number of prices you have specified on any item in inventory is less than five you should still specify a commission percent in this field since it is always possible to enter an override price
177. arehouse prices are used only in Accounts Receivable and Order Entry If you will be using sale and or contract prices enter these prices using Sale prices and Contract prices Refer to the Prices chapter These sale and or contract prices are used only in Accounts Receivable and Order Entry Point of Sale has a separate contract prices file If you will be using kits enter the definitions of your kits using Kits Refer to the Kits chapter If you wish enter your item label formats using Item labels Refer to the Item Labels chapter You may enter your item label formats at any time prior to printing item labels 16 Passport s Business Solutions DESCRIPTION Establish initial on hand quantities and serial numbers if using for each item at each applicable warehouse This may be done in one of two ways e Enter and post receiving transactions for each item at each applicable warehouse using Inventory Refer to theAverage Cost Method ofthe Costing Inventory Methods appendix or the LIFO FIFO Cost Valuation appendix Automatically create adjustment transactions for each item at each applicable warehouse using Physical count to create physical count transactions Refer to the Expanded Physical Count chapter You musthave specified the Expanded physical count method in the I C Control file to use this selection Edit the adjustment transactions as necessary to enter serial numbers and to review the cost
178. as described in the Modifying Fields section Select Copy from the Jtem labels menu The following screen displays Enter the following information 1 Copy from layout Enter the number of the layout you wish to copy Options You may also use the following options lt F1 gt For the next layout on file lt SF1 gt For the previous layout Format Three characters Example Type A to access the layout example previously created 2 Copy to layout Enter the number to assign to the new layout You may not copy over an existing layout Format Three characters Example Type B to create a new layout 239 Passport Business Solutions Make any needed changes When you press lt Enter gt the layout is copied A message informs you that processing is occurring 240 Passport Business Solutions Inventory Transactions This chapter contains the following topics Introduction to Inventory Transactions 2 2 2 2 2 Entering Inventory Transactions 0 0 0 02 0 022 22s Entering Adjustments ooooc2 ccdckwesecsneesteusesssciueveesssvessavved Entering Sales and Credit Memos 22 2 0 0000004 Entering i as eticacicncinsenenctenadauduiantavernniceweiuanecs Kit Assembly EntriesKit Assembly Entries Entering Component Usage Transactions Entering Job Usage Transactions 0 0 0 0 0202 02 2 2 Imp
179. as follows Character Graphical For more information H History See Entering History Transactions U Update See Entering Update Transactions LO Loan out See Entering Loan Out and Loan Return LR Loan return See Entering Loan Out and Loan Return MO Move out See Entering Move In and Move Out MI Move in See Entering Move In and Move Out Options For subsequent transactions you can also use one of these options In character to default to the values entered for the last lt F2 gt i transaction for this and the remaining fields lt Enter gt To default to the last transaction type entered 294 Passport 3 Business Solutions mA ENTERING HISTORY TRANSACTIONS A History transaction allows you to enter historical data on a previously sold item without changing the item s on hand quantity Graphical Mode When you specify a History transaction by selecting History in the Type field a screen similar to the following displays New Edit Save Save New Delete Cancel Exit Select by ascending item number Item number Whs Serial number Typ N U P O 8 Source Warranty Reference General Item number 6 Motor 2hp Submersible Warehouse Cential gh Central ne Serial number fC Aj Type History E Invoice date Sy J Transaction date 12 08 2010 Invoice EA New Used New Customer p aj P O number OoOO O O Warranty E j e Source Return date EE Item price 00 Conecting entry lt F5 gt
180. ast item on the report for instance it is not sufficient to merely type misc miscellaneous or even miscellaneous tool You must type the item s entire description or something like misczzzzzz Refer to the Technical Notes appendix for an explanation of the sorting sequence of alphanumeric characters Group by inventory acct Check the box to print the items in order by inventory account number Leave the box unchecked to print them in item number order If you leave the box unchecked the next field cannot be entered Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default Inventory account Options Enter the inventory account for which to print the list or use one of the options lt FI gt For 1200 000 Merchandise Accounts lt F2 gt For other inventory accounts lt FS gt For All inventory accounts Format Up to eight digits or use the option Example Press lt F5 gt to select all inventory accounts Status code Enter a valid Status Code or press lt F5 gt for all status codes Format One character or use the option Example Press lt F5 gt for all status codes Vendor Options Enter a vendor number or press lt F5 gt for all vendor numbers 147 Passport Business Solutions Format Up to six digits or use the option Example Press lt F5 gt for all vendor numbers Product category This is the Category you assig
181. at least one item within the range must previously have been defined in the Items selection Enter the range of item numbers to include on the report Follow the screen instructions Format Up to 15 digits Example Press lt F2 gt at each field for First and Last 4 Group by inv acct If you answer N the inventory account will not affect the sequence of the report If you answer Y then depending on your answer to the next field you will either e Group the items by inventory account on the report If you are printing A multiple ware houses on this report the major grouping will be by inventory account and the warehouses and items or items and warehouses will be shown within each inventory account e Restrict the report to those items with a single specified inventory account Format One letter either Y or N there is no default Example Type N and then press lt Enter gt Answer Y to print the items in order by inventory account number Answer N to print the items in item number order If you answer N the next field displays Not Applicable 5 Inventory account Options Enter the inventory account for the items to be printed or use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account lt F5 gt For All inventory accounts Items will print grouped by inventory account Format Enter as defined in Company information
182. at One letter either Y or N The default is N Example Press lt Enter gt for the default If you specified None for Count data to print both field s 14 and 15 will display If you answer selected Actual counts or Actual counts and variances then only field 14 will display 14 Serial lot data to print Enter S to show the serial numbers with an unsold status on the worksheet for serialized items with physical count transactions Each unsold serial number and its Reference text is printed for serialized items In addition committed or loaned is printed for applicable serial numbers Enter L to show the individual lot numbers and Reference text on the worksheet for lot controlled items Enter B to show both unsold serial numbers and individual lot numbers for the items 384 Passport Business Solutions Enter N for None if you do not wish either serial numbers or lot numbers printed on the worksheet Options Use one of the following S Serial number L Lot number B Both N None Format One letter from above N is the default Example Press lt Enter gt to accept the default 15 Print quantities on hand If you answer N no quantities on hand will be printed If you answer Y and you have selected to print actual counts the suspended on hand quantity counted quantity and variance information are shown By selecting Z only the quantities whit non zero value will be printed on the worksheet Op
183. at display in the list box are available for changes or deletion The fields for the warehouse selected in the list box display in the lower part of the screen Warehouse Buttons The buttons provide the following Button Keyboard Description New Alttn To enter a new warehouse Edit Altte To edit an existing warehouse Save Altis To save a new warehouse or changes to an existing warehouse Save New Alt w To save a new warehouse and start entering a new one To delete an existing warehouse It does the same as Hi Delete Alt d the lt F3 gt key Ganc l Alte To stop entering a new warehouse or stop editing an existing warehouse without saving the changes Exit Alt x To exit the screen to the menu Character Mode The following screen displays You may use one of the character mode options 55 Passport Business Solutions lt F1 gt To scan through the warehouses on file lt SF1 gt To scan through previous warehouses on file lt F3 gt To delete an existing warehouse Warehouse code Options Enter a warehouse code or in character mode use the option To designate this warehouse as the Central ware lt Enter gt house lt F1 gt To scan through the warehouses on file If you designate a Central warehouse you are able to default to it by Note pressing lt Enter gt during many I C selections Otherwise you have to enter a warehouse code in those selections Warehouse name Enter a name t
184. ategory of AIl and did not select to use contract prices by category in Control information a message displays to inform you that category contract prices are not active If you enter a specific sub category and did not select to use contract prices by sub category in Control information a message displays to inform you that sub category contract prices are not active Format MMDDYY Example Press lt F2 gt 5 Start date Options Enter the date that the contract price becomes effective or use one of the options lt F2 gt For None if there is no specific end date After entering the first contract price to use the last lt gt Enter contract end date entered 188 Passport Business Solutions 6 End date Enter the last date that the contract price will be in effect Options You may also use one of the options lt F2 gt For None if there is no specific end date After entering the first contract price for the last con lt gt Enter tract end date entered Format MMDDYY Example Press lt F2 gt 7 Contract ID Enter the identification information for this contract or press lt Enter gt for subsequent contract prices and to use the last contract ID entered Format Up to 15 characters or use the option Example Type 12345 8 Use contract or lowest price Enter C Contract price or L Lowest price to indicate whether to always use the contract price or to use the lowest price if a
185. ats specify the starting column number and length of the lot number field in an import record or press lt Enter gt to default to a Start position of 0 if you are not using lot numbers 280 Passport Business Solutions Format Up to two digits or use the option Example Press lt Enter gt for Start Position Make changes as usual If you defined a new import format or changed the saved import format you are asked if you wish to save replace the format Answer Y to save this import format for use in subsequent import sessions Only one import format may be retained The import format is saved in the I C Control file Answer N to use this import format for the current import session only Any existing saved import format remains unchanged After you answer this question a screen appears for you to select where to print the Inventory Import Log The import process then begins Using the details supplied in the import format the information from the import file is used to create inventory receiving or transfer transactions for the corresponding items and warehouse As the data file is being imported a count of the records being imported and the item number being processed is displayed Any error conditions encountered during the import session are recorded on the Inventory Import Log and a message notifying that errors have been recorded in this file is displayed on the screen at the end of the import session The imp
186. available Report criteria Select price list type Price list type Sale pices Common criteria Sale prices Warehouse AA Central Central Item sale prices V Category sale pric Starting item number First j Contract prices Ending item number Last Starting cu tomt a l WAD E Ending customer al Product catego A A ooo Page break on customer F Product sub category Al wm Demo Serres Print in order k x ategory contract prices F Page break on category FT Actual customer prices Suppress blank lines l Customer or type SC lt sS dz Show sale pri ef Customer wej Starting effective date Eariest E Customer number 7 a Ending effective date Lates m ustomername j S S _Sencet_ Character Mode The following screen displays 404 Passport 3 Business Solutions mA Enter the following information Warehouse This field can only be entered if you are using multi warehouse pricing For Central warehouse leave this field blank For multiple warehouses use one of the options Options Enter the warehouse code to print sale prices for a specific warehouse or use one of the options lt F2 gt For Item default sales price lt F5 gt For All sale prices lt Enter gt For the Central warehouse If you enter a specific warehouse only sale prices that are defined for that warehouse are printed If you press lt F2 gt for Item default sale prices only sale prices that do not pertain to a specif
187. ave a cat egory Up to five digits Press lt F5 gt for AH categories 9 Product sub category If you entered Blank in the previous field this field also displays as Blank and may not be changed The report can be restricted to items in a particular sub category Options Enter the sub category or use on of the options lt F5 gt lt Enter gt Format Example To include A items regardless of whether they have a sub category To include only those items which do not have a sub category Up to five digits Press lt F5 gt for Al sub categories 450 Passport Business Solutions 10 Print prior periods Answer Y to show the usage in prior periods as well as usage during the current period Otherwise answer N Format One letter either Y or N The default is N Example Press lt Enter gt for the default 11 Suppress blank lines Answer Y to eliminate blank lines between items on the report Answer N if you wish to skip one line prior to printing each item Format One letter either Y or N The default is Y Example Press lt Enter gt for the default 12 Print items which have no YTD activity Answer Y to include items with Qty YTD and Sales YTD of zero Answer N to exclude inactive items The default in N Example Press lt Enter gt 13 Print items which have no Qty on hand Answer Y to print items which have no Qty on hand Answer N to exclude inactive items Exam
188. ay be printed in Inventory Control or under the Ctl and the menu selection Labels Read this chapter for printing the labels in Inventory Control or read the PBS Administration manual for setting up and printing labels under Ctl This selection allows you to create inventory labels of your own design You can specify which inventory information fields to show on the label and the exact arrangement layout of that information on the label Although you will probably use Item labels most of the time to create labels that attach to and identify your inventory items it can also be used to create an index of your inventory on 3 x 5 index cards inventory fact sheets and customized lists of inventory information Usually you would follow these steps in creating an item label DESCRIPTION Use Location grid to print a grid on top of your labels form or sheet and sketch the layout of your label on it After you have an idea of what your label will look like use the Layout selection to first describe its gen eral appearance and then to select each field and specify where it will print on the label Use Layout list to print a list of your layout spec ifications This step will indicate any problems in your layout Use Test to try your new label layout After you are satisfied with the label layout use the Print selection to print your item labels for the items and warehouses that you designate Refer to theltems chapter Us
189. be closed Format MMDDYY or use the option Example Press lt F2 gt Make any needed changes at Field number to change or press lt Enter gt to print the Edit list Only the kits appear on the list not the components After the report is printed kit assembly transactions are generated and placed in the Inventory Transaction file Use nventory to view print an edit list and post those transactions 359 Passport 3 Business Solutions mA CLOSING COMPLETED WORK ORDERS The Close work orders selection enables you to close work orders which have been marked or logged as complete A report listing the closed work orders may be printed if desired Closed work orders remain on file until purged and can still be viewed or listed Select Close work orders from the Completed work orders menu The following screen displays Enter the following information 1 Starting work order and 2 Ending work order Enter the range of work orders to include on the edit list Follow the screen instructions Format Up to six digits at each field or use the option Example Press lt F2 gt for the First and Last at both fields 3 Cut off completion date Enter a cut off for targeted completion date or press lt F2 gt for Latest no cut off date Work orders with a targeted completion date which is later than the date entered here will not be included on the edit list Format MMDDYY Example Press lt F2 gt for the Latest no
190. ber Follow the screen instructions Format Up to six digits or use the option Example Press lt F2 gt for both fields Starting receipt date and Ending receipt date or Starting invoice date and Ending invoice date The label for this field is dependent on the selection for the Report type field If it is an unsold item then it is the receipt date range If it is sold then the invoice date range Enter the range of dates for which serial numbers are to print or press lt F2 gt for the Earliest and Latest dates Follow the screen instructions Format MMDDYY Example Press lt F2 gt for both fields Page break on vendor Check this box if you want to start a new page in the report for each vendor who has serialized items You may press lt Enter gt to default to unchecked Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default 472 Passport Business Solutions Detail or summary The detail report shows the selected items for each vendor you specify The summary report shows totals only for each vendor In character mode enter D for a detail report or enter S for a summary report Drop down list box with the options of Detail and Sum Format mary The default is Detail Example Press lt Enter gt to accept the default Warehouse If you are using multi warehousing enter the warehouse code for which you want the report printed
191. ber without having recorded the new account After entering Y you will be prompted to enter an account description of up to 30 characters Format Up to 30 characters Example In this example the description appears automatically If this account already exists in the Valid G L Account file its description displays If not enter the description and the account is automatically added to the Valid G L Account file 2 Inventory type This designates the type of inventory represented by this inventory account Enter one of the following codes Items purchased for resale R Raw Materials for raw materials This account type is for items that are components of kits Items defined as kits in the Kits selection F Finished Goods constructed from raw materials and pos sibly from other kits Used for inventory accounts which are assigned to miscellaneous items in inven tory For example if a miscellaneous item is set up to represent labor costs associated with constructing a kit then this account will be credited when the components for the kit are taken from inventory In addi tion if miscellaneous items are sold using O E or A R then this account is credited at the time of the sale Refer to the Billing chapter in the O E User documentation or the Post Invoices chapter in the A R User documentation for additional information regarding the handling of miscellaneous items Miscellaneous costs applied 33 Passport
192. blank lines Check this box to eliminate blank lines between items on the list Leave it unchecked if you wish to skip one line prior to printing each item Show sale prices Select Yes to show sale prices and effective dates in addition to other prices for the items Sale prices for items and categories within the ranges specified will be shown Options You may use one of the following options Yes To include the sales prices on the report No To exclude sales prices on the report 399 Passport Business Solutions Sale prices To print only those items within the specified range that only have sales prices If you enter Yes or Show sales prices the Effective date field can be entered Effective date The effective date for the sales prices to be printed are assigned by the system at the time you create the report Items with sale prices that are in effect on that date are printed OK or Cancel Select OK to print the report or Cancel to return to the menu 400 Passport Business Solutions PRINTING WAREHOUSE PRICE LISTS This type of price list may be printed only if you specified in Control information that you are using multi warehouse pricing The list shows only those items for which warehouse specific prices are defined using Jtem prices and only those prices specifically defined for the designated warehouse To see all item prices for a single warehouse print an Item price list for the desir
193. by inv acct Answer Y to either restrict the report to a single inventory account or to group items by inventory account Your entry in the next field will determine by which grouping Answer N to print the items in item number order If you answer N the next field displays Not applicable Format One letter either Y or N there is no default Exam ple Type N then press lt Enter gt 5 Inventory account If you answered N in the previous field this field is not applicable Options Enter the inventory account for which to print the report or use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account as defined in Control information lt F5 gt For All inventory accounts Items will print grouped by inventory account 6 Vendor Enter the vendor number for the items to be printed or press lt F5 gt to include All items regardless of whether they have a vendor number or what the number is Format Up to six digits Example Press lt F5 gt for AlI vendors 7 Product category Enter the category to print the report for only one product category lt F5 gt To include A items lt Fnters To include only those items which do not have a cat egory Format Up to five characters Example Press lt F5 gt for AIl categories 434 Passport Business Solutions 8 Product sub category If you e
194. cable in this example Field number to change Enter a number to change a field or select the lt Enter gt key to continue 430 Passport s Business Solutions EmA 431 Passport Business Solutions Stock Status Report This chapter contains the following topic Selecting Stock Status Reports o 6 ccsccnesssecsananacssececacaess 432 Passport gt Business Solutions vesion z SELECTING STOCK STATUS REPORTS The Stock Status Report selection enables you to print reports showing the current stock status of your inventory items including the current value of the items Select Stock status from the Reports menu The following screen displays Enter the information as follows 1 Warehouse Options If you are using multi warehousing enter the warehouse code for which you want the report printed or use one of the options lt Enter gt For the Central warehouse lt F1 gt For AIl warehouses Format Two characters Example Press lt F5 gt for AII warehouses Not If you are not using multi warehousing you will not see the Warehouse ote field and all field numbers will be one less than the numbers shown 2 Starting item and 3 Ending item Enter the range of item numbers to include on the report Follow the screen instructions 433 Passport Business Solutions Format Up to 15 digits Example Press lt F2 gt for First and Last item numbers 4 Group
195. cal Mode A screen similar to this displays New Edt Save Select by ascending work order number W 0 A W O date Target date Kit Item Reference Quantity Comp date 993 000 203 01 21 1999 1000 5 o1 2171999 204 01 29 1999 1000 10 0172971999 205 06 25 1999 1000 10 067 2571999 206 09 06 2004 09 08 2004 1000 Rl 1 0970872004 General Work order 10 Kit item 1000 Starter Tool Set Reference GG 01 kit item Kit quantity required 2 Work order date 0771572010 Stocking warehouse Central Central Target date 0771572010 Component warehouse Central Central Completion date 0771572010 Work order cost 400 00 Standard cost E Comments lt F1 gt next item lt SF1 gt previous item Up to six closed work orders display in the list box at one time To scan through the closed work orders use the arrow keys lt PgUp gt lt PgDn gt lt Home gt and lt End gt Use the sorting arrow to toggle between viewing the serial numbers in descending or ascending order by Work order Kit item and Reference To view open work orders select View work orders from the Options menu Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode A screen similar to the following displays 326 Passport Business Solutions mA Up to five closed work orders display on the screen at one time To scan through the closed work orders use the keys as shown at the bottom of the sc
196. can be requested A summary inquiry shows the following information for each lot number Quantity Warehouse received 316 Passport Business Solutions Date of last activ ra ity Quantity Quantity on hand credited Quantity Quantity available adjusted or ceil Transferred text A detail inquiry for an item with a lot detail tracking method also shows the following information for each transaction processed for the lot number Purchase Type trans Order action number Trx date Customer number Trx quantity lt Source Invoice Price number Cost Reference Enter the information as follows Item number Enter the item number of the lot controlled item Options You may also use one of the options lt F1 gt lt SF1 gt lt Enter gt Format To display the next lot controlled item number To display the previous lot controlled item numbers To look up the lot controlled item by description Up to 15 digits Inquiry type This field can only be entered in Character Mode 317 Passport Business Solutions Enter D to view the detail of a lot number for the item or press lt Enter gt to default to S fora summary of the item s lot numbers Format One letter D or S The default is S Warehouse This field appears only if you are using multi warehousing Enter the warehouse code for which you want to view lot numbers Options You may also use one of the options
197. cancel when you are adding or editing an inventory transaction Character Mode The following screen displays Enter the following information Item number Entering the Item for a New Transaction Enter the item number or select lt Enter gt to lookup the item by description Options You may also use the options lt F2 gt For the next item in item number order lt SF2 gt For the previous item number lt F8 gt or clickon To look up the item by number or on the description binoculars field by description button If you are using multi warehousing the cursor moves to the Warehouse field 245 Passport Business Solutions For an Existing Transaction in Character Mode Only Enter the item number warehouse code if you are using multi warehousing and transaction type for the transaction you wish to change Options You can also use the options lt F1 gt To find the next transaction lt SF1 gt For the previous transaction If there is no matching transaction on file continue entry as if this were a new transaction Warehouse This field appears only if you are using multi warehousing Specify which warehouse is involved in the transaction Enter the warehouse or press lt Enter gt for the Central warehouse If this is a transfer enter the warehouse code of the sending warehouse the one the item is being sent from or press lt Enter gt for the Central warehouse Type Enter one of the f
198. categories Format Up to five characters Example Press lt F5 gt for All categories Product sub category Enter the sub category to print contract prices for only one sub category or press lt F5 gt to include contract prices for All sub categories Format Up to five characters Example Press lt F5 gt for all sub categories Suppress blank lines Check this box to eliminate blank lines between items and or categories on the list Uncheck the box if you wish one line to be skipped prior to printing each item or category Check box where checked is yes and unchecked is no The default is checked Example Press lt Enter gt to accept the default Format 408 Passport Business Solutions Starting effective date and Ending effective date Enter the range of dates during which a contract price must be in effect to be printed on the list or press lt F2 gt at each field for Earliest and Latest effective dates Follow the screen instructions Format MMDDYY Example Press lt F2 gt for Earliest and Latest Starting customer number and Ending customer number Enter the range of customer numbers for which contract prices are to be printed or press lt F2 gt for First and Last customer numbers Follow the screen instructions Example Press lt F2 gt for First and Last Page break on customer Check this box to start a new page for each customer Otherwise answer uncheck it Check box where c
199. ce you may press this key at the Account number field to bring up a list of all G L accounts on file Selecting an entry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached Date Lookup The date lookup provides a point and click window for finding and entering date fields In Graphical mode the date lookup is available via the lt F4 gt key In Character mode access the date lookup via the lt F7 gt key In character mode depending on where you press lt F8 gt this function will return a Look up window or context sensitive Help If a Look up window is returned pressing lt F8 gt a second time will display Help for the field if available Note Spool Spool is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed on a printer at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight Password Protection Passwords are required to access PBS A password is a unique code you assign to each individual using your Passport software Each user must enter a valid password prior to being allowed to use a protected function File Recovery Procedure This function provides the capacity to recover corrupted data
200. ceiving and transfer of transactions that can be automatically imported into the Inventory Transaction file from a file that is not normally part of the Inven tory control system The Fixed format import is included with the I C system Data import allows you to import any file that is a fixed length or csv format It is a separate product and requires that you licence Data Import Manager Edit list produces a list of the transactions prior to posting Edit lists are optional and can be printed as often as desired until the entries are posted Post does the actual posting of the transactions and prints a permanent register You can work with both new and existing transactions Select Enter from the Inventory menu 243 Passport Business Solutions Graphical Mode cabo Item number a _ ay Stocking unit Warehouse Central 4 Central fo Warehouse avail Type Receiving X Price 1 00 Transaction date i Price 2 00 il Price 3 Document 8 SS Quantity available ie z 00 ice 00 a Aae a hal Standard cost 00 i Average cost 00 Price 5 00 Reduce qty used I Location New qty avail Actual cost per 00 Chol Correcting entry I7 New whs avail Receiving Adjustment Kit Sale Credit memo Transfer Component usage New average cost 00 New Price 1 00 New Price 2 00 Ac unt 8 nal Ba i New Price 3 00 New location New Price 4 00 Comment New Price 5 00 Transaction List Box The list box displays
201. cific sub category is considered a sub category sale price If you enter a sub category of All and did not select to use sale prices by category in Control information a message displays to inform you that category sale prices are not active If you enter a specific sub category and did not select to use sale prices by sub category in Control information a message displays to inform you that sub category sale prices are not active 182 Passport Business Solutions 4 Start date Enter the date that the sale price becomes effective After entering the first sale price you may also press lt Enter gt to use the last sale price start date entered Format MMDDYY Example Enter the current date 5 End date Enter the last date that the sale price will be in effect After entering the first sale price you may also press lt Enter gt to use the last sale price end date entered Format MMDDYY Example Enter the current date 6 Price basis Specify the price to be used as a base for discounting Options Enter one of the following 1 To calculate the sale price by discounting Price 1 2 For Price 2 3 For Price 3 4 For Price 4 5 For Price 5 After entering the first sale price you may also press lt Enter gt to use the last price basis entered Format One digit from above or use the option Example Press 1 7 Disc pct Enter the percent by which to discount the price specified for Price basis when the item i
202. cify the cost center or sub account when you enter transactions in Inventory Default sales account The account you enter here is used as a default for the Sales acct field when entering an inventory item using tems The Sales acct for an item is used by Accounts Receivable Order Entry and Point of Sale when posting sales of this item If Cost Centers or sub accounts are used the Sales acct is combined with a cost center in order to obtain the G L account to be used for the posting In Accounts Receivable Order Entry and Point of Sale the cost center or sub account is determined by an option specified in the A R O E and P S Control file Default expense account The account you enter here is used as a default for the Expense acct cost of goods sold field when entering an inventory item using Items The Expense acct for an item is used when posting sales transactions using Inventory A sales transaction removes an item from inventory and reflects its cost in cost of goods sold 44 Passport Business Solutions If cost centers or sub accounts are used the Expense acct is combined with the cost center or sub account entered for the sales transaction in order to obtain the G L account to be debited for the sale transaction The item s inventory account is credited Default credit memo account The account you enter here is used as a default for the Credit memo acct field when entering an inven
203. continue or press lt Enter gt to default to N to cancel the creation process Enter the information on this screen as follows 1 Starting item number 2 Ending item number Enter the range of item numbers for which the worksheet is to be printed or press lt F2 gt for First and Last Format Up to 15 digits for both fields or use the option Example Press lt F2 gt select First and Last 3 Starting location 4 Ending location Enter the range of locations for which the worksheet is to be printed or press lt F2 gt to select First and Last for both fields 3 and 4 386 Passport Business Solutions Format Four digits or select the option Example Press lt F2 gt to use First and Last 5 Inventory account Enter the inventory account for which the worksheet is to be printed Options Use on of the following options lt F1 gt For the next inventory account on file lt SF1 gt For the previous inventory account on file lt F2 gt For the default inventory account in the I C Control file 1200 000 Merchandise Inventory lt F5 gt For All inventory accounts Format Enter up to seven digits or use the options Example Press lt F5 gt to select A 6 Vendor number Enter the vendor number to print the worksheet for only one vendor or press lt F5 gt to print the worksheet for All vendors Format Up to six digits or use the option Example Press lt F5 gt for AlI vendors 7 Product category En
204. cost If the item s quantity on hand and average cost are zero in the Item file the average cost you enter here is automatically updated in the Item file when you complete entry of the receiving If you entered Quantity received in an alternate unit the Actual cost is also entered per alternate unit Format 9999999999999 Example Press lt F2 gt Correcting entry Check this box if this is a correcting entry Leave it unchecked if it is not Format Check box where checked is yes and unchecked is no Example Select lt Enter gt to leave it unchecked New location This field initially displays the location Changes to these fields can be made when Field number to change displays When this transaction is posted any new prices and location you have entered here update the applicable fields in the item record Format Enter up to four characters Example Press lt Enter gt for Central warehouse Comment Enter any comment you wish about this receiving Form Enter up to 25 characters Example Type Partial Receiving 250 Passport Business Solutions New Price 1 through New Price 5 These five fields initially displays the new prices Changes to these fields can be made when the Field number to change prompt appears Format 99999999 99999 If you entered Quantity received in an alternate unit specially formatted text about the alternate unit automatically displays here Make any needed changes or press lt F5 g
205. creen displays blank look up by description lt F1 gt ext em lt SF1 gt previous item If you selected to enter prices by warehouse the warehouse you specified Note is shown at the top of this screen Enter the information as follows 1 Item number Options Enter the item number or bar code or use one of the options lt F1 gt For the next item number lt SF1 gt For the previous item number Blank To look up the item by description The existing non zero prices for the item display along with the item s stocking unit pricing unit average cost standard cost for standard valuation and replacement cost Use Field number to change to change any of the displayed prices If the item has a pricing unit that is different from its stocking unit enter the revised prices per pricing unit The price per stocking unit is then calculated and displayed Ifall prices for an item are currently zero the message displays No prices exist for this item 178 Passport Business Solutions To enter new prices for an item for example if Price 3 4 and 5 are zero or alternate unit prices do not already exist use the Items menu selection to enter the prices Warehouse specific Prices If you are entering prices for a specific warehouse at Jtem number enter the item number After the item is specified enter each price to be used at that warehouse or press lt Enter gt for the current price in the Item file Ite
206. ct the range of items you want to print For example you have placed the character before the name of each executive in your company Because appears before alphabetic characters a list of your executives would appear before other employees whenever you requested an alphabetic listing of all employees If you wished a list of only the executives you would select as a range HAAA to ZZZ However if you wanted to print out of all employees you could not select AAA to ZZZ as your executives would not be listed refer back to the ASCII sort sequence Some programs have an option to select either a numeric or alphabetic listing of items Note that the ASCII sequence is still followed in both cases For example if you request an alphabetic listing of vendors the sequence might be 21st Century Corp Acme Office Supply 1 2 3 Red Line Freight 4 Wells Fargo Bank Because numbers precede letters in the ASCH sorting sequence 2 has preceded A on the printout If you request a numeric listing of vendors your list might read 999 000100 000200 521 Passport Business Solutions 000300 ABC DEF In the above example the character appears first numbers appear next and alphabetic characters are last 522 Passport Business Solutions Cost Inventory Methods This appendix contains the following topics Introduction to Costing Inventory Methods
207. cut off 4 Print W O register Format One character either Y or N Example Type Y 360 Passport Business Solutions 5 Close in order by This field enables you to control the order in which the list is closed or in conjunction with the following field to restrict printing to a single warehouse Options Use one of the following options S For stocking warehouse W For work order number Format One letter either S or W There is no default Example Type W and then press lt Enter gt Make any needed changes at Field number to change or press lt Enter gt to close the work orders and print the Work Orders Closed Report Passport Business Solutions Expanded Physical Count This chapter contains the following topics Introduction to Physical Count 0 0 0 02 2222 ce eee ee Creating Physical Count Transactions 0 0 0202 Entering Counted Quantities oo ccsevecsscesvesedssscdenusesevesss Adding New Transactions 2 occ cusecssccevapneeissadunnesssiccnmenes Removing Physical Count Transactions 0 02 2 02 Importing Counted Quantities 2 0 2 0 2 cece ee eee eee Printing Physical Count Worksheets 2 2 0 02 2 0 2220 Creating Adjustment Transactions 0 0 2 2 2 2 000 Physical Count Continued Operations 0 00 2 362 Passport Business Solutions INTRODUCTION TO PHYSICAL COUNT Use
208. d When a work order is issued component usage transactions are generated in the Inventory Transaction file for each component item of the work order Additionally the Oty on W O for each kit item is increased For an immediate completion work order a kit assembly transaction is generated in addition to the component usage transactions However the Oty on W O is not increased for the kit item because the work order is considered to be completed immediately However the generation of the kit assembly transaction increases the quantity of the kit item available for sale by decreasing quantity committed for the kit item Select Issue work orders from the Work orders menu The following screen displays fork orders Cissue work orders XYZ Company _ Starting work order Ending work order Issuing date W 0 cut off date Print 4 0 register 7 enuf espns Issue In order by lt F2 gt First Enter the following information 1 Starting work order and 2 Ending work order Enter the range of work orders to issue or press lt F2 gt for First and Last at each field Format Up to six digits for each field or use the option Example Press lt F2 gt at each field 345 Passport Business Solutions 3 Issuing date Enter the issue date to be assigned to these work orders This date is used as the date for the component usage and kit assembly transactions that are placed in the Inventory T
209. d be 5080 Prior to entering the item data for item number 3 set up the pricing code and commission code shown if you have not already defined them Item 3 should be set up as follows 549 ye ae Passport Business Solu 16 00 AO 15 00 0 00 0 00 Noni None Not applicable 0 00 0 00 CFi gt n pre FIJ Field mmber to change lt SFt applica appl i cabl e Field number to change On the status information screen enter 2 for the location code 20 for the maximum quantity and 10 for the reorder level Enter zero amounts for all sold and used fields on the status information screens 550 Passport Business Solutions mA Receivings Now that your three master files have been verified as correct some accounting transactions can be illustrated A new date will be used for each transaction illustrated in this chapter You will then be able to sort printouts by the transaction dates Select Enter from Inventory from the I C menu Enter the following receiving ae Note that this purchase was made at an actual cost of 12 00 per unit and the standard unit cost was 10 00 You may print an Edit List to verify the transaction was properly entered After you have verified that the receiving was properly entered select Post from the Inventory menu to post the receiving to the inventory files When you post the transaction a register is printed 551 Passport Busin
210. d enter the new wording You can also change the Suppress information by selecting field 5 and entering a new answer or new field number To change the row or column in which the text starts enter its current row and column numbers Then select field number 2 or 3 and enter the new row or column number Press lt Enter gt at Field number to change to leave the Example text unchanged Modifying Fields Sometimes you may need to change the appearance or print location of a field that you have already selected to appear on your label This section describes how to change a field s appearance or location delete it or print it in additional locations on the label The first step is to select the field you want to modify by entering its number at Field Format 99 Example Type 1 to reselect the item number field The screen now displays as follows 233 Passport Business Solutions item labels Layout XYZ Company Layout A Sample Inventory Items 1 Fleld 1 2 Row z ee Length to print maximum 15 5S Justify Field usage Fleld al phanumer Ic 1 Row 2 Column 10 2 Row Column Fid Description 3 Row Column 1 Item number Column 2 Bar code 3 Description line 1 B Product sub category 4 Description 9 Track method Description 10 Stocking unit of measure Enter row from 1 through 10 The Field usage window shows how many times you hav
211. d the purchase variance is the difference between actual cost and Standard Cost Valuation Reports After Receivings Now print a valuation report using the Standard Cost option Example Select Valuation report from the Reports menu Enter the following information Now print the Valuation Report again answering Y to Include items with zero qty on hand and using Actual cost Notice that the inventory value at Standard Cost is 1000 the value in the Merchandise Inventory account The value at actual cost is 1200 Merchandise Inventory Control Purchase Variances Item File after Receivings Now examine the Item file again and see what has happened Example Select tems from the I C menu 553 re aan BRT m Eam 8 Mee Business Solutions mA Type 3 to see the information for item number 3 as shown below CF1 gt next lt SF1 Field number Notice that the average cost field has been updated to reflect the receiving Replacement cost has also been adjusted to the last receiving Sales To illustrate a sale exit to the I C menu and select Inventory Then select Enter Enter the following transaction Note that this sale was made at the Standard Cost of 10 00 not the actual cost of 12 00 Field number 7 defaults to Standard Cost Run the edit list to verify the transaction was properly entered 554 Passport Business Solutions POSTING SALES Select Post from the Inventory menu to pos
212. d this fact using Completed work orders Enter selection 203 Passport Business Solutions This step is not applicable to immediate work orders because they are completed at the time they are originally issued 7 Close the work order using Completed work orders Close work orders Closing a work order will result in a kit assembly transaction being generated and placed in the Inventory Transaction file The kit assembly transaction may be viewed using Jnventory or printed along with other inventory transactions on the Inventory Edit List A kit assembly transaction places the quantity assembled of the kit into inventory The kit assembly transaction will be posted along with other inventory transactions when you post all inventory transactions using nventory The work in process account will be credited for the cost of the kits assembled and the kit item s inventory account will be debited for the same amount Therefore the cost of the kit is transferred from work in process to the correct inventory account This step is not applicable to immediate work orders because they are completed at the time they are originally issued 8 As needed a completed work order may be viewed using View Work order history or printed using the Work Order History Report This report shows the costs used for each com ponent and the cost of the assembled kit Refer to the Inventory Transactions chapter for a description of how to disassemble a
213. d to show what consignment merchandise is sold and how much to pay the vendor The report can be printed for unsold and or sold serial numbers For unsold serial numbers the report can be used to verify check that all of the financed goods are present For sold serial numbers the report can be used to verify which items were sold during a specified time period so that payment can be made by the retailer to the finance company An underline is also provided on the report for each serial number to record notes Select Flooring report from the Reports serial menu The following screen displays F2 gt First The above screen is for multi warehousing If you are not using multi ware Note housing you will not see the Warehouse field Enter the information as follows 1 Starting item number 2 Ending item number Enter the range of item numbers of the serialized items to print on the report or press lt F2 gt to select First for field 1 and also to select Last for field 2 Follow the screen instructions Exam Press lt F2 gt for the First and Last source serial ple number 477 Passport Business Solutions 3 Starting source and 4 Ending source Enter the range of sources of the serial numbers to print on the report or press lt F2 gt to select First for field 1 and also to select Last for field 2 Follow the screen instructions Format Up to six characters or use the option Example Press
214. date conversion and other options for converting field peculiarities It has many more conversion options than the Fixed format import Data import will allow the importing of receivings transfers adjustments and layer adjustments A data import control record must be entered before this selection will operate properly The control record contains field by field instructions for the importing of the file See the Data import DL _PBS PDF documentation for details on the set up of importing inventory transactions There must be no existing transactions on file to run this function Select Data import from the Inventory menu Follow the instructions on the screen Use Inventory Edit list to print a report of the transactions after they are imported Use Inventory Enter to view or change transaction information after the import 274 Passport Business Solutions Ezz IMPORTING RECEIVINGS AND TRANSFERS Receiving and Transfer transactions can be imported into the Inventory Transaction file from an out side source The field conversion specifications are somewhat limited using the Fixed format import menu selection If you want much more flexibility when defining field mapping numeric conversion date conversion and other options to converting field peculiarities use Data import Data import will allow the importing of receivings transfers adjustments and layer adjustments See the Data import documentation for details
215. de on the report Follow the screen instructions Format 15 characters Example Press lt F2 gt for the First and Last item number 4 Cut off date Enter the cut off date for the report Any inventory transaction history records on or before this date that fall with in the other report criteria will be included on the report Format 6 digits Example MMDDYY 5 Group by inv acct Answer Y to restrict the report to a single inventory account or to group items by inventory account Your entry in the next field determines the grouping Answer N to print the items in item number order If you answer N the next field displays Not applicable Format One letter either Y or N The default is N Example Press lt Enter gt for the default 6 Inventory account If you chose not to group by Inventory account this field displays as Not applicable Enter the inventory account for which to print the report Options You may also use the options lt F1 gt For next inventory account on file lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account as defined in Control information For All inventory accounts Items will print grouped by lt F5 gt 5 Inventory account 444 Passport Business Solutions Example Press lt F5 gt for A Inventory accounts on file 7 Vendor Enter the vendor number to print the report for only one vendor Options You may also use the
216. der Enter the range of work orders to appear on the edit list or press lt F2 gt for First and Last at each field Format Up to six digits for each field or use the option Example Press lt F2 gt at each field 3 Cut off targeted completion date Enter the last targeted completion date for which work orders are to be included on the edit list or use the options below Work orders with a targeted completion date later than this date will not be included Press lt F2 gt for Latest no cutoff date Format MMDDYY or use the option Example Press lt F2 gt for Latest 4 Work order status The status of a work order changes as it proceeds through the various steps of processing These are listed in the table below Enter one of the statuses listed 339 Passport Business Solutions Options You may also use the options N For Not committed S For Inventory short P For OK to print I For OK to issue lt F5 gt To include A work orders regardless of status Note that Zssued is not listed as a status A separate selection is available to print issued work orders Refer to the Print Issued Work Orders chapter Format One letter from the options above Example Press lt F5 gt then press lt Enter gt WORK ORDER STATUS DESCRIPTION N Assigned by Work orders when the work order Not committed is first entered Assigned by Commit inventory when there is a S shortage of a Full amount item and commit
217. der using Close work orders Enter an existing work in process account or press lt F2 gt for work in process account Example Press lt F2 gt 10 Commit component quantities when partially available Prior to printing this work order you must commit the inventory quantities for the component items using Commit inventory When Commit inventory is run the quantity available for one or more of the component items that you designated as Full amount items in the kit definition using Kits may be less than the amount required to assemble the quantity of kits needed If you answer Y then component item quantities will be committed for all items even if there is a shortage for the Full amount component items In this case the Work Order Status Report will show the amounts committed and the amounts still needed in order to print and issue the work order Use this report described in the Committing Work Orders chapter to determine what receivings are needed to obtain sufficient quantities available to issue the work order Once these receivings have been entered using Inventory you may run Commit inventory again to commit the remainder needed to assemble the kit Then the work order may be printed and issued If you answer N a shortage of any Full amount item will prevent commitment of all components on the work order The Work Order Status Report will show the shortages for each component item Work orders compete with one another for
