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Inventory manual

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1. Raising Purchase Orders With Multi Currency The process of raising purchase orders is the same as for local suppliers but you will be stating the trading currency rate for the stock being purchased not the local price The local AUD price will be stated by the system as the last purchase price for the goods ie last cost as this is seen as the most accurate landed cost for the item Uns dh D i kei The Page 84 Invoicing Goods In The Trading Currency Invoicing goods is as per local currency invoicing but you will specify the value of the goods in the trade currency The system will lookup the appropriate exchange rate for that date and calculate the AUD value of the goods based on this Spot rates aren t entered on this screen they re entered at payment time Entering Payments For Multi Currency Accounts Enter a payment for goods in a trading currency without allocating the payment ie a deposit or pre payment Menu option CREDITORS 8 Payment This screen is used to enter payment of goods that aren t yet received The important distinction compared to local payments is the additional information that appears to the right of the tran type being Curr Conversion and the No Recn tick Payment Adjustment Posting i O Curent 0 Address ii aa 30 60 Days Ss 600a FIRE E ie RE 1 30 Daye 0 0 Total 0 Date 1505 2008 Tran Type CHO Cum Co
2. wemmammmenmmee 107 Manufacturing Viewing Orders _ 2 2 2 c ccc e cece cece aa cece eee LLALL aL anona noana 108 Manufacturing Completing an Order aoaaa oaaao anaoa aoao doaa ooa aooaa eee eee cece e eee 109 Manufacturing Waste Codes __ 00 02 icc eee ee eee ee eee cece cece meme me 111 Manufacturing Back Orders 2 20 2 o cece cc eee oaaao aa oaa cece cece cece eeeescesseecceseeseees 111 Manufacturing Stock Movement 22 22 2 eee c cece cece cece cece eececeecsesseeseeseesees 111 Manufacturing Debtor Orders aaao aoaaa aaoo aoaaa aaa eee eee LLa LaaLa aLaaa 112 Manufacturing Raising the Debtor Invoice 113 Manufacturing Reports w wwanwmanwmazwmanwmanwmanwna mwm onana 113 Serial Stock Set up 2 2 m22mmmem mmama al neal 116 Setting up Serial Items in Stock File Maintenance 116 Setting up Suppliers 22 m 22mmmm umwami LALL LLLA LLa aLaaa Laa 116 Page 6 Serial Stock Purchase Orders mmmmama eee manane nm 117 Serial Stock RECEIVING SOCK ei ox eden ae cis pon aa bun Spleen ee ee wt 117 Serial Stock Recording Serial Numbers 0 222 2 2c cece cece cece ee ceeceececceeeesees 118 Serial Stock Posting C
3. 8 Press Tab after each entry to update the record When entering a creditor invoice for the purchase of stock items the transaction will default to the creditor expense account specified as the default for the relevant stock group The GL links for stock groups will always over ride any links set up in the Creditor Expense account QR Stock Group File Maintenance Search on Search Group C Description T Sale Cr SOH Cr Internal Cr Internal Dr Job Purch r DATA COMM COPPER Jacks Plugs Coupler 1115 CONTRACT DATA COMM FIBRE OPTIC Connectors Coup 1115 CONTRACT DATA COMM DISTRIBUTION Connection Dis 1115 CONTRACT DATA COMM DISTRIBUTION Module Frames amp 1115 CONTRACT DATA COMM TELEPHONE Plugs Sockets Co 1115 CONTRACT 10 mm PLASTERBOARD 1115 CONTRACT POWER CABLE GENERAL Building Wires amp F 1115 CONTRACT DATA COMM ETHERNET Converters Repeate 1115 CONTRACT POWER CABLE 3 RAL Circula ed 7 UNTAS 5 Amo Stock Groups Delete Modify Locate the group you want to delete modify To modify an entry over type each field as required and press enter to accept the changes To delete an entry click on the group and press CTRL DELETE gt w pP pB Click OK to confirm the deletion Once a posting has been made referencing a stock group the stock group cannot be deleted Page 44 STOCK GRIDS FOR ORDER ENTRY For specific clients mainly in the Plaster industry a Fast En
4. Available Stock Please select the required stock line from the upper grid double click or press the add button to add to the Transfer Order confirm the quantity Search Code VWWR131230 Go WA ZA Available WATO S36 1350 3600 10 mm WA PLASTERBOARD WwA101348 1350 4600 10 mm WA PLASTERBOARD WwA101354 1350 x 5400 10 mm w A PLASTERBOARD WRAIS1 22 1200 4 2700 15MM Ww A PLASTERBOARD WAST 230 1200 4 S000 13MM Ww A PLASTERBOARD ERANGLE 2400mm ERANGLE 2550MM ERANGLE 2700mm ERANGLE 300 rmm Transfer Request _ Line No__ Stock Code 1 C5530 3000rmm 55 mm CORNICE 2 Cad 4200mm 75 mm CORNICE 3 WR131230 1200 3000 13MM WA PLASTERBOARD Date 1002 2014 ETA 10 02 2014 Iv Print a Request M Cancel Total Weight 648 0 Total M2 72 0 Page 122 1 Usethe drop down to select the source warehouse from which you are reguesting stock 2 Use the drop down to select the Destination warehouse The stock selection will be narrowed to reflect the stock lines carried by the selected source warehouse and SOH details to represent that of the selected warehouse Select a Transfer Type if multiple types have been set up Select a Shipping Method Add a Comment if required Add a Shipping Comment if required 0O N D n B A special Help hint shows in the middle of the screen to remind the User of how this process works 9 Use the Search function field to move quickly to specific codes or simply scroll through the li
5. Example of Stock Grid Setup This example shows a Grid with 3 tabs Grid Compounds amp Angles Only the most commonly used items should be added to the grid The first screen shows the most commonly used plasterboard sizes and widths Page 46 Grid Order Form Batch 1 tgh NEW Grid Compounds Angles too 2700 3000 3600 B o m o o WA a0 0 0 0 0 m p o Ama 120 0 0 0 hr as Bmmvia 00 mw po p o ap pP mfe 1200 0 0 0 Jamie 1200 0 0 0 80mmCove Omm 0 T mi a m p Ja oo a CT fa a ci ma ea a a a oo oo o oo AA KAA KAA Grand Total M Cancel y OK W a0 The second screen shows a variety of different compounds that will be needed Grid Order Form Batch 1 downstairs NEW Grid Compounds Angles BOSTIK ULTRAGRIF 5 2k G BUCKET MSSTAFINISH PREMISED 20kg MASTACOYE 45 CORNICE CEMENT 20KG BAG MASTABASE LONGSET 20kg BAG MASTABASE 20kg BAG The third sheet in this case has been used for the different Angles needed Page 47 Grid Order Form Batch 1 downstairs NEW Grid Compounds Angles _ Stock Code Quan P RF11 Emm PLASTER STOPPING BEAD 3000mm F11 RP1230 10mm PLASTER STOPING BEAD 3000mm P12 FAP1 330 13mm PLASTER STOPPING BEAD x 3000mm F13 FAP1430 16mm PLASTER CASING BEAD 3000mm F14 FAP25 10mm L BEAD 3 0m HP2E Tarim L BEAD 3 0m HP2 1Emm L BEAD 3 0m FPO ARCHWAY BEAD 3000mm Emm APU ARCHBEAD 2 3
6. 1 Select the correct User Name at the top of the screen 2 Select the Inventory tab at the top of the screen AY User Access Bar Codes Scheduled Price Changes Delivery Zones Gnd Setup 4 Ensure that a tick is placed in both Categories amp Zones Delivery Inventory Stock Settings When setting up Stock Inventory items each code requires a STOCK GROUP and PER field set up see below for further details on these fields Choosing the correct codes in each field will allow the system to determine Delivery charge calculations when selling this stock item Page 89 Details T S Movement SOH Stock Kit Image Other Warehouse Price Rawl Eda Code NornStock Item iption 1200X 2700 10 MM SE Es Discontinued Redundant p BC esen Bar Code p El Gee Weight 226 Scalar 324 Delivery Set Up A Stock Group Menu option INVENTORY Sa Groups The number and variety of Stock Groups is a personal choice for each company These will vary depending on the level of reporting required and can be as broad as having a separate Group for each product type eg Group 09 all Cornices or as in depth as a new Group for each size as well eg Group 08 10mm Cornice and Group 09 13mm Cornice etc Stock Groups should be set up before entering a new stock code Example below 113MM WET AREA FIRESTOP MORNING 16MM WET AREA FIRESTOP MORNING 10MM SQUARE EDGE MORNING 10MM SQUARE EDGE FOI
7. Update Type we have elected to Set a new price S we have entered the new price of 4 25 which is an increase of 0 25 on the existing price Type We have chosen the Group Tab and chosen Group 105 So the result is that the Sell price of the item has increased from 4 00 to 4 25 for all items in the 105 stock group Because sell discount levels prices are based on a discount off the sell price all discount level sell prices will be increased as well and as such any debtors with special prices set up as a discount level discount of a discount level options will be increased by a relevant percentage Customers who havea S value setup for special pricing will not be affected Page 37 Update Stock Group by a Percentage Yo with Sell Price Increase For this example we are adding 5 to the cost price of all items in the 105 stock group which in turn will increase the Sell Price as well Stock Margin Increase Decrease Update Update Type Preserve Sell Price le Cost f Increase C Mark Up C Decrease ei Adjust Set Sells Ww F Sal L ES z C 5 000 C Disc Level IE Based on Disc IE Round Co Keep Discounts Supplier Group Stock Code 10 mm PLASTERBOARD POWER CABLE GENERAL Building Wires amp F DATA COMM ETHERNET Converters Repeate POWER CABLE GENER Circular Armoured POWER CABLE GENER Circular Armoured POWER CABLE GENER Flexible Wires amp C POWER CABLE GENER Flexible Wires s C
8. Bar Code oF weight a Copy nd Bar Code Kt Use Only Costing Only Stock Related Section No Margin 3 1476937579 Cost 000000 Mark Up 3 2500000 Freight PO Tax Type GST Inclusive Adjust Ave Cost 240 0300 Marked Up Sell a00 Keep Sell LastCost 400 0000 Sell GST 454 30 E Li Show Redundant Page 12 The effect of this is when you do a creditor invoice if the cost on the invoice differs to the standard cost on the file the system offers you the choice to update the STANDARD cost to reflect the price you just paid If the tick is in place to use last cost the update of the standard cost will be the last cost which is what you just paid If that tick is NOT set it will use the average cost to update the standard cost In example below the standard cost would be updated from 400 to either 250 last cost or 240 9364 avg cost Stock Cost Update Stock Code 16MM Description FLAT STEEL ZINC WASHER Supplier Stated Cost List Pricing Information Curent Cost 4 Discount 400 0000 Invosce Cost Discount 250 0000 Update Method fe Update C No Update Cost Update Method New Last Cost Old Std Cost 400 0000 Sell Price Ex 413 0000 LIT Ave Cost 740 0300 2740 9364 Last Cost 400 0000 750 0000 Update Method Update Cost amp Sell Update Cost Oni C No Update of cost or sell Y Doli Inventory User Access The following shows a list of all function
9. FILE MAINTENANCE Supplier tab if supplier details have been set up then these details will show in the bottom Supplier field at the bottom of the screen At the very bottom of the screen you should select the relevant Department Warehouse amp Purchase Order Type for this batch Department and Warehouse Selections for here will determine which Suppliers are presented above based on the locality PO Type there are 3 options available Stock Job Direct e Stock allows for the selection of all stock codes with the assumption that the goods are for your stock e Job by choosing this option any goods selected on this Purchase Order will be allocated to a specific Job No You will notice extra fields appear when you select Job where you can enter the relevant Job No amp Section No e Direct this selection is used when you wish to bypass your warehouse and have the goods sent directly to another site When choosing this option you should also ensure to choose Direct in the Delivery Address field on the Purchase Order tab Any Supplier entered with All WH as the warehouse will be shown first in a bold font then depending on the choices made any other local suppliers will appear below that Page 64 ay Stock Order shock Purchase Order Batch Quantity Search T ext ES Purchase and Sell per EACH _ Code Description InStockin Stock Local Depart HS F 0 COPE 2 Ww BOOL 4 Order 55 COPEX WBOOL E
10. Select one or all of the files and click LOAD FILES ibraries Documents My Documents CATHY POimpeort Search POimport Documents library Arrange by Folder POimport Name Date modified Type di archive 12 09 2013 11 07 File folder A 351684 0 12 09 2013 11 05 Serna AML File A 351685 0 12709 2013 11 05 Serna AML File A 351686 0 12 09 2013 11 05 Serna AML File F 351687 0 12 09 2013 11 05 Serna XMIL File File Name s WNE a A A a A AE EA XML Files Load File s v Once you have elected to load into the Import screen the files are removed from the POimport folder and saved into the Archive folder to ensure files are not entered twice The Import screen will now be populated with the selected files and are now ready to be actioned Page 6 LA Stock Purchase Order Import Load Files Awaiting Approval Purchase Orders Division Creditor Code Job No Del Address 1 gt Jawm 04 09 201 351683 0 PT Gordon Mc Kay Pty Ltd 4 Purchase Order Details Reference Line No Supplier Stock Code Description Quantity Supplied Quantity Ordered 351683 0 a BL0 2CEOC 351683 0 ee TDS Horizontal l aj Process All You will note that should there be any mapping issues with the file je missing Company Branch Division or a stock code it can t match up then the line entry will appear in RED You will not be able to complete the load for this entry until you have corrected the missi
11. These charges can be catered for by setting up additional entries for each Zone with an Additional Delivery amount specified The additional amount is a flat rate that is added to the calculated m2 delivery amount fay Delivery Zone Maintenance zone jom _ m fem 25mm Minimum Ex GST Cost as of Sell Remove Add Edit Title W Default Zone Values Delivery System Settings amp User Access Menu option FILE 2ste He Settings DEBTORS 2 Page 87 In order to automate the charging of delivery fees specific fields need to be activated on the system Enable Delivery Enter a tick to activate the automatic charging Fields 1 amp 2 these relate only to clients who charge a delivery fee but only as a set fee It is not used when charging by m Use M2 as delivery Quantity you can choose how you want the delivery to appear on invoices There are 2 options e Leave blank to show delivery fee as a Qty of 1 and then show the total charge Delivery Qty 1x 200 00 200 00 total charge e Enter a tick in this field if you prefer the actual measurements and rates to appear Delivery Qty 200m x 1 00 m 200 00 total charge Select Delivery First Clients can choose to see the Delivery charges build progressively during the entry of stock codes in a Debtor Order Quote by ticking this option The recommended option is to tick this box if you want to see the delivery calculated as the stock lines are selected
12. amp Factor Amount fields 6 Click UPDATE to apply these changes Page 1 Q Purchase Orders Received Factor Costs Creditor SENNEBOGEN MASCHINENFABRIK GMBH Department MELB For Stock Reference 05855 Date 25 03 2011 Warehouse MELB Arrived 15 04 2011 Comment Landed Cost Conversion Method TANA Currency EUR v Cony Factor 2 7628 Ordered_ Rec d__ Supp Quan Rec d ETD____ Cost___ CostEx _ Amount__ Amount Ex Length_ GST____ EUR Cost EUR Amount Factor Cost Factor Amount Cony Factor Width gt 1 1 1 28 03 2011 535 57 535 57 535 57 535 57 0 00 387 70 387 70 1 071 14 1 071 14 2 7628 Received Lines 1 Factor Total 1 071 14 EUR Total 387 70 Total GST 0 00 Total Amount Inc Price 5 Update Print B Orders 7 You will then be presented with the Invoice Posting screen which has the updated costs applied and can then be finalised as normal Purchase Orders View And Maintain Menu option INVENTORY P Purchase Orders View A View Only function is available showing historical purchase orders in the system From this screen the following options are available e Search by Supplier Code or Reference e Switch between current or historical purchase orders e Find the status of a purchase order by viewing the Status column in the grid e Delete or reprint a purchase order by selecting the Delete or Report buttons e Movea purchase order from history to current by selecting the order in history and clicking
13. if selected you will be prompted to see if you wish the system to complete the kit assembly process and update stock o Auto Complete if selected the system will automatically com plete the kit assembly process and update stock without fur ther prompting e Non Manuf determines whether the BOM item or it s components are ordered from the Debtor Order screen there are 5 options available to select Page 27 o Manufacture select if the final item needs to be manufactured o Non Manufacture select if the final item does not need man ufacturing o Ask select if you wish to be asked at the time of Order if man ufacturing needs to occur SFM Other Tab The top section of this screen reflects the Stock item information taken from the Details tab The bottom section has provision to store extra information as required including e Alternative or Superceded codes enter details if applicable to assist Users find Alternative or Superceded stock items e Pack size quantities enter details if applicable for both Inner amp Outer packs e Prompt Notes add notes here to be seen whenever Users select this code e PO Desc any description added here will be added to the normal description when selecting this item on a Purchase Order e Note Used for Inv ticking this box means that this item can be used when producing a Debtor Order but are Prohibited from Invoicing This means they can be included on an order but must be
14. the MOVE button e Reverse the receivable process of a current purchase not already invoiced by clicking the PO REC REV button Ordering Stock without a Supplier Not all stock items have supplier details entered in the Masterfile when entering a new purchase order and this happens the system will advise this and provide you with an option As can be seen Page 2 in the example below Code 00001 has no supplier details in the grid at the bottom of the screen therefore the system advises this and gives you the option to choose one By clicking YES you are taken to the Supplier listing for selection If you have already started an order and made a supplier selection for another code then your prompt for any selections without a supplier will offer to use the selected supplier for this extra product as well ID Stock Order Lo e js Stock Purchase Order Batch Quantity Search Text 000001 5 000 Sell per EACH Code Description In Stock in Stock Local Cost Le HS COPEX 2 Order COPEX Auto Order ry Auto om 9 36 CYLINDER SCREWED 2 1 2 399 PYC PARKER COALMASTER F 33 PIN HEXAGONAL SCREW LEVER PEDESTAL 0000027810 NORDLOCK WASHER NL12 000006 HEXAGONAL SCREW Confirm oo coco coco co co Cc fo Q This item has no supplier would you like to choose one C Supplier Department WA v Warehouse PERTH v PO Type Stock v Please select option for unfulfilled
15. 0 80 0 85 4 Remove Edit Title IV Default Zone Values e Zone Enter the name of the Zone see Zone Names hints below e Minimum ex GST Enter the minimum amount of Freight to be charged for this zone Ifa value is entered here then the greater of the calculated delivery cost based on M2 totals or the minimum will be applied e Additional ex GST Enter an amount here for an Additional charge often used when an extra person is needed to do the delivery e Cost as of Sell Enter a percentage value of the delivery amount to be calculated as a cost In order to not over inflate or show profit from the delivery e Debtor Code Enter a specific individual Debtor code to link a zone to an account use search function to select the code Page 93 e Categories if using categories for individual stock sizes each one will appear in it s own field allowing you to enter a charge for each size e Remove highlight the Zone name you wish to remove and click this button e Add click this button to insert a new line for a new Zone entry e Default Zone Values by placing a tick in this box the system knows to use the same values as the previous Zone as default prices These prices can then be altered if required e Commit saves changes and additions Linking Zones to Debtors You can elect to link individual Zones to specific Debtors It is recommended that the Zone name be specific to that Debtor so that it is easy for other U
16. 2065 MaGNET 124 BUSH PIN PIN HYDRAULIC RETURN FILTE OUTER AIR FILTER MUSTA INNER AIR FILTER MUS TAF ENGINE OIL FILTER WATER SEPARATOR Auto No Auto NonManuf Nor Manufac Alloc Grp Fiter 148 510 Aye Total 146 9100 Lai Total 148 9100 Assembly Instructions NoAuta Mo Suto Suto Raise Ask Suto Raise Suto Complete Ask Suto Complete There are 2 fields at the bottom of the screen which instructs the system how to proceed with an order when this Stock code is chosen By default No Auto and Non Manufacture are selected and can be changed as necessary The selection made here determines how the system will react when a customer places an order which will then be entered into the Debtor Order screen e No Auto selecting this means that each step in the process is done manually without Auto matic processing taking over e Auto Raise Ask the system will ask you if you wish to raise an order whenever a Debtor makes a request for the Item e Auto Raise Ticking this will instruct the system not to bother asking just go ahead and gen erate an Order because a Debtor has requested the stock Page 106 Auto Complete Ask selecting this means the system will ask you if you wish to com plete the order knowing that full quantities were used in the assembly and the result ant kit made e Auto Complete this means the system will complete each order knowing that full quan tities where
17. 3672 13852015 eefOF 2010 WESTERN 5 1000 Job 64 A filtering option is available to make it easier to search or find specific movement types Right click on aline to get the options available The Options are split into two areas Dates at the top and Transaction Types at the bottom e If ALL is selected in either area then every transaction will present on the screen in date order this applies to Dates and Types e Choosing a date range will narrow the options to the requested times e Choosing a specific Transaction Type will present only those types listed by whichever date selection you have chosen Page 24 1 Month 3 Months 6 Months 12 Months All Preview Purchases Sales Stock Adjustments Manufacturing Warehouse Transfers YA By default the system is set to ALL in both fields and will always revert back to this however you can change the selection at any time to search for specific details SFM SOH Tab Stock on Hand provides current stock details at a glance at the bottom of the screen The quantity showing as In Stock Despd are correct assuming all normal procedures have been followed and data entry is up to date any Pending stock receipts or Invoices will not yet have had an effect on the levels In Stock Desp d Reorder LevelQuan Supp Sell Pack Oty Purchase Per On PO Min Ord Quan Location Suto PO Last Stock Take This screen also offers the ability
