Sage Accpac Inventory Control Getting Started Guide

Sage Accpac Inventory Control Getting Started Guide
.
SAGE ACCPAC
Sage Accpac ERP™
Inventory Control 5.5A
Getting Started
Sage Accpac International, Inc. Confidential
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©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package. Sage Accpac International, Inc. Confidential
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Contents
Chapter 1: Introducing Inventory Control
Inventory Control Features ...................................................... 1–1
Tailor Inventory Control to Your Business
.................................... 1–1
Maintain Detailed and Accurate Inventory Information
........................ 1–3
Take Advantage of Flexible Transaction Entry ................................. 1–5
Produce Comprehensive Accounting and Management Information ............. 1–6
Protect the Integrity of Your Data
Use Multicurrency Accounting
Integrating with Other Programs
............................................ 1–7
.............................................. 1–7
................................................ 1–8
Inventory Control Documentation
.............................................. 1–10
How to Use the Getting Started Guide ....................................... 1–10
The User Guide
........................................................... 1–11
Online Documentation ..................................................... 1–11
Where To Now? ............................................................... 1–12
Chapter 2: What You Need to Know Before Setting Up
Inventory Control
Overview of Inventory Control Setup
............................................ 2–1
Steps in Inventory Control Setup................................................. 2–2
Choosing Inventory Control Options ............................................. 2–3
Company Information
Processing Options
...................................................... 2–3
......................................................... 2–4
Item Number Options...................................................... 2–19
Document Numbering Options ............................................. 2–20
Costing Options ........................................................... 2–21
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Choosing G/L Integration Options .............................................. 2–24
Options on the Integration Tab ............................................. 2–25
Options on the Transactions Tab for Specifying the Description, Reference, and Comments for G/L Transactions .................................... 2–30
Planning Your Item Numbers .................................................. 2–33
Tips for Designing Item Number Formats
...................................
2–35
Defining Item Number Formats ................................................ 2–36
Setting Up Segments
......................................................
2–36
Setting Up Item Structures ................................................. 2–37
Adding Segment Codes .................................................... 2–39
Summary of the Rules for Item Numbers .................................... 2–40
Sorting Order for Item Numbers ............................................ 2–41
Entering Inventory Control Setup Information ................................... 2–42
Setting Up Account Sets
...................................................
2–42
.....................................................
2–54
......................................................
2–57
Setting Up Categories
Setting Up Locations
Setting Up Price Lists ...................................................... 2–59
Adding Units of Measure .................................................. 2–63
Adding Weight Units of Measure ........................................... 2–65
Assigning Optional Fields
.................................................
2–66
Setting Up Inventory Item Records ............................................. 2–69
Adding Inventory Items ................................................... 2–71
Assigning Items to Locations ............................................... 2–77
Adding Items to Price Lists
................................................
2–79
Adding Manufacturers’ Item Numbers ...................................... 2–83
Adding Customer Item Numbers ........................................... 2–83
Adding Bills of Material
...................................................
2–84
Adding Kitting Items ...................................................... 2–88
Adding Vendor Information
...............................................
2–89
Adding Reorder Information ............................................... 2–89
Setting Up Contract Pricing ................................................ 2–92
Importing and Exporting Inventory Control Records ............................. 2–93
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Entering Current and Historical Data
........................................... 2–95
Entering Current Item Quantities and Costs .................................. 2–96
Entering Sales Statistics for Current and Previous Years ....................... 2–96
Entering Transaction Statistics for Current and Previous Years ................. 2–96
Using Multicurrency Accounting in Inventory Control ............................ 2–97
Where To Now? ............................................................... 2–98
Chapter 3: Setting Up Your Inventory Control System
Before You Begin ............................................................... 3–1
Using Inventory Control with an Internet Browser
................................ 3–2
Access Restrictions to Inventory Control ...................................... 3–2
Overview of Inventory Control Setup
While You Work
............................................ 3–3
............................................................... 3–3
Steps for Setting Up Inventory Control
....................................... 3–4
Guideposts to Inventory Control Information
................................. 3–5
Setting Up an Inventory Control System .......................................... 3–7
Step 1: Gather Data from Your Present Inventory Control System ............... 3–7
Step 2: Add Inventory Accounts to Your Chart of Accounts
.................... 3–9
Step 3: Add Tax, Currency, and Security Information for Inventory Control in Common Services ....................................................... 3–9
Step 4: Select Inventory Control Options
.................................... 3–10
Step 5: Select General Ledger Integration Options ............................ 3–25
Step 6: Add Inventory Control Records...................................... 3–33
Step 7: Add Inventory Item Records
........................................ 3–65
Step 8: Add Items to Locations and Add Location Details ..................... 3–77
Step 9: Assigning Items to Price Lists ........................................ 3–86
Step 10: Assign Vendors to Items (Optional) ................................. 3–95
Step 11: Set up Contract Pricing (Optional)
Step 12: Add Bills of Material (Optional)
.................................. 3–97
...................................3–100
Step 13: Add Kitting Items (Optional) ......................................3–104
Step 14: Add Manufacturers’ Items (Optional)
..............................3–107
Step 15: Add Customer Item Numbers (Optional) ...........................3–108
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Step 16: Add Reorder Information (Optional)............................... 3–109
Step 17: Add Current Item Quantities and Costs ............................ 3–113
Step 18: Add Sales Statistics (Optional)
....................................
3–117
Step 19: Add Transaction Statistics (Optional) .............................. 3–119
Where To Now?
.............................................................
3–121
Appendix A: Setup Checklist
Inventory Control Setup Checklist ...............................................A–1
Printing the Setup Checklist
....................................................A–2
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This chapter introduces you to Sage Accpac Inventory Control. It describes important features of the program, discusses how Inventory Control integrates with other applications, and suggests how to use the Inventory Control manuals to learn about the system. Inventory Control Features
Inventory Control maintains detailed perpetual inventory records and produces reports to help manage your stock effectively. Regardless of the size and complexity of your business, you can adapt Inventory Control to meet your needs. You can use Inventory Control by itself or as part of an integrated system with other Sage Accpac accounting applications. You can also transfer Inventory Control data to and from spreadsheet and database programs. Use Inventory
Control through a
browser or from
the Sage Accpac
desktop
You can access your Inventory Control data using the Sage Accpac desktop or through your Internet browser. All Inventory Control data entry forms are designed to enable users at remote locations to enter and view transaction data using a browser. The rest of this section describes some of the tasks you can accomplish using Inventory Control. Tailor Inventory Control to Your Business
Sage Accpac Inventory Control easily handles the requirements of your existing inventory system and offers many flexible features you can use to improve your inventory management. Getting Started
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1–1
Introducing I/C
Chapter 1
Introducing Inventory Control
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Inventory Control Features
You can: 1–2
•
Set up any number of account sets to assign to inventory items, specifying the costing method to use and the general ledger balance sheet accounts to post for item transactions. •
Automatically assign all items to all inventory locations or specify the items you permit at individual locations. •
Identify physical inventory locations, where goods are sold, and logical inventory locations, such as goods‐in‐transit locations. •
Use an unlimited number of inventory categories to classify your inventory items for reporting, pricing, and accounting purposes, and to specify the revenue and expense general ledger accounts to use for items in each category. •
Take advantage of flexible item‐number formatting to assign item numbers of up to 24 characters, with up to ten segments. Validate segments in item numbers. •
Create several different inventory number formats (called item structures) to ensure that all your item numbers use the formats that you want to use. •
Use the items wizard to simplify the process of adding new items to inventory. •
Create multilevel bills of material where component items are subassemblies with their own component items. •
Group items for special promotions and sell them as single kitting items. •
Add alternate item numbers for the items in your inventory so you can also use manufacturers’ bar codes (or UPC and ISBN codes) for entering transactions in Inventory Control, Order Entry, or Purchase Orders. •
Add the item numbers that your customers use, to make entering transactions in Order Entry even easier. Sage Accpac Inventory Control
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•
Set up as many units of measure and conversion factors as you need for all the ways in which you purchase, stock or sell individual items. •
Add all of the weight units of measure and conversion factors for your inventory items. Weights are automatically converted to the default weight unit of measure to provide estimated order weights in Order Entry and Purchase Orders. •
Set up as many price lists as you need, such as for the regions, sales types, or currencies you use in your inventory control system. Easily copy items from one price list to another and update prices and costs for a range of items in a single step. •
Set up pricing for individual customers based initially on category code or item number. You can then price by: −
−
−
−
−
−
−
−
Quantity or weight Customer type Single or multiple units of measure Discount percentage Discount amount Cost plus a fixed amount Cost plus a percentage Fixed amount (only for pricing by item number). •
Choose how Order Entry responds to price changes — with an error message, a warning, or a request for approval. •
Add an unlimited number of optional fields to transactions to keep track of specialized information for your company. Maintain Detailed and Accurate Inventory Information
Inventory Control features help you keep complete and precise inventory records, letting you: •
Keep detailed records for each item in your inventory, including cost, markup factor, discount or markup rates, desired minimum and maximum quantities, supplier information, and more. Getting Started
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1–3
Introducing I/C
Inventory Control Features
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Inventory Control Features
•
Keep unit costs, prices, and conversion factors in up to six decimal places, and keep quantities in up to four decimal places. •
Use manufacturers’ item numbers (such as UPC bar codes) for ordering and handling inventory. •
View the last cost for purchasing an inventory item. •
Receive non‐stock items in both Inventory Control and Purchase Orders with vendor costing information updated. •
Maintain costs by location. •
Update inventory quantities immediately when shipment, receipt, return, or usage transactions are posted in Inventory Control, Order Entry, or Purchase Orders. •
Optionally perform item costing during day end processing or when goods are purchased, received, or transferred, and when you assemble or disassemble master items or post adjustments. Inventory Control also lets you update item history and statistics when you cost items or during day end processing. 1–4
•
Set up reorder criteria based on item quantities at all locations, or on item quantities at each location. •
Print detailed worksheets for recording physical inventory counts, and then reconcile your counts with the figures kept for your system by Inventory Control. •
Accumulate transaction statistics and sales and returns statistics by your choice of up to 52 periods and for as many fiscal or calendar years as you need. •
Assign an unlimited number of serial numbers to shipped items, and record serial numbers on returned items. Keep serial number information on hand until you choose to delete it. •
Record up to nine vendors (suppliers) from whom you purchase each inventory item. Sage Accpac Inventory Control
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•
Use options to record receipts and shipments of items by fractions of their units of measure, and ship items before you have posted the receipts for them, even when it results in negative inventory levels online. Take Advantage of Flexible Transaction Entry
Inventory Control includes six separate transaction‐entry forms to let you: •
Quickly enter transactions by type, as well as assign security to identify the operators who can enter each type of transaction. Inventory Control separately manages the following kinds of transactions: −
Receipts −
Shipments −
Internal Usage −
Adjustments −
Transfers −
Assemblies •
Post transactions immediately after entry or save them for later editing and batch posting. •
Record returns and adjustments directly on posted receipts, rather than as separate adjustments. •
Optionally record customer numbers on shipments, select price lists, and enter as many serial numbers for each item line as you need. •
Post internal usage transactions to remove items from inventory for use in your business and record the General Ledger account entries for the transaction (debiting an asset or expense account). •
Automatically record fixed assets entries in the Sage Fixed Assets system (FAS) when taking items out of inventory for internal use. Getting Started
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1–5
Introducing I/C
Inventory Control Features
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Inventory Control Features
•
Transfer inventory directly and immediately between locations, or transfer goods via goods‐in‐transit locations to reflect more accurately the process of moving goods between locations. •
Process multiple transit receipts against a single intercompany transfer. •
Adjust item costs and quantities as needed. •
Automatically process adjustments to write off item costs, write off item quantities, or reset costs for existing quantities. •
Post assemblies and disassemblies of master items with online checking of component availability and full accounting details of each assembly. •
Drill down to any inventory transaction from the posted or open general ledger entry. •
Drill down to originating Project and Job Costing transactions from shipments, internal usage transactions, and adjustments. Produce Comprehensive Accounting and Management
Information
Inventory Control provides a full range of options and reports to supply you with complete and timely accounting and management information, including: 1–6
•
Transaction drilldown from inquiry screens to the source transactions in the Inventory Control, Order Entry, Purchase Orders, or Project and Job Costing modules. •
Detailed posting journals by transaction type to list the key information you need to track transactions from entry to posting to your general ledger. •
Up‐to‐the‐minute reports of item quantities to let you analyze item performance and identify overstocked or slow‐moving items, and items you need to order. Sage Accpac Inventory Control
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•
Flexible costing, with six costing methods that include accurate and complete LIFO and FIFO costing. •
Your choice of the amount of detail in general ledger transactions, keeping full detail or using one of two consolidation methods. •
Current reports of all your Inventory Control records, price lists, and inventory levels. •
Analytical reports that let you analyze your item prices and identify unprofitable products, as well as items with unusually low or high profit margins. Protect the Integrity of Your Data
Inventory Control helps you avoid problems with your data in several ways: •
You cannot delete items with quantities on hand, on purchase order, or on sales order, or which are master items in a bill of material or kit. •
You cannot delete categories and account sets that are assigned to items, or locations that have item details. •
You can assign password security to specify the users who can enter or view your inventory transactions, costing information, and other data. Use Multicurrency Accounting
Inventory Control lets you process transactions in any of the currencies you use in your Sage Accpac system. You can: •
Create separate price lists by currency. •
Receive goods in any currency and record additional costs on a receipt in source or functional currency. Getting Started
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1–7
Introducing I/C
Inventory Control Features
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Integrating with Other Programs
•
Display exchange rates automatically during transaction entry, then accept or change the displayed rates, as needed. •
Print key reports either in the functional currency or in the source currencies in which you posted the transactions. •
Print the Markup Analysis report by a specific currency and exchange rate. Integrating with Other Programs
You can use Inventory Control by itself or as part of an integrated system with other Sage Accpac accounting applications. You can also transfer Inventory Control data to and from spreadsheet and database programs using the import and export facilities. You can integrate Inventory Control with the following Sage Accpac applications: General Ledger. Inventory Control can create a general ledger batch directly in General Ledger, or create a batch that is ready to import to General Ledger at another site. How you create batches is up to you: •
You can choose to create general ledger batches automatically during posting or day‐end processing (and optionally post them in General Ledger), or create the batches yourself when you are ready. •
You can post transactions to the General Ledger in consolidated form or with full details. •
You can specify the transaction information that you want to include in reference, description, and comment fields for each transaction sent to the general ledger. You can select General Ledger account numbers from the Finder in Inventory Control. You can override the General Ledger account‐
number segments (except the account segment) by location. 1–8
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Finally, you can drill down to any Inventory Control transaction from the open or posted transaction in General Ledger (as long as you keep the original transaction in Inventory Control). Order Entry. Inventory Control displays item numbers you can select for Order Entry transactions, and provides Order Entry with item information, including descriptions, costing information, price lists, contract pricing, alternate manufacturers’ and customers’ item numbers, sales bundles (kits), and General Ledger sales accounts and returns accounts. Orders and invoices posted in O/E update item costs, quantities on hand and on sales order, statistics, transaction history, and serial numbers in Inventory Control item records. Purchase Orders. You can select Inventory Control item numbers and look up item descriptions and costs while entering purchase requisitions and purchase orders. You can also automatically generate purchase orders from Inventory Control reorder quantities. Purchase orders immediately update quantities on purchase order in Inventory Control item, and Purchase Orders receipts and returns update costs, quantities, statistics, and transaction history in Inventory Control item records. Project and Job Costing. Inventory Control manages material usage and material returns for the Project and Job Costing module. When you post a material usage or material return transaction in Project and Job Costing, the program sends a transaction to Inventory Control specifying the work‐in‐progress account to be adjusted. When you run Day End in Inventory Control, it calculates item costs using the costing method specified in each item record (unless you cost items during posting), and creates journal entries debiting the work in progress account and crediting the inventory control account for material usage. Accounts Payable. Inventory Control provides Accounts Payable vendor numbers and currency information (in multicurrency Getting Started
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Introducing I/C
Integrating with Other Programs
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Inventory Control Documentation
ledgers) when you add item records and vendor details, and when you enter inventory receipts. Accounts Receivable. You can select Accounts Receivable customer information from Finders while adding customer details or entering shipments in Inventory Control. Sage Fixed Assets (FAS). Automatically transfer fixed assets entries to the Sage Fixed Assets system (FAS) when taking items out of inventory for internal use. Inventory Control Documentation
The Sage Accpac ERP DVD includes the Getting Started guide and the User Guide in Adobe PDF format, as well the Update Notice and readme file for this version of Inventory Control. You can optionally install the Getting Started guide, the User Guide, and the Update Notice on Sage Accpac ERP servers and workstations when you install the Inventory Control module, and you can open them from the Help menu on the Sage Accpac ERP desktop. How to Use the Getting Started Guide
This Getting Started guide explains how to set up Inventory Control. To install Sage Accpac applications and set up your printer, follow the instructions in the System Manager Administrator Guide. In addition to Chapter 1, the Getting Started guide contains the following chapters: Chapter 2, What You Need to Know Before Setting Up Inventory
Control, tells you how to set up inventory control to take full advantage of the program’s features and meet your company’s current and future needs. Chapter 3, Setting Up Your Inventory Control System, guides you through setting up Inventory Control to meet the unique needs of 1–10
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your company, and transferring your current inventory control data to your new system. Appendix A, Setup Checklist, explains how to use the Inventory Control Setup Checklist when setting up Inventory Control. The Index contains an alphabetical listing of topics in this guide, with corresponding page‐number references. The User Guide
The Inventory Control User Guide provides an overview of Inventory Control processing, and describes daily and periodic processing and maintenance procedures. It also lists the main features in Inventory Control reports. The appendixes in the Inventory Control User Guide contain technical information and provide information about importing and exporting. Turn to the User Guide once you have finished setting up Inventory Control. Online Documentation
When you install Inventory Control, you also install the following Inventory Control online documents: •
README.wri, ICTECHINFO.wri, FORMS.wri, and IC‐SETUP.pdf files in the \Sage Accpac\DOCS\IC55AENG directory. README contains specialized information about the program, and describes any program changes that occurred after the manual was finished. ICTECHINFO contains technical information, such as a list of all the database tables in the Inventory Control program, the Getting Started
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Introducing I/C
Inventory Control Documentation
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Where To Now?
Inventory Control fields you can import and export, and database or report changes. FORMS lists the fields, field lengths, and descriptions you can include when customizing forms to print bin/shelf labels and item labels. IC-SETUP is a two‐page checklist that lists the steps for setting up the Inventory Control program. •
The Inventory Control Update Notice, Getting Started Guide and User Guide if you choose to install Documents during Inventory Control installation. You can choose the Inventory Control readme file and manuals from the Help menu on the Sage Accpac Desktop. Where To Now?
Install and activate Sage Accpac ERP applications by following the instructions in the System Manager Administrator Guide. If you have already installed Inventory Control, we suggest you read Chapter 2 in this manual, “What You Need to Know Before Setting Up Inventory Control.” When you are ready to set up the Inventory Control system, follow the instructions in Chapter 3, “Setting Up Your Inventory Control System,” in this manual. If you are new to Sage Accpac ERP, try the exercises for Inventory Control in the Sage Accpac Workbook before you begin using Inventory Control with your own data. You can find the Sage Accpac Workbook in the Docs directory on the Sage Accpac ERP DVD. You can also choose it from the Help menu on the Sage Accpac ERP Desktop: Help > Online Documentation > System Manager > Workbook
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Overview of Inventory Control Setup
............................................ 2–1
Steps in Inventory Control Setup................................................. 2–2
Choosing Inventory Control Options ............................................. 2–3
Company Information
Processing Options
...................................................... 2–3
......................................................... 2–4
Using Multicurrency Accounting ......................................... 2–6
Allowing Transactions That Use Fractional Quantities ...................... 2–6
Allowing Every Inventory Item at All Storage Locations .................... 2–7
Allowing Transactions Resulting in Negative Quantities .................... 2–9
Allowing Receipt of Non‐stock Items
..................................... 2–9
Keeping Transaction History for Reporting ................................ 2–9
Prompting to Delete Transaction Details During Posting ................... 2–10
Using Only Defined Units of Measure
................................... 2–11
Using Alternate Cost Fields ............................................. 2–12
Defining a Default Unit of Weight for Inventory Items..................... 2–13
Handling Additional Costs on Receipt Returns
........................... 2–14
Specifying a Default Goods‐In‐Transit Inventory Location ................. 2–15
Specifying a Default Posting Date
....................................... 2–16
Accumulating Item Statistics for Reporting ............................... 2–17
Item Number Options...................................................... 2–19
Defining Segments for Item Numbers .................................... 2–20
Document Numbering Options ............................................. 2–20
Costing Options ........................................................... 2–21
Costing Items During Transaction Posting or During Day End Processing ... 2–22
Create Subledger Transactions and Audit Information During Posting or Day End Processing.............................................. 2–23
Getting Started
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Before
Setting Up
Chapter 2
What You Need to Know
Before Setting Up Inventory Control
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Choosing G/L Integration Options .............................................. 2–24
Options on the Integration Tab ............................................. 2–25
Choosing When to Create G/L Transactions .............................. 2–25
Printing General Ledger Transactions ................................... 2–26
Choosing How and Where to Create G/L Transactions .................... 2–27
Choosing Consolidation Options for General Ledger Transactions
.........
2–28
Assigning Different Source Codes to General Ledger Transactions ......... 2–30
Options on the Transactions Tab for Specifying the Description, Reference, and Comments for G/L Transactions .................................... 2–30
Choosing Original I/C Transaction Information for the G/L Entries ......... 2–31
Planning Your Item Numbers .................................................. 2–33
Tips for Designing Item Number Formats
...................................
2–35
Defining Item Number Formats ................................................ 2–36
Setting Up Segments
......................................................
2–36
Setting Up Item Structures ................................................. 2–37
Adding Segment Codes .................................................... 2–39
Summary of the Rules for Item Numbers .................................... 2–40
Sorting Order for Item Numbers ............................................ 2–41
Entering Inventory Control Setup Information ................................... 2–42
Setting Up Account Sets
...................................................
2–42
Costing Methods ...................................................... 2–46
Setting Up Categories
Setting Up Locations
.....................................................
2–54
......................................................
2–57
Setting Up Price Lists ...................................................... 2–59
Defining Price Lists .................................................... 2–61
Adding Units of Measure .................................................. 2–63
Adding Weight Units of Measure ........................................... 2–65
Assigning Optional Fields
.................................................
2–66
Optional Field Settings ................................................. 2–68
Setting Up Inventory Item Records ............................................. 2–69
Adding Inventory Items ................................................... 2–71
Non‐stock Items ....................................................... 2–75
Items with Serial Numbers ............................................. 2–75
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Alternate Items ........................................................ 2–76
Assigning Items to Locations
............................................... 2–77
Adding Manufacturers’ Item Numbers
Adding Customer Item Numbers
...................................... 2–83
........................................... 2–83
Adding Bills of Material .................................................... 2–84
Assembling Master Items from Bills of Material ........................... 2–86
Adding Kitting Items
...................................................... 2–88
Adding Vendor Information ................................................ 2–89
Adding Reorder Information
............................................... 2–89
Setting Up Contract Pricing ................................................. 2–92
Importing and Exporting Inventory Control Records
Entering Current and Historical Data
............................. 2–93
........................................... 2–95
Entering Current Item Quantities and Costs .................................. 2–96
Entering Sales Statistics for Current and Previous Years ....................... 2–96
Entering Transaction Statistics for Current and Previous Years ................. 2–96
Using Multicurrency Accounting in Inventory Control ............................ 2–97
Where To Now? ............................................................... 2–98
Getting Started
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Before
Setting Up
Adding Items to Price Lists ................................................. 2–79
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This chapter provides an overview of the steps for setting up a Sage Accpac Inventory Control system, and explains the options you can select and data you need to add during setup. Read this chapter
before setting up
Inventory Control
Read this chapter before setting up Inventory Control. It will help you create a system that takes full advantage of Inventory Control’s features and meets your company’s current and future needs. After reading this chapter, follow the instructions in Chapter 3, “Setting Up Your Inventory Control System.” For information about running Inventory Control to process daily transactions, see the User Guide. Overview of Inventory Control Setup
Install and set up
the Sage Accpac
System Manager
first
Before you can begin Inventory Control setup, do the following: 1.
Install the Sage Accpac System Manager, General Ledger (if you have it), and Inventory Control programs. 2.
Create a company database and select company‐wide options in Common Services. 3.
If required, add information about the currencies used in your inventory control system. If you have General Ledger, set it up before setting up Inventory Control. The chart on the next page outlines the steps you take to set up an Inventory Control system. Getting Started
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2–1
Before
Setting Up
Chapter 2
What You Need to Know
Before Setting Up Inventory Control
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Steps in Inventory Control Setup
Steps in Inventory Control Setup
Prepare Sage Accpac System
Manager for your Inventory
Control data
•
•
•
•
•
Create your Inventory Control
data
•
Install System Manager and Inventory Control
Create the company profile in Common Services
If needed, add tax information and currencies for
Inventory Control
Add inventory accounts to your general ledger chart of
accounts
Activate Inventory Control
•
Use the I/C Options form to choose how your Inventory
Control system will operate
Use the G/L Integration form to specify general ledger
integration information
Design coding schemes for your Inventory Control
records
Add records and print corresponding reports for:
− Segment codes
− Categories
(optional)
− Inventory locations
− Item structures
− Units of measure
− Account sets
− Weight units of measure
− Price list codes
− Optional fields
Add inventory items
•
•
•
•
•
•
•
•
•
•
•
Add item records
Add location details for items
Assign items to price lists and add pricing information
Add manufacturers’ item numbers (optional)
Add customer item numbers (optional)
Add bills of material (optional)
Add kitting items (optional)
Add vendor details (optional)
Add reorder information (optional)
Add contract pricing (optional)
Add current item quantities and costs
Add inventory statistics
•
•
Add sales statistics (optional)
Add transaction statistics (optional)
•
•
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Choosing Inventory Control Options
Choosing Inventory Control Options
The processing options that you choose with the I/C Options form determine how your Inventory Control system operates and the types of data that it stores and displays. These processing options also affect how Order Entry and Purchase Orders process data, if you also use those programs. You can also use the Options form after setup to review your entries and, if necessary, change them. This section explains the effects of the choices you make in the I/C Options form, presenting topics in their order of appearance. The options are briefly mentioned again in sections that discuss records and operations that are affected by the options you choose. Once you are ready to set up Inventory Control, follow the instructions in Chapter 3, “Setting Up Your Inventory Control System.” Company Information
You keep and update most company information using the Company Profile feature in Common Services. However, you can also store the name of an Inventory Control contact person or position, and enter their telephone and fax numbers on the Company tab of the I/C Options form. The Company tab also displays the name and address entered for the company in Common Services. To change the company name and address, use the Company Profile form in Common Services. Getting Started
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Before
Setting Up
Once you have activated Inventory Control, your first task is to use the I/C Options form to specify the Inventory Control processing options that you want to use with your company. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing Inventory Control Options
Processing Options
Use the Processing tab in the I/C Options form to record whether your Inventory Control system: •
Uses multicurrency accounting. •
Allows transactions that use a fractional quantity of an inventory item. •
Allows all inventory items to be stored at all inventory locations. •
Allows transactions that cause negative inventory quantities. •
Allows receipt of non‐stock items. •
Saves transaction history to a file for reporting. •
Prompts you to delete individual transactions immediately after posting if you do not want to save transaction information. •
Allows only the units of measure assigned to each inventory item. •
Prorates additional costs assigned to goods being returned over the remaining goods on the receipt, or leaves the additional cost assigned to the items being returned. •
Saves and allows editing of item statistics (transaction statistics and sales statistics). You also use the Processing tab to define the following: •
Sage Accpac
Order Entry tax
calculations base
2–4
Names for two alternate cost fields as you want them to appear in the Location Details form. You can store costs in these fields which you can then print on Inventory Control reports. Order Entry can use the alternate cost fields as the base for tax calculations. (Order Entry uses the tax base you specify in Tax Services.) Sage Accpac Inventory Control
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Choosing Inventory Control Options
•
The default unit of weight, such as pounds or kilograms, that appears when you enter the weight for one stocking unit of an inventory item in item records. Sage Accpac
Order Entry weight
UOM
If you integrate Inventory Control with Sage Accpac Order Entry, the weight unit of measure is used by Order Entry to estimate the total weight of an order, for shipping purposes. Sage Accpac
Purchase Orders
weight UOM
If you integrate Inventory Control with Sage Accpac Purchase Orders, the weight unit of measure can be used by Purchase Orders to allocate additional charges by weight to items on orders. You can change the default weight unit of measure at any time. •
The default goods‐in‐transit location for transfers between inventory locations. A goods‐in‐transit location is a virtual location where you store goods while they are in transit. This allows you to more closely match the transfer process, where goods may be on trucks or in transit for days or weeks at a time. •
The method for choosing the default posting date for transactions entered in Inventory Control. This option lets you choose which date the program displays by default for the Posting Date when you enter receipt, shipment, internal usage, adjustment, transfer, and assembly transactions. You can choose from two dates: the document date or the session date. Also see Inventory Control Costing Options. They have a large impact on transaction processing in Inventory Control, Order Entry, and Purchase Orders. Getting Started
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Before
Setting Up
Inventory Control lets you define as many weight units of measure as you need for your inventory records. You must define weight units of measure before you can select a default. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing Inventory Control Options
Using Multicurrency Accounting
Multicurrency
ledgers
Turning on
multicurrency
accounting
You can set up an Inventory Control system that lets you process and report receipt transactions, and set up price lists for items in all the currencies used by your company. To use more than one currency in Inventory Control, turn on the Multicurrency option on the Processing tab in the I/C Options form. You can turn on this option only if you have already turned on the Multicurrency option for the company in Common Services. When you turn on the Multicurrency option, you also specify a default rate type, such as spot rate, for converting source‐currency amounts in transactions to their functional‐currency equivalents. Mixing
multicurrency and
single-currency
applications
You can use a multicurrency or single‐currency Inventory Control system with a multicurrency or single‐currency Order Entry or Purchase Orders system, although it makes more sense for all modules to use either multicurrency or single‐currency accounting. For example, if Accounts Receivable and Order Entry use multicurrency accounting, but Inventory Control is single‐currency, you will only be able to maintain price lists in one currency. You can select the Multicurrency option at any time, but, once you select the option, you cannot change Inventory Control back to a single‐currency ledger. See “Using Multicurrency Accounting in Inventory Control,” near the end of this chapter for a summary of the steps for setting up a multicurrency ledger. Allowing Transactions That Use Fractional Quantities
If you allow transactions that use fractional quantities (such as 0.5 dozen) in your present inventory control system, you can choose the Allow Fractional Quantities option on the Processing tab of the I/C Options form to use up to four decimal places in quantities in Sage Accpac ERP. 2–6
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Choosing Inventory Control Options
Using fractional
quantities
You can select the Allow Fractional Quantities option at any time, but, once you select the option, it cannot be changed. Instead of using the smallest unit (such as ounces) as the stocking unit, use a larger stocking unit (such as pounds), and fractional quantities for amounts of less than a pound. Fractional quantity
BOMs
You must select the Allow Fractional Quantities option before creating BOMs that will include fractional quantities. Do not select
fractional
quantities unless
you need them
If you do not intend to enter any transactions that use fractional quantities, you can simplify transaction entry by not selecting the Allow Fractional Quantities option. This means you do not have to enter decimal places for quantities, and it means that unnecessary decimal places do not appear on reports. Allowing Every Inventory Item at All Storage Locations
If your company stores inventory at more than one location (for example, at warehouses in different regions), you can set up the Inventory Control system to manage items at multiple locations. After you enter all your inventory items and set up all the locations in Inventory Control, you need to specify which items are stored at each location before you can start entering transactions. There are two ways you can do this: •
Specify which item or group of items can be stored at each location. •
Permit every inventory item to be stored at all locations. Getting Started
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Before
Setting Up
Fractional quantities are useful if your inventory includes homogeneous items. (Homogeneous items are those with identical elements which can be broken down into multiple, smaller units, such as oil or grain.) These items can require a wide range of units of measure. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing Inventory Control Options
Is “All Locations”
best for you?