218. dicated for Use contract prices by in Control information If multiple contract prices exist for an item the type that appears highest on the following list is used by A R and Order Entry 1 Contract price for a customer for a specific item 2 Contract price for a customer for a category sub category 3 Contract price for a customer for a category Warehouse specific contract prices cannot be defined Deleting Prices Any of the prices that you define through this selection may be deleted by pressing lt F3 gt when the individual price information is displayed Sale prices and contract prices may also be deleted by using either Purge sale prices or Purge contract prices In addition if you delete an item using either Items or Purge inactive items any associated prices for the deleted items are also removed If the status record for an item is deleted using 176 Passport Business Solutions Status Items or Purge inactive items warehouse specific prices for the item in the related warehouse are deleted as well Select Item prices from the Prices menu 177 Passport Business Solutions Ezz CHANGING ITEM PRICES If you are using multi warehouse pricing as specified in Control information you are asked if you wish to enter prices by warehouse Follow the screen instructions to update item default prices or prices for a specific warehouse Select Item prices from the Prices menu The following s
219. discounts for items and or categories of items that are in effect for a specified period You may optionally include warehouse specific sale prices Contract price list This price list shows contract prices or contract discounts that are defined for customers and specific items or categories of items that are in effect for a specified period Actual customer price list This price list shows for a specific customer or customer type the actual prices charged Sale prices and warehouse specific prices may optionally be shown The warehouse price list and warehouse specific prices are available only if you specified that you are using multi warehouse pricing in I C Control information Selecting Price Lists Select Price list from the Prices menu Graphical Mode Report criteria Select price list type Price list type Item pices v Character Mode The following screen displays 395 Passport Business Solutions fez Enter the information as follows Price list type Enter the type of price list to be printed as follows Item prices Warehouse prices Sale prices Contract prices Actual customer prices The fields that can be entered on the screen depend on the price list type selected here Each of the types will be shown in turn Warehouse This field can only be entered if you are using multi warehouse pricing and you did not select Contract pricing in the Price list type field Enter the warehouse code to prin
220. display the exact or closest matching numbers in the list box With the focus on the list box you may also use the arrow keys lt Page up gt lt Page down gt and lt Home gt lt End gt keys to find the serial number Use the sorting arrow to toggle between viewing the numbers in descending or ascending order The history details about the selected serial number display in the Serial number history tab list box below Use the sorting arrow to toggle between viewing the history in descending or ascending date order Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays 320 Passport Business Solutions maA Enter the information as follows Enter a valid serial number or partial serial number in the lookup screen All matching serial numbers display Select the item you wish to view and press lt Enter gt Options You may select from one of the following options lt Esc gt To reselect lt F2 gt To view history lt F5 gt To print history 321 Passport Business Solutions VIEWING SERIAL NUMBERS Use the View Serial numbers selection to inquire into the unsold and or sold serial numbers for an item Select Serial numbers from the View menu Graphical Mode The following screen displays Item lookup Item number E Select by ascending sold serial number seeeseeeee Warrantry Coverage Dates
221. downward 560 5 price code type 72 upward 286 541 6 adjustments entering 258 6 price code type 74 advi e 7 introduction to purchasing 417 7 price code type 76 purchasing 416 8 selecting purchasing 418 8 price code type 17 after receivings A distributions to General Ledger 553 ABC analysis 452 item file 553 ABC analysis reports selecting 453 valuation reports 553 account file after sales T account postings 555 valid G L 12 allocation methods 566 account General Ledger 2 alphanumeric accounting defined 2 defined 5 accounts fields for labels 224 changing inventory 150 alternate items entering 143 analysis reports selecting ABC 453 analysis abc 452 appearance general 220 ASCII sort sequence 520 assembly entries kit 271 automatically created transactions 263 avail quantity 248 269 wh 1 whs 269 wh 2 whs 269 whs 248 average cost and method 525 benefits of 531 defined 248 method 525 notes 260 average weighted 8 B B S inventory account default 45 B S liability account 45 back order control control information 42 basis described 195 calculation price 117 categories and sub categories entering category contract price by sale price by category lists printing center cost change logs printing item changing an item s track method existing commission codes inventory accounts item prices or deleting text prices for groups of items valuation methods character checklist of daily op
222. ds exist Description Enter the item description Format Four lines of 25 characters each Example Type Drill 3 8 Power 112 Passport Business Solutions Bar code Bar codes are an alternate method to identify an item throughout Inventory control Order Entry and Purchase Order A bar code can be entered instead of the item number to lookup a particular item Options Enter the bar code for the item or use one of the options lt F2 gt To enter up to 8 different bar codes for the items lt Enter gt To leave this field blank Format Up to 20 characters or use the options Example Press lt Enter gt A bar code may be entered from the keyboard or it may be scanned by using a bar code reader If one or more bar codes are entered each must be different from any other bar code or item number already on file Category Sub category Enter codes of your choice that identify the category and sub category of this inventory item Entering a category and sub category are optional but each must exist in the category or sub category file You may review the entry of Categories and Sub categories in the Master information chapter An item can be searched for by its category sub category or sub category in the View Items if you selected in Control information to use the category sub category or sub category keyword methods Format Up to 5 character Example Type Tools The category sub category classifications a
223. e 572 Passport Business Solutions RESTORING LOST OR CORRUPTED CONTROL FILES In the event that the I C Control file is accidentally deleted or is lost it must be restored from a backup or recreated before continuing with any other Inventory Control functions The preferred method is usually to restore the file from a backup If that is not possible then you will need to recreate the I C Control file To recreate the I C Control file follow these steps DESCRIPTION Initialize the I C Control file skipping all other files Refer to the Initializing Data Files chapter in the PBS Administration manual Select Control information from the Master infor mation menu Enter the desired options When recreating a lost I C Control file it is essential to enter the inventory valuation and warehouse meth ods exactly as they were prior to losing the Control file To do otherwise would be the same as changing valuation or warehouse methods and the guidelines in this appendix must be followed to ensure data integ rity 573 I n d ex entering inventory 32 inventory 31 1 accounts file inventory 12 1 price code type 66 accounts lists printing inventory 36 2 accounts payable using 42 2 price code type 68 actual customer price lists printing 411 3 adding new transactions 370 3 price code type 69 adjustment transactions creating 386 4 adjustments 4 price code type 71 downward 286 5 T account postings of
224. e Later your vendor will send you an invoice for the receiving and you will enter it into A P If you set the expense distribution of the A P invoice voucher to be the same account that was originally credited at the time of the receivings in I C i e the B S liability account the net effect will be to debit inventory and credit accounts payable At the time of I C receiving posting e Debit item s B S inventory account Credit B S liability account At the time of A P voucher posting e Debit B S liability account as the expense distribution 45 Passport Business Solutions Credit Accounts Payable The net effect is e Debit Item s B S inventory account Credit Accounts Payable At the end of an accounting period the net amount in the B S liability account represents inventory that has been received but that has not yet been posted as a payable in A P If all bills are received by the end of a period this account balance will be zero The B S liability account will also reflect any errors or discrepancies between entries made in I C and entries made in A P The B S liability account may be a clearing account It can also be a liability account called Uninvoiced receivings You should consult with your accountant to determine the exact account to be used If LIFO FIFO or Average was selected as the valuation method field number 20 appears as follows Cost correction account Average LIFO or FIFO only
225. e 00 Price 1 00 Price 4 00 00 ce4 0 116 Passport Business Solutions Price Calculation Stocking unit pricing unit and conversion factor described below are used in O E P S and A R for price calculation However no conversion between stocking and pricing units is done in I C When you are using I C without Accounts Receivable the stocking unit and pricing unit you enter should be the same with a conversion factor of 1 Format One character Example Type A Stock unit Enter the unit of measure in which you stock this item An item may be stocked and sold in units of EACH BOX CASE etc Each item is stocked in only one stocking unit The stocking unit is normally the same as the selling unit Enter the stocking unit or press lt F2 gt to use a stocking unit of Each Format Up to 4 characters or press lt F2 gt Example Press lt F2 gt You may review the entry of Units in the Master Information chapter Average cost An entry is allowed in this field for non miscellaneous items only when initially adding the item or if Average cost and Qty on hand are currently zero This field is automatically updated when posting inventory transactions If you need to change the average cost enter and post a series of adjustment transactions so that the appropriate distributions to G L are made Refer to the Inventory Transactions chapter for details The average cost is the cost per stocking unit Format
226. e a transaction on file Replace duplicates New transactions are created for all specified items Any existing transactions are replaced by the new transactions Abort The creation process is canceled Any new transactions that were created prior to encountering the duplicate remain in the file and no additional transactions are created 367 Passport Business Solutions Ezz ENTERING COUNTED QUANTITIES Use the Enter selection to manually enter or change the actual counted quantities for an item s physical count transaction New physical count transactions can also be created in the Enter selection to add transactions for items that are found during the actual physical count Note that the item number and a status record for the corresponding warehouse must already exist in the I C Item and Status files Select Enter from the Physical count menu For multi warehousing you are asked to specify the warehouse for which you want to enter or change counted quantities Enter the warehouse code or press lt Enter gt for the Central warehouse The following screen displays ocation lt F2 gt next item blank look up by description y search by category Enter the information as follows 1 Item number Enter the item number or bar code of the physical count transaction for which you want to enter or change counts Options You may also use one of the options lt Enter gt To look by description
227. e detail format will provide full audit information on the register For LIFO or FIFO the summary format does not give details of layers added layers removed or negative layers created It does show the total cost correction resulting from a transaction that removes one or more negative layers If selected the summary format should be reviewed by your company s accountant to be sure that it meets the audit requirements of your company If there is any question as to which format to use select the detail format Condensed sales registers Check this box to print a condensed format of the Inventory Register when inventory transaction posting is originated by Order Entry invoice posting 41 Passport Business Solutions Your answer here does not affect the register format selected in the Inventory register format field when inventory transaction posting is originated by the Inventory Post selection The condensed format shows one line of information for each item by transaction type warehouse and transaction date If you leave it unchecked the register format selected in the Inventory register format field is printed when inventory transactions are posted regardless of the selection used to initiate posting Using Purchasing order Check this box if you intend to use the PBS P O application This causes I C to display and print the quantity on order for each item Purchase Order is licensed separately and can be added t
228. e items for which physical count transactions are to be created or press lt F2 gt for the First and Last item number Format Four digits or select the option Example Press lt F2 gt to select the First item number In field 4 you can select lt F2 gt for the Last item 365 Passport Business Solutions Format Four digits or select the option Example Press lt F2 gt to select the Last item number 5 Inventory account Enter the inventory account for which to create the transactions or use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account lt F5 gt For All inventory accounts Example Press lt F5 gt 6 Vendor number Enter the vendor number to create transactions for only one vendor or press lt F5 gt to create transactions for All vendors Format Six digits or use the option Example Press lt F5 gt to create transactions for A vendors 7 Product category Enter the product category to create transactions for only one product category or press lt F5 gt to create transactions for All categories Format Up to five digits or use the option Example Press lt F5 gt for A product categories 8 Product sub category Enter the product sub category to create transactions for only one product sub category or lt F5 gt to create transactions for A sub categories Format Up to five digits
229. e kit components 202 Passport Business Solutions WORK ORDERS A work order W O is a request to assemble a specified quantity of a kit from its component items A work order can be immediate in which case the kit is immediately available for sale Alternatively a work order may be printed issued and the component items removed from inventory but the kit is not available for sale until the work order is completed The following outline describes how to use work orders to assemble kits Details for each of the selections used can be found in the appropriate chapters of this manual 1 Enter a work order to assemble a specified quantity of the kit using Work orders Enter You will be requested for a work in process account which is used to hold the cost of the kit while it is being assembled 2 Commit the required quantity for each component item needed to assemble the kits using Work orders Commit inventory If the work order contains a kit item as a component then the kit item Note must have been previously assembled using a separate work order The com ponent kit item will not be assembled as a result of this work order 3 Print the work order using Work orders Print work orders unless you specified that no printed work order is required in step 1 above Work orders are never printed for immediate work orders because the assembled kit will be available immediately for sale 4 Issue the work order using W
230. e prices in effect on the specified date are also shown If you are using multi warehouse pricing you may also print the Customer Price List for a specific warehouse Select Actual customer prices for Price list type Graphical Mode The fields to enter the actual customer price list options are now available Report criteria Select price list type Price list type Actual customer prices Common criteria Sale prices Warehouse Ah Central Central Item sale prices J Category sale pri Starting item number Fus th Contract prices Ending item number Last Aj DLA Joha P ner 1 Vendor Am 0 SSS Se Zeha aera M a Podia rar al Page break on customer F Product sub category Alm Aoo Lom conia Toe Print in order by Item number X S Page break on category I Actual customer prices Suppress blank lines Customer or type Customer number Show sale prices yYes v Customer type Effective date 1270272010 M Customer number aj Ending effective dte mj Customer name a Character Mode The following screen displays 411 Passport Business Solutions fez If you are using multi warehouse pricing Warehouse displays as the last field Enter the following information Warehouse This field appears only if you are using multi warehouse pricing Options Enter the warehouse code to print prices for a specific warehouse or use one of the options lt Enter gt For the Central warehouse lt F2 gt For item default prices
231. e the Copy function to create another layout if it is similar to the label already designed Use Layout to tailor the new copied layout rather than creating the label from scratch This chapter describes how to create a label in the same sequence as outlined above Selecting Item Labels Select Item labels from the I C menu 217 Passport Business Solutions Ezz PRINTING LOCATION GRIDS Although Location grid is not the first selection on the menu it is normally the first function to use when you begin designing a new item label A location grid consists of column and row markers printed on top of one of your labels or one of your label sheets to be used as an aid in laying out the overall design of the label Use the location grid as a worksheet to help you to establish the exact location the row and column of each field and piece of text that you intend to print on the label Mark the positions of your fields and text on the grid and later use it as a guide when entering the label layout Select Location grid from the Item labels menu The following screen displays Enter the information as follows 1 of rows to print top to bottom Enter the number of rows you want to print on the grid or press lt F2 gt for five rows on each label Format 99 Example Press lt F2 gt for five rows 2 of print columns left to right Enter the number of columns you want printed on the grid or
232. e type is explained in the Introduction to this chapter and a list of the available types displays below The format of the remaining fields of the screen varies for each price code type so each is described separately beginning at the page shown in the table The price type defines which of the eight available price structures will be used by this price code To select one enter its number The price code type of an existing price code may not be changed Master information Price codes XYZ Company 1 Price code 2 Price desc _ by quantity 4 Price type Types Discount by qty ordered 7 Pick price 1 2 3 4 5 by qty orderd Discount by cus type B Pick price 1 2 3 4 5 by cus type Discount by qty ordered within cus type Mark up by qty ordered Mark up by cus type Mark up by gty ordered within cus type oSoFroN nonn A prompt displays at the bottom of the screen to remind you of the eight types of price structures available The eight types of price structures are Discount Price by Quantity Ordered Price is discounted according to the quantity ordered Discount Price by Customer Type Price is dis counted according to the customer type spec ified in the Accounts Receivable Customers selection Discount Price by Quantity Ordered Within Customer Type Price is discounted according to the customer type and for each customer type according to the quantity ordered 64 Passport s Business Solutions DESC
233. e unaffected by unposted transactions As a result if you have unposted transactions for the item the actual cost used when the transactions are posted may be different than the one shown on the screen To view the actual cost that will be used during posting print an edit list When a sale is posted it relieves LIFO FIFO layers beginning with the top layer and progressing downward This procedure continues until enough layers have been relieved to satisfy the sale quan tity you have entered As the layers are relieved the exact cost of the sale is computed from the costs stored in the layers In this way the exact LIFO FIFO cost is determined When the sale is first entered the actual cost automatically displays on the screen This cost is obtained from the LIFO FIFO layers as they exist as of the last posting of transactions However by the time this sale is posted the LIFO FIFO layers may have changed due to other transactions that are posted before it This occurs because receivings credit memos and adjustments are posted first and new layers may have been added Because of this the actual cost of the sale may be different than what is displayed on the screen when you were entering the sale If you would like to know the exact cost of your sale and how other unposted transactions may affect the cost layers print an Jnventory Transaction Edit List To see the impact of your transactions on the LIFO layers post the transactions
234. e used this particular field in your label and where you have used it You can use each field up to four times In this example Item number has only been used one time in row 2 column 10 Now select the usage of the field you wish to modify by entering its row in Row and its column number in Column Format 99 in each field Example Enter 2 for Row then enter 10 for Column For instance if you choose Row 2 Column 13 in this example and change the column to column 16 the screen displays similar to this Use Field number to change to change any of the information about this field Options You may also use the options lt F1 gt To view the label lt F2 gt To delete this particular usage Any other usages will not be affected Enter 3 at Field number to change to enter a new col umn Enter 11 for column so that the tem number field will now print in column 11 of the label Press lt F1 gt if you want to view the change in location for Jtem number Example After making changes press lt Enter gt at Field number to change and you will be back at Field ready to select another field Printing Fields You can print any field in up to 4 different locations on the label To use a field again enter its number at Field 234 Passport Business Solutions maA Example Type 1 to reselect the tem number field The screen now displays similar to the following Enter the new location row and col
235. eceiving above Example enter the information shown on the next screen Specify C for Type Post this entry using Post as described in Posting Inven E l EE tory Transactions 267 Passport Business Solutions maA ENTERING TRANSFERS If you are using single warehousing skip to the Adjustments section This section describes how transfers between warehouses are handled This is available if you are using multi warehousing Specify T for Type and the following screen displays Graphical Mode f New Edit Save Save 7 New Delete Cancel Edit Ses Lot Exit r Select by ascending item number Item number Item description Warehouse Type Date Document E Item number 1 AA Dan 174 Power Stocking unit EACH Warehouse 1 Central Al Blue Red Green and Whs avail Whs 1 47 273 Type cE Black Handles Whs avail Whs 2 47 273 Transaction date 12 17 2010 Best in the business Price 2 l Quantity available 56 237 Price 3 Document 213 poe Average cost E nce pas Replacement cost ja Prices f Reduce qty used I7 Location E New avail Whs 1 Actual cost e Chg H Correcting entry ja New avail Whs 2 oe Receiving Adjustment Kit Sale Credit memo Transfer Job usage Component usage To warehouse 2 Aj Comment Character Mode 268 Passport Business Solutions Item Format 15 characters Enter the item number or description or scan the bar code as for a receiving
236. eceivings and transfers as follows 1 Import filename Enter the name of the file to be imported If the import file is not in the top level PBS folder directory include the drive letter or path name where it is located Format Up to 14 characters Example Type C IMPORT1 TXT 277 Passport Business Solutions 2 Field format Format One character Enter the letter that corresponds to the format of each field in a record of the import file Options Enter the one of the following options If the data fields in a record are in variable starting col D umns and are separated by a specific delimiting char acter at the end of each field if each data field in each record always begins in a spe cific fixed column If you specify a delimited field format two additional fields display for you to further define the delimiting character Delimiting char Format Two characters Specify the ASCII character used at the end of each field to separate the fields in a record The character should be entered in its two character hexadecimal form The corresponding ASCII character is then displayed in quotation marks next to the hexadecimal entry Text in quotes Answer Y if the text fields in a record are enclosed in quotation marks Otherwise answer N Use the remaining fields on this screen to describe the item number quantity serial number and lot number information in the import records The fields that display d
237. ed or press lt F2 gt for an item with alternate units defined to enter the quantity in an alternate unit If you press lt F2 gt a window displays for you to enter the quantity and actual cost per alternate unit Press lt F2 gt again to switch to a different alternate unit or stocking unit for the item If you enter the quantity and actual cost as an alternate unit the equivalent number of stocking units and the cost per stocking unit is also displayed in the window Upon leaving the window the stocking unit equivalents are displayed The name of this field varies depending on the entry type and will appear on different screens as quantity adjusted quantity credited etc It is entered as a positive value in all cases except that Adjustments and Job Usage permit either positive or negative entries Enter the number of units received 249 Passport Business Solutions You cannot enter zero in this field A negative quantity or a decimal quantity may be entered for items that are not serialized or lot controlled The new total quantity available and the new quantity available at this warehouse are updated automatically After entering a receiving the New qty avail field is updated However this is temporary Format 9999999999999 Example Type 40 and then press lt Enter gt Actual cost per stocking unit Enter the actual cost of this item per your stocking unit or press lt F2 gt to default to the replacement
238. ed independently according to the quantity of each If it becomes necessary to back order part of a line item each partial order receives the price appro priate to the total quantity ordered regardless of how many shipments are required This provision insures that your customer is not deprived of the discount he is entitled to merely because of operational conditions in your warehouse This chapter refers to Price 1 Price 2 Price 3 Price 4 and Price 5 These are the five prices assigned to an inventory item Prices are normally in descending order with Price 1 being the high est You will also see references made to Average cost Standard cost and Replacement cost These are the costs that are retained for an inventory item Refer to the tems chapter for a further explanation of these prices and costs You should not delete a price code unless you are sure that it is not cur Note rently used for any inventory items Price Code Error Conditions It is possible to create situations in which no valid price can be calculated from the applicable price code For example you could e Delete the price code while there are still items on file using that price code e Define a price code varying by customer type but fail to include all existing customer types e Define new customer types but fail to adjust existing price codes accordingly e Define a price code based on one of the prices from Price 2 through 5 but apply it to an item
239. ed on the Price Codes List 79 Passport Business Solutions Commission Codes This chapter contains the following topics Introduction to Commission Codes 0 2 220222202 Entering Commission Codes 0 0 2 0 02002 cec cece eee Printing Commission Code Lists 2 20 0 ccccccncacccsendanneanenes 80 Passport Business Solutions INTRODUCTION TO COMMISSION CODES This chapter describes how to enter and print commission codes Commission codes do not apply if e You are not interfaced to the Order Entry O E and Accounts Receivable A R modules e You have specified in O E Control information that you do not use inventory item numbers for order entry e You have specified in A R Control information that you do not use sales representatives e You have specified in A R Control information that you employ sales representatives but do not pay them on a commission basis e You do pay commissions but you wish to decide the percent or amount of the commission without reference to the item number either On the basis of the customer On the basis of the sale representative On a case by case basis If your situation falls into any of these categories you can skip this chapter The Commission codes selection enables you to define different rules for computing commissions and assign a code to each rule You can then associate this code in Items with individual items
240. ed warehouse Select Warehouse prices for Price list type Graphical Mode The fields to enter the warehouse prices list options are now available Report criteria Select price list type Price list type Warehouse prices X Common criteria Sale prices Warehouse AA Central Central It le prices Categ p Starting item number First Aj Contract prices Ending item number Last Aj Starting customer l Ending customer 5 Vendor An all al Product category AI C Page break on customer I7 Far Item contract prices Pr et Ar ry tem vract prec r Categ t prices I7 Print in order byf v Page break on category I7 Actual customer prices Suppress blank lines Customer or pef z Show sale pric es Customer type eae Starting effective date O Customer number aj Ending effective d ate O Customer n me a Character Mode The following screen displays 401 Passport Business Solutions fez Enter the information as follows Warehouse Enter the code of the warehouse for which you wish to print prices Options You may also use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses Starting item number and Ending item number Enter the range of item numbers for which warehouse prices are to be included on the list or press lt F2 gt at each field for First and Last Follow the screen instructions Vendor Enter the vendor number to print items for on
241. ee ao ee ee oe Se ee Sette ede tte e en e e e e e a a a a a e E The Kits selection is used to specify each of the component items for a kit Additionally the quantity of each component item is specified This quantity is the quantity required to assemble a single kit item Before using Kits both the kit item and the component items must be defined as items using the tems selection A miscellaneous item may be used as a component item of a kit Such items would be used to take into account the cost of assembling the kit item as well as certain overhead costs Kits may also be used as components of other kits You can do this by using the level number which is assigned to each kit when is created See below Pe ee a eee ee esse eeeeens ee ee ree In the above example kit item 20 is defined as consisting of item 180 item 52 and kit item 124 In order to allow kit items to be components of other kits each kit item is assigned a level number Whenever a kit item is used as a component of another kit the level number of the component kit item must be lower than the level number of the kit being constructed For example kit item 20 is defined at level 2 and kit item 124 is defined at level 1 The Kit selection enables you to do the following 201 Passport Business Solutions Enter and maintain kits Print an edit list of kits or print the kits themselves Copy one kit to another Resequence th
242. eer oir ccs tance creneetebataeuuaabaneds Changing Prices for Groups of Items 22 22 0202 2 222 Cice FT ee e e EOE Purging Sale Prices oases ncesectcduens addons wacrdeceodicssinnedesext Purging Contract Pees cocncc cies dco dh acetadd ica ndcecasactees 173 Passport Business Solutions INTRODUCTION TO PRICING This chapter also explains how to use the Purge sale prices and Purge contract prices selections on the Utility menu Refer to the Price Lists chapter Use this selection to do the following e Change existing prices for an item or group of items e Enter prices for an item in a specific warehouse if you selected to use multi warehouse pric ing in Control information e Enter sale or contract prices for an item or group of items e Print a list of sale or contract prices for a group of items e Print a price list for a group of items e Print a price list for a particular customer Refer to the Price Lists chapter for a description of Price Lists Inventory Control provides for the following types of prices e Item default prices e Warehouse specific prices e Sale prices e Contract prices Item Default Prices Item default prices are the prices that exist for an item in the Item file Price 1 2 3 4 5 for the stocking unit and for each alternate unit If you do not enter a price code or set up any other prices for an item Price 1 for the corresponding selling unit will be used as the default selling
243. egories 9 Print vendor info Answer Y to print vendor information vendor product minimum order quantity and lead time on the report Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 10 Print items which have no Qty on hand Answer Y to print items which have no Qty on hand on the report 420 Passport Business Solutions Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default If you have chosen to print the report as opposed to merely viewing it on the screen then once the report has printed a data entry screen displays You are asked Skip these items on later purchasing advices until they hit reorder or out of stock again If you answer N The next time that you print the report items which were on the previous report and have not since been restocked will be repeated on the new report This allows you to discard an old report as soon as you print a new one If you answer Y Items that have not been restocked will not be repeated on the next report The assumption is that you continue to reference the old reports until all problems have been corrected This feature saves printing time and paper bulk but requires continual reference to multiple reports e Ifan item has been restocked and has again fallen below the reorder level or if the receiving was inadequate to bring it up to the reorder l
244. el layout Options You may also use one of the options 220 Passport Business Solutions lt F1 gt For the next layout on file lt SF1 gt For the previous layout Format Three characters Example Type A 2 Description Enter a description for this label layout Format 30 characters Example Type Sample inventory item 3 of labels across page max 4 Format A single digit from 1 to 4 Example Type 3 Enter the number of labels to print across the page label sheet up to 4 labels 4 lines per label max 66 Enter the number of lines rows to print on a label up to 66 lines Format 99 Example Type 10 5 lines between labels Enter the number of lines to skip between labels For most labels this is 1 line Format 99 Example Type 1 6 columns per label max 132 Enter the number of columns at 10 cpi to print for a label up to 132 columns Format 999 Example Type 33 7 Starting column for 1 label Enter the starting column number for the first label This column number determines the distance from the left the printing will start on your label sheet Format 99 Example Type 1 221 Passport Business Solutions Fields eight nine and ten display only if you entered 2 3 or 4 respectively at field 3 8 Starting column for 2 label This field only appears if you specified in field 3 above that more than one label is to be printed across the sheet Ent
245. eld appears Purge items never sold Answer Y to include items that have never sold Last sold on date of None Answer N to exclude items with a Last sold on date of None Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default 514 Passport Business Solutions 8 Print or purge Options Use one of the following options To print a report showing the inactive items that would be purged 2 To purge the file without printing a report 3 To print a report and to purge the inactive items If you selected to purge the file a screen then appears showing the files from which information will be deleted Prior to proceeding you should ensure that you have a backup of these files When you are ready to continue answer Y to the question Are you sure you wish to do this If you select to print the report only the Inactive Items Purge List is printed showing information on every item that would be removed from the file If you select to print and purge the file the Inactive Items Purge Log is printed prior to the items being purged If you select to purge items the program purges from the Item Status and Serial files all inactive items with Last sold on dates on or before the cut off date specified Alternate item information special prices warehouse specific sale prices or contract prices keywords bar codes or notes that are defined for the purged items are also
246. elds Quantity 1 te pee Quantity 2 title engtt E Description 1 tite rai Description 2 title engtk E Daett ite Date 2tite Character Mode After pressing lt Enter gt at Field number to change a third screen appears 47 Passport Business Solutions Waster information Control information XYZ Company 23 1st keyword method C 2nd keyword method Ird keyword method Ath keyword method 24 Physical count method 25 Inventory reorder basis 26 Use sale prices by 27 Use contract prices by Keyword Method none full description ist dese line 2nd dese tine Srd dese tine 4th dese line sub category categ sub categ vendor prod vend vend prod 20 Use kits 29 Starting work order 30 Default Work in Process account 31 Print item labels 32 Default label format 33 Next kit serial 34 Default W 0 posting printer 35 Default 0 label format Saneoszon a Enter the information as follows Item searched by ist 2nd 3rd 4th keyword method A keyword is a word or piece of information about an item that can be used to search for an item Enter up to four keyword methods to be used when searching for items in the order in which they will be used The 15t keyword method is the default method used to search for items Refer to the table below for keyword method choices Ce fea o o e Co a O Press lt Enter gt to specify None for any method 48 Passport
247. elimiting character specified above in field 3 Format Enter up to two digits Example Type 10 and then press lt Enter gt Start Position and Length Length For fixed position field formats specify the starting column number and length of the item number or bar code field in an import record For example if you enter a Start position of 15 and a Length of 10 the item number or bar code for each item would be found beginning at column 15 and extending for 10 characters 5 Quantities Describe the handling and location of the quantity in each import record as follows Use 1 if blank Answer Y to import a default transaction quantity of 1 for any record whose quantity is spaces Otherwise answer N If you answer Y any numeric quantity including 0 is imported as the value in the record If the quantity is spaces blank a quantity of 1 is imported Non numeric values that are not spaces are reported as errors 378 Passport Business Solutions If you answer N numeric values are imported as usual All non numeric values including spaces are reported as errors Format One letter either Y or N There is no default Example Type Y and then press lt Enter gt Implied decimal places Enter the number of decimal places contained within the quantity to be imported either 1 2 or 3 or press lt Enter gt to default to 0 if the quantities are always expressed as whole numbers If the quantity to be
248. em number Whs Serial number Typ N U P O 8 Source Warranty Reference General Nem number a ed aa fe Setialnumber EA Type Moven v Invoice de m Transaction dte m Invoice ___ al New Used Used v Customer ny P O numba Warranty 7 Source 7 Retumdte Item cost Reference Item price Correcting entry 7 lt F1 gt next entry lt SF1 gt previous entry lt F3 gt delete From this screen you can work with both new and existing serial number transactions New For adding a new serial number transaction Edit For editing an existing serial number transaction For saving a new serial number transaction or saving Save oe i i changes to an existing serial number transaction This button combines the Save and New buttons by first Save New saving the item and then starting a new serial number transaction Delete To delete and existing serial number transaction To cancel the editing or adding of an serial number Cancel transaction Exit To exit the screen Exit works like cancel when you are adding or editing a serial number transaction 292 Passport Business Solutions mA Character Mode In character mode the following screen displays next entry reviou Enter the following information Item number Description Format 15 characters For an existing transaction In graphical mode up to 6 transactions will display in the list box To edit an existing transaction find a
249. emble the kit even if the full quantity of this component is not available The shortage is s Shortage reported in Commit inventory but does not stop OK the work order from being issued Use this option for components to be used while supplies last Format One letter from the table above Example Type S Whs If you are not using multiple warehouses this field is not applicable Options Enter a warehouse code or use the option To designate this warehouse as the Central ware lt Enter gt house lt F1 gt To scan through the warehouses on file Use the arrow keys to move up or down to the next line Press lt PgUp gt or lt PgDn gt to move between screens of component items Options When the cursor is positioned at a component item you may also use these options Arrow keys For the previous or next line lt PgUp gt or For the previous or next screen lt PgDn gt P 208 lt Home gt or lt End gt lt F2 gt lt F3 gt lt F5 gt lt F6 gt Passport Business Solutions For the first or last screen To insert a component item between two existing com ponents To delete the current component To change the order of components select the com ponent you want and press lt F5 gt Use the arrow keys to highlight the place where you want the selected com ponent inserted and press lt Enter gt Press lt Esc gt to can cel the move operation To view the full descriptio
250. encing price reports selecting price cost report kits and work orders chapter topics copying entering introduction to printing label file defined label layouts copying creating testing label text inserting labels general appearance of introduction to item item printing item selecting item viewing labels print item 13 214 487 486 200 212 205 201 210 13 239 220 237 231 220 217 216 149 217 230 51 layers LIFO layout lists printing of layouts copying label creating label testing label lead time purchasing advice ledger account general ledger after receivings distributions to general ledger distributions to general ledger general levels quantity LIFO considerations in using cost defined layers in method for units of LIFO FIFO and standard costs cost valuation cost valuation introduction to field notes 527 236 239 220 237 128 2 553 285 303 543 2 60 531 537 526 527 526 537 265 533 534 535 list errors edit lists printing actual customer price printing category printing commission code printing contract price printing coverage printing inventory accounts printing inventory edit printing item price printing item sequence number printing layout printing price code printing sale price printing serial number edit printing status printing status code printing unit printing warehouse printing warehouse price selecti
251. epend on the field format that you entered in field 3 Format One letter either Y or N Example Type N and then press lt enter gt 3 Item numbers Describe the method of determining item numbers as follows Primary lookup by Enter the letter corresponding to the first method to be used to locate each item number Enter I if the actual item number appears in the import record or enter B if the item s bar code exists in the import record Format One letter either I or B Example Type I and then press lt enter gt 278 Passport Business Solutions Secondary lookup by Enter the letter corresponding to the alternate method of locating the item number in each import record or press lt Enter gt for no secondary lookup method During the import the item number or bar code is initially looked up using the method specified for Primary lookup by If a matching entry is not located using that method the Secondary lookup by method is used Format One letter either I or B Example Type I and then press lt enter gt Field number For delimited field formats enter the relative field number of the item number or bar code in an import record For example if you enter 4 for this field the item number or bar code for each item would be found in the fourth field and is preceded by three occurrences of the delimiting character specified above in field 3 Format Enter up to two digits Example Type 10 a
252. equest lt SF gt For the previous load request Format Enter up to two characters Example Press lt Enter gt for Central warehouse For a new Status load request Enter a warehouse code or use the option The warehouse code must have been defined previously using Warehouses Load sequence Enter the sequence in which this load request will be used to load items in relation to other load requests you may have entered for this warehouse On subsequent load requests you may either enter another number or press lt Enter gt to use the default number shown 1 greater than the preceding load sequence number You can specify the range of the items to be loaded as being either from a starting to an ending item number or from a starting to an ending item description Format Up to two digits Example Type 1 168 Passport Business Solutions Specifying a range of item numbers Enter the starting and ending item numbers then press F1 in the Starting description and Ending description fields to leave the description range wide open Specifying a range of item descriptions Press lt F1 gt in the Starting item and Ending item fields to set them to First and Last This leaves the item number range wide open You can then narrow down the range by specifying a starting and ending item description 2 Starting item and 3 Ending item Specify the range of item numbers for which you wish to load status records Forma
253. er the starting column for the second label This column number must be at least the starting column for the first label plus the number of columns per label field 6 above plus 1 Format 999 Example Type 34 9 Starting column for 3 label This field only appears if you specified in field 3 above that more than 2 labels are to be printed across the sheet Enter the starting column for the third label This column number defaults to the starting column for the second label plus the number of columns per label field 6 above Format 999 Example Press lt Enter gt for 67 10 Starting column for 4 label This field only appears if you specified in field 3 above that four labels are to be printed across the sheet Enter the starting column for the fourth label This column number defaults to the starting column for the third label plus the number of columns per label field 6 above Format 999 Example Not applicable in this example Press lt Enter gt to terminate the description of the label as a whole and start the description of the individual fields item labels Layout XYZ Company Layout A Sample Inventory Items 1 Fleld Available fields used Fid Description Fid Description 1 Item number 6 Description line 4 2 Bar code 7 Product category 3 Description line 1 4 Product sub category Description line 2 9 Track method Description line 3 10 Stocking unit of measure
254. erations checklists for Inventory Control close a period chapter topics selecting closing completed work orders 91 91 187 182 94 149 114 86 150 178 232 191 568 569 3 26 26 505 508 360 closing periods introduction to prerequisites for code error conditions price code lists printing price printing status code lists printing commission code type 1 price 2 price 3 price 4 price 5 price 6 price 7 price 8 price codes changing existing commission commission entering commission entering price entering status introduction to commission introduction to price price status 506 506 61 79 101 88 66 68 69 71 72 74 76 77 86 80 84 63 100 81 59 58 100 codes file VC described 13 comments entering 338 commission code lists printing 88 commission codes changing existing 86 chapter topics 80 entering 84 introduction to 81 commissions introduction to 81 committing inventory 341 company file described 12 comparison of cost methods 530 complete marking work orders 358 completed work orders chapter topics 354 closing 360 introduction to 355 printing 359 component usage 286 component usage transactions entering 272 concepts key words and 2 conditions price code error 61 considerations value method 531 continued operations physical count 391 continuing operations uncounted items contract price lists printing of contract p
255. erence between the two is the Passport Business Solutions margin or gross cost that you make on a sale of that item Every item in I C has two recorded costs a replacement cost and an average cost Replacement cost This is the most current cost of an item It is what you would pay now to replace an item in inventory Average cost The average of all costs paid for an item This is recalculated each time items are added to your inventory and in certain situations when items are removed from your inventory Serialized Items A serialized item is a specific unit of merchandise with a unique serial number Only one serial number is allowed for each serialized item received Receivings of serialized items are made as for any item with the addition of entering serial numbers when appropriate Serialized inventory allows you to capture and track detailed information on individual serial numbers Lot controlled Items A lot controlled item is an item whose quantities are tracked within unique lot numbers Lot numbers are specified during the normal receiving process On hand quantities can be viewed by lot and sales of full or partial lots are recorded and tracked by lot number Kits and Work Orders A kit is an inventory item that is assembled from a set of other inventory items The inventory items from which a kit is assembled are the kit s components and they may either be raw materials or previously assembled kits A
256. es If Price 1 was changed for any item the change in retail value of the reported items is shown at the end of the report The retail value is computed based on the current on hand quantity of the item and Price 1 If you specified to change prices the screen displays each item for which prices are being changed If any errors occur when attempting to change prices for an item no prices are changed 196 Passport Business Solutions mA PURGING SALE PRICES Use this selection to purge sale prices that have expired Select Purge sale prices from the Utility menu The following screen displays You are asked to enter an ending cut off date Enter the last date for which sale prices are to be purged or press lt F5 gt to purge all sale prices regardless of ending date Sale prices with an End date on or before the cut off date will be purged 197 Passport Business Solutions mA PURGING CONTRACT PRICES Use this selection to purge contract prices that are no longer in effect Select Purge Contract prices from the Utility menu The following screen displays 1 Purge type Enter the type that you want to purge from the following C To purge by customers I To purge by item D For contract ID Example Type C 2 Starting customer and 3 Ending customer Enter the range of customers for whom contract prices are to be purged Press lt F2 gt to select First to Last customer numbers
257. es defined as kits then always enter 1 here Format One character Example Type 1 3 Comments Enter any comments about this kit item These comments print on the work order as well as appearing on the kit edit list They are not seen by the customer however Format Four lines of 25 characters each Example Type Reorder point 20 Press lt Enter gt at Field number to change prompt and a second screen displays to enable you to enter information about component items for the kit The following screen displays Enter the following information Component item The component item must already have been defined as an item in Items 206 Passport Business Solutions The item must already exist in the Item File Miscellaneous items those beginning with an asterisk may be included as Note components in kit items You may use them to assign labor charges and overhead costs to a kit item Options If component items have already been assigned to this kit enter the item number of the component item or use one of the following options lt F2 gt To insert a new component item lt F3 gt To delete a component item lt FS gt To move the component item lt F6 gt For a full description If you choose to look up the item by its description the cursor moves to the description field Both the spelling and the capitalization must match the description on file Enter the text of the description or just the leading char
258. es selection It lets you replace the normal price by different values or a price code The sale price can be for any time period Any individual price code that you define may be used for any of these purposes T C Sale prices makes no use of price codes Orders and Invoices When an order is entered in O E an invoice in A R or a transaction in Point of Sale the price of each item on the order is either Price 1 for that item or if present calculated by the item s price code The calculated price is displayed and you will have the option of either accepting it or enter ing a different price sale or contract price if there is one or simply a one time price specified by you When an order is entered in O E an invoice is entered in A R or a transaction is entered in Point of Sale the price of an item on the order or invoice will be calculated automatically based upon the calculation method specified in the item s price code The calculated price will display and you will have the option of accepting it or entering a different price In O E additional pricing options are available by using multi warehouse pricing sale prices and contract prices These options are described in the chapter titled Prices In Point of Sale additional pricing options by sale prices and contract prices are available See the Point of Sale documentation for setting up these price options In O E and A R the customer s trade discount may be applied in