18. At this point the whole process of manufacturing an item is complete The only additional feature to be mentioned is the ability to link an order direct to a Debtor customer s order This is an automated process which eliminates the extra step of a user having to generate the Manufacturing order separately Manufacturing Debtor Orders This function can be used to link a Manufacturing Order direct to a Debtor this process assumes the Stock Kit assembly has already been set up and the instruction for the kit has been set to Auto Raise Ask 1 Open DEBTOR ORDER and select the relevant Debtor code 2 Fill in the usual details on the front header 3 Search to locate the correct stock code then add a quantity 4 There is a field under the pricing called Manufacture which has a drop down selection with 3 options e No never raise a manufacturing order direct from this screen e Raise system will raise the order as per these quantities e Complete system will both raise and complete the whole order process 5 Complete the order as normal You can now refer to View Manufacturing Orders to see where this new order has been allocated a reference number and the Debtor account code and internal order number also appears This has Page 112 effectively skipped over the need for a user to manually produce a Manufactures order and can eliminate this need altogether if the kit is only ever made to order A manual order can st
19. Com and Bar Code B 0 M Item M KitUse Only 7 Costing Only Stock Related Section No Hangin 34 3333452355 Cost 7 Sell Options W Last Not Avg Cost Mak Up 53 8446041 M Don t Apply to Col S E Tae Type GST lechusie Agust Ave Cost 148 9100 Marked Up Sell 229 09 Keep Sel Eee Last Cost 148 5100 Se GST 52 00 Keep Disc As shown above this stock item is a BOM item Bill of Materials which means the code has been created as a finished item that is made up from a selection of other products Opening the STOCK KIT TAB allows you to see 2 grids the top one is used to search for and select the relevant Kit components that are required to assemble the finished item Use either the Search function or the scroll bar to find each item then either double click on the line or click on the ADD button The grid at the bottom shows the completed list of all components of the kit as seen below Fields for Length Width Depth amp Loading are used in the full Manufacturing process Pricing The footer of the screen shows Pricing details for Std Avg amp Last which is drawn from the Details tab Alloc Grp Filter Page 105 ok hile Manman Details Discount Supplies Movement SOH Stock Kit Image Other Warehouse Manufacture Price History BOM Item Stock Code 2086KIT Description FILTER KIT MUSTANG 2066 e poama a Company MOTOR KIT EATON STRUT FILTER KIT MUSTANG
20. Creditor ior CUIMENCY nessen WA ee he coe tee ee 84 Raising Purchase orders with Multi Currency 2 22 22 002 e eee cece cece ee ceeeeeeeees 84 Invoicing Goods in the trading currency 2 222222222mmm2 meme m mm 85 Entering Payments for Multi Currency accounts 85 Delivery System Overview 22mmmmmmwmma mwm aaan oaan ooann naaa 87 Delivery System Settings amp User AcceSS 0 2 2 22 coe c eee e cece eee cece eee eeeseeseeeeeees 87 Delivery User Access Permissions 22mmmmmmmemmmmmeu 89 Delivery Inventory Stock Settings 22mme2 mme 89 Delivery Set Up A Stock Group 22 cece cece cece e cece cece cee ececeeceseeeeees 90 Delivery Set UD STOCK PER cust tenses EEE E pe te Sah eae 91 Delivery Set Up Delivery Categories 92 Delivery Greate Zones mmmmmm mwm mwm LLa aaoo aLaaa 93 Delivery Zone Screen Descriptions 2 wme2mmmeemwmanzumm 93 Linking Zones to DCD OS isnt pce tlie tose Ut aula ea tsn en aes a eae ele ae 94 Adding a New Zone w m mwee mumu mume 94 LOIS NAIM WA Kw sare teen susie tae 95 Page 5 Delivery Assign
21. If you wish to zero the stock count prior to entering the quantities counted e Open the Stocktake screen and enter the date of your stock count e Click the ZERO QUANTITIES button and press Complete This will post an adjust ment which will zero quantities for all stock codes You can then launch the Stocktake screen and enter your counted quantities Note Only complete Step 5 on one workstation Stocktake Printing Count Sheets Stocktake sheets can be printed from the reports menu and used to record the quantities of items counted These can be found in the FILE REPORTS screen and selecting the Inventory tab then e For non warehousing sites selecting the Stock Stocktake Sheets report or e For warehousing sites selecting the Stock WH Stocktake Sheets by WH or Stocktake Sheets by WH Bin report depending on how you manage your inventory It is recommended that you preview these in preparation for your Stocktake to ensure that the format and ordering of stock items will suit the method that you use to complete your Stocktake count If you would like modifications made to this report please contact Accrivia Support Stocktake Completion 1 Complete your stock count and enter details onto the Stock Count Sheets observing the points highlighted in the Important Information section 2 When you are ready to begin entering your Stocktake figures select INVENTORY STOCK TAKE 3 If you run the Warehou
22. Job 4 Debtor BE SPECIFIC BUILDERS Type Other Export W Update Stock Tab ff alng LIS Internal Clearing Del Deckt E me Job Update 7 Dot Ch Default Invoice E Iw Show Inv Rate Commission Applicable i Show Inv Amount Alter Invoice Type Statement PO No Required Show Summarised Labour Aate Email Inve with Statements fw Prompt For Delivery Statement Not Req d Charge Interest Consolidate Orders Sales Cr GL Use Statement Rounding Print Inv Inv Grouping Update Stock Group by a Percentage with NO Sell Price Increase For this example we are adding 5 to the cost price of all items in the 105 stock group but NOT increasing the Sell Price Stock Margin Increase Decrease Update Type Preserve Sell Price W Increase 5 Keep Discounts Mark Up Decrease Panera Adjust Set Selle 7 C Sell C Set ae C 5 000 Disc Level fi Based on Disc i a Found a Supplier Group Stock Code 10 mm PLASTERBOARD POWER CABLE GENERAL Building Wires F DATA COMM ETHERNET Converters Repeate POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Flexible Wires amp C POWER CABLE GENERAL Flexible Wires amp C POWER CABLE SPECIFIC Aerial Conductors POWER CABLE SPECIFIC Mining Heavy In DATA COMM RACK MOUNT Complete Cabinets Selections used were Update we have us
23. Manual Purchase Orders Receive Overseas Orders Purchases from Overseas suppliers are processed in the same manner as normal however extra details need to be added to these when receipting into stock in terms of additional costs associated with currency exchange rates and importing costs This is handled through a Factor Costs function which is used to apply the factor costs and the avg cost last cost of the item will be updated when this is applied The invoicing is then done for actual cost of item in trade currency as before As part of the Creditor Masterfile Options tab you have the ability to record the relevant Currency for each overseas supplier 1 Receive Order as normal in INVENTORY STOCK ORDER RECEIVE where the received quan tities are confirmed and the Stock on Hand is updated 2 Goto INVENTORY STOCK ORDER RECEIVE FACTOR Costs and select the relevant Creditor 3 Find the appropriate invoice reference and click SELECT 4 You will notice in the details line that at this point there are no extra Factor Costs in the relevant fields 5 To add the relevant Factor Costs to the original order you need to make the following selections in the Landed Cost Calculators e Use the drop down select to choose the correct Currency e Select the appropriate Conversion Method either Currency or Factor e Depending on your conversion choice you will see the appropriate con version factor appear in the Factor Cost
24. NDE 75 9 36 WEOOL a Auto Order CYL2 S16 CYLINDER SCREWED 21 2 399 wBODL 00 070 012 CUT PYC PARKER COALMASTER F 33 WwBOOL Bag Auto OD000007 PIN Ww BOOL 000001 HEXAGONAL SCREW MELB a Search 00000157 LEVER PEDESTAL wWBODL 0000027810 NORDLOCK WASHER NL12 E wWBODL 000006 HEXAGONAL SCREW MELB gt 4 _ Number Supplier Supplier Stack Code Laid Fated abl Coa Search By 1 ATPLANT BEETD 210 00 1 TRUCELINE T3100 06708 2012 263 90 Job 5 0 0 0 0 0 0 0 0 0 oc co oF co oc oc amp oo oO oF oo om oo om f Code f Supplier Department Wa Warehouse PERTH PU Type Stock x Cancel Load Print To None This screen also has several buttons on the right side which provide the following functions STORE after choosing a stock code and entering a quantity clicking this button will add the item to the Purchase Order tab By holding the CRTL button when you click on the STORE button you will be able to select the same stock code multiple times and have them show on separate lines on the order Without the CTRL button the system will simply add together the quantities onto one line entry ORDER clicking this button allows you to create a Purchase Order based on a Debtor Order Once clicked a pop up screen will appear asking you to choose the specific Debtor or Site for this order SEARCH click here to search for a code by a barcode or description Jos this button allows you to cre
25. Order Source Destination Date Original Tx No Transfer Type Status Status Updated By Status Updated b MELB BRISBANE 20 12 2012 STOCK BACK ORDER ACCRIVIA 20 12 2012 12 23 aa BRISBANE 19 12 2012 SUPER CRITICAL ACK ACCRIVIA 19 12 2012 11 40 S BRISBANE 14 12 2012 DIRECT TO CUSTO ACK ACCRIVIA 19 12 2012 12 igual f ee j BRISBANE 14 12 2012 VOR NEW ACCRIVIA 14 12 2012 4 06 Transfer Type Status Status Updated By Status Updated Date C Raised By StockCode Description QuanRequested QuanDispatched ETA In Stock Dispatched Raised Date PIERCING TII 23 22 12 2012 1 2 feara za CUTTING BLE 22 12 2012 1 Dispatched By CONDUIT EN 22 12 2012 0 Dispatched Date Shipping Method Stock Requested Shipping 4 Dat 21 12 2012 A Acknowledge IV Print ff Dispatch X Cancel You will be asked to enter the relevant Warehouse you wish to see after selection a list of all Transfer Requests will appear in the top grid Highlighting a specific Reference number allows you to view the Stock items required in the bottom grid Requests from all branches are automatically displayed in the Dispatch screen to be processed The Status column will report on the progress of the request e New e Acknowledged e Back Order Requests appear most recent on top and can be filtered using the options to the right of the screen A list of Filter options appear on the right of screen and depending on your selecti
26. Ref on PU Rack Required Debtor PO Ask Supp w Dont Fill PO Recewed Movement Display All Suto Manufacture Show Extended Desc Lead Ship Time Supplier Rebates If you have selected the Column 5 6 option from the FILE SYSTEM SETTINGS Inventory Tab discount levels 5 and 6 will be calculated by increasing the Cost price by the percentage specified Levels 1 to 4 remain as a discounted sell price Discount Volume deals Additional discounts offered for bulk purchasing are detailed down the left column To determine the discount for a specific volume purchase locate the discount level of the debtor and move down the rows to locate the appropriate volume of stock being purchased The price displayed in the grid is the sell price for total quantity of the stock items specified Special Pricing Promotions Special Start ff Special End ff Prom No Special Sell Inc For Promotions there is the ability to enter a Start amp finish date along with a Promotion Number and Special Sell price inc gst details entered here will overide exisiting pricing structures SFM Supplier Tab Accrivia has the ability to record multiple suppliers for a product each one recording all relevant information including the Supplier Code Price last purchase dates etc Extra notes can also be added here for internal use Pricing and purchase dates will be automatically updated when a purchase is rec
27. Scheduled Stock Price Changes Details Discount Price History Code IOTINLF EST e Dicontinued Description 375 s 215 8 75 meter panel for ug 7 a ae oS St Group JOBEST v zal E a o Per Each Iny Desc Grp Weight Stock Kit B Stack Related Section No G Labour Guan 2 Margin 3 9996476322847 Cost 7 Sell Options W Last Not Avg Cost Cost Mark Up 33 9985905 M Dont Apply to Col 546 Tas Type GST Inclusive Ave Cost 21 3575 Marked Up Sell 510 83 Keep Sell Last Cost 21 3215 Sell GST 561 91 Keep Disc y Apply x Reset Show Redundant Page 40 Details on howto enter the actual price changes are detailed See Stock Price Updating on page 33 This screen can be opened and closed as often as necessary until your whole inventory list is complete Once entries are started whenever the screen is opened again you will be prompted to either continue with the existing data or restart Schedule Price Change data already exists It was created by ACCRIVIA on 26 06 2015 Do you wish to overwrite the existing Schedule Price Change data When all entries are complete and you are ready to update all the inventory files open this screen again and click on the APPLY button to finalise Stock Stock Item Modified Changes Menu option INVENTORY Stock Item Mod Check By entering in a number of days into the bottom of this screen a report is generated listing any stock ite
28. St Group JOBEST amp Sa Ser eee o i Per Each Copy Weight Stock Kit 6 KitUse Orn Job Stock Only Stock Related Section Mo E v Labour Quan a Margin 50 Lost Sell Options iw Last Not Avg Cost Cost 255 4168 Mark up 100 0000000 Don t Apply ta Col 5 6 Tax Type GST Inclusive Adjust Ave Cost 21 3575 Marked Up Sell 510 83 Keep Sell Last Cost 21 3215 Sell GST 561 92 Keep Disc oF Merge Show Redundarit Page 17 FOOTER FIELDS The bottom half of the Details tab records Pricing and Cost information The words Stock Kit will appear in Red for any code which has a kit set up See SFM Stock Kit Tab on page 26 e Kit Use Only tick this box if this item is only ever sold as part of a kit never on it s own e Job Stock Only tick this box if this item is only ever sold as part of a specific Job never on it s own e Stock Related Section No only applicable in the Jobs module applying a section number provides the ability when quoting to only select items within a given range saves scrolling through the entire stock range e Labour Quan enter the standard labour time in hours required to install this item e Cost enter the raw cost of the item Failure to enter a cost price at this point will have an impact on future P amp L reports e Freight if applicable you would enter a freight charge here per item e Margin enter the Mark up price in per
29. Supplier code over to a new Creditor when copying a stock code Auto Manufacture Page 11 Stock Order Del Add Tick if you wish to use the delivery address details on Stock Orders Suppress Non MAE Tick if you want to suppress noon stock items in a Stock Search Debtor Ref on Tick to enter the debtor code amp order inv reference in the PO comment PO field when raising a Debtor Order Debtor PO Ask Tick to have the system ask the supplier when raising a PO from a debtor Supplier order Movement Display Select the amount of months worth of movement you want displayed Show Extended Tick if you want the Extended descriptions to show in the inventory search Desc screens Tick to calculate amp record rebates for supplies amp debtors when processing debtor invoices Don t Fill PO f Tick if you DON T want the received quantity to be automatically filled Received Supplier Rebates Last vs Avg Costs failing to put a tick in the New Stock Item use Avg Cost no Last field will automatically put a tick in the Cost Sell Options in the Inventory Masterfile BA Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Warehouse Manufacture Price History Code Shih Non Stock ltem Servicable ltem Discontinued Redundant Type Guantiy a S gt SN Sich Stock Group HIABEGUIP Bal Description FLAT STEEL ZINC WASHER Per EACH oo S BC Sich
30. ae KAA a WA AO r ts cade iad Sean oe sill wee cicigs ad 55 EXGe COMM Selecto AA tateccaatadedd ieee 55 REACT AA ate ete telat eee betes 55 Entity Division Company Branch w mememmeme meneno 56 LOA ae tects suse ase aaa a Phe ale toda init Att AI Paid elon 3 56 Template Interface aeia ove cance aadeca en a EAE EON 57 NETIA e EEPE AE EEEE ETO EEI NEEE TE te EEE ese A oa ee 57 UO EEE EENE IETEN E AEAN EA AE EEE A EN E AEN EE A E E 57 BIA E E E A ee 57 CONTOS ha wa Ki a N iis Sahu ee Beh ee De eel 58 Inventory Stocktakes 2 5 cj csc cert tect See leecsielaee ah ocaaesinlecitadicaelea eens sane deaeashelamsan nee 59 Stocktake Printing Count Sheets _ 2 0202 2 aoaaa oaaao aaa aoaaa eee eee eee eee ee eee sees 60 Stocktake Completion aoaaa aoaaa aoaaa daana aoaaa aaa eee eee eee eee eee wamuue 60 Purchase Orders Stock 8 Non Stock wemmemmemeamenu 64 Purchase Orders Creating New Stock Orders 2 222222m22 eee 68 Expected Delivery Dates oaaao aa aoaaa aa aoaaa aoaaa 22a a LLALL LLALL DALL LaaLa aLL aaan 68 Purchase Orders Creating Non Stock Orders 68 Purchase Orders Receiving Stock 2 2 0 o cece cece cece cece cece eee eececceceececcesceceeees 70 Vehicle Allocation on Purchase Order Receipt 2 22 22 eee cece eee cece eee ee
31. ard costs vary The Stock Code and Description are shown with a tick box at the end of each line to either Update or No Update Page 50 e Creditor Grid middle this section reports on the specific Creditor invoice in the sys tem and shows the Purchase Price charged ex GST The information in these fields is drawn directly from the data entered in the Creditor module and it also includes other related cost fields at the time of posting Double clicking on the line will automatically fill in the cost details in the New Cost fields below This will also automatically add a tick to the Update box in the top grid e Current Cost bottom left this information relates to the stock code above and is taken directly from the Inventory Masterfile The data in this area cannot be changed on this screen e New Cost bottom right these fields will be updated with the new data if you choose to Update the changed costs and the values shown here will be used to update the Mas terfile if you choose to update that stock line e Cost diff depending on your company policies you may wish to see all variances or you can use this field to filter out showing any purchases where the Cost difference is less than the value stated The value is the NewCost CostAtTimeOflinvoice CostAt TimeOflInvoice and any stock line with no standard cost will show as the cost dif ference is seen as 100 e Clipboard clicking o
32. following example 3 of stock code HAIBCRANE a serial item have been received n Burda Orin Bored Cede a a Pa Depam OLD a P Rewera fia Date OER weena EREE deed 10ra Comment ea orde aaa pan pee a ce ne ia Wa HAG CHAME TO TEST SERAL S TUAF 1A HS H HAD H Taw Ee si Ku ui HEE Tote Amd lc ATI Page 117 Serial Stock Recording Serial Numbers After clicking the Receive button the following Serial Stock Numbering screen will be displayed and you will be required to record three serial numbers do this by inserting a new line in the grid for each item Stock Serial Numbering Please enter serial details for the amount of stock Stock Item HAIE CRANE TO TEST SERIAL STUFF HAIBLAANE Items filled in 29 of 29 You will be directed to a second screen after receiving stock where a Serial number can be added This screen allows you to create Units for each of the serial items you are receiving In order to proceed from this screen you will be prompted to enter the Make Model Year of the item then click OK GST __ Amaun Ino Lesgih waa ptn Eune Duan Raiji 3 amn naD KETE O HSM HMA He Tey E HAR CRANE TO TEST SERIAAL STUFF madii Ha PAH PG CPE TO TEST SERIAL STUFF HAN J nanan PA CRANE TO TEST SERAL STUF ee This will then generate Job numbers for the items you have entered and the numbers will be displayed to your screen Serial S
33. is Achieved in other words how many did we make Ideally this would always match the Original Qty requested however the programme does allow for back orders and or waste issues 1 2 10 Search or scroll to find the required Order Move to the Achieved column and enter the Quantity made Your entry here will then be reflected in the components listed in the bottom grid Further information can then be added in this grid a Doubleclick here and the system will assume you filled the entire requested quantity and enter it both here and in the bottom grid which shows all the com ponents used b Youcan also just enter a figure manually more commonly used if the actual and requested quantities do not match This figure will flow to the component grid Quantity Ordered system uses the figure as entered in the Achieved column above Size 1 amp Size 2 ordered amp Used only applicable for items that are purchased and con sumed by the linear or M2 metre Quantity Used normally matches the ordered column however this can change as there may be times when for some reason you actually used more than was expected eg need an extra washer in a bolt assembly to get a snug fit etc Waste amp Waste Code enter a figure here if any items were damaged or wasted during assembly that could not be used in the final produce this will reduce the inventory accord ingly If using this facility a specific GL code will need to
34. is being dispatched from Ensure Print option is ticked and click DISPATCH to update the transfer Clicking Dispatch will Prompt you to select any stock lines that have more than one bin location and specify which bin you have picked the stock from Prompt you to confirm shipping information and enter a shipping consignment number Auto create an entry in the Receive screen for the relevant Branch for the dispatched items Remove supplied lines from Dispatch screen retaining un supplied lines on back order if applicable Status changed to Back Order Update Warehouse In Transit stock levels shows how many products are in Transit and where they are going Print a delivery dispatch docket to be shipped with the goods and email a copy of this docket to the requesting warehouse Page 125 To view a summary of where a particular stock line has been dispatched to Open INVENTORY FILE MAINTENANCE WAREHOUSE TAB right click on In Stock field Movement 50H Stock Kit Image Other Warehouse Price History Code i0006 4 T Non Stock ltem Discontinued Redundant Type 1 Quantity il gt BC Sich Stock Group SENNEBSPAR Sal Description HEXAGONAL SCREW Per EACH aX Copy wei 0 warehouselBin n Stock Availabe 79 MELB 1514 TRANSIT 1514 10 _ Warehouse In Stock MELB a BRISBANE TRANSIT Show Redundant Warehouse Transfer Receive Screen Menu option INVENTORY Warehouse T
35. item Select f Back Order f No Back Order 1 When receipting goods into stock if the full order has not been received then a con firmation pop up will then ask if you wish to place the unfulfilled items on back order 2 Click YES to place on back order an information pop up will appear with a new Ref erence number for the items on back order Click ok to proceed Page 73 PURCHASE ORDERS IMPORTS A new user specific function is available to import the details of stock purchased by staff who are regularly outside of the normal warehouse For example Electrical companies with technicians who are on the road constantly and who can t wait to get back to the warehouse to collect parts for repairs This programme run in conjunction with suppliers with suitable programming allows your technicians to purchase stock on your behalf and for the details of those purchases to be electronically forwarded to your system for uploading skipping the hassle of collecting copies of purchase orders from a variety of people if they haven t lost it or forgot to write one This in turn allows you to keep your stock and purchases as up to date as possible and to receipt the goods into stock charge the customer for the appropriate goods and process payments to the Creditor in due course system Settings As the internal setup for this function requires specific file paths that work in conjunction with your supplier these details will ne