If your company has only one location, or it does not need to restrict any items from being stored at any locations, you can save time setting up your Inventory Control system by permitting every item at all locations. This allows you to start entering transactions right away involving any item at any location. (Transactions include receipts, shipments, returns, transfers, adjustments, and assemblies.) “All Locations”
turned off
If you do not turn on the Allow Items At All Locations option, then before you can enter transactions for an item at a location you must use either the Location Details form or the Locations form to assign the item to the location. Allowing every
item at all
locations
To allow every inventory item at all storage locations, select the Allow Items At All Locations option on the Processing tab of the I/C Options form. You can turn the Allow Items At All Locations option off or on at any time. (When you install the Inventory Control program, this option is automatically selected.) How it works
The program shows an item to be stocked at a location only after you enter the first transaction (such as a receipt) involving the item at that location. If you stock the item at more than one location, the item appears on reports and in forms only at locations for which a transaction has been entered (even though the item is allowed to be stocked at any location). For example, only after you enter the first transaction for an item at a location does the item appear in the Location Details form or report for that location. For more information on how to specify which item or group of items can be stored at a location, see “Assigning Items to Locations,” later in this chapter. 2–8
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Choosing Inventory Control Options
Allowing Transactions Resulting in Negative Quantities
Allowing negative
quantities
To allow transactions which result in negative inventory levels, select the Allow Negative Inventory Levels option on the Processing tab of the I/C Options form. For example, negative quantities can result from timing problems when you enter shipments for items before entering their receipts. In this situation, your computer’s inventory figures do not match the physical inventory. If for any reason you do not want inventory levels to go below zero, do not select the Allow Negative Inventory Levels option. You can turn the Allow Negative Inventory Levels option on or off at any time. Allowing Receipt of Non-stock Items
This setting lets you order and receive special items for which you do not maintain an inventory quantity, and update the item’s vendor costing information. (The setting is used by Inventory Control, Order Entry, and Purchase Orders.) Non‐stock items are usually services or specially ordered items which are not normally kept in inventory. Inventory Control does not maintain quantities and costs for non‐
stock items, and non‐stock items must use the user‐specified costing method, (described under “Costing Methods” in this chapter). Additionally, you cannot enter assemblies for non‐stock items. Keeping Transaction History for Reporting
Inventory Control can keep the detailed transaction records when you post so you can later print the Transaction History report. The Getting Started
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Before
Setting Up
If you allow transactions that cause an item’s “on hand” quantity to go below zero in your present inventory control system, you can set up your Inventory Control system to do the same. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing Inventory Control Options
Transaction History report lists all transactions posted for items assigned to the account sets you select within a specified period. To save transaction history for reporting, select the Keep Transaction History option on the Processing tab in the I/C Options form. Note: This setting does not affect drilldown. Inventory Control automatically saves transaction history for drilldown purposes each time you post transactions unless you specifically delete transactions after posting. See “Prompt to Delete During Posting” for more information. Turning the Keep
Transaction History
option on and off
You can turn the Keep Transaction History option on or off at any time. If you turn it off after you have used it, Inventory Control immediately stops saving transaction history, although it retains those records already collected until you clear (delete) them, using the Clear History form. If you turn the option on again, there will be a gap in the collected information corresponding to the period when the option was not used. You can export transaction history to other databases or to spreadsheets for further analysis. If you do not save transaction history, nothing is reported in the Transaction History report. Maintaining
transaction history
Saving transaction history uses a large amount of storage space on your computer, so you should turn this option on only when needed. To avoid wasting space on your computer, use the Clear History form to clear (delete) transaction history regularly. If you turn the Keep Transaction History option on, and then off without clearing transaction history, there will be a gap in the history records, making the information incomplete. Prompting to Delete Transaction Details During Posting
This option lets you delete individual transactions immediately after posting if you do not want to save transaction information. 2–10
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Choosing Inventory Control Options
Most installations do not use this option. If you delete transactions during posting, you will not be able to view posted transactions in Inventory Control or drill down to them from General Ledger. •
To delete transaction information when posting individual transactions, you must select the option Prompt To Delete During Posting, then choose Yes during transaction posting when the program prompts you to delete. •
If you want to keep all transaction information, make sure that you turn off this option. If you turn off the option, the program will not prompt you during posting, although you can still delete transaction information using the Clear History form. This option is not
active if you have
Serialized Inventory
or Lot Tracking
Note: If you are using Serialized Inventory or Lot Tracking, Inventory Control will not prompt you to delete transaction details after posting, even if you choose the “Prompt To Delete During Posting” option. Also note that if you use the Post Transactions form to post groups of transactions, you will not have the option to delete during posting. Using Only Defined Units of Measure
Inventory Control lets you define all of the buying, stocking, and selling units of measure that you require for inventory items using the Units form in the Setup folder, and set up default conversion factors between each of the units. •
If you choose the Only Use… setting, you can only add inventory units of measure to inventory item records that you have already defined in the Units setup form. •
If you do not choose this setting, you can specify any units of measure for new inventory items — whether or not they have been added to Inventory Control. Getting Started
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Before
Setting Up
You will not be
able to drill down
if you delete
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Choosing Inventory Control Options
You may want to leave this option unselected if you use a basic list of units for most of your items, but have some records that use a completely different set of units of measure. Note: This option only affects new inventory items or new units of measure that you add to existing items. If you turn on this option, it will have no effect on existing items unless you add new units of measure to item records. Using Alternate Cost Fields
You can create two alternate cost fields to use in Inventory Control, and in Sage Accpac Order Entry and Purchase Orders, if you use them with Inventory Control. Creating alternate
cost fields
You create alternate cost fields by entering meaningful names (up to ten characters long) into the Alternate Amount 1 Name and the Alternate Amount 2 Name fields on the Processing tab in the I/C Options form. For example, you could assign the name “Landed” to one of the alternate cost fields to indicate the nature of the amount it contains. Names for alternate amounts can contain upper‐ or lowercase letters, numbers, blanks, symbols (such as @ and #), and punctuation marks (such as ? and !). Using alternate
cost fields in I/C
Alternate costs have several uses in Inventory Control: •
They appear with the names you assign to them on the Location Details form, where you can edit the amounts. This lets you show (for example) different Landed costs at different locations throughout the country. 2–12
•
You can use them as the base for discount pricing, where you can mark up an alternate cost by percentages or by amounts. •
They appear on and are used by the following Inventory Control reports: Sage Accpac Inventory Control
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Choosing Inventory Control Options
Location Details
−
Markup Analysis
−
Item Status
−
Selling Price/Margin Analysis
Order Entry and Purchase Orders use alternate costs as the basis for tax calculations when taxes are charged on costs, if you select an alternate cost as the tax base for the tax authorities. Use the Tax Authorities form in Tax Services to select an alternate cost as the tax base for a tax authority. Defining a Default Unit of Weight for Inventory Items
The default weight unit of measure is the basic or standard unit that you use for measuring the weight of your inventory items — such as pounds or kilograms. You can change the unit of measure for individual items in Inventory Control, but this setting is also used by Order Entry and Purchase Orders as the weight unit of measure for orders. Estimated total
weight in Order
Entry
•
If you use Sage Accpac Order Entry, then Order Entry uses the weights in inventory item records to estimate the total weight of each order in the unit of weight you specify here. You can use the estimated total weight of an order to calculate the cost of shipping the order. Weight UOM for
purchase orders
•
If you use Sage Accpac Purchase Orders, then Purchase Orders can use the weights in inventory records to prorate (distribute) additional costs on orders. Inventory Control lets you create as many weight units of measure as you need for your inventory items — such as tons, pounds, ounces, or grams. When you add new unit weights in the Weight Unit Of Measure form, you must also specify the conversion factor to the default weight unit of measure, so Order Entry and Purchase orders can calculate the total order weight in the default weight unit of measure. Getting Started
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Before
Setting Up
Cost tax base for
Order Entry and
Purchase Orders
−
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Choosing Inventory Control Options
Note: The conversion factor of the default weight unit of measure must be 1. For example, assume the default weight unit of measure is pounds and you have units of measure for pounds, kilograms, and tons. The weight units of measure will look like this: Weight UOM
Weight Conversion
1 in Default Weight UOM
pounds
kilograms
tons
1.000000
2.200000
2,000.000000
1.0000 pound
0.4545 kilograms
0.0005 tons
Defining a weight
unit of measure
You specify the default weight unit of measure in the Default Weight Unit Of Measure field on the Processing tab in the I/C Options form. Changing units
To change the default weight unit of measure, you must: 1.
Delete the default weight unit of measure from the Options form. 2.
Change the conversion factors of each unit of measure in the Weight Units Of Measure form to specify conversion to the new default unit of measure (which is now 1). 3.
Choose the new default weight unit of measure in the Options form. Handling Additional Costs on Receipt Returns
If you post a receipt return transaction to record the return of goods to suppliers, the program can either automatically prorate any additional cost assigned to the goods being returned over the remaining goods on the receipt, or leave the additional cost assigned to the goods being returned. (Freight charges and duty charges are two examples of additional costs.) 2–14
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Choosing Inventory Control Options
•
To have the program prorate the additional cost on receipt returns to the remaining items on the receipt, select Prorate for the Additional Cost For Items On Receipt Returns option on the Processing tab. Leaving additional
cost
•
To have the program leave the additional cost assigned to the goods being returned, select Leave for this option. Use the Adjustments form if you want to reassign to another general ledger account the additional cost that was assigned to the items being returned. You can change the option at any time, and you can override your choice for this option when entering receipt returns using the Receipts form. If you return all of the items on a receipt, you must use the Adjustments form if you want to reassign to another general ledger account the additional cost that was specified on the receipt. For information about returning goods from incomplete receipts, see “Processing Receipts,” in Chapter 2 of the User Guide. Specifying a Default Goods-In-Transit Inventory Location
A goods‐in‐transit location is a virtual inventory location where you store goods while they are in transit between your inventory locations. This allows you to more closely match the transfer process, where goods may be on trucks or in transit for days or weeks at a time. Each time you transfer goods between inventory locations, you can choose to transfer goods: •
Directly (and immediately) to the destination location. •
To a goods‐in‐transit location, and then to the destination location when the goods eventually arrive. Goods are moved to the GIT location first, and then they are received (in whole or part) at the destination location. This means that goods Getting Started
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Before
Setting Up
Prorating
additional cost
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Choosing Inventory Control Options
can travel on different trucks and be received in separate lots. It also means that goods can stay in transit indefinitely. Logical inventory
locations
Inventory Control provides two types of inventory locations — logical and physical. •
Logical locations cannot ship or receive goods. They can only be used as goods‐in‐transit locations. •
Physical locations can receive and ship goods. You can also use them as goods‐in‐transit locations if you want. A goods‐in‐transit location is treated just like any other inventory location, so you can print reports to check the items in transit. Specifying a Default Posting Date
This option lets you choose which date the program displays by default for the Posting Date when you enter receipt, shipment, internal usage, adjustment, transfer, and assembly transactions. You can choose from two settings: •
Document/Transaction Date. Select this choice if you usually want the posting date and fiscal period to match the document date. If you choose this setting, the program will automatically change the default Posting Date if you change the date in the Receipt Date, Shipment Date, Transfer Date, Assembly Date, Adjustment Date, or Internal Usage Date field. •
Session Date. Select this choice if you usually want the posting date and fiscal period to match the current session date (specified when you started Sage Accpac ERP). If you choose this setting, the program keeps the session date as the default posting date even if you change the document date. 2–16
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Choosing Inventory Control Options
The Posting Date lets you to specify the date when a document/ transaction is posted to General Ledger. The Fiscal Year and Period are based on the Posting Date. Accumulating Item Statistics for Reporting
Inventory Control can save item statistics from transactions posted for your inventory items, and display this information or print it on the Sales Statistics and Transaction Statistics reports. You can print the statistics for an item by period and year, as far back as the oldest year and period for which you keep this information. You can also edit the statistics. To save item statistics for display and reporting, select the Keep Item Statistics option on the Processing tab in the I/C Options form. You also select whether to accumulate the statistics by fiscal year or calendar year. Turning the Keep
Item Statistics
option on and off
You can turn the Keep Item Statistics option on or off at any time. If you turn it off, Inventory Control immediately stops saving statistics, although it retains those already collected until you clear (delete) them using the Clear History form. If you turn the option on again, there will be a gap in the collected information corresponding to the period when the option was not used. Options for
organizing
statistics
On the Processing tab in the I/C Options form, you also specify: •
Whether to allow editing of the statistics you choose to keep (select the Allow Edit Of Statistics option). This option is especially useful when you set up Inventory Control. •
Whether to accumulate and report the statistics by fiscal year or calendar year (select the Accumulate By option). Getting Started
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Before
Setting Up
If you have a multicurrency system, currency revaluation also uses posting dates to select open documents for revaluation purposes and makes sure that revaluation adjustments are posted to General Ledger in the correct fiscal year/period. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing Inventory Control Options
If you keep statistics by calendar year, the first statistical period begins with January 1. If you keep statistics by fiscal year, the first statistical period begins on the first date in your company’s fiscal year. •
Changing the
method of
reporting statistics
The type of period by which the statistics are totaled and reported — weekly (Sunday=day 1), seven days (beginning on the first day of the week in your fiscal or calendar year), bi‐
weekly (Sunday=day 1), four weeks, monthly, bi‐monthly, quarterly, semi‐annually, annually, or fiscal period (if you select Fiscal Year for the Accumulate By option). You can change the type of year and period by which Inventory Control reports statistics, but if you do, you will not be able to compare new period figures directly to figures in past periods. For example, suppose that you begin with quarterly reporting, posting these totals in the first three quarters: Periods
Totals
1
2
3
4
500
300
600
0
If you then switch to monthly reporting, the totals from the first three quarters then become the totals for the first three months, causing incorrect figures for the first nine months: Periods
Totals
1
2
3
4
5
6
500
300
600
0
0
0
7
8
9
10
11
12
0
0
0
0
0
0
If you need to change the type of year or period by which Inventory Control reports statistics, you should either do so after the fiscal or calendar year‐end, or edit the statistics for the earlier periods in the year to correct distortions. Reviewing statistics
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Use the Transaction Statistics and Sales Statistics forms to display the statistics. Sage Accpac Inventory Control
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Choosing Inventory Control Options
Editing statistics
Normally, you do not need to change statistics, because they are updated automatically and accurately each time you run Day End Processing. Before
Setting Up
However, if you set up your Inventory Control system partway through a fiscal year, you may want to use the Allow Edit Of Statistics option so that you can enter sales figures for previous periods of the current year or for previous years. Use the Sales Statistics form to edit the statistics. Reports The Sales Statistics and Transaction Statistics reports will be blank if you do not turn on the Keep Item Statistics option. For more information about the Transaction Statistics and Sales Statistics reports, see Chapter 7, “Reports,” in the User Guide. Item Number Options
Item numbers are the numbers you assign to your inventory items so you can identify, organize, and sort them in the order you want for reports and lists. Inventory Control provides as much flexibility as possible when setting up your inventory numbering system, allowing you to use as many different numbering systems as you require within the same inventory system, and letting you add item number aliases using manufacturers’ item numbers. Generally, you follow these steps to set up item numbers: 1.
In the I/C Options form, define all of the item number segments that you plan to use in all of your item numbers. For example, your inventory might have the following two item numbering systems that require four different item number segments: D12‐MTR‐4LR Three segments: category, item type, model. 3497387295 Single segment identifying the specific item. Getting Started
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Choosing Inventory Control Options
2.
Use the Item Structures form to define the item structures used for each item number format in your inventory system. The example in step 1 shows two item structures. 3.
Use the Segment Codes form to specify the acceptable codes for segments that you want to validate (such as the inventory category, department, etc.). Once you add inventory item records, you can add alias item numbers, such as manufacturerʹs item numbers (commonly the bar codes on items) and customer item numbers. Generally, you can enter manufacturers’ or customer item numbers in any field where you can enter an inventory item number to display or add item information. Defining Segments for Item Numbers
In Inventory Control, an item number can consist of up to ten parts, called segments. You use item segments to organize inventory items by common attributes such as item category, style, color, or size. You can also use them to set up different numbering systems for different inventory areas. On many reports, you can specify the segment of an item number by which you want reports sorted. Where to define
segments
Use the Items tab on the I/C Options form to record the item number segments you define for your Inventory Control system. For more information on item segments, see “Planning Your Item Numbers” and “Defining Item Number Formats,” later in this chapter. Document Numbering Options
Inventory Control assigns a unique number to each document you add to the system — shipments, receipts, returns, transfers, internal usage transactions, adjustments, assemblies, and disassemblies. The number that the program assigns is a combination of a prefix you use to identify the transaction type and a number that Inventory 2–20
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Choosing Inventory Control Options
Control assigns sequentially. You specify all the prefixes and the starting sequence numbers on the Documents tab. Note: If you do not want to use the automatically assigned numbers, you can enter any document numbers you want when you add transactions. Remember, though, that each document number must be unique. Multiple
adjustments
for inventory
reconciliation
When you run Post Inventory Reconciliation, you specify one document number for the inventory adjustment. However, if the number of items adjusted is greater than 100, I/C will create multiple adjustments, and the reconciliation will add ‐2, ‐3, ‐4 etc. to the end of the document number (for every 100 items) to avoid creating duplicate adjustments. (Note that this is a rare occurrence.) Next day-end
number
The documents tab also displays the next day‐end number that the program will assign. Costing Options
The I/C Options Costing tab provides two options that let you: •
Specify when the Inventory Control module should cost inventory — either each time you post an inventory transaction or only when you run Day End Processing. •
Specify when the Inventory Control module should create sub‐
ledger and audit information. Note: These settings have a large impact on how Sage Accpac ERP handles inventory transactions. They apply to all inventory transactions created in Inventory Control, Order Entry, and Purchase Orders. Getting Started
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Choosing Inventory Control Options
For example: •
If you cost inventory during posting, sales order posting and purchase order posting will take longer. •
If you create sub‐ledger batches during posting, you may also create and post A/R invoice batches with each O/E invoice and A/P invoice batches with each purchase order invoice. You can change these options after setting up Inventory Control, with the following caution. •
You can switch from costing during posting to costing during day end processing at any time. •
Before switching to costing during posting, you must run Day End Processing to make sure that you complete item costing and to make sure that all G/L transactions have been created properly. Costing Items During Transaction Posting or During Day End Processing
This inventory option lets you choose whether to cost items as soon as transactions are posted, or at day end by running Day End Processing. 2–22
•
If you cost inventory items at posting, every shipment, receipt, and transfer will update item costs. This also means that posting transactions from the Order Entry and Purchase Orders modules (shipments and receipts) will take a little longer. •
If you process a lot of transactions, you may choose to update costs at day end—especially if you also create G/L transactions when items are costed. •
This setting also limits when Inventory Control can create transactions for the G/L. See details below for the next option. Sage Accpac Inventory Control
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Choosing Inventory Control Options
Note: If performance is an issue, you should do item costing In either case, Inventory Control updates inventory counts when you post transactions, so you always know your inventory levels. Create Subledger Transactions and Audit Information During Posting or
Day End Processing
If you select the costing option to cost items during posting, you can also choose when to create subledger transactions and audit information — during posting or when you run Day End Processing. If you select the costing option to cost inventory items during Day End Processing, the program will also create subledger transactions then (unless you choose the option in the G/L Integration form to create G/L transactions using the Create G/L Batch icon). You will not be able to choose the “During Posting” option. Note: Like the Cost Items… option, this setting lets you choose between processing speed and keeping your inventory data up‐to‐date. If you want to speed up order processing, you should create subledger transactions and audit information when you run Day End Processing (or create general ledger batches using the Create G/L Batch icon). In any case, Inventory Control updates inventory counts when you post transactions, so you always know your inventory levels. Getting Started
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when you run Day End Processing, and you should use the Create G/L Batch icon to create general ledger transactions. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing G/L Integration Options
Using Inventory Control 5.5A with Serialized Inventory or Lot Tracking
Note: If you are using Serialized Inventory or Lot Tracking with Inventory Control 5.5A: •
You must create subledger batches and audit information at the same time that you cost inventory. Both settings must either be During Posting or During Day End Processing. •
You cannot create and post G/L batches during I/C transaction posting. If you want to post batches automatically, you should create batches during day end processing. Choosing G/L Integration Options
Inventory Control produces general ledger transactions from most of the inventory transactions that you post. Each general ledger transaction includes all the information you need to update inventory control accounts in your general ledger, as well as optional field information that’s passed through to the general ledger with transactions. If you use Sage Accpac General Ledger and Inventory Control with the same database, Inventory Control creates new General Ledger batches or appends (adds) to existing batches either during posting or when you run day‐end processing or at a later time that you choose. Inventory Control can also post newly created G/L batches to update the General Ledger immediately. If your General Ledger is at another location or in a separate database, Inventory Control appends general ledger transactions to a file you can import into another general ledger, or print and then enter manually into your general ledger. Inventory Control appends to the transaction file either when you run day‐end processing or at a later time that you choose. 2–24
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Choosing G/L Integration Options
Options on the Integration Tab
You use the Integration tab on the G/L Integration form to: Specify when to create general ledger transactions. •
Choose whether to create new batches for G/L transactions (and optionally post them) or to add them to existing G/L batches. •
Choose whether and how you want to consolidate transactions in G/L batches. •
Assign different source codes to general ledger transactions created by Inventory Control and added to G/L batches. The Integration tab also displays the day‐end number up to which you have generated general ledger transactions. (This is for display purposes only.) Choosing When to Create G/L Transactions
Inventory Control gives you the following choices for controlling when you want to create batches of G/L transactions from inventory transactions: •
Generate them manually whenever you choose, using the Create G/L Batch form. To create a G/L batch or append to an existing G/L batch or transaction file only when you are ready, use the On Request Using Create G/L Batch Icon option. When you are ready to create general ledger transactions, you then use the Create G/L Batch form. Select this option if you want to be able to consolidate general ledger transaction details and print Inventory Control’s G/L Transactions report. •
Generate general ledger transactions automatically when you post transactions or run day‐end processing. (This choice changes between “During Posting” and “During Day End Getting Started
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•
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Choosing G/L Integration Options
Processing” depending on the options you select on the Costing tab of the I/C Options form.) To create a batch or append to an existing batch or transaction file when you post inventory transactions or run day‐end processing, use the During Posting or Day End Processing option (described below). To further automate your system, you can have I/C automatically post the G/L batch in the General Ledger module. (See the Create G/L Transactions By option.) Printing General Ledger Transactions
The G/L Transactions report is a listing of the general ledger transactions created by Inventory Control that you might want to print as part of your audit trail. Sage Accpac
General Ledger
•
If you selected the On Request Using Create G/L Batch Icon option, you can print the G/L Transactions report from Inventory Control after you run day‐end processing, but before you create or append to general ledger batches. You can print this report whether or not you use Sage Accpac General Ledger with the same database as Inventory Control. •
If you selected the During Posting or Day End Processing option for creating the general ledger batch, you cannot print the G/L Transactions report from Inventory Control. If you need this information for your audit control, you can print the general ledger batch from Sage Accpac General Ledger. If you do not use Sage Accpac General Ledger, you may be able to print it from your non‐Sage Accpac general ledger system. If you want to avoid making accidental changes to Sage Accpac General Ledger batches created by Inventory Control, select No Edit for the Edit Imported Entries option in the General Ledger’s Options form (on the Posting tab). For more information about the G/L Transactions report, see Chapter 7, “Reports,” in the User Guide. 2–26
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Choosing G/L Integration Options
Choosing How and Where to Create G/L Transactions
Inventory Control lets you choose whether to add new general ledger transactions to existing batches or create new batches and optionally post them automatically to the general ledger. Specifically, you can choose to: •
Add general ledger transactions to an existing Sage Accpac General Ledger batch. •
Create a new General Ledger batch each time you generate G/L transactions. •
Create a new General Ledger batch each time you generate G/L transactions, and automatically post the batch in the General Ledger program. To create only one
batch
To have only one General Ledger batch to which all transactions are appended, select the Adding to an Existing Batch option. Inventory Control must use the same database as Sage Accpac General Ledger to add to an existing batch. If you don’t use
Sage Accpac G/L
If you do not use Sage Accpac General Ledger — or if your Sage Accpac General Ledger system is at another location — Inventory Control appends its general ledger transactions to a file in your company’s data directory called icgltran.csv, which can be imported by a remote site Sage Accpac General Ledger, or transferred to another general ledger that you use. The file is in a Comma Separated Values (CSV) format. Note: If you automatically create and post G/L batches when you post I/C transactions, Inventory Control will create a G/L batch and post it in the General Ledger each time you click the Post button. Serialized Inventory
or Lot Tracking
Also note that if you are using Serialized Inventory or Lot Tracking with Inventory Control, you cannot create and post G/L batches during I/C transaction posting. Getting Started
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Setting Up
General Ledger
batches
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Choosing G/L Integration Options
If you want to post batches automatically, you should create batches during day end processing. Choosing Consolidation Options for General Ledger Transactions
Consolidation options let you combine transaction details in general ledger transactions or leave them unconsolidated to include all the details posted to each general ledger account. Consolidation reduces the amount of information in the general ledger batch and results in a shorter G/L Transactions Listing. However, consolidation also: Four consolidation
options
•
Removes transaction‐specific information from the Reference and Description fields for each transaction. •
Removes optional field information from transactions. •
Blocks drilldown from G/L transactions to the originating entries in Inventory Control (unless consolidating by account only). Inventory Control provides four choices for consolidating general ledger entries arising from Inventory Control transactions: •
Do Not Consolidate. •
Consolidate Transaction Details by Account. •
Consolidate by Account and Fiscal Period. •
Consolidate by Account, Fiscal Period, and Source. The consolidation choices perform the following functions: •
Do Not Consolidate. All the details posted in Inventory Control will be included in the General Ledger transaction batch. Choose this option if you use optional fields and pass optional field information from Inventory Control transaction details to the General Ledger transaction details. 2–28
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Choosing G/L Integration Options
The Do Not Consolidate option provides complete information in your general ledger transaction batch. •
Consolidate Transaction Details by Account. All the details within a transaction with the same general ledger account number are combined into one detail. Choose this option if you do not use optional fields, but still want to associate general ledger transactions with originating documents (for drill down or to maintain a manual audit trail). •
Consolidate by Account and Fiscal Period. All the details with the same general ledger account number and fiscal period are combined into one detail. Note: This option only consolidates details from different transactions if you create transaction batches using the G/L Batch form. •
Consolidate by Account, Fiscal Period, and Source. All the details with the same general ledger account number, fiscal period, and source code are combined into one detail. Note: This option only consolidates details from different transactions if you create transaction batches using the G/L Batch form. Partial consol.