259. ese are your C items A items are much more important to your business than B or C items So you would want to keep tighter control over A items than over C items A items are typically high priced items that sell in moderate volume or moderately priced items that sell in high volume C items are typically high or medium priced items that hardly sell or low priced items that sell in moderate to low quantity B items are in between They provide the transition between A items and C items The ABC code is an attribute of the item and may be individually maintained by the tems selection However the code on file is not used in creating this report Rather this selection regenerates the ABC code of each item whenever you print the report without reference to the existing codes You then have the option of propagating the new codes to the items and thus over laying the existing Select ABC analysis from the Reports menu The following screen displays 453 Passport 3 Business Solutions mA Enter the information as follows 1 Starting item and 2 Ending item Enter the range of item numbers to include on the report Follow the screen instructions Example Press lt F2 gt for First and Last at each field 3 By sales cost or margin Enter S C or M to analyze based on sales cost or margin If you enter S code A will be those items with the highest year to date sales volume in dollars code B will be t
260. ess Solutions RECEIVINGS Posting causes certain cost fields in the Item file and accounting activity in the I C Distribution to G L file to be updated The Item file and Distribution file changes are illustrated below along with T Account rep resentations of the posting activity BB in the T Accounts below is an abbreviation for Beginning Balance The Item file is not a G L account however it is updated during posting and provides you with perpetual average cost information for a valuation report Old Qty New Avg Cost 0 0 100 12 00 Old Avg Cost New Qty Actual entries in the I C Distribution to G L file Debit Merchandise Inventory 1000 Debit Purchase Variances 200 Credit Accounts Payable 1200 Receivings T Account 1100 000 Accounts Receivable 1200 000 Merchandise Inventory 2000 000 Accounts Payable BB 00 BB 0 0 BB 1000 1200 7000 000 5070 000 4010 000 Inventory Adjustments Cost of Goods Sold Sales BB 0 BB 0 0 BB 7010 000 7020 000 5080 000 Purchase Variance Cr Memo Adj Variance Credit Memo 552 Passport s Business Solutions Ezz BB 0 BB 0 0 BB 200 General Ledger Distributions After Receivings Example Print the Distributions to G L Report by selecting Distributions to G L from the Reports menu Use First to Last for both the account number range and the date range Notice that merchandise inventory is distributed at Standard Cost accounts payable is at actual cost an
261. et income than FIFO The outline on page paranumonly ChapterTitle A ppendixTitle 531 is also presented as an opinion on average standard LIFO and FIFO 530 Passport Business Solutions VALUE METHOD CONSIDERATIONS You need to consider various options when selecting a valuation method for Average Standard LIFO or FIFO methods Average Cost What is it Perpetual average cost flow assumption Benefits Second easiest to FIFO to audit review 2 Saves data file space when there s large number items If there are a large number of inven tory items the average cost method is a feasible option getting more disk space is another option 3 The Cost figure for ending inventory is influenced by all prices paid during the year and thus tends to level effects of cost increases decreases during year Comments No Detail is kept on each transaction 2 During times of rising prices this method can cause higher taxes Refer to Comments under LIFO 3 Values inventory based on a generally accepted accounting method Standard Cost What is it Modified standard cost system that highlights purchase price variance at time of purchase This method automatically uses the perpetual average cost flow assumption described above Benefits 1 Can provide distributors amp wholesalers with information to identify profit responsibility between purchasing sales departments 2 Purchase variance clearly identified
262. evel in the first place it will appear on the next report e Ifyou use multi warehousing your response to this question affects only those future reports printed for the same warehouse selection counting AlI as a distinct warehouse selection Thus successive reports for the same warehouse are consistent This has one rather odd con sequence If you print a report for Warehouse and a report for A warehouses at the same time a given item in Warehouse may appear on one report but not the other It depends on the previous history of both reports Ifyou subsequently decide that you do want to see all out of stock items after all perhaps because you have mislaid earlier generations of your report you can obtain this information from the Valuation Report Refer to the chapter of that name in this manual If you are using multi warehousing your answer applies only to the specific warehouse you selected or A if that was your selection and does not affect reporting for other warehouses If item appears on a report for A warehouses and is specified not to print on later reports it will not appear on subsequent reports for A warehouses However item would appear on a report for any specific warehouse such as AA until it was specified not to print for that specific warehouse Example Whether you answer Y or N you are returned to the previous menu Format One letter either Y or N There is no default Example Type
263. exclude sub categories 94 Passport Business Solutions 1 Print sub categories Enter Y if you wish to have sub categories print on the report otherwise enter N 2 and 3 Starting and Ending category Enter the range of categories you want to include on the report 4 and 5 Starting and Ending sub category Enter the range of sub categories you want to include on the report You may modify your selection criteria from Field number to change or press lt Enter gt to print the report 95 Passport Business Solutions mA UNITS Units refer to units of measure All units of measure that will be used for an item must be defined under Units first If the unit is not defined you can not use it Units for stocking pricing weight depth height and width must be defined before you can use them in the item file Entering Units To enter units follow these steps Select Units from the Master information menu The following screen displays From this screen you can work with both new and existing Units Enter the information as follows 1 Unit Options Enter the unit code or use one of the options lt F1 gt For the next unit on file lt SF1 gt For the previous unit on file Format Up to four characters Example Type Case 96 Passport Business Solutions maA 2 Description Enter the unit description Format Up to 10 characters Example Type Case 24 Printing
264. f Price code Screen The appearance of the remainder of the screen depends on which price code type is entered The screens for each price code type are explained on the following pages with an example for each Standard cost appears only if you are using the standard cost valuation method Enter the quantities and discounts for field numbers 5 14 as shown below Minimum quantities must be in increasing order level 2 larger than level 1 level 3 larger than level 2 etc The Completed Screen After completing each screen you are positioned at Field number to change Options Make any needed changes or use one of the options lt Fl gt For the next price code lt SF1 gt For the previous price code lt F3 gt To delete this price code If you delete a price code while on or more selling items or contract price Note entries continue to reference that price code Price 1 will be used instead Price Code Type 1 For each Price code this Price code type discounts any one of an item s prices or costs by a per centage you specify You may specify up to five quantity levels each with its own discount The screen displays as follows Master information Price codes XYZ Company 1 Price code 10 2 Price desc Discount by Quantity Price type Price basis Level 1 minimum qty Level 1 discount pet Level 2 minimum qty Level 2 discount pot Level 3 discount pot Level 4 minimum qty Level 4 discount pct a 4 5
265. f items lot numbers and either vendors or customers The report may be printed in summary or detail You also have the option to purge zero balance lots using this selection Select Lot numbers from the Reports menu Graphical Mode The following screen displays Report criteria Print or purge Print repon v Warehouse Al Central Central Starting item number Fise al Ending item number tas al Starting lot number E l Ending lot number al Venda ar Product caeso a a Product sub category PA AS SSS On hand balances to print Non zero Detail or summary Summary Starting customer o Ending customer Al amp cma Character Mode The following screen displays 481 Passport s Business Solutions mA The above screen is for multi warehousing In Character mode if you are Note not using multi warehousing you will not see the Warehouse field and all the above field numbers will be one less than the numbers shown Enter the information as follows Print or purge Enter 1 to print the report only or enter 2 to purge the file and print a report of the lot number information that is purged Format One digit either 1 or 2 E a Type 1 and then press lt Enter gt Warehouse If you are using multi warehousing enter the warehouse code for which you want lot controlled items to be printed and or purged Options You may also use on of the options lt Enter gt For the Central ware
266. f you wish to use the more powerful text editing commands that are included in the character notes editor see the Text Editing appendix in the System User documentation When you are through using notes press lt Esc gt 142 Passport s Business Solutions ENTERING ALTERNATE ITEMS Up to eight substitute items that may be sold to a customer in place of the item ordered These alternate items may be selected in O E or A R as replacement items for the primary stock item Some of the reasons an alternate item may be useful during entry of a transaction are e the item ordered is out of stock and there are similar items available e the item being ordered is not quite what the customer wants or needs and there is another item that will fit the need e another item is more profitable but will work just as well or better for the customer e other products are available that work with the item being purchased Select lt F5 gt or click on Alternate items on the Options menu Graphical Mode The following window appears File Tools Help New Edit Save Save New Delete Cancel Exit Enter Alternate items for this Item number teati Drill W72inch ss isti wD Alternate items I MAO o Wem 82 gg lS MAO es an __ OO es temg5 wO O O o o o aas AOO a S__ A ooo tezei MO lt F1 gt next item lt SF1 gt previous item blank look up by description If an alternate item
267. fers of the Software are permitted without the prior written consent of Passport Software Inc Licensee shall not export or re export directly or indirectly including via remote access the Software Documentation or other infor mation or materials provided by Passport hereunder to any country for which the United States or any other relevant jurisdiction requires any export license or other governmental approval at the time of export without first obtaining such license or approval from Passport It shall be Licensee s responsibility to comply with the latest United States export regulations and Licensee shall defend and indemnify Passport from and against any damages fines penalties assessments liabilities costs and expenses including reasonable attorneys fees and court costs arising out of any claim that Software Documentation or other information or materials provided by Passport hereunder were exported or otherwise accessed shipped or transported in violation of applicable laws and regulations Licensee shall comply with all laws legislation rules regulations and governmental requirements with respect to the Software and the performance by Licensee of its obligations hereunder of any jurisdiction in or from which Licensee directly or indirectly causes the Software to be used or accessed In the event that this Agreement is required to be registered with any governmental authority Licensee shall cause such registration to be made
268. fic customer that applies to a specific item A category contract price is a price to a specific customer that applies to all items with the same category A sub category contract price is a price to a specific customer that applies to all items with the same sub category The category and sub category of an item are defined in the Items selection Use the Contract prices selection to set up contract prices by item by category or by sub category When an item is sold to a customer in Accounts Receivable or Order Entry contract prices are used only for the contract price types specified here In addition contract prices are printed on the Actual Customer Price List only for the contract price types specified here Because the number of types entered here has an effect on system performance in Accounts Receivable and Order Entry you should only specify the contract price types you actually plan to use You may read more about this in the Entering Contract Prices section of the Prices chapter 50 Passport Business Solutions Print item labels This field determines if you will be printing labels when receivings are posted The following applies if you have the Purchase Order module installed and you have checked the box for the Using Purchasing order field In Purchase Order when posting a receiving the question Print item labels displays Check this box to print item labels in Purchase Order If you leave it unchecked the
269. fied and deleted the work order s whose components you have pre empted Format One letter either Y or N There is no default Example Type N and then press lt Enter gt 7 Targeted completion date This field does not apply to immediate completion work orders Enter the target date on which this work order is to be completed This date will appear on screens and reports used to track incomplete work orders Format MMDDYY Example Type 92505 8 Print work order This field does not apply to immediate completion work orders If the nature of your business is such that you do not require a printed document answer N The work order will still have to be issued even though not printed If you change your mind 335 Passport Business Solutions later you may obtain a copy via the Print issued work orders selection if the work order has already been issued or via the Print work orders selection if it hasn t Once the work order is completed it may no longer be printed Format One letter either Y or N there is no default Example Type Y 9 Work in Process account This field does not apply to immediate completion W O s When the component usage transactions for the work order are posted the work in process account entered here is debited for the cost of each component item These items are retained in the work in process inventory until the corresponding kit assembly transaction is posted after closing the work or
270. fies the scope of a warranty Warranty Programs file This file identifies the scope of a warranty 14 Passport Business Solutions SETTING UP INVENTORY CONTROL The steps below briefly describe how to set up your Inventory Control system DESCRIPTION Study the System User documentation for information on the general features of PBS Run the Inventory Control software according to the instructions in the Using Inventory Control chapter Modify the information in the Company file that was set up during installation of the I C module so that it relates to your company using Company information Refer to the Company Information chapter in the PBS Administration documentation Enter your valid G L accounts using Valid G L accounts Refer to the Valid G L Accounts chapter in the System User documentation If you are also using General Ledger enter your Chart of Accounts first and then use the Setup valid G L accounts selection in G L to copy the Chart of Accounts to the Valid G L Account file Enter your balance sheet inventory accounts using Master information Inventory accounts Refer to the Inventory Accounts chapter Enter your control information into the Control file using Master information Control information Refer to the Control Information chapter If you specified in Control information that you use multiple warehouses enter your warehouse codes using Master information Warehouses Refer t
271. for all accounts Specify a date range from Earliest to the date that is the end of your accounting period Do not specify to purge the file If you purge distributions before transferring them to G L you must enter the distributions manually in G L using General journal The purpose of printing this report prior to transferring the distributions to G L is to obtain an accurate list of the debits and credits that are to be transferred to G L You may wish to print the report to disk and then obtain a printed copy using the Print reports from disk selection After printing the report you should then back up your data files and run Get distributions When running this selection you should specify that the distributions are to be purged as they 502 Passport Business Solutions are copied to the General Journal Transaction file If a power failure and computer crash should occur while running Get distributions restore your backup and repeat the procedure After Get distributions has been run you may then print a General Journal Entry Edit List and compare this report with the I C Distributions to G L Report to verify that all debits and credits have been transferred The debits and credits will only be comparable if you have purged the distributions each period If you have not purged the I C Distributions to G L file in a previous period then the reports will not be comparable Alternative procedure An alternative p
272. g in a layer quantity of zero A specific adjustment cannot cause the resulting quantity of the specific layer to pass through zero That is a negative inventory quantity cannot be made positive and a positive inventory quantity cannot be made negative Edit List Errors Specified Layer not Found Invalid Transaction Quantity While printing an edit list or register you might get an error message that a specified layer has not been found or that an invalid quantity was entered This condition can be brought about by the fact that transactions are posted in date order While entering specific layer adjustments the program automatically checks to ensure that the layer you specified is present and that the quantity entered is acceptable However during posting it is possible that your specified layer may have already been eliminated or its quantity altered before your specific layer adjustment is posted Your specified layer could be eliminated or have its quantity reduced if you enter a sale or downward adjustment with an earlier date than your specific adjustment Then posting relieves the layer the one you had specified for your adjustment or reduces its quantity in order to satisfy the quantity of the sale This will happen before the posting process gets to your adjustment If adjusting the layer you specified is not possible one of these two messages will appear on the edit list or register Specified layer not found Entry will no
273. g the item and then starting a new item Cancel Alt c To cancel the editing or adding of an item To exit the screen Exit works like cancel when you are Exit AIR adding or editing an item Character Mode The following screen displays F1 next item lt SF1 gt previous record blank look up by description CF2 select temporary ite F5 item sequenc Tab 1 General Enter the following information Item number This field is used to maintain item numbers Options Enter a new or existing item number or use one of the following options 110 Passport Business Solutions lt F1 gt For the next item on file lt SF1 gt For the previous item For a list of temporary items entered in O E Orders lt F2 gt See Temporary Item Conversion lt F5 gt For item sequence lt Enter gt To look by description On an existing item an ampersand amp displays immediately to the left of the word Item in this field if there is a note on file for this item The note may be viewed from the Field number to change prompt by pressing lt F6 gt Format Up to 15 characters Example Type 101 For an existing item you may also enter or scan the item bar code Format Up to 20 characters Miscellaneous Items An item number that starts with an asterisk signifies a miscellaneous item A miscellaneous item is one for which no quantities are tracked and whose description and price are not considered per ma
274. g the physical assembly You may decide as you enter each work order whether or not you want to print it e Work orders must be issued This allows physical assembly of the kit to begin Issuance requires that all needed components have been committed and that the work order has been printed if so specified it also removes the components from inventory prevents printing the work order as a work order and allows printing it as an issued work order Issued work orders may no longer be accessed through the Enter selection and therefore may no longer be deleted Passport Business Solutions e The work order must be completed flagged as ready for closing This happens upon physical assembly of the kit It prevents printing an issued work order and allows printing a completed work order Completion may be reversed at any time until the work order is closed if this happens the completed work order reverts to being an issued work order e Completed work orders must be closed Closing the work orders adds the new kits to inven tory Closed work orders may no longer be printed as completed work orders e At various stages in this progression you may reprint work orders even though printing was not originally specified view work orders or print lists of work orders not yet issued of issued work orders of issued orders overdue for completion or of completed work orders Work orders are entered and completed individually The other f
275. ge logs item labels item price lists item sequence number lists items numbers kit layout lists load requests location grids physical count worksheets price code lists sale price lists serial number edit lists serial numbers by customer report serial numbers by item report serial numbers by vendor report serial numbers on loan report status code lists status lists unit lists warehouse lists warehouse price lists warranty programs work order history reports work orders 381 282 348 149 149 398 99 145 210 236 171 218 424 79 404 301 465 468 471 474 101 161 97 57 401 106 496 343 procedure file recovery product description programs entering warranty printing warranty warranty protection password purchase order print item labels purchase order using purchase variance account purchasing advice chapter topics introduction to selecting purge inactive items selecting purge inventory history selecting purging contract prices files inactive items sale prices serial numbers quantities entering counted importing counted quantity avail 104 106 104 51 42 46 416 417 418 513 517 198 4 149 512 197 509 510 368 375 248 quantity levels quick work orders entering R receivings distributions to General Ledger after entering item file after posting T account postings of standard cost valuation reports after receivings and
276. gle vendor or press lt F5 gt for All vendors 6 Change prices by Prices can be changed by adding or subtracting a dollar amount to a base figure or by computing a percentage of a base figure and adding or subtracting the result to the base figure Enter D Dollar amount to change prices by a dollar amount or P Percent to change prices by a percentage The base figure can be any of an item s current prices or its replacement cost For prices other than Price 1 the base figure can also be any of the item s new prices You can specify a different base for each price to be changed Format One letter D or P Example Type D 7 Rounding method Specify the method to be used for rounding the newly calculated prices Enter one of the following C To round the prices to the nearest cent P To round the prices to the nearest price point I To increase the prices to the next price point N To not round the prices If you enter C the third decimal position of each new price is rounded up or down to the nearest cent A value of 5 or greater is rounded up and 4 or less is rounded down If you enter P or I to round or increase prices to the nearest or next price point a window appears for you to enter the price points to be used as shown below 192 Passport Business Solutions maA 193 Passport Business Solutions PRICE POINTS A price point is a particular price at which merchandise is sold For example the
277. gory for the previous field only then may you enter this field Page break on category Check this box to start a new page for each category Otherwise uncheck it Check box where checked is yes and unchecked is no The oo default is unchecked Suppress blank lines Check this box to eliminate blank lines between items on the list Uncheck the box if you wish one line to be skipped prior to printing each item Check box where checked is yes and unchecked is no The Forna default is unchecked Example Check the box and then press lt Enter gt 413 Passport Business Solutions Show sale prices Select Yes to show sale prices for items or categories and ending sale dates in addition to other prices shown for the items Only sale prices that are in effect on the date specified for Effective date and that are active in I C Control information are printed Select No if you do not wish sale prices to print on the list Format Either Yes or No Example Select Yes Effective date Enter the effective date for the prices to be printed Contract prices for items or categories that are in effect on that date are printed on the list Only those contract prices that are active in I C Control information are printed Format MMDDYY Example Press lt Enter gt to accept the System date Customer or type The entry of this field will determine if you can enter the Customer number or Customer type field nex
278. gt correcting i Field number to change 1 The purpose of this adjustment is to reverse the credit memo Be certain to enter the 10 00 actual cost that was used in the earlier credit memo This was used as the cost at the time of sale and is the Standard Cost as found in the Item file at the time of sale An adjustment transaction allows you to adjust your quantity on hand so that it reflects the actual physical count in your inventory Posting after a Downward Adjustment Example Select Post from the Inventory menu to post the adjustment A register will be printed T Account Postings of Downward Adjustments Posting causes certain fields in the Item file and in the I C Distribution to G L file to be updated The Item file and Distribution file changes are illustrated below along with T account representations of the posting activity Old Qty Old Avg Cost New Qty New Avg Cost 100 11 80 90 12 00 Actual entries in the I C Distribution to G L file Debit Inventory Adjustments 100 Credit Merchandise Inventory 100 560 Passport Business Solutions Downward Adjustment T Account 1100 000 Accounts Receivable BB 00 7000 000 Inventory Adjustments BB 0 100 7010 000 Purchase Variance BB 0 200 1200 000 Merchandise Inventory BB 0 1000 100 100 100 5070 000 Cost of Goods Sold BB 0 100 7020 000 Cr Memo Adj Variance BB 0 2000 000 Accounts Payable 0 BB 1200 4010 000
279. h the item is stocked You may use this selection to enter status information or you may use the Status or Status load described in the Status and Status Load chapters Graphical Mode After you have select Status from the selection window lt F7 gt from Items Enter or select Jtem status entry from the Options menu a window similar to this displays File View Tools Help New Edit Save Save New Delete Cancel Exit Select by ascending warehouse Warehouse Qty on hand Qty commit Qty on order Qty on BO General Quantities Prior periods 1 12 Prior periods 13 24 item number root Description Drin 1 2 inch Current period November 2010 o Vendor E S Status information Quantities Sales Warehouse Average on hand 7 Period to date 00 SodPID SSS f Location code Sold next pdf SSS Bent pete 100 Stocking unit EACH Soay Year to dae 0 Coteg sub cat TOOLS SS Used PTO e im apa RetumedPTD aa m Retumednextp SSS Last used on m Retuned YID SSS 133 Passport Business Solutions Select the New button to add a status record Select Edit to change and existing record Character Mode If you choose Status records from the selection window it looks similar to this items Status XYZ Company Current period January 2000 Item 101 Drill 3 8 Power 1 Warehouse t 2 Location code Stocking unit Vendor 100 Categ sub cat TOOLS ELEC 3 Maximum qty 4 Reorder level 5
280. has never been entered the cursor is at the Item 1 field If there is an existing alternate item the cursor is positioned at the Edit button Enter 143 Passport s Business Solutions vesion z Character Mode The following window displays Item Format 15 characters Options Enter item numbers for up to eight alternate items or use one of the options To scan through the items on file in item number order lt F1 gt when on the Item field and in description order if on the Description 1 field lt Enter gt To look up by description Description The item number must exist in the Item file or Jtem not in item file message will display Select the Save button when you have completed entering alternate items 144 Passport Business Solutions PRINTING ITEM LISTS There are 4 items list reports Items by Item Number or Description Select Items by item or descr from the Reports menu Or from Items Enter select by item or desc from the Print gt Items menu selection Graphical Mode The following screen displays Report criteria Print by item Number Starting item Fis aj Ending item Last Group by inventory acct Status code ar aA oo Yenda Pam Apoo Product categoy Paw Ap Print notes Print costs V Print items which have 5 no quantity on hand One item per page __Gancet_ Character Mode The following screen displays 145 Passport Bu
281. hat describes the warehouse Address lines 1 5 Enter the address lines for the warehouse The first line of the address is usually your company name Enter information for a second warehouse as shown on the Format screen below so that you will have a second warehouse to transfer items into in a later example General Warehouse code 1 Warehouse name Main Address line 11210 Main Street Address line 2 d NH 03546 Address lime 3 j Address fie 4 Address line 5 0 56 Passport Business Solutions PRINTING WAREHOUSE LISTS Select Warehouses from the Reports master info menu The Printer Selection screen will be displayed Select the printer that you want use for this list elect to print the Warehouse List to disk or display on your screen All warehouses will be printed on the Warehouse List 57 Passport Business Solutions Price Codes This chapter contains the following topics ntroduction to Price codes oes cos visncasgsesvanse es daddnapnasees Entering Price Codes oo ccccanacnsscisekenrsssdsenanaeescdisuxcecees Pinong Price Code Ure acs cise sca taddawnncemannblacanedendaunds 58 Passport Business Solutions INTRODUCTION TO PRICE CODES Price codes are optional e Ifyou are not using Order Entry Accounts Receivable or Point of Sale all sales are handled by the Sales transaction of the Inventory selection which does not use price codes e Ifyou do not discount or vary
282. he Inventory screen appears to enter a new transaction When the receivings are posted the serial numbers entered here are recorded in the Serial file with an unsold status For existing serial entries To change a serial number enter the serial number for which information is to be changed or press lt F1 gt to display the next serial number for this transaction To add a serial number enter the serial number in the normal manner The screen shows the number of Serials to add if the Quantity received is greater than the serial numbers already entered To delete a serial number enter the serial number to be deleted or press lt F3 gt to delete the serial number for this transaction When the serial number to be deleted is displayed press F3 to delete it You are asked to confirm the deletion New Used Press lt Enter gt to default to N if the item is new or type U to indicate this item is used After the first serial number has been entered you may also press lt F2 gt to assign the same values as the prior serial number to this and the remaining fields P O Enter the purchase order number under which this item was bought press lt Enter gt for the first serial number to default to the Document entry For subsequent serial numbers to default to the P O number entered for the prior serial number Format Up to 15 digits or use the option Example Press lt Enter gt This field is used when printing the Floo
283. he fifth customer type or the first blank entry Customer types should correspond to existing type codes in the A R Customers selection The system does not check to validate them as you enter them Format Up to five types of up to five characters each Type RET retail as the customer type Press lt Enter gt Example twice to indicate that this is the only customer type to which this discount applies 6 Discount pct Enter the discount percentage that applies to all the customer types specified in field 5 above or press lt Enter gt to default to 0 discount Format 999 99 68 Passport Business Solutions Press lt Enter gt to default to 0 00 as the discount that Example applies to retail type customers 7 through 14 The remaining fields on the screen field numbers 7 through 14 are grouped in pairs 7 and 8 9 and 10 11 and 12 13 and 14 The first field of each pair allows you to enter up to five customer types as in field 5 If you enter no customer types the previous discount entry is considered to be the last one and you are positioned at Field number to change The second field allows you to enter the percent of discount to be applied to each customer type that is named in the preceding Customer types field In field 7 type WSL Next press lt Enter gt Type 10 in field 8 Next type SPC and press lt Enter gt twice This Example specifies wholesale and special customer types with dis c
284. he first to be sold or relieved from the computer s Layer File It is as if all receipts are dumped into a barrel and the top ones are sold first Each new shipment is dumped on top and then sold off before the older items which are at the bottom of the barrel The FIFO method assumes that the earliest items oldest items in stock are sold first You are receiving items into the bottom of the barrel then selling the items from the top of the barrel The computer s Cost History File is relieved of the earliest first items on file rather than the latest as in the LIFO method LIFO Layers Inventory July 31 LIFO Method July 26 Purchased 100 units at 1 40 140 15 Purchased 100 units at 1 30 130 7 Purchased 100 units at 1 20 120 Purchased 100 units at 1 21 121 Inventory 100 units at 1 00 100 Totals 500 units 611 If there are two receivings for an item on a given date and if the two Note costs vary then the lower of the two costs is assumed to be the later layer 527 Passport Business Solutions For LIFO the last layer to be received July 26 is referred to as the top layer and the total cost history consists of five layers To simplify we are assuming that the July 1 nventory is a single purchase When sales occur the layers are relieved from the top down LIFO and the cost of the sale is determined from the layers relieved as follows For example if 280 units are sold 100 units at
285. he report to those items with a single specified inventory account Answer Y to print the items in order by inventory account number Answer N to print the items in item number order If you answer N the next field displays Not applicable Format One letter either Y or N The default is N Example Press lt Enter gt for the default 6 Inventory account This field is not applicable if you answered N at the previous field Options Enter the inventory account for which to print the report or use one of the options lt F1 gt For the next account lt SF1 gt For the previous account lt F2 gt For the default account as defined in Control infor mation lt F5 gt For All inventory accounts 7 Vendor The report can be restricted to items from a particular vendor 449 Options Passport Business Solutions Enter a vendor number or use on of the options lt F5 gt lt Enter gt Format Example To include 4 vendors To include only those items which do not have a vendor number Up to six digits Press lt F5 gt for AIl vendors 8 Product category Options The report can be restricted to items from a particular category Enter the category to print items for only one product category or use one of the options lt F5 gt lt Enter gt Format Example To include 4 items regardless of whether they have a category To include only those items which do not h
286. hecked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default Item contract prices Check this box to include item contract prices on the contract price list Otherwise uncheck it If you uncheck it the Starting item number and Ending item number fields are grayed out and entry is not allowed Check box where checked is yes and unchecked is no The default is checked Example Press lt F5 gt Format Category contract prices Check this box to include category contract prices on the contract price list Otherwise uncheck this box If you unchecked this box the Product category and Product sub category fields are grayed out and entry is not allowed Check box where checked is yes and unchecked is no The default is checked Example Press lt Enter gt to accept the default Format 409 Passport Business Solutions If any of the contract prices shown on the list are not active in the I C Control information a warning message to that effect is printed at the bottom of the list 410 Passport Business Solutions PRINTING ACTUAL CUSTOMER PRICE LISTS A Customer Price List can be printed for a single customer or customer type The list shows the actual prices that customer or type of customer would be charged on a specific date The item prices shown are calculated using the applicable price codes Any contract prices and optionally sal
287. hem only to the extent of changing the comment The screen that appears in nventory is similar to the screen for receivings except that e Qty assembled is shown for kit assembly instead of Oty received e a WIP account Work in Process is displayed Fields already described in the Receivings and Adjustments sections are not repeated here except where a difference exists Begin by selecting Kit assembly for the Type field Example Type K for type Document Issue work orders creates document numbers for each kit assembly entry by prefixing W O to the 6 digit work order number Enter the following Format Up to ten characters Example Type W O 000001 There are 2 fields that can be edited for a kit assembly New location Enter the new location for the kit Comment Format 25 characters Enter any comments you wish about this kit assembly 271 Passport Business Solutions ENTERING COMPONENT USAGE TRANSACTIONS You may select a Component usage transaction type only if you chose in Control information to use kits Refer to the chapters on Kits and Work Orders for details on these subjects Component usage transactions are created automatically when work orders are issued Component usage transactions cannot be entered or deleted through nventory When a component usage transaction is posted the used as shown on the entry screen is subtracted from the quantity on hand of the component item and the Oty
288. hen this field is entered the new available quantities at the sending Wh 1 and receiving Wh 2 warehouses display New avail wh 1 and New avail wh 2 These are the new available quantities of the item at the sending and receiving locations respectively This information appears when the quantity is entered Comment Format 25 characters Enter any comments you wish about this transfer 270 Passport Business Solutions KIT ASSEMBLY ENTRIES If you do not use kits proceed to the Job Usage Entries section called Entering Job Usage Transactions The transaction types K kit assembly and U component usage are used only if you specified in Control information that you are using kits and you use work orders to assemble kits Kit assembly transactions are created automatically when work orders are closed and when immediate work orders are issued Kit assembly transactions cannot be entered or deleted through nventory Also you do not enter any kit assembly transactions When a kit assembly transaction is posted the quantity assembled as shown on the entry screen is used to increase the quantity on hand of the kit item Therefore a kit assembly transaction is the manufacturing counterpart of a receiving transaction used to enter a quantity received of goods purchased for resale This screen is intended for viewing or changing kit assembly transactions You can not enter or delete them from this screen You can change t
289. here are left on file 4 Warranty cut off date Enter the last warranty date for which sold serial numbers are to be purged or press lt Enter gt to use the System date Sold serial numbers are left on file if the warranty is after the cut off date entered here Format MMDDYY Example Press lt Enter gt to accept the System date 5 Purge file Answer Y if you want to have the sold serial numbers purged from the Serial file The Serial File Purge Audit List prints automatically if you answer Y Answer N if you wish to print a report and examine the serial numbers before they are purged The Serial File Purge Review List is printed and no purging takes place If you answered Y to Purge file the program then purges from the Serial file all sold serial numbers with invoice dates and warranty dates that are dated before the respective cut off dates for the specified range of item numbers Format One letter either Y or N The default is N Example Press lt Enter gt for the default The Serial File Purge Review List is printed showing detailed information on every serial number that would be removed from the file Passport s Business Solutions Purging Inactive Items This chapter contains the following topic Selecting Purge Inactive Items 2 0 000002 2e cece eee eee 512 Passport Business Solutions SELECTING PURGE INACTIVE ITEMS Use this selection to purge remove a group of inactive
290. hey have a lt F5 gt category Blank To include only those kits which do not have a category Format Five characters Example Press lt F5 gt 7 Product sub category Enter the product sub category of the kit items to be printed Options You may also use the options To include All kits regardless of whether they have a hor sub category Blank To include only those kits which do not have a sub cat egory Format Five characters Example Press lt F5 gt 8 Cost to use The cost for each kit component is calculated based on your entry for this field If Average LIFO or FIFO costing method is used select A to use Average cost or R to use Replacement cost If Standard cost is used select A to use average cost or S to use Standard cost Format One character Example Type A and then press lt Enter gt 489 Passport Business Solutions Where Used Report This chapter contains the following topic Selecting Where used Report occ oiscdecsadssiddawadasacencaseassencs 490 Passport Business Solutions mA SELECTING WHERE USED REPORT The Where used report selection enables you to view all the kits containing a specific component item or items It may also be used to identify items not used in any kit Select Where used from the Reports kits menu The following screen displays Enter the following information 1 Starting item and 2 Ending item Enter the range of item
291. hich to commit inventory for work orders Those with a targeted completion date that is later than this date will not be processed by Commit inventory Press lt F2 gt for Latest no cutoff date Format MMDDYY or use the option Example Press lt F2 gt for Latest 342 Passport 3 Business Solutions maA PRINTING WORK ORDERS This selection enables you to print all or a range of work orders from file If you specify that a work order must be printed prior to being issued then print it using this selection Immediate completion work orders cannot be printed If you specify that a work order must be printed prior to being issued then print it using this selection Select Print work orders from the Work orders menu The following screen displays Enter the information as follows 1 Starting work order 2 Ending work order Enter the range of work orders to print or press lt F2 gt for First and Last at each field Format Up to six digits for each field or use the option Example Press lt F2 gt at each field for First and Last 3 Cut off targeted completion date Enter the last targeted completion date for which to print work orders Work orders with a targeted completion date later than this date will not be printed You may also press lt F2 gt for Latest no cutoff date Format MMDDYY or use the option Example Press lt F2 gt for the Latest 343 Passport Business Solutions 4
292. his chapter contains the following topics Friesian ced sandinsvnkasindnpneasedouaniesaieees Printing Warehouse Lists 2 2 0 0 02 occ eee cee eee ee 53 Passport Business Solutions ENTERING WAREHOUSES If you are not using multi warehousing skip this chapter entirely as the Warehouses selection will not be available If you selected multi warehousing use this selection to designate valid warehouses When using I C you can make entries only for warehouses that are defined here This chapter describes how to set up multiple warehouses Select Warehouses from the Master Information menu Graphical Mode The following screen displays Pi Master information Warehouses Company 00 XYZ Company lt F1 gt next warehouse lt SF1 gt previous warehouse lt F3 gt delete Warehouse List Box The list box displays up to 6 existing warehouses at a time You may sort the warehouses by warehouse code in ascending or descending order Only column names in red may be sorted To select a field or change the sort order click on the column name or the arrow to the right of the column name or use the View options 54 Passport 3 Business Solutions maA To locate a warehouse start typing the warehouse code You may also use the up down arrows Page up Page down Home and End keys to locate a checking account The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys Warehouses th
293. hose items in the middle range and code C will be those in the lowest range If you enter C the three codes A B and C will be based on the total year to date cost of the items sold in dollars If you enter M the three codes A B and C will be based on the year to date gross margin in dollars for each item gross margin sales minus cost Format One letter from the table above Example Type S and then press lt Enter gt 4 Inventory account Options Enter the inventory account for which to print the report or use one of the options lt F1 gt For the next inventory account on file lt SF1 gt For the previous inventory account on file lt F2 gt For the Merchandise Inventory account on file 454 Passport Business Solutions For All inventory accounts Items will be grouped by lt F5 gt inventory account Your standard format for account numbers as defined in Format Company information Example Press lt F5 gt for A inventory accounts 5 Product category The report can be restricted to items in a particular category Options Enter the category to print the report for only one product category or use one of the following options To include A items regardless of whether they have a lt F5 gt category niers To include only those items which do not have a cat egory Format Up to five characters Example Press lt F5 gt for all categories 6 Product sub category If you
294. house lt F5 gt For All warehouses Starting item number and Ending item number Enter the range of item numbers of the lot controlled items to be printed and or purged Follow the screen instructions If you enter the same item number for both fields the following field displays Not applicable and an entry is not allowed Format Enter lt F2 gt for the First and Last item numbers 482 Passport Business Solutions If you entered the same item number for Starting item number and Ending item number field the Starting lot number and Ending lot number fields may be entered as follows Starting lot number and Ending lot number Enter the range of lot controlled numbers to be included in the report purge Follow the screen instructions Format Enter lt F2 gt for the First and Last item numbers Vendor If you entered more than one item number above enter the vendor number to include only lot controlled items for a single vendor or press lt F5 gt to include items for AI vendors Format Up to six digits Example Press lt F5 gt for AlI vendors If you entered more than one item number for Starting item number and Ending item number field numbers 6 and 7 appear as follows Product category Enter the product category to include only lot controlled items for a single category Options You may also use the options To include only those items which do not have a cat lt Enter gt egory
295. hysical count transfers entering transfers importing receivings and transfers posting turnover selecting inventory type 1 price code 2 price code 3 price code 4 price code 5 price code 370 263 386 365 272 295 243 273 292 298 242 241 284 302 372 268 275 286 459 66 68 69 71 12 22 6 price code 7 price code 8 price code types coverage types entering coverage U uncounted items continuing operations unit lists printing units units entering units LIFO update serialized item information transactions entering upgrading from earlier versions uppercase letters sorting of upward adjustment T account posting of upward adjustments and G L distributions described upward job usages usage notes G L usage reports chapter topics selecting 74 76 Th 102 102 364 97 96 96 537 290 298 521 563 286 541 285 502 447 448 usage transactions entering component entering job usage component usages downward job upward job use kits using Inventory Control Vv valid G L account file valuation introduction to LIFO FIFO cost introduction to standard cost LIFO FIFO cost standard cost valuation by date report selecting the valuation method entering the valuation methods changing valuation reports after receivings chapter topics introduction to valuation reports introduction to value method considerations 272 273 286 286 285 51 19
296. iainns cscaenaneuxasnesceasenas iiinn 486 Passport Business Solutions Ezz SELECTING KIT PRICE REPORTS The Kit Price Cost Report enables you to compare the selling prices of a kit with the total cost of its components The amount by which the price exceeds the cost margin is also shown Because an item may have up to six prices as many as six prices and six margins may appear for each kit This selection ignores the effect of the following e Price Codes e Customer discounts e Sale prices e Contract prices e Serial unit costing Costs Cost is obtained by accumulating the extended cost of all components The detail is shown on the report For each component the quantity in kit unit cost stocking unit and extend cost quantity x cost is given Components are items and cost is an attribute of the item and does not vary by warehouse For unit cost you specify whether to use Average Standard or Replacement cost Select Kit price cost from the Reports kits menu The following screen displays Enter the following information 1 Starting kit item and 2 Ending kit item Enter the range of kit item numbers to be used for this report Follow the screen instructions 487 Passport Business Solutions Enter Up to 15 digits or use the option Example Press lt F2 gt for First and Last at each field 3 Group by level Kit items are assigned level numbers Refer to the Kits chapte
297. ic warehouse are printed If you press lt F5 gt for AII sale prices both specific warehouse and item default sale prices are printed Starting item number and Ending item number Enter the range of item numbers for which sale prices are to be included on the list or press lt F2 gt in each field for First and Last Follow the screen instructions Product category Enter the category to print sale prices for only one category or press lt F5 gt to include sale prices for All categories 405 Passport Business Solutions Product sub category Enter the sub category to print sale prices for only one sub category or press lt F5 gt to include sale prices for All sub categories Suppress blank lines Check this box to eliminate blank lines between items and or categories on the list Unchecked this box if you wish one line to be skipped prior to printing each item or category Check box where checked is yes and unchecked is no The Format default is unchecked Example Check this box by selecting the space bar Starting effective date and Ending effective date Enter the range of dates during which a sale price must be in effect to be printed on the list or press lt F2 gt in each field for Earliest and Latest effective dates Format MMDDYY Item sale prices Check this box to include item sale prices in addition to other prices for the items Sale prices for items and categories within the ranges
298. ically updated when an inventory sale transaction is posted Format MMDDYY Example Press lt Enter gt Last used on If you are not using either kits or Job Cost this field displays Not applicable Enter the date of the last usage of this item in a work order or on a job as opposed to a sale This field is updated when a job usage transaction from Job Cost or component usage transaction is posted using Inventory Format MMDDYY Example Press lt Enter gt 157 Passport Business Solutions Period to date Year to date and Next period Fields When a transaction sale credit memo job usage or assembly is posted the following Period to date and Year to date fields are updated if the transaction date is on or earlier than the period ending date The period ending date was entered in Control information If the transaction date is beyond the period ending date then it is update in the Next period field For an existing status record you would ordinarily not want to change these fields because they are automatically updated by other selections If you try to change these fields a message informs you that a change is not allowed However if Allow protected changes is set to Y in Company information you may override this restriction Refer to the Overriding Protected Changes in the System User documentation for information on how to do this Character Mode For a new item you can press lt F2 gt at field
299. ice lt F3 gt To display warranty program lt F5 gt To view alternate items for the current item lt F6 gt To view notes for the current item lt F7 gt To view status information for the current item If you press lt F5 gt a window appears showing the item number and description of each alternate item that has been defined for the current item If you press lt F6 gt existing notes for the item are displayed To scan through existing notes for an item use the keys as shown at the bottom of the screen lt lt PgUp gt lt PgDn gt lt Home gt lt End gt and lt F1 gt Item notes cannot be added or changed through this selection If you press lt F7 gt a screen displays for you to view status information When you press lt F7 gt to view status information for an item if you are using multi warehousing you are asked to specify the warehouse to inquire into Options Enter the warehouse code or use one of the options lt F1 gt For the next warehouse on file lt SF1 gt For the previous warehouse on file lt Enter gt For the Central warehouse If you select warehouse 1 the status information screen displays similar to this View items Warehouse 1 Main Item number 4 Saw 2hp 7 1 4 Circular Bar code Cat sub cat TOOLS ELEC ABC code A Qty on hand 1 Track meth Serial B O code B Qty available 1 Stock unit EACH Qty on order 0 Qty on 5 o Qty on W70 0 Prices Price 1 Price 2 Price 3 EACH 56 00 55 00