36. load We have a feature within this function that in the future will enable you to Create a new Stock Code directly from this screen however at this time this is still in a programming Page 9 stage and cannot be used For now if a new stock code is required you will need to use the normal practice of setting up a new Inventory stock code in Stock File Maintenance Once the code is created then it can be selected within the Import screen as discussed Once all data has been added and the screen no longer shows in RED then you see that the system has inserted a tick in the VALID field and you now simply need to put a tick in the CREATE field Complete this process will all files loaded When complete click on the PROCESS ALL button at the bottom of the screen and the system will now work through each of the files you have worked on If you have failed to place a Create tick on any of the lines it will move that line only into the Awaiting Approval tab The Created Items will then be turned into a Purchase Orders and an information pop up will appear advising of the internal reference number Information Note this number is internal only and does not reflect the number that must be used for searching or printing of the Purchase Order The actual Purchase Order reference number appeared in the original file download from the FTP server Back Orders On Purchases There may be occasions where your staff have ordered sto
37. or deleted then the system will automatically adjust the delivery charge to accommodate the new details Users are given the option of a final Override of the delivery charges when the invoice is produced Delivery Printing Or Emailing Quotes amp Orders While in the Quote or Order Posting tab right clicking on the Reference number will provide you with the option to Preview Print or Email the quote order Page 100 Delivery Reloading A Ouote Once a Quote is accepted by a customer or they require an adjusted quote due to changes in their requirements returning to the order screen allows you to process the request 1 Open DEBTOR ORDER 2 Enter the standard details as required eg Company Initials etc 3 Click the ITEMS button 4 You willbe prompted to select a Delivery charge again additional changes to the new quote may require a new Zone selection 5 Click the LOAD BUTTON you will be prompted with a list of all current quotes in the system Select the correct Reference then click LOAD to proceed JB Load Quote Items Seach Tent Seaeoh bow GOTE 6 Details of the previous quote are now loaded to the screen and adjustments or addi tions deletions can be made 7 Once complete either choose QUOTE to save a new quote or ORDER to convert to an official order 8 Take note When reloading the quote delivery will automati
38. removed prior to invoicing This allows general labour codes to be stated at order stage and swapped for actual labour billing code before invoicing or the equiv alent for stock codes used to raise purchase orders to other trading stores within the same franchise trading group that must be swapped for the actual stock issued to the client prior to invoicing Page 28 LA Stock File Maintenance aa Details Discount Supplier Movement SOH Stock Kit Image ote Pice History Code LABOUR DESIGN EST E Edit Code Non Stock Item Discontinued Redundant Description OFFICE LABOUR DESIGN EST 2 E ee St Group EST LABOUR amp Sa A Copy Me glo Inv Desc Grp weight Prompt Mote PO Desc Ee Inner Pack Outer Pack Stock Codes Alternate 1 Superceded 1 Alternate 2 Superceded 2 a q h gt t aa KA x FY Merge Show Redundant SFM Price History Tab The system keeps an ongoing track of any changes of pricing for this stock item The details are updated automatically and cannot be manually adjusted SFM Manufacture Tab This tab is only available to sites who run the Manufacturing Module a separate topic is provided for this function See Manufacturing Overview on page 104 SFM Warehouse Tab This tab is only available for clients who are running multiple warehouses from the same database Full details on this function are listed as it s own topi
39. see notes in Default Date This can also be over ridden Notes double click in this field to expand and enter as many notes as required these notes will appear on the printed Order Footer fields Print Order will print a manufacturing order Print Picking Slip will print a picking slip to be given to store for pick and pack previously called Internal Order Print Non Stock PO will be triggered if any item selected has a Contractor entered Suppress POrdS when printing a non stock PO most companies would not want the Contractor to see their actual costs so the figures are suppressed on this selection Only applicable if Non Stock PO is ticked POST click this button when all selections and entries are complete You will then see a screen advising the numbers of all the orders produced Manufacturing Viewing Orders Menu option INVENTORY BES Manufacturing Order View Page 108 A list of all Manufacturing Orders will appear use the Search function or simply scroll to find specific orders The screen is live and will reflect any ongoing changes and any updates the Status of the orders as it progresses through the system till completion Status column shows what stage the order is at UnAssigned is the default for all new items until they are formally Assigned to the manufacturing process When UnAssigned the line will appear in Pink For sites using the full process orders would normally be assigned
40. sites Client specific not applicable for most sites not applicable for most sites Tick to set the default for new stock items purchases to use the Average Cost and not the Last Cost see below for extra details Inc Supplier Code in Stock Copy Enforce Unique Tick to enforce that each stock barcode amp supplier codes are unique Rack Required Tick to force users to enter Storage Rack Info if using this function Site specific for Manufacturing sites use drop down to select option on how to handle manufacturing orders from customer orders Never Raise or Complete Lead Ship Time Site specific for Manufacturing sites enter data if applicable Column 5 If ticked discount levels 5 and 6 will be calculated by increasing the Cost percentage price by the nominated percentage specified instead of a direct discount Column 6 If ticked discount levels 5 and 6 will be calculated by increasing the Cost percentage price by the nominated percentage specified instead of a direct discount Stock search Enter the specific column numbers to be included in a stock search eg 14 screen columns would give you Column 1 and Column 4 Bar Code Label Enter the number of labels that should print when accepting a Purchase count Order Stock Price Select when a stock price is to be updated defaults to Cost amp Sell Update Stock Order Enter the default comment for Stock Orders double click to view Comment Tick to inc a
41. the KEEP SeLLS field you are electing to override the new Retail Sell price and allow the system to use the existing selling prices currently in the Masterfile This would be applicable for sites that may be forced to retain pricing to remain competitive For more detailed explanations on how the Pricing structure functions refer to the Inventory User Manual Stock Masterfile Information Stock Costs Processing Changes For items where you require the standard cost to be updated e Determine the purchasing line in the Creditor Grid that best indicates the change in the standard cost and double click on this line e Check the margin pricing fields in the New Values group box and change as required e Ensure the Update box is ticked in the Code Grid For items not requiring the standard cost to be updated e Double click the No Update box in the upper grid No other changes are required Page 52 Stock Costs Cost Write Down AP Cost Write Down 28 Code 011NLF EST Description 375 s215 75 meter panel for ug Costa Average 21 36 Last 21 32 Standard 255 42 In Stock 0 New Cost Hew Cost Date i The ability to choose individual stock lines and register a new cost along with a specific date when this new cost will be effective Stock Costs Report Once your selections and adjustments have been made th
42. to control the actions taken upon the current template Default Names Following the selection of at least one field the user presses this button to automatically fill in the Named As fields with the corresponding default name for the field Once this button has been pressed the button becomes Clear Names which will then remove any names that have the field selected Clear All Clears all controls without affecting any templates Use All Clicking this will select all fields when pressed Once this button has been pressed the button becomes Use None which will then deselect all fields if pressed Save Saves the current template settings Delete Remove the current template from the database NOTE This change is permanent OK If there had been changes made to this template then the user is prompted if they would like to save the changes before closing the Template screen and return the user to the Main interface Page 58 INVENTORY STOCKTAKES mit c Menu name Inventory mam 2tocktake Stocktake Important Information The INVENTORY STOCKTAKE option takes a real time snap shot of the inventory system This snap shot is created when you press the BEGIN button in the Stock Take Adjustment screen This snap shot is used as the starting point to conduct a stock take and is specific to the workstation it is recorded from Results of a stock take can be entered simultaneously on more t
43. will be deleted 6 Click the REPORTS button at the bottom of the screen and select adjusted stock only to print out a summary of all stock adjustments made from the current workstation This will show the S value attributable to the increase decrease recorded 7 Ifyou want the variance amount to be recorded as the Last Adjustment amount for the next Stocktake check the update last adjustment column option before updating 8 Click the COMPLETE button to apply any variations arising from this Stocktake to the current inventory system Note A backup copy of all reports are automatically saved when you click the Complete button for a Stocktake Clicking the CANCEL button will erase any data entries and refresh the screen calculated Stock On Hand values for the Stocktake date specified Page 62 Where more than one workstation is being used to enter the Stocktake data each workstation should be assigned a share of the total stock groups This will decrease the opportunity for data entry overlap and be able to check more effectively if any stock lines with in a group have been missed It also means the VALUE report will be specific to the stock groups in your department area Page 63 PURCHASE ORDERS STOCK 8 NON STOCK Menu option INVENTORY af Stock Purchase Order The Stock Order screen provides the opportunity to search for stock codes to add to an order As per details set up in the STOCK
44. will not nec essarily be the same as the Date of the Invoice Enter the DATE goods are entered Enter a Comment if applicable If the details on the order are correct click RECEIVE oY py Se w If any changes are necessary choose the stock line and adjust as applicable e Cost changes e Goods Damaged e Goods Shipped but Not Received e Goods Not Supplied 7 Arrow up to accept the corrections and then click RECEIVE NOTE you must ensure that if you have entered quantities in the Damaged or Goods not Received columns that you adjust the Received column total accordingly it does not auto adjust The total of each of the columns must not exceed the original Qty ordered DA Purchase Orders Received Creditor any SUPPLIER Company 1 amp T Date 30 12 2013 5x25 Nylon round unit 1000 15 3 20 0 08 0 07 1 61 1 46 O6RNO540 1 005x40 Nylon round unit 100 0 04 0 50 0 45 Total Ex GST 1 91 Total GST 0 20 Total Amount Inc Print B Orders NOTE you cannot add Non Stock Items to this screen when receipting goods Page 0 Vehicle Allocation on Purchase Order Receipt For clients using the Delivery feature that has been activated an extra field appears on the Purchase Order Received screen This allows you to use a drop down button to select the specific vehicle used for this Purchase Order Related Topics For Further details on the Credit Request function please refer to the Creditors
45. 0 ACCRIVIA INVENTORY MANUAL Last Manual Update 15 04 2014 PO Box 911 Warrnambool Vic 3280 9 Ph 03 5562 0700 90 Fax 03 5562 0400 9 Email support accrivia com au TABLE OF CONTENTS INVENTORY Inventory Manual mmmmm oe eee 1 Table of Contents Inventory 22m222m22 cece eee 2 Inventory Overview w mmmmmmmmmmu mum mwan n LLa aaa L Laana aLaaa 8 Inventory System Settings wwmmemmmmmmmenmwwmemen imu 10 Inventory User ACC SS mmma mama m waina mauwa ile 13 Stock Managing Records 22mmmmmmmememmmme 15 Stock Masterfile Information Tabs 0 02222 c cece c cee cece cece cece cece ec ceeeeeeeees 15 Stock Create New Stock Items 2 022 cee eee eee cece nee eeeeen eens 15 SPV DEVAS TaD ts niece ids othe ate baal eee ete pel date aa eee eGo an ene 16 SFM Discount Tab 3c cece tee yk wae a acelin a Loa a eka Say seeded desea 19 SPIVI SUD DIG Tab ia 21 SEM MOVE ME Va 2 ice tien as eaneeeiene ds heeded ae etaae 420 tale tie Seiden kagababesee sewed gecem eens 24 i SOIT IO AA AA AA AA WA dete cee ae 25 SFM SUOCK Aa 26 SIV SO CMON Val ies ce Wa get a kth IA WA cee tee abhi AA AA dnd 28 SFM Price History T
46. 000 APSO SHADOWLINE L BEAD 2 3 0m FPSO SHADOWLINE L BEAD Emm 4 3m aed aemm EesTERNAL ANGLE AZA KAT 32mm EXTERNAL ANGLE x 2 7 aL Jemm ETERNAL ANGLE 3 0 Fe a aemm Ee TERNAL ANGLE 3 6 Med MINT Es ANGLE 2400 POT aM MINI Es ANGLE s 2700 POT ash a0 MINT Es ANGLE 3000 F01 aM aB MINI Es ANGLE lt 3600 F01 Grand Total _X Cancel o Me 4320 255 03 Remember that you can use up to 9 different TABS to cover the different categories that may be needed Using The Grid In An Order The data entered in the grid set up is now available when you are completing a Debtor Order as follows 1 Open DEBTOR ORDER 2 Add allrelevant details as normal to the front screen 3 Click on ITEMS to enter stock 4 Toenter stock using the grid click eae to access the pre defined grid form Page 48 5 You will first be asked to type in a New Selection title this would normally be where you would select details for each level of a house eg Downstairs Upstairs etc enter this title here to form the first Batch on this order 6 The Stock grid will now appear which allows you to quickly type in required quantities for each stock item don t forget to click on the all of the other tabs as required to enter quantities Only items currently in the grid will appear any extra items required must be entered manually as normal in the body of the order Grd Order Form a Batch 1 Downstairs NEW Grid Fittings O
47. 55 V9 0 13 B10130 DEMO PTY LTD Stock Price Search A File Job Creditors Debtors Inventory Ledger Cashbook Window Help CHARLES DYBR ebheYVP He A li in Search on Stock Code O11NLF EST Debtor Pricing Picture O Stock Code Petes Kit Item AGRO C Description C Alternate Movement Stock Group C Superceded MAA Aa AA e a p a gt O11NLF EST 375 x 215 x 75 meter panel for u g 0 383 we 510 459 E 383 E O13CSB EST 700h x 410w x 150d meter panel 0 325 88 325 88 325 88 325 88 E 017CTP EST 900 x 610 x 150 ct meter panel 0 483 48 483 48 483 48 483 48 E O6RNO525 5x25 Nylon round unit 1000 ASUPPLIER 100 E O6RNO540 5x40 Nylon round unit 100 ASUPPLIER 190 1 Go to INVENTORY SEARCH 2 Select a search criteria Stock Code Description Stock Group Supplier Alternate Code or Superseded in the Search On box 3 Enter the code or information to search on or enter the first few first characters then press TAB to jump to the first occurrence in the table then use the scroll up or down to locate the required stock line 4 Debtor Code double click in the Debtor Pricing box to view the pricing relevant for a specific debtor any special pricing discount will be highlighted in yellow Leave blank for general information If the item selected is a Kit Item this info will appear in Red next to the Search on field Scroll to the right to view the prices and other information for this st
48. Bawa Joajos 201 3516630 Gordon McKay Pty Ltd a Purchase Order Details E tefere Stock Code Supplier Stock Code Quantity Supplied Quantity Ordered 351683 0 o WA aaa 100 MTR 351683 0 Pas Horizontal ot LEA aj Process All Purchase Order Details the bottom half of the screen contains details of the actual stock items that have been supplied in the Purchase Order In order to proceed it is essential that each item supplied must be linked to a valid Inventory Stock Code within your Accrivia system In the example above you can see that while the Suppliers Stock Code is entered there is nothing showing in the Stock Code field which means the system does not know where to link this item so it has shown the line in RED Correcting missing Elements Company Branch Division double clicking or using the drop down in this field will provide a list of the available selections choose the appropriate If this is the only issue with the load then the field will change back to normal colour and the file is ready to CREATE a purchase order Stock Code if there is no Stock Code entered into this field it means either that you have never purchased this item before and therefore the stock code does not yet exist or possibly that you have a code in your system for the product but you not linked it to this Supplier s stock code Once a stock code is established in Inventory simply double click in this field to add the code to this
49. Column 5 Percentage New Stock tem use Avg Cost not Last Bar Code Visible Column 6 Percentage z Location Visible w Stock Search Screen Columns 234 2 Lost System Mult Branch Stock w Enable Stock Colour Field a Bar Code Labels Count Stock Price Update Cost amp Sell Use RRR I7 Stock Order Comment Include Supplier Code in Stack Copy stock Order Del dd W Suppress Non Stock Enforce Unique Codes Debtor Ret on PO Rack Required Debtor PO Ask Supp w Don t Fill PO Receiwwed Movement Display All ki Show Extended Desc Lead Ship Supplier Rebates Suto Manufacture Multiple options are available within the System Settings which will have an impact on how your system works and what permissions are allowed Page 10 Confirm File Maintenance Prompt for confirmation of all changes to the file maintenance screen Changes New Stock Item use Avg Cost not Last Bar Code Visible Makes barcodes visible amp can then be searched on in stock screens Location Visible Makes the stock location visible during stock searches Allows you to enter a Rebate cost as a second cost use to work out 2 Cost System calculations Multi Branch If ticked allows a debtor entry of stock items from other Branches than the Stock one selected Enable Stock Tick to enable specifying of a colour against a stock line Colour Field UseRRR RRR UseRRR Client specific not applicable for most
50. Delivery Categories 2222222 96 Delivery MINIMU MC Ha secu tees fers ae edd oti bh pica wa hui Lane 96 Delivery Allocate Vehicle to Purchase Orders 98 Vehicle Allocation on Purchase Order Receipt 2222 20 98 Delivery Quotes with Delivery Charges 2mmm2mme 98 Delivery Accessing Quotes Orders With Delivery Charges 99 Delivery Printing or Emailing Quotes amp Orders 022 0 lee ccc cece cece ee ceceeeeeeees 100 Delivery Reloading a Quote 22mmmmmmmmem mma eeceeeeeeeseesees 101 Delivery Invoicing Orders With Delivery Charges 102 Delivery Charge Batch Orders m mmemme mme mwenu mme 102 Manufacturing Overview _ 2 2 02 2 2 ccc ccc ccc cee aaa aa Aaaa LALL aa aa aan nanona nnan 104 Manufacturing System Settings 0 2 022 o eee cece cence eee eee e cece eeeeeeeeeseeeeees 104 Manufacturing Set up a Stock Kit 2 02 22 oaaao aaoo aoaaa aa LaaLa aLa LaaLa aooaa Loana 104 Assembly Instructions 2mmmmm mwm mu mwami eee ilmu 106 Manufacturing Manufacture Products set Up
51. Group i Freight Superceded Snd a Supplier Cost Rebate iz Job Section Number mz Supplier Stock Code im Sell 1 az Supplier OFF Pp Read Settings Branch Selection Read heading az data Append New IT Map To Supplier Stock Code iw Keep Sell Price if Unstated W Update Standard Cost Ww UD Sup Agreed Purch Price iw Append Supplier Line XLS File This is the file that the user has chosen to load data from select first the actual filepath name then enter the specific Worksheet within that file if applicable Supplier Templates Templates of field mapping and naming select from the combo box the desired template for use Page 54 Setup Button Click on this to access the supplier template configuration settings to create and manipulate the current templates Excel Column selection The excel columns that will be read into the table fields identified by the letter corresponding to the column the data is located in the excel document n b For Excel loads Cost and sell prices being loaded must be ex gst The cost column MUST be to the left of the sell columns Save formulas as values so Accrivia can load the value not the formula e P P P Delete all unwanted rows and columns so there is no unnecessary interference with the load Read Settings Read Heading as Data Indicate if the user would like the first line of the excel sheet normally dedicated to the heading line detail read i
52. Inclusive The contents of the Discount Grid can be displayed in a number of formats you can double click on the blue grid heading or right click in the grid and select from the options listed e IndividualShows the S cost per item e TotalShows the S cost of the total purchase e Gross MarginShows the profit margin per item e Discount SShows the S discount per item e Money MadeShows the S money made per item Discount Columns The six columns in the Discount Grid are labelled Level 1 through to Level 6 allowing you to specify up to 6 discount levels with level 1 being the normal retail price The discount is calculated by discounting the Sell price level 1 by the percentage specified Discount Level 1 is the default level for all debtors so the first column of the Discount grid will be the usual retail price For this reason the percentage for Discount Level 1 should normally equal zero Any discount specified here will result in all debtors being offered a discounted price Discount Column 5 6 Option Page 20 New Stock Item use Avg Cost not Last Tasi tara PE Bar Code Visible 5 Location Visible Iv Stock Search Screen Columns 234 2 Lost System Multi Branch Stock he Enable Stock Colour Field ii E Bar Code Labels Count Stock Price Update Cost amp Sell Use RRR Stock Order Comment Include Supplier Code in Stock Copyf tock Order Del Add t Suppress Non Stock Enforce Unique Codes Debtor