during posting or
day-end
processing
If you create batches of G/L transactions during posting or day‐end processing, the program can only consolidate the details within transactions; it cannot consolidate the details from different transactions. Getting Started
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Before
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Although this choice will result in longer G/L Transactions reports and larger general ledger batches than if you consolidate transactions, you can also consolidate transaction details later, during posting in Sage Accpac General Ledger. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Choosing G/L Integration Options
Full consolidation
with Create G/L
Batch
If you use the On Request Using Create G/L Batch Icon option, you can consolidate transaction details from all transactions for each general ledger account if you choose Consolidate by Account and Fiscal Period or Consolidate by Account, Fiscal Period, and Source. Assigning Different Source Codes to General Ledger Transactions
You can change the default source codes that Inventory Control uses to indentify the originating document types for transactions that it sends to the General Ledger module. The combination of source ledger code and source type code is called a source code in the General Ledger module. You cannot change the “IC” source ledger designation for source codes. If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include the new transaction source codes on source journals. Options on the Transactions Tab for Specifying the Description,
Reference, and Comments for G/L Transactions
The Transactions tab on the G/L Integration form lets you specify the type of information to use for the transaction description, detail reference, detail description, and detail comment fields in the general ledger transactions arising from each type of inventory transaction. For example, all G/L transactions generated from receipts could include the receipt description, purchase order number, and receipt number in the G/L entry description field. This information would also appear in the Reference, Description, and Comment columns on Inventory Control’s G/L Transactions report, and on reports in Sage Accpac General Ledger. 2–30
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Choosing G/L Integration Options
Note: If you consolidate general ledger transaction details, Before
Setting Up
only the information for the G/L Entry Description field is passed to General Ledger. The detail reference, description, and comment fields are lost in consolidation. Choosing Original I/C Transaction Information for the G/L Entries
The Transactions tab lets you choose the information from the original I/C transaction that you want to appear in each G/L transaction field. For each type of inventory transaction, the form lists the G/L Entry Description, G/L Detail Description, G/L Detail Reference, and G/L Detail Comments fields, and lets you choose the information that you want for each G/L field from a list of the I/C fields in the original transaction. You can assign one or more pieces of information (segments) to each G/L transaction field, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post the general ledger transactions. The information you can select depends on the type of I/C transaction for which you are assigning information and whether the information is for the G/L transaction header or the details. This ensures that the information passed to General Ledger is relevant for each type of transaction. For example: •
You can assign the item number and location information to the G/L Detail Reference field in an entry arising from an adjustment transaction. •
You can assign the item number, location, BOM number, and build description to the comment field in an entry arising from an assembly. Getting Started
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Choosing G/L Integration Options
When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction. For example, if you assigned the original transaction description to the G/L Entry Description field, but there is no description for a particular entry, the field will be blank in the G/L transaction. Unconsolidated
transactions
•
If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger. Consolidated
transactions
•
If you consolidate general ledger transactions, only the information for the G/L Entry Description field is passed to General Ledger. The detail reference, description, and comment are lost in consolidation. When you consolidate general ledger transactions, the reference for each transaction remains blank and the description for each transaction is changed to “Consol. by I/C on date.” (Note that when there is only one of a particular transaction type, the reference and description for the transaction are whatever you selected on the I/C Integration form.) When you consolidate general ledger transactions by account number and fiscal period, the source code after consolidation is IC‐CO (unless you change the source code on the first tab of the G/L Integration form). Changing your
choices for G/L
integration
You can change any of your choices in the G/L Integration form at any time. However, you should be aware that any changes you make will apply only to general ledger transactions created after the change, and will not affect existing general ledger batches. Important! If you want to change from using the Create G/L Batch form to produce your general ledger transactions to creating them during posting or day‐end processing, be sure to run Create G/L Batch to process any outstanding transactions first, to avoid accidentally omitting transactions from your general ledger batches. 2–32
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Planning Your Item Numbers
Planning Your Item Numbers
Once you decide on the types of item numbers you need, you can: 1.
Add the various item number segments you require to the Items tab in the I/C Options form. 2.
Create one or more item structures in the Item Structures form that match the item number formats that you require. For example, you may need three different item number formats: •
#XX‐XXX/X A number like this — #01‐C45/0. •
XXXX‐XXXX A number like this — 4509‐2984. •
XXXXXXXX… A variable‐length number of up to 20 characters. To plan item numbers and item number formats, you need to be familiar with the following terms and concepts: Item number
Item number. An alphanumeric code that uniquely identifies an item in your inventory. For example, #6094‐734‐8‐W might identify a particular kind of size 8 women’s shoes. Item numbers can be up to 24 characters long. When designing item number formats, keep in mind that item numbers: •
Can contain uppercase letters and numbers. •
Can contain from 1 to 10 segments (up to four segments in Sage Accpac 100 ERP). •
Can be up to 24 characters long, including all segments, separator characters, and a prefix character. (For information Getting Started
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Before
Setting Up
Before you begin to set up your item numbering system, you need to design item number formats that will meet your needs for identifying inventory items as well as for sorting and grouping items for inventory reports and lists. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Planning Your Item Numbers
about separator and prefix characters, see “Summary of the Rules for Item Numbers,” later in this chapter.) •
Item number
segment
Can support varied length and free‐form formats if you use only 1 segment for the item number structure. Item number segment. Each item number contains from one to ten segments. For example, item number #609‐73‐8‐W contains four segments. (A one‐segment number can have a variable length up to the maximum you set.) You can define up to 10 item number segments in the I/C Options form. Item number
structure
Item number structure. An item number structure describes the number of item segments in an item number, the order in which the segments appear, and the position and type of separator and prefix characters in the item number. You can define as many item number structures as you need, using the item number segments defined in the I/C Options form. For example, you could define one item number structure having three segments and another having four segments. Separator and
prefix characters
Separator and prefix characters. Item numbers can contain a separator character between consecutive segments and a prefix character in front of the first segment. For example, item number #609‐73‐8‐W contains the prefix character # and three separator characters (‐). If you already use a standardized item number system, the following sections will help you work out how you can use your existing system in Inventory Control — and whether you want to change your system at this point. Keep in mind that it is easier to design your item formats carefully before entering them into the system than to change them afterward. 2–34
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Planning Your Item Numbers
Keep in mind also that Inventory Control lets you use more than one item number structure, so you may be able to accommodate a mix of existing item numbers. Before
Setting Up
Tips for Designing Item Number Formats
Consider the following suggestions while you design your item numbering format: •
Use numbers (rather than letters or combinations of numbers and letters) for all segments to make the order in which item numbers appear on reports and in lists more predictable. For many reports, you can specify the segment of an item number by which you want reports to be sorted. •
Define item numbers so you have room to add items in the future. For example, assign large numbers such as 1100, 1200, and 1300 to a segment for consecutive items, rather than 1100, 1101, and 1102. Using large numbers leaves you room to assign a new item number, such as 1150, between two existing numbers (1100 and 1200). •
Assign item numbers according to the order in which you want items to appear on reports and lists. For example, identify the style of an item as men’s or women’s by assigning a style segment 1100, 1200, and 1300 for men’s styles, and 2100, 2200, and 2300 for women’s styles. •
Use segments of different lengths in an item number format to easily tell what each part of an item number represents. For example, use the segments to organize items by common attributes such as style, color, or size. Getting Started
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Defining Item Number Formats
Defining Item Number Formats
The steps for setting up item number formats are as follows: Segments
1.
Define the segments you require for your item numbers and add them to the Items tab in the I/C Options form. Item structures
2.
Set up one or more item number formats (called item structures) and add them using the Item Structures form. Item structures control which segments are included in item numbers and the order in which the segments appear. You select the item structure you want to use when you add an item to Inventory Control. Segment codes
3.
You can add segment codes to restrict what you can enter in particular segments of the item number at any time after you define the item number segments. The sections that follow provide more information and examples of segments, segment codes, and item structures. Setting Up Segments
An item number can consist of up to ten parts called segments. Use the segments in item numbers to organize items by common attributes. You can sort reports by any item number segment. Where to define
segments
Use the Items tab on the I/C Options form to add the segments you want to use in your Inventory Control system. Note the following rules regarding segments and structures: 2–36
•
You can define up to ten segments for your item numbers (four segments in Sage Accpac 100 ERP). •
Item numbers can be from one to ten segments long (four segments in Sage Accpac 100 ERP). •
An item number segment can be up to 24 characters long (if your number has only one segment). Sage Accpac Inventory Control
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Defining Item Number Formats
•
A complete item structure can be up to 24 characters long (including all segments, separator characters, and a prefix character). For example, item number #01‐RED‐L3401 has the following item number segments: Segment
Length
Description
XX
XXX
XXXXX
2
3
5
Style
Color
Size
You can change the name of a segment after you define it, but you cannot change or delete the segment itself. Segment codes You can specify the valid entries for particular segments of an item number by supplying segment codes, as described next. Setting Up Item Structures
When you add items to your inventory, the item structure ensures that you enter item numbers in the format you want. Item structures control which segments are included in item numbers and the order in which the segments appear. Using more than
one item structure
If you create more than one item structure, you can specify which item structure you want as default for item numbers. You should choose the item structure code that you will use most often. The following table illustrates how item structures format item numbers. Note the following points in the table: •
Consecutive Xs denote alphanumeric characters in a segment in an item structure. Getting Started
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Before
Setting Up
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Defining Item Number Formats
Where to define
item structures
•
Characters appearing between the segments of an item structure or item number are called separator characters. •
A character appearing at the front of an item structure or item number (such as the “#” in the fourth example in the following table) is called a prefix character. Item Structure
Sample Item Number
XXXX
XXX.X
XX-XXX/X
#XXX-XXXXX-XX-X
F605
120.5
K1-501/A
#L31-GT213-8A-0
Use the Item Structures form in Setup to define item structures for your Inventory Control system. You create item structures by combining up to ten item number segments that you have already defined (four segments in Sage Accpac 100 ERP). You can create as many item structures as you require for your item numbers. You must create at least one item structure. Using separator
characters
When you define an item structure, you can select a separator character to appear between segments so item numbers are easier to read. For a list of the separator characters that Inventory Control allows you to select, see the next section. If you select a separator character for the last segment in an item structure, the character appears at the end of item numbers using that item structure. For example, 5046‐010‐92#. If your current inventory item numbers already follow the rules for item numbers listed in the next section, you can create the item structure(s) you need for entering item numbers into Inventory Control. Otherwise, design a new item number format before creating your item structures. For more information, see “Planning Your Item Numbers,” earlier in this chapter. 2–38
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Defining Item Number Formats
Adding Segment Codes
Segment codes
are optional
Adding segment codes is optional, as is using them once you have entered them. You can select the Validate option on the Items tab of the I/C Options form to restrict entries to the list of segment codes for individual segments at any time. Note: Even if you do not validate segments, you can still add segment codes, and then use the Finder to choose from a list of valid codes when you add new item numbers. The following table shows two examples of how you can set up segment codes (consecutive Xs denote a segment in an item structure). Segment codes
Segment
Seg. Name
Length
Seg. Code
Code Description
XX
Style
2
XXX
Color
3
R1
M1
RED
WHI
BLU
Regular
Modern
Red
White
Blue
Use the Segment Codes form to specify valid segment codes. A segment code can contain uppercase letters and numbers. Segment codes must be exactly the same length as the segment for which they will be used. Used to verify item
numbers
You can turn the Validate segment codes option on or off for individual segments at any time. When you add a new inventory item number, Inventory Control checks the contents of each item number segment for which the Validate option is on against the valid segment codes you entered for Getting Started
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After you define the segments you plan to use for your inventory item numbers, you can specify the valid segment codes for each segment. In other words, you can list all the valid codes that you can enter into a segment of an item number. Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Defining Item Number Formats
the segment. If the segments are all valid, the item number is added to the system. To use segment codes, you must enter all the codes you want the program to allow for a segment in the Segment Codes form before adding your items. You can add segment codes as needed, but you can delete segment codes only if they are not used in any item numbers. Summary of the Rules for Item Numbers
•
An item number can be up to 24 characters long (including all segments, separator characters, and a prefix character). •
Item structures can have from one to ten segments (four segments in Sage Accpac 100 ERP), or you can have one 24‐
character segment in an item structure. For example, you can use a segment to indicate color, model number, or size. An optional separator character can follow each segment in the item structure so segments can be distinguished from each other, and an optional prefix character can be specified to appear at the front of the item structure. Separator
characters cannot
be used within
segments
Separators divide segments, and therefore cannot also be used as characters within item segments. You may exclude a character from the separator list if you want to give it a particular meaning in your codes. Note that once an item separator is set to No (not in use) and saved, it cannot be reset to Yes (to use) again. If you do not want a separator or prefix character, select “None” for the Prefix option and the Segment Separator field for each segment in the Item Structures form. The following table shows the separator and prefix characters you can use. 2–40
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Defining Item Number Formats
Description
–
/
\
*
.
(
)
#
None
Hyphen
Forward slash
Backslash
Asterisk
Period
Left parenthesis
Right parenthesis
Number sign
Before
Setting Up
•
Character
Inventory Control ignores separator and prefix characters when sorting item numbers. Inventory Control also ignores separator and prefix characters when distinguishing between item numbers. For example, the program considers the item numbers #5200‐010 and 5200/010 to be identical since the only difference is the prefix and separator characters, even though the numbers were formatted using different item structures. Item numbers may contain blank spaces, so that item numbers XXX/XXX/XXX and XX_/X_X/_XX, where / is a separator character and the underscore _ represents a blank space, are both legal item numbers. By the same rule, Inventory Control treats 11_/111/111 and _11/111/111 as separate and distinct item numbers. (Simply press the space bar to enter blanks in your item numbers.) •
You cannot enter duplicate item numbers. Sorting Order for Item Numbers
Inventory Control sorts item numbers for reports and lists from left to right in the following order: 0 1 2 3 4 5 6 7 8 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Getting Started
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For example, the program sorts the following sample item numbers in the order shown: 123 123A A12 A2 AB1234 Separator and prefix characters do not affect the order. Note that special characters may have different sorting orders in different databases and on reports. Entering Inventory Control Setup Information
Before you can add your inventory item records to Inventory Control, you must set up other records to assign to your items. This section describes the records you need, and explains the options you can select when setting up each type of record. Select icons from the Setup folder to set up the following records: •
Account sets. •
Price list codes. •
Categories. •
Locations. •
Units of measure. •
Weight units of measure. •
Optional fields. Setting Up Account Sets
Account sets are groups of general ledger accounts to which you post Inventory Control transactions. Each account set has its own 2–42
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You can use as many account sets as you need for your inventory items. For example, you may wish to use separate account sets for different item categories, for items assembled in different areas, or for items obtained from different suppliers. Adding accnt. sets
You use the Account Sets form in I/C Setup to add account sets. Contents of
account sets
When you add an account set, you enter a unique code of up to six characters for the set, and a description. Account set codes can contain uppercase letters and numbers. For each account set, you specify a costing method and enter account numbers for the following general ledger accounts: •
Inventory Control. •
Payables Clearing. •
Adjustment Write‐Off. •
Assembly Cost Credit. •
Non‐stock Clearing. •
Transfer Clearing. •
Shipment Clearing. •
Disassembly Expense. •
Physical Inventory Adjustment. •
Credit/Debit Note Clearing Getting Started
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costing method. By defining more than one account set, you can group items by the accounts to which you post item transactions in your general ledger, or by the inventory costing method you use for valuing inventory and determining the cost of goods sold. (For information on costing methods, see “Costing Methods,” later in this chapter.) Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
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Inventory Control. An asset account containing the total value of the inventory on hand. The account increases when you receive goods, and decreases when you ship goods. The word “control” in the account name means that the account contains only totals, whereas the information stored by Inventory Control contains item‐by‐item details. When you process all accounting entries correctly, the total value of the inventory equals the totals in the Inventory Control accounts in the general ledger. Payables Clearing. A suspense account to which Inventory Control posts the “other side” of the accounting entries for inventory you receive (and for previous receipts you return to suppliers). Inventory Control normally generates credit entries to this account for inventory you receive; therefore, the account can be thought of as the accrued amount payable for goods received into inventory. Inventory Control debits this account when you enter receipt returns. Sage Accpac
Accounts Payable
As you post the related vendor invoices in Sage Accpac Accounts Payable, offsetting journal entries (debits) related to the inventory purchased are generated against the Payables Clearing account to clear the balance that is left in this account from posting the inventory receipt. Adjustment Write-Off. The account to which you post inventory adjustments and write‐offs. Entries to this account are normally expenses (debits); therefore, the account number you specify should be in the expenses or cost of goods sold section of your general ledger. Assembly Cost Credit. The account to which you post the variable and fixed costs of assembling items. The program credits this account with the variable and fixed cost of assembly. You may want to create manual entries in the general ledger to redistribute the assembly cost credit to accounts such as labor costs. 2–44
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Non-stock Clearing. The account which you credit when you ship non‐stock items and debit when you enter shipment returns for non‐
stock items. Before
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Using non-stock
items
You can use non‐stock items to handle specially ordered items which you do not stock in your inventory, and to handle service charges that appear on invoices. For information about non‐stock inventory items, see “Non‐stock Items,” later in this chapter. Transfer Clearing. The Transfer Clearing account is used to hold the additional cost incurred during a stock transfer. For example, assume that you transfer 10 items from location 1 to location 2, where the original cost of the items is 50.00, and the additional cost to do the transfer is 10.00. After posting the transfer, you get: Debit
I/C Control account for location 1
I/C Control account for location 2
Transfer clearing
Credit
50.00
60.00
10.00
Shipment Clearing. The account that is debited instead of Cost of Goods sold when shipping goods from Order Entry. The Shipment Clearing account is required because the shipment and invoicing functions in Order Entry are separated. The COGS account is debited when you invoice the shipment. Disassembly Expense. The account that is used if you specify an expense amount when you disassemble items that were previously assembled in Inventory Control. Physical Inventory Adjustment. The expense account that balances the change in inventory value when you adjust inventory quantities after making a physical inventory count. Credit/Debit Note Clearing. Debited instead of the I/C Control account or the Damaged Goods account in Order Entry returns sent Getting Started
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to Accounts Receivable. The G/L transaction credits the clearing account instead of COGS and A/R Control. The Credit/Debit Note Clearing account is required because the inventory return and credit note functions in Order Entry are separated, with one side of the transaction going through the Accounts Receivable program. Costing Methods
For each account set, Inventory Control provides a choice of six methods for valuing your inventory and determining the cost of goods sold: •
Weighted moving average. •
Standard cost. •
First‐in, first‐out (FIFO). •
Last‐in, first‐out (LIFO). •
Most recent cost. •
User‐specified. Using these costing methods, Inventory Control values your inventory and determines the cost of goods sold for items by location. If you store the same inventory item at more than one location, Inventory Control tracks and costs the item at each location (rather than costing all the items together). Selecting a
costing method
Since different methods of inventory valuation are appropriate in different situations, you may want to ask your accountant to determine which method best suits your needs, and to ensure that you select the calculation method that is appropriate for your business. A description of each costing method follows. 2–46
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Weighted moving
average costing
method
Weighted Moving Average. Under this method, Inventory Control pools the costs of all acquired units at a location, so that the costs of one unit cannot be distinguished from the costs of another. When you receive new items into inventory, the program adds the total cost of the units received to the total cost of the items already in inventory at that location. When a unit cost is required, Inventory Control divides the total cost by the quantity on hand at the location, and rounds the result to the nearest currency unit (for example, the nearest cent). To determine the total cost of a shipped item, Inventory Control multiplies the number of units shipped by the calculated average unit cost at the location (or the most recent cost if the inventory is less than zero). The weighted moving average method tends to yield an item cost that is between those resulting from the FIFO and LIFO methods. The following table contains an example of a moving average cost calculation. (Note that some numbers are rounded.) Standard cost
Transaction
Units
Unit Cost
Total Cost
Opening stock
Oct. 10, purchase
0
100
7.00
0.00
700.00
Balance Oct. 10
Oct. 15, purchase
Balance Oct. 15
Oct. 16, ship
Balance Oct. 16
Oct. 20, purchase
Balance Oct. 20
Oct. 25, ship
Balance Oct. 25
100
300
400
200
200
500
700
350
350
7.00
8.00
7.75
7.75
7.75
9.00
8.64
8.64
8.64
700.00
2400.00
3100.00
(1550.00)
1550.00
4500.00
6050.00
(3025.00)
3025.00
Standard Cost. Standard costs are carefully predetermined target or attainable costs that are useful in building budgets and gauging Getting Started
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performance. You might use this method if your item costs do not vary much, or if stock turnover is rapid. When you use the standard costing method, Inventory Control records the difference between the weighted moving average cost and the standard cost in the general ledger cost variance general ledger account, and uses weighted moving average to value your inventory. Under the standard costing method, actual costs are posted to inventory upon receipt. The inventory is then valued and reported on the basis of the weighted moving average cost for each item at a location. When you ship goods, the cost of goods sold is calculated using each shipped item’s standard cost. For example, assume the standard cost for an item is established at $10.00. If the quantity on hand is 5 units valued at $11.50 each and you then receive 5 more units at a cost of $10.50 each, the quantity on hand becomes 10 units at a moving average cost of $11.00. The data recorded is shown in the following chart. Opening inventory value
Added to inventory
Value of inventory
When 2 units are sold, cost of
goods sold
Cost variance
Closing inventory value
5 @ $11.50 = $57.50
5 @ $10.50 = $52.50
10 @ $11.00 = $110.00
2 @ $10.00 = $20.00
2 @ ($11.00 - 10.00) = $ 2.00
($110.00 - 20.00 - 2.00) = $ 88.00
The remaining quantity on hand is 8 units. You can change the standard cost of an item at any time using the Location Details form. WARNING! If you ship units of an item that uses the standard costing method and you have not yet entered a standard cost, Inventory Control calculates the cost of goods sold using a standard cost of zero. 2–48
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First-In, First-Out (FIFO) and Last-In, First-Out (LIFO). Although these two costing methods differ in the way they calculate costs, they are similar enough to be discussed together. Under the FIFO method of cost calculation, Inventory Control assumes that the first units to arrive at a location are the first units shipped. Consequently, the units on hand in the closing inventory are assumed to be from the most recent purchases. As a result, current revenues are matched to oldest costs. Last-in, first-out
(LIFO) costing
method
Under the LIFO method of cost calculation, the program assumes that the last units to arrive at a location are the first ones shipped. Consequently, the units on hand in the closing inventory are assumed to be from the oldest purchases. FIFO/LIFO buckets
The program keeps track of the order in which units arrive at a location by storing their receipt date, receipt number, quantity, and extended cost in individual “buckets.” The program calculates the cost of units shipped from the costs stored in the buckets. For FIFO, the program first ships units from the bucket with the oldest receipt date, and for LIFO the program first ships units from the bucket with the most recent receipt date. There is no limit to the number of buckets that Inventory Control can use. Consider Figure 2.1, where there are three buckets for an item at a location: Date: Jan.1, 2010 Date: Jan.22, 2010 Date: Feb.5, 2010 Receipt #: A123 Qty: 10 Cost: $100.00 Receipt #: A299 Qty: 20 Cost: $200.00 Receipt #: A456 Qty: 5 Cost: $55.00 Figure 2.1. FIFO/LIFO buckets, ordered by date.
Inventory balance
The program calculates the inventory balance for the data in Figure 2.1 the same way for both FIFO and LIFO, by summing the costs from all buckets. So the inventory balance in the example is $355.00. Getting Started
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First-in, first-out
(FIFO) costing
method
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Cost of goods sold
(FIFO)
When 15 units are shipped using FIFO costing (see Figure 2.1), the program takes the 10 units from the Jan. 1 bucket (the oldest bucket) at a cost of $100.00, and another 5 units from the Jan. 22 bucket (the next oldest bucket) at a cost of $50.00. Therefore, the total cost of goods sold is $150.00. When all of the units are shipped from a bucket, the program deletes that bucket, so the Jan. 1 bucket is deleted. If only some of the units are shipped from a bucket, the program updates quantity and cost in the bucket. Figure 2.2 shows how the buckets from Figure 2.1 look after shipping the 15 units using FIFO costing. Date: Jan.22, 2010 Date: Feb.5, 2010 Receipt #: A299 Qty: 15 Cost: $150.00 Receipt #: A456 Qty: 5 Cost: $55.00 Figure 2.2. Buckets after shipping 15 units (see Figure 2.1) using FIFO
costing. The Jan. 1 bucket is gone, and the quantity and cost in the
Jan. 22 bucket are updated. The Jan. 22 bucket is now the oldest bucket,
so for the next shipment the program will take units from there first.
The FIFO inventory balance is now $205 (the sum of the costs in the remaining two buckets). Cost of goods sold
(LIFO)
When 15 units are shipped using LIFO costing (see Figure 2.1), the program takes the 5 units from the Feb. 5 bucket (the newest bucket) at a cost of $55.00, and another 10 units from the Jan. 22 bucket (the next newest bucket) at a cost of $100.00. Therefore, the total cost of goods sold is $155.00. The Feb. 5 bucket is deleted, because the quantity is zero. The program updates quantity and cost in the Jan. 22 bucket. Figure 2.3 shows how the buckets from Figure 2.1 look after shipping the 15 units using LIFO costing. 2–50
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Date: Jan.22, 2010 Receipt #: A123 Qty: 10 Cost: $100.00 Receipt #: A299 Qty: 10 Cost: $100.00 Figure 2.3. Buckets after shipping 15 units (see Figure 2.1) using LIFO
costing. The Feb. 5 bucket is gone, and the quantity and cost in the
Jan. 22 bucket are updated. The Jan. 22 bucket is now the newest
bucket, so for the next shipment the program will take units from there first.
The LIFO inventory balance is now $200 (the sum of the costs in the remaining two buckets). The offset bucket
For each item at each location, there is an “offset” bucket that the program uses for special cases, such as when you ship more items than there are in stock from a location (you must have turned on the Allow Negative Inventory Levels option in order to do this). Offset buckets contain a quantity and a cost, but do not contain a date or receipt number, like other buckets. When you ship more units of an item than the total quantity from all buckets, the program records a negative quantity in the offset bucket and uses the most recent cost for the item at the location to calculate the extended cost. For example, if you shipped 45 units from the example in Figure 2.1, which has a total quantity of only 35 units, the only bucket left would be the offset bucket, which would look like Figure 2.4. Date: none Receipt #: none Qty: ‐10 Cost: ‐$110.00 Offset bucket Figure 2.4. After shipping 45 units (see Figure 2.1), only the offset bucket
remains, with the quantity and cost shown. The program calculates the
cost using the most recent cost of $11.00 (from the Feb. 5 bucket). The
most recent cost is the same for both FIFO and LIFO.
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If you receive 15 units of the item (on Mar. 7, at an extended cost of $150.00), the units are put into the newly created bucket shown in Figure 2.5. Date: none Date: Mar. 7, 2010 Receipt #: none Qty: ‐10 Cost: ‐$110.00 Receipt #: A679 Qty: 15 Cost: $150.00 Figure 2.5. After receiving 15 units (see Figure 2.4), a new bucket exists
and the offset bucket remains the same, with the quantity and cost shown.