300. ice 4 or Price 5 Enter up to five prices that customers can be charged for this item when sold in this unit Price 1 must be the highest price and Price 5 the lowest The prices entered here are per alternate unit If a pricing unit has been entered that is different than the stocking unit the prices entered here are per pricing unit For example the item Eggs may have a stocking unit of EACH and a pricing unit of DOZ with a conversion factor of 12 If your alternate unit is TRAY with 24 EACH per TRAY and you enter 0 80 in this field this is the price per DOZ when sold in this alternate unit When a TRAY of Eggs is sold in A R or O E its price would be 1 60 After the information is entered for each alternate unit field numbers 18 and 19 change to show Price 1 for the unit Format 9 999 999 99999 for each price For this example skip the alternate pricing fields Preferred unit If you entered at least one alternate unit enter your preferred selling unit for this item Enter one of the alternate units or press lt Enter gt to default to the stocking unit The preferred unit is used as the default selling unit for this item during the Order Entry Enter selection A different selling unit may be selected during order entry If this item has no alternate units this field cannot be entered Format Up to four characters Tab 3 Item Details Graphical Mode The third tab looks similar to the following 1
301. ich are out of stock using Purchasing advice Determine the current stock status of inven tory items using Stock status Print a list of incomplete work orders using Incomplete work orders Enter new sale prices using Sale prices and new contract prices using Contract prices 27 Passport s Business Solutions EACH DAY EACH DAY AS NEEDED Inquire into completed work orders using View work order history Print information about completed work orders using the Work Order History Report Print item labels for inventory items using Item labels Purge out of date sale prices using Purge sale prices and out of date contract prices using Purge contract prices Enter new sale prices using Sale prices and new contract prices using Contract prices Print price lists using Price list Periodic Monthly Use the following guidelines for performing daily and periodic Inventory Control tasks EACH PERIOD EACH PERIOD AS NEEDED Physical Count If you are using expanded physical count create physical count transactions and print a Physical Count Worksheet using Physical count Count your inventory and then enter or import counted quantities into the physical count transactions using Physical count If you are not using expanded physical count you should print a physical count worksheet using Physical count Work sheet count your inventory and then enter and post adjustment transactions using Inventory
302. ify a particular warehouse the list is restricted to those work orders whose stocking or component warehouse respectively match that specified Since only one warehouse is involved the sequence is by work order Enter a warehouse Options You may also use one of the options lt F5 gt For All warehouses lt Enter gt For the Central warehouse Format Up to two characters or use the option Example Press lt Enter gt for lt Central warehouse gt 356 Passport Business Solutions The field does not appear because you chose W for the previous field Make any needed changes at Field number to change and print the report 357 Passport Business Solutions Ezz MARKING WORK ORDERS COMPLETE The Completed work orders selection enables you to flag work orders as complete and specify the completion date Completed work orders are eligible for closing Select Enter from the Completed work orders menu The following screen displays 9 06 04 1000 9 08 04 RI Use tt PgUp PgDn Home End Enter completion dat lt F1 o lt F3 87 08 04 3 gt incomplete lt F5 gt jump lt F6 gt view To mark a work order as complete enter the completion date or press lt F1 gt for the System date The cursor then moves to the Comp dat column for the next incomplete work order If this is the last work order on file you are informed of this To scan through the work orders that are incomplete or have
303. in to enter the credit memo using the same price and cost standard at which the item was originally sold This allows the system to correctly update the Item file at average cost and the Distribution file using Standard Cost If you issue credit for damaged goods or goods that will not be returned to inventory then you should use the Accounts Receivable module or make a General Journal entry in the General Ledger module to debit the Sales account and credit the Accounts Receivable account This will inflate your PTD YTD figures but your inventory quantities and your distributions will be correct Example Select Post from the Inventory menu to post the credit memo to the inventory files A register will be printed T Account Postings of a Credit Memo Posting causes certain fields in the Item file and in the I C Distribution to G L file to be updated The Item file and Distribution file changes are illustrated below along with T account representations of the posting activity Old Qty Old Avg Cost New Qty New Avg Cost 90 12 00 100 11 80 Actual entries in the I C Distribution to G L file Debit Merchandise Inventory 100 Credit Memo actual 557 Passport Business Solutions Credit Memo T Accounts 1100 000 1200 000 2000 000 Accounts Receivable Merchandise Inventory Accounts Payable BB 00 BB 0 0 BB 1000 1200 100 100 7000 000 5070 000 4010 000 Inventory Adjustments Cost of Goods Sold Sales BB 0 BB 0 0 BB
304. ined possesses a non zero commission percent Conversely if you have not specified a percentage the line item is uncommissionable If you do use I C inventory item numbers then the default commissionability of a goods line item is determined by the presence or the absence of a commission code for that item A commission code identifies a rule or formula defined by you for varying the commission percent according to the price This enables you to define different commissions for different items and also to grant a higher or lower commission percent for the same item depending on its price Prices for an item may vary from one document to another because of price codes customer discount sale pricing or contract pricing or simply because the user has supplied a one time override price 82 Passport Business Solutions When you use I C inventory item numbers the commission percentage assigned to the customer or sales representative is ignored in computing the commission for that line item 83 Passport Business Solutions maA ENTERING COMMISSION CODES Select Commission codes from the Master Information menu The following screen displays From this screen you can work with both new and existing commission codes Enter the information as follows 1 Commission code Options Enter the commission code or use one of the options lt F1 gt For the next commission code on file lt SF1 gt For the previo
305. ing Status Code Lists You may print a list of your Status codes Select Status codes from the Reports Master info menu The following screen displays From this screen you can define the range of status codes that you wish to print 101 Passport Business Solutions mA COVERAGE TYPES Coverage is something you get when you purchase a warranty or get a warranty with the purchase of a product You get a certain type of coverage for a certain length of time In Coverage Types we define the different coverages that will be available under our warranty programs In an example extended coverage would cover everything There are four pre defined coverage categories and one user defined coverage category this is defined in Control Information e Parts e Labor e Travel e Exchange e Refund user defined coverage category from Control information Once all of your coverage types are defined they can then be used under the Warranty Programs Define the coverage code and provide a description Then you can flag which coverage code is applicable to this coverage type You should always define a coverage type that covers nothing We will dis Note cuss why when we cover warranty programs Entering Coverage Types To enter a coverage type follow these steps Select Coverage types from the Master information menu The following screen displays gt next coverage type Passport Business Sol
306. ing the status records Do not forget to enter any serial numbers for serialized items or lot numbers for lot controlled items as you enter the transfer transactions To delete the Status records run Status from the I C menu In order to recover disk space after the dele tion you may run File recovery utilities From the File recovery utilities menu select Export a file and export the Status file After the export is com pleted select Restore a file from export and restore the Status file using the C Create new file option Change the inventory valuation or warehousing method specified in the I C Control file However the Control information selection prevents you from changing these options Also if a change to LIFO or FIFO costing is being done the Layer file which con tains LIFO FIFO layers must be created In either case the I C Control file must be initialized prior to doing so Refer to the Initializing Data Files appendix Write down the current values in the I C Control file If you are switching to LIFO or FIFO or switching from LIFO FIFO to Average or Standard costing also initialize the Layer file If you are switching from multi warehousing to sin gle ware housing you should also initialize the Ware Passport s Business Solutions CHANGING VALUATION METHODS DESCRIPTION house file because the data in this file will no longer be needed After initializing the I C Control file re ente
307. ion will appear on the report after you post those inventory transactions This selection applies to immediate work orders as well as to regular work orders This is also available even if you have responded not to Keep history in Control information Work order history may also be purged using the Work Order History Report Select Work order history from the View menu The following screen displays View Work order history XYZ Company 0 O date Kit item Description 1 Quantity Comp dat Tgt date Reference Description 202 1 05 99 1000 Starter Tool Set 10 1 05 99 Kit Item 203 1 21 99 1000 Starter Tool Set 5 1 21 99 Kit Item 204 1 28 99 1000 Starter Tool Set 10 1 28 99 Kit Item 205 46 25 99 1000 Starter Tool Set 10 6 25 89 Kit Item Use t lt Pelp gt lt PeDn gt lt Home gt lt End gt lt F5 gt jump lt F6 gt view comments Enter the following information Up to five closed work orders display on the screen at one time To scan through the closed work orders use the keys as shown at the bottom of the screen lt PgUp gt lt PgDn gt lt Home gt and lt End gt Options Other options are lt F5 gt To jump directly to the W O you wish to view either 494 Passport Business Solutions by W O number or reference lt F6 gt To view comments entered for this W O Press this key when you are finished viewing W O his lt Esc gt tory 495 Passport 3 Busines
308. is Y Example Press lt Enter gt to accept the default Make any changes at Field number to change and then press lt Enter gt to continue Definition of the boundaries between the codes occur upon a separate screen The following screen displays Enter the information as follows Code A top Enter the percentage of sales cost or margin that will define the top A percentage Format 99 99 Example Type 80 456 Passport Business Solutions Code C bottom Enter the percentage of sales cost or margin that will define the bottom C percentage Format 99 99 Example Type 5 In the example above Code A will include those items whose combined sales volumes by dollar made up the top 80 of sales Code C will include those items whose sales volumes made up the bottom 5 of sales Code B will include all other items Resetting the ABC codes After the report is printed you are asked if you wish to reset the ABC codes for these items to their new values If you answer Y the ABC code for each item printed is set to its A B or C value Although these codes are not used to create this report which generates them each time they do have informational value as they appear on various screens and reports It is advantageous to keep them reasonably up to date 457 Passport 3 Business Solutions Inventory Turnover This chapter contains the following topics Selecting The Inventory Turnover Repor
309. is used to determine the number of decimal places and your entry in this field is ignored Field number For delimited field formats enter the relative field number of the quantity in an import record Start Position and Length For fixed position field formats specify the starting column number and length of the quantity field in an import record 5 Serial numbers Describe the location of the serial number in each import record for serialized items as follows Field number For delimited field formats enter the relative field number of the serial number in an import record or press lt Enter gt to default to None if you are not using serial numbers Format Up to two digits or use the option Example Press lt Enter gt for None Start Position and Length For fixed position field formats specify the starting column number and length of the serial number field in an import record or press lt Enter gt to default to a Start position of 0 if you are not using serial numbers Format Up to two digits or use the option Example Press lt Enter gt for Start Position 6 Lot numbers Describe the location of the lot number in each import record for lot controlled items as follows Field number For delimited field formats enter the relative field number of the lot number in an import record or press lt Enter gt to default to None if you are not using lot numbers Start Position and Length For fixed position field form
310. item as entered in the physical count transaction The suspended on hand quantity is also printed for each item Enter V for Actual variance to show the total actual counted quantity suspended on hand quantity and unit cost for each item The difference between the suspended and actual quantity 383 Passport Business Solutions is shown as a quantity and cost variance The variance prints as a negative amount if the counted quantity is less than the suspended quantity If either A or V is specified Not counted prints on the report for an item if no counted quantities are entered In addition for A or V type reports serial numbers cannot be printed for serialized items and the field 15 Print quantities on hand will not be displayed Options Use on of the following N For None For Actual counts V For Actual counts and variances Format One letter from the table above The default is N Example Press lt Enter gt to select the default 12 Suppress blank lines Answer Y to eliminate blank lines between items on the worksheet Answer N if you wish one line to be skipped prior to printing an item on the worksheet Format One letter either Y or N The default is Y Example Press lt Enter gt for the default 13 Recalc Qty on hand Answer Y if you want to print on the worksheet the recalculate quantities on hand Answer N if you prefer not to print out the recalculation of the quantities on hand Form
311. item is sold or unsold The following is a list of fields that display for each list box 5 warranty dates that include Parts Labor Travel Exchange or User definable other Cost New or Used code Warehouse Reference Order number Receipt date Purchase order Source Vendor Status committed or loaned Order Line Passport Business Solutions mA For both list boxes use the sorting arrow to toggle between viewing the serial numbers in descending or ascending order Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays Enter the information as follows Item number Description Options Enter the item number of the serialized item or use one of the options lt F1 gt To display the next serialized item number lt SF1 gt To display the previous serialized item number lt Enter gt To look up the serialized item by description Format Up to 15 characters Example Press lt F1 gt and then press lt Enter gt Inquiry type This field may only be entered in character mode Enter the type of inquiry either U to view unsold serial numbers for the item or S to view sold serial numbers Format One letter either U or S There is no default 324 Passport Business Solutions Start serial This field may only be entered in character mode Enter the serial number of the first item to be dis
312. item number within a selected warehouse Serial numbers and lot numbers may be optionally printed You can use this worksheet to do an actual physical count This selection is also used after actual counts have been entered to show variances in quantity and cost between the suspended on hand quantities and the actual physical counts This report also highlights transactions for which no actual counts are entered Normal Physical Count If you specified the Normal physical count method in Control Information the worksheet lists your inventory items by location within any warehouse You can use this worksheet to do an actual physical count For a Normal physical count refer to the Physical Count Worksheets chapter for instructions on entering Worksheet information Select Worksheet from the Physical count menu When using the expanded physical count method a screen similar to below displays Reports Physical count worksheet XYZ Company Warehouse Starting location Ending location Starting item Ending item Inventory account Vendor Product category Product sub category Print in order by Count data to print Suppress blank lines Resale Qty on hand 7 a BN ROVON a OFON Enter the information as follows 1 Warehouse For multi warehousing you are asked to specify the warehouse for which the counts are to be printed Enter the warehouse code You may also use the options Passport B
313. items since their purpose is to define a range but at least one item within the range must previously have been defined in the Items selection Enter the range of item numbers to include on the report Follow the screen instructions Format Up to 15 digits Example Press lt F2 gt at each field for First and Last 418 Passport Business Solutions 4 Group by inv acct If you answer N the inventory account will not affect the sequence of the report If you answer Y then depending on your answer to the next field you will either e Group the items by inventory account on the report If you are printing All multiple ware houses on this report the major grouping will be by inventory account and the warehouses and items or items and warehouses will be shown within each inventory account e Restrict the report to those items with a single specified inventory account Format One letter either Y or N there is no default Example Type N and then press lt Enter gt Answer Y to print the items in order by inventory account number Answer N to print the items in item number order If you answer N the next field displays Not Applicable 5 Inventory account Options Enter the inventory account for the items to be printed or use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account lt F5 gt For All inventory account
314. items from the Item and Status files or to print a report showing the items that would be purged from the files An inactive item is one with no quantity on hand quantity committed quantity on order quantity on back order or quantity on work orders in any warehouse In addition the quantity and sales period to date and year to date for the item must be zero Furthermore the item cannot be a kit item or component item When an inactive item is purged using this selection its associated alternate item number information notes prices and keywords are also purged from their respective files You may also use the tems selection to delete inactive items one at a time You may purge as needed to eliminate inactive items and regain disk space Disk space is not regained unless the records are physically removed by running the File recovery utilities selection to Export and then restore from export the Item and Status files Refer to the PBS Administration documentation for more information Select Purge inactive items from the Utility menu The following screen displays Utility Purge inactive items XYZ Company Starting item EE Ending item o n inventory acct Vendor Product category Product sub category Last sale cut off date o ag gt Print or purge lt F2 gt First Enter the information as follows 1 Starting item and 2 Ending item Enter the range of item number
315. ith the item This is an optional field that could be used to identify a diagram mechanical drawing specification etc for the inventory item Format 15 characters Example Press lt Enter gt Revision number This field allows you to enter a revision number for the drawing Format 15 characters Example Not applicable displays 123 Passport Business Solutions Revision date This field allows you to enter a revision date for the drawing Format MMDDYY Example Not applicable displays Miscellaneous fields Warranty This field is only applicable for serialized and warranty items This is the warranty program that is associated with the item Warranty programs must already be defined under warranty programs before you can enter the information This is a mandatory field for these types of items therefore if you do not have a warranty for these items make sure to use the None warranty program you defined under warranty programs If you change from Non Serialized Inventory to Serialized Inventory make Note sure to enter the warranty information after you change the track method Grace Period This field may only be entered for items with a item tracking method of Warranty See Track method This is the amount of time from your purchase of a product until you sell the product that you have as a grace period for the associated warranty from the manufacturer ABC code This code is used by the Reports
316. kit after it has been assembled 204 Passport Business Solutions maA ENTERING KIT ITEMS With the Enter selection you can enter new kits change existing kits or delete kits no longer in stock For work orders that are entered already but have not been issued you may view but not change the components Select Enter from the Kits menu Enter the following information 1 Kit item The kit item must already have been defined as an item in the tems selection It may not be a miscellaneous item nor may it be described as kit component only Options Enter the item number of the kit item or use one of the options lt F1 gt For the next kit on file lt SF1 gt For the previous kit lt F2 gt For the next item on file lt SF2 gt For the previous item Blank To look up the kit item by its description Format Up to 15 digits Example Enter 1000 205 Passport Business Solutions mA If you choose to look up the item by description the cursor moves to the description field Both the spelling and the capitalization must match the description on file Enter the text of the description or just the leading characters Options You may also use one of the following options lt F2 gt For the next item lt SF2 gt For the previous item 2 Level Enter the level to be assigned to this kit item If you only assemble kit items from raw materials i e component items that are not themselv
317. l line items for all orders from these warehouses you will have to delete these orders before continuing they can be reentered later after completing the instruc tions in this section You should also remove by posting or deleting any order or invoice that refers to other than the Central warehouse Refer to the Order Entry Point of Sale or Accounts Receivable User Manuals for instructions on how to print and post invoices and delete line items or orders 569 Passport s Business Solutions CHANGING VALUATION METHODS DESCRIPTION If you are using kits complete and close all work orders prior to changing your valuation method or warehousing method Complete all inventory transaction processing If you have just posted from O E P S or A R all inventory transaction processing is already com pleted If you have just posted from Purchasing inven tory transaction processing may not be completed If it is unclear whether transaction processing is incom plete try to print an Inventory Transaction Edit List This is done by selecting Edit list from the Inventory menu If you track serial numbers you should also try to print a transaction edit list for serial transactions by selecting Edit list from the Serial numbers menu If any unposted transactions are present run Post on the Inventory menu and or on the Serial numbers menu This completes any transaction processing that may have been in progress This app
318. le Press lt Enter gt for the default User ID 6 Kit warehouse Enter a warehouse or press lt Enter gt for the Central warehouse Format Up to two characters or use the option Example Press lt Enter gt for Central warehouse Make any changes or press lt Enter gt at Field number to change The following screen displays 351 Passport Business Solutions This screen allows you to modify the components items quantity and warehouse if they differ from the original entry under Kits You may use the following options a oe Page Up or Page Down lt F2 gt To insert lt F3 gt To delete lt F5 gt To move When inserting or entering a new component you must enter the following fields Item Enter the component item number The item must already have been defined as an item in the tems selection Format Up to 15 characters or use the option Example Press lt F 1 gt Miscellaneous items those beginning with an asterisk may be included as Note components in kit items You may use them to assign labor charges and overhead costs to a kit item Need Enter the number of component items required to assemble one kit item Press lt Enter gt to default to a quantity of 1 Format 9999999999999 Example Type 1 and press lt Enter gt Whs This field may not be entered if you are only not using multiple warehouses Enter a warehouse code or use the option To designate this warehouse as the Cen
319. les you to enter additions to your inventory Adjustments are explained in this section as well because of their similarity to receivings but receivings will be considered first This section will be the only one to describe each field on the screen Subsequent sections avoid much repetition by describing only what is different about the transaction type Anything stated here about any field on the receivings screen applies to the same field on the other transaction types Exceptions are noted as they occur If you are using Purchase Order receivings may be entered using this Inven tory selection but are normally entered using the Receivings selection in P O When these receivings are posted in P O inventory receivings trans actions are generated automatically and posted Note Quantity avail This is the sum of the quantities at all warehouses Average cost This is the computed average actual cost for all items currently in inventory as reported at the time of receipt If serialized unit costing is in effect for which refer to the Serial Inventory chapter the average cost does not reflect the individual unit costs Replacement cost The Replacement cost displayed is that found in the Item file Refer to the tems chapter for a definition This field does not display when Standard cost is the inventory valuation method Whs avail This displays the quantity available at the warehouse There may be more stocking item Price
320. lies if you are switching from LIFO to FIFO or if you are switching from FIFO to LIFO If you are using the General Ledger module any out standing I C distributions must be interfaced to G L before continuing If it is unclear whether any distributions exist try to print an I C Distribution to G L Report by selecting Distributions to G L from the Reports menu If any distributions show on the report run Get distributions from the General Ledger menu Refer to the General Ledger User Manual Whether or not you are running General Ledger print and purge the Distributions to G L report If you are currently using LIFO and are switching to FIFO or if you are currently using FIFO and are switching to LIFO print a Valuation Report Print the report for your entire range of items 570 Passport s Business Solutions CHANGING VALUATION METHODS DESCRIPTION The layers shown on the report will be in the reverse order of the order in which they need to appear after you switch to LIFO from FIFO and vice versa Later you will have to re enter receiving transactions for all items layers in order to get them into the proper order for your new valuation method If you are switching from multi warehousing to sin gle warehousing you must delete all status records from the Status file for warehouses other than the Central warehouse If balances remain at those ware houses transfer them to the Central warehouse before delet
321. ll categories 9 Product sub category Enter the sub category to print the worksheet for only one product sub category or press lt F5 gt for All sub categories 425 Passport Business Solutions Format Up to five characters or use the option Example Press lt F5 gt for Al sub categories 10 Serial lot data to print Options Select to print by one of the following S Serial numbers L Lot numbers B Both N None Example Type N 11 Print quantities on hand Options Enter if you want to count data to print on the report the option are Answer Y or N Example Type Y 12 Suppress blank lines Answer Y to eliminate blank lines between items on the worksheet Answer N to skip one line prior to printing an items on the worksheet Format One letter either Y or N The default is Y Example Press lt Enter gt to accept the default 426 Passport s Business Solutions Inventory History Report This chapter contains the following topic Selecting Inventory History Report 0 0 0 0 0 2 0 0200 02 427 Passport Business Solutions SELECTING INVENTORY HISTORY REPORT The Inventory History Report enables you to print the transaction types by date range Transaction quantity and transaction value totals by item are optionally provided Select Inventory history from the Reports menu The following screen displays Reports Inventory history XYZ Company 1 Warehouse CJ 2
322. looring reports inventory history report inventory turnover item labels kit price reports lot numbers 404 182 180 180 176 197 286 44 261 261 555 555 375 453 508 38 500 477 428 459 217 487 481 purchasing advice purge inactive items purge inventory history status load stock status reports the valuation by date report usage reports where used reports selecting price lists sequence general sorting item number lists printing item numbers entering item sequences sorting serial cost serial costing control information flag serial file serial history view serial number edit lists printing reports reports introduction to transactions entering transactions posting serial numbers by customer report printing 418 513 517 167 433 443 448 491 395 521 98 99 98 520 525 40 13 320 301 463 464 292 302 465 20 by item report printing by vendor report printing chapter topics introduction to on loan report printing purging viewing serialized item information update serialized items changing defined history of sold loan out loan return of move in move out setting up Inventory Control information about steps for sold serialized items history of sorting sequence general described sorting sequences ASCI chart for special characters sorting of spool 468 471 289 290 474 509 510 322 290 251 290 291 291 291 291 547 15 290 521
323. lower price exists for this item Format One letter C or L Example Type C then press lt Enter gt 9 Price basis Specify the price to be used as a base for discounting Enter one of the following 1 For Price 1 2 For Price 2 3 For Price 3 4 For Price 4 5 For Price 5 After entering the first contract price you may also press lt Enter gt to use the last price basis entered Format One digit from above 1 2 or 3 Example Press 1 189 Passport Business Solutions 10 Disc price Enter the percentage by which to discount the price specified for Price basis when an item is sold by its stocking unit or press lt Enter gt to indicate that the stocking unit price is not on contract Format Up to five digits or use the options Example Press lt Enter gt 11 Alt 1 disc pct Enter the percentage by which to discount the price specified for Price basis when an item is sold by its first alternate unit You may also press lt Enter gt to indicate that the first alternate unit price is not on contract Format Up to five digits or use the options Example Press lt Enter gt 12 Alt 2 disc pct Enter the percentage by which to discount the price specified for Price basis when an item is sold by its second alternate unit You may also press lt Enter gt to indicate that the second alternate unit price is not on contract Format Up to five digits or use the options Example Type 22 50 190 Passport
324. lso contains information on serial numbers that have been sold including the original unsold information and additional information such as invoice number invoice date customer number and warranty dates Lot number information is also retained in the Serial file Lot balance and optionally lot detail records are kept for each lot controlled item Kit file This file is used only if you use kits A kit is an item that is assembled from other inventory items This file contains the definitions of the kits you use Label file This file is used only if you want to print item labels and contains the format that you define for labels 13 Passport Business Solutions Category sub category file These files allow you to further define your inventory items You can associate specific G L accounts with your items when you set up the category and sub category files You may also use categories and sub categories as criteria for reports Unit file The unit file enables you to define standard units of measure for your inventory items Item sequence file This file allows automatic sequential numbering of new items Status code file The status code file is a user defined designator to associate with your inventory items For example you could separate your items into Active and Inactive status if you wish Many Inventory reports allow you to specify a status code as selection criteria Coverage file This file identi
325. lt F1 gt For the next entry by location lt F2 gt For the next item lt Up gt To toggle the search by category item or location 368 Passport Business Solutions When the physical count transaction displays the item s suspended Oty on hand figure is displayed next to the On file as of date and the cursor is positioned at Count qty for entry of the actual counted quantity Format Up to 20 digits for an item Format Up to 24 characters for a category Example Press lt F1 gt and then press lt Enter gt 369 Passport Business Solutions ADDING NEW TRANSACTIONS If you enter an item number or bar code for which there is no transaction the current date displays as the On file as of date and the current quantity on hand for the item is shown A message displays to inform you that the transaction is not on file and you are asked if you wish to add it Answer Y to add the new physical count transaction The cursor is then positioned at Count qty for entry of the actual counted quantity Continue entering the information as follows 2 Count qty 1 Enter the actual counted amount Negative values are allowed and you may default to zero by pressing lt Enter gt lt Enter gt To reset to zero lt F1 gt For next entry by location lt F3 gt To delete an entry lt F5 gt To correct an entry Format 99999999 99999 Example Type 240 3 Count qty 2 Format 9999999999999 4 Count qty 3 Format
326. lt F2 gt for the First and Last source serial number 5 Print unsold serials Answer Y to include unsold serial numbers on the report Otherwise answer N If you answer N the following two fields display Not applicable and entry is not allowed Format One letter either Y or S The default is Y Example Press lt Enter gt to accept the default If you answered Y to Print unsold serials enter the following two fields 6 Starting receipt date and 7 Ending receipt date Enter the range of receiving dates of the serial numbers to be printed or press to select the Earliest for field 6 and also Latest for field 7 Follow the screen instructions Format MMDDYY Example Press lt F2 gt for the Earliest and Latest receipt dates 8 Print sold serials Answer Y to include sold serial numbers on the report Otherwise answer N If you answer N the following two fields display Not applicable and entry is not allowed Format One letter either Y or N The default is Y Example Press lt Enter gt to accept the default 9 Starting invoice date and 10 Ending invoice date Enter the range of invoice dates of the serial numbers to be printed or press to select the Earliest for field 9 and also Latest for field 10 Follow the screen instructions Format MMDDYY Example Press lt F2 gt for the Earliest and Latest invoice dates 11 Page break on source Answer Y if you want to start a new page in the report for each
327. lues at dollar value LIFO on a periodic basis This gives the benefit of reporting lower profit when prices rising For a full explanation of this consult your accountant Values inventory based on a generally accepted accounting method Uses more storage space on the computer disk 532 Passport Business Solutions LIFO FIFO Cost Valuation This appendix includes the following topics Introduction to LIFO FIFO Cost Valuation CLL 2 E oC MEE CAE EE STOR ane eT ee tena me Credit ICIS cc con cacscostesaudee svaywbueden bivepiwdgdentouaeeeseeesy Distributions to General Ledget oo scscccicissevesessiicsasseiscanss 533 Passport Business Solutions INTRODUCTION TO LIFO FIFO CosT VALUATION This appendix provides additional information on inventory transaction processing under LIFO FIFO or Standard Cost inventory valuation It should be used in conjunction with the chapter titled Inventory Under Average Cost Prior to reading this appendix read the chapter titled Inventory Under Average Cost If you are using the LIFO FIFO or Standard Cost valuation method do not enter the examples in the chapter Instead return to this appendix to enter the examples shown here and to learn about the differences in inventory processing when using the LIFO FIFO or Standard Cost valuation methods Information specific to entry of fields when using LIFO FIFO or Standard Cost valuation methods is pre
328. ly one vendor or press lt F5 gt to include items for All vendors Product category Enter the category to print items for only one category or press lt F5 gt to include items for AU categories Product sub category Enter the sub category to print items for only one sub category or press lt F5 gt to include items for All sub categories Suppress blank lines Check this box to eliminate blank lines between items on the list Leave it unchecked if you wish one line to be skipped prior to printing each item 402 Passport Business Solutions fzzm Check box where checked is yes and unchecked is not The default is unchecked Example Check this box Format 403 Passport Business Solutions PRINTING SALE PRICE LISTS You may print a list that shows only sale prices for items only sale prices for categories of items or a list that shows both types of sale prices If you are using multi warehouse pricing you may also specify to print only sale prices for a specific warehouse only sale prices that are not warehouse specific or all sale prices For each item sale price the item number description sale price s and starting and ending sale dates are shown For each category sale price the category sub category discount percentage s and starting and ending sale dates are shown Select Sale pricesfor Price list type Graphical Mode The fields to enter the sale price list options are now
329. m Inventory control normally posts all of an item s receivings on a given date before posting that item s sales 287 Passport Business Solutions HARDWARE FAILURE DURING POSTING In the rare event of a computer failure during posting as the result of a power outage or other hardware problem it is wise to restore your files from your backup copies and rerun the posting procedure Refer to the Backing Up Your Data Files appendix in the PBS Administration documentation If you have not backed up prior to posting the posting procedures include features that prevent previously posted transactions from being posted again When the computer becomes functional again print the Inventory Transaction Edit List to determine which transactions have been posted The edit list will identify the transactions that have already been posted with the message xEntry will not be posted due to duplication The first transaction on the edit list not accompanied by this message is probably partially posted If you rerun posting without having the files restored from your backup copies you should watch for this partially posted transaction If any error is found in posting this transaction you will have to correct it using manual entries 288 Passport Business Solutions Serial Numbers This chapter contains the following topics Introduction to Serial Numbers 22 22 220e Entering Serial N
330. m default If you press lt Enter gt tem default displays as the price The price in the Item file will be used when the item is sold from this warehouse 179 Passport Business Solutions ENTERING SALE PRICES Use the Sale prices selection to enter sale prices and dates for inventory items or groups of items When entering A R invoices or O E orders if a sale price is in effect for an item the lower of the sale price and the automatically calculated price will be used as the default for the item Sale prices that have expired may be cleared from the file using this selection or the Purge sales prices selection on the Utility menu Refer to Purging Sale Prices Select Sale prices from the Prices menu If you are using multi warehouse pricing as specified in Control information you are asked if you wish to enter sale prices by warehouse Follow the screen instructions to update item default sale prices or sale prices for a specific warehouse On the next screen that appears you are asked to enter the following information 1 Sale type Enter I to enter a sale price for a specific item or enter C to enter a sale price for a category or sub category of items Options You may also use one of the options lt FI gt To scan through the sale prices on file After entering the first sale price to default to the last lt gt Emag sale type entered Format One letter either I or C Example Type I If y
331. mbers to include on the report Follow the screen instructions Example Press lt F2 gt for the First and Last item number 4 Group by inv acct Answer Y to restrict the report to a single inventory account or to group items by inventory account Your entry in the next field determines the grouping Answer N to print the items in item number order If you answer N the next field displays Not applicable Format One letter either Y or N The default is N Example Press lt Enter gt for the default 5 Inventory account If you chose not to group by Inventory account this field displays as Not applicable Enter the inventory account for which to print the report Options You may also use the options lt FI gt For next inventory account on file lt SFI gt For the previous inventory account For the default inventory account as defined in Control lt F2 gt information For All inventory accounts Items will print grouped by lt F5 gt i inventory account 440 Passport Business Solutions Example Press lt F5 gt for A Inventory accounts on file 6 Vendor Enter the vendor number to print the report for only one vendor Options You may also use the following options To include All items regardless of whether they have a lt F5 gt a vendor number To include only those items which do not have a vendor lt Enter gt number Format Up to six digits Example Press lt F5 gt for A
332. mpany 393 6 multi warehousing control information 41 flag multi warhouse pricing control infor 41 mation flag multiple sale prices 176 N new import formats entering 277 new items entering 132 new transactions adding 370 normal physical count 381 notes cost correction 286 545 entering item 140 G L usage 502 LIFO FIFO field 535 technical 519 number edit lists printing serial 301 number lists printing item sequence 99 number reports introduction to serial 464 number reports serial 463 number transactions entering serial 292 posting serial 302 numbers by customer report printing serial 465 by item report printing serial by vendor report printing serial entering item sequence introduction to serial on loan report printing serial printing items purging serial chpater topics purging serial selecting report lot selecting lot serial viewing lot viewing serial numerals sorting of numeric fields described O ODBC operations checklist daily guide to daily physical count continued uncounted items continuing order control conrol information back order edit list work order history reports printing work 468 471 98 290 474 145 509 510 480 481 289 315 322 521 224 10 26 25 391 364 42 339 496 viewing work work orders and invoices closing completed work complete marking work completed work deleting work entering work introduction to completed work in
333. n When you initialize a file you clear out all information previously entered in that file The initialization procedure is described in the PBS Administration documentation After initialization you would restart with this chapter and enter your actual business information 21 Passport Business Solutions STARTING INVENTORY CONTROL To start your Passport Business Solutions software select one of the following options If you are unsure how to proceed please contact your supplier For Windows Start gt Programs gt Passport Business Solutions gt PBS For UNIX Ensure you are logged in as a user authorized to use Passport software Refer to the PBS Administration documentation for more information Type the following cd usr pbs or replace usr pbs with the name of your Passport top level directory Then type the following pbs Then when the master menu appears select the module you wish to use from the master menu Multiple Companies If you have set up your software to process information for more than one company see Define Multiple Companies in the PBS Administration documentation you will be prompted to enter the Company ID Entering Your Initials You are prompted to enter your initials Entering Passwords You will be prompted to enter your password For security the characters you type will not display on the screen A user may reset change his or her password during login to PBS For
334. n counted quantities coverage types history transactions inventory accounts inventory transactions item notes item sequence numbers items job usage transactions kits loan out and loan return move in and move out new import formats new items price codes sale prices sales and credit memos serial number transactions status status codes status load requests status records sub categories transfers units update transactions 40 368 102 295 32 243 140 98 109 273 205 299 300 277 132 63 180 261 292 154 100 168 133 93 268 96 298 vendor information warehouses warranty programs work orders entries kit assembly error conditions price code errors edit list existing commission codes changing expanded inventory counts performing expanded physical count chapter topics described expense account default F failure during posting hardware field notes LIFO FIFO field defined fields alphanumeric modifying numeric numeric described printing of label FIFO comparison of described 126 54 104 333 271 61 542 86 363 362 381 44 288 535 224 233 224 226 234 532 527 method file company T C codes T C control inventory accounts inventory status item kit label prices serial valid G L account warehouse file recovery procedure files Inventory Control data purging restoring lost or corrupted control flooring reports chapter topics selecting
335. n the work order may be printed and issued If you answered N to Commit inventory when partially available then no component items are committed if there is a shortage of any Full amount items The Work Order Status Report will show the shortages for each component item The Work Order Status Report is printed as part of running Commit inventory It shows the status as described earlier of each work order processed For work orders with insufficient quantities available for Full amount components or with insufficient quantities for Shortage OK components actual shortages are shown on the report Shortages of Shortage OK components do not prevent a work order from being printed and issued They are listed on the Work Order Status Report for your information Select Commit inventory from the Work orders menu The following screen displays Work orders Commit inventory XYZ Company 1 Starting work order 2 Ending work order 3 Cut off targeted completion date lt F2 gt First Enter the information as follows 341 Passport Business Solutions 1 Starting work order and 2 Ending work order Enter the range of work order numbers for which to commit inventory or press lt F2 gt for First and Last at each field Format Up to six digits for each field or use the option Example Press lt F2 gt at each field 3 Cut off targeted completion date Enter the last targeted completion date for w
336. n Return transaction is entered when a loaned out serialized item is returned from loan The item s status becomes unsold and available not committed or on loan For detailed information see Entering Loan Out and Loan Return Move Out Serialized Items Enter a Move Out transaction to change the status of a serialized item from unsold to sold A Move Out transaction does not change the on hand quantity of the item If an incorrect serial number was entered and posted for a sales transaction you can enter a Move Out transaction to record the correct serial number as sold Similarly you would then enter a Move In transaction see below to record the incorrect serial number as unsold For detailed information see Entering Move In and Move Out Move In Serialized Items A Move In transaction is entered to change the status of a serialized item from sold to unsold A Move In transaction does not change the on hand quantity of an item Use this function when you change a Normal tracked item to a Serialized tracked item Only enter serial s for existing Oty on hand You must then add a warranty program to the item once these serial numbers are posted For detailed information see Entering Move In and Move Out Passport Business Solutions ENTERING SERIAL NUMBER TRANSACTIONS Select Enter from the Serial numbers menu Graphical Mode The following screen displays Se ee er ee E A Select by ascending item number It
337. n example of a data file Such a file is made up of many records each of which contains the description prices etc for one item Each file is kept separate from the other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However file in this User documentation means data file unless specifically stated otherwise Purging Files As used here purge means to remove unnecessary items For example the Inventory Control Serial file can be purged of sold serial number records The serial number records for the item range and cut off dates that you specify are deleted purged from the file Any other items serial number records and those that fall outside of the cut off dates specified for the purge remain in the Inventory Control Serial file Transactions As used in accounting transaction means a business event involving money and or goods and or services For example a transaction occurs each time you gas up your car you are paying money in exchange for gasoline goods Or another example you give a television set goods to your neighbor in exchange for the use of his lake cottage services Computer software deals primarily with business events that have already taken place Therefore in PBS software transaction means the record of a completed business event involving money and or goods and or services The records of sales made a
338. n of this component item Press F6 again to resume entering component items 209 Passport Business Solutions mA PRINTING KITS The Print selection enables you to print a list of which kits are on file You can also print a list of components for each kit Select Kits from the Reports Kits menu The following screen displays Enter the information as follows 1 Starting kit item and 2 Ending kit item Enter the range of kit items to include on this report or press lt F2 gt for First and Last Follow the screen instructions Format Up to 15 digits or use the option Example Press lt F2 gt for each field 3 Group by level Answer Y to use the kits level numbers to group the kits when printing the list If you answer N field number 4 displays Not applicable Format One letter Y or N Example Type N 4 Level Enter a kit item level number to print the report for only one level or press lt F5 gt to include All kit levels the report prints in order first by level number then by kit item number 210 Passport Business Solutions Format One digit Example Displays Not applicable in this example 5 Print full component item description Answer Y to print the full description of each component item Format One character Y or N Example Type N Passport Business Solutions mA COPYING KITS Use Copy when you want to define a kit that is similar to an
339. n the P O posting entry program will skip the field Default label format The format used for printing of item labels is determined by the answer provided here On initial entry you will be asked to select a printer Once selected it will display in parentheses If you do not select a default printer you will be prompted to select one when labels are printed Select lt F6 gt to change a default printer for this field User defined fields These fields are user defined You may define up to 2 quantity 2 description and 2 date fields After you enter the last field then the following tab displays General Account information Items Miscellaneous Use kits ng prier Inventory history order Descending tr Optional coverage type Use kits Kits are inventory items that are assembled from other inventory items Check this box if you assemble kits from items that you stock Leave it unchecked if kit assembly is never used Read more about the use of kits in the Kits chapter Starting work order This field cannot be entered if you are not using kits Kits can be assembled by entering printing and issuing work orders Enter the number to be assigned to the next work order entered Each time a new work order is entered this number is automatically incremented by 1 51 Passport Business Solutions Default Work in process account This field cannot be entered if you are not using kits Enter the
340. nd the period ending date then it is update in the Next period field For an existing status record you would ordinarily not want to change the PTD and YTD fields because they are automatically updated by other selections If you try to change these fields a message informs you that a change is not allowed However if Allow protected changes is checked yes in Company information you may override this restriction Refer to the Overriding Protected Changes in the System User documentation for information on how to do this For a new item you can press lt F2 gt at field 7 to set all remaining fields to zero Otherwise you can enter information in each field as described below Sold PTD Sold next prd Sold YTD Enter the quantity of the item sold to date in the current period and year 136 Passport Business Solutions The quantity in each field is increased when a sale is posted and decreased when a credit memo is posted Quantity sold PTD and Quantity sold YTD represent the actual quantity sold less all returns Format 999999999 99999 Used PTD Used nxt prd Qty used YTD If you do not use either kits or Job Cost the above fields cannot be entered Enter the quantity used to date in the current period and year for either a work order or on a job as opposed to a sale The quantity in each field is updated when a job usage transaction from Job Cost or a component usage transaction is posted Returned