53. L MORNING 13MM SQUARE EDGE MORNING 09 MM CSA SQUARE EDGE MORNING 09 MM MIILBOSRD MORNING 10MM SOUNDSTOP MORNING 13MM ENVIRO SOUNDSTOP MORNING 13MM ENVIRO REGULAR MORNING Press the Insert key to add a new Stock Group Page 90 For each delivery zone you create below a delivery stock code will automatically be created When setting up a new zone you will automatically be prompted to assign the new code toa stock group If you do not already have one set up a Stock Group called DELIVERY before creating your delivery zones ay Stock Group File Maintenance Jaee aa Fey KOALA MAILS BORAL MAILS ORAMER ESTIMATING LEGAL COST CRANE SPOTTER TRAFFIC MANAGEMENT WHITE OFF DELETED Delivery Set Up Stock PER Menu option INVENTORY 2 Stock Maintenance Each stock code has a PER option which advises how each particular code is sold most commonly used e M2 item sold by Metres squared note a Weight amp Scalar amount should be entered when M2 is used if load weights are required on picking slips e L M item sold by Linear Meter note a Weight amp Scalar amount should be entered when L M is used if load weights are required on picking slips e EACH item sold as stand alone note a Weight amount should be entered when EACH is used if load weights are required on picking slips Any delivery charges for this option will be governed by the STOCK GROU
54. MAILS ORANE ESTIMATING LEGAL COST CRANE SPOTTER TRAFFIC MANAGEMENT WHITE OFF DELETED Zone Names Care should be taken when deciding on the name and description of each Zone as they are not simply an internal feature but will appear on the customers Invoice so you should ensure you have specified in the Description that it is a Delivery Fee Phone 03 55620 700 Fax 03 55620 400 email sales accrivia com au ay corks EVALUATION VERSION 20 03 2014 TAX INVOICE 071688 Account Code BSPEC Deliver to BE SPECIFIC BUILDERS BE SPECIFIC BUILDERS 65 LONDON RD 65 LONDON RD MELBOURNE VIC 3000 MELBOURNE VIC 3000 Cust Ref 654 Tems oemp l o e e esr ST CSR16555 16mm x 1200mm x 3600mm Board 10 00 10 00 Me 10 00 100 00 BSPEC DELIVERY 1 00 EACH 135 00 135 00 Azone cannot be removed if they have rates associated to them Any change to the zone title will be reflected through the delivery system Page 95 Delivery Assign Delivery Categories Menu option INVENTORY DELIVERY ZONE CATEGORIES All stock codes are set up with a Stock Group code and for clients using the Delivery system it is also possible to set up specific Delivery Zones and Categories as well This allows you to set up default charges for the different Stock Groups via the Delivery feature If using Delivery function you must ensure that each STOCK GROUP has a DEL CATEGORY assigned to ensure that the correct calculations can be made for del
55. P The Delivery charge programme is linked to each STOCK GROUP and calculates the charges in conjunction with the PER code All items using M2 as the PER will automatically use the M calculator for the quote invoice along with the zone rates to determine an accurate cost to charge As mentioned not all Stock Codes will need to be set up with M2 as the PER selection Note that in these cases although the system will not use the M calculations to determine the delivery charge for these codes it will still use the Stock Group code recorded for the inventory code and charge the minimum delivery fee accordingly Page 91 It is critical to use the M2 code for PER if delivery charges by M are applicable The user can at any time override the calculated delivery charges by choosing to tick the No Delivery button which will mean there are no charges at all for this order or manually overtype the delivery amount Delivery Set Up Delivery Categories Menu option INVENTORY Delivery Zones _ Categories Delivery categories form the basis for the pricing structure across your delivery zones Create these zones within the CATEGORY MAINTENANCE screen these categories will later be assigned to stock groups to define the specific delivery rates associated with a particular group of stock items Category Maintenance Screen Use the insert button or move to the bottom of the list and click on the button to add a newline Category set u
56. POWER CABLE SPECIFIC Aerial Conductors POWER CABLE SPECIFIC Mining Heavy In DATA COMM RACK MOUNT Complete Cabinets x Cancel Selections used were Update we have used the Update option of Cost Update Type we have elected to Increase the current price S we haveticked the field then entered a value of 5 which is an increase of 5 on the existing price Adjust Set Sells by ticking this field the system will then adjust the Sell price on this group Type We have chosen the Group Tab and chosen Group 105 So the result is that the cost of the item has increased 5 for all items in the 105 stock group Because sell discount levels prices are based on a discount of the sell price all discount level sell prices will be increased as well and as such any debtors with special prices set up as a discount level discount of a discount level options will be increased by a relevant percentage For customers who have a value setup as a special price for the items of group 105 we can adjust their S value as well if required In order to update the customer s special pricing you need to have a tick in the Adjust Set Sells tick box on this screen AND you ALSO need to have the tick in the Update Stock Tab in the DEBTOR FILE MAINTENANCE OPTIONS TAB Page 38 JA Debtor File Maintenance Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Rebates Postings
57. REEN TAB DESCRIPTION Main screen shows basic info Inc codes groups weights costs amp margins A Discount structure can be entered and used in conjunction with Debtors to determine pricing Special section available to enter Specials or Promotions Ability to enter details of common suppliers for this item with provision to add multiple suppliers along with their codes and pricing Quick look at the most recent movement of the selected stock code Stock On Hand provides full details of stock item Inc on hand on order min stock etc Stock items that are assembled using other stock items can be set up as a Kit which allows you to select the individual items and group together to give new costing s and allows for automatic stock adjustments Provides for up to 5 Images of a stock item to be added to file Allows for extra notes for stock item includes Alt stock codes Pack descriptions PO descriptions Site specific for users with multiple warehouses allows you to view other sites and stock levels Site specific Price History Quick look at the most recent changes in pricing of the selected stock code For more detailed descriptions of each field See Stock Create New Stock Items below Stock Create New Stock Items Menu option INVENTORY 558 Stock Maintenance Page 15 Click to insert a new record A blank record will appear work through each tab to add relevant information f
58. S BIN gd WRIO1 242 1200 x 4200 10 mm W A PLASTERBOARD S75 BIM WRIO1 s24 1350 2400 10 mom WA PLASTERBOARD 31 5 B1M 45 yr paz Moana era OO I Pin J toy Xowct 1 Select the Warehouse 2 Use the Search Code field to find the stock item or simply scroll through the list to find the required item 3 The grid shows where the item is currently in the FROM BIN field as well as how many it cur rently contains in the QUANTITY field You need to select which bin you wish to transfer to use the drop down in the To BIN field Enter the number of items in the TRANSFER field Enter the DATE and ETA that you wish this to happen Print if required on oO fo B Click APPLY to complete the Transfer Page 130 For further information on this function please contact Your Accrivia Support Team Page 131 WAREHOUSE TRANSFER TYPE FM Itis possible to record reasons for Stock transfers by setting up specific Transfer Types which can then be selected when processing a Transfer Reguest There is no limit to the number of Types you can set up and it will be determined by your own company policies Below is an example only i Warehouse Transfer Type File Maintenance Status CUST ORDER DIRECT TO CUST STOCK URGENT VOR To add new types use the J arrow to get a newline Page 132 BARCODES PRINTING LABELS Menu option INVENTORY 1 MN Bar Codes If the first sheet of labels is partly
59. STTX 1574 05 01 2013 TRANSIT STTXe 1574 03 01 2013 TRANSIT STTX41574 03 01 2013 MELB STOCKADJ 30 06 2012 MELB FUTURE 237886 5 29 02 2012 MELB STOCKADJ 14 12 2011 MELB SENNEBOGEN 589214 09 12 2011 MELB SENNEBOGEN 589214 09 12 2011 MELB 7M MNROWWRN E 3 Enter the date of receipt 4 Ensure the print option is ticked if you want to print a confirmation of this receipt 5 To complete the transaction click RECEIVE to e Allocate bin locations only prompts if more than one bin available for a stock line e Update your SOH levels e Notify the source warehouse of any short supplies via an automated email e Automatically enter an adjustment for any damaged stock Warehouse View Transfer Screen Open INVENTORY WAREHOUSE TRANSFERS VIEW TRANSFERS Page 127 JA Warehouse Transfers me Transfers Filter By Tix No Debtor Order No Source Destination Date Orig Ta No Transfor Type Status Status Updated By Status Updated Tla 592e BRISBANE 14 12 2012 VOR NEW ACCRIVIA 14 12 2012 4 06 10 Ph Al AAA BRISBANE 14 12 2012 DIRECT TO CUSACK ACCRIVIA 19 12 2012 12 13 38 FAI C Transfer Type BRISBANE 19 12 2012 SUPER CRITICA ACK ACCRIVIA 19 12 2012 11 40 17 Al Status BRISBANE 20 12 2012 1563 STOCK DISPATCHE ACCRIVIA 20 12 2012 2 08 46 Ph Al s ae aie Sa BRISBANE 20 12 2012 STOCK DISPATCHE ACCRIVIA 20 12 2012 2 13 01 PRAI amp Raised By BRISBANE 20 12 2012 STOCK BACK ORDE ACCRIVIA 20 12 2012 12 23 41 FAI f Raised Da
60. Should you choose not to activate this setting then the Delivery details will only appear at the end once the Invoice or Quote button is chosen You will be asked to select the relevant Delivery Zone at that point Rounding Round COD Sales Up LM Enable Delivery for NA m Rounding Amount 5 cents Enter a default delivery amount Round Unit Price i Leave blank to use the Round on Accounts system s default delivery codes or enter your own Ports Customer Reward Points Awarded pro rata al laa per 1 on J Select delves aa at B Mab Pint Counts Quotation 1 Order 1 Invoice 1 Delivery Docket 2 Receipt 2 Rate Change Rules Restrict on M Contract Pricing Reason Required Below Cost Price Discount Level Below Lowest Sell Price Note for Multi Entity companies you will need to ensure you tick these boxes for each Entity to ensure the feature is activated when producing a Debtor Order Invoice Page 88 Remember whenever changes are made in the System Settings you will be required to close out of Accrivia and restart to activate these changes Delivery User Access Permissions Menu option FILE 2 User Access Each user has their own Access permissions which are linked to their specific User Name details These can be customised for each user depending on requirements and level of authority In order to use and add edit details for the Delivery charge function permission must be set up first
61. a new price S we have entered the new price of 4 25 which is an increase of 0 25 on the existing price Type We have chosen the Group Tab and chosen Group 105 Page 36 So the result is that the cost of the item has increased from 4 00 to 4 25 for all items in the 105 stock group Because sell prices are based on a mark up on cost all discount level sell prices will be increased as well and as such any debtors with special prices set up as a discount level discount of a discount level and cost percentage options will be increased by a relevant percentage Customers who have aS value setup for special pricing will not be affected Update a Stock Group by Sell Price For this example we will be increasing the Sell Price for Stock Group 105 from 4 00 to 4 25 Stock Margin Increase Decrease Update Update Type f Cost C Increase C Mark Up C Margin Sell 9 ael 4250 Disc Level E C Based on Disc 1 Round Keep Discounts 0 Decrease 10 mm PLASTERBOARD POWER CABLE GENERAL Building Wires F DATA COMM ETHERNET Converters Repeate POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Flexible Wires amp C POWER CABLE GENERAL Flexible Wires amp C POWER CABLE SPECIFIC Aerial Conductors POWER CABLE SPECIFIC Mining Heavy In DATA COMM RACK MOUNT Complete Cabinets Selections used were Update we have used the Update option of Sell
62. aD e820 stew e ra a a e EE seadudwecnetd O 29 SFM Manufacture Tab mmmmmm mm mm eee eee eee aoaaa aaaea aaan 29 SFM Warehouse Tab wmmmma manana manana manana nanunua rnrn rnrn nn nnnnnn 29 SENI Da AA AA AA ret a a ee er 30 Stock Search Tor STOCK Codes IA 30 Stock Modity Change details 2cscceh ccc euers IAA 30 Stock View Only Search _ 22 2 0 cece cece eee eee eee eee LLa aLaaa oaan 31 Stock Code Editing 2 Wa 32 Page 2 Stock Merging two stock items 22 mmmmmmem mm mmmm mumu m ime 33 St ock Deltine aM ITem sc cease WAA MA eeu Ge eee ice Sead lente 33 Stock Pnce PCat ois otc cae ca ecb ey Saat gt ed WAWA NANA BUI EE ATE MASSA AMNA 33 Examples of Price Updates _ 2 22 2 ieee cece eee eee eee e cece eee eeeeeeseeseeesees 36 Update a Stock Group by Cost _ 20 2 cece cece aa eeeeeeeeeeee 36 Update a Stock Group by Sell Price 37 Update Stock Group by a Percentage with Sell Price Increase 38 Update Stock Group by a Percentage with NO Sell Price Increase 39 Stock Scheduled Price Changes 2mmemm eee aaau 40 Stock Stock Item Modified Changes 41 Stock Groups Create and Maintai
63. aa a an 3600 4200 aa 5100 6000 foam fe om oS ee ee O O O Take note that assuming the data has been entered correctly into the Inventory Masterfile then the system will also calculate m2 Im measurements 7 Once all stock quantities have been entered clicking ox will save the entries and load them directly into the Order in the correct order 8 Add any extra stock lines manually if required then precede as normal and select Order Invoice or Quote Related Topics For full details on how to use the Stock Grid in the Debtor Orders module please refer to the Accrivia Debtors Manual Page 49 STOCK COSTS COST CHANGES Menu option INVENTORY stock Cost Changes This function allows you to track any purchased stock items where the invoiced cost differs from the standard cost on the system You have the option to Update the system to the new cost or Not to Update with the added facility to only select purchases where the cost differed from the standard cost by a given or greater The purpose behind this approach is to allow the creditor invoice posting to occur without the operator needing to consider the impact on the stock pricing This allows the most appropriate person in the organization to determine the standard pricing of the inventory and also allows this procedure to be carried out in a regular and routine fashion not ad hoc based on purchasing To fully operate in this mode t
64. anies can be added via INVENTORY SHIPPING METHODS This is a User Preference and may require access permission to use e Type number will be defaulted by the system e Double click in the Comments field to expand the size to allow for longer notes Page 129 WAREHOUSE BIN TRANSFERS This function is Site specific and not commonly used however it available for those who possibly have either a large warehouse with multiple bins for the same product and you need to keep track of what stock is in each area eg you may have a bin in your store which is used for immediate pick amp pack for orders then another bin of the same product which is held in the warehouse storage area as backup stock Using the Bin Transfer function allows you to advise the system when you move your backup stock into the store stock area TRANSFERRING TO NEW BINS i Stock Transfer Warehouse MELE Search Code WwR101242 Val 2e4 1200 2400 9 mm VILLABOARD SYS BIN WH BIN V1 224 1200 x 2400 9 mm VILLABOARD WwH BIN VII 1200 x 2700 9 mm YVILLABOSRO SYS BIN W H BIN Vale 1200 2700 9 mm VILLABOARD W H BIM V1 230 1200 S000 9 mm VILLABOARD s7o BIM STORE BTR V1 230 1200 3000 3 mm VILLABOARD WH BIN VBS VILL4E04RD0 SCREWS 1000 PET STORE BI VES VILLSBO4AD SCREWS 1000 PKT SYS BIN STORE BIK WRI 1200 x 2700 10 mm W A PLASTERBOSRD SYS BIN ou WRTO1 230 1200 S000 10 rom WA PLASTERBOARD SYS BIH ne WR101236 1200 3600 10 rom W A PLASTERBOARD SY
65. ate a Purchase order for a specific job and is fully explained in the Jobs Manual For full details on Jobs Purchase Orders please refer to the Accrivia Jobs Manual SEARCH By Choose to search for items using either the Code or Supplier AUTO ORDER click to raise a Purchase Order for all stock items that have the Auto PO option selected in the Stock File Maintenance SOH tab Stock items with this tick as a general rule represent stock items for which you would not normally carry stock and would only be ordered when a Debtor as requested it When this is in place and a Debtor has ordered the item choosing this Auto Order allows the system to scan the Debtor Orders and locate any items that need to be ordered Page 65 AUTO choosing this option will generate a purchase order for an item that has a Minimum Order Quantity entered into the Stock File Maintenance SOH tab or Warehouse tab NOTE Minimum amp Reorder levels must be set in the Inventory File Maintenance screen however the specific Tab changes depending on whether you are a single store or have mulitple warehouses Single entities will record details in the SOH tab and multiple warehouse sites will record their details in the Warehouse tab i Stock File Maintenance Details Discount Supplier Movement Stock Kit Im Code OBRNO540 Description 1 005 40 Nylon round 7 unit 100 St Group JOBEST2 E Fer EACH weight In Stock Desp d 250 30 ao o SuppS
66. be entered manually if the Purchase Order needs to be reinstated View Purchase Orders Menu option INVENTORY P Purchase Orders View Once created purchase orders can then be viewed and printed from this screen as normal Follow standard procedures from this point in terms of receipting these goods into stock passing to the accounts department for Creditor payment etc Page 82 USING THE MULTI CURRENCY PURCHASING WITHIN ACCRIVIA With many products being purchased from overseas suppliers it is critical for stock costings and reporting to reflect the extra costs involved with this type of purchase Accrivia allows you to record Currency Type and Currency Exchange Rates against specific suppliers in the Creditor Masterfile Define The Currency Exchange Rates Menu option FILE P Currency Note this Menu Option is only available to clients with the appropriate exe to handle Currency Currency Rate Maintenance a l o c on Date 3070472008 Conversion Currency escnption Dates Entered Conversion Date E en AUD AUD USD USD BUY C Factor 2 __ Aup__ usp 1 0 76 Please Note USD 1 3158 1 Top Tnangle Buying Rates Side Triangle Selling Rates Red Triangle wil assume dividing foreign currency rate into AUD Blue Triangle wil assume mukiphang z foreign cunency rate to get AUD To alter a currency exchange rate for a given date double click on the date in the centre of the form and chan
67. be set up and entered in the Waste Code field to record the transaction this may only relate to items with Serial numbers See below for further instructions All other columns relating to sizing etc Print Completed will produce a printout confirming the job is complete Delete only users with a User Access of Supervisor will be allowed to delete this process button should appear greyed out if not applicable Print Altered You can if required alter an order if an item within the kit had to be sub Page 110 stituted however is more commonly used in the full manufacture process 11 POST click when complete Manufacturing Waste Codes Menu option INVENTORY 35te Reasons This screen allows you to set up different codes for reasons to explain why an item would be wasted these would then be used for reporting purposes a Manufacturing Wastage Codes _ Wastage Code 1 Stock 2nd grade 2 Operator Error 3 Product broker Manufacturing Back Orders If allowed when an Original Order quantity is not achieved then the system acknowledges that there are still items left to be made Eg you wanted 10 but only 8 got made then once you post your Achieved quantities you will notice the order remains on the screen but nowshows a remaining balance of 2 in the Quantity column Anew picking slip willnow be produced and should be given back to the warehouse to produce the final items Follow procedures t
68. c Page 29 Related Topics See Warehouse Transfers on page 121 SFM Image Tab Can load up to 5 different images of the product if required Contact Your Accrivia Support Team for assistance if required Stock Search For Stock Codes Stock items are listed in this screen in alphabetical order based on the Stock Code To find a stock item If you know the stock code Type this into the Code field typing the first few letters of the code and then moving out of the Code field will take you to the closest code to the letters you typed To move through the records one at a time l a Use the navigator buttons lale move to another stock item from any of the tab screens To search for a specific stock code Double click in the Code field This will display the Stock Line Selection screen 1 In the Search Type box select Stock Code Stock Group Description Supplier or Section No 2 Enter the information that you wish to search on 3 Press F4 to update the search results 4 Once you have found the stock item you are looking for click OK You will be taken to this item in the File Maintenance form Stock Modify Change Details Stock information can be updated at any time within the Masterfile To do this 1 Select the stock you want to update modify the required details in any Tab Page 30 1 When all details are correct then click kale save the new details Click x to cancel these c
69. cally be removed and then recalculated based on the stock items in the reloaded quote Page 101 Delivery Invoicing Orders With Delivery Charges When invoicing orders go to DEBTORS INVOICE the Delivery Charge screen is displayed for the user to confirm the delivery charge and amount to be used 1 PLAS TOER Rigi 684 16 1200 2800 10 m 2 PLAST DER WATO 227 868 7H 1200 k 2700 10mm Debrey Amount ExGsT HAH 279 mi 2094 kgs Delivery Charge Batch Orders When invoicing batch orders as each order is added to the current batch the delivery charge interface is displayed and the user is required to select a zone for calculating delivery click No DEL button if you don t wish to charge for delivery or cancel to return to the previous screen Once the delivery charge has been selected the zone will be displayed in the delivery field Page 102 zor Code Order Mo Mome aa ao aaa Fata 1 1M m wa If there was no delivery charge selected then the order is displayed with no delivery charge Jorder Total Ode Tota The user can double click on the Delivery field to alter the amount or zone associated to this order Page 103 MANUFACTURING OVERVIEW The Manufacturing function allows you to set up Automatic procedures to handle stock items that require assembly such as Stock Kits While the full function is capable of producing items from scratch these functions will need further