Note that an offset bucket can contain a positive quantity, instead of a negative quantity, and that other buckets may exist while the offset bucket has either a positive or a negative quantity. The program uses all buckets, including the offset bucket, when it calculates the inventory balance for an item at a location. If you ship units when the offset bucket has a positive quantity, the program ships the units from the offset bucket before shipping the units in other buckets. If you ship units when the offset bucket has a negative quantity and there are units in other buckets, the program clears the offset bucket by shipping the number of units you specify plus enough units to cover the negative quantity in the offset bucket. The program includes in the calculation any cost in the offset bucket (positive or negative), so the offset bucket has zero quantity and zero cost after shipping. Receipts do not affect the offset bucket. For more information on how FIFO and LIFO buckets are affected by Inventory Control transactions, see Chapter 2, “What You Need to Know Before Using Inventory Control,” in the User Guide. Item Status report
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The Item Status report includes the information contained in each bucket, including the offset bucket. For information about and a sample of the Item Status report, see Chapter 7, “Reports,” in the User Guide. Sage Accpac Inventory Control
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Most recent cost
costing method
Most Recent Cost. When you ship units from a location using this costing method, Inventory Control assigns the cost of the most recently acquired unit at the location to all units shipped. Before
Setting Up
Consequently, the units on hand in the closing inventory are assumed to be from the oldest acquisitions. The program uses weighted moving average to value inventory when the costing method is most recent cost. To determine the total cost of a shipment, the program multiplies the number of shipped units by their most recent cost at the location. The program records the difference between the most recent cost and the average cost in the general ledger cost variance account of the category being used for the shipment. (The average cost is the total cost of units on hand divided by the total number of units on hand.) WARNING! If you ship units of an item that uses most recent costing and you have not yet received any stock or entered a most recent cost, Inventory Control calculates the cost of goods sold using a most recent cost of zero. The following example shows how Inventory Control calculates the cost of goods sold and cost variance, using the most recent cost method. 100 @ $5.00 = $500.00
Jan.1, added to location 1 (most
recent cost = $5.00)
Jan.3, added to location 1 (most
recent cost = $6.00)
Average cost
When 60 units are shipped, cost of
goods sold is:
Cost variance
50 @ $6.00 = $300.00
$800.00 ÷ 150 = $5.33
60 @ $6.00 = $360.00
60 @ ($5.33 - $6.00) = - $40.20
You can change the most recent cost of an item at a location at any time. Getting Started
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User-specified
costing method
User-specified. User‐specified costing allows you to enter costs for items as they are shipped. Inventory Control uses this costing method for all non‐stock items, but you can also use it when entering stock items. Under this costing method, stock items are received and inventory valued at moving average cost. When you ship an item, you enter the unit cost or extended cost. Setting Up Categories
You use categories in Inventory Control to group inventory items with similar characteristics. You can use categories to: •
Classify items into logical groups for reporting purposes. For example, a furniture company might use categories like those in the following table. •
Category
Description
C2
D1
D2
F1
Chairs - steno
Desks - executive
Desks - secretarial
Filing cabinets
Allocate the cost of goods sold and sales by category. When you add a category, you specify the general ledger cost of goods sold and sales account numbers for that category. All items sold in the category use the specified accounts, unless you change the category when entering transactions. Sage Accpac
Order Entry
Order Entry uses the sales, returns, and damaged goods accounts that you specify in categories. Inventory Control does not use these accounts.
For example, to separate costs and revenue for items, specify different general ledger accounts in the item’s category, as follows: 2–54
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Description
COGS
Account
Sales Revenue
Account
C2
Chairs - steno
5000-10
4000-10
D1
D2
F1
Desk - executive
Desk - secretarial
Filing cabinet
5000-20
5000-20
5000-30
4000-20
4000-20
4000-30
Before
Setting Up
Category
•
Specify whether commissions can be earned on sales and, if so, the maximum commission rate allowed. Commission information is used by Order Entry. •
Specify tax authorities and sales tax classes for use by Order Entry, and purchase tax classes for use by Purchase Orders. You must add categories before you can add items to Inventory Control. You assign a unique name of up to six characters, called a category code, to each category you create. If you do not want to group your inventory items, you can set up one category code and assign it to all items. Category codes can contain uppercase letters and numbers. Where to create
categories
Use the Categories form to create categories for your Inventory Control system. You can override the category when you ship an item, and you can change the category assigned to an item record at any time. For example, on a shipment you could specify the category as “sample” to deal separately with costs and revenues for goods shipped out as samples. You cannot delete a category if it is assigned to any items. Integration with
General Ledger
For each category, you must enter general ledger account numbers for the four following accounts (Sage Accpac Order Entry uses the Sales account, Returns account, and Damaged Goods account — Inventory Control does not use them): Sales. A revenue account which Order Entry credits with the revenue from goods sold. Getting Started
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Returns. A revenue contra account which Order Entry debits to record the reduction of revenue caused when previously sold goods are returned or credit notes are issued. Cost of Goods Sold. An expense account which Inventory Control automatically debits with the cost of goods sold, and credits with the cost of goods returned. Cost Variance. An expense account in which Inventory Control records the cost variance between the actual cost and either the standard cost (for items using the standard costing method) or the most recent cost (for items using the most recent costing method) of inventory items sold. Damaged Goods. A revenue contra account that is debited instead of Sales Returns whenever goods are returned as damaged in Order Entry. Internal Usage. The default expense or asset account that is debited when an item in this category is used internally. You can override this account when you enter internal usage transactions. Sage Accpac
Order Entry
If you use Sage Accpac Order Entry, the Inventory Control categories also: •
Specify whether commissions can be paid on the sale of items in a category and, if so, the commission rate. (If this rate is 0.0000, Order Entry will use the rates specified in the Order Entry program.) Note:
This rate is used by Sage Accpac Order Entry for commissions, unless it is 0.0000. If this rate is zero, Order Entry will use the salespersons’ rates specified in the Salesperson Commission Rates form in the Order Entry program. •
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Tax information from categories appears automatically in item records to which you assign the category. You can override the category tax information in item records. Order Entry uses the commission rate and tax information — Inventory Control does not. Sage Accpac
Purchase Orders
If you use Sage Accpac Purchase Orders, the Inventory Control categories assign a taxing authority and tax classes for purchases. Changes
If you change the tax classes or the price list code in a category after assigning the category to inventory items, the changes appear only in the item records to which you assign the category after the changes. Setting Up Locations
A location is a place, such as a warehouse or retail store, where you keep some or all of your inventory. For each location, you set up a location record in Inventory Control. You must set up at least one location for your inventory items. Goods-in-transit
locations
Inventory Control also lets you use locations as virtual warehouses for goods in transit between physical inventory locations. When you transfer goods between locations, you can choose to transfer goods directly (and immediately) between physical locations, or you can transfer them through a goods‐in‐transit location to reflect more accurately the process of moving goods between locations. (For more information, see “Processing Transfers” in Chapter 2 of the User Guide.) Where to add
locations
Use the Locations form to add location records to your Inventory Control system. When you add a location, you record the following information: Getting Started
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•
A unique name of up to six characters to identify the location. Location names can contain uppercase letters and numbers. •
(Optional) The location’s name, address, phone and fax numbers. •
Whether this is a physical location or a logical location. (A logical location cannot receive or ship goods. It can only be used as a goods‐in‐transit location.) •
Whether the location is active (available for use in transactions). •
(Optional) The name, telephone number, fax number, and e‐mail address of a contact person at the location. •
Which items you want to store at the location if you turned off the Allow Items At All Locations option in the I/C Options form. You can select groups of items for stocking by item number, category, item segment, or picking sequence. Note: If you are using goods‐in‐transit locations for inventory transfers, the goods‐in‐transit locations must also accept all transferred goods. If you use Sage
Accpac General
Ledger
•
Whether you want to turn on the Override G/L Account Segments option to replace (override) segments in General Ledger accounts when you generate Inventory Control transactions involving items stocked at the location. The accounts affected are those in an item’s category and account set. You can replace any segment except the account segment, which identifies the General Ledger account as an asset, liability, income, or expense account. For example, if you have a location segment in your General Ledger inventory control account, you can value your stock by inventory location, if you replace the location segment with segment codes which identify inventory locations. 2–58
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Assign items to
locations
Before you can post transactions involving an item at a location, such as to receive the item at the location, you must do one of the following: Select the Allow Items At All Locations option in the I/C Options form. Or •
Assign the item to the location (an item can be assigned to more than one location). You must assign an item to a location before you can: −
Add (receive) the current quantity and cost for the item at the location. −
Transfer any goods to that location or use the location for goods in transit. For more information on assigning items to locations, see the section “Assigning Items to Locations,” later in this chapter. Setting Up Price Lists
This section describes how you set up and use price lists in Inventory Control to meet your company’s needs. You can have as many price lists for your items as you need — to handle different locations, different kinds of items, different countries, and different currencies. Prices are used in
Inventory Control
and Order Entry
•
Inventory Control uses the base price on price lists for shipments and for reports. •
Order Entry uses Inventory Control price lists to calculate prices, discounts, and taxes for individual customers on orders and invoices. Getting Started
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•
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Entering Inventory Control Setup Information
You take the following steps to set up price lists for your items in Inventory Control and for customers in Accounts Receivable: 1.
Add one or more price lists using the Price List Codes form. Each price list code lets you set the default options for calculating customer prices and discounts (by customer type or by volume purchased) for the items you add to the price list. You can override these discount options when adding individual items. Price lists can have starting and ending dates, so you can easily control when they come into effect. You do not have to add price list codes before you add inventory items. 2.
Add inventory items using the Items form. You can specify the default price list for inventory items when you add them. 3.
Add items to price lists using the Item Pricing form, specifying individual markup or discount pricing amounts. Inventory Control lets you copy item pricing from one price list to another. This feature lets you set up a price list for one location or currency, and then set up new price lists by specifying ranges of items and entering percentage changes or exchange rates to calculate the new item pricing. You can add items to any number of price lists, for different customer or warehouse locations, different currencies, or for special promotions. 2–60
4.
Set the default customer price list and inventory location for individual customers using the Customers form in Accounts Receivable. 5.
Set up contract pricing for customers using the Contract Pricing form in the I/C Items and Price Lists folder. Sage Accpac Inventory Control
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Entering Inventory Control Setup Information
Defining Price Lists
Inventory Control uses price lists to store all pricing information for inventory items. You can create pricing structures by marking up item costs or by discounting base prices, and you can set customer discounts by quantity sold, weight, or customer type. Inventory Control shows the item base pricing on shipments, and prints pricing information on reports, on item labels, and on bin/shelf labels. If you have Order Entry, the pricing information is used to calculate invoice amounts, taxes, and discounts. You can use price lists to maintain: •
Regular prices. •
Sale prices. •
Wholesale prices. •
Regional prices. •
Prices that take into account volume (quantity or weight) discounts to customers who make large purchases. •
Prices in each currency with which your company deals (if you use multicurrency accounting). To add a price list, you: •
Assign a unique code, up to six characters, to identify the price list. Price list codes can contain uppercase letters and numbers. •
Select default options and settings which will appear when you add items to price lists. Getting Started
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Setting Up
For information on adding a price list, see the next section. For information on adding items to price lists and setting item prices, see “Adding Items to Price Lists”, under the section “Setting Up Inventory Item Records.” Icgs-2.doc, printed on 3/18/2008, at 11:02:27 AM. Last saved on 3/18/2008 11:01:00 AM.
Entering Inventory Control Setup Information
You specify: −
Whether the price of the item is based on weight or on quantity. −
Whether to calculate customer discounts by discounting your selling price or by marking up one of the costs you keep for your items (including the value you enter as ʺAlternate Amount 1 or Alternate Amount 2 in the Options form). Note: If you are basing prices on weight, you can only discount the selling (base) price or mark up the markup cost. You cannot base prices on other costs. Price checking
on overrides
−
Whether to calculate customer discounts by discounting or marking up by a percentage or a specific amount, and the percentage or specific amount to discount or mark up. −
Whether to base customer discounts on customer type, or on the number or weight of items purchased (volume discount). −
The rounding method (up, down, or none) that you want the program to use when calculating discount or markup prices. If you discount or mark up prices by a percentage, you can also specify a number to which you want all prices rounded, such as the nearest five cents. −
Whether applications (such as Order Entry) should check price overrides, and how it should handle them. You can specify that Order Entry: 2–62
o
Display a warning message and let you continue, display an error message and reject the price, or force a supervisor’s approval on prices. o
Check the sales margin using one of the costs you keep for your items, or check the unit price as a fixed amount Sage Accpac Inventory Control
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Entering Inventory Control Setup Information
or as one of the item costs plus a percentage or fixed amount. −
Before
Setting Up
Once you specify the type of checking, you can enter a default range of price adjustments for users, or specify ranges of price adjustments available to each user ID. Tax authorities (such as state or province) and customer tax classes that apply to the sale of items on the price list. When you set up price list codes, they contain no prices — you add item prices later, using the I/C Item Pricing form. Adding Units of Measure
Units of measure (abbreviated as UOMs) are the units in which you buy, sell, price, and stock your goods. Inventory Control lets you define all of your units of measure in a single place so you can add them more easily to item records. You add units of measure using the Units of Measure form in the I/C Setup folder. Note: You can choose in the I/C Options form whether to allow only the units of measure that you define here in inventory records. If you do not choose Only Use Defined UOM, you can use other units of measure with items. Stocking unit of
measure
One of the units of measure assigned to each inventory item must be designated the stocking unit. The stocking unit of measure is important in Inventory Control for the following reasons: •
Inventory Control uses it to report stock levels for the item. (Note that different items can use different stocking units.) •
If you did not select the Allow Fractional Quantities option in the I/C Options form, the stocking unit is the smallest unit of measure that you can specify. All other units of measure are based upon the stocking unit of measure. Getting Started
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Entering Inventory Control Setup Information
For example, you might stock items singly, but also sell them by the dozen or by the crate. In this case, you could use three units of measure. UOM Use
Stocking unit — each
Selling unit — dozen
Selling unit — crate
Number of Items
Conversion Factor
1
12
500
1
12
500
To take another example, you might stock items in packs of ten, and sell them by the box and by the crate as well. UOM Use
Stocking unit — package
Selling unit — box
Selling unit — crate
Number of Items
Conversion Factor
10
50
1000
1
5
100
In the above cases, the stocking unit of measure is the smallest unit of measure, and the other units are defined in terms on the stocking unit. To add a unit of measure, you specify: •
The unit of measure. •
The default conversion factor between the stocking unit of measure and this unit of measure. Note the following points concerning units of measure: •
The conversion factor for a stocking unit of measure is always 1. •
You can add all of your stocking units and multiples of stocking units to the Units of Measure form, and then choose the set of units that you need for each item you add. •
If you need to cost items by weight or volume, you can also add appropriate units of measure. Units of measure can be numbers of items, dry measures, liquid measures, or weights. 2–64
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Entering Inventory Control Setup Information
You must choose the Allow Fractional Quantities option in the I/C Options form if you want to enter conversion factors that involve fractions. •
You must also choose the Allow Fractional Quantities option if you want to ship fractions of the stocking unit. Adding Weight Units of Measure
Weight units of measure are the different units that you use for measuring item weights — such as pounds, tons, kilograms, and metric tons. Weight units of measure are all defined in terms of a default weight unit of measure, which is the unit used to express total order weights in Order Entry. You specify the default weight unit of measure in the I/C Options form. For example, you could use the pound for the default weight unit of measure, and be able to convert the weight of items using metric measures. Weight UOM
Conversion Factor
Pound — default UOM
Kilogram
Ton
1
2.2
2,000
1 pound equals
1 lb.
.4545 kg.
.0005 tons
Default weight
UOM
The default weight unit of measure is the unit for expressing the weight of orders in Order Entry. To add a weight unit of measure, you specify: •
The weight unit of measure. •
A description of the weight. •
The weight conversion factor between the default unit and the unit you are adding (as a multiple of the default weight UOM). Getting Started
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•
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Entering Inventory Control Setup Information
Note the following points concerning weight units of measure: •
The conversion factor for a default weight unit of measure is always 1. •
You can use fractions in weight conversion factors even if you do not use fractional inventory quantities. Assigning Optional Fields
Inventory Control supports Sage Accpac Transaction Analysis and Optional Field Creator, a separately licensed package that you can purchase and use with Sage Accpac ERP. With optional fields, you can: Optional field
information can be
transferred to G/L
First, set up systemwide optional
fields in Common
Services
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•
Add an unlimited number of optional fields to Inventory Control transactions for recording additional information. •
Specify a limited set of entries for an optional field. •
Specify default values and indicate whether an optional field can be automatically inserted in a transaction. •
Print several Inventory Control reports using optional fields as record selection criteria. •
Pass optional fields used in a transaction to General Ledger if: −
The optional fields are the same as the optional fields assigned to the affected account in General Ledger. −
The optional fields settings for the inventory transaction specify that optional field information be passed to the G/L accounts used in the transaction. You first define optional fields in Common Services. (See Chapter 9, “Setting Up Optional Fields” in the System Manager User Guide for instructions about creating optional fields that can be used with all your Sage Accpac subledgers.) Sage Accpac Inventory Control
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Entering Inventory Control Setup Information
After defining optional fields in Common Services, you use the Optional Fields form in the Setup folder to assign them to I/C. You can use optional fields in the following records and transactions: Before
Setting Up
•
Item records. •
Reorder quantities. •
Receipts (headers and details). •
Shipments (headers and details). •
Adjustments (headers and details). •
Transfers (headers and details). •
Assemblies and disassemblies. •
Internal usage transactions (headers and details). The following processing functions also support optional fields, since these functions create transactions: Information for
each optional field
•
Inventory Counts. •
Physical Inventory Quantities. •
Post Inventory Reconciliation. For each optional field you plan to use in Inventory Control, you specify: •
Where the optional field is used. (You must first choose the record or transaction to which you are adding the field.) You can add an unlimited number of optional fields to each record or transaction as long as you set them up first in Common Services. •
The optional field you are using. Note that to pass optional field information from Inventory Control transactions to General Ledger transactions, you must assign the same optional fields to Getting Started
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Entering Inventory Control Setup Information
transaction details in Inventory Control that you assign to transactions in General Ledger. •
The default entry to use for the optional field. −
The default entry is optional, but if the field is required and you do not provide a default, you cannot save the record or transaction until you fill in the optional field. −
You set the Value Set field to No if you are not providing a default (to distinguish it from a blank default entry). −
If the field you select requires validation, the default entry must be a value that is defined for the optional field in Common Services. •
Whether the program will display the optional field and its default entry on the form for the type of optional field when you set up new records or enter transactions. •
Settings that determine whether General Ledger accounts and Project and Job Costing can be updated with optional field information from posted transactions, as described in the next section, “Optional Field Settings.” Optional Field Settings
You can — and should — restrict the flow of information that is passed to General Ledger when you post transactions that use optional fields. The Optional Fields setup form lets you specify groups of accounts for which values for an optional field can be passed to General Ledger. (The optional fields used in a transaction must also match the transaction details optional fields used for an account in order to be passed to General Ledger.) Important: Although all account groups are initially selected for new optional fields, you need to consider the purpose of the optional field you are defining. You should send values to General Ledger only for optional fields that require 2–68
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Setting Up Inventory Item Records
financial analysis, and only to accounts where they are required. Before
Setting Up
Setting Up Inventory Item Records
Before you can enter inventory transactions, you need to add your inventory item records to Inventory Control. Item records contain the information you need to manage your inventory. This section tells you what you need to know before adding item records to Inventory Control, and describes the options you can select when adding records to make sure that the item records meet your company’s needs. Before you add
inventory item
records
Before you can add your item records to Inventory Control, you must set up: •
Item number formats. •
Account sets. •
Categories. •
Locations. •
Units of measure (required only if you selected the Only Use Defined UOM option in the I/C Options form). •
Weight units of measure (required if you want to show order weights in Order Entry, and can be added later to item records). •
Optional fields (can also be added later to item records). If you need more information about setting up any of these records, refer to the earlier sections of this chapter. Getting Started
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Setting Up Inventory Item Records
You take the following steps to set up item records in Inventory Control: Add inventory
items
1.
Add the item information from your existing inventory system to Inventory Control item records, selecting the options you want to use. Assign items to
locations
2.
Assign items to the locations where you want to stock them if you have already set up your inventory locations (or you can do this later). Note: If you turned on the Allow Items At All Locations option in the I/C Options form, the program assigns all items to all locations. Add pricing
information
3.
Add prices for inventory items using the Item Pricing form and the Copy Item Pricing form. Add alternate item
numbers such as
bar codes
(optional)
4.
Use the Manufacturers’ Item Numbers form to add alternative numbers or codes to identify inventory items. Alternate numbers let you use scanners with existing UPC bar codes on packaged products — or add shortcut codes for common items to speed data entry. Manufacturers’ item numbers are automatically translated during data entry to your inventory item numbers. Add customer item
numbers
(optional)
5.
Use the Customer Item Numbers form to add the item numbers that your customers use for your stock. This is often required for large customers. Customer item numbers are particular to the customer, so different customers can use the same number for different items. Add bills of
material and
kitting items
(optional)
6.
Add bills of material and kitting items to define master items if you repackage or assemble items before selling them as merchandise. •
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Bills of material are designed for manufacturing items from other items or subassemblies, and stocking the new items. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
•
Kitting items allow you to group items for special promotions and sell them as a single item. Add vendor
information
(optional)
7.
Add vendor information for items, such as the Accounts Payable vendor number, the item number your vendor uses, the vendor contact, the item cost, and your buying unit of measure. This information is required if you want to automatically generate purchase orders for understocked items. Add reorder
information
(optional)
8.
Sage Accpac
Purchase Orders
Contract prices
Add minimum and maximum desired stock quantities for items so you can print reports to identify understocked and overstocked items in your inventory. Purchase Orders uses reorder information to automatically generate purchase orders for understocked items. 9.
Add contract prices for particular customers, for specific items or item categories, and for specific periods of time. These steps are described in more detail in the following sections. When you are ready to add your item records to Inventory Control, follow the instructions in Chapter 3, “Setting Up Your Inventory Control System.” Adding Inventory Items
Adding item records to Inventory Control involves transferring your existing item information to Sage Accpac and selecting options that help you process inventory data effectively. Add Item Wizard
Note: Inventory Control includes a wizard that takes you through all setup windows that are required when you add a new item. It helps you add the item record, specify the locations and costs, assign the vendors, and set up pricing. Getting Started
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Setting Up Inventory Item Records
When you add an item, you record the following information in the Items form: •
The item number you use to identify the item, described in the section “Defining Item Number Formats,” earlier in this chapter. •
A description of the item. •
The item number structure (if you have several item number formats, the code that identifies the format for this item number). •
The category to which the item belongs. •
The account set the item uses. (You assign an account set to define the costing method and general ledger balance‐sheet accounts for the item. Non‐stock items, such as services or kitting items, must be assigned a user‐specified costing method.) •
The default price list for the item. (Because you also assign default price lists and contract price lists to your customers, these are the prices in effect if no other price list applies. You can override this price list when you enter shipments.) Sage Accpac
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If you use Order Entry, the prices Order Entry displays for items come from this price list (if it has a price in the customer’s currency). •
(Optional) A commodity number, if your company reports a value‐added tax (VAT). •
(Optional) The default picking sequence. (The picking code can be a warehouse bin number or aisle number that identifies the physical location where an item is stored. In Order Entry, you can print the picking sequence on picking slips to help warehouse staff assemble shipments.) •
The weight of one stocking unit of the item. (The weight must be in the same weight units, such as pounds, that you select for the Weight Unit of Measure field. The weight is used by Order Entry to estimate the weight of customer orders.) Sage Accpac Inventory Control
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Setting Up Inventory Item Records
•
The unit of measure used for the item weight. (Use the Weight Unit of Measure form in the Setup folder to add weights and conversion factors for items.) •
(Optional) The item number of an item in your inventory that you want to be an alternate for the item record you are adding. An alternate item is an item that you want to ship when the regular item is out of stock. For more information about alternate items, see the section “Alternate Items,” later in this chapter. Serialized Inventory
•
Whether this item is sold through your Web store. (This choice is used only if your company operates a Web store using ACCPAC eTransact.) •
Whether this item is active. You cannot post transactions for inactive items. •
Whether the item is sellable. You cannot ship unsellable items from Inventory Control or Order Entry. (For example, you might have goods that are used only in bills of material or used only for projects managed through Project and Job Costing.) •
Whether the item is a regular stock item that you store in your inventory, or a non‐stock item such as a service charge, kitting item, or other item which you do not store in your physical inventory. •
Whether the item has serial numbers that you track. Note: If you use Sage Accpac Options Serialized Inventory, you will still choose the Serial Number checkbox for items that have serial numbers. Getting Started
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Setting Up
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Setting Up Inventory Item Records
Sage Accpac
Order Entry and
Purchase Orders
•
Whether the item is a kitting item. (Kitting items are collections of items that are priced and sold through Order Entry as a single item, and are often collected together at sale time — such as a particular computer, keyboard, and monitor combination.) •
The stocking unit of measure (such as each or dozen) is the unit of measure that Inventory Control uses to report stock levels for this item. −
The stocking unit is the smallest unit of measure you can specify unless you select the Allow Fractional Quantities option in the I/C Options form. −
The conversion factor for the stocking unit of measure must be 1. −
If you selected the Use Only Defined UOM option, you must select one of the units added using the Units of Measure form in the I/C Setup folder. (You can change the conversion factor after selecting the stocking unit from the Units Finder.) •
(Optional) Other units of measure for the item (based on the stocking unit) by which you purchase or sell the item. If you selected the Use Only Defined UOM option, you must define all of the units first. •
(Optional) Tax information, including the taxing authority, and tax classes for purchases and sales of the item. If you are selling this item with Order Entry, ePOS, or eTransact, add all of the tax authorities that can apply to item sales. Order Entry, Purchase Orders, ePOS, and eTransact use this information to calculate tax amounts on sales and purchases. Inventory Control uses tax information for reporting purposes only. For more information about taxes, see the Tax and Bank Services User Guide. 2–74
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Setting Up Inventory Item Records
•
Information your company wants to include in any optional fields you created for your item records in the I/C Optional Fields form. •
Importing item
records
Up to 300 characters of additional item information. You can import item records into Inventory Control from non‐Sage Accpac programs, instead of entering them in the Items form. For information about importing item records, see Appendix C, “Importing and Exporting,” in the User Guide. Non-stock Items
Inventory Control uses non‐stock item records for three main purposes: •
To use for shipping specially ordered items which you do not normally stock in your inventory. •
To handle service charges or other non‐inventory charges. •
To provide item information for kitting items. Non‐stock items must use the user‐specified costing method. For information about the user‐specified costing method, see “Costing Methods,” earlier in this chapter. Items with Serial Numbers
A serial number is a number that a manufacturer assigns to an item to distinguish it from other items. When you ship or return an item for which the Serial Number option is turned on, you can record one or more serial numbers for the item. Note: Kitting items cannot have serial numbers. Getting Started
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Setting Up
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Setting Up Inventory Item Records
Inventory Control includes a Serial Numbers report, which contains the following information: •
Shipment or return date. •
Transaction type (shipment or return). •
Customer number. •
Customer name (contact). •
Item number and description. •
Serial number. •
Category code. •
Location code. •
Transaction reference. You can print the Serial Numbers report or export it to a non‐Sage Accpac program, such as a program for tracking serial numbers and warranties. For information about exporting the report, see Appendix B, “Importing and Exporting,” in the User Guide. Serialized Inventory
Sage Accpac Options includes a serialized inventory package that works with Inventory Control to provide more comprehensive serial number tracking features. If you use Serialized Inventory, you will also choose the Serial Number checkbox for items that have serial numbers. Alternate Items
For each item in your inventory, you can specify other items as alternates. Sage Accpac
Order Entry
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If you use Order Entry, you can select from an item’s alternates when entering orders, invoices, or credit notes. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
The following example illustrates how alternate items work: Add items A, B, and C to Inventory Control. 2.
On A’s item record, select item B as its alternate item. The program links the two items so that item A is an alternate for item B (as well as making B an alternate of A). 3.
On C’s item record, select item A or B as its alternate item. Item C is linked to the alternate item list that already contains A and B. The result is that each of items A, B, and C has two alternates. The following table shows this result: Item
Alternate items
A
B
C
B, C
A, C
A, B
Remove item B from Inventory Control by deleting its item record. After removing item B, the relationships between the remaining items look like this: Item
Alternate items
A
C
C
A
The links between items A and C were not destroyed even though item B, which originally established them, was deleted from the system. For information on printing the Alternate Items report, see Chapter 7, “Reports,” in the User Guide. Assigning Items to Locations
If you did not select the Allow Items At All Locations option in the I/C Options form, you must assign each item to the locations where you want to stock it. You must allow an item at a location before you can post transactions involving the item and location. Getting Started
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Before
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1.