341. nd payments received are examples of transactions from the area of accounting called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received and sold are transactions from the accounting area called inventory control Passport Business Solutions Post To post means to take transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example in Accounts Receivable sales are initially entered into a temporary transaction file After sales have been entered and edited they are posted to the more permanent A R Open Item file Often during transaction posting information in other data files is also updated For example when sales are posted the account balance and historical sales figures in the Customer file are also updated Function As used here function means one or more programs that accomplish a specific task Each selection on a menu for a Passport module is a function When you select a function from a menu one or more programs automatically execute thereby allowing you to accomplish the task you selected Integrated When a set of accounting modules is integrated any information generated in one area that is needed in another area is automatically supplied to that other area You don t have to enter it t
342. nd select it by using the arrow keys lt PgUp gt lt PgDn gt and lt Home gt lt End gt keys Select the Edit button You may sort the transactions in ascending or descending order by item number In character mode enter the item number warehouse code if you are using multi warehousing serial number and transaction type for the transaction you wish to change or press lt F1 gt to find the next transaction lt F1 gt In character mode only for next Entry lt SF1 gt In character mode only for previous Entry If there is no matching transaction on file continue entry as if this were a new transaction For a new transaction In graphical mode select the New button to add a new transaction In character mode start entering the item number Options Enter the item number or you may also use one of the following options lt F2 gt For next Item 293 Passport Business Solutions lt SF2 gt For previous Item lt Enter gt Look up item by description After entering an item number if you are using multi warehousing the cursor moves to the Warehouse field Otherwise the cursor moves to Serial number Warehouse Format 2 characters This field appears only if you are using multi warehousing Enter the warehouse that is involved in the transaction or press lt Enter gt for the Central warehouse Serial number Enter the serial number of the item Format Up to 15 digits Type Enter the transaction type
343. nd then press lt Enter gt Start Position and Length Length For fixed position field formats specify the starting column number and length of the item number or bar code field in an import record For example if you enter a Start position of 15 and a Length of 10 the item number or bar code for each item would be found beginning at column 15 and extending for 10 characters 4 Quantities Describe the handling and location of the quantity in each import record as follows Use 1 if blank Answer Y to import a default transaction quantity of 1 for any record whose quantity is spaces Otherwise answer N If you answer Y any numeric quantity including 0 is imported as the value in the record If the quantity is spaces blank a quantity of 1 is imported Non numeric values that are not spaces are reported as errors If you answer N numeric values are imported as usual All non numeric values including spaces are reported as errors Format One letter either Y or N There is no default Example Type Y and then press lt Enter gt 279 Passport Business Solutions Implied decimal places Enter the number of decimal places contained within the quantity to be imported either 1 2 or 3 or press lt Enter gt to default to 0 if the quantities are always expressed as whole numbers If the quantity to be imported contains a decimal point to separate whole digits from the decimal positions the decimal point
344. ned while entering items earlier Options Enter a product category to include only items of this category or press lt F5 gt for all categories Format Up to five digits or use the option Example Press lt F5 gt for all categories Product sub category This is the Sub category you assigned while entering items earlier Options Enter a product sub category to include only items of this sub category or press lt F5 gt for all sub categories Format Up to six digits or use the option Example Press lt F5 gt for all sub categories Print notes Answer Y to print notes if any for each item on the list Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default Print costs Check this box to print costs for each item on the list Check box where checked is yes and unchecked is no The Format default is unchecked Example Press lt Enter gt to accept the default Print items which have no quantity on hand Check this box to print items which have no quantity on hand Check box where checked is yes and unchecked is no The Format default is checked Select the lt Space bar gt to uncheck the box then press Example lt Enter gt 148 Passport Business Solutions One item per page Check this box to print one item per page Check box where checked is yes and unchecked is no The Format default is unchecked
345. nent Miscellaneous items allow you to set up catch all inventory items to represent a variety of different items for which you do not wish to create separate item records For example a miscellaneous item could be used to track such things as service charges Miscellaneous items are non inventory items and cannot be processed through the Inventory selection Miscellaneous items may be sold through Accounts Receivable and Order Entry O E When entering a miscellaneous item in these modules you can enter its description and price Quantities on hand are not monitored by the system for miscellaneous items You may wish to create miscellaneous item records in the Item file for broad categories of items that have the same taxable status sales account etc as well as miscellaneous items to be used in kit definitions to represent overhead costs When Miscellaneous items are used costs are used to generate the appropriate GL transactions Thus posting a sale of these items is financial ONLY no updates to inventory quantity are done Miscellaneous Items must have an inventory account that has an nventory type code of C See Entering Inventory Accounts in the Inventory Accounts chapter for details on how the distribution transactions for Miscellaneous items differ from that of regular inventory 111 Passport Business Solutions Entering existing items Options After you have selected an existing item you have these options
346. ng price work order edit load introduction to status selecting status status 542 411 94 88 407 103 36 282 398 99 236 79 404 301 161 101 97 57 401 395 339 166 167 165 load requests entering status printing loading status records loan out and loan return entering serialized items loan report printing serial numbers on loan return entering loan out and of serialized items location grids printing logs printing item change Look ups lost or corrupted control files restoring lot controlled items lot items changing lot numbers report selecting viewing lowercase letters sorting of M manual how to use this organization of this marking work orders complete 168 171 172 299 291 474 299 291 218 149 573 251 480 481 315 521 21 20 358 Master information chapter topics 89 introduction to 90 memos entering sales and credit 261 T account postings credit 557 memos credit 266 285 540 557 method entering the valuation 40 methods allocation 566 average cost 525 changing an item s track 114 changing valuation 568 569 comparison of 530 considerations value 531 FIFO 527 introduction to costing inventory 524 LIFO 526 Standard cost 526 miscellaneous items described 111 modifying fields 233 move in and move out entering 300 serialized items 291 move out entering move in and 300 serialized items 291 movement physical goods multi co
347. ns are created place them in an area where they will not be counted If goods must be removed after the transactions are created record the quantities being removed and include the quantities in your counted quantity figures 393 Passport Business Solutions Ezz Price Lists This chapter contains the following topics Introduction to Price Lists ois eis cs ssa nninneh ds idcunnace svasnaenees Printing Item Price Liste caiccsiiwncksaacssdnsersceussnnnens xeisaknds Printing Warehouse Price Lists 0 00000000000000000000000000e Printing Sale Price Lists 2 2 s lt 0 0 sesen 2 0ce00 Ponting Contract Price Lists scssi a Printing Actual Customer Price Lists 00 0 00 0 00 2 394 Passport Business Solutions INTRODUCTION TO PRICE LISTS Inventory control provides for several types of prices including item default prices warehouse spe cific prices sale prices and contract prices Refer to the Prices chapter for a detailed discussion of each type of price Use the Price list selection to print price lists Five different types of price lists are available Item price list This price list shows price 1 price 2 price 3 price 4 and price 5 for a range of items and optionally sale prices and warehouse specific prices Warehouse price list This price list shows only item prices that are defined for a specific warehouse Sale price list This price list shows sale prices or
348. nter up to 15 digits Options If the quantity received is greater than 1 after entering the first serial number you may use one of these options lt F1 gt To display the next serial number already entered for this transaction To automatically increment the previous serial number lt F2 gt the next consecutive serial number To automatically increment the previous serial number by one for each remaining unit received When assigning consecutive serial numbers alpha or lt F5 gt numeric the system will assign the numbers only until the significant specified digits are used For example start with 10 as the first serial number and receive 100 assigning consecutive numbers The system stops at 99 because only two digits are specified To terminate serial number entry prior to entering a lt Esc gt f serial number for each unit received If you press lt Esc gt to terminate serial number entry prematurely a message informs you that all serial numbers are not entered You are then given three choices 252 Passport Business Solutions Continue Resume serial number entry for this transaction Exit Terminate serial number entry for this transaction even though all serial numbers are not entered To complete serial number entry prior to posting a transaction refer to the For an existing serial entry instructions below Abort The entire inventory transaction is canceled and removed from the file T
349. ntered as the inventory account for an item If you are not allowed to delete an inven tory account a message will display giving the reason 35 Passport Business Solutions mA PRINTING INVENTORY ACCOUNTS Select Inventory accounts from the Reports master info menu The following screen displays Enter the following information 1 Starting account and 2 Ending account Enter the range of inventory account to be included Follow the screen instructions Your standard format for account numbers as defined in Company information Example Press lt F2 gt at each field for First and Last Format 3 Print comments Your answer here determines whether comments will be printed Format One character either Y or N There is no default Example Type Y The Completed Screen This completes the screen Make any needed changes 36 Passport 3 Business Solutions Control Information This chapter contains the following topics Selecting Control Information _ ccecscecsananacesscccanaess Entering Control Information 0 2 0 00 2 37 Passport Business Solutions SELECTING CONTROL INFORMATION Control information is where you enter control file data A control file contains key information about the inventory control requirements of your business and key information about your business operation Is is called Control information because it controls certain
350. ntered blank in the previous field this field also displays as blank and may not be changed Options Enter the product sub category for the items to be printed or use one of the options To include AlI items regardless of whether they have lt F5 gt a a sub category or what the sub category is lt Enter gt To include only those items which do not have a sub category Format Up to five characters Example Press lt F5 gt for Al sub category 9 Report format Enter F to print a full format report or enter B for a brief format Full Format The Full format shows for each item quantity on hand quantity committed reorder level maximum quantity back order code and the value of the on hand inventory cost x quantity on hand If you are using Purchase Order it also shows quantity on order It shows Net qty if you selected that as the inventory reorder basis in Control information Brief Format The Brief format prints only one line per item and shows quantity on hand reorder level and the value of the on hand inventory It also shows Net qty If applicable an item s stock status is indicated on the report as O for out of stock or R for at or below reorder level An item s status is based on the inventory reorder basis either Net quantity or Quantity on hand that was specified in Control information The Net qty is calculated as the quantity on hand quantity committed quantity on back order if you are using
351. ntory items in the Item file described below For example you can define different discount or mark up percentages for different types of customers based on the quantity of the item sold Commission codes allows you to define commission schedules that are used for specific items in the Item file Prices file This file contains warehouse specific prices date specific sale prices and customer specific contract prices for your items It also contains pricing information on alternate selling units Accounts Receivable and Order Entry use these prices so you only need to enter information in this file if you intend to use either of these modules Item file This file identifies and describes the items you keep in your inventory You give each item an identifying number a description prices and so on Certain entries in the Item file such as an item s price code or commission code are only useful if you are also using Accounts Receivable or Order Entry Read the discussion in the Items chapter carefully Inventory Status file This file contains information on the status of the items in your inventory such as quantity on hand quantity committed maximum on hand quantity reorder level and quantity sold period to date Serial file The Serial file contains information on individual serial numbers The data on each unsold serial number includes the corresponding item number receiving date cost price and status This file a
352. numbers for this report or press lt F2 gt at each field for First and Last 3 Vendor Enter the vendor number for the items to be printed or press lt F5 gt for A vendors Format Up to six characters Example Press lt F5 gt for All vendor numbers 4 Product category Enter the product category for the items to be printed or press lt F5 gt for A product categories Format Up to five characters Example Press lt F5 gt for All product categories 5 Product sub category Enter the product sub category for the items to be printed or press lt F5 gt for All product sub categories 491 Passport Business Solutions Format Up to five characters Example Press lt F5 gt for A product subcategories 6 Starting kit item and 7 Ending kit item Enter the range of kit item numbers for this report Follow the screen instructions Field numbers one through five define a set of inventory items to be printed on the report You can further restrict the report according to the range of kit items in which these components are included Press lt F2 gt at each field for First and Last kit item numbers 8 Items to print This selection determines the type of information printed on this report Enter one of the following DISPLAYS CODE xe Items used in kits Items not used in kits 3 All items DESCRIPTION The range of items specified above are checked against the kit definitions fo
353. o purge the file after printing the report or answer N if you do not wish the file to be purged Entry here is allowed only if you entered First to Last for the range of account numbers in field s 1 and 2 above Otherwise Purge file displays Not applicable The reason for this is that purging only some accounts would put the I C Distributions to G L file out of balance This is true whether General Ledger is interfaced or not 500 Passport Business Solutions In a multi user environment do not purge distributions while another user is posting sales transactions or cash receipts or is posting invoices from Order Entry If G L is not installed and you answer Y to Purge file all distributions within the date range will be purged after the report is printed Format One character either Y or N Example Type N If G L is installed and you answer Y to Purge file field 6 appears 6 Dists to purge This field appears only if G L is interfaced and you have answered Y to the previous field Enter 1 to purge all distributions within the date range entered above regardless of whether they have already been interfaced to G L Enter 2 to purge only those distributions that are within the date range and that have already been interfaced to G L If you selected to purge there is a period of processing while the file is being purged 501 Passport Business Solutions G L USAGE NOTES Two situations a
354. o specify where to print the selected field item number and how you want it to look when it is printed The appearance of this screen below Row and Column depends on what type of field you have selected A field will be one of three types depending on the type of information that it contains Alphanumeric fields may contain any combination of letters digits and special symbols Date fields only contain dates Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date fields only contain dates Alphanumeric Fields Enter the information for an alphanumeric field as follows 2 Row Specify the row in which to print this field Format 99 Example Type 2 3 Column Specify the starting column in which to print this field Format 999 Example Type 10 4 Length to print maximum nn Enter the number of characters you want to print in this field up to the maximum number shown or press lt Enter gt for the maximum length of the field allowed by the software Format 99 Example Type 15 5 Justify Justify means to adjust characters within the space allowed Enter one of the following 224 S 2 aan BRT m Eam 8 Po Business Solutions maA To left justify the characters The characters will be
355. o the Warehouses chapter If you will use price codes when setting up pricing structures for your items enter your price codes using Master information Price codes Refer to the Price Codes chapter The codes you enter here are used when entering inventory items using Items You need only enter price codes if you plan to use Accounts Receivable Order Entry or Point of Sale interfaced to I C Price codes are used by these modules in order to deter 15 Passport s Business Solutions DESCRIPTION mine the selling price for items If you will use commission codes to set up com mission schedules for your items enter your com mission codes using Master information Commission codes Commission codes only need to be entered if you use commissions and you are using Accounts Receivable or Order Entry See Com mission Codes If you will use taxable codes when setting up your items enter your taxable codes using Master infor mation Taxable codes Refer to the Tax Codes chap ter in the A R User documentation Enter your items using Items Refer to the Items chapter Enter the status information for each item in each warehouse using Status Refer to the Status chapter Alternatively status information can be entered using Status load Refer to the Status Load chapter If you will be using multi warehouse pricing enter your warehouse specific prices using Item prices Refer to the Prices chapter Multi w
356. o this question should be the same as it is in the A R Control information selection Use back order control Check this box if you wish to use back order control You must also check this box if you wish to track committed inventory quantities Leave it unchecked if you are not using back order 42 Passport 3 Business Solutions mA control or tracking committed quantities for your items If LIFO FIFO is being used or if you intend to use serialized items back order control must be set to checked Your answer here is used in the formatting of various reports and in setting up items in the Items menu selection Graphical Mode After entering the last field the next tab displays General Account information Items Miscellaneous Assign sub accounts to items Default sub account Default sales account Default expense account Default credit memo account Default B S inventory account ai SS B S liability accout aA Purchase variance account aE SS Cr memo Adi variance account 7 AE SS Current period ending date ai Character Mode After you have pressed lt Enter gt at Field number to change a second screen appears Enter the following fields Assign cost centers or sub accounts to items Entry in this field and the next is allowed only if the Company file specifies that cost centers or sub accounts are to be used i e the size of the sub account number is not zero 43 Passport B
357. o your system if you are not licensed for it Using Accounts payable Check this box if you intend to use the Accounts Payable module Accounts Payable is licensed separately and can be added to your system if you are not licensed for it Number of prior periods to track quantity info You may track quantities for up to 24 prior periods Enter the number of periods in your accounting year from 1 to 24 Quantities sold used sold used and returned is the status information tracked by item by warehouse by period This information can be viewed in from the Status menu selection and may optionally print on the Status reports When Close a Period is run then the quantity information is moved down to a prior period If you are not sure then an entry of 24 is recommended This can be reduced to a smaller number at any time Use monthly periods Check this box if your accounting periods are monthly Otherwise leave it unchecked If they are monthly then the period labels will display and print as month plus year If they are not monthly then they will be Prior prd 9 with 9 being the month number Use cost of sales Check this box if you wish to report on cost of sales in Sales Analysis If you leave it unchecked data pertaining to cost of sales will not be reported in Sales Analysis Regardless of your answer here cost of sales figures are available for viewing and reporting in Inventory Control If you have the A R module your answer t
358. od Min order qty and Lead time fields are also skipped Format Up to six characters or use the option Example Type 100 Vendor prod Enter the vendor s specific product number This is the number that the vendor uses to identify this product An item can be searched for by vendor number vendor product number or vendor product number in the View Items and P O Purchase order Enter selections if you selected in Control information to use these keyword methods Format Up to 15 digits Example Type 38001 Min order qty Enter the minimum order quantity the vendor will accept for this item Format 999999 999 Example Type 12 Unit of measure This field cannot be entered if you left the min order qty field blank If you entered a Min order qty then enter the unit in which the vendor sells this item CASE LITR DOZ EACH etc 127 Passport Business Solutions Lead time Enter the usual time in days that the vendor requires to fill your order for this item If you are not sure how long the lead time is press lt Enter gt The lead time will appear on the Purchasing Advice Report Format Up to three digits Example Press lt Enter gt Service vendor Enter the vendor number of the service vendor for this item Format six characters Example Press lt Enter gt Taxable For tax rate Leave the boxes unchecked or select the lt Space bar gt to check the boxes The taxable status of
359. ollowing transaction types Receivings must be entered here unless you are Receiving licensed for Purchase order See the Purchase order documentation for more information Sales can be entered here but are normally han Sale dled through A R Invoicing O E orders or P S trans actions Credit memos can be entered here but are nor Credit memo mally handled through A R Invoicing O E orders or P S transactions Transfer Available only if using multi warehousing Adjustment Adjustment Kit assembly Available only if using kits Component Available only if using kits usage Job usage Available only if using Job Cost with I C After the first transaction is entered for subsequent transactions this field defaults to the type entered for the prior transaction 246 Passport Business Solutions The fields to be entered from this point forward depend on the transaction type you specify in this field Each of the types is shown in the following sections If you are using Purchase Order receivings should be entered alternatively using the Receivings selection in P O When the receivings are posted in P O inventory receivings transactions are generated automatically Receivings Graphical Mode After you select Receiving the following screen displays New Edit Save Save New Delete Cancel dit Ser Lo Exit Select by ascending item number Item number Item description Warehouse Type Date Document 2 p Item
360. on of the report prints the quantity used for each component along with the total cost for each component Format One letter either D or S Example Type D and then press lt Enter gt 8 Purge or print Options Use one of the following options To print the report without purging work orders from the Work Order History file 2 To print the report and purge from the file the work orders selected by the above criteria 3 To purge from the file the work orders selected by the above criteria without printing the report 497 Passport s Business Solutions Distributions to G L Report This chapter contains the following topics Introduction to G L Distributions 2 2 2 GL Usage NOES serioen nd rT T 498 Passport Business Solutions INTRODUCTION TO G L DISTRIBUTIONS This report shows you all the G L activity called G L distributions that has resulted from posting I C transactions In addition you can purge delete records from the I C Distribution file G L activity resulting from transactions entered in other modules such as Accounts Payable or Payroll is not shown on this report Those entries can be printed using the Distributions to G L Report in the appropriate module The report contains eight sections Cost of Goods Sold Liabilities Inventory Value Merchandise Inventory Value Finished Goods Inventory Value Raw Materials Inventory Value Variance
361. options lt PgDn gt To view additional transactions for the lot To return to a previous screen display of lot trans lt PgUp gt actions When you have finished reviewing the transaction detail press lt Esc gt You can then enter the item number of the next lot controlled item that you want to inquire into You can also press lt Esc gt when the lt PgUp gt or lt PgDn gt message is displayed to end inquiry of a lot controlled item before you reach the end of that item 319 Passport Business Solutions VIEW SERIAL HISTORY Select Serial history from the View menu Graphical Mode The following screen displays Select by ascending serial keyword Serial keyword al Item number Item description Serial number 6 Motor 2hp Submersible a 6 Motor 2hp Submersible 200002 1 4 Saw 2hp 7 1 4 Circular 1 2 1 6 Motor 2hp Submersible 1 10 4 Saw 2hp 7 1 4 Circular 10 100 A Saw 2hp 7 174 Circular 100 M Serial number 200001 Item number 6 Motor 2hp Submersible Status Unsold Vendar Customer SS Customer information Invoice Invoice B Receipt date 0971472010 Invoice date Cost 2 00 Price 56 00 Contact Serial number history Date al Type Reference Parts Labor Travel Exchange lt F1 gt next item lt SF1 gt previous item lt F5 gt Print List Boxes Serial numbers for all items display in the upper list box Enter a valid serial number or partial serial number and the program will
362. or use the option Example Press lt F5 gt 9 Warehouse This field appears only if you are using multi warehousing Enter the warehouse code for which you want transactions created or use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses 366 Passport Business Solutions Format Up to two digits for warehouse code or use the option Example Press lt Enter gt for the Central warehouse 10 Creation date Enter the date that is to display and print as the on file as of date for the physical count transactions or press lt Enter gt to use the System date The creation date is for reference only and represents the date on which the picture is taken of your on hand inventory Format MMDDYY Example Press lt Enter gt for the System date Physical count transactions are automatically created for the specified items in the warehouse s designated For lot controlled items a separate physical count transaction is created for each lot number if no lot numbers exist for the item no physical count transaction is created If other physical count transactions are already present and a duplicate transaction is encountered while creating new physical count transactions Duplicate record encountered displays Options You are then provided the following three options Skip duplicates New physical count transactions are created only for those items that do not already hav
363. order using this reference Format Enter up to 15 characters Example Type PO 135 923 334 Passport Business Solutions 6 Immediate completion An immediate completion work order renders the kit item available for sale now Typically you would use this feature for kits needing little labor or time for assembly If you answer N the work order is processed as a normal work order You must commit issue complete and close it before you can sell the kit or before inventory is adjusted If you answer Y then e The work order is never printed e It is automatically completed and closed as soon as it is entered e There is no targeted completion date e No work in process account is required since the components are placed into and removed from work in process immediately e The next three fields on the screen are skipped e Component usage transactions and kit assembly transactions for Inventory are generated through the Issue work orders process Unlike regular work orders immediate work orders can not be committed if there is a shortage of needed components Attempting to do this generates the message Inventory short e You may continue to enter the work order as a regular work order e Ifyou have already physically assembled the work order on an emergency basis by using inventory already committed to other uses you cannot enter the immediate work order until you have either Received further inventory or Identi
364. ork orders Issue work orders Issuing the work order will result in Component usage transactions being generated and placed in the Inventory Trans action file for each component on the work order These transactions may be viewed using Inventory or printed along with other inventory transactions on the Inventory Edit List Com ponent usage transactions remove items from inventory for the purpose of constructing kits If the work order is an immediate work order then a kit assembly transaction is generated in addition to the component usage transactions The kit assembly transaction may be viewed using Inventory or printed along with other inventory transactions on the Inventory Edit List A kit assembly transaction places the quantity assembled of the kit into inventory The component usage transactions and kit assembly transaction if applicable will be posted along with other inventory transactions when you post all inventory transactions using Inventory Each component s inventory account will be credited for the cost of the quantity to be used on the work order The work in process account that was specified in step one is debited for the same amount Thus the work in process account contains the cost of the kit while it is being assembled 5 The Incomplete Work Orders report can be used to determine work orders that are overdue for completion or that are coming due in the next few days week etc 6 When the work order is completed recor
365. ort error log resides in the Passport top level folder directory and is named IMPORTxx LOG where xx is the Company ID Use Inventory Enter to view or change any of the information on the transactions after they are imported Passport Business Solutions mA PRINTING INVENTORY EDIT LISTS This selection will print an Inventory Edit List for your review before you post all of your inventory entries Select Edit list from the Inventory menu Graphical Mode Character Mode Starting item number Ending item number Enter the item numbers of the starting and ending transactions to print Follow the screen instructions Report format Select either the Detail Summary or Condensed version for the Inventory Transaction Edit List A summary list does not include serial number lot number information for any transaction 282 Passport Business Solutions A condensed list consolidates like transactions for an item into a single entry In addition the condensed list does not show G L account numbers for any transaction or job numbers and cost items for job usage transactions OK or Cancel Select OK to print the edit list of Cancel to return to the menu Check the Inventory Transaction Edit List for warning messages regarding transactions that will not be posted If such a message appears for any transaction use Inventory Enter to correct or complete entry of the transaction prior to posting 283
366. orting Receivings and Transfers 2 02 0 02 2 22222 Printing Inventory Edit Lists 2 02 0 2 2c cece eee eee Posting Inventory Transactions 0 0 0 0202 22 cece eee Distributions to General Ledge t oii ss sr sc ccscsnseccatunensarses Cost Correction Notes 000 02 ccc cece ccc ceccccccceccceceeeees Hardware Failure During Posting 2 0 0 0 00 022 241 Passport Business Solutions INTRODUCTION TO INVENTORY TRANSACTIONS Use this selection to enter inventory transactions or to import receiving or transfer transactions from an external disk file Once the transactions are entered or imported and verified to be correct you can post them to the permanent I C files There are eight different types of transactions that can be processed in nventory e Receivings e Sales e Credit memos e Adjustments e Transfers under multi warehousing e Kit assembly if kits are used e Component usage if kits are used e Job usage if Job Cost is used Processing of inventory transactions varies depending upon whether you have selected Average cost LIFO or FIFO or Standard cost in your I C Control file Average cost is discussed in this chapter Additional information on processing inventory transactions under LIFO FIFO and standard cost can be found in the appendix titled LIFO FIFO Cost Valuation The standard cost method itself is documented in the appendix titled Standard Cost
367. orts menu Use First to Last for both the account number range and the date range Valuation Reports after a Sale Print two valuation reports one using Standard Cost and the other actual cost Select Valuation report from the Reports menu and print Valuation reports for item number 3 one using Standard Cost and one using average cost Item File after a Sale Examine the Item file again and see what has happened Select Items from the I C menu and enter 3 to see the information for item number 3 After viewing this screen look at the Status screen Notice that the quantity on hand Last sold on date and PTD YTD fields have been updated to reflect the sale 556 Passport Business Solutions CREDIT MEMOS To introduce you to credit memos under Standard Costing select Inventory then select Enter Enter the information shown on the following screen Inventory Enter XYZ Company 1 item 3 french 3 8 Socket Set Warehouse Central Central 2 Type Credit memo Stocking unit EACH Quantity avail 10 s hs avail 605 Top layer LIFO cost Price 1 23 50 Top layer LIFO qty 350 Price 2 23 00 Location Price 3 22 50 Price 4 22 00 3 Transaction date 10 22 04 Price 5 21 50 4 Document ci 5 Quantity credited 10 New qty avail 1 070 New whs avail 885 6 Price for EACH 23 50 Ext price 235 00 7 Actual cost for EACH 16 09 8 Comment 9 Sub account 000 lt F5 gt correcting Field number to change Be certa
368. ost then the cost correction account is credited Cost correction can also occur in a kit assembly when the sum of the exact costs for each component are different from the sum of the rounded costs for each component i e when each component s cost is rounded to two decimal places In this case inventory value has either been lost or gained as a result of manufacturing the item 286 Passport Business Solutions For example if a kit item is assembled out of two inventory items whose costs are 3 487 and 4 235 each the inventory accounts for the components are credited for 3 49 and 4 24 summing up to 7 73 However the actual cost of the kit item is 3 487 4 235 7 722 which results in a debit of 7 72 to the kit item s inventory account The penny that is Jost in the manufacturing process is debited to the cost correction account For LIFO FIFO If a receiving occurs when there is a negative LIFO FIFO layer debit the Cost Correction Account if the cost for the receiving is greater than replacement cost or credit it if the reverse is true If identical do neither For Standard Cost Debit the Purchase Variance Account if the actual cost is greater than standard cost of the kit item or credit it if the reverse is true Do nothing if both are equal Order of Posting Entries are posted in the same order and with the same amounts as they appear on the Inventory Transaction Register Possible Cost Flow Calculation Proble
369. ou enter I and did not select to use this type of sale price in Control information a message displays to inform you that sale prices by item are not active If you enter C and did not select to use either sale prices by category or sub category a message displays to inform you of this Sale prices may be entered by item by category or by sub category regardless of the types selected in Control information However these sale prices will not be used in A R or Order Entry until they are also selected in Control information Sale Prices by Item If you specify a Sale type of tem the following screen displays 180 Passport Business Solutions Prices Sale prices XYZ Company 1 Sale type Item 2 Item number 3 Start date 4 End date Stock unit Average cost Price unit Rplcmnt cost blank look up by description lt Fi gt next item Enter the information as follows 2 Item number Options Enter the item number or bar code or use one of the options lt F1 gt For the next item on file lt SF1 gt For the previous item on file Blank To look up the item by description The item s stocking unit pricing unit average cost standard cost for standard valuation and replacement cost are displayed along with its current regular price If alternate units are defined for the item the current alternate unit prices are also displayed 3 Start date Enter the date that the sale price becomes
370. ou have any questions regarding this License you may contact Passport at 847 729 7900 or email to psi pass port com iv Passport s Business Solutions Understanding Inventory Control This chapter contains the following topics Key Words and Concepts 0 2 2 2 2 cece ee ceceeeeeee ee Passport Business Solutions KEY WORDS AND CONCEPTS To understand how to use Inventory Control you should understand some key concepts and words that are used in this module that relate to Inventory Control Inventory Inventory consists of goods purchased and held for resale to customers It can also include items that will be used internally in the business on jobs or in the manufacturing process Inventory is quite simply the collective total of all merchandise on hand for sale to customers in the ordinary course of business Inventory Control The control of inventory includes being able to regulate or know what goes into inventory and what goes out of inventory This includes knowing the value of what is in inventory at any time Inventory control is often abbreviated as I C or IC Item An item is a clearly identifiable product material or commodity that can be stocked sold or used Inventory Control maintains a file of inventory items Each item is identified by a unique number and a description Other information maintained for an item includes cost price product category quantity on hand and reorder
371. ounts of 10 and zero respectively Press lt Enter gt at field 11 and field 13 to skip the remaining fields Price Code Type 3 This method is a combination of types and 2 That is it allows the discount to vary by both quan tity and customer type To accomplish this a separate screen is used for each customer type Since there can be multiple entries for the same Price code it follows that e In change mode the information does not appear on the screen until both the Price code number and the customer type have been entered The lt F3 gt option deletes only the current screen If there are other customer types defined for this Price code they remain on file Create a new entry for Price code 3 with the name Dis Example count by qty amp cust type Enter Price code type 3 The following screen displays 69 Passport Business Solutions maA 4 Customer Type Enter one customer type to which this discount will apply The cursor moves to the next field Discount pct Customer types should correspond to existing type codes in the A R Customers selection The system does not check to validate them as you enter them Format One type of up to five characters each Type WSL wholesale as the customer type Press Example lt Enter gt twice to indicate that this is the only customer type to which this discount applies 5 Price basis Price basis is the price or cost from which the discount or markup is calc
372. ouses Make any desired changes or use one of the options and then press lt Enter gt 349 Passport Business Solutions mA QUICK WORK ORDERS Use the Quick work orders selection to process a single step work order Select Quick work orders from the Work orders menu The following screen displays Enter the information as follows 1 W O Enter the number of the quick work orders to process Options You may also use on of the following options lt F1 gt For the next work order lt SF1 gt For the previous work order lt F2 gt To create a new work order Format Up to six digits Example Press lt F2 gt 2 Date Enter the date for this quick work order or press lt Enter gt for the System date Format MMDDYY or use the option Example Press lt Enter gt for the System date 350 Passport Business Solutions mA 3 Kit Item Enter in the kit item number you are building Options You may also use one of the options lt Fl gt For next Kit item number lt SF1 gt For previous Kit item number Format Enter up to 15 characters or use the option Example Press lt F1 gt and then press lt Enter gt 4 Quantity Enter the quantity of kits you will be building Format Up to nine digits Example Type 234 5 User Enter in the user id of the person building the kit or press lt Enter gt for the default User ID Format Enter up to four characters or use the option Examp
373. ow definition of the remaining quantity ranges e 9 and 10 e Il and 12 e 13 and 14 Continue entering minimum quantities and the cor Example responding discount percentages 67 Passport Business Solutions Price Code Type 2 This method allows you to discount any one of the item s prices or costs by a percentage which varies according to customer type s Up to six discounts may be specified each of which may apply to up to five customer types There are no minimum quantities required for this Price code type Any customer of a type which you specify in a Price code receives the discount on any order where the Price code applies Create a new entry for Price code 2 with the name Dis Example count by customer type Enter 1 as the price basis for Price 1 Enter Price code type 2 The following screen displays Master information Price codes XYZ Company 1 Price code 10 2 Price desc Discount by Quantity 9 Price type Price basis Customer types Discount pot Discount pot Customer types a 4 5 fi T Customer types 9 0 Discount pot 11 Customer types 12 Discount pct 19 Customer types 14 Discount pct 1 Pro 1 2 Pro 2 JPro 3 4 Pro4 5 Prco 5 A Ave cost R Rpic cost Enter the information for fields 5 through 16 as follows 5 Customer types Enter up to five customer types to which this discount will apply The cursor moves to the next field Discount pct after entry of t
374. owards the total commission for this document The operator cannot alter the commission amount for an individual line item he may only decide whether or not it is commissionable In deciding between commissionable and uncommissionable the operator is given a default based on the characteristics of the customer the item or the sales representative In most cases he need merely ratify this default After all line items have been entered the operator can override the computed total commission either by e Specifying a flat amount for the commission or e Providing a commissionable amount and a percentage for the document as a whole The sys tem extends these figures to obtain a commission total for that document without attempting to allocate this total among the line items Commission percents and calculation methods price or margin are associated either with each customer or with each sales representative your choice These values are used to compute commissions for all service line items If you do not use I C inventory item numbers they are also used to compute commissions for goods line items You define a system wide default which is automatically assigned to new entries when you do customer or sales representative maintenance unless you override this default in individual entries A line item is considered commissionable at the specified percentage whenever its customer or sales representative whichever you have determ
375. played or press lt F2 gt to default to the First serial number on file for the item Up to 13 serial numbers display on the screen at one time Options If there are more than 13 serial numbers to view You may also use one of these options lt PgDn gt To view more serial numbers lt PgUp gt To return to a previous screen display of serial numbers To view the Reference text for each serial number dis lt gt Enter played on the screen When the last serial number is displayed serial number totals are shown and information on the oldest received serial number displays at the bottom of the screen For sold serial numbers the invoice date customer number invoice number price warranty dates cost new or used code warehouse and reference text are shown for each serial number When you have finished reviewing the serial numbers press lt Esc gt You can then enter the number of the next serialized item that you want to inquire into You can also press lt Esc gt when the lt PgUp gt or lt PgDn gt message is displayed to end inquiry into a serialized item before you reach the end of that item 325 Passport Business Solutions VIEWING WORK ORDER HISTORY Use the View Work order history selection to view work orders that have been closed using Close work orders Immediate work orders that have been issued may also be viewed using this selection Select Work order history from the View menu Graphi
376. ple Press lt Enter gt 451 Passport 3 Business Solutions ABC Analysis This chapter contains the following topic Selecting ABC Analysis Reports 0 0 0 0 0022022 ee 452 Passport Business Solutions SELECTING ABC ANALYSIS REPORTS The ABC Analysis selection enables you to print year to date item analysis This analysis report shows the dollar value of sales volume year to date cost of the items sold and year to date gross margin sales minus costs for each item This report separates items into three value classes by percentage e The top percentage code A of inventory value e The middle percentage code B of inventory value e The bottom percentage code C of inventory value The separation may be based on sales cost or margin The boundaries between these categories are flexible You define them each time you print the report The ABC codes are based on percentages In a typical business a large percentage of total sales is based on a small percentage of items that are carried in inventory For example it would not be unusual for 20 of your inventory items to account for 80 of your sales volume These are your A items Continuing with this example you might find that another 20 of your inventory items accounted for 15 of your sales volume These are your B items Finally you might find that the remaining 60 of your inventory items account for 5 of your sales volume Th
377. pleted this year then the number of periods in the year Format 2 characters at each field Example Type 3 then type 12 10 Days completed PTD Enter the number of days elapsed for the current period then the number of days in the current period Format 3 characters at each field Example Type 90 then type 90 11 Over or understocked items This field determines which items print based on quantities on hand and current movement rates Enter O for overstocked U for understocked or A for all items If you enter O or U you will be asked to enter the number of months to be used to evaluate your stock position 12 Items to print Select A to print all items F to print fast moving items as defined in the next field or S to print slow moving items as defined in the next field Format 1 character Example Type A Field number to change Enter a field number to change or select the lt Enter gt key to print the report 462 Passport Business Solutions Serial Number Reports This chapter contains the following topics Introduction to Serial Number Reports 2 2 0 22222 463 Passport Business Solutions INTRODUCTION TO SERIAL NUMBER REPORTS This chapter explains four of the reports that are available if you are using serial numbers The four reports are e Serial Numbers by Customer e Serial Numbers by Item e Serial Numbers by Vendor e Serial Numbers on Loan
378. press lt F1 gt to clear the screen to enter a new import format Select Import from the Physical count menu 1 Warehouse For multi warehousing you are asked to specify the warehouse for which the counts are to be imported Enter the warehouse code Options You may also use the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses Format Up to two digits of warehouses code or use the option Example Press lt Enter gt for the lt Central gt warehouse The following screen displays 375 Passport Business Solutions fez Enter the information for a new import format as follows 1 Import filename Enter the name of the file to be imported If the import file is not in the PBS top level folder directory include the drive letter or path name where it is located Format Up to 14 characters Example A IMPORT EXP 2 Duplicate counts Enter the letter that corresponds to the desired processing method if a count has already been recorded in the transaction Enter S to skip the import count if any count including 00 You may default to S by pressing lt Enter gt Enter A to add the import count to the next available count field of the transaction or if all count fields contain entries add to the existing entry for Count qty 5 Enter R to replace all existing counts in a transaction with the import count Options Use the following options S To skip the duplicate counts
379. press lt F2 gt for 35 print columns on each label Format 99 Example Press lt F2 gt for 35 columns 218 Passport Business Solutions Make any needed changes and press lt Enter gt to print the label grid Insert your label or label sheet in the printer Follow the screen instructions to print the location grid 219 Passport Business Solutions fzzm CREATING LABEL LAYOUTS The Layout selection allows you to enter all of the specifications needed to define the size of your labels the number of labels across the label sheet and which I C Item fields will print on the label To assist you in answering some of the questions in the following screens use the location grid on which you have designed your label Two screens are used 1 A single screen to describe the general appearance of the label 2 A separate screen to describe each field on the label Select Layout from the Item labels menu The following screen displays next label layout SF1 gt previous label layout General Appearance of Labels On this screen you identify this label layout with a number and description and define its general appearance From this screen you can work with both new and existing label layouts If a label layout exists for the label number you specify that label layout appears and is available for changes or deletion Enter the following information 1 Label Enter a number to identify this lab
380. program functions and default values Select Control information from the Master information menu Graphical Mode The following tab displays New Edit Save Save New Delete Cancel Exit General Account information Items Miscellaneous Inventory valuation method AES Use serial costing I Multiple warehousing I LIFO by warehouse Multiple warehouse pricing 7 Inventory register format Detail Condensed sales registers Using Purchase order Using Account payable Number of prior periods to track quantity info Use monthly periods V Use cost of sales V Use back order control V If you are entering Control information for the first time the cursor will be at the first field As you are accessing a single record file only certain buttons are active New Not active 38 Passport Business Solutions maA Edit For editing a Control information record For saving a new record or changes to an existing rec ord Save Save New Not active Cancel To cancel the editing or adding a record To exit the screen Exit works like cancel when you are Exit adding or editing an item Character Mode The following screen displays 39 Passport Business Solutions ENTERING CONTROL INFORMATION Enter the Control information as follows Inventory valuation method Inventory Control will track the value of your inventory in one of four ways by standard cost with ave
381. qty on hand Answer Y to include items with zero quantity on hand Answer N to exclude items with zero quantity on hand from the report Format One letter either Y or N The default is N Example Press lt Enter gt to accept the default If you are using the standard cost method an additional field appears as follows 12 Use standard or actual cost This question only displays if you are using standard costing methods Answer S for standard cost and A for actual cost Format One letter either S or A In our example we are not using standard costing so this Example field will not display Field Number to Change Make any changes needed Select Enter when you are ready to print the report 446 Passport 3 B siness Solutions Usage Reports This chapter contains the following topic Selecting Usage Repoti os cccissseidnxandssiddasndasaceacassasaenes 447 Passport Business Solutions Ezz SELECTING USAGE REPORTS The Usage report selection enables you to print a report on items used This shows the quantity and dollar amount of sales by item both year to date and period to date The actual cost and the margin price minus cost are also shown The Usage Report can be restricted to a range of items It can also be limited to a selected warehouse product category sub category vendor and or inventory account It can further be expanded to include data from prior periods Select Usage repo