70. cess this information go to DEBTOR FILE MAINTENANCE and choose the POSTINGS tab Select either the ORDER or QUOTE tabs on the right hand side of the screen to bring up all the current details for this customer TA Debtor File Maintenance n uu Details Options Contact Details Up Notes Totals Deliwery Pricing Postings Job Revenue Defaults Project Bi Debtor aBC CO PTY LTD 93 08 2013 071530 1 kT CHO 1114 77 40 00 4000 22708 2013 071640 1 I amp T INY 6 40 6 40 40 58 22708 2013 07164 1I amp T INY 3139 33 3 199 93 295 39 Page 99 EA Debtor File Maintenance lo Details Options Contact Details Op Notes Totals Delivery Pricing Postings Job Revenue Defaults Project B4 Debtor ABC CO PTY LTD Stock Description Ref Cust Ord No Job H S Lf hae Besos ee aa vet Orel Nol Job A en round unt 100 L amp T 1570772013 HAW THOF 1 L amp T DER DOBE 2 L amp T 0714158 3167 0255076 T Betum By selecting the correct reference you can then see all the items relating to that particular Order or Quote in the bottom section of that screen The Delivery charges are only available when choosing the QUOTE tab as these relate specifically to the original quote and can still be changed or altered if the quote details are changed Note the Delivery charges shown within the Quote are subject to change if details of the original order details are altered If extra items are added
71. ck that cannot all be supplied at the time These details will clearly show in the load screen by looking at the Quantity Ordered column alongside the Quantity Supplied column nse aS GESuEN esmyeecseall Supplie Supplier Stock Code Description Quantity Supplied Quantity Ordered F CL12025we r ROLRCOO1 ar rs O ROLRCOO Parts organiser no dividers blue As can be seen above while 10 items were ordered only 8 were supplied the balance have been placed on back order Simply process this file exactly as normal the only difference you will see is that once the Purchase is created you will find that 2 Purchase Orders have been created for this Reference with the first being for the items that were supplied and the second will have the items that have been placed on backorder Page 80 iy Purchase Order File Maintenance Select a purchase order below Search Text 351685 0 C Code Reference Curent C History pai Find EE _ Reference Creditor Division Date Phone ETA ETD_ Comment 16124 HAGE Pl SHELLMAINT 0570372009 92433691 16507 HAGE Ml SHELLMAINT 0370672009 92433691 351683 0 GLGCONTR 12 05 4015 36394695 Chris GLGCONTR 17 09 2013 36394568 Chris 0 GLGCONTR 1770972013 9383945585 Chris 351686 0 GLGCONTR 1770972013 3839455858 Chris 4 Purchase Order details Steck Code Descnson ua Original Reference CLOSE Horizontal GPO 2 gang 10 Am g ROLACOO Parts organiser with dividers ore AULA CON Parts o
72. comment field if desired 7 To delete a line from a PO select the line in the stock table and press CTRL DELETE To add another stock line return to the Stock Tab 8 When all required stock has been entered click Post to create individual purchase orders for each of the suppliers listed in the Purchase Order Tab and update stock on order levels Expected Delivery Dates There is a System Setting option available which will ensure that every order must have an ETA date entered If that is an option your company would like to use you will need to activate it e Open File System Settings e Goto Inventory tab e Putatick in the field called ETA MANDATORY Purchase Orders Creating Non Stock Orders Menu option CREDITORS Non Stock PO As Non Stock items do not impact on the Inventory module this process is done directly into Creditors Page 68 Non Stock Purchase Order Creditor thems Creditor Name Access Supplies Creditor Code ACCES g Description Section Date 037 0772013 Reference 951 Exp Date Dep oe Comment NON STOCK EXAMPLES Esp Date Are 7 Deliver 123 MAIN ST Shipping Method ees ANYWHERE VIC 3222 Company c f Pickup g ADMIN 3 515 Advertising 4nd Promotion 125 00 SPECIALS FLYER OCT 2013 0 25 125 00 Excel Debt Ord GST Total 12 50 Total Ex GST 125 00 Total Inc GST 137 50 1 Type in the Creditor Code in the Creditor Code box or scroll down and sel
73. d and also the Required Quantity needed in case this is a back order Page 113 Manufacturing Order3 ceva 926 30AM 12 02 2013 Company WBOOL Date 34 01 2013 Warehouse WBOOL Manufacturing 2066KIT FILTER KIT MUSTANG 2066 Required Quantity 2 EACH Manufactured Quantity Date Required By 10 02 2013 amg Descripion 074530 HYDRAULIC RETURN FILTER 184145 OUTER AIR FILTER MUSTANG 184195 INNER AIR FILTER MUSTANG 166931 ENGINE OILFILIER 18933 WATER SEPARATOR e Manufacturing Order Internal will be renamed Picking Slip can view or reprint all picking Slips in the system Manufacturing Order 3 Picking Slip Aceria 9 27 53 AM 12 02 2013 Warehouse WBOOL Date 31 01 2013 Manufacturing 20SEKIT FILTER KIT MUSTANG 2066 Required Quantity 2 EACH Manufactured Quantity Date Required By 1002 2013 HYDRAULIC RETURN FILTER OUTER AIR FILTER MUSTANG INNER AIR FILTER MUSTANG ENGINE OILFILTER WATER SEPARATOR Page 114 e Manufacturing Order Status provides a list of all outstanding orders including orders for stock and Debtor orders can select a specific Order Transfer no and or a Ware house e Manufacturing Order Complete provides a list of all completed orders including orders for stock and Debtor orders can select a specific Order Transfer no and or a Warehouse e Serial Stock Movement list all movement for Serial Stock Page 115 SERIAL STOCK SET UP For specific users wh
74. documentation Manufacturing System Settings Menu option FILE ystem He Settings jnventory Tab The selections made here will determine what level of completion the user has in terms of producing a Manufacturing Order from a Debtor request Eg if you select Raise then you will only ever see Never amp Raise as options in the Debtor order screen and Complete set to unavailable Choosing Complete will allow all 3 options See Debtor Requests for further details This selection also has implications on your selection options within the Stock Kit Manufacture screen see Assembly Instructions Mas Manuf Processes 0 Suto Manufacture Esis SS Raise Complete g User Access Menu option FIL Inventory Tab Any terminal user with permission to perform Inventory functions will need the following settings ticked to use the Manufacturing process Manufacture Products Production Scheduling Manufacture Products Achieved Manufacturing Order View Waste Reasons Manufacturing Set Up A Stock Kit Menu option INVENTORY 8 stock Maintenance Dotgils Tab For the purpose of these notes we will assemble code 2066KIT Page 104 C a A E Detak Discourt Suppher Movement SOH Stock Kit Image Other Warehouse Manufachwe Price History CET Oe r AL Dico R s SN Sich Stock Group FILTER EA Description FILTER KIT MUSTANG 2065 Pes AE o BC Sich i Bw Cots a Weighi _ SE
75. e following report can be run to reflect the changes REPORTS INVENTORY STOCK 3 PRICE CHANGES LOG BY DATE Example of the report below shows the type of data that will be produced for each code where changes were updated Adjusted Stock Pricing GST Exclusive Accrivia Selection Criteria Posted Date gt 01 04 2013 11 31 am 04 23 2013 Updated Date Time Updated By Update Form i 3 1204 2013 10 37 05 AM ACCRIVIA Invoice Pos ng mCinvCm Od M35 8S 8 8 itRSS Y 8B 8R 74215 ENGINE OIL 20W 50PER LITRE 17 04 2013 3 37 39 PM ACCRIVIA DStock Mant Direct Edit S COPEX 17 04 2013 3 37 55 PM ACCRIVIA DStock Mant Direct Edit S COPEX A i i A Note Cost does not include Freight Waste or Machine amounts Page 53 STOCK LOAD FROM XLS Main Interface Loading data from Inventory Stock databases can be a big job Accrivia has the facility to import the information direct from an Excel spreadsheet as long as all headings and settings are adhered to 8 Stock Price load from XLS Lo amp amp LS File Supplier Templates Read From S DEFAULT x Select Sheet P Setup Choose the excel column eg A F AA etc representing each of the following Column Column Column Code i Supplier Agreed Cost az Sell 2 rd Description m7 Re Order Level Sell 3 o Peruom Fe Order Quan Sell4 Scalar Duty Rate Sel5 Weight Tariff Selef Location o Standard Cost E Superceded Prm o Stock
76. e show up after that All other standard ordering procedures remain the same Multi Currency Options For clients with international purchases extra fields can be made available to record all costs and relevant currency as determined in the Creditor Masterfile Mat Ship Cost Trd Ship Cost Local Ship Cost 263 50 263 50 263 50 e Nat ship cost price in native currency of supplier of item where native currency as per supplier masterfile e Trade ship cost convert from native currency to trade currency e Export Handling other all add ons towards landed cost Page 23 e Local S ship cost conversion from trade currency to AUD including add on Related Topics See Using the Multi Currency Purchasing within Accrivia on page 83 SFM Movement Tab Once a stock code is used within the system an automatic track of all movements will appear in this screen for quick easy reference Items are listed in either Red or Blue depending on the module they have come from RED will show transactions from the Debtors module eg Invoices amp Credit Notes Right clicking on the line will allow you to Preview a copy of this transaction BLUE will show transactions from the Creditors module eg Purchase Orders a Preview of this transaction is not available _ Account Code Reference LNo Date Branch Quan__ Running Balance Cost Ex GST PO Type RE ELC 0321313 29 06 2011 CONTRACT 17 4234 Job
77. eceeeeeee 71 Purchase Orders Receive Overseas Orders 2 0 2 22 c cece e cee cece eee eee eee cece eeeeeeeee 71 Purchase Orders View and Maintain mmmememme meme m eee 72 Ordering Stock without a Supplier 0 22 0 ccc cc naana eee cece ccecceceeeeceeeeees 72 Purchase Orders Back Orders w mmmmmmn www mma nw wamama nanu teen noes 73 Purchase Orders Imports ____ 00 02 22 aa aaao aa aaao aaa ee eee ee eee eee cece ee eeee 74 System Settings 2 0 ieee cece ccc cece eee ee eee cence cece DLLD LLDD LDLo orrara 74 Page 4 Downloading Files from FTP Server 2mmmmmmmm mme mmme mume 75 Loading files from the Local Server 2wmemwmnzwmnnwnanwnns 76 AWaAILINE AD DIOVAl citys tc anes cuecatacctesesteceeu EA 77 Processing the Import Files 2220m22mmmee meme mme 78 Correcting missing Elements 2mmmm mumu mwm n ume 79 Back Orders US Aaa 80 UA a a AAA AA AA AA AA Aa waa 81 View Purchase Orders w wmmmmwm wamama mwm Semone nunu wananunua wanan 82 Using the Multi Currency Purchasing within Accrivia 83 Define the Currency Exchange Rates m 2m 83 Seti
78. ect the creditor manually Click the Items Tab Type in the date Type in the Reference Number If applicable type in any comments that relate to the item that is being ordered If you are using Multi Company select the company from the drop down box gt p n Se wh Type in the expense number or click on the drop down box and scroll down and select the expense required 8 Enter the Job No amp Section if applicable for clients using the JOBS module 9 By double clicking in the Quans field you will open a pop up screen which will allow you to enter a Description of the items purchased the Quantity and Rate per item Click OK to accept this information to the main screen 10 If you do not wish to enter specific details then you can simply move to the Amount col umn and enter in the full SS amount of the item Page 69 11 Arrow down to insert a new line and continue entering items until order is complete 12 After your last entry arrow up to highlight the POST button and click to save the order If you need to print the order make sure the print check box at the bottom of the screen is checked Purchase Orders Receiving Stock Po eee Menu option INVENTORY ih Stock Order Receive 1 Select the order that has been received and click SELECT 2 Enter a date in the ARRIVED field important when approaching a stock take as the system needs to know the exact date the goods arrived into the warehouse which
79. ed the Update option of Cost Update Type we have elected to Increase the current price Page 39 we have ticked the field then entered a value of 5 which is an increase of 5 on the existing price Preserve Sell Price ticking this box will result in no change to the Sell Price Type We have chosen the Group Tab and chosen Group 105 The result of this means that because we have the tick in the Preserve Sell Price option the sell price remains unchanged Because sell discount levels prices are based on a discount of the sell price all discount level sell prices will be unchanged as well and as such any debtors with special prices set up as a discount level discount of a discount level options will be unchanged Stock Scheduled Price Changes Menu option INVENTORY si Scheduled Price Changes As many databases can contain thousands of lines of stock items entering new prices into the system can be a tedious amp time consuming job that cannot always be completed in one sitting This option allows you to take as long as you like to enter new pricing either for each code or by Stock Group or by Supplier then update the changes into the Masterfile only when all data is complete or at a specific date Example you may have a price rise scheduled for July 1st you could start entering your new prices back in May to give yourself plenty of time Then activate apply the new prices when the time is right RA
80. ed to be set up by Your Accrivia Support Team Settings in Inventory To streamline the loading process and try to reduce the number of linking errors it would be helpful to go through each stock code that is supplied by your Creditor and add their details into the INVENTORY FILE MAINTENANCE screen Supplier tab Ensure that the name of the Supplier along with the Supplier Stock Code is added BA Stock File Maintenance il Details Discount Supplier Movement STH Stock Kit Image Other Price History Code CBL O2CEOC SEY Edi E Mon Stock Item Redundant Discontinued Description Circular 2 core amp earth 10mm 771 35 e MA St Group MATERIALS g Pee ee Copy Per MTR Weight Ue a o P fam oume Settings in Creditors Page 74 In order to be able to select a Creditor into the Supplier field in Inventory you must first ensure that you have confirmed this in the CREDITOR FILE MAINTENANCE Options tab fay Creditor File Maintenance Details Options Contact Details Notes Totals Postings Standing Invoices Contractor Changes Log HIwe Creditor Hame AW M ELECTRICAL Invoice Defaults Default Division Ee Supplier M POrd OSetSell 7 Default Expense Account 4455 Supplier Cat GLGCONTR Totals Include GST Minimum PO PO Email Qddresses PO Credit Limit Credit Requests Shipping Method Purchase Orders Pe Auto Remittance Deb
81. ell Pack Oty pO pO Purchase Per EACH OnPo SS 0 Min Ord Quan w Location PO Auto PO Iw Last Stock Take Example SOH tab for single entities Page 66 i Stock File Maintenance Details Discount Supplier Movement SUH Stock Kit Image Other Warehouse Manufacture Price History Code 000005 E Non Stock Item Servicable ltem i Discontinued Redundant e Quantity Sa SN Srch Stock Group SENNEBSPAR Description HEXAGONAL SCREW Per EACH Se BC Sich Bar Code weight 0 034 E Cop 2nd Bar Code Example of Reorder Levels for multiple Warehouses When choosing the Auto button you will be presented with a Stock Selection Screen allowing you to produce Purchase Orders based on the Minimum amp Reorder levels Orders can be generated simply click on the LEVELS button which uses only items with the Levels st up in Inventory or you can be more selective by entering a specific date range Choosing dates will then activate the SALES and ORDERS buttons for further selections e Sales clicking this will produce orders based on your sales of stock items during the date period you have selected e Orders clicking this will produce orders based on the Debtor Order that have been entered during the date period you have selected Purchase orders created based on Reorder Levels are determined by calculated using the following e Current Stock on Hand specific to the warehouse you have selec
82. elling from a list Tee tha Serai iioi Humber bor fig shock bam HAS WST A S HYDRAULIC 5 FUNCTION SPACE Wwy Enis on the manane length rresnths oo Dodi on Contract J Once a serial item is selected the system will look up the relevant unit number and record this against that order invoice line It will also include the model serial no and year in the description Page 119 Dinbtar WAA Department GLE Baba PSA Releren e 200612 1 BOZ6TAIESVI 1 1 000 EACH HIRS 026I SF PIO VALVE SPACE S000 T ALEN Gal Medel o26T 3 Serial Bo BLOZerodd4so Year 2012 Siwi Ce HOLSET ASHE In Sigk n Rid E n Dida te Aaaa AYA ste D Eal es E Stock Desc FEJ Pectin H aft a jee He GhFd Tepp AH BRISRAHE Aa aH Tii A Order ineeie E gute E Leas Chem EIENEN When the item is invoiced the system updates the unit information including e Sold To from the debtor code and debtor name of the invoice e Sale Price from the total invoice price ex GST e Buildup from the total cost of the order excluding the cost price of the serial item e Date Sold from the invoice date e Client Code from the debtor code e The unit willbe marked as Externally Owned NOTE You can only select one serial item per work order If you attempt to add more than one the system will prevent you from doing so Page 120 WAREHOUSE TRANSFERS For multi site Users the facility to transfer goods betwee
83. ge the values on the right To setup a new exchange rate 1 Enter the date at the top Conversion Date 2 Click on Factor and enter the appropriate Factors for importing even if not importing these will need to be stated set to 100 3 Then click back on Currency state the buy and sell exchange rates in the grid 4 Press APPLY to save Page 83 Set Up Creditor For Currency Menu option CREDITORS File Maintenance C Creditor To enable trading in a currency different to your own default usually AUD find the supplier and on the options tab set the trading and native currency usually one and the same but if trading with a supplier that has their native currency for pricing purposes different to their trading currency both currencies can be stated here If the supplier is overseas and you re importing tick the Importer option on the upper right panel A Creditor File Maintenance Details Options Contact Detais Notes Totals Postings Standing Invoices ie a rm i Other Optians Defauk Branch BE Supplier FY POM DSetSell mpate I Delauk Expense Acoourt Supolier Cat Totals Include GST E Shipping Method Currency Defzul Rate Trading Currency uso Debtor Code Native Cumency fuso Auto Remittance Show POST Show Del Daie Regd Send To Printer Emal Credt Requests Purchase Orders a Show Redundant
84. han one workstation If this is to be the case each workstation must open it own Stock Take Adjustments Screen and press the Begin button to record a snapshot of the stock on hand at the beginning of the stock take Please note the following important points when planning and preparing for your Stocktake 1 Ensure that a Stocktake is valid by commencing your stock count at the end of trading for the day 2 Ensure all Creditor invoices for stock have been entered before starting a Stocktake 3 Backups It is recommended that you create a backup of your Accrivia database prior to commencing a Stocktake This can be created by selecting the FILE SYSTEM BACKUP option 4 Entering Stock Counts on Multiple Workstations Stocktake results can be entered simultaneously on multiple workstations however if two operators enter the stock count for the same item on two different workstations the variation will be applied twice 5 Continue Data Entry of your Stock Counts You can stop and start data entry fora Stocktake as many times as you require by exiting the screen without hitting the Com plete button When reloading the Stocktake screen you will be asked e Do you wish to continue work on a previous Stocktake created by USER NAME on dd mm yyyy for the physical stock count of date dd mm yyyy e Click YES to continue working on the current Stocktake e orclick NO to delete the current Stocktake Page 59 6 Zeroing Quantities
85. hanges Reminder some data such as Price History and Movement is programme driven and data cannot be altered manually Moving to a different record or closing the screen will also save your changes Depending on how your system is configured you may be notified that there are changes and asked if you want to save these changes when moving off the record Stock View Only Search Menu Name Inventory So Search The Inventory Search screen allows users to find stock items and view their pricing movement available stock levels etc This screen is a View Only option perfect for warehouse or front of house where information on stock is required but figures or pricing changes cannot be performed from this screen A variety of search selections provide an almost unlimited ability to find a product regardless of how little information you know The Search screen gathers information from the Stock Masterfile and the results available include e Stock Code amp Description e Supplier Stock Group e Stock levels including SOH Available Reserved On Order amp Dispatched e Debtor Pricing including all discount levels set up e Inner amp Outer Pack details e Alternative amp Superceded Stock Codes e Location You can customise your screen to group most commonly looked at fields together click your mouse on the name of the field and drag to the required position Page 31 NY Accrivia Remote 555555
86. he system setting Stock Price Update found on the Inventory tab of the System Settings form should be set to None Don t Prompt Customer contract pricing as setup in the Pricing tab of the Debtor Masterfile is NOT adjusted with the use of this screen This screen replaces the Update pricing option that applies when posting creditor invoices for stock and as that process has no impact on customer contract pricing neither does this form ID Stock Cost Changes Stock Code 000249555 EXCHANGE IR 20 INDEXATOR HEXAGONAL NUT CIRCLIP INTERMEDIATE FLANGE M 24 RANDALLS RANDALLS EQUIP CO VIC P L 02 01 2013 19288 1 MELB MELB PS4490009 100 000 RANDALLS RANDALLS EQUIP CO VIC P L 02 01 2013 19292 1 MELB MELB PS4490009 100 000 Current Cost 1 301 3300 New Cost 0 0000 Rates Ex GST Margin 70 00002305 Margin O 00000000 iF Last Not Avg Cost Markup 233 33358948 Markup 00000000 Keep Sells Retail Sell 4 337 77 Retail Sell Ex 0 0000 Ine 0 0000 Leveli 0 0000 4 337 77 Level1 0 0000 Level2 50000 4 120 88 Level2 0 0000 Level3 10 0000 3 903 99 Level3 0 0000 Level4f 15 0000 3 687 10 Level4 0 0000 Level5 200000 3470 22 Level5 0 0000 Level 25 0000 3 253 33 Level 0 0000 Stock Costs Screen Descriptions The screen is split into 4 distinct sections e Stock Grid top reports on any stock items purchased where the purchase cost and stand
87. ific vehicle used for this Purchase Order Vehicle ld Pick Up ddess Delivery Quotes With Delivery Charges Menu option DEBTORS YA Order Entering A New Ouote Order With Delivery Charges When creating an order or producing a quote when the Select Delivery First option has been chosen the delivery charge screen is displayed as soon as the customer details and Job details are completed The user must select the applicable delivery zone and then the progressive total of the delivery charges can be seen on the screen when producing the invoice quote Prior to entering a stock code you will note the system has already entered a Delivery charge which is based on the Minimum fee allocated to the specific Delivery Zone this will change as items are entered if the total charge exceeds the minimum level Delivery Charge DELIVERY ZUNE A DELA 1 DELIVERY ZONE B DELIVER ZONE C CRANE TRUCE ZONE A DELIVERY ZONE E DELFORE 32 mm 228 kgs Page 98 Duart tem Rate Ex 2 APP HMEWHI600 1 10 000 EACH olal Pace Ex DIVISIONAL MOULD 13MM Total Price Code Fal m block Code AFPP HMEWH3600 a elete B Gid FI Ex Ce i Stock Desc FE T DiscLine 6 afe 324m 228kg 10sheets Order Total Delivery Accessing Quotes Orders With Delivery Charges Details of all Orders and Quotes entered into the system are held against the Debtor until such time as they are either cancelled or invoiced In order to ac