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Setting Up Inventory Item Records
For example, you must assign an item to a location before you can: •
Add (receive) the current quantity and cost for the item at the location. •
Transfer any goods to that location or use the location for goods in transit. For more information on adding current item quantities and costs, see “Entering Current Item Quantities and Costs,” later in this chapter. You can assign active items to any number of locations. (You cannot assign inactive items to locations.) Inventory Control provides three ways for you to assign items to locations. You can assign: •
All your inventory items to all locations. •
A group of items to specific locations. •
A single item to specific locations. The following points can help you decide which of these methods (or combination of methods) of assigning items to locations is the most efficient for you to use. Assign all items to
all locations
•
If your company does not keep inventory at more than one location, or it does not need to restrict any items from being kept at any of several locations, you can save time setting up your Inventory Control system by assigning all your inventory items to all locations. This allows you to start entering transactions right away involving any item at any location. To allow every item to be stocked at all storage locations, select the Allow Items At All Locations option on the Processing tab in the I/C Options form. You can turn the option on or off at any time. 2–78
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Setting Up Inventory Item Records
Assign a single
item to specific
locations
•
If your company keeps some inventory items at more than one location, but restricts others, you can assign items individually to as many locations as you want. Assign multiple
items to specific
locations
•
If your company keeps different categories or types of inventory items at different locations, you can assign ranges of items (by item category, item number, a segment of an item number, or by optional fields) to any locations. For example, if you had the three item categories F1, F2, and F3 for different types of filing cabinets, you could assign all the filing cabinets to a location by specifying that all items having a category in the range F1 to F3 be assigned to the location. Use the Locations form to assign groups of items at the same time to a specific inventory location. Adding Items to Price Lists
You add items to price lists after adding your inventory items to Inventory Control. After you add prices to one price list, you can use the prices on the first price list as the basis for the prices on other price lists. Base new price lists
on existing ones
For example, you can create a price list of your regular prices first, and then create a sale price list by basing it on the regular price list. Basing the sale price list on the regular price list allows you to create the sale price list more quickly than if you enter item prices one at a time, as you must do for the first price list to which you add each item. Item Pricing form
You use the Item Pricing form to add items to price lists and to change item pricing. To add an item to a price list, you specify: Getting Started
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Setting Up Inventory Item Records
•
The currency code (for multicurrency ledgers). A price list can contain prices in more than one currency. For example, the wholesale price list might have prices in US and Canadian dollars. •
The price list code. •
The item number. •
A description you want to appear with the item on transaction detail lines in the Order Entry and Purchase Orders modules as well as on price list reports printed in Inventory Control. •
Whether this price list uses item quantity or weight to determine selling price. Note: Pricing based on weight is available in Sage Accpac 500 ERP only. •
The number of decimal places you want the program to use for displaying and printing the prices and costs of the item. •
The base price type and base price(s) for a single unit of measure or multiple units of measure. The base price is the expected selling price, and can be the base for other discount prices. −
If you are pricing by quantity, you can also calculate the base price for single or multiple units of measure from a cost. −
If you are pricing by quantity, and you choose a single unit of measure, you can also specify that there is no default price — forcing you to specify a price whenever to sell the item. Note: Prices for multiple units of measure and prices based on costs are available in Sage Accpac 500 ERP only. Also note that the default price and UOM for multiple units of measure that you specify is in effect only if you do not specify a 2–80
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Setting Up Inventory Item Records
price for the stocking unit. If you specify a price for the stocking unit, I/C Shipments will automatically use it as the default. A sale price type and sale price(s), whether calculated from a particular cost or entered for a single unit of measure or multiple units of measure. Sale pricing options are the same as for the base price. •
Start and end dates for the sale (optional). •
A markup cost, and a factor by which to mark up this cost to determine the selling price for the item. (On the Prices tab, this is a reference field for reports.) •
Start and end dates for the price list if you want it to come into effect or stop being used on a particular date (optional). •
Whether to calculate discount pricing structures by discounting your selling (base) price, or by marking up your cost. If you are basing pricing on quantity (not weight), you can choose to mark up your standard cost, most recent cost, average cost, last cost, of the amounts entered using the Alternate Amount 1 or the Alternate Amount 2 fields defined in the I/C Options form. In multicurrency ledgers, you can mark up on standard cost only on functional‐currency price lists. If you are basing pricing on weight, you can only mark up the markup cost. Price checking
on overrides
•
Whether to calculate customer discounts on selling prices by a percentage or by a specific amount. •
Whether to calculate customer discounts based on volume purchased or on customer type. •
Whether applications (such as Order Entry) should check price overrides, and how it should handle them (with a warning, an error message, or a request for approval). Getting Started
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•
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Setting Up Inventory Item Records
Price ranges
based on User ID
Inventory Control lets you set acceptable price ranges for individual Sage Accpac User IDs (and for a default user), based on unit prices or on sales margins. The unit prices can be based on fixed amounts, or on costs plus percentages or plus fixed amounts. Note: Price checks are available in Sage Accpac 500 ERP only. •
Copying to other
price lists
Tax authorities (such as state or province) and customer tax classes if you want the program to include taxes in the prices of items for Sage Accpac Order Entry. After adding items to your first price list, you can use the Copy Item Pricing form if you want to copy a single item or group of items to subsequent price lists. For information about using the Copy Item Pricing form, see “Maintaining Price Lists” in Chapter 4 of the User Guide.
To copy items already on a price list to another price list, you specify: 2–82
•
The pricing currency you are copying from. •
The price list that you are copying from. •
The pricing currency you are copying to. •
The price list to which you are copying the items. •
The item prices you want copied (by range of selection field). •
The pricing information fields that you want to copy (such as the base price and sale price). •
How to adjust the pricing information. •
The exchange rate to use if converting prices from one currency to another. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
Updating price lists
Use the Update Item Pricing form if you want to change pricing information for a range of items on one or more price lists. See “Maintaining Price Lists” in Chapter 4 of the User Guide. Before
Setting Up
Adding Manufacturers’ Item Numbers
Inventory Control lets you associate additional item numbers with the items in your inventory. This feature lets you: •
Use manufacturers’ bar codes (such as UPC and ISBN codes) for entering transactions in Inventory Control, Order Entry, or Purchase Orders. Manufacturers’ item numbers are automatically translated during data entry to your inventory item numbers. •
Simplify data entry by creating a set of shortcut item numbers for your most popular items. You can add as many manufacturers’ item numbers as you need. The program has no limit to the number of codes associated with each item number. You use the Manufacturers’ Items form to set up additional numbers for identifying the items in your inventory. Adding Customer Item Numbers
Inventory Control also lets you associate customer item numbers with your inventory item records. Customer item numbers are often required for large customers, where the customer uses their stock numbers when ordering from you. You may have a number of customer item numbers associated with a single item if you supply goods to several large outlets. Customer item numbers are particular to the customer and also specify the customer’s unit of measure, so different customers can use the same number for different items. Getting Started
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Setting Up Inventory Item Records
When you add a customer item number, you: •
Choose the item from your inventory. •
Specify the customer. •
Enter the customers’ item number and their description of the item. •
Enter the unit of measure. •
Enter relevant comments and particular instructions for handling or shipping. Note: Customer item numbers are available in Sage Accpac 500 ERP only. Adding Bills of Material
Inventory Control’s bills of material feature lets users set up multilevel bills of material for manufacturing or assembling items for sale. Each bill of material includes a list of component parts and quantities, as well as the fixed and variable costs for manufacturing, such as labor cost, materials, and overhead. Inventory Control supports unlimited levels of assemblies and sub‐
assemblies in a single bill of materials. In addition, Inventory Control provides the transaction processing functions to assemble bills of material and to disassemble earlier assemblies. Normally, bills of material and item assembly are used by manufacturing companies. Kits instead of item
builds
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If you are simply grouping items together for sale — and don’t have manufacturing costs or need to track assembled items — you should use Inventory Control’s kitting features instead (see the next section in this chapter). Sage Accpac Inventory Control
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Setting Up Inventory Item Records
Rules for bills of
material
You follow these rules when defining and using bills of material: •
Before you can set up a bill of material, you must: Add item records for the component items and for the master items that you intend to build. You must add item records for all items that appear on all levels of multilevel bills of material. Each item is individually tracked in I/C, even if it is never separately bought or sold. −
Decide on the bill of material numbers (BOM numbers) that you will use. BOM numbers can be up to six characters long. •
Master items can use any costing method except the user‐
specified costing method. (For information about costing methods, see “Costing Methods,” earlier in this chapter.) •
Component items can use any costing method (including the user‐specified costing method) but cannot be kitting items. •
Before you can post an assembly transaction, ensure that the master item and all its component items are stocked at the same inventory location. •
The component items in a bill of material are fixed (you cannot use alternate item components). To build a master item using an alternate item component, you must create another bill of material. •
You can create a bill of material that includes the master item from a different bill of material as a component item. You must assemble as many units of the component master item as you need, prior to assembling the next level of a master item. •
You can create component bills of material on‐the‐fly while defining the master bill of material. Getting Started
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Setting Up Inventory Item Records
•
To specify fractional quantities on the BOM master, you must first select the “Allow Fractional Quantities” option on the Processing tab of the I/C Options form. •
You cannot delete an item from inventory if it is a master or component item in a bill of material. Assembling Master Items from Bills of Material
You use the Assembly/Disassembly form to assemble bills of material that you create. Using BOMs or
item kits
Many non‐manufacturing companies repackage items or assemble items before selling them. With Inventory Control, you can use the assembly and disassembly tasks to repackage items, or you can use I/C’s kitting features if you don’t track any costs for assembling repackaged kits. Before you can assemble items, you must create a bill of material to define the component items and quantities and the fixed and variable costs required to assemble a specific number of units (the build quantity) of a master item. An assembly of a bill of material takes component items out of inventory and adds the newly created master items into inventory. Negative inventory
levels
If you allow negative inventory levels, you can use the item assembly process to add a master item even if its component items are not in stock. The costs of the components are transferred to the master item, and you can do the physical assembly at a later time. If you assemble the same master item from different components (for example, using alternate items), you must set up a separate bill of material for each version of the master item. Build quantity
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The build quantity is the number of master items that one assembly of a bill of material produces. For the build‐quantity unit of measure, you can use any of the units of measure specified in the master item record. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
For example, consider the following bill of material: One assembly of the above bill of material requires 3 boxes of X1, 4 cans of Y1, and 7 pounds of Z1 to make 10 bottles of Mixture A. Identifying BOMs
You identify each bill of material using the master item number along with a BOM number (such as, item #A1/509‐0, BOM #1). If you want to assemble the same master item using different components, you must specify a different BOM number for the second bill of material. BOM numbers can contain uppercase letters and numbers, and you can also add a 60 character description, so the BOM identifier can be a simple sequence number or a letter. Fixed and variable
costs
When you add a bill of material, you can specify fixed and variable costs associated with assembling the master item. Fixed cost is the setup cost for preparing to assemble a bill of material one or more times. The fixed cost is a one‐time cost which is the same regardless of the number of times you assemble the build quantity of the master item. Variable cost is the cost of assembling the build quantity of a bill of material exactly once. When you assemble a bill of material, the program multiplies the variable cost by the number of assemblies (not the number of master items produced). The cost of labor for an assembly is an example of a variable cost. For example, consider the following bill of material: Master item = Mixture A Build quantity = 10 bottles Components: X1 = 3 boxes, Y1 = 4 cans, Z1 = 7 lb. Fixed cost = $16.00 (for setup) Variable cost = $15.00 (for labor) Getting Started
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Setting Up Inventory Item Records
Assembling the preceding bill of material five times: Adding bills of
material
•
Produces fifty bottles (5 times 10 bottles) of the master item (mixture A). •
Requires 15 boxes of X1, 20 cans of Y1, and 35 pounds of Z1. •
Incurs a fixed cost of $16.00 (this is the setup cost). •
Incurs a variable cost of $75.00 (5 times $15.00). Use the Bills Of Material form to add bills of material to Inventory Control. Adding Kitting Items
Kitting items are collections of items that are priced and sold through Order Entry as a single item, and are often collected together at sale time — such as a particular computer, keyboard, and monitor combination, or a back‐to‐school binder, pencil case, and felt pen set. •
Kitting items allow you to group items for special promotions and sell them as a single item. Kits do not have build costs, and the kitting item is not treated as a stock item (so there are no stocked quantities of the kit — only of the components). •
Bills of material, on the other hand, are designed for manufacturing items from other items or subassemblies, and for stocking the new items. For both kinds of assemblies, you must add the master item record and all of the component item records before you can define the kit or BOM. Note the following points regarding kitting items:
•
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You must add the kitting item record and all of the component item records before you can specify the contents of kitting items. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
Kitting items must use an account set code that specifies a user‐
specified costing method. •
You must choose the Kitting Item option for kitting items. •
Kitting items can include non‐stock items — such as shipping or installation fees. See chapter 3 of this manual for instructions on adding kitting items. Adding Vendor Information
Inventory Control lets you enter information about the vendors who supply each of your inventory items. You can view this information online in Inventory Control, or print item vendor reports sorted by item, item category, or vendor, or by optional fields. If you add minimum and maximum stock quantities for items, you can also print stock reorder reports by vendor, or you can automatically generate purchase orders for understocked items. Item vendor information includes the vendor number (up to 12 characters), the name of a contact person, your priority rating for the vendor (from 1 to 9), the item cost, and the vendor’s number for the item. You can choose vendors from your Accounts Payable vendor records, or you can enter other vendor numbers. For information on printing the Vendors report, see Chapter 7, “Reports,” in the User Guide. Adding Reorder Information
If you add reorder information to Inventory Control, you can print reports that list understocked and overstocked items in your inventory. You can use these reports to help you decide when to reorder. Getting Started
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•
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Setting Up Inventory Item Records
Adding reorder
information
Use the Reorder Quantities form to add reorder information for your inventory items. Sage Accpac
Purchase Orders
If you use Inventory Control with Purchase Orders, you can use the Purchase Orders program to generate purchase orders automatically for items that need to be reordered. If you stock an item at more than one location, you can add reorder information for the item at a specific location or for all locations. These options are mutually exclusive. If you set a reorder quantity for an item at a specific location, you cannot also set a reorder quantity for the same item at all locations. Reorder optional
fields
If the optional fields assigned to reorder quantities match Sage Accpac Purchase Orders optional fields, your entries will appear in POs generated by the Create POs From I/C form in Purchase Orders. Varying reorder
information
You can keep different reorder information for different periods of the year. You can specify quantities for as many periods as you want within the calendar year. You can record the following reorder information for each period: •
The minimum and maximum number of units you want in inventory. •
The number of units to order when the item’s quantity falls either below the minimum, or below the projected sales. •
The projected sales. You record all quantities in terms of the stocking unit of measure (which is the unit Inventory Control uses to report stock levels for the item). Minimum and
maximum
quantities
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Inventory Control calculates the number of units for an item as the quantity on hand plus the quantity on purchase order, minus the quantity on sales order. Sage Accpac Inventory Control
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Setting Up Inventory Item Records
For example, if the quantity of an item on hand is 100, on purchase order is 50, and on sales order is 80, then the quantity of stock for that item is 70 (that is, 100+50‐80). If you want to specify different reorder information for each calendar quarter, enter the four period‐start dates: January 1, April 1, July 1, and October 1. For bi‐monthly coverage enter the six period start‐dates: January 1, March 1, May 1, July 1, September 1, and November 1. Note that you enter period‐start dates numerically in the order month, day. For example, you would enter the period‐start date of June 30 as 6/30. In the preceding two examples, the first period starts on January 1 and all periods are of equal duration, but these are not requirements. For example, here is another set of valid period‐start dates: May 2, September 10, January 20, and March 25. Last period is in
effect until the first
period of the year
Note, however, that if the first period starts after January 1st, the reorder information from the last period of the year remains in effect until the first period start date of the new year. For example, assume: Period Start Date
03/01
06/01
09/01
If today’s date is February 1, the reorder quantity for the period February 1 to March 1 will be prorated from the period September 1 to February 28. In other words, if the September 1 reorder quantity is 181, the reorder quantity from February 1 to February 28 will be 28. If you want to start the year with a “0” reorder amount, you have to add a period with a January 1 start date. You may want to add reorder information only for part of your inventory, such as expensive or high‐volume items. Getting Started
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Specifying period
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Setting Up Inventory Item Records
Setting Up Contract Pricing
You use Contract Pricing to set up pricing for specific customers. The pricing is based on the customer number and either the Inventory Control category code or item number. You can set up a number of contract pricing arrangements for each customer. Contract Pricing
Based on
Category Code
If you base pricing on the category code, you can choose to have the customer’s contract price for an item determined by the customer type (A, B, C, D, E, or Base), a discount percentage, a discount amount, cost plus a percentage, or cost plus a fixed amount. (Inventory Control does not directly use customer types, but they are used by Sage Accpac Order Entry.) You can select the following options for pricing based on the category code: Contract Pricing
Based on Item
Number
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•
Customer type. All items for that category will be priced using the customer type specified. •
Discount percentage. All items for that category will be priced using the base price from the price list (specified on the order) less the discount percentage. •
Discount amount. All items for that category will be priced using the base price from the price list (specified on the order) less the discount amount. •
Cost plus a percentage. Items are priced using the markup cost you specified plus a percentage of the cost. •
Cost plus a fixed amount. Items are priced using the markup cost you specified plus a fixed amount. If you base pricing on the item number, you can choose to have the customer’s contract price for an item determined by the customer type (A, B, C, D, E, or Base), a discount percentage, a discount amount, the cost plus a set percentage, the cost plus a fixed amount, or a fixed price. Sage Accpac Inventory Control
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Importing and Exporting Inventory Control Records
You can select the following options for pricing based on the item number: Customer type. The item is priced using the price list and customer type you specify. •
Discount percentage. The item is priced using the base price from the price list less the discount percent. •
Discount amount. The item is priced using the base price from the price list less the discount amount. •
Cost plus a percentage. The item is priced using the markup cost you specified plus a percentage of the cost. •
Cost plus a fixed amount. The item is priced using the markup cost you specified plus a fixed amount. •
Fixed price. The item is priced using the amount you specify. After you have set up contract pricing for a customer, you can later use the Contract Pricing form to add, remove or edit contract pricing. Importing and Exporting Inventory Control Records
Sage Accpac lets you export records and import them directly into Inventory Control. For example, you can export records from one Inventory Control database, edit them in a spreadsheet program to change codes, amounts, and other information, then import them into another Sage Accpac Inventory Control system — such as the one you are setting up. Records you can
import or export
Inventory Control records you can both import and export include: •
Account sets •
Items •
Categories •
Item pricing •
Segment codes •
Physical inventory quantities Getting Started
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•
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Importing and Exporting Inventory Control Records
•
Item structures •
Manufacturers’ item numbers •
Locations •
Reorder quantities •
Location details •
Kitting items •
Price list codes •
Bills of material •
Optional fields •
Customer details •
Units of measure •
Vendor Details •
Weight units of measure •
Contract pricing •
Transaction statistics •
Item mappings •
Sales statistics You can, for example, export sales statistics to a spreadsheet for further analysis. You can also export price lists to a spreadsheet, change pricing information, and then import the price lists back into Inventory Control. Transactions
Export formats
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Inventory Control also lets you export and import transactions: •
Adjustments •
Receipts •
Assemblies •
Shipments •
Internal usage •
Transfers Inventory Control can create export files in several formats, including: •
Excel 2000 •
CSV File (Comma Separated Values) •
Single CSV file •
Access •
dBase 5.0 Sage Accpac Inventory Control
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Entering Current and Historical Data
Excel 5.0 •
ODBC •
XML Before
Setting Up
•
You select the format to use when you export the data. Import formats
You can also create files to be imported by Inventory Control in any of the above formats. For information about importing and exporting Inventory Control records, see Appendix C, “Importing and Exporting,” in the User Guide, and also see the System Manager User Guide. Entering Current and Historical Data
Item quantities
and costs
To set up your Inventory Control system, you must add your current item quantities and costs. Sales and
transaction
statistics
Inventory Control maintains sales and transaction statistics for the current year and for all the previous years for which you retain the data. You add the historical information you need during setup. Inventory Control then automatically updates the statistical information each time you run day‐end processing. Current-year sales
and transaction
statistics
If you set up partway through a fiscal year, enter any sales and transaction statistics from previous periods of the current year that you want to view online or for which you want to print reports. Previous-years
sales and
transaction
statistics
You can also enter any sales and transaction statistics from previous years that you want to view online or for which you want to print reports. You can enter current‐year and previous‐years sales and transaction statistics either during or after setup. Getting Started
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Entering Current and Historical Data
Entering Current Item Quantities and Costs
When you set up your Inventory Control system, you must add the current quantities and costs for your inventory items. You add your current item quantities and costs by receiving them using the Receipts form. You can also import receipts from a spreadsheet or other non‐Sage Accpac program. For step‐by‐step instructions on adding your current item quantities and costs, see “Step 17: Add Current Item Quantities and Costs,” in Chapter 3, “Setting Up Your Inventory Control System.” Entering Sales Statistics for Current and Previous Years
If you want prior‐period sales statistics, you can enter the sales data (units sold, number of transactions, sales amount, and actual cost) from current and previous years that you want to view online or for which you want to print reports either during or after setup. Before you can add sales data, you must select the Allow Edit Of Statistics option on the Processing tab of the I/C Options form. Use Sales Statistics to add sales data from current and previous years to your Inventory Control system. Step‐by‐step instructions for entering sales statistics are included in “Step 18: Add Sales Statistics,” in Chapter 3. Entering Transaction Statistics for Current and Previous Years
Either during or after setup, you can enter transaction data from current and previous years that you want to view online or for which you want to print reports. Before you can add transaction data, you must select the Allow Edit Of Statistics option on the Processing tab of the I/C Options form. Use Transaction Statistics to add transaction data from current and previous years to your Inventory Control system. 2–96
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Using Multicurrency Accounting in Inventory Control
Step‐by‐step instructions for entering transaction statistics are included in “Step 19: Add Transaction Statistics,” in Chapter 3. You use multicurrency accounting if you want to process receipt transactions and shipment transactions, maintain price lists, and fill orders (using Sage Accpac Order Entry) in more than one currency. To create a multicurrency Inventory Control system, you: 1.
Turn on the Multicurrency option for the company and select a default rate type in the Company Profile form of Common Services. 2.
Use the Currency form in Common Services to add any currency codes you need for Inventory Control, and enter exchange rates for the currencies you use. When you install Sage Accpac ERP, you also install a large set of currency codes that use standard international abbreviations and the format and number of decimal places that are normally used with each currency. You probably will not need to define new codes unless you do not use the international codes. Turn on
multicurrency
accounting
3.
You cannot turn off
the Multicurrency
option
Add price lists in
each currency
Select the Multicurrency option in the I/C Options form in Inventory Control to turn on multicurrency accounting for your Inventory Control system. You can select the Multicurrency option at any time, but once you save the I/C Options form with the option selected, you cannot change back to single‐currency accounting. 4.
Use the Item Pricing and Copy Item Pricing forms to add item prices for every currency in which you sell each item. You do not need to enter multicurrency totals for Inventory Control sales statistics, because the program keeps these statistics in the functional currency. Getting Started
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Using Multicurrency Accounting in Inventory Control
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Where To Now?
Where To Now?
You are now ready to set up your own Sage Accpac Inventory Control system, following the steps in Chapter 3, “Setting Up Your Inventory Control System.” You may also want to practice processing Inventory Control transactions using the lessons in The Sage Accpac Workbook, available from the Help menu on the Sage Accpac Desktop. If you are unfamiliar with the operation of the System Manager, you should read the System Manager User Guide. 2–98
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Chapter 3
Setting Up Your
Inventory Control System
Using Inventory Control with an Internet Browser
................................ 3–2
Access Restrictions to Inventory Control ...................................... 3–2
Overview of Inventory Control Setup
While You Work
............................................ 3–3
............................................................... 3–3
Steps for Setting Up Inventory Control
....................................... 3–4
Guideposts to Inventory Control Information
Using Finders
................................. 3–5
.......................................................... 3–5
Using Help ............................................................. 3–5
Finding Additional Information .......................................... 3–6
Finding Multicurrency Information ....................................... 3–6
Protecting Your Work ................................................... 3–6
Setting Up an Inventory Control System .......................................... 3–7
Step 1: Gather Data from Your Present Inventory Control System ............... 3–7
Step 2: Add Inventory Accounts to Your Chart of Accounts
.................... 3–9
Step 3: Add Tax, Currency, and Security Information for Inventory Control in Common Services .................................................... 3–9
Step 4: Select Inventory Control Options
.................................... 3–10
Changing Your Selection of Inventory Control Options .................... 3–24
Step 5: Select General Ledger Integration Options ............................ 3–25
Step 6: Add Inventory Control Records...................................... 3–33
Add Segment Codes
................................................... 3–34
Add Item Structures
................................................... 3–36
Add Categories ........................................................ 3–38
Add Account Sets ...................................................... 3–43
Add Units of Measure .................................................. 3–45
Getting Started
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Setting Up
Inventory Control
Before You Begin ............................................................... 3–1
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Add Weight Units of Measure .......................................... 3–48
Add Inventory Locations............................................... 3–50
Add Price List Codes
..................................................
3–54
Assign Optional Fields to Inventory Control Transactions ................. 3–61
Modifying and Deleting Inventory Control Records
......................
3–64
Step 7: Add Inventory Item Records ........................................ 3–65
To Add an Item Record Using the Items Wizard .......................... 3–67
Adding an Item Record Using the Items Form............................ 3–69
Modifying and Deleting Item Records ................................... 3–77
Step 8: Add Items to Locations and Add Location Details ..................... 3–77
Add Items to Locations Using the Locations Setup Form .................. 3–78
Add Items to Locations and Add Location Details Using the Location Details Form ...................................................... 3–81
Modifying Location Details
............................................
3–86
Step 9: Assigning Items to Price Lists ....................................... 3–86
Modifying Price Lists .................................................. 3–95
Step 10: Assign Vendors to Items (Optional)................................. 3–95
Step 11: Set up Contract Pricing (Optional) .................................. 3–97
Step 12: Add Bills of Material (Optional) ................................... 3–100
Step 13: Add Kitting Items (Optional)
.....................................
3–104
Step 14: Add Manufacturers’ Items (Optional) .............................. 3–107
Step 15: Add Customer Item Numbers (Optional)........................... 3–108
Step 16: Add Reorder Information (Optional)............................... 3–109
Step 17: Add Current Item Quantities and Costs ............................ 3–113
Step 18: Add Sales Statistics (Optional)
....................................
3–117
Step 19: Add Transaction Statistics (Optional) .............................. 3–119
Where To Now?
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Sage Accpac Inventory Control
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Chapter 3
Setting Up Your
Inventory Control System
The purpose of this chapter is to get you “up and running” quickly. For a complete understanding of options, read Chapter 2, “What you Need to Know Before Setting Up Inventory Control,” in this guide. Before You Begin
For more information about any task in the following list, see the Sage Accpac ERP System Manager Administrator Guide. 1.
Install the Sage Accpac ERP System Manager. 2.
Create a database for your company and select company‐wide options from Common Services. 3.
Install and activate all Sage Accpac ERP applications that you plan to use (such as General Ledger, Accounts Receivable, Accounts Payable, Inventory Control, Order Entry, and Purchase Orders). 4.
Set up General Ledger and add all the accounts required by the Inventory Control Program. 5.
Set up Accounts Payable and add your vendors. When you have completed these tasks, you are ready to set up your Inventory Control system. Getting Started
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Setting Up
Inventory Control
This chapter contains instructions for defining and creating an inventory control system suited to your business. It also describes how to transfer your existing inventory control records to Sage Accpac Inventory Control after you have set up the system. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
Using Inventory Control with an Internet Browser
Using Inventory Control with an Internet Browser
Inventory Control is designed to let users at remote locations enter and view data using an Internet browser. If you are using a browser, you navigate the program a little differently than you would from the Sage Accpac ERP desktop. However, because the differences are minimal, they are noted only once, here, rather than throughout this guide. The following illustration depicts the browser after you have signed on to your company database. The left-hand panel
provides buttons that let
you open the program
you wish to use. These
buttons correspond to
the folders and icons on
the Sage Accpac
desktop.
Click the button in the
left panel for the form
you wish to use, or click
the related icon in the
area to the right.
To find out how to set up your system for use on the Web and how to sign on to Sage Accpac ERP through your browser, see the System Manager Administrator Guide. Access Restrictions to Inventory Control
If you are running Inventory Control on a network, your System Administrator defines a password and security profile for each person who uses Sage Accpac ERP. Your password and security profile determine which icons appear when you sign on to Sage Accpac ERP. You might not have access to 3–2
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Overview of Inventory Control Setup
some icons and forms discussed in this guide. If you require access to an icon or form that does not appear on your screen, contact your Sage Accpac System Administrator. For information about the Sage Accpac security system, see Chapter 7 in the System Manager Administrator Guide. Also, see Appendix C in the Inventory Control User Guide which lists the Inventory Control tasks to which security can be assigned. The flowchart on the next page lists the tasks involved in setting up an Inventory Control system. The numbers, shown in parentheses, identify the sections of this chapter where each task is explained. While You Work
Use the Setup
Checklist
You can simplify your setup process by following the Setup Checklist as you set up your Inventory Control system. You can find the Setup Checklist in the “DOCS” directory on the machine where Sage Accpac ERP is installed (by default, \Program Files\Sage Software\Sage Accpac\Docs\IC5Xaeng) or you can open it from the Help menu on the Sage Accpac Desktop. Review “What You
Need to Know...”