382. quantity serial number and lot number information in the import records The fields that display depend on the field format that you entered in field 3 Format One letter either Y or N Example Type N and then press lt enter gt 4 Item numbers Describe the method of determining item numbers as follows Primary lookup by Enter the letter corresponding to the first method to be used to locate each item number 377 Passport Business Solutions Enter I if the actual item number appears in the import record or enter B if the item s bar code exists in the import record Format One letter either I or B Example Type I and then press lt enter gt Secondary lookup by Enter the letter corresponding to the alternate method of locating the item number in each import record or press lt Enter gt for no secondary lookup method During the import the item number or bar code is initially looked up using the method specified for Primary lookup by If a matching entry is not located using that method the Secondary lookup by method is used Format One letter either I or B Example Type I and then press lt enter gt Field number For delimited field formats enter the relative field number of the item number or bar code in an import record For example if you enter 4 for this field the item number or bar code for each item would be found in the fourth field and is preceded by three occurrences of the d
383. r To print the report with your kit items grouped by their level numbers answer Y Otherwise answer N and the kit items are printed in order by item number Format One letter either Y or N Example Type N and then press lt Enter gt 4 Level If you answered N to the previous question this field displays as Not applicable and may not be changed If you answered Y to the previous question you may choose to what depth you wish to view the detail For example specifying a level of 3 means that components with a higher numbered level do not appear individually on the report They are summarized into a single level 3 component Enter the specific level number for the kit items to be printed or press lt F5 gt to include AL level numbers Kit items are grouped by level number Format One digit Not applicable in this example since N was entered in the Example previous field 5 Vendor The report can be restricted to kits purchased from a specified vendor Options Enter the vendor number for the kit items to be printed or use the option To include All kits regardless of whether they have a or vendor number To include only those kits which do not have a vendor Blank number 6 Product category Enter the product category for the kit items to be printed or use the option Options You may also use the options 488 Passport Business Solutions To include All kits regardless of whether t
384. r yourself From The first entry will always be Warranty start date The values for the remaining lines are automatically created It is the combination of the Until and Unit of the previous line plus one day Until Enter the number of Days Weeks Months or Years the coverage type will be in effect In order to end a warranty program a coverage type that has no coverage categories associated with it must be entered for an Indefinite future Format 3 digits Example Type 90 Unit of time Enter the unit of either Days Weeks Months or Years the coverage type will be in effect Format 1 character either D W M or Y Example Type D Use coverage type Enter the coverage type code to include in the warranty program 105 Passport Business Solutions mA Format 6 character Example Type Extend Warr Type Y if this coverage is provided by the manufacturer of the item Otherwise type N Format 1 character either Y or N Example Type N Field number to change Make any changes or select Enter to save the record Printing Warranty Programs You may print a list of your Warranty programs Select Warranty programs from the Reports Master info menu The following screen displays From this screen you can define the range of Warranty programs that you wish to print 106 Passport Business Solutions Ezz Items This chapter contains the following topics Introduction to Items
385. r information in the Serial file until the Update is posted 298 Passport Business Solutions ENTERING LOAN OUT AND LOAN RETURN Use the Loan Out transaction to record the serial number of loaned items and use the Loan Return transaction to record the return of the loaned serialized items For Loan Out transactions the Reference field is used to deter mine the sequence of printing on the Serial Numbers on Loan report Loan Out and Loan Return transactions are entered in the same manner with the following exceptions e Loan Out transactions require the item s current status to be unsold and available not com mitted e Loan Return transactions require a current status of unsold and on loan for the item A Return date can be entered on a Loan Return transaction As with other serial number transactions Loan Out and Loan Return transactions do not change the on hand quantity of the item 299 Passport Business Solutions ENTERING MOVE IN AND MOVE OUT Use a Move In transaction to establish a serial number as unsold without increasing the item s on hand quantity if a receiving was previously entered for a serialized item through the Inventory selection Similarly a Move Out transaction changes the status of a serialized item from unsold to sold without changing the on hand quantity of the item You can also use the Move In and Move Out transactions to correct the status of serial numbers that were en
386. r its data with the new options If you have switched from single to multi ware housing run Warehouses from the Master information menu to define your warehouse s You may also run the Status load selection from the I C Utility menu This gives you an easy way to set up status records for the appropriate items in your warehouse s Run Recalculate inventory quantities from the File recovery utilities menu This selection sets the quan tity fields in the Item file and Status file to the totals for the Layer file the Order Line Item file if you are using O E P S or A R If you have switched from Average or Standard cost ing to LIFO or FIFO you should enter receiving trans actions for all items to create layer history Enter a separate receiving transaction for each layer to be created If you have switched from LIFO to FIFO or vice versa you should enter receiving transactions for all items layers in order to reorder the layer history Refer to the Valuation Report printed in step 5 If maintaining the specific detailed layers is not nec essary according to your accountant s advice you can take the layer totals as shown on the Valuation Report and enter one receiving transaction for each item After posting these transactions run the Distributions to G L selection and purge all G L distributions This prevents double posting to G L because distributions for these layers have already been interfaced to G L in step 4 abov
387. r number If you enter S for Issue in order by field 7 appears as follows 7 Stocking warehouse Enter the stocking warehouse for which to issue work orders Options You may use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses Format Enter up to two characters or use the option Example Press lt F5 gt for All warehouses Make any desired changes or use one of the options and then press lt Enter gt 347 Passport Business Solutions Ezz PRINTING ISSUED WORK ORDERS Use the Print issued work orders selection to print additional copies of non immediate work orders that have been issued You may also use this selection to print don t print work orders i e work order was originally specified to not print Work orders may not be printed using this selection after they are closed using Close work orders or if they were specified as immediate completion when the work orders were entered Select Print Issued work orders from the Work orders menu The following screen displays Enter the information as follows 1 Starting work order and 2 Ending work order Enter the range of work orders to print or press lt F2 gt for First and Last at each field Format Up to six digits for each field or use the option Example Press lt F2 gt at each field 3 Cut off targeted completion date Enter the last targeted completion date for which to print work orders
388. r posting the physical count adjustments If you must continue these computer operations refer to Physical Count Continued Operations Until the actual counting process is completed it is a good practice not to remove or bring in physical goods to the area where goods are being counted If goods arrive after the count transactions are created place them in an area where they will not be counted If goods must be removed after the transactions are created record the quantities being removed and include the quantities in your counted quantity figures This allows for a fixed relationship between the suspended on hand quantity and the counted on hand quantity and ensures that the inventory adjustment quantity and cost variance are correct 364 Passport Business Solutions maA CREATING PHYSICAL COUNT TRANSACTIONS Select Create from the Physical count menu The following screen displays Enter the information as follows 1 Starting item number and 2 Ending item number Enter the range of item numbers for which physical count transactions are to be created or press lt F2 gt for the First item number Format Up to 15 digits Example Press lt F2 gt to select the first item number For field 2 select lt F2 gt for the Last item number Format Up to 15 digits Example Press lt F2 gt to select the First item number 3 Starting location and 4 Ending location Enter the range of locations of th
389. r subsequent lot numbers to default to the P O number entered for the prior lot number To default this field and the remaining fields to the lt F2 gt f B values entered for the prior lot number Source Enter the source from which this lot number was obtained or press lt Enter gt to default to the vendor number for the item For subsequent lot numbers to default to the source entered for the prior lot number Format Up to six characters or use the option Example Press lt Enter gt Reference Enter any remark you wish for this specific lot number Options You may also use the options lt Enter gt To leave this field blank For the first lot number to default to the first 20 char lt F1 gt acters of Comment For subsequent lot numbers to default to the Reference entry for the prior lot number Make changes as usual Click on the Save button or select lt Alt s gt Press lt Esc gt at Lot number when completed entering the lot numbers for the receiving 256 Passport Business Solutions Type 834W for the next lot number press lt F1 gt at Quan tity to use the remaining 20 gallons press lt Enter gt at P O and Source to accept previous values and type 20 Gal rec d as the reference text for this lot number Example When completed entering the receivings exit the Enter screen print an edit list and post the transactions Return to Inventory Enter and this point in the documentation when pos
390. r than the value 12 with 2 spaces If you intend to use only numbers for location codes and you wish them to appear in ascending order on the picking tickets you must enter leading zeros in the Location code field Enter the number 9 as 0009 and 12 as 0012 In this way items will always appear in the desired order on the picking tickets Enter the location code 156 Passport Business Solutions Format Up to four alphanumeric characters Example Type Al Quantities for This Warehouse All quantities entered or displayed on this screen are for this warehouse only Maximum qty Enter the maximum quantity that you have decided should be on hand for this item A quantity called Average quantity on hand is calculated by the software and used in the Purchasing advice report The software restricts this aver age quantity to be no more than the maximum quantity and no less than the reorder level next field Note If you use the Purchasing advice report you should enter a value in this field and in Reorder level to ensure that useful information is shown on the report See Purchasing Advice chapter Format 9999999999999 Example Type 10000 Reorder level Enter the quantity at which the item should be reordered to be used for the Stock Status and Purchasing Advice Reports Format 99999999 99999 Example Type 25 Last sold on Enter the most recent date on which this item was sold It is automat
391. r the range of kit items specified Each item that is used as a component of one or more kits is printed on the report along with the kit items for which it is a component The range of items specified above are checked against the kit definitions for the range of kit items specified Each item that is not used as a component of any kit is printed on the report The range of items specified above are checked against the kit definitions for the range of kit items specified If the item is not used as a component of any kit then Not used in any kit is printed for the item Other wise the kit items for which the item is a component are printed 492 Passport 3 B siness Solutions Work Order History This chapter contains the following topics 493 Passport Business Solutions VIEWING WORK ORDER HISTORY The Work Order History selection enables you to print work orders after they have been closed If you choose no to Use kits in Control information you may skip this chapter After a work order has been closed using Close work orders it may be viewed or printed using this selection Immediate work orders that have been issued may also be viewed or printed using this selection If the component usage transactions and or kit assembly transaction for the work order have not yet been posted using nventory then some or all of the cost information may be omitted from the Work Order History Report This informat
392. r the document number to be used for the adjustment transactions or press lt Enter gt to default to PHYS COUNT Format Up to ten characters Example Press lt Enter gt for the default 3 Adjustment account Enter the number of the G L account to be used for adjustments The account number entered must be a valid General Ledger account number 388 Passport Business Solutions 4 Adjust non counted items to zero Answer Y to create adjustments for items whose physical count transactions do not have actual counts entered Otherwise answer N If you answer Y adjustments are created in the amount necessary to adjust the item s suspended on hand quantity to zero If you answer N adjustment transactions are not created for items if actual counts are not entered Format One letter either Y or N The default is N Example Press lt Enter gt for the default 5 Default comment Format 25 characters Enter the comment to be used as a default comment for the adjustment transactions or press lt Enter gt to leave this field blank The default comment is used only if the physical count transaction does not already have a comment entered Format Up to 30 characters Example Press lt Enter gt to leave this field with no comment 6 Mark adjustments as correction Enter the adjustments transactions if you want them to be saved as a correction or an adjustment Format One letter either Y or N The default is
393. rage cost assumption by average cost with or without serial cost l 2 3 by the last in first out LIFO method 4 by the first in first out FIFO method Select one of the following Character Graphical Description S Standard to select standard cost cost A NETRE to select average cost cost L LIFO to select LIFO F FIFO to select FIFO Refer to the Cost Inventory Methods appendix for a detailed discussion of each valuation method This documentation presents examples using the Average cost method without serial costs see below Special notes are included as appropriate for other valuation methods Regardless of the valuation method you select use the transaction processing instructions in the Inventory under Average Cost chapter The LIFO FIFO Cost Valuation Appendix describes the differences in transaction processing under LIFO If you wish to select FIFO also read the discussion on FIFO in that Appendix If you select standard cost also refer to the Standard Cost Valuation Appendix If you need to change valuation methods be sure to review the Changing Valuation Methods Appendix for the proper procedures prior to making this change Use serial costing An entry in this field is allowed only if the Average cost method is specified in field number 1 40 Passport Business Solutions Check this box if you wish the real cost of a serialized item to be used instead of the average cost when processing
394. ransaction file You may also press lt Enter gt to use the System date Format MMDDYY or use the option Example Press lt Enter gt for the System date 4 W O cut off date Enter a cut off date for the work orders to be issued Work orders with a Work order date that is later than this date will not be issued You may also press lt Enter gt to use the date entered for Issuing date Format MMDDYY or use the option Example Press lt Enter gt for the ssuing date 5 Print W O register Answer Y to print a Work Order Register If you chose to print a Work Order Register then select to print the register in either F full or B brief format Format One letter either Y or N there is no default Example Type Y then press lt Enter gt If you are using multi warehousing an additional field appears If you chose to print a Work Order Register a new section of this field will appears then select to print the register in either F Full or B Brief format Options You can use one of the following options F For Full format of W O Register B For Brief format of W O Register Format One letter either F or B There is no default Example Type F and then press lt Enter gt 6 Issue in order by Enter S to issue work orders by stocking warehouse or W by Work order number Options You may also use one of the options 346 Passport Business Solutions S For Stocking warehouse W For Work orde
395. rd Adjustments e Debit the item s Inventory Account e Credit the Adjustment Account The Adjustment Account is obtained from the specific trans action Transfers e No distributions are created for transfers Downward Adjustments e Debit the Adjustment Account The Adjustment Account is obtained from the specific trans action e Credit the item s Inventory Account Sales e Debit the Expense Account The Expense Account is obtained by combining the Expense account field from the item with the Cost Center or sub account entered for the specific transaction e Credit the Inventory Account Component Usage e Debit the Work in Process Account Issue work orders take the Work in Process Account entered on the original work order via Work Orders and moves it to the component usage transaction e Credit the component item s Inventory Account defined in Control information Downward Job Usages e Debit Job Account entered for the transaction e Credit item s Inventory Account Item file Transactions are posted in the same order and with the same amounts as appear on the Inventory Transaction Register Cost Correction Notes When there is a negative quantity on hand and a receiving kit assembly credit memo upward job usage or upward adjustment is posted if the cost is greater than average cost then the cost correction account is debited for the difference between the two costs If the cost is less than average c
396. re used as sorting and selection parameters for various item related reports in Inventory Sales Analysis and Point of Sale For example a report could be printed for only Drills used in Plumbing by assigning a category of DRILL and a sub category of PLUMB We suggest reviewing your inventory items prior to data entry to determine groupings that may be used to standardize the categories and sub categories You may wish to specify the item s department as its category Sub category Format Five characters Example Type Elec 113 Passport Business Solutions Track method Enter a code to specify the method of tracking this item Cope DESCRIPTION For normal tracking For always serialized tracking For lot detail tracking For warranty tracking Drop down list box Select from the table above The default is Normal Format Example Press lt Enter gt to accept the default The tracking method of an item is used in Inventory control Order Entry Point of Sale and Purchase Order If Normal is selected normal tracking is performed for the item and no serial numbers or lot numbers are requested for this item during any function You may press lt Enter gt to default to Normal Normal is the only valid entry for miscellaneous items those whose item number begins with an asterisk or if you specified in Control information that back order control is not used If Serial is selected a serial number must be
397. re using LIFO or FIFO cost valuation see the distributions summary in the LIFO FIFO Cost Valuation appendix If you are using standard cost valuation see the distributions summary in the Standard Cost Valuation appendix Miscellaneous items item number beginning with must be assigned inven Note tory accounts of type C Miscellaneous costs applied Refer to the Inven tory Accounts chapter Format This varies and is based on Account structure Example Press lt F2 gt for the default account If you wish to change the inventory account for an item refer to Changing Inventory Accounts section later in this chapter Sales account Enter the main account number for this item s sales account or press lt F2 gt for the default account This main account is used by Order entry Accounts Receivable and Point of Sale when posting sales distributions for this item When not using sub accounts or cost enters as determined by the 3 Assign cost centers or sub accounts to items field in I C Control information when you enter a sales account but the sales sub account is different that what is entered in 74 Default cost center or sub account field then you will not be able to enter the account See the description of Default sales account in the chapter titled Control Information that explains how the main account entered here is combined with a Cost Center during posting if you are using Cost Centers in order to obtain an act
398. red 3 Item number Options Enter the item number or bar code or use Blank to look up the item by description Format Up to 20 digits or use the options Example Type 1 4 Start date Enter the date that the contract price becomes effective Options You may also use one of the options lt F2 gt For None if there is no specific start date After entering the first contract price to use the last Sete contract start date entered Format MMDDYY Example Press lt F2 gt 5 End date Options Enter the last date that the contract price will be in effect or use one of the options lt F2 gt For None if there is no specific end date After entering the first contract price to use the last lt gt Enter contract end date entered Format MMDDYY 186 Passport Business Solutions Example Press lt F2 gt 6 Contract ID Options Enter the identification information for this contract or press lt Enter gt for subsequent contract prices and to use the last contract ID entered Format Up to 15 digits or use the options Example Press lt Enter gt 7 Use contract or lowest price Enter C Contract price or L Lowest price to indicate whether to always use the contract price or to use the lowest price if a lower price exists for this item Format One letter L or C Example Type C then press lt Enter gt 8 Each price Enter the price that will be used as the Contract price Format Up to 1
399. reen lt PgUp gt lt PgDn gt lt Home gt and lt End gt Options You may also use the options lt F5 gt To jump directly to the W O you wish to view either by W O number or reference lt F6 gt To view comments entered for this W O lt Esc gt When you are finished viewing W O history Press lt Esc gt when you are finished viewing W O history 327 Passport Business Solutions VIEWING WORK ORDERS Select Work orders from the View menu Graphical Mode The following screen displays Sench EE e gg Seria 8 7r Component Select by ascending work order number w 0 W O date Kit item Kit serial lot 8 Comp se rial lot Customer Inve amp Inve date To view work order history select View work order history from the Options menu Search There are options when searching for a work order OPTION DESCRIPTION Kit item Search for the number of the kit item Kit item Serial Search for the serial number of the kit item Component Search for the number of the component item Component Serial Search for the serial number of a component item Kit item Component Enter a valid kit item or component Serial Lot Enter the serial or lot number for the component or kit item 328 Passport Business Solutions Ezz List Boxes When you enter a valid kit item or component in the list box a list of Work orders display that contain that number
400. res Alternatively you could close I C once a quarter in which case the period to date figures would be quarterly figures If you are using S A comparatives then in I C you must use the last day of the month as your closing date as S A can only pull in data for one month at a time You may define your period in I C as your accounting period or some other time period Closing a period in I C has no effect on General Ledger The interface between I C and G L is through the G L Get distributions selection described in the G L User documentation Also refer to the chapter Distributions to G L Report chapter The current period in I C is determined by the Current period end date in Control information If you post inventory transactions that are dated after this date they will not appear in the period to date totals When you run this selection the following occurs 1 The period being closed becomes the most recent prior period If necessary the oldest prior period information is removed 506 Passport Business Solutions 2 The current period ending date in the I C Control file is set to the ending date of the new period 3 Average quantity on hand is calculated for each item at each warehouse at which it is stocked Refer to Control Information chapter for more information on the calculation Ensure that all necessary accounting operations including printing all reports are completed before proceeding If you are using
401. ributions are not created by this selection 303 Passport Business Solutions vesion z View This chapter contains the following topics Introduction to VieW 2 0 2 0 occ ccc cece ccc cccccecceeccecceeeees e ag hoes settee den ebecetaateneds Viewing Lot Numbers oo noc scinscdcccesscccecuebeisccceddancus Viewing Work Orders ooo ose coceececcscccseacesaleseescuseseccuces 304 Passport Business Solutions INTRODUCTION TO VIEW Use this selection to inquire into the following types of information Inventory History Items Lot Numbers Serial History Serial Numbers Work Order History Work Orders For an item the display includes all information in the Item file for the item For serial numbers all the serial numbers for a serialized item are displayed both unsold and sold For lot numbers all the lot numbers for a lot controlled item can be displayed For work orders information on work order that has been issued using Issue work orders or closed using Close work orders is available 305 Passport Business Solutions VIEWING INVENTORY HISTORY Use this selection to view Inventory history detail Select Inventory history from the View menu Graphical Mode The following screen displays Item lookup Nem number aj Warehouse Sana Product category Sub category Select date in ascending sequence Date Type Whs Reference Transaction value Dr Cr Item balance
402. rices by category by item entering purging of control information selecting conversion temporary item copying kits label layouts correction notes cost 364 407 187 185 185 198 38 112 212 239 286 545 corrupted control files restoring lost or 573 cost price and margin replacement serial standard cost center cost correction notes cost correction account 5 248 525 526 531 3 286 545 46 cost method average standard cost valuation introduction to LIFO FIFO introduction to standard LIFO FIFO standard cost average and receivings consideratons for defined cost LIFO costing inventory methods introduction to costing control information flag serial costs and pricing item entry costs described costs LIFO FIFO and standard count expanded physical and worksheets expanded physical chapter topics introduction to physical normal physical count continued operations physical count transactions creating physical 525 526 534 547 533 546 248 531 525 537 524 40 116 487 265 381 362 363 381 391 365 removing physical count worksheets physical printing physical counted quantities entering importing counts performing expanded inventory coverage lists printing coverage types defined entering creating adjustment transactions label layouts physical count transactions credit memo account default credit memos entering sales and int
403. ring Report If your inventory is financed you may use this field to identify the finance company for this serial number 253 Passport Business Solutions Source Enter the source from which this serial number was obtained or press lt Enter gt for the first serial number to default to the vendor number for the item For subsequent serial numbers to default to the Source entry for the prior serial number This field is used when printing the Flooring Report If your inventory is financed you may use this field to identify the finance company for this serial number Reference Enter any remark you wish for this specific serial number Options You may also use the options lt Enter gt To leave this field blank For the first serial number to default to the first 20 char acters of the Comment field For subsequent serial lt Fl gt P numbers to default to the Reference entry for the prior serial number Format Up to 20 digits or use the option Example Press lt Enter gt Make changes as usual The serial fields then clear for entry of the next serial number Press lt Esc gt at Serial when completed entering the serial numbers for the receiving Enter these four serial numbers to complete the receiving DS4558 DS4559 DS4560 DS4599 Press lt F2 gt at New Used for each to default the remaining fields to the same entries as the prior serial number Example Lot controlled Items For an existing trans
404. riod to date and year to date The dollar amount in each field is increased when a sale is posted and decreased when a credit memo is posted Costs Period to date and Year to date represent the actual cost of goods sold less all returns Format 999 999 999 99 Make any needed changes The screen appears as shown above if you are using kits and or Job Cost If you are not using kits or Job Cost the Otv used and Oty sold used columns do not display 159 Passport Business Solutions Prior periods Quantity sold Quantity used Qty sold used Qty returned Enter a quantity in each field except Oty sold used which is calculated automatically or press lt F2 gt to set the quantities in all prior periods to zero Format 999999999 99999 The first status screen reappears to enter another item in this warehouse When there are no more items associated with this warehouse press lt Esc gt at the Warehouse field Each time you run the Close a period selection the oldest period is removed and the period just closed becomes the newest period displayed on this screen 160 Passport Business Solutions maA PRINTING STATUS LISTS You can print a status list by item number or by item description Select Status by item or Status by item description from the Reports menu Graphical Mode The Status by item screen looks like this Warehouse Central Central Pin by tem Number Starting item
405. rise If you are using or not using General Ledger These are described below General Ledger not used The C Distributions to G L Report lists the debits and credits that must be entered into your manual ledger You should print out this report at the end of each accounting period after all I C transactions for the period have been entered and posted Backup your data files and then print this report for all accounts Specify a date range from Earliest to the date that is the end of your accounting period Specify that the file should be purged By purging the distributions that are printed on the report the only distributions remaining in the file if any will be those that apply to the future accounting periods You may wish to print the report to disk and then obtain a printed copy using Print reports from disk If a system failure occurs while printing the report and purging the file restore the backup and repeat the procedure General Ledger Used The C Distributions to G L file contains debits and credits created by I C transactions that must be transferred to General Ledger The distributions are actually transferred using the Get distributions selection from the G L menu and then specifying that you want to get distributions from the I C module Refer to the Get Distributions chapter in the G L User Manual Printing Considerations Prior to running Get distributions you should print the I C Distributions to G L Report
406. rm the field numbers on the screen shot Tab 4 Vendor Accounting The vendor accounting tab is similar to this General Costs and Pricing Item details Vendor Accounting Multi warehouses Vendor information Taxable Vendor number al 8 ti lt Ctsti SS For tax rate 1 Vendor prod tS For tax rate 2 7 Min order qy Unit E For tax rate 3 7 Lead time D Days For tax rate 4 Service vendor Aj nd For tax rate 5 Accounts You can use the fields on this tab to enter information about the vendor for this item The vendor information is shown on the Purchasing Advice report If you plan to add Purchase Order later you should enter this vendor information now If you will be using vendor items in P O this information appears as defaults when setting up the vendor item records The accounting numbers must be entered for every item 126 Passport Business Solutions Vendor information Vendor number Enter the vendor number of the current primary vendor If you are using Accounts Payable the number is verified against the Vendor file If Accounts Payable is not used then any number can be entered Options You may use one of the options lt F2 gt To skip entry of a vendor and proceed To look up the vendor by name in the Vendor file if lt Enter gt Accounts Payable is installed If you are using A P and press lt F2 gt to skip entry of a vendor the Vendor pr
407. rocedure is listed below DESCRIPTION Back up your data files Run Get distributions specifying that distributions are not to be purged Run Distributions to G L Report specifying to purge the file and only interfaced distributions are to be purged Print the General Journal Entry Edit List The debits and credits printed on the edit list should be com parable to the debits and credits on the I C Dis tributions to G L Report provided that you have followed this procedure each period If you have not purged the I C Distributions to G L file in a previous period then the reports will not be comparable If you specify that distributions are not to be purged by Get distributions and you run Get distributions again you will still never transfer the same distribution from I C to G L more than once because Get distributions prevents this Therefore if after step 2 in the alternate procedure you discover additional I C distributions for the accounting period that have not yet been entered into Inventory Control simply enter and post these transactions in I C and repeat the alternate procedure starting with step 1 Account not on file When printing this report it is possible to get an Account not on file message with an accompanying account number and distribution amount This occurs when an amount has been distributed to a valid General Ledger account that is not in the Valid G L Accounts file If you get this message
408. roduct sub category for the items to be printed or use one of the options To include A items regardless of whether they have a e sub category or what the sub category is lt Enter gt To include only those items which do not have a sub category Format Up to five characters Example Press lt F5 gt for All sub category 8 Transaction type Enter a specific transaction type to print on the report Options You may also use one of the following lt F5 gt For all types lt F2 gt To show a list of the valid transaction types 429 Passport Business Solutions The transaction types include the following A Adjustment C Credit memo R Receiving T Transfer S Sale J Job usage K Kit assembly U Component usage Format One letter from the table above or one of the options Example Select F5 for all types 9 Show Select Q to print the transaction quantities C to print the transaction costs or B to print both Totals by item quantities or costs will also be printed if selected Options You can use the following options Q Quantity C Cost B Both Format One letter from the table above Example Enter B to print both Quantity and Cost 10 Show post date If you selected B for both for the previous field Show then this field displays as Not applicable If you want to print the posting date select Y If not select N Format One letter either Y or N The default is Y Example Displays as Not appli
409. roduction to T account postings Credit menu adj variance account with Standard cost current period ending date customer price lists printing actual 372 423 381 368 375 363 103 102 102 386 220 365 45 540 261 557 557 47 47 411 customer report printing serial numbers 465 by daily operations checklist of guide to data files defined Inventory Control data import data import items data organization date fields described date report selecting the valuation by date current period ending default B S inventory account credit memo account expense account default sales account deleting items prices status records text changing or work orders description product details item entry item 26 25 12 274 151 228 443 47 45 45 44 44 112 176 156 232 337 121 distributions introduction to G L 499 to G L report 498 to G L selecting 500 to General Ledger 285 303 543 to General Ledger after receivings 553 downward adjustments posting 286 downward adjustments T account post 560 ings of downward job usages 286 during posting hardware failure 288 E earlier versions upgrading from 8 edit list errors 542 edit lists printing inventory 282 printing serial number 301 work order 339 entering adjustments 258 alternate items 143 categories 91 comments 338 commission codes 84 component usage transactions 272 contract prices 185 control informatio
410. rt from the Reports menu The following screen displays The above screen is for multi warehousing If you are using single warehousing you will see the Warehouse field and the remaining fields will be renumbered accordingly Enter the information as follows 1 Warehouse If you are using single warehousing this field does not appear Ware house must be a valid warehouse as described in the Warehouses chapter The name of the warehouse displays upon selection Options Enter a warehouse code or use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses 448 Passport Business Solutions 2 Starting item and 3 Ending item Enter the range of item numbers to include on the report Follow the screen instructions Press lt F2 gt at each field for First and Last item a numbers 4 Print in order by Enter W to print items grouped by warehouse Enter I to print in item order showing all warehouses for one item before printing the next item If you are using single warehousing or selected a single warehouse above this field displays Not applicable Example Type I 5 Group by inv acct Group the items by inventory account on the report If you are also printing multiple warehouses on this report the major grouping will be by inventory account and the warehouses and items or items and warehouses will be shown within each inventory account Restrict t
411. s 0 0 0 0 020202 ce cece eee ee eee eees 509 Passport s Business Solutions fzzm PURGING SERIAL NUMBERS Use this selection to purge remove sold serial numbers from the Serial file and to print a report showing the serial numbers that will be purged from the file You should run a purge as necessary to conserve disk space Disk space is not regained unless records are physically removed by running the File Recovery Utilities selection to Export and then Restore from export the Serial file Refer to PBS Administration documentation for using the File Recovery Utilities Select Purge serial numbers from the Utility menu The following screen displays Enter the information as follows 1 Starting item number and 2 Ending item number Enter the range of item numbers of the serialized items to be included in the purge or press lt F2 gt at each field for First and Last Follow the screen instructions Format Up to 15 digits or use the option Example Press lt F2 gt for the First and Last Only sold serial numbers in the specified range of item numbers are purged 3 Invoice cut off date Enter the last invoice date for which sold serial numbers are to be purged or press lt Enter gt to use the System date Format MMDDYY Example Press lt Enter gt to accept the System date 510 Passport Business Solutions All sold serial numbers with invoice dates after the cut off date entered
412. s Business Solutions DESCRIPTION Used directly for inventory items but is used on a work order to designate the G L Lite 1m prog account to which component items should be posted while the work order is in prog ress Format A single letter code from the above table Example Type M The Distributions to G L report contains a separate section for each of the Note above inventory types Refer to the Distributions to G L Report chapter While the Inventory acct field inventory asset account for a Miscellaneous item must be entered its use is not that of a true balance sheet asset account since no inventory is kept for this item Rather it is used basically for generating the contra account to cost of sales and therefore is really being used as a suspense account against the expense side distribution that happened when the item was received In this sense the accounting transactions for Miscellaneous items are similar to what happens when an item is drop shipped except that a drop ship clearing account is used instead of the inventory account The accounting T bars associated with these transactions are Expense account fsal used in AP Item oo Accounts Payable _ account from sell Inventory account ine this item Clearing acct 8 Miscellaneous item selling e ha 1000 1000 Enter any comments about the cash account 3 Comments This field uses Passport s text editing function Enter the text in much
413. s Items will print grouped by inventory account Format Enter as defined in Company information This field is not applicable because N was selected in the Example previous field 6 Vendor The report can be restricted to items from a particular vendor Options Enter a vendor number or use one of the options To include A items whether or not they have a vendor lt F5 gt number To include only those items which do not have a vendor lt Enter gt number 419 Passport Business Solutions Format Up to six digits Example Press lt F5 gt for all vendors 7 Product category The report can be restricted to items in a particular category Options Enter a product category or use one of the options To include A items whether or not they have a cat lt F5 gt egory Zane To include only those items which do not have a cat egory Format Up to five characters Example Press lt F5 gt for all categories 8 Product sub category If you entered blank in the previous field this field also displays as blank and may not be changed The report can be restricted to items in a particular sub category Options Enter a product sub category or use one of the options To include All items whether or not they have a sub cat lt F5 gt egory lt Enter gt To include only those items which do not have a sub category Format Up to five characters Example Press lt F5 gt for all sub cat
414. s Solutions mA PRINTING WORK ORDER HISTORY REPORTS Select Work order history from the Reports kits menu The following screen displays Enter the following information 1 Kit item Enter a specific kit item number to print just the work orders that were used to assemble that kit item or press lt F5 gt for All kit items 2 Starting work order and 3 Ending work order Enter the range of work order numbers to be printed on the report Follow the screen instructions Format Up to sex digits for each field Example Press lt F2 gt to enter First and Last at each field 4 Starting completion date and 5 Ending completion date Work orders that were completed within the range of completion dates entered here are printed on the report Follow the screen instructions Format MMDDYY for each field Example Press lt F2 gt to enter First and Last at each field Field numbers 6 and 7 appear as follows if you are using multi warehousing 496 Passport Business Solutions 6 Stocking warehouse Work orders are printed on the report if their kit items were assembled for this warehouse Options Enter a warehouse or use one of the options lt F5 gt For All warehouses lt Enter gt For the Central warehouse if defined Format Up to two characters Example Press lt F5 gt 7 Print detail or summary Enter either D to print a detail report or S for a summary report The detail versi
415. s named in the preceding Customer types field In field 7 enter the customer types WSL wholesale and SPC special Example Press lt Enter gt twice to go to field 8 Enter 50 in field 8 Press lt Enter gt repeatedly to skip fields 9 through 14 Price Code Type 6 This method is the reverse of type 3 It allows markups rather than discounts It can also be con sidered as a combination of types 4 and 5 Like type 3 this allows multiple entries for a single Price code one for each customer type Create a new entry for Price code 6 with the name Mark Example up by cust amp qty Enter 6 as the price code type The following screen displays Enter the information for fields 5 through 17 as follows 4 Customer type Enter the customer type Many different mark up structures are allowed for the same Price code provided that each structure is for a different customer type You cannot use a blank customer type Format 5 characters Example Type WSL 74 Passport Business Solutions 5 Price basis Enter the code corresponding to the price or cost to be used as a base for this Price code Your choices are 1 Price 1 2 Price 2 3 Price 3 4 Price 4 5 Price 5 A Average cost R Replacement cost Format One character Example Type R 6 Level 1 minimum qty Enter the minimum quantity that must be ordered to qualify for the level 1 mark up percentage you will enter in field number 7 Forma
416. s of the items for which physical count transactions are to be removed or press lt F2 gt to select First 372 Passport Business Solutions Format Four digits or select the option Example Press lt F2 gt and then lt Enter gt to use First For field field 4 press for the Last location Format Four digits or select the option Example Press lt F2 gt then lt Enter gt for Last 5 Inventory account Enter the inventory account for which to remove the transactions Options You may also use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account lt F5 gt For All inventory accounts Format Enter up to seven digits or use the options Example Press lt F5 gt to select A then press lt Enter gt 6 Vendor number Enter the vendor number to remove transactions for only one vendor or press lt F5 gt to remove transactions for All vendors Format Enter six digits or the option Example Press lt F5 gt and then press lt Enter gt for A vendors 7 Product category Enter the product category to remove transactions for only one product category press lt F5 gt to remove transactions for All categories Format Enter up to five digits or use the option Example Press lt F5 gt then press lt Enter gt for All 8 Product sub category Enter the product sub category to remove transactions for only one
417. s sold by its stocking unit or press lt Enter gt to indicate that the stocking unit price is not on sale Format Up to five digits or use the option Example Press lt Enter gt 8 Alt 1 disc pct Enter the percentage by which to discount the price specified for Price basis when the item is sold by its first alternate unit You may also press lt Enter gt to indicate that the first alternate unit 183 Passport Business Solutions price is not on sale Format Up to five digits or use the option Example Press lt Enter gt 9 Alt 2 disc pct Enter the percentage by which to discount the price specified for Price basis when the item is sold by its second alternate unit You may also press lt Enter gt to indicate that the second alternate unit price is not on sale Format Up to five digits or use the option Example Press 4 50 184 Passport Business Solutions ENTERING CONTRACT PRICES Use this selection to enter contract prices for items or groups of items for specific customers When entering an A R invoice or O E order if a contract price is in effect for an item customer the contract price is used instead of the automatically calculated price A contract price can instead be defined to only be active when it is the lowest price Contract prices that are no longer in effect may be cleared from the file using this selection or the Purge contract prices selection on the Utility menu Refer to P
418. s tad Adie AEREE ELEren DEEE RAN Downward Adjustments oes Sie cic vencasnsnenswerianiiwemancnwends Upward Adjustments oneens cts So ccc ccd cacecetasecsadocdadundecs Allocation Methods 2 00 0 2 o coco cece eee eee 546 Passport Business Solutions INTRODUCTION TO STANDARD COST VALUATION This appendix describes how to use the Standard Cost valuation option one of the cost options available in Inventory Control Standard Cost is designed to assist wholesalers and distributors in assigning profit responsibility between the purchasing and sales departments It is desirable that an in house Certified Management Accountant or Certified Public Accountant be assigned the responsibility of monitoring and interpreting the information produced by this Standard Cost system If your company does not have a qualified person to monitor a Standard Cost system we suggest that you select one of the other valuation options available average LIFO or FIFO These methods do not require the same level of monitoring or interpretation and they can normally be handled by a general manager on a day to day basis and then adjusted by a Certified Public Accountant at year end This Standard Cost module was designed to be a modified not a traditional Standard Cost system for a manufacturing company It isolates a material price variance at time of purchase but does not address material usage labor cost or overhead This chapter begins
419. s to be included in the purge or press lt F2 gt in each field for First and Last Follow the screen instructions Format Up to 15 digits or use the option Example Press lt F2 gt for First and Last 513 Passport Business Solutions 3 Inventory acct Enter the inventory account for which to purge items Options You may use one of the options lt FI gt For next inventory account on file lt SFI gt For the previous inventory account on file lt F2 gt For the default inventory account lt F5 gt For All inventory accounts 4 Vendor Enter the vendor number to purge items for only one vendor or press lt F5 gt to include items for All vendors Format Up to six digits or use the option Example Press lt F5 gt for All vendors 5 Product category Enter the category to purge items for only one product category or press lt F5 gt to include items for All product categories Format Up to five digits or use the option Example Press lt F5 gt for All categories 6 Product sub category Enter the sub category to purge items for only one product sub category or press lt F5 gt to include items for A sub categories 7 Last sale cut off date Enter the last sale date of the inactive items to purge or press lt F2 gt for the Earliest cut off date Only items with a Last sold on date on or before the date entered here are included If you enter Earliest for the sale cut off date an additional fi
420. s transaction even though the quantity received has not been fully allocated To complete lot number allocation prior to posting a transaction refer to the For an existing lot number entry instructions below Abort The entire inventory transaction is canceled and removed from the file The Inventory screen appears to enter a new transaction For existing lot number entries To change a lot number enter the lot number for which information is to be changed or press lt F1 gt to display the next lot number for this transaction To add a lot number enter the lot number in the normal manner The screen shows the Qty to allocate if the Quantity received is greater than the lot number allocations already entered To delete a lot number enter the lot number to be deleted or press lt F1 gt to display the next lot number for this transaction When the lot number to be deleted is displayed press lt F3 gt to delete it You are asked to confirm the deletion 255 Passport Business Solutions Quantity Enter the quantity received of this lot number or press lt F1 gt to use the remaining quantity to allocate Format 9999999909999 Example Enter the quantity or use the option The Qty to allocate is updated automatically P O Enter the purchase order number under which this item was bought Options You may also use the options For the first lot number to default to the Document lt Enter gt entry Fo
421. s used in the transactions The adjustments are edited and posted using Inventory If you are using kits in Inventory Control establish on hand quantities for all existing kit items If on hand quantities of component items are not reduced you may enter receiving transactions using Inventory to establish on hand quantities for kit items If on hand quantities of component items are to be reduced use Work Orders to enter and issue imme diate work orders for assembly of the kit items See the Work Orders chapter If you are using serialized items and wish to estab lish information on previously sold serial numbers enter and post history serial transactions using Serial numbers Read the Guide to Daily Operations chapter which explains how to use Inventory Control to perform var ious daily weekly and periodic tasks 17 Passport Business Solutions PASSPORT SUPPORT If you have problems with this software module contact your authorized Passport partner For the name and location of a Passport partner near you contact Passport Software Inc at 1 800 969 7900 If you wish to inquire about support directly from Passport please call our End User Support Department at 1 800 969 7900 ext 124 You can contact your own dealer for training however if your dealer does not offer training contact Passport at 1 800 969 7900 for assistance 18 Passport Business Solutions Using Inventory Con
422. scarce parts If you want to ensure that kits are assembled first come first served always respond Y Understand that this could result in some work orders being delayed even though parts are on hand because the parts they need are committed to other work orders waiting for other parts If you want to maximize turnover and ensure that each part is used as soon as there is a kit ready to use it always respond N The danger here is that work orders containing numerous parts could be kept waiting indefinitely because there is never enough at any one time of every part needed This policy therefore requires more careful monitoring than the other 336 Passport Business Solutions Format One letter either Y or N there is no default Example Type Y The next two fields appear only if you use multi warehousing 11 Stocking warehouse This is the warehouse where the assembled kit is to be stocked The kit item must already be defined in Items as stocked at that warehouse Enter a warehouse code Options You may also use one of the options lt F1 gt For the next warehouse for this item kit lt SF1 gt For the previous warehouse for this item kit Format Up to two characters or use the option Example Press lt F1 gt The description of the warehouse appears next to its code as soon as one has been selected 12 Override Kit component Warehouses Answer Y if you wish to override Make any desired changes Options