88. ill be produced if you just want to put some stock on the shelf Assuming you chose Raise only as your option the balance of the procedure will still need to be done manually which means printing the picking slip assembling the product then entering the data into the Achieve screen Find the relevant order number and enter the Quantity into the Achieved column then click POST to finish This has completed the Manufacture process and added the requested quantity of goods into stock ready for invoicing For clients who prefer to use Strict Stock Control it is essential that all orders raised be completed through to the Achieved screen in order for stock to be updated The only time this could be skipped is if there was already enough kits in stock which would eliminate the urgency of waiting for completion as there would already be a positive stock status Manufacturing Raising the Debtor Invoice Open DEBTOR INVOICE 1 Choose the relevant Debtor code you could also type in the reference number to search 2 Thesystem will now extract all Orders pending in the system and provide a list Find the correct order and enter the total in the Invoice column 4 Click POST to finish transaction Manufacturing Reports Open REPORTS INVENTORY STOCK MANUF TAB Listed below are the report options available relating to the Manufacturing function e Manufacturing Order similar to a picking slip shows Original Quantity ordere
89. into the grid and double click the Sup plier field to select a supplier from the list Page 116 NY Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Warehouse Manufacture Price History Code S E Edit Code E Non Stock Item Servicable Item Discontinued Redundant 1o Was J SNSich Stock Group OIL Description COPEX Per EACH Sa BC Srch Bar Code F oy Weight a Copy 2nd Bar Code Warehouse SHOW ALL v Please Select a warehouse Search Supp a1 PLANT No Warehouse Supplier Set Price Supplier Stock Code Purchase Quan Off Date Cost Set Last Pur Date Last Pur Price Notes Nat Ship Cost Trd Ship Cost Handling 1 ALL WH ATPLANT 210 00 BEETD i 210 00 210 00 1 MELB A amp L 200 00 POIK I 200 00 200 00 1 PERTH TRUCKLINE 263 80 T3100 06 08 2012 65 5800 263 80 263 80 Serial Stock Purchase Orders Creating a purchase order for serial items uses the same process as usual through the Inventory Stock Purchase Order screen Related Topics See Purchase Orders Creating New Stock Orders on page 68 Serial Stock Receiving Stock Once stock is received you need to accept it into stock as per standard procedures for Purchase Orders Received with the following differences If you are receiving in a stock item that is marked as a Serial item the system will automatically prompt for some further details In the
90. item e Mark Up enter the Mark up required for this item e Tax Type use drop down to select the relevant tax code e Marked Up Sell enter the invoice price in per item excluding GST eg Cost price Mark up e Sell GST enter the invoice price in per item including GST eg Marked Sell Up GST e Last Not Avg Cost tick to update costs with the last cost or leave blank to update with the Average cost is automatically ticked if no tick is placed in New Stock Item use Avg Cost no Last in the FILE SYSTEM SETTINGS INVENTORY see notes in Inventory System Settings e Don t Apply to Col 5 6 tick only if you want to ignore the predefined discounts for Col umns 5 amp 6 see notes in Inventory System Settings e Keep Sell tick to keep the original sell price when adjusting the cost e Keep Discount tick to keep the discount prices the same when cost is altered Page 18 e Adjust adjust the cost margins or discounts of multiple stock items e Show redundant must be ticked in order to see any redundant stock codes in searches recommended you only tick when needed to keep stock searches to a manageable and viable size SFM Discount Tab The system allows for multiple levels of discount This functions works in conjunction with the Debtors module where relevant Discount Levels are allocated to clients eg from the example below any Debtor with a Discount Level of 3 will get 25 discount on any i
91. ithin the Debtor amp Creditor modules as well as providing the most informative management reports Both stock and non stock items are used throughout the Accrivia system for tracking and charging out items services etc Items in Inventory are used in conjunction with the Debtors module for charging customers as well as the Creditors module for the ordering and receiving of stock Though functionality related to other modules Jobs Creditors Payroll and General Ledger etc is accessible within the debtors and inventory screens these processes are covered in their own module manuals Debtors General Ledger inventory Creditors Page 8 Features of the Inventory Stock module include e Automated Stock Re Ordering for low quantities e 5 Levels of Volume Discount 6 Levels of Debtor Discount per stock line e Including and Excluding tax stock price levels e Stock definitions for Each Per Metre Per Square Metre and per Cubic Metre e Automatic On Special and Off Special date and price definitions e Stock Kits Allows a stock line to be defined based on quantities of other stock lines e Storage for two Bar Codes e Individual GL Account Updating for stock lines e Stock Manufacture can set up complete procedures e Warehouse Transfers for multi site clients e Stocktake e Purchase Orders Page 9 INVENTORY SYSTEM SETTINGS Menu option FILE 2Yste na Settings Confirm File Maintenance Changes
92. ivery charges Failure to link a Group to a Delivery Category will mean the system will ignore the weights for this item even if it is set up as M2 iy Category Maintenance 10MM PLASTERBOARD ACTERBOAR Set up as many categories as required by using the enter button to inset a new line descriptions can be Edited or removed if needed Delivery Minimum Charges If you decide not to link a Stock Group to a specific Delivery Category then the system will ignore the M measurements of the stock itself and simply charge the Minimum Delivery Fee as set up in the Delivery Zone Maintenance A Stock Group File Maintenance Search on Search Group C Description Jooo premon twp pacare 10 MM CSA WET AREA MORNING 13MM WET AREA FIRESTOP MORNING 16MM WET AREA FIRESTOP MORNING 10 MM SQUARE EDGE MORNING 10MM SQUARE EDGE FOIL MORNING 13MM SQUARE EDGE MORNING US MM LSA SUUARE EDGE MORNING Page 96 Note the example above shows the Del Category has been left blank for Group 08 so any order or quote for an item with this Group code would use the Minimum Delivery fee option unless manually overridden Page 97 DELIVERY ALLOCATE VEHICLE TO PURCHASE ORDERS Vehicle Allocation on Purchase Order Receipt For clients using the Delivery feature that has been activated an extra field appears on the Inventory Stock Order Received screen This allows you to use a drop down button to select the spec
93. m that has had modifications made to the Masterfile You can also choose to sort by the time it was done as well Tick the CHECK box to start the report The report will not advise the exact nature of the modification you will need to inspect the item itself to determine this eg check the Price History tab to see if the change related to a price increase decrease Page 41 49 Stock Item Modified Check Checking dstock for any changes in the last 30 0 day s UTIH1515 150 on ZOO 4 25 77 PM DAMAGE WAIVER on 2 OR 2013 4 25 00 PM 102 0F BG on 2770682013 4 24 46 PM CLISL 031VH on 27 06 2013 4 24 25 PM WAIVER on 27r 062013 4 25 50 PM 1944 on ef fOR 2013 4 24 02 PM Found 6 changes for the last 30 0 day s Check last 30 0 day s By Time Page 42 STOCK GROUPS CREATE AND MAINTAIN Menu Name Inventory Sa Groups Stock groups are used to group stock items for reporting purposes as well as identify expense account information for items Creating a Stock Group also allows you to set customised Pricing for customers based on individual stock groups instead of just an across the board discount It is critical for reporting purposes that each Group is linked to a genuine General Ledger Expense account and also the other GL accounts relating to the following details You must ensure that the GL Codes you enter in these fields are valid accounts and that they have already been set up in the Credito
94. m you want to delete and click the button 2 Aconfirmation to delete the selected item will be displayed 3 Answer OK to confirm deletion or CANCEL to return to the stock item record A stock item cannot be deleted if it has had a transaction or movement posted against it Once confirmation ofa deletion is accepted the data is lost and cannot be retrieved Stock Price Updating Menu option INVENTORY 558 Stock Maintenance The Stock Margin Increase Decrease screen allows you to update cost and pricing details of multiple stock items at once by a percentage or value amount selected by code group or supplier To do this 1 Open the INVENTORY STOCK MAINTENANCE DETAILS tab 2 Click the ADJUST button at the bottom of the screen where the Cost Sell Option fields appear to access the adjustment screen Page 33 a fog Details ie nn a Movement SOH Stack Kit Image Other Price History Code DEMOS EST seh e I Non Stock Item ji Discontinued Redundant Description demosaw and blade hire 5 ar Sa ate mooo St Group JOBEST amp Sa Dine Bey 7 Copy Per Each Inv Desc Grp Weight KtUse Ony P Job Stock Only Stock Related Section Mo WE Quan Margin Cost Sell Options M Last Not Avg Cost Cost 177 7500 Mark up amka Col 5 6 Freight Tas Type GST lnclusive Ave Cot O Marked Up Sell 177 75 ato OOOO E Sell GST 195 53 Keep Disc Show Redu
95. n 0 2 0 02 cece cc cece cece ec eececeeeeees 43 Stock Groups Add anew Group 222 2 e ee eee eee ee ee eee cece ceeeeeeeeeeseeee 43 Stock Groups Delete Modify 2m2memememeeme meme 44 Stock Grids for order entry 2 45 Stock Grid System Settings 2 2 l cece ccc ccc cece cece cee cece ee ceccecceceececceeeeees 45 Stock Grid Inventory Setup 22mmmemmmmee emma imma eeeceseeeeeee 45 Using the Grid in an Order __ 02 2222 ooo ce eee eee eee eee eeeeee 48 Stock Costs Cost Changes __ _ 00 0 8 e cece ee eeeee 50 Stock Costs Screen Descriptions 2 2 cece cece cece ec ccc cee ee cee cecceccececceseeeeees 50 Stock Costs Keep Sells pricing field 52 Stock Costs Processing Changes vicsrcexecusseesudseeevecokdlacde ce esaregiked witbineuensaeanaeed 52 Stock Costs Cost Write DOWN gcc ect thaeoatebecaahohaases iced aloceueatuae sats seemedas 53 DEOCKIC OSES SRE DOIG sss oh ee a ahha hts na Ka et ties eel lets 53 Stock Load from XLS geek arsed het eee ig neil eee eeu eke 54 Main Interface ceesre ereden sieeve e e eden WA 54 AA AA AA E AA AA EA E AA ETE EATA 54 Page 3 Supplier Templates w 2mmmmm ee eee cece eee eeeeeees 54 SELUD BUTON
96. n as data Append New Indicate if the user would like to append any new stock items or just update the existing stock items Map To Supplier Stock Code Indicate if the user would like to map the given stock code to the Supplier Stock Code The program will default the Stock Code of any appended stock item to be equivalent with the Supplier Stock Code NOTE If this Supplier Stock Code already exists as a Stock Code then the program will append a number beginning from 0 to the end of the Stock Code until it finds one unique Keep Sell Price if Unstated Indicate how to handle the situation of a sell price being unstated Either keep the original or overwrite with the sell price as nil Update Standard Cost Tick to update the Standard Cost in this load UD Sup Agreed Purch Price Tick to Update the Set Price in the Stock File Maintenance Supplier Tab Page 55 Append Supplier Line This field references the Stock File Maintenance Supplier Tab If left unticked the system will cross check and edit the Supplier line if the Supplier has already been added to the Supplier Tab If ticked the system will look for any new Suppliers for an existing Stock code and automatically add them into the Stock File Maintenance Supplier Tab Warehouse For clients with multi companies you will be asked to confirm which Warehouse to use for this load Entity Division Company Branch If the current user is of a multi company en
97. n errors would be a missing Company Branch Division or Stock Code amp Stock Group Other than adding missing elements there is very little extra information that can be added in this screen other than a Job No if that is applicable in your industry and a Comment if required Job Numbers while not every client uses the Jobs module if you do use Job numbers and your employees have quoted this at the time of ordering then it will automatically appear in the import load However if they have forgotten to quote one you can select the relevant Job and enter the details in this field Note that if the job you select does not match the Company Branch Division then you will be see a pop up screen advising this and give you the option to keep the selection you have made or change it so that it matches the Jobs default company Information The import details screen is split into 2 sections Purchase Orders the top section shows the details of the file coming through including the Creditor details reference number and the S values of the order It also contains the 3 most important fields needed to complete the process Create Delete Valid Correcting errors or missing elements for this file will change the colour from Red back to normal and must be completed before you can Create a Purchase Order Page 8 pe Stock Purchase Order Import Load Files Awaiting Approval Load Files Purchase Orders Creditor Code Del Address 1
98. n this button will copy all the stock lines and paste them into an excel format This data can then be sorted as required Don t forget you must format the first column in the excel file to be text before you paste the data so that the zero s in the stock codes do not get stripped out e Apply Clicking this button will apply the entered information to the Stock lines in the Inventory Masterfile e Reset Clicking this button will refresh the data from the inventory masterfile Please Note by Resetting you will lose any values that have been stated but not yet applied Suggest applying all known entries first and then choose Reset to refresh if needed Page 51 Stock Costs Keep Sells Pricing Field This tick box is optional and is ticked on an item by item basis By default this field will be un ticked so the current margin is kept and the sell prices determined based on the existing margin being applied to the New Cost This price is then reflected below in the Discount Level table relevant prices change only if discounts have already been set in the masterfile New Cost 1 697 0000 Rates Ex GST Margin 70 00003557 gt Last NotAvg Cost Markup 233333200 J Keep Sells Retail Sell Ex 5 623 3400 Inc 6 185 6700 YA f Leveli 0 0000 5 623 34 Level2 5 0000 5 4217 Level3 10 0000 5 061 01 Level4 15 0000 4 779 94 Level5 20 0000 4 498 67 Level 6 25 0000 4 217 51 By ticking
99. n warehouses is a simple process that can be handled in one of two ways depending on your company procedures For the smaller sites we have a one step process which allows you to Request Dispatch Receive stock for movement between warehouses This option would commonly be used by those Users who have their own store staff couriers who ensure that the goods that are selected are in fact dispatched and delivered to the correct warehouse leaving no need to separate processes The second option is more commonly used in larger sites that prefer to see each step handled and processes individually usually by several people eg 1 person requests the goods another is responsible for pick pack dispatch and another person is responsible at the other end to Receive the goods into the new warehouse The choice of Option will determine which of the Menu selections are required in User Access e Option 1 One Step Process Warehouse Transfers Request amp View Transfers are all that is needed to run this option e Option 2 Three Step Process The expanded Warehouse Transfer process means that Request Dispatch amp Receive will all be needed along with View Transfers Inventory Ledger Cashbook Window Help Warehouse Tranchers 288 Transfer Receive Stock Cost Changes an Despatch a Socktake BE Stock Purchase Order D Stock Onder Receive PO purchase Orders view gpa Search B Manufacture Products Production Scheduling E Manufact
100. ndant The Stock Margin Increase Decrease screen appears next and allows you to dictate which changes are required Page 34 Stock Margin Increase Decrease Update Update Type Cost C Increase C Mark Up C Margin C Sell f Decrease f Set Disc Level i Based on Disc i supplier Group stock Code ALTO Pty Ltd ANY SUPPLIER AWM SUPPLIER BUNNINGS WAREHOUSE IDEAL SUPPLIES LECKYS Lecky s Electrical MANUFACTURE MIDDY S ELECTRICAL SUPPLIES Notify Pry Ltd 1 Select the type of update you want to perform cost mark up margin sell or discount level 2 Select how you want to update these items in the Update Type box Increase Decrease Set or Based on Discount Level 3 Enter the percentage or amount that you want to adjust by 4 Select other update values e The Update Type Based on Disc is only applicable to re setting the Cost parameter of a stock line equal to the value of a particular discount level e Check the Preserve Sell Price option if you want to update cost information without changing the Sell price ie the mark up will be adjusted e If you have made a change that will affect the Sell price of an item the dis counted prices in the discount grid will automatically be recalculated from the new sell price based on the original discount specified for each level e Ifyou do not want the discounted price to change click on the Keep Disc
101. ng details Once they are correct you will notice the line returns to normal colouring When the system is happy that all the mapping is correct it will automatically insert a tick in the VALID field this is an internal function and cannot be done by the user Only Valid files will be able to be completed Files will not be processed as a Purchase Order until the CREATE button has been ticked Awaiting Approval Once files have been loaded from the local server there may be times when you cannot finish the final processes Or you may wish simply to ensure they are loaded into the system so you Page can work on them later In this case once the items are loaded without making any adjustments click on the PROCESS ALL button at the bottom of the screen The system will then recognise that you have actioned the files and will therefore move them into the Awaiting Approval tab This tab will now contain any files awaiting action and from here can be treated the same as a new load and completed when ready Note there are no reminders in the system that you have not processed a file so it is recommended that you check this tab each time you are in the Import screen just in case there are entries there that have been forgotten Processing The Import Files As discussed any missing elements on a file need to be corrected before the file can be fully processed until that time they will remain in RED The most commo
102. not be sold into neg ative figures e Redundant tick only when stock level is O and all Purchase Orders Debtor Orders etc have been processed Once ticked this code will no longer appear in searches unless the show redundant button is ticked each time Page 16 e Bar Code for clients using this function simply click in the empty field then scan the bar code on the relevant stock item The barcode will now appear in this field If left blank barcodes can still be produced by Accrivia however it will be based on the digits and letters of the Debtor Code therefore will not match an official barcode on a product e 2d Bar Code same as above for those items that can carry two codes e Edit Code if required you can edit the stock code all history for this code will transfer to the new code e BC Search provides another search function primarily for Bar Codes e Copy speeds up the entry of a new stock code click on this to copy the basic infor mation and use this to start a new code Perfect for items that are identical except for minor changes eg panel of plasterboard with different widths Change only the items that are different A Stock File Maintenance oja x Details Discount Supplier Movement 30H Stock Kit Image Other Price History Code i INLF EST SEY Edi iw Mon Stock Item Discontinued Redundant Description 375 s 215 4 75 meter panel for ug T BC Sich ep Cate oo
103. nv 009090 No Racin Reference EFT Branch COBDEN Trade Art 0 00 Amount 113 300 00 Fees e000 Commer Cun Var 15 033 32 poet ee er ri a P COBDEN SPIE ee INY 946 710 48 508 006 23 46 710 48 508 028 29 133 333 32 SS hy Total 420 00000 Total 123 333 32 conc MA In the example above 80 000 in USD is being paid off the invoice at an AUD amount of 118 300 with 30 in bank fees resulting in a gain of 15 033 32 between the booked in rate and the payment rate Late Reconciliation Allocating pre payments against Invoices Menu option CREDITORS 77 Reconciliation A Cathe Recent Hore mem niti E W r GOODe D det enm A 000 00 Rekane Fet Das TEA Date Aut Cony Fata eee Creo EII Com Ae Miann mlr TA Bana i Choose the creditor select the payment line and the invoice line then enter the amount being reconciled in the trade currency USD in example Enter the reference and date of the gain loss adj that will be posted into the creditors and the GL Then enter the AUD amount being used in the reconciliation which will give the effective rate the banking institution is applying to the trade Alternatively you can enter the AUD value of the invoice being paid which will also give an effective rate for this transaction Press the RECONCILE button when all values are as required Page 86 DELIVERY SYSTEM OVERVIEW The Delivery System allows for the automatic calc
104. o complete when this is done A new picking slip will now be produced and should be given back to the warehouse to produce the final items Follow procedures to complete when this is done Checking in the INVENTORY MANUFACTURING ORDER VIEW will show the remaining items in the Current screen and the finished items in History Manufacturing Stock Movement Confirmation and tracking of this process can be seen in the STOCK FILE MAINTENANCE screen and clicking on the MOVEMENT TAB The completed kit code 2066KIT will show the details of how many were made when costs and a comment field which lists the Order no along with details of the specific Debtor who requested the product and the invoice number it was charged out on if applicable The Page 111 Reference column will show MANF 3 which means this was a finished manufactured product the number at the end was the Order no Ferset Order Ho 5 Debtor O445RP001 InyNo 230234 Components used in this kit will show similar results however the Quantity fields will be a negative figure as they have reduced the inventory in order to create the new item The reference also changes and will read MANFC 3 the C stands for Consumption and means that this item was a Component of a manufactured item and has been consumed in its manufacture The Comment field will show a slightly different message LA Comment Ponsumed while Manufacturing Item 2UBBEIT on Manufacturing Order Wo 3