If you need more background information while setting up Inventory Control, refer to Chapter 2, “What You Need to Know Before Setting Up Inventory Control,” in this manual. Skip steps that do not apply to your company and the way you plan to use the Inventory Control module. Getting Started
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Setting Up
Inventory Control
Overview of Inventory Control Setup
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While You Work
Steps for Setting Up Inventory Control
Gather data from your present inventory control system (Step 1)
Add inventory accounts to your chart of accounts (Step 2)
Add tax, currency, and security information (Step 3)
Select Inventory Control options (Step 4)
Select General Ledger integration options (Step 5)
Add the following records to customize your Inventory Control system (Step 6):
ƒ
Segment codes (optional)
ƒ
Weight units of measure (optional)
ƒ
Item structures
ƒ
Inventory locations
ƒ
Item categories
ƒ
Price list codes
ƒ
G/L account sets
ƒ
Optional fields (optional)
ƒ
Units of measure (optional)
Add inventory items (Step 7)
Add location details for items (Step 8)
Assign items to price lists (Step 9)
Assign vendors to items (optional) (Step 10)
Set up contract pricing (optional) (Step 11)
ƒ
ƒ
ƒ
Add current item information:
Bills of material (optional) (Step 12) ƒ
Customer item numbers (opt’l) (Step 15)
Kitting items (optional) (Step 13)
ƒ
Reorder quantities (optional) (Step 16)
Manufacturers’ items (Step 14)
ƒ
Current item quantities and costs (Step 17)
Add sales statistics (optional) (Step 18)
Add transaction statistics (optional) (Step 19)
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While You Work
Guideposts to Inventory Control Information
The following icons and symbols identify program features, information, or suggestions for making setup easier. Using Finders
Finder icon
A Finder icon beside a field in a Sage Accpac form indicates that you can use it to display a list of possible entries for the field. Setting Up
Inventory Control
To open a Finder list, do one of the following: •
Click the Finder button with the mouse. •
Press the F5 key. To select a record from a Finder list, do one of the following: Varying the order
of records in a
Finder list
•
Double‐click your selection. •
Use the arrow keys to highlight a selection, and then press Enter. The Finder also lets you search for records by specifying selection criteria (matching records based on the contents of particular fields), and lets you vary the display order. For instructions on using the various features of the Finder, press F1 when the Finder list is open. Go button
To display records in some Inventory Control forms, you make entries in two or more fields that have Finders, then click the Go button. The program automatically inserts entries in the required fields based on the record selected, and displays the record. Using Help
Press the F1
key
If you have questions or encounter error messages as you work in Sage Accpac applications, press the F1 key or choose Help from the menu. Getting Started
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While You Work
To get help on a specific topic, click Contents on the Help menu and choose a topic from the list, or click the Search tab, type a word to search for (such as “internal”), and then choose from the list of topics. Finding Additional Information
Further
The Information icon identifies other sections in the Inventory Control guides that contain background information about setup tasks. You should read the suggested sections when you need more information about the task you are trying to accomplish. Security icon
This icon indicates that security settings are needed. information
Finding Multicurrency Information
Multicurrency
icon
The multicurrency icon identifies information and instructions that apply to a multicurrency Inventory Control ledger. If you do not use multicurrency accounting, the icon lets you easily recognize sections you can skip. Protecting Your Work
Check data
and make
backups
Throughout this chapter, when you see a microscope in the margin, you should check data integrity and make backups of your Sage Accpac data. Do not ignore this suggestion! You should check integrity and back up your data: 3–6
•
When you have added records that would be time‐consuming to enter a second time. •
Before you run Day End Processing or do other major tasks that change your Inventory Control data. Sage Accpac Inventory Control
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Setting Up an Inventory Control System
For most offices, this means a routine, daily integrity check and backup of accounting records. For information about checking data integrity and making backups, see the System Manager User Guide. Setting Up an Inventory Control System
Step 1: Gather Data from Your Present Inventory Control System
After you have activated your Sage Accpac Inventory Control data files, you must add the data from your company’s present inventory system to Inventory Control. Refer to existing
records
First, gather your current Inventory Control records. These can be manual records or printed listings and reports from other accounting software, such as: •
A list of the general ledger accounts used in your Inventory Control system, including: −
−
−
−
−
−
−
−
Inventory control Sales Internal Returns Damaged goods Cost of goods sold Cost variance Adjustment write‐off −
−
−
−
−
−
−
−
Assembly cost credit Disassembly expense Physical inventory adjustment
Payables clearing Shipment clearing Transfer clearing Non‐stock clearing Credit/debit note clearing Getting Started
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Setting Up
Inventory Control
The rest of this chapter guides you step by step through setting up your Inventory Control system. The instructions in each step list the information you must enter to define records, as well as optional information you may wish to enter or that you may need for your particular system. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
Setting Up an Inventory Control System
•
Lists of codes and other information you will use for setup: −
−
−
−
−
−
−
−
Item number segments Item structures
Segment codes
Account sets
Price list codes Item categories Location information Item records −
−
−
−
−
−
−
−
Bar codes Item units of measure Item weights
Vendor details Bills of material Kitting information Customer item numbers Contract pricing •
The current quantity, cost, price, and tax status for each inventory item. •
Stocking information for each item, including minimum and maximum levels, and reorder and projected sales quantities (optional). •
If you do not use Sage Accpac Accounts Payable, a list of the vendors you deal with, including the items you purchase from each vendor (optional). •
Historical sales statistics for items (optional). •
If you use a multicurrency Inventory Control ledger, a list of the source currencies in which you deal, and a list of current exchange rates. Using the Setup
checklists
•
The Setup Checklist that you printed to accompany the procedures that you are following in this chapter. Consider importing
the data
•
You may be able to enter much of the Inventory Control data by copying it directly from files created by another program. This is called importing data. You can import data into Sage Accpac Inventory Control for: •
•
•
•
3–8
Account Sets Bills of Material Categories Contract Pricing •
•
•
•
Manufacturers’ Items Optional Fields Physical Inventory Quantities Price List Codes Sage Accpac Inventory Control
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Setting Up an Inventory Control System
•
•
•
•
•
•
•
•
Customer Details Item Pricing Item Mappings Item Structures Items Kitting Items Location Details Locations •
•
•
•
•
•
•
•
Reorder Quantities Sales Statistics Segment Codes Transaction Statistics Transactions Units of Measure Weight Units of Measure Vendor Details Setting Up
Inventory Control
For more information about importing, read Appendix B, “Importing and Exporting,” in the User Guide. Step 2: Add Inventory Accounts to Your Chart of Accounts
Add the accounts to your general ledger that you need for your Inventory Control data, including: •
•
•
•
•
•
•
•
Inventory control Sales Internal usage Returns Damaged goods Cost of goods sold Cost variance Adjustment write‐off •
•
•
•
•
•
•
•
Assembly cost credit Disassembly expense Physical inventory adjustment Payables clearing Shipment clearing Transfer clearing Non‐stock clearing Credit/debit note clearing Step 3: Add Tax, Currency, and Security Information for Inventory
Control in Common Services
Tax Services
Use the Tax Services form in Common Services to enter tax information used in Inventory Control. For information about this service, see the Tax and Bank Services User Guide. If you use currency codes or currencies not currently included in the Common Services Currency feature, add the currencies you require, and enter rates for each currency, following the instructions in the System Manager User Guide. Getting Started
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Setting Up an Inventory Control System
Security
Use Administrative Services to assign passwords and assign user authorizations for Inventory Control. See Chapter 7, “Setting Up Security,” in the System Manager Administrator Guide for more information. Step 4: Select Inventory Control Options
After you install the Inventory Control module and activate Inventory Control for your company database, your first task is to select Inventory Control processing options and enter general information about your inventory system. You enter this information on the I/C Options form, which is found in the Inventory Control Setup folder. If you need to change options or settings after setup, you can modify the information in the I/C Options form. The I/C Options form displays the following tabs: •
Company •
Processing •
Items •
Documents •
Costing For background reading about setup options, see “Choosing Inventory Control Options,” in Chapter 2 of this manual. To choose options and settings on the I/C Options form:
1.
3–10
Double‐click the Options icon in the I/C Setup folder. The following form appears: Sage Accpac Inventory Control
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Setting Up an Inventory Control System
Company tab in
the I/C Options
form
Setting Up
Inventory Control
2.
Make changes on the Company tab, as described below: Contact Name. Enter a name to identify a contact person or position in the company for which you are creating the Inventory Control system, or use the field for your own purposes. Telephone, Fax Number. Enter the telephone and fax numbers of the company for which you are setting up Inventory Control. To change other information displayed on this tab, use the Company Profile form in Common Services. 3.
Click the Processing tab to display the following form: Getting Started
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Setting Up an Inventory Control System
Processing tab in
the I/C Options
form
Processing tab
4.
Complete the Processing tab, as described below: Functional Currency. Displays the currency in which the company books are kept. All Sage Accpac programs that you integrate with Inventory Control use the same functional currency, as specified in the Company Profile in Common Services. (You cannot change the functional currency for I/C.) Multicurrency. If you selected the Multicurrency option for the company in the Company Profile form in Common Services, the Multicurrency field appears on the Processing tab of the Inventory Control Options form. If you want to use more than one currency in Inventory Control (or in Order Entry or Purchase Orders), select the multicurrency option (if it appears). If you do not select this option, Inventory Control uses single‐currency accounting. 3–12
Default Rate Type. This field appears only if you selected the Multicurrency option in Common Services. Enter the code for the rate type (such as spot or average rates) that you want to use to convert source‐currency amounts to functional‐currency equivalents for Inventory Control transactions. Sage Accpac Inventory Control
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Setting Up an Inventory Control System
You can change the default rate type at any time. Allow Fractional Quantities. To allow fractional quantities for your inventory items, select this option. If you do not select this option, you cannot enter decimal places while entering quantities on transactions, or conversion factors for units of measure, and decimal places do not appear on reports. BOM masters
If you will be creating bills of material that use fractional quantities, you must select this option. Allow Items at All Locations. To allow inventory items to be stocked at all locations, select this option. If you allow items at all locations, you can post transactions involving any item and location; otherwise, you must specify each location at which an item can be stocked (including goods‐
in‐transit locations) before you can generate transactions involving the item and location. You can turn on or turn off the Allow Items At All Locations option at any time. Allow Negative Inventory Levels. To allow processing of transactions which result in negative inventory levels, select this option. To prevent posting of transactions that will cause inventory levels to go below zero, clear this option. You can turn on or turn off the Allow Negative Inventory Levels option at any time. Allow Receipt of Non-Stock Items. This setting lets you order and receive special items which you do not maintain in inventory and update the item’s vendor costing information. (The setting is used by Inventory Control, Order Entry, and Purchase Orders.) Getting Started
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Setting Up
Inventory Control
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Setting Up an Inventory Control System
Services, kitting items, or specially ordered items which are not normally kept in inventory are added as non‐stock items. Non‐Stock Items are not displayed on the Location Details form, and Inventory Control does not maintain quantities and costs for non‐stock items. Keep Transaction History. To keep transaction details for the Transaction History report, select this option. Inventory Control saves details for each posted transaction processed from the time you select the Keep Transaction History option. The program uses these transaction details only to generate the Transaction History report. This setting does not affect drilling down to transactions from General Ledger. Note: Transaction details use a large amount of space, so you should delete older details periodically using the Clear History form (from the Periodic Processing folder). You can turn on or turn off the Keep Transaction History option at any time, but if you turn it off, you will have gaps in the history, and you will not be able to drill down to I/C transaction details from General Ledger to missing transactions. Prompt to Delete During Posting. This option lets you delete individual transactions immediately after posting if you do not want to save transaction information. This option is not
active if you have
Serialized Inventory
or Lot Tracking
You will not be
able to drill down
if you delete
3–14
Note: If you are using Serialized Inventory or Lot Tracking, Inventory Control will not prompt you to delete transaction details after posting, even if you choose the “Prompt To Delete During Posting” option. If you delete transactions during posting, you will not be able to view posted transactions in Inventory Control or drill down to them from General Ledger. Sage Accpac Inventory Control
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Setting Up an Inventory Control System
WARNING! Do not select this option if you want to drill down to inventory transactions from General Ledger. We recommend that you do not delete transactions. Only Use Defined Units of Measure. Select this option to use only the units of measure that are defined in the Units Of Measure form for inventory items. Alternate Amount 1 Name, Alternate Amount 2 Name. You can type names in these fields as you want them to appear in the Location Details form. (If you leave these fields blank, they will not appear in the Location Details form.) Sage Accpac
Order Entry
If you type names in these fields: •
You can store costs for items in Inventory Control that Sage Accpac Order Entry can then use as the basis for tax calculations. (Order Entry uses the tax base you specify in Tax Services.) •
You can calculate discount pricing based on a markup amount or percentage on one of these costs. •
You can print Inventory Control reports showing amounts in these fields. You can change the Alternate Amount 1 Name and Alternate Amount 2 Name at any time. Default Weight Unit of Measure. Choose the weight unit of measure which is the basic or standard unit that you use for measuring the weight of your inventory items—such as pounds or kilograms. Getting Started
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Setting Up
Inventory Control
Inventory Control lets you define all of the buying, stocking, and selling units of measure that you require for inventory items using the Units Of Measure form in the Setup folder, and set up default conversion factors between each of the units. This setting lets you enforce consistency for all items added after you select this option. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
Setting Up an Inventory Control System
Note: Usually, you will add weight units of measure after choosing inventory options, so you will select the default unit at a later time. Order Entry uses the weights in inventory item records to estimate the total weight of each order in the unit of weight you specify here. Purchase Orders can use the weights in inventory records to prorate (distribute) additional costs on orders. Additional Cost for Items on Receipt Returns. To have the program prorate the additional cost on receipt returns to the remaining items on the receipt, select Prorate for this option. To have the program leave the additional cost assigned to the goods being returned, select Leave for this option. Use the Adjustments form if you want to reassign to another general ledger account the additional cost that was assigned to the items being returned. You can change your selection for this option at any time, and you can override your choice for this option when entering receipt returns using the Receipts form. Default Goods in Transit Location. A goods‐in‐transit location is a virtual location where the program stores goods while they are in transit. This allows you to more closely match the transfer process, where goods may be on trucks or in transit for days or weeks at a time. Each time you transfer goods between inventory locations, you can choose to transfer goods: •
Directly (and immediately) to the destination location. •
Using a goods‐in‐transit location. This is a default entry. You can change it here at any time and when you enter an inventory transfer. 3–16
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Setting Up an Inventory Control System
Note: Inventory Control provides two types of inventory locations—logical and physical. Logical locations cannot ship or receive goods; they can only be used as goods‐in‐
transit locations. You can choose from two settings: •
Document/Transaction Date. Select this choice if you usually want the posting date and fiscal period to match the document date. •
Session Date. Select this choice if you usually want the posting date and fiscal period to match the current session date. The Posting Date lets you to specify the date when a document/ transaction is posted to General Ledger. The Fiscal Year and Period are based on the Posting Date. Item Statistics
Keep Item Statistics. To accumulate statistics from posted transactions for reporting purposes, select this option. Inventory Control can keep transaction and sales statistics for up to 53 periods per year, for any number of years. The program uses these statistics to generate the Transaction Statistics report and the Sales Statistics report. For information about keeping statistics, see “Accumulating Item Statistics for Reporting,” in Chapter 2 of this manual. When you select the Keep Item Statistics option, the Allow Edit of Statistics, Accumulate By, and Period Type fields appear. Getting Started
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Setting Up
Inventory Control
Default Posting Date. This option lets you choose which date the program displays by default for the Posting Date when you enter receipt, shipment, internal usage, adjustment, transfer, and assembly transactions. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
Setting Up an Inventory Control System
You can turn on or turn off the Keep Item Statistics option at any time. Allow Edit of Statistics. Select this option if you want to do either of the following: Use this option
when setting up
Inventory Control
•
Add or edit sales statistics for previous periods of the current year or for previous years. You might want to do this if you set up your Inventory Control system partway through a fiscal year. Once your system is operating, you should turn off the option because the program automatically updates the statistics when you post transactions. •
Add or edit transaction statistics from posted transactions. (You must also select the Keep Item Statistics option on this tab.) You use the Sales Statistics form to add and edit sales statistics, and the Transaction Statistics form to edit transaction statistics. The Allow Edit Of Statistics option appears only when the Keep Item Statistics option is turned on. You can turn on or turn off the Allow Edit Of Statistics option at any time (provided that the Keep Item Statistics option is turned on). Accumulate by. Use this option to indicate how you want to accumulate statistics from posted transactions: by calendar year or fiscal year. •
If you accumulate by calendar year, the starting date for statistics will be January 1. •
If you accumulate by fiscal year, the starting date will be the first day of your fiscal year. The Accumulate By option appears only when the Keep Item Statistics option is turned on. 3–18
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Setting Up an Inventory Control System
Period Type. Use this option to indicate the type of period—
Weekly, Seven Days, Bi‐weekly, Four Weeks, Monthly, Bimonthly, Quarterly, Semi‐annually, Annually, or Fiscal Period (if you select Fiscal Year for the Accumulate By option)—by which you want accumulated statistics to be totaled and reported. The Period Type option appears only when the Keep Item Statistics option is turned on. Click the Items tab to display the grid for specifying all of the item number segments used in your inventory item numbers. You have to add item number segments on this tab before you can use them for inventory item numbers. Items tab in the
I/C Options form
You can have up
to four segments in
Sage Accpac 100
ERP
Complete the Items tab, as described below: Default Item Structure. You cannot select a default item structure for formatting your item numbers at this point, because you have not added your item structures yet. After you define item structures, you can return to this tab and use the Finder to select the default item structure. Getting Started
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Setting Up
Inventory Control
5.
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Setting Up an Inventory Control System
See chapter 2 in this manual for more information on designing your item numbers. Click the first line of the entry grid, below the Segment Name title. For each segment that you want to use in your inventory item numbers, add the following information: Segment No. (assigned by the program). A segment number appears automatically each time you move to a new line in the table. Segment numbers identify the segments, and you cannot change segment numbers after you save the I/C Options form. Segment Name. Type a description of what the segment represents in the item number. For example, you might have segment names like “color,” “size,” or “region.” Length. Type a number, between one and 24, for the maximum number of characters in this segment. (Item numbers contain a maximum of 24 characters, including optional separator and prefix characters.) Validate. Set this option to Yes if you want to restrict item numbers to using the segment codes you add for this segment. For no restrictions, set this field to No. Press the Spacebar to toggle between Yes and No. If you are going to use segment codes, you add them during “Step 5: Add Inventory Control Records,” later in this chapter. Separators used in
item structures
Separator. The following separators are available: hyphen, forward and backward slashes, asterisk, period, left and right parenthesis, and number sign. Use. Generally, you would choose No for special characters that do not separate segments, but are actually used within some of your item numbers. You can choose Yes or No, but if you choose No, you cannot change the setting back to Yes. 3–20
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Setting Up an Inventory Control System
6.
Click the Documents tab to specify the appearance of your inventory document numbers. Documents tab in
the I/C Options
form
Setting Up
Inventory Control
7.
Document
numbers
Complete the Documents tab as follows: Inventory Control assigns a unique number to each document you add. The number is a combination of a prefix you use to identify the transaction type and a number that Inventory Control assigns sequentially, starting with the number you specify. The default length of each document number is 22 characters (including the prefix). Length. If your transfer, shipment, receipt, etc. numbers are less than 22 characters long, change the number in this field. The maximum length of a document number is 22 characters. Prefix. Type the prefixes you use in your existing document numbers, or use the default prefixes you see on this tab. Each prefix can be up to six alphanumeric characters. Next Number. If you do not want to use the default starting number for each type of document, type over it. The program Getting Started
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Setting Up an Inventory Control System
increases the number by 1 each time you post, but you are not forced to use the numbers assigned by the program. Duplicate
adjustments
Note: When an inventory worksheet is posted using inventory reconciliation, separate adjustments will be created for every 100 items, and ‐1, ‐2, ‐3, etc. will be appended to the end of the document number. Therefore, if the number of items adjusted is greater than 100, multiple adjustments will be created. When you run Post Inventory Reconciliation, you only specify one document number, and the reconciliation will add ‐2, ‐3, ‐4, etc. to the end to avoid creating duplicate adjustments. (Note that this is a rare occurrence.) Aging periods
Aging Periods. Use these fields to set the default time periods into which Inventory Control groups outstanding net changes in item quantities and costs on the Aged Inventory report. 8.
Click the Costing tab to display the following options: Costing tab in the
I/C Options form
Cost Items During Posting or Day End Processing. This inventory option lets you choose whether to cost items as soon 3–22
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Setting Up an Inventory Control System
as transactions are posted, or at day end when you run Day End Processing. If you cost inventory items at posting, every shipment, receipt, and transfer will update item costs—although this also means that posting orders from Order Entry can take longer. •
If you process a lot of transactions, you may choose to update costs at day end—especially if you also create G/L transactions when items are costed. In either case, Inventory Control updates inventory counts when you post transactions, so you always know your inventory levels. Note: Run Day End Processing before switching from costing items during Day End Processing to costing items during transaction posting. Create Subledger Transactions and Audit Info. During Posting
or Day End Processing. If you cost items during posting, you can also choose when to create subledger transactions and audit information—during posting or when you run Day End Processing.
•
If you cost inventory items during Day End Processing, the program will also create subledger transactions then. (You will not be able to choose the ʺDuring Postingʺ option.) Note: This option lets you choose between processing speed and keeping your inventory data up‐to‐date. If you want to speed up order processing, you should create subledger transactions and cost inventory when you run Day End Processing. Getting Started
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Serialized Inventory
and Lot Tracking
If you are using Serialized Inventory or Lot Tracking with Inventory Control, you must create subledger batches and audit information at the same time that you cost inventory. Both settings must either be “During Posting” or “During Day End Processing.” 9.
Click Save to record your entries and selections in the I/C Options form. 10. To print a list of the options you set up for your Inventory Control system, choose File, Print in the I/C Options form, or double‐click the Options icon in the I/C Setup Reports folder. For information about setting up your printer and printing Sage Accpac reports, see the System Manager User Guide. 11. Click Close to leave the I/C Options form. Changing Your Selection of Inventory Control Options
After setup, you can change any of the selections and information you entered in the I/C Options form, with the following exceptions and restrictions: You cannot turn off
some options
•
You can select the Multicurrency and Allow Fractional Quantities options at any time, but you cannot turn either option off once you save changes to the I/C Options form. Change statistical
method at year
end
•
You can change the type of year (fiscal or calendar) and period by which you accumulate item statistics, but you should do so only at fiscal or calendar year end. If you change either method partway through a year, the statistics already accumulated will be incorrect or in the wrong period. For a more detailed explanation, see “Accumulating Item Statistics for Reporting,” in Chapter 2. Changing when
you cost inventory
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•
You can switch from costing during posting to costing during day end processing at any time. However, make sure that you Sage Accpac Inventory Control
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run Day End Processing before switching to costing during posting to make sure that you complete item costing and to make sure that all G/L transactions have been created properly. Changing settings
while other I/C
forms are open
•
You cannot change most of your choices in the I/C Options form if other Inventory Control forms are open or other users are working with the Inventory Control database. For further information about updating and changing Inventory Control options, see Chapter 3 in the User Guide. Step 5: Select General Ledger Integration Options
Once you choose Inventory Control settings in the I/C Options form, you can use the G/L Integration form to: •
Specify whether to add general ledger transactions to the G/L batch during posting or each time you run Day End Processing, or to create the transactions at a later date. Note: This choice can have a large impact on the speed of processing inventory transactions and transactions in Order Entry. If you are costing inventory during posting, you may want to create transactions at a later date. •
Choose whether to create a separate G/L batch each time you create the G/L batch (and optionally automatically post the batch) or add new transactions to the existing batch. (This option applies only if you use Sage Accpac General Ledger with Inventory Control at the same location.) •
Choose whether to consolidate the G/L batch when you post, or always enter full transaction details in the batch. Getting Started
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You can change the information on the Company tab and the default item structure on the Items tab, and the information in the Alternate Amount 1 Name, Alternate Amount 2 Name, and Weight Unit of Measure fields on the Processing tab. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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•
Change source codes for general ledger transactions added to G/L batches. New source codes are automatically added to G/L, but you will have to update G/L source journal profiles to include transactions on source journals. •
Select the inventory control information that is passed to the general ledger in transaction entry descriptions, transaction detail reference fields, detail description fields, and comment fields. This information also appears for transactions in the G/L Transactions report. •
Look up the last Day End Number for which you have created general ledger batches. The G/L Integration form displays the following tabs: •
Integration •
Transactions For background reading about setup options, see “Choosing G/L Integration Options,” in Chapter 2 of this manual. To choose options and settings on the G/L Integration form:
1.
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Double‐click the G/L Integration icon in the I/C Setup folder. The following form appears: Sage Accpac Inventory Control
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Integration tab in
the G/L Integration
form
Complete the Integration tab, as described below: Create G/L Transactions. Use this option to specify when to create general ledger transactions from the inventory transactions you post. Your options are: •
During Posting or During Day End Processing. The choice that appears here depends on the settings on the I/C Options Costing tab. You can choose on the I/C Options form whether you want to create transactions during posting or when you run day‐end processing. Select this option to have the program automatically create general ledger transactions when you post inventory control transactions or run day‐end processing (depending on the settings in I/C Options). Note: If you cost items during Day End Processing you cannot create general ledger transactions during posting. •
On Request Using Create G/L Batch Icon. Select this option if you want to use the Create G/L Batch form to create general ledger transactions. You must select this option if you want to be able to consolidate general ledger transaction details and print Inventory Control’s G/L Transactions report. Getting Started
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Use this option
during setup
We recommend you select the On Request Using Create G/L Batch Icon option during setup, so that you can print the G/L Transactions report to provide complete details of all the transactions you enter to create opening inventory control account balances. Create G/L Transactions by. Inventory Control lets you choose to: •
Add general ledger transactions to an existing Sage Accpac General Ledger batch. Do not select this option if you want to create a new General Ledger batch each time you produce general ledger transactions. (You might do this for auditing purposes.) Do not use this
option during
setup
If your general ledger already contains the transactions you will post during setup, we recommend that you do not select the Adding To An Existing Batch option. •
Create a new General Ledger batch each time you generate G/L transactions. This choice will isolate the general ledger transactions you create while setting up (so you can easily delete them after setup to ensure that you do not accidentally post general ledger transactions twice). •
Create a new General Ledger batch each time you generate G/L transactions, and automatically post the batch in the General Ledger program. Note: If you automatically create and post G/L batches when you post I/C transactions, Inventory Control will create a G/L batch and post it in the General Ledger each time you click the Post button. 3–28
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You cannot create
and post G/L
batches during I/C
posting if you have
Serialized Inventory
or Lot Tracking
If you want to post batches automatically, you should create batches during day end processing.
The “Create G/L Transactions By” option has an effect only if you use Sage Accpac General Ledger with the same database as Inventory Control. If you use another general ledger, or if your Sage Accpac General Ledger system is at another location, Inventory Control places all general ledger transactions into a single batch file that you can import into your general ledger system. Consolidate G/L Batches. Use this option to specify whether to combine transaction details for the same general ledger account into a single detail, or send unconsolidated Inventory Control transaction details to General Ledger. If you selected the On Request Using Create G/L Batch Icon option, you can create consolidated batches of general ledger transactions. If you selected the During Posting or Day End Processing option, you cannot create consolidated batches of general ledger transactions—you can only consolidate transaction details. Select one of the following consolidation options: •
Do Not Consolidate. All the details posted in Inventory Control will be included in the General Ledger transaction batch. Choose this option if you use optional fields and pass optional field information from Inventory Control transaction details to the General Ledger transaction details. The Do Not Consolidate option provides complete information in your general ledger transaction batch. Getting Started
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If you do not use
Sage Accpac
General Ledger
Also note that if you are using Serialized Inventory or Lot Tracking with Inventory Control, you cannot create and post G/L batches during I/C transaction posting. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Although this choice will result in a long G/L Transactions report and a large general ledger batch, you can also consolidate transaction details during posting in Sage Accpac General Ledger. •
Consolidate Transaction Details by Account. All the details within a transaction with the same general ledger account number are combined into one detail. Choose this option if you do not use optional fields, but still want to associate general ledger transactions with originating documents (for drilldown or to maintain a manual audit trail). •
Consolidate by Account and Fiscal Period. All the details with the same general ledger account number and fiscal period are combined into one detail. This option only consolidates details from different transactions if you create transaction batches using the G/L Batch form. •
Consolidate by Account, Fiscal Period, and Source. All the details with the same general ledger account number, fiscal period, and source code are combined into one detail. This option only consolidates details from different transactions if you create transaction batches using the G/L Batch form. Partial consol.
during posting or
day-end
processing
If you create batches of G/L transactions during posting or day‐
end processing, the program can only consolidate the details within transactions; it cannot consolidate the details from different transactions. Create G/L Batch
lets you fully
consolidate details
If you use the On Request Using Create G/L Batch Icon option, you can consolidate transaction details from all transactions for each general ledger account if you choose Consolidate by Account and Fiscal Period or Consolidate by Account, Fiscal Period, and Source. 3–30
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G/L Source Codes. This option allows you to change the source type code (the last two characters) for each type of transaction created by the Inventory Control module. The combination of source ledger code and source type code is called a source code in the General Ledger module. You cannot change the source ledger code—the first two characters of G/L source codes. Setting Up
Inventory Control
If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include transactions on source journals. 3.