423. se only the types that are indicated for Use sale prices by in Control information 175 Passport Business Solutions MULTIPLE SALE PRICES If multiple sale prices exist for an item the type that appears highest on the following list is used by A R and Order Entry 1 Sale price for an item at a specific warehouse 2 Sale price for an item at all warehouses 3 Sale price for a category sub category at a specific warehouse 4 Sale price for a category at a specific warehouse 5 Sale price for a category sub category at all warehouses 6 Sale price for a category at all warehouses Warehouse specific sale prices may be set up only if you selected multi warehouse pricing in Control information Contract Prices Contract prices are the prices charged for specific items or groups of items to specific customers They may be set up for a specific period of time or to remain in effect until removed from the file If a contract price exists for an item customer when an invoice is entered in A R or an order is entered in Order Entry the contract price is used instead of any automatically calculated price A contract price can instead be defined to only be active when it is the lowest price Contract prices are entered using Contract prices Three distinct types of contract prices can be defined for the stocking unit and for each alternate unit of an item as shown below However A R and Order Entry use only the types that are in
424. sented for each transaction type in Special Notes on Fields 534 Passport Business Solutions RECEIVINGS Enter the information shown below for a receiving The first serial number being received is also shown Inventory Enter XYZ Company 1 item Saw 2hp 7 1 4 Circular Warehouse 1 Main Serial numbers 2 Type Receiving Serials to add Quantity avail 166 Serial D54557 Top layer LIFO cost 18 00 New Top layer LIFO qty 1 Location 3 Transaction date 9 03 04 Reference 4 Document Ri 5 Quantity received 3 Any change 6 Actual cost 194 40 7 New price t 354 00 D New price 2 327 00 B New price 3 310 00 12 New location 10 New price 4 0 00 13 Comment 1 New price 5 0 00 an lt F5 gt correcting LIFO FIFO Field Notes Top layer LIFO cost With a FIFO inventory this position displays FIFO cost The cost displayed is from the top layer in the LIFO FIFO history Unposted transactions do not affect the LIFO FIFO layers until they are actually posted The screen above displays no LIFO layers because no transactions have been posted yet When Standard Cost inventory valuation is used this position displays the Standard Cost for this item from the Item file Top layer LIFO qty With a FIFO inventory this position displays FIFO quantity The quantity displayed is the number of units available at the displayed LIFO cost or FIFO cost This shows the number of units currently av
425. ses usually use a 3 or 4 digit account number For example you may have a G L account called 100 Cash in the bank and one called 200 Sales of Product A and one called 210 Sales of Product B Typically an independent business will have a hundred or more G L accounts In accounting modules each time any financial activity occurs in any area of accounting the dollar amount of the activity is recorded under the appropriate G L account numbers Cost Center A cost center is a distinct area within your company for which sales and or expenses and sometimes costs can be calculated separately from the total sales and expenses of the whole company In the Passport Business Solutions software the main G L account number is from 4 to 8 digits long If you choose to use cost centers they are optional in PBS software you get a sub account up to 8 digits added onto the G L account number For example your office supplies G L account is numbered 4200 and you want to track office supply expenses independently for each of your three major departments Dept A Dept B and Dept C Rather than use a different main account number for each department such as 4201 4202 and 4203 you could append 001 002 and 003 to the 4200 main account number as follows 4200 001 Office supplies Dept A 4200 002 Office supplies Dept B 4200 003 Office supplies Dept C Then whenever you re allocating office supply expenses to G L accounts you would use
426. shown below Cost of goods available for sale Less July 31 inventory Cost of goods sold 529 Passport Business Solutions COMPARISON OF METHODS The following four methods of pricing inventory have now been illustrated Average Standard LIFO and FIFO All four methods are based on assumptions regarding the flow of costs The following is a comparison that shows the effects of the four methods on net income using the same data as before and assuming sales during July of 500 AVERAGE STANDARD Geer Cost LIFO FIFO Sales 500 500 500 500 Cost of goods sold Beginning inventory 100 122 std 100 100 Purchases 511 487 511 511 San sods avaiable 611 609 611 611 Less ending inventory 268 268 std 245 294 Cost of goods sold 343 341 366 317 Gross profit on sales 157 159 134 183 Assuming that costs are inflating LIFO which charges the most recent and therefore highest cost of goods sold results in the lowest net income and the lowest ending inventory value For this example FIFO which charges the earliest and therefore lowest cost of goods sold produces the highest net income and the highest ending inventory value Under average cost the net income and value of ending inventory are between those computed under LIFO and FIFO reflecting the leveling effect of Average Costing During a period of deflation the reverse effect would occur under LIFO and FIFO with LIFO showing a higher n
427. siness Solutions maA The screen for both item lists are almost identical Enter the information as follows Print by item Enter the selection to be shown on the report by Number or by Description Options Use one of the options Number Print in item number order Description Print in item description order Starting item Ending item For the Items by Item Number List specify the range of item numbers to include You may press lt F2 gt for First at Starting item and Last at Ending item Format Up to 15 characters or use the option Example Press lt F2 gt at both fields Starting item description Ending item description Options Enter the item description that is alphabetically lowest first in the range of items to be shown on the list or press lt F2 gt for First at Starting item description and Last at Ending item description Format Up to 25 characters or use the option Example Press lt F2 gt at both fields 146 Passport Business Solutions To be included the description must be the full description of the item because trailing spaces are alphabetically lower than any other characters For example if you intend your list to end with the item HUBCAPS 57 MODEL and you enter HUBCAPS 57 MOD the item will not be on the list because HUBCAPS 57 MOD is alphabetically lower than HUBCAPS 57 MODEL The represents spaces To include miscellaneous tools as the l
428. so that the sale representative s commission is calculated automatically This calculation is performed upon both e Invoice entered in A R e Order entered in O E Commission codes control the calculation of commissions not just on regular prices but on override sale and contract prices as well You are not required to accept the calculated commission you can always override it on individual documents Commissions e A commission is a payment which you make to your sales representatives based on the sales they generate e Commissions only occur if you use sales representatives and if you choose that method of pay ing them e A commission is a percentage of either the price or the margin your choice e Commissions become payable to the sales representative either when the invoice is posted or when payment has cleared your choice e Commissions may apply to either goods and or services 81 Passport Business Solutions e Commissions are calculated separately for each line item on a document invoice or order and the commission for the entire document is the sum of the individual line items e When entering a document for each line item the operator must determine whether or not it is commissionable If the line item is commissionable the commission amount calculated for the line item is included in the total commission for this document If it is not commissionable this line item does not contribute t
429. specified are shown Uncheck the box if you do not wish sale prices to print on the list The Starting and Ending item number fields become grayed out and cannot be entered Check box where checked is yes and unchecked is no The default is checked Example Press lt Enter gt to accept the default Format Category sale prices Check this box to include category sale prices on the sale price list Otherwise answer uncheck it If you uncheck it the Product category and Product sub category fields are grayed out and entry is not allowed Check box where checked is yes and unchecked is no The default is checked Example Press lt Enter gt to accept the default Format If any of the sale prices shown on the list are not active in the I C Control information a warning message to that effect is printed at the bottom of the list 406 Passport Business Solutions PRINTING CONTRACT PRICE LISTS You may print a Contract Price List that shows for each customer specified only contract prices for items only contract prices for categories of items or both types of contract prices For each item contract price the item number description starting and ending contract dates contract ID use contract or lowest price value and contract price s are shown For each category contract price the category sub category starting and ending contract dates contract ID use contract or lowest price value price basis for
430. specified in Control information the Item file is updated to reflect any change to an item s average cost that may be caused by Move In and Move Out transactions The Serial file is updated for the new transactions as follows STATUS CHANGE FROM TRANSACTION TYPE 302 Passport Business Solutions DISTRIBUTIONS TO GENERAL LEDGER If you are using the average cost valuation method and have specified in the I C Control file that you are also using serial costs Move In and Move Out serial transactions will create distributions only if there is a change in the item s average cost In this case the distribution amount will be the change in the item s average cost times the quantity on hand of the item If you are using General Ledger you can press lt F5 gt at Field number to Note change to mark a Move In or Move Out transaction to create distributions as a correcting entry If the change causes an increase in average cost distributions are posted to the I C Distribution file as described below e Debit item s Inventory Account Item file e Credit Cost Correction Account C Control file If the change causes a decrease in average cost distributions are posted to the I C Distribution file as follows e Debit Cost Correction Account C Control file e Credit item s Inventory Account Item file G L distributions are not created by any other serial transaction type If you are not using serial costs dist
431. ssociated with as many items as desired It is important to distinguish between price code and price code type A price code is a set of crite ria you select to determine an alternate price s for some business reason A price code type is one of the criteria used in a price code for instance discounts based on quantities ordered You may define a number of different price codes of the same type For Example e Price code 23 gives a discount of 5 off Price 1 in quantities of 100 units or more e Price code 56 gives a discount of 25 off Price 1 in quantities of 500 or more Both price codes use price code type 1 and Price 1 but might be used to discount the price of dif ferent products 59 Passport Business Solutions Related selections Customer types and discounts are associated with customers by the A R Customers selection Prices and price codes are associated with items in three different ways 1 By the I C Items selection This is the usual method Each item has at least one price and may have as many as five Each item also has an optional price code If it doesn t have a price code Price 1 is used as the price for the item 2 By the I C Contract prices or P S Contract prices selections These methods are optional It lets you replace the normal prices and or price code by different values applying only to a par ticular customer with whom you have a special contract arrangement 3 By the P S Special sale pric
432. ssport Business Solutions Inventory March 16 March 16 Receivings 1 Lathe at 194 70 March 10 Receivings 1 Lathe at 194 10 March 7 Receivings 3 Lathes at 194 40 Because this is the LIFO costing method the last most recent purchase of lathes has become the top layer and will be the first inventory relieved when a sale is made Exit the Enter screen print an Inventory Transaction Edit List and post the receivings Return to the nven tory Enter selection and this point in the user manual when posting completes Example Sales Enter the following sale to further illustrate how LIFO layering works using the nventory Enter screen Inventory Enter XYZ Company 1 Item 8 Lathe wood Warehouse 1 Main Serial numbers 2 Type Sale Serials to add Quantity avail 10 Serial bS4557 Top layer LIFO cost 42 39 New Used New Top layer LIFO qty 3 PO RI Location Source 100 3 Transaction date 9 08 04 Invoice 916520 4 Document Customer 100 5 Quantity sold 1 Farranty HL No warranty for product 6 Price for EACH 62 00 Reference Neptune Underwater 7 Actual cost for EACH 42 39 8 Comment Any change J 9 Sub account 200 lt F5 gt correcting LIFO cost With a FIFO inventory this position would display FIFO cost In either case the cost displayed is from the top layer in the LIFO FIFO history and is the cost as of the last posting Note that unposted transactions do not affect the LIFO F
433. stment Serials to add Quantity avail 10 Serial bS4558 Top layer LIFO cost 42 39 New Used Top layer LIFO qty 2 Po Location Source 3 Entry date 9 08 04 Invoice 10220 4 Document A2 Customer 100 5 Quantity adjusted is Warranty MUHL No warranty for product 6 Actual cost 42 39 7 New price 1 62 00 Reference 6 New price 2 61 468 9 New price 3 60 98 10 New price 4 0 00 Any change J 11 New price 5 0 00 lt F5 gt correcting Note that for a specific layer adjustment field number 3 changes from Transaction date to Entry date when adjusting a specific layer to Layer date and field 6 changes from Actual cost to Layer cost Enter the date and actual cost purchase price for the specific layer you want to adjust 541 Passport Business Solutions The document number used must match the document number used in the transaction that created the layer you are adjusting In this case it is R2 You can get the document number by printing the Valuation Report for this item selecting to show LIFO or FIFO layers If the layer date and layer cost do not match an existing LIFO layer the message LIFO layer not found press lt Enter gt or F8 displays Only one specific adjustment transaction per a specific layer is allowed for each posting If an adjustment brings a layer to zero quantity during posting that layer is removed Therefore you may delete a layer using a specific layer adjustment resultin
434. t 458 Passport Business Solutions SELECTING THE INVENTORY TURNOVER REPORT The Inventory Turnover report is an analysis that shows how may times that an inventory item turns over in one year Basically it compares the sales of an item to your average quantity on hand of that item For example if you sold 150 of an item in one year and your average quantity on hand was 60 your inventory turnover is 2 5 Select Inventory turnover from the Reports menu The following screen displays Reports Inventory turnover XYZ Company Warehouse CJ Starting item Ending item Group by inv acct Inventory acct Vendor Product category Product sub category SH ONG NAWNKE Prds completed YTD Days completed PTD ma m Over or understocked items 12 Items to print lt F5 gt All Enter the information as follows 1 Warehouse Options If you are using multi warehousing enter the warehouse code for the items to be included on the report or use one of the options lt Enter gt For the Central warehouse lt F5 gt For All warehouses If you are not using multi warehousing you will not see the Warehouse field Note and all field numbers will be one less than the numbers shown 459 Passport Business Solutions 2 Starting item and 3 Ending item The values entered here need not be valid items since their purpose is to define a range but
435. t Customer type Enter the customer type You may select lt F2 gt for by customer Format Up to five characters Example Press lt F2 gt and then press lt Enter gt Customer number Enter the number of the customer for which the list is to be printed or press lt F2 gt to print the list for a customer type Options If you are using Accounts Receivables you may also use one of this option lt Enter gt To look up by customer name Example Press lt F1 gt Customer name If you selected lt Enter gt on the Customer number field then you can enter or lookup the customer by name 414 Passport Business Solutions Options You may also use one of this option lt Enter gt To look up by customer number Example Press lt F1 gt If you specify Item default prices Item file prices are printed for each item If you are also printing sale prices only sale prices that do not pertain to a specific warehouse are shown 415 Passport 3 Business Solutions Purchasing Advice This chapter contains the following topics Introduction to Purchasing Advice 0 2 2 2 02020200 Selecting Purchasing Advice 2 0 0 02 0 2 e cece eee eee 416 Passport Business Solutions INTRODUCTION TO PURCHASING ADVICE Use this selection to print the Purchasing Advice report This report lists the inventory items that have dropped below the reorder level or have gone out of s
436. t Enter any comment as follows or press lt Enter gt Example Type New Account for the comment Cost Center or Sub account Your account structure as defined in Company Infor Format mation Example Press lt Enter gt to accept the default At this point the screen is complete Make any needed changes or use the standard options as described for Receivings 265 Passport 3 Business Solutions maA Example Post this entry using Post as described later in this chapter To see the impact of your entries on the LIFO layers post them and review the resulting Inventory Transaction Register Post is described in Posting Inventory Transactions Credit Memos Follow the same procedure as for a Sale above and enter the information shown on the next screen Specify C for Type Graphical Mode New Edit Save Save 7 New Delete Cancel Edit Ser Lot Exit Select by ascending item number Item number Item Motor 2hp Submersible Central Not fnd Warehouse Central Type Transaction date 1271772010 Document 213 0S Reduce qty used I Actual cost for EACH OD Chg Corecting entry Receiving Adjustment Kit Sale Credit memo Transfer Job usage Component usage Price for EACH 00 Extended price 00 Suv account 000 a Gross main a Commen SSS The Sales Credit Memo tab displays Character Mode 266 Passport Business Solutions Following the same procedure as for a r
437. t to flag this entry as a correcting entry or to remove that flag if present Serialized and Lot Items For an existing transaction for a serialized item you are then asked if you wish to change the related serial number information If you answer Y or if you are entering a new transaction for a serialized item a window appears for entry of information for each serial number Serialized Items The window appears similar to this Graphical Mode New E dit Save Save New Delet Cancel Exit Select by ascending serial Serial N U luantity P O 8 Source Inve ustomer ff Woventy Reference alaclole General Seila Al Serials to add 5 New Used New v Quantity P o 8 TR546 o Source 800 nvoice j Reference The cursor will be at the Serial field Character Mode A window displays similar to this Passport Business Solutions Serial numbers Serials to add Serial C o New Used P O Source Invoice Customer Warranty Reference lt F1 gt next entry A serial number must be specified for each unit received prior to posting the transaction The number of serial numbers remaining to be entered displays at the top of the window Enter the information as follows Serial For new serial entries Enter the serial number of the first item or press lt Esc gt to terminate serial number entry prior to entering a serial number for each unit received Format E
438. t 99 999 999 999 Example Type 10 7 Level 1 mark up pct Enter the mark up percentage that applies to orders with an item quantity of at least the quantity specified in field number 6 Format 999 99 Type 70 to specify a mark up of 70 00 for a quantity E l i ordered of at least 10 8 through 15 The remaining fields on the screen 8 through 15 are grouped as follows 8and9 e 10and 11 e 12 and 13 e 14and 15 75 Passport Business Solutions The first field of each pair allows you to enter up to 5 customer types as in field 5 The second allows you to enter the percentage of mark up to be applied to each customer type that is named in the preceding Customer types field Example Press lt Enter gt repeatedly to skip fields 8 through 15 Price Code Type 7 Price code types 7 and 8 use a different method than the types considered previously Types 1 through 6 used one price or one cost as the basis for applying some discount or markup and ignored the other prices Types 7 and 8 instead select among all of an item s prices on the basis of the quantity ordered or the customer type respectively There is no attempt to either discount or mark up the selected price the goal is to choose the right one Not This technique requires that the item s prices be already assigned with this ote use in mind Create a new entry for Price code 7 with the name Pick Example price by qty Enter Price code type 7
439. t Qty on order Qty on BO Qty on WO Central Central MISC PARTS a Central Central TEMP 2 Central Central 1 22 562 00000 207 00000 z Central Central 2 9 00000 Central Central 3 32 00000 hs General Quantities Prior periods 1 12 Prior periods 13 24 Warehouse Central Central Nemnumber MISC Aj Desc Misc Stocking unit EACH Categ sub cat MECH 1 2 Sa Vendor T oie Current period November 2010 Status information Quantities Sales Avg qyonhand SaPo SSS Period to dte 00 a A Senet etait s Location code usao Yeartodate 0 Maima Usednextp 3 Reorder ea cess oj ae to date 00 Last sold on Iml Next period 00 Yo Retumed YID Yeartodate 00 lt F1 gt next status record lt SF1 gt previous status record lt F3 gt delete If there are existing status records up to 6 will display in the list box at the top of the screen New For adding a new status Edit For editing an existing status Save For saving a new status or changes to an existing status This button combines the Save and New buttons by first Save New saving the status and then starting a new status Cancel To cancel the editing or adding of a status To exit the screen Exit works like cancel when you are Exit a adding or editing a status Warehouse When you select the add button to enter a new status you must enter the Warehouse field 154 Passport Business Solutions Ezz Enter the warehouse code If you are
440. t Up to 15 digits or use the option Example Press lt F2 gt for the First and Last item numbers 4 Starting description and 5 Ending description Specify the range of item descriptions for which you wish to load status records Format Up to 25 digits or use the option Example Press lt F2 gt for the First and Last item numbers 6 Inventory account Options Enter the inventory account for which you wish to load status records or use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default Control information inventory account lt F5 gt For All inventory accounts Format Defined in Company information Example Press lt F5 gt for All 7 Vendor Enter the vendor number to load item status records for only one vendor or press lt F5 gt to include A vendors Format six characters Examples Press lt F5 gt 169 Passport Business Solutions 8 Product category Enter the product category to load item status records for only one product category or press lt F5 gt to include A product categories Format five characters Examples Press lt F5 gt 9 Product sub category Enter the product sub category to load item status records for only one product sub category or press lt F5 gt to include All product sub categories 10 Assign location while loading Answer Y or N If you answer N Status load will run unattended
441. t an employee agent or partner of Passport This License Agreement is governed by the laws of the State of Illinois and jurisdiction for any claim or controversy raised by Licensee against Passport Software Inc shall only be in the Circuit Court of Cook County State of Illinois If either party commences any action or proceeding against the other party to enforce or interpret this License the prevailing party in such action or proceeding shall be entitled to recover from the other party the actual costs expenses and attorneys fees including all related costs and expenses incurred by such prevailing party in connection with such action or proceeding and in connection with obtaining and enforcing any judgment or order thereby obtained This License andthe rights and obligations hereunder may not be assigned in whole orin part by Licensee except to a successor to the whole of Licensee s business without the prior written consent of Passport In the case of any permitted assignment or transfer of or under this License this License and all of its terms and conditions shall be binding Upon and inure to the benefit of the successors executors heirs representatives administrators and assigns of the parties hereto This is the complete and exclusive statement of the License between you and Passport and this License supersedes any prior agree ments or understanding oral or written with respect to the subject matter of this License If y
442. t be posted Invalid entry qty Entry will not be posted In either case select Enter and change the specific adjustment so that it applies to a valid layer Refer to your Valuation Report and Edit List for valid layers Attempts to post this transaction will not affect the Running quantity on hand and will not create General Ledger distributions In effect this transaction will be automatically deleted during posting A valid specific layer must be found in order to allow posting to occur for that transaction Posting for other transactions will continue normally 542 Passport Business Solutions DISTRIBUTIONS TO GENERAL LEDGER Inventory transactions are posted in the order shown below The G L distributions generated by posting the transactions are also described here Receivings e Debit item s Inventory Account Item file e Credit Balance Sheet Liability Account I C Control file If a receiving occurs when there is a negative LIFO FIFO layer e Debit item s Inventory Account Item file e Debit or credit Cost Correction Account I C Control file e Credit Balance Sheet Liability Account I C Control file For Standard Costing e Debit item s Inventory Account Item file e Debit or credit Purchase Variance Account I C Control file e Credit Balance Sheet Liability Account I C Control file e See the Special Note on Cost Correction at Cost Correction Notes Kit Assembly e Debit item s Inventory
443. t item prices for a specific warehouse Options You may use one of the following options lt Enter gt For the Central warehouse lt F2 gt For the Item file item default prices If you enter a specific warehouse prices that are defined for that warehouse using tem prices are printed for applicable items If a warehouse specific price does not exist for an item the Item file price is shown 396 Passport Business Solutions If you enter a specific warehouse and are also printing sale prices sale prices defined for that warehouse are shown as well If you specify Item default prices Item file prices are printed for each item If you are also printing sale prices only sale prices that do not pertain to a specific warehouse are shown If you selected to print sale prices on the list they print only if they are active in the I C Control information 397 Passport Business Solutions maA PRINTING ITEM PRICE LISTS Select Item prices for Price list type Graphical Mode The fields to enter the item price list options are now available Report criteria Select price list type Price ist type em pices Common criteria gt Sale prices Warehouse Al Cental Central Item sale prices IT Category sale pric Starting item number Fi Aj Contract prices Ending item number Last Al Starting customer a al Vendor Ar P Ending customer ooo al Produc catego a a Print in order b
444. t s Business Solutions Changing Valuation Methods This appendix contains the following topics Restoring Lost or Corrupted Control Files 568 Passport Business Solutions CHANGING VALUATION METHODS During the normal course of business you may decide to change your inventory valuation or ware housing method In order to make such a change the steps outlined below must be followed to ensure data integrity When considering a change to your valuation or warehousing method be sure to obtain your accountant s advice before proceeding CHANGING VALUATION METHODS DESCRIPTION Back up all I C data files Also back up data files for Accounts Receivable Order Entry Point of Sale and Purchase Order if you are using any of these mod ules This provides you a means of recovering your data files if needed as they existed prior to making the changes below All I C processing currently underway must be com pleted before any change of inventory valuation or warehousing methods is begun If you are using Purchase Order post all purchase requests before continuing Refer to the Purchase Order User Manual If you are using Order Entry Accounts Receivable or Point of Sale and are switching from multi ware housing to single warehousing close out all orders with line items to be shipped from warehouses other than the Central warehouse If it is not possible to print invoices and post al
445. t the sale to the Inventory files When you post the transaction a register will be printed T Account Postings of a Sale Posting causes certain fields in the Item file and in the I C Distribution to G L file to be updated The Item file and Distribution file changes are illustrated below along with T account representations of the posting activity Old Qty Old Avg Cost New Qty New Avg Cost 100 12 00 90 12 00 Actual entries in the I C Distribution to G L file Debit Cost of Goods Sold Credit Merchandise 100 Sales T Account 1100 000 Accounts Receivable 1200 000 Merchandise Inventory 2000 000 Accounts Payable BB 00 BB 0 0 BB 1000 1200 100 7000 000 5070 000 4010 000 Inventory Adjustments Cost of Goods Sold Sales BB 0 BB 0 0 BB 100 7010 000 7020 000 5080 000 555 Passport Business Solutions Purchase Variance Cr Memo Adj Variance Credit Memo BB 0 BB 0 0 BB 200 Note that a sale does not change the actual average cost Also note that neither sales nor accounts receivable entries are generated by Inventory Control Such entries would be generated by Order Entry or Accounts Receivable If you are not using these modules you must enter a sale transaction in Accounts Receivable If you are not using A R then you must make a journal entry in General Ledger Distributions to the General Ledger after a Sale Print the Distributions to G L Report by selecting Distributions to G L from the Rep
446. tation contains chapters that describe features common to all Passport Business Solutions accounting modules Topics covered in the System User documentation include the following e General rules e Using Help and Lookups e Switching companies e Defining menu selections e Printing e Using the mouse e Using the menu 20 Passport Business Solutions How TO USE THIS DOCUMENTATION When beginning you will want to keep this documentation handy so you can refer to it as often as you need Later you may only need to refer to it occasionally Each chapter of this documentation provides instructions on how to use a particular selection of your software The instructions include many examples of what to enter where In fact you can proceed through the documentation entering all the examples as you encounter them Whenever you encounter a diagram of how your screen should look at any given point this diagram contains sample information If you wish to use this documentation as a tutorial enter all information exactly as shown in these diagrams in the order they appear Occasionally additional tutorial instructions are included after the word Example Be sure to follow these instructions as well Following along in this manner will give you a good understanding of the capabilities of your software If you enter the examples you will want to initialize the data files before you begin entering your actual business informatio
447. tem with zero quantity on hand in the Item record will still appear on the report if one or more of the Status records for the item are non zero Additionally under LIFO and FIFO if the quantity on Note hand is zero but there are layers for the item the item will show up on the report In this case the integrity of your data is in question and you should consider running Recalculate inventory quantities This is described in the PBS Administration Manual If you are using the LIFO or FIFO costing methods a second screen displays where an additional field appears as follows Print LIFO FIFO layers Answer Y if you want to have the layers of the item printed Format One letter either Y or N The default is N Example Type Y and then press lt Enter gt If you are using the standard cost method an additional field appears as follows 11 Use standard or actual cost Answer S for standard cost and A for actual cost Format One letter either S or A In our example we are not using standard costing so this Example field will not display Field number to Change Make changes to any field as needed When finished select enter to print the report 442 Passport Business Solutions SELECTING THE VALUATION BY DATE REPORT Use this selection to print a report detailing the current value of inventory items for one or all ware houses as of a certain date You may select all or part of the inventory Select Valua
448. ter the product category to print the worksheet for only one product category or press lt F5 gt to print worksheet for A categories Format Enter up to five digits or use the option Example Press lt F5 gt for All 8 Product sub category Enter the product sub category to print the worksheet for only one product sub category or press lt F5 gt to print worksheet for Al sub categories Format Up to five digits or use the option for A Example Press lt F5 gt 9 Warehouse For multi warehousing you are asked to specify the warehouse for which the counts are to be imported Enter the warehouse code 387 Passport Business Solutions fez Options You may also use the following options lt Enter gt For the Central warehouse lt F5 gt For All warehouses If you are not using multi warehousing you will not see the lt Warehouse gt field and all field numbers will be one less than the numbers shown If transactions are found in the Inventory Transaction file the message displays Inventory transactions are on file Proceed Answer Y to continue or press lt Enter gt to default to N to cancel the creation process If inventory transactions are not on file or if you select to proceed a second screen appears similar to this 1 Transaction date Enter the date to be used as the transaction date for the adjustment transactions or press lt Enter gt for the System date 2 Document number Ente
449. tered incorrectly on a sales transaction or credit memo return transaction that has already been posted If you are using the average cost valuation method and have specified that serial costs are to be used in Control information the average cost for the item in the Item file is recalculated during posting using the serial cost of the serialized item 300 Passport Business Solutions maA PRINTING SERIAL NUMBER EDIT LISTS Select Edit list from the Serial numbers menu Graphical Mode Character Mode Starting item number and Ending item number Enter the range of items to include on the edit list or press lt F2 gt at each field for First to Last Check the Serial Transaction Edit list for warning messages regarding transactions that will not be posted If such a message appears for any transaction use the Serial numbers Enter selection to correct or complete entry of the transaction prior to posting OK or Cancel Select OK to print the edit list of Cancel to return to them menu 301 Passport Business Solutions POSTING SERIAL NUMBER TRANSACTIONS Select Post from the Serial numbers menu You are asked to select a printer or Print to disk for the Serial Transaction Register After the printer is selected there will be a period of processing and then you are returned to the menu Posting Results If you are using the average cost valuation method and are also using serial costs as
450. the Physical count selection to perform an expanded physical inventory count This selection allows high speed entry of physical counts through manual data entry or through the use of hand held terminals You must specify the Expanded physical count method in Control information in order to perform a physical inventory count in this manner If you specified the Normal physical count method refer to the Physical Count Worksheets chapter Performing Expanded Inventory Counts To perform an Expanded Physical Inventory Count follow these steps DESCRIPTION Create physical count transactions for the items to be counted These transactions are created automatically and represent a suspended picture of the on hand inventory levels Select Create from the Physical count menu to create the physical count transactions Print a physical count worksheet for the items to be used for the actual count The worksheet may be printed in either item number or location order for any range of items with physical count transactions Select Worksheet from the Physical count menu to print the worksheet Enter the actual counted quantities of the items in the corresponding physical count transactions As many as five separate counts may be entered for a single inventory item Counts can be entered manually or automatically if the counts were taken with a device such as a hand held terminal Select Enter from the Physical count menu to man ually enter
451. the discount and discount percentage s are shown Select Contract prices for Price list type Graphical Mode The fields to enter the contract price list options are now available Report criteria Select price list type Price list type Contract prices Common criteria Sale prices Warehouse __ Item sale prices 7 Category sale pric Starting item number First Al Contract prices Ending itom b Flat a Starting customer First Aj v a sss Ending customer 8 Ta gaj Product catego Pa A Product sub category All AD Page break on customer Item contract prices V Category contract prices V Printinorderbyf sid Page break on category I Actual customer prices Suppress blank lines I Customer or typef sd show sale price Ey rye Starting effective date Earies 1 Cust me aa Ending effective date Lates 2 tomer name j ox Cancel Character Mode The following screen displays Passport Business Solutions fez Enter the following information Starting item number and Ending item number Enter the range of item numbers for which contract prices are to be included on the list or press lt F2 gt at each field for First and Last Follow the screen instructions Format Up to 15 digits Example Press lt F2 gt and then press lt Enter gt Product category Enter the category to print contract prices for only one category or press lt F5 gt to include All contract prices for All
452. the item Otherwise press lt Enter gt for the default of unchecked If you specified a valuation method other than A in field number 1 this field is skipped Multiple warehousing Check this box if you have more than one location where inventory is kept and inventory control is desired at each location Leave it unchecked if just one location for storage is used or if multiple site control is not needed For multiple warehousing inventory levels the status of items are tracked for each item in each warehouse LIFO FIFO by Warehouse When multi warehousing is in effect under LIFO or FIFO costing a history of the cost of each item is kept with regard to warehouse Check this box to track LIFO or FIFO by warehouse otherwise leave it unchecked If you wish to change your warehousing method once you ve completed set Note ting up control information refer to the Changing Valuation Methods appen dix Multiple warehouse pricing If you checked the box to Multiple warehousing check this box if you wish to have the ability to price your items differently for each warehouse Otherwise leave it unchecked for no This field cannot be entered if you left the Multiple warehousingunchecked Inventory register format Select Detail for a detail format or Summary for a summary format The detail format of the Inventory Register shows all detail for each transaction to be posted For average or standard costing both the summary and th
453. the screen now displays similar to below In the example if an item is sold at a unit price greater than price 2 but less than price 1 the commission is calculated as 7 of the price paid and so on for the other price levels 87 Passport Business Solutions PRINTING COMMISSION CODE LISTS You may print a list of Commission Codes To print a list of Commission Codes select Commission codes from the Reports Master infor mation menu Select Commission codes from the Reports Master info menu 88 Passport Business Solutions Master Information This chapter contains the following topics Introduction to Master Information 0 0 0 2 2 2 Categories and Sub categories 20 02 02 2 cece cece eee E Ti cto sae lal to tens ars tates acme cesses aetna tem Sequence oc tisk cece at Ledadcecl Mea cee bbalcescddeaded dF Be eRe oe E wr eae eee eR oe Coverage Types osc as eacw cavuereniscsasusgccmusedenuursasaveuiuesdeni eo Sid ci cay steniiad dacuneds iina E aiani 89 Passport Business Solutions INTRODUCTION TO MASTER INFORMATION Master information includes functions that allow you to further define your Inventory Control system Some of these selections are explained in their own chapters we cover the remaining Master information functions in this chapter Master information functions that are explained in their own chapters include Control Information
454. this Inventory selection if for some reason an invoice doc ument is not desired but are normally entered through the Invoices selec tion in A R Note Sales For an inventory transaction type S The following screen displays Graphical Mode Select by ascending item number Item number al Item description Warehouse Type Date Document Hammer 16 oz Claw Central Central Sale 12 14 2010 213 F 6 Motor 2hp Submersible Central Central Sale 12 14 2010 213 E Item number 2 0 Hammer 16 oz Claw Stocking unit EA Warehouse Central Central Warehouse avail 594 Type Sale v Price 1 26 50 EA Transaction date 12 14 2010 E Price 2 25 50 EA Price 3 A o a Dia Quantity availabe 698 i 24 50 Price 4 23 50 of EA sold 7 cham Standard cost 11 15 f Average cost 1 664 14937 Price 5 20 00 EA Reduce qty used Location New aty avail 698 Std cost per EA 11 15 Chol Correcting entry 7 New whs avail 594 Receiving Adjustment Kit Sale Credit memo Transfer Job usage Component usage Price per EA 26 50 Extended price 26 50 Sub account ooo l Gross margin 15 35 Comment lt F1 gt next inventory record lt SF1 gt previous inventory record lt F3 gt delete The Sales Credit memo tab displays Passport Business Solutions fez Character Mode Enter the information as follows Transaction date Enter the date of the transaction just as for a receiving It is
455. this selection and use Inventory to view the adjustments and to post them When posting com pletes return to this point in the manual 390 Passport Business Solutions PHYSICAL COUNT CONTINUED OPERATIONS Read this section if you wish to continue computer processing or movement of physical goods that affects on hand inventory levels for items that are being counted The procedures outlined below allow you to produce an accurate period end valuation even though your quantities or costs may have changed while you were counting The Physical count Create adjustments selection creates inventory adjustment transactions with the actual cost at that time If other transactions that affect cost have taken place between the time of valuation counting and the time of posting the adjustments the value of the adjustments will not be correct If you plan to continue normal operations during the counting period but wish to be able to print a final Valuation Report follow these steps in addition to the steps presented at the beginning of this chapter DESCRIPTION After creating the physical count transactions step 1 in performing an expanded physical count save a copy of these files e Item file ITMFIL e Status file STAFIL e Serial file ICSERF e Layer file LAYFIL Save a copy of the Layer file only if you are using LIFO or FIFO valuation After entering verifying and correcting the actual count data for the ph
456. ting completes 257 Passport Business Solutions ENTERING ADJUSTMENTS An adjustment allows the quantity on hand values to be adjusted so that they reflect the actual phys ical count in your inventory In this way you can account for beginning inventory breakage theft losses incorrect receiving over shipment etc Adjustments can increase or decrease the quantity on hand of any item in your inventory Adjustments are entered only through this selection unlike many of the other Inventory transactions they are never automatically generated by some other function Fields already described above for Receivings are not repeated here except Note where some difference exists Begin by typing A for adjustment in field 1 Continue as follows For LIFO FIFO you will be asked Adjust a specific layer The following screen appears Graphical Mode New Edit Save Save New Delete Cancel Select by ascending item number item number Item description Warehouse Type Date Document Item number T Aj Drill 174 Power Stocking unit EACH Warehouse Central Aj Central Blue Red Green and Warehouse avail 69 866 Type UTR EEN Black Handles Price 1 50 00 Entry date 1271672010 Si Best in the business Price 2 49 00 Document i a3 SCSCSC S Quantity available 20 067 Price 3 48 00 Price 4 47 00 Quantity adj e a i ha Standard cost 25 00 Average cost 25 53102 Price 5 46 00 Reduce qty used I7 Location
457. tion by Date report from the Reports menu The following screen displays Reports Valuation by date report XYZ Company Warehouse LS Starting item Ending item Cut off date Group by inv acct Inventory acct Vendor Product category Product sub category Suppress blank Lines SOON AUAWN m m m Print items with no qty on hand lt F5 gt All Field variations Your screen may vary from the above display for the following reasons and the fields are renumbered to accommodate variations The above screen is for multi warehousing If you are using single warehousing you will not see the Warehouse field The Use standard or actual cost field only displays if you are using the Standard cost valuation method The last two fields depend on which selection you have previously chosen Enter the information as follows 1 Warehouse Options If you are using multi warehousing enter the warehouse code for which you want the report printed or use one of the options lt ENTER gt For the Central warehouse lt F5 gt For All warehouses 443 Passport Business Solutions Format Up to two characters Example Press lt F5 gt for A warehouses If you are not using multi warehousing you will not see the Warehouse Note field and all field numbers will be one less than the numbers shown 2 Starting item and 3 Ending item Enter the range of item numbers to inclu
458. tions Use on of the following Not to print quantities on hand Print quantities on hand Print just the Non zero quantities on hand Format One letter from above There is no default Example Type Y then press lt Enter gt Field number to change Make any needed changes and then press lt Enter gt The suspension date entered when the transactions were created is printed at the top of the worksheet If you selected to print actual counts and the transactions were created with different suspension dates the suspension date of the first item printed is shown at the top of the worksheet Dates that are different are printed below the item number to which they relate 385 Passport Business Solutions fzzm CREATING ADJUSTMENT TRANSACTIONS Use this selection to automatically create upward or downward inventory adjustment transactions from selected physical count transactions This is only available for the Expanded physical count method as defined in the Control information file Select Create adjustments from the Physical count menu A screen displays to allow you to specify the range of items for which you wish to create adjustment transactions Enter information on this screen in the same manner as described for creating physical count transactions CF2 gt First If transactions are found in the Inventory Transaction file the message displays Inventory transactions are on file Proceed Answer Y to
459. tock since the last time this report was printed It also shows items that are still below reorder level or out of stock after receivings have been posted If you entered an inventory reorder basis of Net quantity in Control information the net quantity of an item is used to determine if the item is below reorder level or out of stock Net quantity is calculated as follows Quantity on hand Quantity committed e Quantity on back order if using O E or P S e Quantity on work orders if using kits e Quantity on order if using P O If you instead entered an inventory reorder basis of Quantity on hand only the quantity on hand of an item is used for calculation If you are using Purchase Order you should use the Purchasing advice report in that module rather than this one 417 Passport Business Solutions Ezz SELECTING PURCHASING ADVICE Select Purchasing advice from the Reports menu The following screen displays Enter the information as follows 1 Warehouse Options If you are using multi warehousing enter the warehouse code for the items to be included on the report or use one of the options lt Enter gt For the Central warehouse lt F1 gt For All warehouses Not If you are not using multi warehousing you will not see the Warehouse field ore and all field numbers will be one less than the numbers shown 2 Starting item and 3 Ending item The values entered here need not be valid
460. tocked item quantities until a warehouse status record has been entered Graphical Mode When entering a new item the following window displays File Tools Help Status records enter multiple warehouse information for this item Item notes enter notes for this item Alternate items enter alternate item numbers for this item Select option and press OK Status records C Item notes C Alternate items OK _Cancei Choice one of the radio buttons using the left or right arrow keys or click on a choice with your mouse You may access more information about each of the three choices through these links Entering Status Records Entering Item Notes Entering Alternate Items OK or Cancel Select OK to accept your radio button choice or select Cancel to return to the item entry screen If you select Cancel you may select any of these choices from the Options menu at a later time You cannot recieve any inventory until you have entered a status record for that item Character Mode If you are entering a new item in the middle of the last screen the following window displays 132 Passport Business Solutions Please select Status records item notes Alternate items All three choices are documented in detail below Entering Status Records Status information must be entered for each item that you define If you are using multi warehousing status information must be set up for each warehouse in whic
461. toggle between viewing the history dates in descending or ascending order Exit Select the lt Esc gt key or click on the Exit button to return to the menu Character Mode The following screen displays Enter the information as follows 307 Passport Business Solutions Item number Options Enter the item number or use on of the options lt F1 gt For the next item number lt SF1 gt For the previous item number Warehouse Options Enter the warehouse code or use one of the options lt F1 gt For the next warehouse lt F5 gt For All warehouses Start date and End date These fields are only available in character mode Enter the date range or press lt F2 gt for Earliest and Latest 308 Passport Business Solutions A VIEWING ITEMS Use the View Items selection to inquire into item and status information for an item The information shown is the same as that in the Item and Status files for the item but changes cannot be made through this selection Select Items from the View menu Graphical Mode A list box displays where you may select an item MISC PARTS TEMP Nomal 100 Active 2 1 Drill 174 Power TOOLS ELEC Normal 50 Active 1 625 122 00 7 2 Hammer 16 oz Claw TOOLS HAND Lotdetl 256 Active 709 26 50 3 Wrench 3 8 Socket Set TOOLS HAND Normal 500 Active 8 186 23 60 7 General Additional item info Multi warehouses Item number MI Description Mi Qu
462. tomer l Detail or summary Detail v Starting warranty date 1 Eariest E Ending warranty date 1 Latest Starting warranty date 2 Earliest Ending warranty date 2 Latest Print costs V Warehouse AA Central Central 9K _ Gancet_ Character Mode The following screen appears 465 Passport Business Solutions The above screen is for multi warehousing If you are not using multi ware Note housing you will not see the Warehouse field Enter the information as follows Starting item number and Ending item number Enter the range of item numbers of the serialized items to print on the report Press lt F2 gt for First and Last item numbers Follow the screen instructions Format Up to 15 digits Example Press lt F2 gt for both fields Starting customer number and Ending customer number Enter the range of customer numbers to be included in the report Press lt F2 gt for the Earliest and Latest customer numbers Follow the screen instructions Format Up to 12 digits Example Press lt F2 gt for both fields Starting invoice date and Ending invoice date Enter the range of invoice dates for which serial numbers are to be printed Follow the screen instructions Format MMDDYY Example Press lt F2 gt for both fields Page break on customer Check this box if you want to start a new page in the report for each customer who has serialized items You may press lt Enter gt to default
463. tory item using Items The Credit memo acct for an item is used when posting credit memo transactions using Inventory These credit memo transactions are used to handle goods returned by a customer If cost centers are used the Credit memo acct is combined with the cost center for the credit memo transaction in order to obtain the G L account to be credited for the credit memo transaction The item s inventory account is debited Default B S inventory account Each item is assigned a balance sheet inventory account that is used for all posting for that item Enter the inventory account as entered using Inventory accounts that you wish to use as a default for the Inventory acct field when entering an inventory item using Items You should enter the most frequently used inventory account here in order to speed up data entry for items B S liability account If you are not using Accounts Payable Enter the number of the account that is to serve as the balance sheet liability account When receivings for an item are posted the item s balance sheet inventory account is debited and the account you enter here is credited This account may be your accounts payable account However you should consult with your accountant as to the exact account that should be used for your business If you are using Accounts Payable Receiving transactions debit the item s inventory account and credit the B S liability account that is entered her