105. o handle the buying and selling of Serial stock items the facility is available to handle this from purchasing receiving and selling these items As this nota standard feature you will need to contact Your Accrivia Support Team for assistance in activating this feature Setting Up Serial Items In Stock File Maintenance To mark a stock item as a Serial item tick the Serviceable Item tick box in the top right hand corner of the STOCK FILE MAINTENANCE SCREEN DETAILS TAB For all serial items you will be able to see a list of the current serial numbers in stock by clicking the Serial No tab A Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Warehouse Manufacture Price History Code S E Edit Code Non Stock Item Servicable Item Discontinued Aedundan Type Quanity gusich Stock Group OIL g Description COPEX Per EACH Sa BC Sich Bar Code PO oy Weight ea 2nd Bar Code PO Setting Up Suppliers A change has been made to the system that allows an unlimited number of suppliers to be setup per item previously this was limited to three suppliers To see the supplier s setup for a stock item in the Stock File Maintenance screen 1 Click on the Supplier tab 2 Select a warehouse to see the supplier s setup for that warehouse your usual warehouse will be selected by default 3 If you want to add another supplier insert a new line
106. ock line Click on the Picture button to view its pictures if applicable oS N o p Click on the Movement tab to view all movement for this stock item this is a quick way to find out who is buying this product p Stock Movement for 06RN0540 _ Account Code Reference LNo Date Juan Rate Amount _ Delivery Address 1 CENTRO 071521 q 20 02 2013 10 1 16 11 64 CENTRO SHOPPING CENTRE Stock Code Editing The Code field is how Accrivia identifies a record When you change the Code the system goes through and automatically changes any reference to it to the new code This may take a few moments depending on how much data is in your system To change a code 1 Select the stock item you want to update and click the EDIT CODE button 2 Enter the new code and click hale Save it All transactions linked to the original stock item will now be linked to the new code Page 32 Stock Merging Two Stock Items 1 Select the stock item you want to merge and click the MERGE button All transactions from this stock item will be moved across to the next stock item you select This stock record along with all of its basic details supplier pricing structure etc will be deleted 2 The Stock Item Selection screen will then be shown Locate the item you want the file to be merged with and click OK This is the item that will remain after the merge is com plete Stock Deleting An Item 1 Select the stock ite
107. olumn This New Stock level will be compared with the existing In Stock amount and the variance cal culated e Repeat the above step for all stock lines until the data entry is complete e Check for any stock lines that do not have a new stock amount BATCH TAB e Ifyou have recorded stock levels in a non sequential order either manually or by using a hand held scanner it will be preferable to enter the results via the Batch tab To do this e If using a hand held scanner open the Batch Tab and down load the quantities into this screen or Page 61 e Ifthe quantities have been saved to a file click LOAD and select the file to load or e TO Manually enter the quantities for each stock line type the Stock Code or Barcode fol lowed by a comma and the actual amount in stock Press Enter e Repeat step 3 5 for all stock lines in the Stocktake e Click APPLY to enter these quantities in to the New Stock column of the quantities table This New Stock level will be compared with the existing In Stock amount and the variance cal culated e Click the Reports button and then select the Batch Entry Stock Description report to report on any entries that could not be matched to a stock line in the table Check for any other stock lines that do not have a new stock amount Enter any corrections required and re run this report If you close the screen before clicking APPLY all entries in the Batch tab
108. on choice further criteria options will appear below EG choosing Date Requested will produce a Start amp End date field to narrow results Filter options will be restricted by the Users Access to view warehouses 1 Click on a request to view details in lower grid 2 Ensure Print option is ticked and click ACKNOWLEDGE to send an automated con firmation email to the requesting warehouse and to print a Picking Slip This step changes the Request Step to Acknowledged and allows the originator to see that you are actioning Page 124 the request At this point you could close this screen until the goods are ready to be dis patched Give Picking Slip to warehouse store for pick and pack Store should advise relevant offi cer when items are sent along with relevant dispatch details Once relevant stock has been picked re open the Dispatch screen and open the request Fill out the number of stock items you are actually dispatching for this transfer Back Orders lf the dispatch quantity is less than the required quantity the quantity will appear in RED type and a back order will be created automatically for the remaining quantities The order dispatched will be given a newtransaction reference and the outstanding quantities remain on the original transaction number with the status of BACK ORDER Stock with Multiple Bin Locations If a stock item has more than one location you will be prompted to select which bin stock
109. option This will freeze the calculated value of the discounts offered and Page 35 adjust the Yo discount for each discount level to accommodate the change in the sell price 4 Identify the kind of update you want to perform by clicking on the Supplier Group or Item tab Select the groups or items to which the above changes should be applied Hold down the control key to select multiple groups stock lines 5 Click Do IT to update all selected stock groups stock lines Examples Of Price Updates Update a Stock Group by Cost For this example we will increase the Cost of Stock Group 105 from 4 00 to 4 25 and the sell price will be adjusted accordingly Stock Margin Increase Decrease Update Update Type Preserve Sell Price le Cost C Increase C Mark Up C Margin M cell et 4 250 C Disc Level E C Based on Disc 1a Round Keep Discounts f Decrease E Supplier Group Stock Code 10 mm PLASTERBOARD POWER CABLE GENERAL Building Wires F DATA COMM ETHERNET Converters Repeate POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Circular Armoured POWER CABLE GENERAL Flexible Wires amp C POWER CABLE GENERAL Flexible Wires amp C POWER CABLE SPECIFIC Aerial Conductors POWER CABLE SPECIFIC Mining s Heavy In DATA COMM RACK MOUNT Complete Cabinets Selections used were Update we have used the Update option of Cost Update Type we have elected to Set
110. or each stock code Full details of each tab follow It is advised to enter as much data as possible in all tabs however as the Details tab forms the basis of your stock code ensure all details added here are as accurate as possible Details of what each field represents are listed under a heading for each screen tab name TIP Hold your mouse over each field to view a description in the hints bar at the bottom of the screen SFM Details Tab Fillin all the relevant information in each field The minimum required fields are Code Stock Group Cost Sell Margin or Mark up HEADER FIELDS e Code create a unique code for each product e Description this appears on all documentation e St Group add each product to a specific Stock Group if using this facility e Per enter style this product is sold eg each m2 etc Data entered here is used to deter mine freight charges etc for clients using this facility e Weight Data entered here is used to determine freight charges etc for clients using this facil ity e Non Stock Item used for items to be charged that do not require tracking of stock on hand eg Labour or Delivery charges Purchase Orders cannot be raised for any item with this tick and the item will never appear in a Stocktake e Discontinued tick for any stock item that still has stock but is being discontinued Any item with this tick will be prevented from any further Purchases and can
111. orded Page 21 Depending on the company circumstances Accrivia provides the ability to store multiple Suppliers for the one product Single Entity Australian purchasing The following shows the basic Supplier screen currently used by all single company entities that require only basic recording of products purchased in Australian dollars AY Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Price History Code o 1NLF EST 3 V Non Stock Item Discontinued Redundant Description 375 215x 75 meter panel for ug S BC Sich Dar Cade a St Group JOBEST zl a 2nd Bar Code Copy Per Each Inv Desc Grp v Weight 1 ASUPPLIER O11NLF EST No Supplier Supplier Stock Code Last Update Show Redundant Preferred Supplier While there is the ability to add multiple suppliers for any product the system is set up to recognise that Supplier No 1 is the preferred supplier and will be the one that is selected first Selections can then be over ridden if needed To change the order of suppliers simply enter all of the applicable suppliers as needed then highlight the line you wish to move and right click you will now get an option Move to Click on this then type the line number you wish to move this supplier to By typing 1 in this field you will then move this supplier to the Top spot Warehousing Option For clients with multiple Warehouse sites an extra field a
112. p specific category groups with a short code eg North South CBD etc Description can enter a fuller description to explain the Category code Remove Ctrl Del does not work in this grid To delete a Category the REMOVE button must be used instead Edit Title click to Rename Edit the Category Within the Plaster Industry Categories are normally based on the thickness of the plasterboard mmz Millimetre Press the Insert key to create a new Category line Page 92 A category cannot be removed if it is currently used in the Delivery Zone setup Delivery Create Zones Menu option INVENTORY Delivery Zones _ Zones Delivery zones are setup through the DELIVERY ZONE MAINTENANCE screen which will display a list of list of all Zones set up in the system From this screen you can e Add anew Zone e Edit the title of an existing Zone e Removea Zone For clients using a delivery charged based on the M2 of each item will have already set up individual Categories in the Category Maintenance screen Any Category previously set up will automatically be displayed in the Zone Maintenance screen and values can be added as required Delivery Zone Screen Descriptions YA Delivery Zone Maintenance fo mts Zone Minimum Ex GST Additional Ex GST 25MM i 55 00 380 00 0 BSPEC 0 75 0 80 0 85 1 40 ZONEA 50 00 75 00 0 55 0 60 0 65 1 00 ZONEB 60 00 75 00 0 60 0 65 0 70 1 10 ZONEC 80 00 75 00 0 75
113. ppears showing the relevant warehouse for each supplier A Warehouse column appears in the bottom grid on each line note by default this will usually appear at the far right of the screen and can be dragged over to wherever you would like it to appear Page 22 29 Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Warehouse Manufacture Price History Code 5 E Nor Stock Item 7 Servicable ltem p l Discontinued Redundant Type 1 Quantity zl Se SN Srch Stock Group OIL Description COPE EACH Se BC Srch ie Bar Cade oF Weight a Copy 2nd Bar Cade Warehouse Peis ie MALL r Search Supp Al PLANT No Warehouse Supplier Stock Code 1 ALL WH ATPLANT 210 00 BEETD 0 001 1 MELB ARL 200 00 POIE 0 001 1 PERTH TRUCELINE 263 00 T3100 0 001 06 08 2012 65 5300 The Warehouse Options dropdown selection shows a list of all current warehouses in the system and includes 2 extra options Show All and All Wh SHOW ALL kui SHOW ALL ALL WH O01 LIB ADELAIDE BRISBANE ENGINEER MELE METRO e Show All allows you to see every warehouse defined e All WH allows you to specify a supplier that is able to be used for all warehouses makes them a global supplier Any item with the ALL WH option selected will then show up first in bold on the Stock Order forms with any other suppliers local to that warehous
114. r Expense screen Expense No this would normally be the Purchases account and you may have multiple sales accounts for different types of stock enter the appropriate one for this type of product Sale CR GL Account set this for the specific GL Sales account SOH CR GL Account set this for the Stock on Hand account Internal CR GL Account Suspense Account Internal DR GL Account Suspense Account Job Purchases GL Account if using Jobs module set for Jobs GL account NOTE failure to enter a code into each field or entering an invalid GL code will result in a pop up prompt as a reminder to enter all codes Stock Groups Add A New Group Press the INSERT key or arrow down to create a new line In the Group column enter an identifying code of up to 10 characters Type a description of the group you are adding PE W PP P By double clicking in the column labelled other you can expand your description or make notes relating to this particular stock group 5 Click in the Expense column and select the default Creditor Expense account from the drop list Page 43 6 If running a multi company multi store system and this stock group is used exclusively by one company store click in the Company Store column and select the relevant com pany store from the drop list This column will only be present if running a multi company system 7 Enter the GL acct links appropriate to the Stock Control System you are running
115. ransfers Receive A Warehouse Transfer Receive Destination BRISBANE v Transfers Tx No DebtorOrderNo Source Date Orig Tx No Priority Status Status Updated By Status Updated DT Raised By Raised MELB 20 12 2012 1561 STOCK DISPATCHE ACCRIVIA 20 12 2012 12 23 41 FACCRIVIA 20 127 MELB 20 12 2012 STOCK DISPATCHE ACCRIVIA 20 12 2012 2 13 01 PRACCRIVIA 20 127 MELB 20 12 2012 1563 STOCK DISPATCHE ACCRIVIA 20 12 2012 2 08 46 PRACCRIVIA 207127 Enter Quantities Received Stock Code Descri Bin Quan Requested Quan Dispatched Quan Short Supplied ETA iki 8 8 6 1 22 12 2 HEXAGON 22 12 2012 Date 21712 2012 IV Prit f Receive X Cancel 1 Select the destination warehouse The top grid will show details of Transfers dispatched to your selected destination Page 126 2 Inthe bottom grid confirm the quantities received accounting for any damaged goods or items that were short supplied ay File Costing Creditors Debtors Inventory Ledger Window Help amp C 8 P0 AS Details Discount Supper Movement SOH Stock Kit Image Other Warehouse Price History Code 000375 IE Ede Code Micra NorStock Item x aba Type Quen zi TA Stock Group SENNEBSPAR Wa Description SAFETY RING _ amp BCSich Per EACH Bar Code Weight 0 002 3o 2nd Bar Code a aa SN A A S E STTXS 1574 05 01 2013 MELB STTX 1574 06 01 2013 TRANSIT STTX41574 05 01 2013 MELB STTX 1574 05 01 2013 NSW
116. reditor Invoice 118 Viewing Serial Items Received on a Creditor Invoice 119 Serial Stock Selling Serial Items 119 Warehouse Transfers _ 2 2 20 22 cc cee ccc cece e cece cece ccececcceeccceceeccceceeeeeeeeeeees 121 Warehouse Request 2mmmemmmmemmmmmem mmea nw mme nema imene 122 Warehouse Transfer Dispatch Screen 124 Warehouse Transfer Receive Screen 22 0022 2 eee cece cece cece ee cece ceeeeeeeees 126 Warehouse View Transfer Screen _ 0 22 e cece cece ccc eccceeccceccccececeeceeeeeees 127 Warehouse Shipping Methods 2 m222mmme mme 129 Warehouse Bin Transfers mmmmmamamam mmama 130 Warehouse Transfer Type FM ____ _ 0 0 2 eee cece eee eee eee eee 132 Barcodes Printing Labels 2mmmmemmmmnnmmm 133 FAQ s HOW DO I ala aaan aaa ewes epee sb laa Sadetain cave deed coknede decd bacpeed 134 Page INVENTORY OVERVIEW The INVENTORY STOCK MAINTENANCE screen provides the ability to enter and track all information relating to a stock item Utilising all of the facilities will maximise the benefits w
117. rganiser no dividers blue The system generates a second reference number which matches the original and adds an extension on the end 1 to signify this is related to the original order By viewing the second Reference created by the system for the back order you can see the balance quantities along with the original reference number 9 Purchase Order File Maintenance Select 4 purchase order below Search Text 351685 0 1 C Code Reference Current History pai Find i _ Reference Creditor Division Date Phone JET ETD Comment __ 16124 HAGEM SHELLMAINT 05 03 2009 92433691 16507 HAGE Pl SHELLMAINT 03 06 2009 92433691 351683 0 AMM GLGCONTR 12 09 2013 98394866 Chris stein Ah GLGCONTR 17 09 2013 98394858 Chris 13 BI685 0 1 RUYA GLGCONTR 1770972013 9383948588 Chris 351656 0 AMM GLGCONTR 1770972013 986394666 Chris 4 Purchase Order details _ Stock Code Deserinion ___ Quantiy JE ETA ETD _ Original Reference bc 2025wE HorizontalGPO2gang104mp 2 351685 0 Deleting A File While it would not be common there may be times where you no longer need the incoming file eg the Purchase Order may have already been created manually in the system or you may know that the goods were returned immediately In this instance you can simply import the file then click in the DELETE field to permanently delete the file and all data it contained Page 81 Note files that have been deleted cannot be retrieved data would need to
118. rw 07429 fe No Reach Reference JE FT Branch CORDEN Trade amt 477 000 00 ri 103 550 00 Foes 0 00 Commer Curr Var HULL To enter a pre payment tick the No Recn meaning no reconciliation to occur at this time state the AUD in the Amount field and the trade amount in the Trade Amt field This will calculate back to an exact spot rate which will show in the Curr Conv field Alternatively enter the conversation rate and either of the amount fields to have the system determines the other amount field Enter a payment for goods in a trading currency and allocating the payment The payment screen may also be used to pay invoices with a trade currency Enter the date and reference then key in the amount being paid in trade currency against each of the invoices being paid in the lower grid then enter the AUD amount stated by the institution handling the currency payment and any bank fees stipulated by the institution The gain or loss will show in the Curr Var box This represents the difference in the rate the invoices were booked in at compared to the rate being applied at the time of payment The amount is a debit expense meaning a negative Curr Var is a gain and a positive is a loss Page 85 Payment Adjustment Pasting Na Heme Wi ai Fe Current Addes Fi be WA T 30 60 Daye 846 710 48 Vine mm a BO S0 Days T eae i 90 Days Total Date 1670572009 Tran Type CHO Cun Co
119. s available within the Inventory module Not every site uses or has access to all functions Contact your onsite Accrivia Administrator for permission access Details of each function will be seen through this document however in order to access each user must have tick next to the relevant function in order to see in your menu selections Note each function has a recognisable Icon the most commonly used functions can be saved to your Accrivia toolbar for quick easy access Page 13 W indo Stock Maintenance Groups Warehouse Transfers Search Stock Purchase Order Stock Order Receive Purchase Orders View Shipping Method Stocktake Manufacture Products Production Scheduling Manufacture Products Achieved Manufacturing Order View Scheduled Price Changes Bar Codes Load Stock Cost Changes Stock Item Mod Check Cost Write Down Delivery Zones Grid Setup Colour Sizes Related Topics For details on how to set up User s Access permissions contact your supervisor Details can be found in the Accrivia System Manual PDF Page 14 STOCK MANAGING RECORDS Menu option INVENTORY 888 tock Maintenance All details relating to each stock item is recorded in the Stock File Maintenance SFM screen and this file is then used to draw information used in both the Debtor and Creditor modules Multiple screen tabs relate to different areas and details are listed below Stock Masterfile Information Tabs SC
120. sers then it is simply a matter of adding the exact Debtor code in the appropriate field using the drop down search function and selecting from there will ensure the correct spelling Once a Zone has been set up for a Debtor you will see that it appears in the Delivery Charge popup screen when entering a Debtor Order The Debtors zone will be highlighted by Default however you can change to another Zone if applicable for each order Delivery Charge Select a delivery zone Adding a New Zone Click ADD to create a new Zone Enter the name of the Zone a stock code will be automatically created with this code Enter the M2 rate for each category defined Enter the minimum charge when delivering to this zone a PS YY ES If applicable specify any Additional flat rate charges that apply on top of the calculated delivery charge ie for extra person crane etc 6 Enter the percentage of the delivery amount to be allocated as a cost in order to not over inflate or show profit from delivery Page 94 7 Enter the exact Debtor Code into that field in the grid double click to use the search func tion 8 Click COMMIT to save this entry and create a delivery stock code for this zone 9 When prompted select the Delivery Stock Group and click OK For first time set up you will be asked to select the Stock Group code for each Zone D Stock Group File Maintenance Search Jeee Jooren KOALA MAILS BORAL
121. sing module you will be prompted to select the company and ware house that the Stocktake is applicable 4 Enter the date the Stocktake was completed on Page 60 When opening the Stocktake Adjustment screen a complete Inventory System Check is run and will only allow data entry to commence once it has corrected any errors it identifies Accrivia corrects inventory errors by resetting the stored Stock On Hand value to the movement recorded for the item Please contact the Accrivia Help Desk prior to commencing these procedures if you believe this presents any problems If you are shown a message box with the error The stock items listed have invalid margins not between 99 9999 and 99 9999 you should open the Stock File Maintenance screen for each of the stock codes listed and adjust the Margin or Sell price to ensure that the Margin is between 99 9999 and 99 9999 You will not be allowed into the Stocktake screen until all incorrect margins have been corrected 5 Enter the stock count values in one of two ways MANUAL TAB e Ifyou want to enter stock values directly into the Stocktake screen select the Manual tab then e Ifyou have utilised the Stocktake Sheets select Group as the Ordering Type in the Man ual Tab This will sort the inventory into their respective stock groups thus aligning them with your Stocktake Sheets to simplify data entry e For each stock line enter the actual amount in stock in the New Stock c