Click the Transactions tab to display the following grid: The Transactions
tab
The Transactions tab lets you assign information from each type of I/C transaction to fields in the G/L transactions that they produce. 4.
In the grid, double‐click the G/L transaction field for the particular transaction type that you want to define. For example, double‐click the G/L Entry Description field for Receipt transactions. Getting Started
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The G/L Integration Detail form appears: The detail form displays the transaction type and the G/L transaction field you selected on the Transactions tab. The Example field displays the information segments that are assigned to the G/L transaction field. Refer to this field as you assign segments to see how information will appear on reports. 5.
Specify information for the selected G/L transaction field, as follows: Segment separator
a.
Choose Segments
From List
b. Select segments from the Choose Segments From List, and then click Include. Select a character to separate segments of information. (The separator is used only if you assign more than one segment to a field. The default separator is a hyphen.) You can assign a maximum of five segments to a G/L Transaction field, providing that the combination does not exceed 60 characters. If the assigned information exceeds this number of characters (including separators), it will be truncated when the transaction is posted. 6.
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Click Save to record your selections for the field in the G/L Integration Detail form. Sage Accpac Inventory Control
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If you want to choose other fields, you can do so directly from this form, or you can close the form to return to the Transactions grid, where you can choose other G/L transaction fields. Click Save on the G/L Integration form to save all of the G/L integration options. 8.
To print the G/L integration options, choose File, Print in the G/L Integration form, or double‐click the G/L Integration icon in the I/C Setup Reports folder. For information about setting up your printer and printing Sage Accpac reports, see the System Manager User Guide. 9.
Click Close to leave the G/L Integration form. Step 6: Add Inventory Control Records
This step shows you how to enter all the records that you will need to assign to your inventory items when you add them. In most cases, you must add these records before you can add item records. Everything you need to know or do before adding each type of record is listed at the beginning of each section. The forms you will be using are all in the Inventory Control Setup folder, and include the following: •
Segment Codes. •
Item Structures. •
Account Sets. •
Item Categories. •
Units of Measure. •
Weight Units of Measure. •
Price List Codes. Getting Started
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•
Inventory Locations. •
Optional Fields. While adding these records, you will notice that two fields appear in several of the Setup forms included in this step: •
Last Maintained. Inventory Control automatically inserts the date that the record was last changed. You do not fill in this field. •
Inactive. Select this option if you do not want to assign the records to any items. Normally, you do not use this option when adding records. Instead, you select it when you decide to delete a record, and want to make sure that no further items are assigned to it. You can change the Inactive setting at any time. Remember to check data integrity (in the Administrative Services folder) and back up your data regularly while setting up your ledger. You can change most of the data in your records if you need to. Refer to the “Modifying and Deleting Inventory Control Records” section at the end of this step for information about how to change or delete records and about any restrictions that may apply. Add Segment Codes
Segment codes are the valid entries for particular parts of your item numbers. You can add segment codes for any segment you have added to the I/C Options form. Adding segment codes is optional, as is using them once you have entered them. •
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To force the program to validate item number segments when adding new item numbers, select the Validate setting on the Sage Accpac Inventory Control
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Items tab in the I/C Options form for segments that you want validated. •
Even if you do not validate segments, you can still add segment codes, and then choose from a list of valid codes when you add new item record numbers. Before adding segment codes:
Add item number segments to the I/C Options form. •
Decide which codes will be valid for each segment. The segment codes must be exactly the same length as the segment for which they will be used. For more information about segment codes, see “Adding Segment Codes,” in Chapter 2 of this manual. To add segment codes:
1.
Double‐click the Segment Codes icon in the Setup folder to display the following form: 2.
Add the segment codes, as described below: Segment Name. Select a segment for which you want to add segment codes. Segment Code. Type each segment code that can be used in this segment of the item number. Getting Started
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The length of each segment code must match the length you specified for the segment when you created it. Description. Type a description or name for each segment code you add. 3.
To add segment codes for another segment, repeat step 2. 4.
After adding all the segment codes, click Save. 5.
Choose Print from the File menu or double‐click the Segment Codes icon in the Setup Reports folder to print a list of the segment codes you have added, to verify that they are correct and complete. File the report. Add Item Structures
Item number structures define the formats for your item numbers. Sage Accpac allows you to create as many different item number structures as you need, but you must add at least one item structure to Inventory Control before you can add item records. You build item structures from the segments you added to the Items tab in the I/C Options form. Before adding item structures:
•
Add item number segments in the I/C Options form. •
Choose a code of up to six characters to identify each item structure that you want to add. •
Design the item structures that you want to add, based on what you want your item numbers to look like. •
If you are adding more than one item structure, decide which one you will use the most, and mark it as the default item structure. For more information about item structures, see “Setting Up Item Structures,” in Chapter 2 of this manual. 3–36
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To add item structures:
1.
Double‐click the Item Structures icon in the Setup folder to display the following form: Setting Up
Inventory Control
2.
Add item structures, as described below: Structure Code. Type a code of up to six characters to identify the item structure. Starting a
new item
structure
To begin adding a new item structure, you can just type the code for the item structure, or you can choose New by clicking the New icon next to the Structure Code field. Use as Default Item Structure. Select this option if you want the item structure to be the default item structure that appears in the Items form when you add an item record to Inventory Control. This option appears only in the Item Structures form if you have not selected a default item structure. To change the default item structure, use the Segment Definition tab in the I/C Options form. You can override the default item structure that appears in the Items form when you add an item record. Description. Type a description of the item structure. Getting Started
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Prefix. If you want, you can select a character from this list to appear at the front of the item structure. Segment Name. Select the name of each segment to use in the item structure. Select segments in the order you want them to appear in the item number. Segment Separator. For each segment, you have the option to select a character from this list to appear at the end of the segment. In item structures that use multiple segments, separator characters distinguish (visually) the segments from each other. Segment Length (display only). Segment lengths are defined in the I/C Options setup form. Segments in multi‐segment item numbers are a fixed length. If the item structure has only one segment, the item number can be any length up to maximum length shown here. Save the item
structure
3.
When you finish entering the information for an item structure, click Add. Repeat steps 2 and 3 for each item structure you want to add. 4.
Choose Print from the File menu or double‐click the Item Structures icon in the Setup Reports folder to print a list of the item structures you have added, to verify that they are correct and complete. File the report. Add Categories
In the Categories form, you set up a record for each category you want to use for grouping inventory items. For example, you can use categories to: 3–38
•
Classify items into logical groups for reporting purposes. •
Allocate the revenue, cost of goods sold and the cost variances to the general ledger accounts you specify. Sage Accpac Inventory Control
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You must add at least one category to Inventory Control before you can add item records (because you assign each item to a category). When you ship or receive an item, you can override the category to which the item is assigned. Before adding categories:
Choose a code of up to six characters to identify each category you plan to add. •
Decide which price list code to assign to each category. •
Decide whether this category can be sold by commission. •
Decide which general ledger account numbers to assign to each category for: −
−
−
−
−
−
Use valid G/L
account numbers
•
Sales Returns Cost of goods sold Cost variance Damaged goods Internal usage Be sure your general ledger contains the accounts you want to assign to inventory categories. For more information, see “Setting Up Categories,” in Chapter 2 of this manual. To add a category:
1.
Double‐click the Categories icon in the I/C Setup folder to display the Categories form. 2.
Enter a category code of up to six characters. Enter a description for the category. Getting Started
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Options tab in the
I/C Categories
form
3.
Complete the Options tab, as described below: Default Price List. Enter a price list code or use the Finder to select one. If you have not added price list codes yet, you can specify the default price list later. When you later select the category while adding an item record, the category’s price list code is included automatically in the Default Price List field in the Items form. (You can override this code in the Items form.) Accpac Order
Entry
Allow Commissions. If you use Sage Accpac Order Entry and want to allow commissions to be earned on the sale of items in the category, select this option. If you do not select this option, Order Entry will not record commissions for the sales of items that use the category. You can select or clear the Allow Commissions option at any time. Commission Rate. This field appears only if you selected the Allow Commissions option for the category. 3–40
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Accpac Order
Entry
Enter a maximum commission rate (as a percentage of sales) to be paid to a salesperson. This rate is used only by Sage Accpac Order Entry. Note:
This rate is used by Sage Accpac Order Entry for commissions unless it is 0.0000. •
If this rate is zero, Order Entry will use the salespersons’ rates specified in the Salesperson Commission Rates form in the Order Entry program. If you choose the Track Commissions option on the Options form in Order Entry, the Order Entry program will: •
Base commissions on the sales or margin amount, depending on your choice in the Order Entry Options form. •
Uses the costing information in Inventory Control to determine margins for commission calculations. General Ledger Accounts. Enter the general ledger account numbers for the sales, returns, cost of goods sold, cost variance, damaged goods, and internal usage accounts that you want assigned to the category. Sage Accpac
Order Entry
Sage Accpac O/E uses the sales account, returns account, and damaged goods account. Inventory Control does not use them. Use the
If you use Sage Accpac G/L with your I/C database, you can use the Finder to select general ledger accounts. Finder
Click the Finder icon or press F5 to display a list of general ledger account numbers. Highlight the account you want, and then press Enter to select it. 4.
Click the Taxes tab to display the following fields. (The Taxes tab appears only if Tax Services is active.) Getting Started
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Taxes tab in the
I/C Categories
form
5.
Complete the Taxes tab, as described below: Tax Authority. Use the Finder to select the taxing authorities you want to assign to the category. (You define taxing authorities using the Tax Services forms in Common Services.) Sales Tax Class. Enter the tax class numbers or use the Finder to select the numbers of the tax classes you want to assign to the category for sales for each selected tax authority. (You can override this sales tax class for items you assign to this category.) Purchase Tax Class. Enter the purchase tax class numbers or use the Finder to select the numbers of the tax classes you want to assign to the category for purchases for each selected tax authority. (You can override this purchase tax class for items you assign to this category.) 6.
Click the Add button. Repeat steps 2 through 6 for each category you want to add. 7.
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Choose Print from the File menu or double‐click the Categories icon in the Setup Reports folder to print a list of the categories you have added, to verify that they are correct and complete. File the report. Sage Accpac Inventory Control
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Add Account Sets
An account set specifies a costing method and a set of general ledger accounts to which you post Inventory Control transactions. If you define more than one account set, you can use different costing methods and different sets of accounts for groups of inventory items. You must add at least one account set to Inventory Control before you can add item records. •
Choose a code of up to six characters to identify each account set you plan to add. •
Find out the numbers to assign to each account set for these general ledger accounts: −
−
−
−
−
−
−
−
−
−
Use valid G/L
account numbers
Inventory control Payables clearing Adjustment write‐off Assembly cost credit Non‐stock clearing Transfer clearing Shipment clearing Disassembly expense Physical inventory adjustment expense Credit/debit note clearing •
Be sure your general ledger contains the accounts you want to assign to account sets in Inventory Control. •
Decide which costing method you want to use for each account set. For more information, see “Setting Up Account Sets,” in Chapter 2 of this manual. Getting Started
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Before adding account sets:
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To add account sets:
1.
Double‐click the Account Sets icon in the Setup folder to display the following form: 2.
Add account sets, as described below: Account Set Code. Type a code of up to six characters to identify the account set. Description. Type a description for the account set. Costing Method. Select the costing method that you want the account set to use for valuing your inventory and determining the cost of goods sold. For more information, see “Costing Methods,” in Chapter 2 of this manual. General Ledger Accounts. Enter general ledger account numbers for the inventory control, payables clearing, adjustment write‐off, assembly cost credit, non‐stock clearing, transfer clearing, shipment clearing, disassembly expense, physical 3–44
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inventory adjustment, and credit/debit note clearing accounts that make up the set. Use the
If you use Sage Accpac General Ledger with your Inventory Control database, you can use the Finder to select general ledger accounts. Finder
3.
Click the Add button. Repeat steps 2 and 3 for each account set you want to add. 4.
Choose Print from the File menu or double‐click the Account Sets icon in the Setup Reports folder to print a list of the account sets you have added, to verify that they are correct and complete. File the report. Add Units of Measure
Units of measure (abbreviated as UOMs) are the quantities in which you buy, sell, price, and stock your goods. Inventory Control lets you define all of your units of measure in a single place so you can add them more easily to item records. You add units of measure using the Units of Measure form in the I/C Setup folder. To add a unit of measure, you specify: •
The unit of measure. •
The default conversion factor between the stocking unit of measure and this unit of measure. This is a default conversion factor. You can change it when you add units of measure to item records. Getting Started
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Stocking unit of
measure
One of the units of measure assigned to each inventory item is the item’s stocking unit of measure. The stocking unit of measure is important in Inventory Control for the following reasons: •
Inventory Control uses it to report stock levels for the item. (Note that different items can use different stocking units.) •
If you did not select the Allow Fractional Quantities option in the I/C Options form, the stocking unit is the smallest unit of measure that you can specify for shipping or selling the item. All other units of measure for an item are based upon the stocking unit of measure. •
The conversion factor for a stocking unit of measure is always 1. Units of measure can be numbers of items, dry measures, liquid measures, or weights. You can add all of your stocking units and multiples of stocking units to the Units of Measure form, and then choose the group of units you need for each item you add. For example, you could enter: •
A pound stocking unit, with a conversion factor of 1, along with a kilo with a conversion factor of 2.2. •
A kilo stocking unit with a conversion factor of 1, along with a pound with a conversion factor of 0.4545 Note: You can choose in the I/C Options form whether to allow only the units of measure that you define here in inventory records. If you do not choose Only Use Defined UOM, you can use other units of measure with items. Before adding units of measure:
•
Decide on your stocking units for each inventory item. Remember: If you did not select the Allow Fractional Quantities option in the I/C Options form, the stocking unit is the smallest unit of measure that you can specify for shipping or selling the item. 3–46
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•
Calculate the conversion factors between the stocking units of measure and additional units. •
Choose what to call each of the units of measure. The names you use appear on data entry screens. For more information, see “Adding Units of Measure,” in Chapter 2 of this manual. 1.
Double‐click the Units of Measure icon in the Setup folder to display the following form: 2.
Add units of measure, as described below. (If units of measure have already been added to the Units of Measure form, you will have to press the Insert key to start a new line.) Units of Measure. Type the unit of measure as you want it to appear on data entry screens. For example, “each,” “dozen,” or “box.” Default Conversion Factor. Enter the factor for converting this unit to the item stocking unit. For example, if “each” is a stocking unit of measure (with a conversion factor of 1), the conversion factor for “dozen” would be 12. Getting Started
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To add units of measure:
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You can have several units with a conversion factor of 1. Each of these units might be used as a stocking unit for an inventory item. 3.
Click the Close button when you have added all your units of measure. Add Weight Units of Measure
Weight units of measure are the different units that you use for measuring the weight of items—such as pounds, tons, kilograms, and metric tons. Weight units of measure are all defined in terms of a default weight unit of measure, which is the unit used to express total order weights in Order Entry. You specify the default weight unit of measure in the I/C Options form. To add a weight unit of measure, you specify: •
The weight unit of measure. •
A description of the weight. •
The weight conversion factor between the default weight unit of measure and the unit you are adding (as a multiple of the default weight unit of measure). −
The conversion factor for a default weight unit of measure is always 1. −
You can use fractions in weight conversion factors even if you do not use fractional inventory quantities. Before adding weight units of measure:
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•
Decide on the default weight unit of measure that you want to use on orders. •
Calculate the conversion factors between the default weight unit of measure and all other weight units of measure. Sage Accpac Inventory Control
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You set the default weight unit of measure on the I/C Options form after adding it to the Weight Units of Measure form. •
Choose what to call each of the weight units of measure. The names you use appear on data entry screens. For more information, see “Adding Weight Units of Measure,” in Chapter 2 of this manual. 1.
Setting Up
Inventory Control
To add weight units of measure:
Double‐click the Weight Units of Measure icon in the Setup folder to display the following form: 2.
Add weight units of measure, as described below. (If units have already been added to the Weight Units of Measure form, you will have to press the Insert key to start a new line.) Weight Unit of Measure. Type the weight unit of measure as you want it to appear on data entry screens. For example, “lb” or “kg.” Description. Enter a description for the unit of measure, such as pound or kilogram. Weight Conversion Factor. Enter the factor for converting this weight unit to the default weight unit of measure. For example, if “pound” is the default weight unit of measure (with a Getting Started
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conversion factor of 1), the conversion factor for “ton” would be 2,000. You can use fractions in weight conversion factors even if you do not use fractional inventory quantities. For example, the factor to convert kilograms to pounds would be 2.2. Default Weight UOM. You select the default weight unit of measure in the I/C Options form. This is the unit in which the total order weight is expressed in Order Entry. 1.0000 In Default Weight. The reciprocal of the conversion factor is automatically calculated by Inventory Control. It provides a visual check on the conversion factor. 3.
Click the Close button when you have added all of your weight units of measure. Add Inventory Locations
In the Locations form, you set up a record for each location where you stock inventory items. As well, you can override general ledger account segments for an item’s category and account set with General Ledger segment codes (typically, to indicate the location of the item). Before adding locations:
•
GIT location Choose a code of up to six characters to identify each location you plan to add. You must also add a goods‐in‐transit location if you plan to use one for item transfers. For information on transferring items between locations, see “Processing Transfers” in Chapter 2 of the User Guide. •
Decide which general ledger account segments (if any) you plan to override with General Ledger segment codes. For more information, see “Setting Up Locations,” in Chapter 2 of this manual. 3–50
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To add a location:
1.
Double‐click the Locations icon in the Setup folder to display the following form: Address tab in the
I/C Locations form
Setting Up
Inventory Control
Items tab may not
appear
Note: The Items tab appears only if you do not select the Allow Items At All Locations option in the I/C Options form. 2.
Complete the Address tab, as described below: Location. Enter a code (up to six characters) for the location. Address. Enter the location’s address, using up to four lines. City. Enter the name of the city for the location. State/Province. Enter the state or province for the location. Zip/Postal Code. Enter the location’s zip code or postal code. Country. Enter the name of the country for the location. Telephone. Enter the telephone number for the location. Fax Number. Enter the fax number for the location. Getting Started
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E-mail. Enter an e‐mail address for the location. Location Type. Choose whether this is a physical or logical inventory location. (A logical location cannot receive or ship goods. It can only be used as a goods‐in‐transit location.) 3.
Click the Contact tab to display the following fields. Contact tab in the
I/C Locations form
4.
Complete the fields on the Contact tab to add a contact name and a telephone number, fax number and e‐mail address for the contact person (if different from the general location numbers). Name. Enter a name to identify a contact person or position at the location. Telephone. Enter the telephone number for the contact person (if different from the location number). Fax. Enter the fax number for the contact person. E-mail. Enter an e‐mail address for the contact person. 3–52
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5.
Click the Integration tab to display the following fields. The Integration tab appears only if Sage Accpac General Ledger uses the same database as Inventory Control. Integration tab in
the I/C Locations
form
Setting Up
Inventory Control
6.
Complete the Integration tab, as described below: Override G/L Account Segments. Select this option if you want to replace (override) segments in general ledger accounts when you generate Inventory Control transactions involving items stocked at this location. G/L Segment. Select each account segment you want to replace. G/L Segment Code. Enter a segment code or use the Finder to select the segment code with which to replace each account segment. 7.
Click the Add button. Repeat steps 2 through 7 for each location you want to add. 8.
Choose Print from the File menu or double‐click the Locations icon in the Setup Reports folder to print a list of the locations Getting Started
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you have added, to verify that they are correct and complete. File the report. Assigning items to
locations
If you are not allowing all items to be stocked at all locations, you will assign items to locations (on the Items tab) after you add your inventory items. See “Allow Items at Locations,” at the end of “Step 7: Add Inventory Items,” later in this chapter. Add Price List Codes
You add price list codes to identify your price lists and to choose default option settings for calculating customer discounts for the items you later assign to the price lists. Price checking
on overrides
You can also decide whether applications (such as Order Entry) should check for price overrides, and how it should handle them (with a warning, an error message, or a request for approval). Before adding price list codes:
•
Choose a code of up to six characters to identify each price list you plan to use. •
Decide which options you want to select for calculating customer discounts for each price list code. For more information about price list codes, see “Setting Up Price Lists,” in Chapter 2 of this manual. To add price list codes:
1.
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Double‐click the Price List Codes icon in the I/C Setup folder to display the following form: Sage Accpac Inventory Control
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Discounts tab in
the I/C Price List
Codes form
Setting Up
Inventory Control
2.
Fill in the Discounts tab, as described below: Price List Code. Enter a name of up to six characters to identify the price list. Description. Enter a description for the price list code. Price By. Specify whether the price of the item is based on weight or on quantity. If you specify weight, I/C lets you set volume discount amounts or percentages that are determined by item weight. The weights are calculated in Order Entry by multiplying the unit weight of an item times the quantity ordered, and converting the weight to default units. Note: Pricing by weight is available only in Sage Accpac 500 ERP. Price Decimals. Select from this list the number of decimal places (up to 6) you want the program to use for displaying and printing prices and costs. Getting Started
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Selling Price Based on. Use this option to specify how the discount prices of items assigned to this price list will by default be calculated. If you are pricing by weight, you can choose Discount and Markup On Markup Cost only. •
Discount. Inventory Control calculates selling prices by discounting your base price for the item. (You assign a base price to items in “Step 9: Assigning Items to Price Lists,” later in this chapter.) •
Markup on Markup Cost. The program calculates the selling price by marking up your “markup cost” for the item. (You can assign a markup cost to items in “Step 9: Assigning Items to Price Lists,” later in this chapter.) •
Markup on Standard Cost. Inventory Control calculates the selling price by marking up your standard cost for the item. (You can assign a standard cost to items in “Step 11: Add Location Details for Items,” later in this chapter.) •
Markup on Most Recent Cost. Inventory Control calculates the selling price by marking up your most recent cost for the item. •
Markup on Average Cost. Inventory Control calculates the selling price by marking up your average cost for the item. •
Markup on Last Cost. Inventory Control calculates the selling price by marking up your last cost for the item. •
Markup on Alternate Amount 1 or Alternate Amount 2. Inventory Control calculates the selling price by marking up the cost that you enter in the Alternate Amount 1 or 2 fields (defined on the Processing tab in I/C Options). Discount on Price by/Markup on Cost by. Select from this list the method to be used to discount or mark up customer discounts. 3–56
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•
Percentage. The program either discounts the base price, or marks up the cost you select using the percentages you specify in the fields in the lower part of the form. •
Amount. The program either discounts the base price, or marks up the cost you select using the amounts you specify in the fields on the lower part of the form. Amounts and
percentages
•
Customer Type. Inventory Control determines prices according to the customer’s type (A, B, C, D, or E). •
Volume Discounts. Inventory Control determines prices according to the quantity of an item the customer purchases. The selections you made for the previous three fields (Selling Price Based On, Discount On Price By/Markup On Cost By, and Pricing Determined By) determine which fields now appear in the lower part of the Discounts tab. You enter the remaining pricing information into these fields. Discount Percent. You can enter up to five price discount percentages. Discount Amount. You can enter up to five price discount amounts (in pricing units). Be sure to include any taxes that were assigned on the Taxes tab. Markup Percent. You can enter up to five price markup percentages. Markup Amount. You can enter up to five price markup amounts (in pricing units). Quantity Purchased. You can enter up to five quantities in the stocking units for the item. Weight. You can enter up to five weights in the default weight unit of measure set in I/C Options. Getting Started
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Pricing Determined by. Select from this list the method you want to use to determine price discounts for items. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Each quantity or weight that you enter corresponds to the amount or percentage discount or markup (as appropriate) that you enter in the box to the left of it. Customer types
A, B, C, D, E. These letters denote the five possible types of customers to which the discounts or markups you enter apply. Order Entry and
Accounts
Receivable
Customer types are assigned to customers in Accounts Receivable and used when you add orders in Sage Order Entry. Inventory Control does not use customer types.
Enter discounts or markups for as many customer types as you use. Rounding Method. Select the rounding method (either Round Up, Round Down, or No Rounding) to be used when calculating customer discount prices. If you select No Rounding, prices appear exactly as calculated, to the number of decimal places your functional currency uses. The program uses the selected rounding method when you discount or mark up prices by a percentage. Round to a Multiple of. Type the number to which you want the program to round customer discount prices. For example, type .05 to round prices that are not already a multiple of .05 to the next such multiple. The program rounds prices up or down according to what you selected in the Rounding Method field. The Round To A Multiple Of field does not appear if you selected the No Rounding option in the Rounding Method field. 3.
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Click the Price Check tab (in Sage Accpac 500 ERP only). Sage Accpac Inventory Control
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Price Check tab in
the I/C Price List
Codes form
If you choose
None for the Price
Check Type, this
screen remains
blank.
Setting Up
Inventory Control
Price checks are
available only in
Sage Accpac 500
ERP
This tab lets you check price overrides in Order Entry for orders that use this price list. 4.
Fill in the Price Check tab, as described below: Price Check Type. Choose how you want Order Entry to respond to price overrides. Order Entry can: •
Do nothing (if you choose None). •
Display a warning message and let you continue. •
Display an error message and reject the price override. •
Force you to get a supervisor’s approval on price overrides. Check. Choose whether the check should be done on the unit price or on the sales margin. Check Base. If you are checking the unit price, you can check that the price falls within a percentage range of the cost, an amount range on the cost, or within a fixed range. Cost/Margin Base. Choose the cost on which you are calculating the acceptable range of unit price or sales margin. (This field will not appear if you choose a fixed unit price.) Getting Started
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User ID / Greater Than… / Less Than…. Enter the range of prices available to each user ID. If you want, you can create several price approval levels for sales clerks and supervisors. The ʺDefaultʺ price check range applies to all users who are not specifically listed in the grid. If you delete the price check for the Default user, the program will only do price checks for the listed user IDs. 5.
Click the Taxes tab. (The Taxes tab appears only if Tax Services is active in Common Services.) Taxes tab in the
I/C Price List Codes
form
6.
Fill in the Taxes tab, as described below: Authority. Enter a tax authority (such as state or province) or use the Finder to select the tax authority that taxes sales of the item. Cust. (Customer) Tax Class. Enter the customer tax class or use the Finder to select a customer tax class for the tax authority. For more information about tax authorities and tax classes, see the Tax and Bank Services User Guide. 7.
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Click the Add button, and then repeat these steps for each price list code. Sage Accpac Inventory Control
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8.
Choose Print from the File menu or double‐click the Price List Codes icon in the Setup Reports folder to print a list of the price list codes you have added to verify that they are correct and complete. File the report. You can add more price list codes as needed after setup. Assign Optional Fields to Inventory Control Transactions
Global locking
Before assigning optional fields to Inventory Control, make sure that all other I/C forms are closed. If you or other users have I/C forms open, you will not be able to save the entries you make in the I/C Optional Fields form. The optional fields that can be assigned to Inventory Control are restricted to the fields defined in Common Services. To assign optional fields to I/C transactions:
1.
Open the I/C Optional Fields form (found in I/C Setup). Getting Started
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Users with security access to Setup Maintenance can assign optional fields to Inventory Control or delete them, using the I/C Optional Fields form. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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2.