464. tory transaction is entered to place previously sold serialized items in the Serial file with a sold status The on hand quantity of the item remains unchanged History transactions are typically entered when setting up Inventory Control to build a history of previously sold serialized items For detailed information see Entering History Transactions Update Serialized Item Information Enter an Update transaction to change existing data on a serialized item The item s current status can be sold or unsold 290 Passport Business Solutions The information that may be changed depends on the serialized item s status For example the warranty date fields can be changed on a sold serialized item The on hand quantity of an item remains unchanged by an Update transaction For detailed information see Entering Update Transactions Loan Out Serialized Items Enter a Loan Out transaction to track a serialized item that is on loan to a customer The status of the serialized item must be unsold and available not committed or already on loan After posting the Loan Out transaction the status of the serialized item becomes on loan and remains unsold The on hand quantity of the item remains unchanged Serialized items on loan are reported on in the Serial Numbers on Loan report and are considered unsold in other reports For detailed information see Entering Loan Out and Loan Return Loan Return Serialized Items A Loa
465. tracking method of serialized If this item can be sold or received in units other than the stocking unit enter up to two alternate units for this item You can press lt Enter gt at Alt unit 1 to skip these fields if the item can be sold only by the stocking unit as shown in the following screen 101 Drill 3 8 Power Alternate unit CASE For example an item that is normally stocked and sold as EACH might also be sold as a CASE If you enter an alternate unit for field number 18 or 19 a window displays for you to enter additional information about the unit Up to four characters or press lt Enter gt for None at both Format fields Price unit The unit of measure is displayed Changes to the unit can be made when Any change appears Enter spaces for this field to delete an alternate unit Format Up to four 4 characters Conv factor Enter the number of stocking units in each alternate unit If the number of stocking units per alternate unit includes decimals round Note ing errors will accumulate in this item s Qty on hand To avoid any round ing error enter only whole numbers in this field Format 999 999 99999 120 Passport Business Solutions Price code Enter the price code that will be used to determine the price and discount or markup structure when selling this unit of the item or press lt Enter gt to skip this field Format Up to two characters Price 1 Price 2 Price 3 Pr
466. tral ware lt Enter gt house lt FI gt To scan through the warehouses on file Serial Lot If you have serialized or Lot controlled items you must enter serial and lot numbers for this item 352 Passport Business Solutions Press lt Esc gt when you have made your changes and entries Options The options that become available are 1 Save and post To save and post the work order To save the changes to the work order 2 Save You may return later and continue edit ing the work order or post it then 3 Abort To not save the quick work order 353 Passport Business Solutions Completed Work Orders This chapter contains the following topics Introduction to Completed Work Orders 2 354 Passport Business Solutions Ezz INTRODUCTION TO COMPLETED WORK ORDERS If you chose not to Use kits in Control information skip this chapter This chapter does not apply to Immediate work orders The Completed work orders selection enables you to process issued work orders You will be requested to enter serialized numbers for serialized kits Four selections are available 1 You can list incomplete overdue work orders 2 You can report the completion of a work order 3 You can print an edit list of completed work orders 4 You can close completed work orders Closing is similar to posting and generates kit assembly transactions for processing by Inventory
467. troduction to work issuing work kits and work printing completed work printing issued work printing work quick work viewing work work organization of this manual organization data out and loan return entering loan entering move in and move serialized items loan serialized items move 326 494 493 60 360 358 354 337 333 355 331 345 6 359 348 343 350 328 203 330 20 3 299 300 291 291 password protection payable using accounts 7 42 performing expanded inventory counts 363 period ending date current period selecting close a periodic monthly periods closing introduction to closing prerequisites for closing perpetual inventory physical count continued operations expanded introduction to normal transactions creating transactions removing worksheet worksheets worksheets printing physical count method physical goods movement points price post 47 508 28 505 506 506 391 362 381 363 381 365 372 423 423 381 424 49 393 194 posting component usage credit memos downward adjustments downward job usages inventory transactions kit assembly entries receivings results sales serial number transactions transfers upward adjustments upward job usages posting hardware failure during postings after sales T account credit memos T account 286 285 286 286 284 285 285 302 286 555 302 286 286
468. trol This chapter contains the following topics Organization of this Documentation 00 0 0 2 2 How to Use This Documentation 2 22 2 Exiting Passport Business Solutions 0 020 2202 2 19 Passport Business Solutions ORGANIZATION OF THIS DOCUMENTATION This documentation provides the information you need to use the Passport Business Solutions Inventory Control Organization This chapter describes how to use and locate information in the Inventory Control User documentation It also tells you how to start and exit Inventory Control Chapter 4 Guide to Daily Operations explains how you use Inventory Control to perform various daily weekly and periodic tasks Chapters 5 through 16 give instructions on how to enter the basic information mentioned in the chapter titled Getting Started that will tailor your module according to your needs and prepare you for daily operation Chapters 17 through 35 describe how to use Inventory Control on a daily basis and how to print the Inventory Control reports You will probably use these chapters most frequently Chapters 36 through 39 describe selections that are used periodically including such selections as closing an accounting period The appendixes provide technical material and reference information on valuation methods You can obtain additional information from the System User documentation This documen
469. ts associated stocking item and displays e The stocking unit e The total quantity available at all warehouses e Prices 1 through 6 with their selling unit e The average cost as computed from previous receivings e The replacement cost as defined in Items e For LIFO FIFO the cost and quantity available from the top layer of history as of the last posting If no layers exists a statement displays to that effect e For Standard cost standard cost displays Whs avail The quantity available at that location displays as Whs avail The section Entering Adjustments shows a Sale resulting from your entries The screen for a Credit Memo is identical except that e Field 3 is named Transaction date rather than Entry date e Field 5 is named Quantity credited rather than Quantity sold Continue entering information as follows Press lt Enter gt to use the current date Example Type 155216 for Document Continue entering information as follows Quantity sold or Quantity credited One or the other of these captions displays depending upon whether this is a sale or a credit memo Enter the quantity of this sale When you enter this quantity the new qty avail and New whs avail are automatically calculated and displayed If this item is serialized the quantity must be a whole number Format 9999999999999 Example Type 10 264 Passport Business Solutions For FIFO LIFO The number of units available in the
470. tware Inc and some portions of the Software are copyrighted by AcuCorp Inc a Micro Focus International PLC company All rights reserved Passport and its third party licensors retain all proprietary and intellectual property rights in the Software and Documentation and in any trademarks affixed to the Software or the Documentation Licensee shall not take any action inconsistent with such title and own ership Licensee shall not alter or remove any printed or on screen copyright trade secret proprietary or other legal notices contained on or in copies of any Software or Documentation LICENSEE ACKNOWLEDGES AND AGREES THAT THE SOFTWARE MAY CONTAIN CODE OR REQUIRE DEVICES THAT DETECT OR PREVENT UNAUTHORIZED USE OF THE SOFTWARE Licensee shall notify Passport immediately in the event of unauthorized possession or use of Software or Documentation Licenseeis not permitted a todecompile disassemble reverse compile reverse assemble reverse translate or otherwise reverse engi neer the Software b to use any similar means to discover the source code of the Software or to discover the trade secrets in the Soft ware or c to otherwise circumvent any technological measure that controls access to the Software iii Updates to the Software made available to Licensee through the Passport Update Programs shall be treated for all purposes as Soft ware under this License and all intellectual property rights therein shall be retained by Passport
471. u are using multi warehousing enter the warehouse code for which you want the report printed or use one of the options lt Enter gt For Central warehouse lt F5 gt For All warehouses Format Up to two characters or use the option Example Press lt Enter gt for the Central warehouse OK or Cancel Select OK to print the report or Cancel to return to the menu 467 Passport 3 Business Solutions maA PRINTING SERIAL NUMBERS BY ITEM REPORT Select Serial numbers by item from the Reports serial menu Graphical Mode The following screen appears File Tools Help Report criteria Report type Sold items v Starting item number First Al Ending item number Last ry Detail or summary Detail gt Warehouse ry Central Central Character Mode Not The above screen is for multi warehousing If you are not using multi ware ore housing you will not see the Warehouse field Enter the information as follows Report type Enter the report type for items to be printed on the report Unsold items if you select that the unsold items to be printed or Sold items for the sold items Follow the screen instructions 468 Passport Business Solutions Options You may use the following options Unsold items To select the Unsold items report Sold items To select the Sold items report Drop down list box with one of the choices above The ae default is Sold items Example Select Unsold items
472. u at the bottom of the Notes area shows three selections Date and Time File options and Text Entry Date and time Use this selection to change the date and or time of a note File options When you select File options you have these choices Save what was just entered or changed and clear the screen for entry of the next note Like pressing lt Enter gt at Field number to change in other selec tions Save what has been entered or changed but leave the information on the screen for further work Save amp Continue Do not save what has been entered or changed Abandon and clear the screen for entry of a new note changes Similar to pressing lt Esc gt at Field number to change in other selections Delete this entire note from the file and clear the screen for entry of the next note Like Delete Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Text entry Use this selection to enter the note text When you select Text entry the cursor is positioned for you to enter the first line of the text Format ten lines of 77 characters each 141 Passport Business Solutions This selection uses text editing functions You enter text in much the same way as most word processing programs using the lt Enter gt character keys lt Delete gt etc When you are finished entering text press lt Esc gt and follow the screen instructions I
473. u intend to set up sale prices by item check Category for sale prices by item category and or Sub category for sale prices by item sub category Leave any or all unchecked if you do not use them An item sale price is a price that applies to a specific item A category sale price is a price that applies to all items with the same category A sub category sale price is a price that applies to all items with the same sub category The category and sub category of an item are defined in the Items selection Use the Sale prices selection to set up sale prices by item by category or by sub category When an item is sold in Accounts Receivable or Order Entry sale prices are used only for the sale price types specified here In addition sale prices are printed on the Item Price List and Actual Customer Price List only for the sale price types specified here You may read more about this in the Entering Sale Prices section of the Prices chapter Use contract prices by A contract price is a price in effect for an item or a group of items for a specific customer Enter up to three types of contract prices to be used when selling items through Accounts Receivable or Order Entry Check the box Item if you intend to set up sale prices by item check Category for sale prices by item category and or Sub category for sale prices by item sub category Leave any or all unchecked if you do not use them An item contract price is a price to a speci
474. u want to appear in that location 5 Suppress Answer Y if you want the text to be suppressed not printed when some field to be specified next is zero or blank Answer N if you want to suppress the text Format One character either Y or N The default is N Example Press lt Enter gt for N For example suppose you had specified that the text Vendor would be printed next to the Vendor number field value on your label To prevent the Vendor text from printing for items that have no vendor you would answer Y here Field If you answered Y to Suppress enter the number of the field that when zero or blank will cause the text not to print If you have not already selected this field to print on the label you get a warning message However your choice is still accepted Make a note to select the field later The field you select here must also be selected to print on the label Changing or Deleting Text To delete a text entry or change the location or wording of text you have entered display the text screen by pressing lt Enter gt at Field A screen similar to this displays 232 Passport Business Solutions Ezz Sample Inventory Items Text Text previously entered A window shows information on the text entries already entered To delete a text entry enter its row and column number then press lt F3 gt To change the wording of the text enter its row and column number select field 4 an
475. ual G L account to credit for the sale of the item Format This varies and is based on Account structure Example Press lt F2 gt for the default account Expense account Enter the main account number for this item s expense or cost of goods sold account This main account is used by Inventory control Order entry Accounts Receivable and Point of Sale when posting the cost of sales for this item See Default expense account in the Control Information chapter This explains how the main account entered here is combined with a Cost Center during posting if you are using Cost Centers in order to obtain an actual G L account to debit for the cost of goods sold 129 Passport Business Solutions Format Varies and is based on Account structure Example Press lt F2 gt for the default account Cr memo account Enter the main account number for returns of this item Options Use the following For the default credit memo account number in the I C lt Enter gt Control file This account is used by Inventory control Order entry Accounts Receivable and Point of Sale when posting credit memos returned goods for this item Refer to Default credit memo account in the Control Information chapter This explains how the main account entered here is combined with a Cost Center during posting if you are using Cost Centers in order to obtain an actual G L account to credit for the returned goods View Warehouses Tab
476. ulated Typically you would use price as the basis for a discount and cost as the basis for a markup Options Enter one of the following options 1 through 8 Item Price 1 through Price 8 Format One digit from 1 through 8 Example Type 1 for all discount calculations on Price 1 6 Level 1 minimum qty Enter the minimum quantity ordered that will qualify for the level 1 discount percentage Quantities must be in ascending order Format 99 999 999 99999 Type 10 to specify 10 as the minimum quantity to qualify E 1 Aa for the level 1 discount 70 Passport Business Solutions mA 7 Level 1 discount pct Enter the discount percentage that applies to quantities of at least the amount specified in field number 6 Format 999 99 Type 3 to specify a discount of 3 00 for a quantity E 1 ee ordered of at least 10 8 through 15 The remaining fields on the screen are grouped in pairs to allow definition of the remaining quantity ranges 8and9 e 10 and 11 e 12 and 13 e 14 and 15 Example For fields 8 through 15 continue entering minimum quantities and the corresponding discount percentages Price Code Type 4 This method is the reverse of type 1 It allows markups rather than discounts Markups would typically be applied using a cost as a basis in field 4 whereas discounts typ ically apply to a price This however is not a requirement Create a new entry for Price code 4 with the name Mark
477. uld consult an accountant to determine the appropriate method of allocation Method 1 1 Determine the total goods available for the period by adding ending inventory and the cost of goods sold figures Ending inventory std Cost of goods sold std Total goods available std 2 Divide ending inventory by the total goods available for the period Ending inventory std Total goods available std Ratio 3 Multiply this ratio by the net variance The resulting figure represents the portion of the net variance that should be allocated to the ending inventory balance Ratio x Net variance Ending inventory portion Amount needed to adjust inventory to actual cost 4 The remaining amount represents the portion to be allocated to the cost of goods sold balance Net variance Ending inventory portion Cost of goods sold portion Amount needed to adjust COGS to actual cost 5 The following entry would be made to allocate the variance assuming the net variance was a debit balance Debit Merchandise Inventory Debit Cost of Goods Sold Credit Purchase Variances Credit Memo Adjustment Variance A second method is illustrated below Method 2 Print Valuation Reports at actual and at Standard Cost 2 The difference between the two inventory figures total at actual cost minus total at Standard Cost is the net variance that is needed to adjust inventory at standard to inventory at actual Ending inventory portion 3 The
478. ult Detail or summary The detail report shows the selected items for each reference you specify The summary report shows totals only for each reference In character mode enter D for a detail report or enter S for a summary report Drop down list box with the options of Detail and Sum Format mary The default is Detail Example Press lt Enter gt to accept the default Print costs Answer Y if you wish to print the item costs from the Serial file for the serialized items on the report Otherwise answer N Check box where checked is yes and unchecked is no The default is checked Example Press lt Enter gt to accept the default Format Starting return date and Ending return date Enter the range of loan return dates of loaned serial numbers to be included on the report for the range of items specified or press lt F2 gt for Earliest and Latest item numbers Follow the screen instructions Format MMDDYY Example At both fields press lt F2 gt and then press lt Enter gt A sorting process takes place prior to printing or screen display of the report OK or Cancel Select OK to print the report or Cancel to return to the menu 475 Passport 3 Business Solutions Flooring Report This chapter contains the following topic Selecting the Flooring Report 60 iscicscnancnsosecsinanenavencnns 476 Passport Business Solutions Ezz SELECTING THE FLOORING REPORT The Flooring Report is intende
479. ulti warehousing you will not see the Warehouse field and all field numbers will be one less than the numbers shown 2 Starting location and 3 Ending location Enter the range of locations to include on the worksheet Press lt F2 gt for First and Last in both fields 424 Passport Business Solutions Format Up to four characters Example lt F2 gt then press lt Enter gt in both fields 4 Starting item and 5 Ending item Enter the range of item numbers to include on the worksheet Press lt F2 gt for First and Last in both fields Format Up to 15 digits Example lt F2 gt then press lt Enter gt in both fields 6 Inventory account Enter the inventory account for which to print the worksheet Options You may also use one of the options lt F1 gt For the next inventory account lt SF1 gt For the previous inventory account lt F2 gt For the default inventory account lt F5 gt For All inventory accounts Example Press lt F5 gt for A accounts on file 7 Vendor Enter the vendor number to print the worksheet for only one vendor or press lt F5 gt for All vendors numbers Format Up to six digits or use the option Example Press lt F5 gt for Al vendors numbers 8 Product category Enter the category to print the worksheet for only one product category or press lt F5 gt for All categories Format Up to five characters or use the option Example Press lt F5 gt for A
480. umber Transactions 0 2 2 0 Entering History Transactions 0 0 0 00 0 02 eee eee eee Entering Update Transactions 2 02 20 2eeeee eee eee Entering Loan Out and Loan Return cooi0ccsccaseccatusensvavses Printing Serial Number Edit Lists 02 2 c002 0004 Posting Serial Number Transactions 2 0 0 0 0 2222 289 Passport Business Solutions INTRODUCTION TO SERIAL NUMBERS Use the Serial numbers selection primarily for upgrading If your existing inventory is going to be converted from normal items to serialized items you should use Move Jn function to convert your items The majority of your serial number processing should be done through the Inventory selection to ensure that General Ledger distributions are made Note Serial numbers are used during setup of Inventory control to establish his torical information on previously sold serialized items After the initial setup of this module this selection is used to change the serial number infor mation without affecting the on hand quantities of your items There are six different transaction types that can be entered through Serial numbers There a links in the table below to a brief description of each of the six transaction types followed by detailed instructions for entering each type History of Sold Serialized Items Update Serialized Item Information History of Sold Serialized Items A His
481. umn and the remaining information to specify how to print the field in its new location When you print your labels this field will print in all of the locations that you have specified Enter 5 for Row and 16 for Column Press lt Enter gt to accept the defaults for Length to print and Justify Then press lt F1 gt to view both usages of Jtem number on your label Press lt Esc gt so that this second usage is not saved Example 235 Passport Business Solutions fez PRINTING LAYOUT LISTS This selection prints a report that lists the label layouts you have entered for one or more labels For each label layout listed it shows you the label s general appearance information and the information specifying the appearance and location of each field on the label After you have entered all of the layout information for your label we recommend that you print this report so that you can view all of the layout specifications together at once Based on the information in the report you can make adjustments and corrections to your label layout before using Test to print a test label Select Layout list from the Item labels menu The following screen displays 1 Starting label and 2 Ending label Enter the range of label numbers for which to print the list Follow the screen instructions Format Three characters Example Press lt F2 gt at each field for First and Last 3 Start each format on separate page
482. unctions committing printing issuance and closing operate upon the work orders as a group optionally restricted by range or other properties much as posting does in other selections 332 Passport 3 Business Solutions mA ENTERING WORK ORDERS Select Enter from the Work orders menu The following screen displays Enter the following information 1 Work order If you want a new work order use the lt F2 gt key to generates a new work order number by adding one to the previous number used The initial value is set in Control information Enter an existing work order number Options You may also use one of the options lt F1 gt For the next work order on file lt SF1 gt For the previous work order on file lt F2 gt For a new work order number Entering a number that is already on file or using the lt F1 gt or lt SF1 gt keys loads the screen with the data for that existing work order and positions the cursor at the Field number to change prompt You may then change or delete the work order Format Up to six digits Example Press lt F2 gt for a new Work order 333 Passport Business Solutions 2 Kit item Kit items must be defined via the Items selection and must already have been defined as a kit via the Kits selection Enter a kit item number Options You may also use one of the options lt F1 gt For the next kit item number lt SF1 gt For the previous kit item
483. unt price basis by quantity ordered within customer type or 6 mark up price basis by quantity ordered within customer type a generalized description will display rather than one you entered as there can be several customer types associated with each type 3 and type 6 price code Format Up to two characters Example Press lt Enter gt Price 1 Enter price 1 the first of up to three prices that customers can be charged for a pricing unit of this inventory item Normally this would be the list price of this item Price 1 is normally the highest price charged for the item It is the highest price that can be entered within the group of five prices Format 9 999 999 99999 Example Type 65 00 Price 2 Enter price 2 for this inventory item It must be less than Price 1 Format 9 999 999 99999 Example Type 62 00 Price 3 Enter price 3 for this inventory item It must be less than Price 2 Format 9 999 999 99999 Example Type 61 50 Price 4 Enter price 4 for this inventory item It must be less than Price 3 Format 9 999 999 99999 Example Press lt Enter gt Price 5 Enter price 5 for this inventory item It must be less than Price 4 Format 9 999 999 99999 Example Press lt Enter gt Price 5 is normally the lowest price charged for the item 119 Passport Business Solutions Ezz Alternate unit 1 pricing Alternate unit 2 pricing Entry is not allowed in the alternate unit pricing fields for items with a
484. urging Sale Prices Select Contract prices from the Prices menu 1 Contract type Enter I to enter a contract price for a specific item or enter C to enter a contract price for a category or sub category of items If you enter I and did not select to use this type of contract price in Control information a message displays to inform you that contract prices by item are not active Contract prices may be entered by item by category or by sub category regardless of the types selected in Control information However these contract prices will not be used in A R or Order Entry until they are also selected in Control information Contract Price by Item Type I to display the following screen The following screen displays Prices Contract prices XYZ Company 1 Contract type Item Customer number sd x Item number WN Start date End date Contract ID Use contract or lowest price NO na blank look up by name lt F1 gt look up by contract ID Enter the information as follows 2 Customer number Enter the number of the customer to receive the contract price 185 Passport Business Solutions Options You may also use one of the options lt F1 gt To lookup by Contract ID Blank To look up the customer by name Format Up to 12 digits or use the options Example Type 10 After entering the first contract price you can also press lt Enter gt for the last customer number ente
485. urned to inventory from that job These processes resemble Adjustments in as much as the same screen can both increase or decrease quantity on hand Job usage transactions are created automatically in the Job Cost module but may also be entered by this Inventory transaction The transaction type J job usage is available only if you are using Job Cost with I C Fields already described in previous sections above are not repeated here except where some difference exists Enter a positive value for usage of items on jobs and a negative value to return items from jobs to inventory Zero is not accepted Format 9999999999999 6 Actual cost per unit You may not change the actual cost of items sent to a job but you may do so for items being returned to inventory Format 9999999999999 7 Job Enter the job number in which the item is being used or from which the item is being returned to inventory The job description and status appear If this job has sub jobs and or change orders you are also asked to enter these numbers Format Up to seven characters 8 Cost item Enter the cost item to which this transaction applies Format 999999999 99999 9 Job account Enter the G L account number for this job or press lt F2 gt to use the G L account number assigned to the cost item entered above 273 Passport Business Solutions DATA IMPORT Data import provides flexible field mapping numeric conversion
486. urrent item There are three tabs on this screen Tab 1 General Tab Tab 1 looks something like this General Additional item info Multi warehouses ipti P uantities Item number MISC oiou n E gums Item information aa s Bar code ABC code On osia 0 On B70 0 Category Sub MECH B70 code no B70 control Oe Track method Normal Status A Taxable YY NYY Stock unit EACH Prefer unit EACH Warranty ae Prce ut EA Last sold on Average 75 Cowta p fated on Race ment 3 09 Commit cose maa Last received 08 27 2010 Standard on Price 3 Price 4 Price 1 Price 2 Price 5 Price code EACH 00 00 00 00 00 lt F1 gt next item lt SF1 gt previous item lt F2 gt keyword lookup lt F6 gt notes lt F7 gt status Tab 2 Additional item info Tab 2 has the vendor accounts and price information and looks like this 310 Passport Business Solutions General Additional item info Multi warehouses Item number F MISC Description Misc f Vendor information Item accounts Vendor number Inventory account fl 200 100 pono prods Sales account s015 Min order aty 0 Unit Expense account 501 0 Lead time Days Service vendor crmemoacenunt 5080 Price 1 Price 2 Price 3 Price 4 Price 5 Sale price From Thru eH o o o o e a ee ea eg ae ey ed ad ee SSS SS a eee Reed lt F1 gt next item lt SF1 gt previous item lt F2 gt keyword lookup lt F6 gt
487. us commission code Format Up to two digits Example Type 3 2 Commission description Enter the commission code description The description will appear on the screen in the Orders Billing and Invoices selections Format Up to 25 letters Example Type Standard Commission Price 1 through Price 5 Enter in fields 3 through 7 the commission percentages to be paid for the corresponding price 84 Passport Business Solutions The price of each item is assigned in the Items selection Prices are in descending order with Price 1 being the highest Your price structure may not use all five of these prices if so omit the unused prices The price actually charged may not coincide with any of an item s five prices for several reasons e A customer line item discount may apply e The price may be a sale contract or override price e A price code may be in effect which may cause the price to be discounted or marked up or to be based on a cost rather than on any of the five prices Refer to the Price Codes chapter for further information In any of these cases the system takes the price actually charged computes the equivalent unit price then compares the result with the five prices for the item and finds the one which matches best It then picks a commission percentage corresponding to that price Note that any customer discount for the invoice as opposed to line item discounts is calculated only after all line items
488. us record When you select this option you must remain at your computer terminal while this selection is running When a new status record is being created you are asked for the location code which should be included in the status record If you choose not to assign location codes at the time when new status records are being created you can let the Status load selection run unattended After the load has been completed use the Status selection to make any changes The normal sequence of events using Status Load functions is this 1 Enter Status Load Requests 2 Print Edit List 3 Run Status Load 166 Passport Business Solutions mA SELECTING STATUS LOAD Select Status load requests from the Utility menu The following screen displays 167 Passport Business Solutions ENTERING STATUS LOAD REQUESTS From the Selecting Status Load screen you can work with both new and existing status load requests Status load requests are identified by a load sequence number assigned when you originally enter the request If a status load request with the warehouse or load sequence number you enter exists the information on it appears and is available for changes or deletion Enter the following information For an existing Status load request 1 Warehouse Options Enter the warehouse and load sequence number or use one of the options lt Enter gt For the Central warehouse lt Fl gt For the next load r
489. usiness Solutions lt Enter gt For the Central warehouse If you are not using multi warehousing you will not see the Warehouse field and all field numbers will be one less than the numbers shown 2 Starting location 3 Ending location Enter the range of locations for which the worksheet is to be printed or press lt F2 gt to select First and Last in each field Format Four digits or select the option Example lt F2 gt to use First 4 Starting item number 5 Ending item number Enter the range of item numbers for which the worksheet is to be printed or press lt F2 gt for First and Last in each field Format Up to 15 digits or use the option Example Press lt F2 gt t to select Last 6 Inventory account Enter the inventory account for which the worksheet is to be printed Options You may also use the options lt Fl For the next inventory account on file lt SFI gt For the previous inventory account on file lt F2 gt For the default inventory account in the I C Control file 1200 000 Merchandise Inventory lt F5 gt For All inventory accounts Format Enter up to seven digits or use the options Example Press lt F5 gt to select All 7 Vendor number Enter the vendor number to print the worksheet for only one vendor or press lt F5 gt to print the worksheet for All vendors Format Enter six digits or the option Example Press lt F5 gt for AlI vendors 382 Passport Business Solutions
490. usiness Solutions Otherwise they are grayed out and cannot be entered You have a choice of assigning cost centers or sub accounts either to the inventory items themselves or have each inventory item use the default Cost Center as defined in the next field Check this box if you want to assign cost centers or sub accounts to items In this case the default cost center or sub account in the next field is displayed as a default when entering items If you check this box an item s cost center will be used as a default for sales and credit memo transactions for the item in the Inventory selection Leave this box unchecked if you do not want a cost center or sub accounts to be assigned to each inventory item Default cost center or sub account If you checked the box for the previous field the cost center or sub accounts entered here is used as the default when entering inventory items using Items If you left the previous field unchecked this cost center or sub account is used as a default when entering inventory transactions When entering accounts in tems the cost center or sub account must exist for the main account you are entering Enter the default cost center or sub account or press lt Enter gt to use a Cost Center or sub account of all zeros Entering Account Numbers For the next three fields you enter only the main account number to use as the default for new items in ftems You will spe
491. ustments Examine the Item file again After viewing this screen look at the Status screen Note only the quantity on hand has changed 564 Passport Business Solutions Disposition of Variances At year end your Merchandise Inventory and Cost of Goods Sold accounts will be at standard You may also have entries in your Credit Memo Adjustment Variance and Purchase Variances accounts Generally accepted accounting principles require that you present reconciled figures for inventory and cost of goods Allocation of Variances at Year End or Prior to Changing any Standard Unit Cost In order to reconcile these figures to actual cost you must allocate the total variances accumulated throughout the year in the Purchase Variances and Credit Memo Adjustment Variance accounts The net variance should be posted debited and credited to the Merchandise Inventory and Cost of Goods Sold accounts by means of a General Journal entry in the G L module No transaction entry is required in Inventory Control Procedures for Allocation of the Variances and Determining the Adjustment Amounts The net variance for the year can be determined by adding the balances in the Purchase Variances and the Credit Memo Adjustment Variance accounts This net variance can then be allocated in either of the two following methods or another method more appropriate to your needs 565 Passport Business Solutions ALLOCATION METHODS You sho
492. usual work in process account to which distributions for components items should be posted while a work order is being assembled This account is used as a default when entering work orders The entered account must exist in the Inventory Account file Next kit serial number This field is numbered automatically for serialized kit items It will assign sequential serial numbers for kit items Default work order posting printer You may assign a default printer in this field If you do not select a default printer you will be prompted to select one when labels are printed If you need to change the printer select lt F6 gt to assign a new one Default work order label format This field determines if you will be printing kit labels automatically when Work Orders are complete Inventory history order This selection determines sort order when viewing inventory history You can specify ascending or descending order Update standard cost with replacement cost This option is only available if Standard Costing is used It allows you to specify that the standard cost of an item will be overwritten with the replacement cost generated at the time of a receiving Optional coverage type This field allows you to specify a coverage type in addition to the four pre defined coverage types available in Coverages You may read more about Coverage Types in the Master information chapter 52 Passport Business Solutions Warehouses T
493. utions maA From this screen you can work with both new and existing coverage types Enter the information as follows 1 Code Options Enter the coverage code or use one of the options lt F1 gt For the next coverage on file lt SF1 gt For the previous coverage on file Format six characters Example Type Extend 2 Description Enter the Coverage description Format Two lines of 25 characters each Example Type Extended coverage Printing Coverage Lists You may print a list of your Coverages Select Coverage types from the Reports Master info menu The following screen displays From this screen you can define the range of Coverages that you wish to print 103 Passport Business Solutions Ezz WARRANTY PROGRAMS Warranty programs are applicable for serialized and warranty items only A warranty is a promise to the customer in the event something goes wrong with their product Warranties can and will vary depending on the product purchased and which warranty you associate with the product Define the warranty and provide a description You can select up to 5 coverage types per warranty Entering Warranty Programs To enter warranty programs follow these steps Select Warranty programs from the Master information menu The following screen displays From this screen you can work with both new and existing Warranty programs Enter the information as follows 1 Warrant
494. wice PBS software is fully integrated When Inventory Control is used with other modules data recorded in other modules can be transferred automatically to I C and vice versa Inventory Control is integrated with these other modules e Accounts Receivable sales of goods can update I C quantities e General Ledger distributions are generated as items are put into or taken out of inventory These can be automatically transferred to G L if you use General Ledger e Order Entry automatically updates item quantities in I C for all orders processed e Point of Sale provides counter sales orders and layaways of I C items and updates quantities sold during receipt or invoice posting e Sales Analysis is automatically updated so that it can produce reports including sales by item by product category and by sales volume e Job Cost accepts items that you wish to transfer from inventory to jobs or vice versa e Purchase Order quantity on order will display in I C Alphanumeric When the documentation refers to an alphanumeric entry this means that the entry can be letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast if an entry is specified as numeric only numbers can be used Cost Price and Margin An item s price is what a customer would pay to buy that item from you An item s cost is how much you spent to acquire that item for your inventory The diff
495. wing DESCRIPTION Run Resequence on the kit item Print a Kit List showing the kit item and its com ponent items Compare it to an earlier list to see whether any com ponent items are no longer in sequence or are miss ing Make any needed adjustments to component items through Kits Enter Select Select Resequence from the Kits menu A screen appears for you to enter the number of the kit item to resequence Kits Resequence XYZ Company Kit item lt F1 gt next kit item SF1 gt previous kit item Kit item Enter the number of the kit item to resequence Options You may also use on of the following options 214 Passport Business Solutions lt F1 gt For the next kit item on file lt SF1 gt For the previous kit item The component items in the kit item are then resequenced Use lt Esc gt to return to the first screen 215 Passport Business Solutions Item Labels This chapter contains the following topics Introduction to Item Labels siiinccscscssdncnesacivdcancsdeesanes Printing Location Grids 2 2 2 0 2 ooo occ eee cece eee ee Creating Label Layouts alien ose anuba noses edadeddneeanabanuace Viewmg Labels esisi a FPontog gg es scence R Testing Label Layouts ssi sisvounenenscewanuareinardewsvenssvkecunves Copying Label Eo nieccncis taken damian laces 216 Passport Business Solutions INTRODUCTION TO ITEM LABELS Item labels m
496. work order is a request to assemble a kit Work orders can be immediate in which case the kit is immediately available for sale Alternatively a work order may be printed issued and the component items removed from inventory but the kit is not available for sale until the work order is marked as complete Work orders adds functions for quick one step assembly In addition kit disassembly and component modifications are allowed Serial numbers lot numbers and detailed component tracking are fully supported Multi company Multi company refers to the capability to do accounting functions for multiple companies with the same set of software Accounting functions can be done for more than one company on Passport modules by selecting the Multi company option Help At any time while running a PBS module you can press certain keys for Help Graphical Mode Help is accessible from the graphical screens using the lt Ctrl gt lt F1 gt keys The full chapter is available Passport Business Solutions Character Mode You can press the lt F8 gt for Help A brief explanation of the particular function you are using then appears on your screen Look ups There are two kinds of lookups Data Lookup and Date Lookups Data Lookup Look ups refer to a list of available entries for a particular field Many fields allow you to press a designated key lt F8 gt to show all available data on file For instance when entering an invoi
497. xample paper is often stocked and sold by the ream but priced per 1000 sheets Its stocking unit would be REAM and its pricing unit would be MSHT If you enter a pricing unit that is different from the stocking unit you will enter the conversion factor in the next field Conv factor Enter the number of stocking units in each pricing unit The entry for the conversion factor depends upon the relationship between the stocking unit and pricing unit 1 Stocking unit is smaller than the pricing unit For example if an item is stocked by the dozen and priced by the gross the conversion factor would be 12 There are 12 dozen stocking unit in one gross pricing unit 2 Stocking unit is larger than the pricing unit For example if an item is stocked by the box 8 each in a box and priced by EACH the conversion factor would be 0 125 There is 1 8 of a stocking unit in a pricing unit Note that the conversion factor is used only for the purpose of price cal Note culation and only within Accounts Receivable and Order Entry Format 999 999 99999 Price code Enter the price code that will be used to determine the price and discount or markup structure for this inventory item or press lt Enter gt to skip this field 118 Passport Business Solutions The price code entered here is used by Accounts Receivable and Order Entry in conjunction with the prices or costs for the item For codes with a price type of 3 disco
498. xt item lt SF1 gt previous item lt F2 gt look up by keyword blank look up by description Options Enter the item number of the item you wish to inquire into or use one of the options lt F1 gt To display the next item number lt SF1 gt To display the previous item lt F2 gt To look up the item by keyword lt Enter gt To look up the item by description Additional information is displayed when applicable for an item This includes pricing unit conversion factor preferred unit alternate unit prices and quantity on back order Quantity on order is shown if you checked the box to the Using Purchasing order field in I C Control information Quantity on work order is also shown if you are using kits Vendor item information is shown if it exists for the item and warranty information appears for serialized items If any current or upcoming sale prices exist for the item they are shown instead of the price code The item s average and replacement costs are only shown when the user has access to either Items Inventory or Reports Stock status The item s standard cost is also shown if you are using the Standard valuation method Options While viewing an item s information you have these options lt Esc gt To specify another item to inquire into lt F1 gt To display the next item on file lt SF1 gt To display the previous item on file 312 Passport Business Solutions lt F2 gt To display other pr
499. y Item number v Page break on customer I7 Item contract prices 7 Category contract prices IT Page break on category I Actual customer prices Suppress blank lines Customer or wel od Show sale prices Yes Customer type Effective date 12 02 2010 Customer number a Ending effective dte E Customer name Character Mode The following screen as below Enter the following information 398 Passport Business Solutions Starting item number and Ending item number Enter the range of item numbers to include on the list or press lt F2 gt at each field for First and Last item numbers Vendor Enter the vendor number to print items for only one vendor press lt F5 gt for AII vendors Product category Enter the category to print items for only one category or press lt F5 gt to include items for A categories Product sub category Enter the sub categories to print items for only one sub category or press lt F5 gt to include items for AlI sub categories Print in order by Specify the order in which to print the list Item number To print in order by item number Description By description Category By category If you enter by category field the Page break by category field can be entered Page break on category This field can only be entered if you selected Category on the previous field Check this box if you want to start each category on a new page Suppress
500. y transactions Data Files There are several different data files that you must enter before you can begin using the module on a regular basis Listed below is a brief description of these files Company file This file is used to record information about your company such as the name and address as well as some system information such as the printer s you are using Valid G L Account file This file contains a list of all your general ledger accounts used in I C Any time you use a G L account number I C will check this file to see if the number is valid Inventory Accounts file This file contains the balance sheet inventory accounts that you define You may use an unlimited number of accounts I C Control file This file contains control information that defines the way you handle your inventory and as a result changes or controls some of the features of this and related modules For example the I C Control file tells I C which inventory valuation method you want to use and if your company uses multiple stocking warehouses Warehouse file You will use this file only if you are using the multi warehouse feature of the I C module This file contains the names and addresses of your different warehouses 12 Passport Business Solutions I C Codes file This file contains price codes commission codes and taxable codes Price codes allow you to define simple or sophisticated pricing structures for specific inve
501. y program code Options Enter the Warranty program code or use one of the options lt F1 gt For the next Warranty program on file lt SF1 gt For the previous Warranty program on file Format six characters Example Type Extend 104 Passport Business Solutions 2 Description Enter the Warranty program description Format Two lines of 25 characters each Example Type Extended warranty 3 through 7 Field 3 through 7 ask what the start date or continued date of the coverage is When does it start how long is this coverage for what is the coverage this coverage must be on file under coverage and if it is warranted by the manufacturer or not You should always have a coverage type of none If you do not have 5 coverages for a warranty and the last coverage you enter does not go into the future forever then you will need a coverage type of none You should also always have a warranty program of none because serialized and warranted items require a warranty be associated with each Also there may not be an actual warranty for the item You could have extended coverage for 30 days then up to 90 days have parts coverage only and after that no cov Example erage at all So in this case we would use the Extend cov erage for the first 30 days the Parts coverage for the next 60 days and the None coverage for the future The warranty flag denotes whether or not this warranty is covered by the manufacturer o
502. you are using Serialized Unit Costing the true unit cost is used for accounting purposes instead of the Average Cost Refer to the Serial Inventory chapter 525 Passport Business Solutions STANDARD COST METHOD Standard Cost is an inventory valuation system which highlights price variance at the time of pur chase It is designed to assist wholesalers and distributors in assigning profit responsibility between the Purchasing and the sales departments In the Standard Cost method the cost of each item is set and is not changed by the sale or receipt of items It is only changed by a definite decision and action by you to change it The actual cost pur chase price of inventory is automatically at Average Cost Standard Cost Cost is set by you and only changed by reentering a new Standard Cost The easiest way to think of Standard Costing is that you set the cost of an item in the Item File This becomes the target you set for the purchasing department You also set the target with mark up for the sales department to determine their portion of the responsibility for profit on an item Variances from that cost are thereafter tracked and these variances may be printed on reports Inventory July 31 Standard Cost Method Standard cost is set by management at 1 218 July 1 Inventory 100 units at 1 00 100 7 Purchased 100 units at 1 20 120 7 Purchased 100 units at 1 21 121 15 Purchased 100 units at 1 30 130 26
503. you should trace the missing account name and re enter it in the Valid G L Accounts file using the Valid G L accounts selection If you are using General Ledger ensure the account number also exists in the Chart of Accounts file in that module 503 Passport Business Solutions If distributions have been made to an invalid account one that you do not intend to set up print and purge the Distribution to G L Report as usual If you are using General Ledger allow the invalid account to interface and then correct the invalid account and distribution using the General journal selection in General Ledger In any event determine the source of the invalid account number make the entry to the proper account number and take steps to ensure that the invalid number cannot be used again If you encounter any problems in tracing the erroneous entry amount where it came from where it should go etc you may wish to use the printout from the previous accounting period as a guide This will show you the accounts you usually post to the amounts etc Comparing the current report to the previous report line by line should isolate the error If the above procedure fails calculate and reconstruct the postings manually and then compare these figures to the figures on the printout 504 Passport Business Solutions Close a Period This chapter contains the following topics Introduction to Close a Period 220 22
504. ysical count transactions save a copy of all Inventory Control data files typically located in the ICxx subdirectory where xx is the com pany ID Then load the four files that were saved in step back on to your system Run Physical Count Create adjustments and post the adjustments using Inventory Post At this point you must stop all computer processing until you complete steps 3 and 4 below After posting the adjustment transactions run the Val uation report This reports your inventory value as of the end of the period If you think you may need to reprint this exact report Passport s Business Solutions DESCRIPTION at some other time save the Item Status Serial and Layer files again Load all of the Inventory control data files that were save in step 2 You now have current adjusted inventory available for reporting Note that the value of the adjustments posted in step C would be different than those posted in step D because of cost changes If this difference is con sidered an end of period adjustment for the prior period then add this difference to the Valuation report run in step C to arrive at a final end of period value 392 Passport Business Solutions PHYSICAL GOODS MOVEMENT Until the actual counting process is completed it is a good practice not to remove or bring in phys ical goods to the area where goods are being counted If goods arrive after the count transactio

Inventory Transactions - Passport Software, Inc.

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