122. splayed e Return to the Details Tab to determine the Sell price of this Stock Kit e The Cost field will be disabled as this is now determined from the constituent stock lines e Enter Margins or Mark up as required e Ifapplicable define discount levels for this stock kit as per a normal stock line Page 26 _ Code Description Quan Length Width Depth Loading Total O6RNOS25 P25 Mylon round unit 1000 0 0730 0731017 Plasterboard jointing tape 105 11 6604 OF31449 Plasterboard comice slimline 1 4 7637 11 E5T 358275 4 75 meter panel 23 0000 Auto Ho Auto r Nonmanuf Manufacture Std Total 2753 4971 Ave Total 15 1397 Last Total 19 1074 Setting up a Stock Kit 1 Search the individual components in the stock listing at the top of the screen then click ADD to add them to list on the bottom of the screen updating the final cost as you go 2 Continue adding items until you have all the components 3 Make selections on how you wish this new Stock Kit to be handled at the bottom of the screen e AUTO there are 5 options available to select o No Auto No Automation orders will need to be generated manually o Auto Raise Ask if selected you will be prompted to see if you wish to raise a Purchase Order when this Stock Kit is ordered by a Debtor o Auto Raise if selected a Purchase Order will automatically be raised when this Stock Kit is ordered by a Debtor o Auto Complete Ask
123. st to locate the required stock item 10 Double click to select this stock item to be added to the Transfer Request section at the bottom of the screen or click on the ADD button 11 Add the required Quantity to the Quan Required field at the end of the line 12 Continue to select stock as required 13 Use the REMOVE button to delete any lines from the Request as required 14 Add a Date and ETA date at the bottom of the screen 15 Ensure the PRINT field is selected if required 16 Click on the SEND REC button to finalise the request For clients using the Cartage option a pop up will appear asking for confirmation on the Cartage Vehicle make your selection then click OK to proceed When complete you will receive an Information pop up confirming that the Transfer was successfully received and a confirmation number for the transfer For clients using the One Step Process your stock transfer is now complete and you will see the movement and changes in the Stock File Maintenance screen For clients using the Three Step Process the goods will need to be Dispatched and then Received as per further instructions Related Topics See Warehouse Transfer Dispatch Screen on next page See Warehouse Transfer Receive Screen on page 126 Page 123 Warehouse Transfer Dispatch Screen Menu option INVENTORY Warehouse Transfers Dispatch A Warehouse Transfer Dispatch Transfers Source Warehouse Txo Debtor
124. te BRISBANE 20 12 2012 1561 STOCK DISPATCHE ACCRIVIA 20 12 2012 12 23 41 FAI Acknowledged By Acknowledged Date Dispatched By Dispatched Date Shipping Method Warehouse Details 000011 0 COOL50 205 000193 00027981 00064959 lt S Hold 39 Delete Transfer x Cancel The Status of all Transfers can be filtered and viewed in this screen current and history 1 Select a Transfer from the top grid to view its details in the lower grid 2 Use the filter options on the right of the screen to customise the transfers shown 3 Thestatus of each Transfer will show as e Pending e Acknowledged e Back order e Received Pending Transfers are able to be deleted in this screen Transfers cannot be modified you can however short supply and existing order and raise an additional order for the alternate stock required Page 128 WAREHOUSE SHIPPING METHODS Menu option INVENTORY Mpping Method Commonly used Shipping methods can be recorded in the system which can then be selected in the Warehouse module This feature allows you to record details of freight companies along with specific comments relating to that company example must ring before 2 00pm to ensure pick up Ln Shipping Method Maintenance Type Number Shipping Method Comment i SMITHS AIR collects at 10 00am daily 2 G0 FAST FREIGHT local freight collects 3 00pm daily interstate collects 10 00 arm e New Freight comp
125. ted e Reorder Level the minimum required on hand before a new order is required e Reorder Quantity the minimum quantity required eg box qty or pack order quan tities will take into account this figure and determine the total items needed based on this increment As an example while you may only need 16 items the system knows that you need to increase the order to 20 to allow for the pack quantity The system will automatically take this into account when generating the Purchase Order e On PO the quantity already on order on previous Purchase Orders Related Topics Page 67 See Purchase Orders Creating New Stock Orders below See Purchase Orders Creating Non Stock Orders below Purchase Orders Creating New Stock Orders 1 Enter the required stock code in the Search Text or use the screens search facilities to locate it in the table 2 Enter the quantity you want to order for this stock line If this is less than a pack quantity when you place this order the quantity will be automatically adjusted up to the quantity required to make up a pack 3 Click STORE to store the details of this stock order against its supplier on the Purchase Order Tab 4 Repeat steps 2 to 4 for any other stock lines you need to order 5 Open the Purchase Order Tab and select a supplier from the creditor list to view details of the proposed purchase orders PO for this supplier 6 Youcan enter a cover note for this PO in the
126. tems he purchases e The top left grid is view only and provides a snap shot of information from the Details screen e Inthe top row of the discount grid enter the percentage for each discount level 1 6 eg 10 10 Level 1 is traditionally left blank therefore represents the sell price with no discount at all The total discount received will be the sum of the normal discount plus the additional discount Ja Stock File Maintenance Details Discount Supplier Movement SOH Stock Kit Image Other Frice History Cost 266 63 Company co NT ARACT l Special End 3 01 2013 Margin 50 Code OTINLF EST j Prom No i Sell 533 25 Description 375 K 219575 meter panel Special Sell Inc 275 00 Tel REST Level 1 Level 2 Level 3 Level 4 Level 5 Level E volume Discount 90000 10 0000 25 0000 ooooof 00000 47 4993 1 0 0000 399 94 533 25 533 25 279 96 of 00g00 0 00 0 00 0 00 0 00 0 00 o 0 0000 0 00 0 00 0 00 0 00 0 00 of 0 0000 0 00 0 00 0 00 0 00 0 00 of 0 0000 0 00 0 00 0 00 0 00 0 00 Page 19 It is not critical to utilise all six discount levels If no discount is defined for a particular stock item then the item will be sold at the retail price If no discount is defined for a particular discount level the debtor will receive the stock at the price of the previous level Discount Grid Formats Enter Discount Individual Total Gross Margin Discount 5 Money Made GST
127. tity then the list of companies will be displayed for user selection The user selection is saved as a reference to what companies stock should be affected Load When pressed all of the data from the current selected excel document will be read into the corresponding tables Page 56 Template Interface 5 Stock Price load from XLS Template Controls Name Library Use Field Hamed As Use Field Code Code Standard Cost Description E P Freight Per UOM E PO Cost Rebate Scalar 2 Sell Weight Do Sell 2 Location PO Sell 3 Stock Group Do Sell 4 Supplier Sell 5 Supplier Stock Code P Sell E Supplier Agreed Cost P Superceded Frm Re Order Level H pO Superceded Snd Re Order Huan E P Job Section Number P Duty Rate Supplier 2 AA Tarti Name Give the Template a name Library The user can select from the list of templates and make alterations to them as required It is important to note that the DEFAULT template cannot be deleted or changed Fields These are the default fields representing those from the DStock table that will be updated with the data loaded when the user presses the LOAD button Use Field Page 57 This is for selecting from the group of fields which will be required for this template Enter a tick into the each of fields you wish to use Named As Enter the name that will be used on the main interface for the field selected Controls These buttons allow the user
128. to record extra data e In Stock Desp d Field 1 shows current qty of goods in stock based on current transactions Page 25 Field 2 shows the qty of goods ready for despatch on order e Reorder Level Quan Field 1 enter the quantity at which automatic re ordering should occur Field 2 enter the actual Quantity to be ordered at that time e Supp Sell Pack Qty Field 1 enter the number of goods within the Suppliers pack Field 2 enter the number of goods within your Sell pack e Purchase Per enter the type of quantity eg Each M2 etc e On PO details will appear with the amount of goods already in the Purchase Order module e Min Ord Quan enter the minimum quantity required by the Supplier e Location if using enter the warehouse bin location where goods are located e Auto PO if ticked a Purchase Order will automatically be generated whenever a Debtor Order is produced for this item e Last Stock Take the system will automatically enter the date of the last stock take for this item SFM Stock Kit Tab Stock items that are assembled using other stock items can be set up as a Kit which allows you to select the individual items and group together to give a revised costing and allows for automatic stock adjustments e lf appropriate enter a loading for each stock line to allow for handling wastage e The stock kit will be updated with each entry and the total cost price of the kit will be di
129. to specific machines or processing areas who would then organize the work to suit current production schedules Production Scheduling would need to be activated for this to work Scheduled amp Sequence No apply only to Production Scheduling Customer Code amp Customer Order No data entered here when the item relates specifically to a customer s order This field will be auto filled if the order is generated directly from a Debtor Order On Order confirms how many we are going to make on this order Manufacturing Completing An Order Menu option INVENTORY Manufacture Products Achieved 9 Manufacture Products Achieved rece fame Search Options Filter on production schedule Search E fe Dider No Manul Machine Complete Ater C Ongmal Order No i Touch Screen Select the Manufachee Order Number to View the Dak Die Manat 77 _ OrderNo Stock Code Description Dae Company Oric L No Quan Length M Achiev mio Prin Competed Pant Altered Fem Non Stock PO Suppress POrd Specific Search amp Filter options are available by selecting in the relevant field at the top of the screen Page 109 Once the item has been assembled the picking slip should be returned to the operator so that the details can be entered into the system which will then update all stock items Details in the grid are View only and come direct from the original entry The only active column in the top grid
130. tock Posting Creditor Invoice Once a serial item has been received in the Creditor Invoice is processed in the same way as per usual Completing the creditor invoice will update the supplier code and purchase reference stored against the serial item It will also update the supplier information shown on the relevant unit Page 118 NOTE Serial items CAN NOT be invoiced through the Creditor Invoice screen UNTIL they have been received through the Purchase Order Receive screen first A message will be shown when you attempt to load an un received purchase order that includes serial stock items Viewing Serial Items Received on a Creditor Invoice The serial items received on a creditor invoice can be viewed by going to the CREDITOR FILE MAINTENANCE screen Postings tab selecting the relevant invoice and clicking the Stock tab The grid on the right hand side shows the associated serial numbers A Creditor File Maintenance Te Details Options Contact Details Notes Totals Postings Standing Invoices Contractor Changes Log Creditor Name PAPE SS atit Rae Fe a Tp Transactions Details Stock _ Stock Code Description Stock Code SerialNo 4 La HAIBICAANE Pe nc O h HAECRANE HAIB 1 HAIBCRANE HAIB 2 _ HAIBCRANE HAIB 3 Serial Stock Selling Serial Items When selecting a serial item in the Debtor Order screen when you click the ADD button you will be prompted to select the serial item you are s
131. tor Code PO Send To Fax x EFT Fax 37644833 000000 Message REMITTANCE GMCKAY Show POS Show Del Date Regd Downloading Files From FTP Server Once all the System Settings are added you will see a new option in the Inventory selections Stock Purchase Order Import Clicking on this option will automatically initiate a search of the server to see if there are any new files that have been uploaded by the Supplier If files are found then they will be downloaded direct into the Local Destination folder Progress messages will be displayed while this process is ongoing Once the files have been imported from the FTP site they are deleted and can no longer be accessed or downloaded again There is no limitations as to how often you download files from the FTP site it will happen whenever you open the Stock Purchase Order Import screen Any downloaded items will remain in the Local Destination folder until you action them Note the Import screen will remain blank until such time as you Load the files from the local server Page 5 Loading Files From The Local Server Now that the incoming files have been downloaded to the Local server they can be worked on either one at a time or you can grab the entire list in one go to load all the files into the system Click on the LOAD FILES button at the top of the screen which will present you with the Document folder where the downloaded files have been saved
132. try stock grid can be set up for speedy entry with the Debtor Order screen Once set up it allows for immediate selection of allcommonly used products on a job without having to manually type in each stock code Ideal in the building industry for example where each house being built in an estate has the same requirements in terms of stock items and the only thing to alter is the quantity Thought should be taken when setting up the grid for the first time as the order it is entered will determine how it appears on the order screen and on the printed document when a picking slip is generated Thinking in terms of which items the storeman would collect first to assemble an order will assist in the order of how you set the grid up Stock Grid System Settings In order to add stock to the grid go to FILE SYSTEM SETTINGS Debtor tab and puta tick in Use Grid Order Form Save then restart your Accrivia system Grid Order Form Ww Use Grid Order Form Decimal Place on Grid W Print Grid Orders Use Single Grid Stock Grid Inventory Setup Menu name Inventory 919 Setup JA Grid Form Setup Grid Fittings Assembly Misc Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 O11NLF EST Stock Codes O11NLF EST O13CSB EST O17CTP EST O6RNO525 O6RNO540 The idea of a grid is to speed up not just the ordering process but also the pick and pack process for storemen To use this function effecti
133. ulation of delivery charges based on the total M2 to be delivered When delivery is added to an order a delivery charge will be calculated by multiplying the M2 quantity by the corresponding rate for the delivery category and zone selected Delivery Categories allow you to specify that different groups of product attract a higher delivery charge per M2 For example 16MM board weighs more and so you can fit less on your load than the same M2 of 10MM board due to the heavier nature of the larger board it is also harder to handle and load so 16MM board may attract a higher rate to cover the cost of handling that product Each inventory stock group containing M2 items must be assigned a delivery category and all M2 stock items within that group will attract a delivery charge at the rate for that category It is possible to leave the delivery category blank however this will mean the Minimum delivery fee will be charged instead which may not cover the actual cost of delivering these goods Delivery Zones are also established to specify a minimum delivery charge for each delivery area If the calculated delivery amount M2 x rate falls short of the minimum delivery charge the minimum charge will apply Once the calculated delivery amount exceeds the minimum delivery charge the calculated charge will apply Additional Charges Often with in the one Delivery Zone there may be extra charges for crane lift or an additional person
134. ult date at the top of the screen it is simply a time saving option which will automatically enter this date into every code where you enter a Manufacturing Quantity very handy when entering multiple codes Department use drop down to change the default Page 107 WH the Warehouse will default to the same as the Department as a rule use drop down to change the default Screen Column descriptions Stock code Description as set up in the Masterfile In Stock total of items currently in stock for the warehouse selected note negative figures will show in RED On PO shows quantity of any stock coming in either from a manufacturing process or a Purchase order from a supplier Reserved quantity of items requested by customers Cost base cost of the item from the master screen Supplier list the name of the supplier used if this item can be purchases pre assembled There may be times when time demands are such that assembly is not possible and a purchase order has to be issued Contractor in some cases you may employ a 3rd party to do the actual assembly eg you would supply them all of the products and they would assemble the kit off site for an agreed fee This would then generate a Non Stock Purchase Order to the Contractor to send with the goods Company shows the stock figures based on the Warehouse selection Manufacture Quan enter the number of kits that you want assembled Required Date
135. ure Products achieved 2E Manufacturing Order View 0 Bar Codes NOTE The highlighted menu options above require Access permission Each User will need to turn on user access for these functions Users will need to contact Your Accrivia Support Team once you determine which option you wish to work with System settings will then be adjusted accordingly Page 121 While to a User it will appear that the screens appear the same no matter which Option they choose and cosmetically this is true you will find that once we have set your System Settings correctly the system will automatically know what to do behind the scenes example e If Option 1is chosen then the system knows to handle the Request Dispatch Receive behind the scenes without further entries e If Option 2 is chosen then the system knows that once a Request is entered it will store the information in the Dispatch and Receive screens knowing that further processing will be required Warehouse Request Menu option INVENTORY Warehouse Transfers Esl Request A feature of the Warehouse Request in V10 1 allows for a single step transfer of stock whereby the stock is automatically sent from the source and received in at the receiving warehouse immediately upon the warehouse request being finalised JA Warehouse Transfer Request fo E lt Source MELB Transfer Type CUST ORDER Comment Destination INTHMELB Shipping Method Shipping Comment a
136. used enter the number of labels used Your barcodes will be printed from the next available label To select stock items requiring barcodes click on the first line of the table or press the Insert key to create a newline Double click in the blank field in the STOCK CODE column to access the Stock line Selec tion screen Select the required stock line and click OK or leave the search text blank and click OK to select the serial stock number for the required stock line Enter the quantity of barcodes required for each stock line To remove a stock line from the table select it then press CTRL DELETE and click OK When all required stock lines have been selected load the barcode labels into the printer Click PRINT to print the barcode labels Page 133 FAQ S HOW DO I See Stock Create New Stock Items on page 15 See Stock Search for Stock Codes on page 30 See Stock Deleting an Item on page 33 See Purchase Orders Creating New Stock Orders on page 68 See Purchase Orders Receiving Stock on page 70 Page 134
137. used and made Used most commonly when a customer order is filled on the spot so you already know the correct quantities and this ensures that the stock adjustments are made Can also be helpful if stock is usually kept on the shelf as it organizes an order to replenish the stock you have just sold e Non Manuf When using this function just to Assemble kits this field should be changed to Manufacture which ensures that once complete we will end up with 2066KIT as a finished stock item and that all the component balances are reduced accordingly Honkd anut Non Manulac w Manufacture Hon Manufacture k Manufacturing Manufacture Products Set Up Menu option INVENTORY Manufacture Products Selecting this options opens the Request for Manufacture screen This screen will allow the entry of Multiple entries which will produce an individual Order for each stock code selected The only restriction being that each Order selected must have the same Department and Warehouse selection Fill in each field as described Header fields Search Text allows you to use standard search functions to find the relevant code Defaulting Date Each Stock code has a screen column call Required date which allows the entry of a date that the item is actually required which is dictated by the needs of Debtor Orders or other internal needs that require this item be completed before other processes can proceed By entering a Defa
138. vely you should enter the stock into the Grid in the same order that it should be picked and packed onto a vehicle eg enter the large plasterboard sheets first and leave the lightweight things till the end so they can be packed on the top of the load Page 45 It is recommended that you take time initially to determine exactly what stock codes headings and titles you need and exactly what order they should appear before setting up your grid New codes can be added to your grid at any time The screen starts with several tabs across the top with the generic names of Page 1 9 starting with Grid This is where the main stock information is loaded starting with 2 different Headings then the 8 different sizes most commonly used in the plasterboard industry Click inside each field to rename Double clicking on each tab allows you to rename them to suit your requirements see above we have changed tab 2 to be Fittings and tab 3 to be Assembly etc Add stock to a Grid To add stock codes to the relevant fields locate the stock code from the list on the right then drag and drop it into the correct field Follow the same procedure to add stock to each tab Click APPLY when complete Additional entries can be made at any time To delete an item in the Stock Grid open the grid highlight the stock code and click on the DELETE button on your keyboard then the button to save the line change Click on Apply to update the Grid

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