Select a transaction type from the Optional Fields For drop‐
down list to which you want to add one or more optional fields (for example, Receipt Details). Optional Field. Use the Finder in the Optional Field column to select the optional fields that you want to add to transactions. You must add optional fields in Common Services before you can select them here. Value Set. Double‐click the Value Set field to indicate whether this optional field has a default value. If you choose “Yes,” you must enter a default value. (You can specify No here, but still make this a required field.) Default Value. Use the Finder to choose values for the optional field that were added to the field in Common Services. •
If the optional field is defined as a validated field, you must specify one of the validated values, or you can leave the default value blank if the field allows blanks. •
If the optional field is not validated, you can select any value that was specified for the field in Common Services or enter any other value (upper and lowercase alphanumeric, special characters, spaces). •
Default values are restricted to the number of characters specified for the field in Common Services. Required. Double‐click the Required field to specify whether this is a required optional field. Auto Insert. Select Yes in the Auto Insert column to have an optional field and its value appear automatically in transactions. If the optional field is required, Auto Insert must be yes. Security access
Note: If you have Transaction Optional Fields security access, you can add an optional field to transactions during transaction entry even if the Auto Insert option is set to No. 3–62
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Repeat the previous step for as many optional fields as you wish to assign to the transaction type, and then click Save. 4.
Repeat steps 2 and 3 to assign optional fields to other transaction types. 5.
To choose which optional fields should be passed to G/L, click the Settings button on the I/C Optional Fields form (available only for optional fields assigned to Receipt Details, Shipment Details, Internal Usage Details, Assemblies, Transfer Details, and Adjustment Details). Important! You should send values to General Ledger only for optional fields that require financial analysis, and only to accounts where they are required. You do not need to send optional field information for analysis that is performed only in Inventory Control. If you routinely pass all the optional fields to G/L, your General Ledger may become unwieldy, and you may also slow down processing considerably. Below is an example of the Settings form for Shipment Details optional fields. After you choose the accounts to send optional fields to, click Close. Getting Started
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3.
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6.
Click Save to save your settings, and then click Close when you are finished assigning optional fields to Inventory Control transaction types. Adding optional
fields to
transactions
For information on adding optional fields during transaction entry, see the online help, or refer to the sections dealing with each type of transaction in Chapter 5 of the Inventory Control User Guide. Deleting optional
fields
If you try to delete an optional field, Inventory Control checks the appropriate records and displays an error message if the optional field is in use. You must first delete the optional field from the appropriate records, or post the transactions. Modifying and Deleting Inventory Control Records
You can modify and delete the following records after setup: Modifying records
•
Segment codes •
Item structures •
Account sets •
Locations •
Price list codes •
Categories •
Units of measure •
Weight units of measure •
Optional fields To modify a record, select the code that identifies it (such as the segment code or the structure code), then make your changes and save them. You cannot modify: •
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•
Price list codes being used by price lists. You can change everything in most records except the identifying codes. To change a code, you first add a record with the code you want to use, and then delete the record you do not want. You cannot delete: Item structures being used by item records. •
Price list codes being used by price lists. •
The default weight unit of measure. •
Weight units of measure that are used by an item. •
Account sets, locations, or categories assigned to item records. •
Optional fields used in transactions that are not yet posted. Step 7: Add Inventory Item Records
Adding and setting up inventory item records is a multi‐step process. The number of steps for setting up each item depends on which Inventory Control features you use in your company. The complete list of steps for setting up all inventory item features is as follows: •
Add inventory item records. •
Add inventory items to locations and add location details. •
Add items to price lists and enter pricing details. •
Assign vendors to items (optional). •
Set up contract pricing (optional). •
Add bills of material and kitting items (optional). •
Add manufacturers’ items (optional). Getting Started
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•
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Use the
Items Wizard
•
Add customer item numbers (optional). •
Add reorder information (optional). •
Add current item quantities and costs. •
Add sales and transaction statistics (optional). You can use the Items Wizard in the Items And Price Lists folder to streamline the process for setting up items. The Items Wizard lets you enter all item set up information within a single item wizard, and it lets you add or change information for previously added items. Use the
Items form
You can use the Items form in the Items And Price Lists folder to add inventory item records, and then use other forms in the Items And Price Lists folder to add inventory item information such as prices, bar codes, and reorder information. Importing item
records
You can also speed up item setup by importing item records into Inventory Control from another Sage Accpac Inventory Control database or from a non‐Sage Accpac program. For more information on importing records, see Appendix B in the User Guide. Before adding items:
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•
Add the item structures needed to format your item numbers the way you want. •
Add any segment codes you need to have the program validate the entries for particular item segments. •
Add the inventory locations you require to stock items. •
Add the categories you require to group your item numbers. •
Add the account sets you require for posting transactions to general ledger accounts. Sage Accpac Inventory Control
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Add the price list codes you require to vary your basic item prices. •
Add the units of measure for inventory items. •
Add the weight units of measure for inventory items. •
Add the taxing authorities and tax classes you require (using the Tax Services icon in Common Services). •
Add any optional fields you want so you can include additional information in your item records and with inventory transactions. For more information about adding your inventory items, see “Adding Inventory Items,” in Chapter 2 of this manual. To Add an Item Record Using the Items Wizard
1.
Double‐click the Items Wizard icon in the Items And Price Lists folder to display the following form: 2.
Click the Next button to move to the first Item information page. Getting Started
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•
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3.
Zoom button Press F1 for help
Click the New button next to the Item Number field, and then enter a code for the item record that you want to add. •
You can enter an item number directly, or click the Zoom button to use the Construct Item Number form. (Make sure the item structure you select in the Structure Code field will format the item number as you want.) Use the Help button to get help for all of the fields in the Item Wizard. For complete details on using the Construct Item Number form, and for information on all of the fields on the first four pages of the Item Wizard, you can also see the next section “Adding an Item Record Using the Items Form.” When you complete the first item information page, click Next to move on. •
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Once you finish entering the required information for the item record, you can click the Finish button. Sage Accpac Inventory Control
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You can then add more item information by selecting the item number in the Item Wizard, or by using the other forms in the Items And Price Lists folder. •
If you have to leave the wizard while adding an item, just click the Cancel button, and you will have the chance to save your entries. Adding an Item Record Using the Items Form
1.
Double‐click the Items icon in the Items And Price Lists folder to display the following form: 2.
Complete the Items tab, as described below: Item Number. Enter an item number directly or use the Construct Item Number form. (Make sure the item structure you select in the Structure Code field will format the item number as you want.) Getting Started
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Construct Item Number Form. You can display this form to help you enter a number for a new inventory item. Zoom button
a.
To open the Construct Item Number form, click the zoom button to the right of the Item Number field: Construct Item
Number form
b. Enter a structure code or use the Finder to select the item structure that will be used to format the item number. c.
Enter an appropriate value in the Value field for each segment, or use the Finder to select a valid segment code (entered using the Segment Codes form). d. After you have filled in all the segments, click Select. This will close the form and enter the item number you have constructed in the Item Number field on the I/C Items form. Structure Code. Enter the code for the item number structure that you want to use for this item. The structure code determines which item number segments appear in the item number. Category Code. Enter a category code or use the Finder to select the category to which you want to assign the item. (When you ship an item, you can override the category to which you assigned the item.) Account Set Code. Enter an account set code or use the Finder to select the general ledger account set you want to assign to the item. 3–70
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Account sets determine the costing method for the item, as well as the set of general ledger accounts. The program displays the costing method used by the account set in the Costing Method field. Note that non‐stock items and kitting items require a user‐
specified costing method. The default price list is used by the Shipments form to display the item’s price. (You can override this price list when you add shipments.) Sage Accpac
Order Entry
The prices Order Entry displays for items can come from the Contract Prices form, from the customer’s price list, or from this price list, if these prices are in the customer’s currency. Commodity Number. If your company reports value‐added tax (VAT), enter the commodity number for the item. Default Picking Sequence. Enter a picking code (for example, a warehouse bin number or aisle number) that identifies the physical location where an item is stored. Sage Accpac
Order Entry
In Order Entry, you can print the picking sequence on picking slips to help warehouse staff assemble shipments. Unit Weight. Enter the weight for one stocking unit of the item. The weight you enter should be in terms of the Weight Unit of Measure that you enter in the next field. Item weights are used by Order Entry to determine order weight, and can also be used for discount pricing. Weight Unit of Measure. Enter the unit of measure that you use for measuring the weight of one stocking unit of this item. Getting Started
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Default Price List. Enter the price list code or use the Finder to select the code for the price list that you want to use with this item by default. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Weight units of measure are defined in the Weight Units Of Measure form in the Setup folder. The unit of measure includes a conversion factor for converting this unit to the default weight unit of measure specified in I/C Options. Alternate Item. Enter the item number or use the Finder to select the item number of a substitute item that can be shipped when the regular item is out of stock. Allow Item In Web Store. If this item can be sold through your Web store, select this option. (This choice is used only if your company operates a Web store using ACCPAC eTransact.) Sellable. If the item is for sale, select this option. (For example, you might have goods that are used only in bills of material or used only for projects managed through Project and Job Costing.) Stock Item. If the item is a regular inventory (stock) item, select this option. Services or specially ordered items which are not normally kept in inventory are considered non‐stock items, and you should not select this option for either of them. Kitting items are also non‐
stock items. Non‐stock items must use the user‐specified costing method (determined by the account set choice). This choice will be dimmed if you chose any other costing method. Serial Number. If the item has serial numbers that you track, select this option. Serialized Inventory
Note: If you use Sage Accpac Options Serialized Inventory, you will still choose the Serial Number checkbox for items that have serial numbers. Kitting item
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Kitting Item. To allow this item to be the master item for a kit, choose User Specified Cost as the entry in the Account Set Code field, then clear the default Stock Item option and select the Sage Accpac Inventory Control
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Kitting Item option. (To create kits, follow the steps in the section, “Adding, Editing, and Deleting Kitting Items,” in Chapter 4 of the Inventory Control User Guide.) Additional Item Information. Enter any additional information you want to record about the item. You can print this information on the Item Status report, and, if you have an ACCPAC eTransact Web store, you can use an Additional Item Information line as the item description for your Web store. Setting Up
Inventory Control
3.
Click the Units tab to display the following fields. Units tab in the
I/C Items form
The Units tab displays all of the units of measure in which you buy, sell, and stock this item. If you selected the Use Only Defined UOM option in I/C Options, you must define all of the units first using the Units Of Measure form in the Setup folder. 4.
Units of measure
Complete the Units tab, as described below: For each unit of measure you want to use for selling the item, add the following information: Unit of Measure. Enter the name for the unit of measure (for example: dozen, crate, gallon) or choose it from the Finder. If Getting Started
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you chose the Use Only Defined UOM option in I/C Options, you must select an existing unit of measure. Conversion Factor. Enter the number of stocking units in this unit of measure. For example, if this unit of measure is “dozen,” and your stocking unit of measure is “each,” you type 12. The conversion factor must be 1 (one) for the unit of measure you intend to use for the stocking unit. Stocking Unit of Measure. Toggle between Yes and No in the field beside the units of measure. Toggle Yes for the unit of measure you intend to use for the stocking unit, or No for the units of measure that are not being used. The stocking unit is the smallest unit of measure you can specify unless you select the Allow Fractional Quantities option in the I/C Options form. You can select only one stocking unit of measure. 5.
Click the Taxes tab to display the following columns. (The Taxes tab appears only if Tax Services has been activated in Common Services.) Taxes tab in the
I/C Items form
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Tax class
information from
categories
If you specified tax class information for the category that you selected on the Items tab, the tax class information appears in the columns on this tab. You can change the tax class information here without affecting the tax class information in the category record. 6.
Complete the Taxes tab, as described below: Sales Tax Class. Enter sales tax class numbers or use the Finder to select the numbers of the tax classes you want to assign to the item for sales for each selected tax authority. Purchase Tax Class. Enter purchase tax class numbers or use the Finder to select the numbers of the tax classes you want to assign to the item for purchases for each selected tax authority. 7.
Click the Optional Fields tab. Optional Fields tab
in the I/C Items
form
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Tax Authority. Use the Finder to select the taxing authorities you want to assign to the item. (You define taxing authorities in the Tax Services form of Common Services.) Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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This tab will display all of the optional fields that have been selected and set as “auto insert” for Items in the Optional Fields form in the Setup folder. You can delete any of the fields that do not apply to this item from this tab, and you can change their default values. You can also add other fields selected in the Optional Fields form but not inserted automatically. Press the Insert key to add a new line in the grid. 8.
Complete the Optional Fields tab, as described below: Optional Fields. If adding a field, use the Finder in the Optional Field column to select one or more optional fields that were assigned to items in Inventory Control. You can only add fields that have been selected for items in the Optional Fields form. Value Set. Indicates that the optional field has a default value. If this field is set to No, you can add a default value by typing it in the Value file. The Value Set field will switch to Yes, and you will not be able to change it. Value. Use the Finder in the Value column to select a value that was assigned to the optional field in the I/C Optional Fields setup form (this can be left blank if the optional field does not require validation). 9.
Click the Add button. Repeat steps 2 through 9 for each item you want to add. 10. Close the I/C Items form. 3–76
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Modifying and Deleting Item Records
You can modify and delete item records as needed, with the following restrictions: •
You cannot directly change the item number or choose a different structure code for it. •
You can choose a different account set, but note that account sets may use different costing methods. •
You can change (select or clear) the Stock Item option only if the costing method for the item is user‐specified (see the Costing Method field). •
You can delete an item record only if all of the following conditions are met: −
The item is not a master item or component item for a bill of material. −
The quantity and cost of the item stocked at each location is zero. −
You have removed the item’s location details (using the Locations form or the Location Details form) for all inventory locations. (However, you can delete an item without deleting the item’s location details.) −
You have run day‐end processing if there are any posted transactions involving the item. Step 8: Add Items to Locations and Add Location Details
Inventory Control lets you choose whether to automatically allow all inventory items at all locations, or assign inventory items to specific locations. Getting Started
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To change the item number or choose a different structure code, set up a new item record using the item number or structure you want, then delete the item record you no longer need. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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All at all locations
•
Select Allow Items At All Locations option in the I/C Options form to automatically allow all items at all inventory locations. •
If you do not select the Allow Items At All Locations option, you must add each item to each location where you want to receive, transfer, or ship the item. Note: You must allow an item at a location before you can post any transactions involving the item at that location. Easy to add items
using the Locations
form
You can add items to locations using the Locations form in the Setup folder or using the Location Details form in the I/C Items And Price Lists folder. However, it is faster and easier to add them using the Locations setup form. If you did not select the Allow Items At All Locations option, see the next set of instructions for adding items using the Locations setup form. Once you have assigned items to locations, you can add location details—such as the picking sequence, the costing unit, most recent cost, standard cost, and user‐specified costs for the item at each location—using the Location Details form. Add Items to Locations Using the Locations Setup Form
If you turned on the Allow Items At All Locations option when you set up the I/C Options form, skip the rest of this step and go to “Step 8: Add Location Details for Items,” the next step in this chapter. To allow items at a location:
1.
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Double‐click the Locations icon in the Setup folder to display the following form: Sage Accpac Inventory Control
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Address tab in the
I/C Locations form
Setting Up
Inventory Control
2.
Enter a code in the Location field, or use the Finder to select the code for the location where you want to stock items. 3.
Click the Items tab to display the following form. Items tab in the
I/C Locations form
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Note: The Items tab will not appear if you selected the Allow Items At All Locations option in the I/C Options form. 4.
To allow items at a location, complete the following: Allow Items at This Location. Select this option (if it is not already selected). Select By. Use this option to indicate how you want to select the item numbers to be allowed at the location. •
Item Number. You must specify a range of item numbers. •
Category. You must specify a range of category codes. •
Item Segment. You must specify a range of item segments. •
Picking Sequence. You must specify a range of picking sequence numbers. •
Optional Field. If you added any optional fields to inventory items, the titles of these fields appear as fields that you can select (for example, Item Color, Warranty, Country Sold). If you select an optional field, then you must specify a range appropriate for the field. Specify a range
From. Enter a code or use the Finder to select the beginning of the range of items to allow at the location. To. Enter a code or use the Finder to select the end of the range of items to allow at the location. Go button
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5.
Click the Go button or press F7 to assign the selected items to the location. •
Check that all the items appear in the columns on the lower half of the form. •
Repeat steps 2 through 5 for each range of items you want to assign to the location. Sage Accpac Inventory Control
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6.
7.
If you wish, you can: •
Delete items from the lower part of the form. •
Click the Allowed field to change the setting to No. •
Use the Insert key to add new lines, and use the Finder to select individual items. Click the Save button when you are finished. Add Items to Locations and Add Location Details Using the Location
Details Form
Use the Location Details form to set up picking sequences and item costs for each item at each location where you allow the item to be stocked. You can also add or remove items from locations using this form. Before adding location details:
•
Add your item records to Inventory Control and decide on the locations at which you want to stock individual items. •
If picking sequence numbers are different at each location, choose a code of up to ten characters to identify each picking sequence code you plan to add. •
Gather the most recent cost for each item in your inventory. •
Gather the standard cost of items that use the standard costing method. •
Gather costs for any items with user‐specified costs. Getting Started
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Repeat steps 2 through 6 for each location to which you want to assign items. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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To add location details
1.
Double‐click the Location Details icon in the Items And Price Lists folder to display the following form: Alternate amount
fields If you added field names to the Alternate Amount 1 Name and Alternate Amount 2 Name fields on the Processing tab of the I/C Options form, those field names appear in the Location Details form. Costs that you enter in these fields must match the unit you select in the Cost Unit Of Measure field. See the “Processing Options” section in Chapter 2 for information about the Alternate Amount 1 Name and Alternate Amount 2 Name fields. 2.
Enter an item number or use the Finder to select the item number for which you are adding location details. 3.
Select a location. If the location you want is not in the list, tab to the entry grid, press the Insert key, and use the Finder to select it. 4.
Add details for locations as follows: Picking Sequence. Enter a code of up to ten characters (such as an aisle or a bin number) that identifies where the item is kept in the inventory location. 3–82
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If you specified a default picking sequence in the Items form, it appears in this field. You can accept or override a default picking sequence. You can print bin/shelf labels and create physical inventory worksheets in picking sequence order. Allowed. To allow the item to be used in transactions at the location, select Yes. Cost Unit of Measure. Enter a unit of measure or use the Finder to select the unit of measure for the program to use when costing transactions for the item at the location. The program automatically displays the stocking unit you specified for the item in the Items form. You can accept or override the stocking unit. Note: The cost fields are located past the Quantities field unless you have changed the order of fields in the grid. Standard Cost (Costing Unit). Enter your estimated cost (using the functional currency) for the item in the unit selected in the Cost Unit Of Measure column. Specify a standard cost for items that use the standard costing method, or if you use the Markup On Standard Cost option on the item’s price list. Most Recent Cost (Costing Unit). Enter the most recent cost for the item in the unit selected in the Cost Unit Of Measure column. Most recent cost is a costing method in I/C, and the number that you enter here will be used for costing your inventory. Getting Started
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If you turned on the Allow Items At All Locations option when you set up the I/C Options form, Yes is selected by the program. You can change the Allowed option to Yes or No at any time. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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WARNING! If you ship units of an item that uses most recent costing and you have not yet received any stock or entered a most recent cost, Inventory Control calculates the cost of goods sold using a most recent cost of zero. You might also change the most recent cost if the last cost for a small number of units was extremely high or low. The program updates the most recent cost each time you process a receipt, transfer, or assembly for the item and run day‐end processing. Last Unit Cost (Costing Unit). This field shows the last cost of the item. This number is not used for costing. Alternate Amount 1 Name (Costing Unit) and Alternate Amount
2 Name (Costing Unit). These cost fields will appear if you provided a name for these optional cost fields in I/C Options.
Note: The rest of the fields in the Location Details form display information that you cannot change. The information that each of these fields contains is as follows:
In Use. Indicates whether the item has ever been used in any posted transactions at the location. “Yes” indicates that one or more transactions have been posted involving the item, and “No” indicates that no transactions have been posted involving the item. Quantity on Hand. Displays the number of items (in stocking units) that are currently in your inventory. Inventory Control updates quantities on hand when you post transactions in Inventory Control. Sage Accpac
Purchase Orders
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Quantity on P/O. Displays the quantity on purchase order (in stocking units) if you use Purchase Orders. Sage Accpac Inventory Control
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The program updates the quantity on purchase order when you post purchase orders in the Purchase Orders module. You can click the column heading to drill down to purchase order details. Sage Accpac
Order Entry
Quantity on S/O. Displays the quantity on sales order (in stocking units) if you use Order Entry. Average Cost (Costing Unit). Shows the average cost of the item for the unit of measure you selected in the Cost Unit Of Measure field. The average cost is calculated as: Total item cost x Costing unit’s conversion factor
Quantity on hand
Quantity Available to Ship. The number displayed in this field is the quantity on hand minus the quantity on sales order, and is shown in stocking units. If you do not use Sage Accpac Order Entry, the quantity available to ship is the same as the item’s quantity on hand. Quantity Committed. This is the number of units that have been committed in Order Entry, but not yet shipped. You can click the column heading to drill down to sales order details. 5.
Click the Save button. Repeat steps 2 through 5 for each set of location details you want to add. 6.
Choose Print from the File menu or double‐click the Location Details icon in the Setup Reports folder to print the Location Details report, to verify that they are correct and complete. File the report. Getting Started
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The program updates the quantity on sales order when you post orders and invoices in Order Entry. You can click the column heading to drill down to sales order details. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Modifying Location Details
You can change location details records at any time. To change a record, select the item number for the record that you want to modify, then select information using the Finder, or enter new information in the fields you are changing. You can change the information in the following fields in a location details record: •
Picking Sequence. •
Cost Unit of Measure. •
Standard Cost (Costing Units). •
Most Recent Cost (Costing Units). •
Last Unit Cost (Costing Units). •
Allowed. If you added field names to the Alternate Amount 1 Name and Alternate Amount 2 Name fields on the Processing tab of the I/C Options form, you can modify the contents of those fields as well. When you are finished modifying a record, click Save to confirm your changes. Step 9: Assigning Items to Price Lists
Inventory Control shipments use the base prices on items’ default price lists. The program also uses price lists for reporting purposes. Sage Accpac
Order Entry
Order Entry uses price lists to calculate the prices of goods, taxes, and discounts on customer orders and invoices. Use the Item Pricing form to assign items to price lists. You may find it useful to follow this set of steps: •
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Assign items to their first price list. Sage Accpac Inventory Control
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•
Print the Price Lists report to check that the items appear on the price lists to which you assigned them. •
Use the Copy Item Pricing form to copy items to other price lists, converting prices according to currency exchange rates or adjusting them for different purposes. You created price lists earlier in the “Add Price List Codes” section of “Step 6: Add Inventory Control Records,” in this chapter. Setting Up
Inventory Control
For information about assigning items to other price lists, see Chapter 4 in the User Guide, “Maintaining Item and Price List Information.” Before assigning items to price lists:
•
Add the price list codes you want to use. •
Gather the existing pricing information for each item in your inventory. For more information about price lists, see “Setting Up Price Lists,” in Chapter 2 of this manual. To assign items to price lists:
1.
Double‐click the Item Pricing icon in the I/C Items And Price Lists folder to display the following form: Getting Started
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2.
Choose the item that you want to add to a price list, and click the New button at the bottom of the form. The Item Pricing details form appears. The functional currency code appears by default, along with the item number that you chose. 3.
Follow these steps to assign the item you selected to a price list: Currency Code. Enter a code or use the Finder to select the currency code for the currency in which you want to enter pricing information for the item. (This field appears only for multicurrency ledgers.) Price List Code. Enter a code or use the Finder to select the price list code for the price list you want to use. Item Number. You can enter a different item number or use the Finder to select the item you are assigning to a price list. 4.
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Complete the Prices tab, as described below: Sage Accpac Inventory Control
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Prices tab
Description. Enter a description you want to appear with the item on price list reports.
Price By. Specify whether the price of this item is based on weight or on quantity. Price Decimals. Select from this list the number of decimal places you want the program to use for displaying and printing prices and costs. Base Price Type. You can enter a base price for a single unit of measure or for multiple units of measure, or you can calculate the base price from a cost. •
Base Price for Single Unit of Measure. Fill in the following fields to enter a single base price: Base Price. Enter the normal or suggested selling price for the item, including in the price any taxes that you assign to the item on the Taxes tab. Pricing Unit. Enter the item units or use the Finder to select the item units in which the base price is expressed. •
Base Price for Multiple Units of Measure. Click the zoom button, and then fill in the grid to enter a set of base prices: Press the Insert key to add a new base price line. Unit of Measure. Enter the item units or use the Finder to select the item units in which the base price is expressed. Base Price. Enter the normal or suggested selling price for this item unit of measure, including in the price any taxes that you assign to the item on the Taxes tab. Getting Started
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If you specify weight, I/C lets you set volume discount amounts or percentages that are determined by item weight. The weights are calculated in Order Entry by multiplying the unit weight of an item times the quantity ordered, and converting the weight to default units. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Default. The program forces you to select a default unit of measure and price for entering I/C shipments. The first line you enter is automatically set as the default price, and you can only set it to No by choosing a different line as the default. Double‐click the Default column for the line which you want to be the default. Note: The default price and UOM is in effect only if you do not specify a price for the stocking unit. If you specify a price for the stocking unit, I/C Shipments will automatically use it as the default. •
Base Price Calculated Using a Cost. Click the zoom button, and then fill in the fields on the popup form that appears: Calculate Base Price Using. Specify how you are calculating the base price from a cost. Cost Base. Select the cost that you are using as the base cost if you are calculating the base price from a cost base plus a percentage or amount. Percentage / Amount. Enter the percentage or amount that you are adding to a cost if you are calculating the base price from a cost base plus a percentage or amount. Sale Price Type. You can set the sale price in exactly the same ways that you set the base price: You can enter a sale price for a single unit of measure or for multiple units of measure, or you can calculate the sale price from a cost. •
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Sale Price for Single Unit of Measure. Fill in the Sale Price and Sale Unit to enter a single base price. See the discussion above on Base Price Type for more information. Sage Accpac Inventory Control
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•
Sale Price for Multiple Units of Measure. Click the zoom button, and then fill in the grid to enter a set of sale prices for different units of measure. If you are entering prices for multiple units of measure, you can also set different start and end dates for each unit, and the Sale Starts and Sale Ends fields will disappear from the Prices tab. •
Sale Price Calculated Using a Cost. Click the zoom button, and then fill in the fields on the popup form that appears. See the discussion above on Base Price Type for more information. Sale Starts. If you entered a sale price, enter the first date (in the date format you use) for which the sale price applies. Sale Ends. If you entered a sale price, enter the last date (in the date format you use) for which the sale price applies. Markup Cost. Enter a markup cost if you are setting up the price list to calculate selling prices by marking up your cost. Markup Unit. Enter item units or use the Finder to select the item units in which the markup cost is expressed. Markup Factor. Type the factor (number) by which you want to multiply the markup cost to calculate the desired selling price for the item. Note that this is a reference field (used on reports) and is not used to calculate the selling price. The actual markup is entered on the Discounts tab. Price List Starts / Ends. You can set the period during which these prices for this item are in effect. This means that you can easily cut over from an old price list to a new one on a particular date. Getting Started
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•
Enter a start date if you want these prices to come into effect on a particular date. •
Enter an end date if the price list expires on a particular date. The price list is always valid if the starting and ending dates are blank. If you choose a price list in Order Entry before the start date or after the end date, the program will display an error message and enter a 0.00 price. 5.
Click the Discounts tab to display the following fields: Discounts tab in
the I/C Item
Pricing form
The Discounts tab displays the discount pricing information from the price list code to which you are assigning the item. You can change the information on this tab. For information about the fields on this tab, refer to the online help or see the section “Add Price List Codes,” in “Step 6: Add Inventory Control Records,” earlier in this chapter. Changes you make here will not affect the price list code record. 3–92
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6.
Click the Price Check tab to display the following fields. Price Check tab
on the I/C Item
Pricing form
Setting Up
Inventory Control
If you choose
None for the Price
Check Type, this
screen remains
blank.
The Price Check tab displays the price check settings from the price list code to which you are assigning this item. This tab lets you check price overrides in Order Entry for orders that use this price list. You can change the information on this tab. For information about the fields on this tab, refer to the online help or see the section “Add Price List Codes,” in “Step 6: Add Inventory Control Records,” earlier in this chapter. 7.
Click the Taxes tab to display the following fields. (The Taxes tab appears only if Tax Services is active in Common Services.) Getting Started
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Taxes tab on the
I/C Item Pricing
form
The Taxes tab displays the customer tax class information for calculating order totals in Sage Accpac Order Entry. The displayed tax information is from the price list code to which you are assigning the item. You can change the information on this tab. For information about the fields on this tab, refer to the online help or see “Add Price List Codes,” in “Step 6: Add Inventory Control Records” earlier in this chapter. Changes you make here will not affect the price list code record. 8.
Click the Save button. Repeat steps 3 through 6 for each item you want to assign to a price list. 9.
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Choose Print from the File menu or double‐click the Price Lists icon in the Price/Sales Analysis Reports folder to print a report of the items you have assigned to price lists, to verify that they are correct and complete. File the report. Sage Accpac Inventory Control
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Modifying Price Lists
You can change and delete the price list information for items as needed. Note: You can use the Update Item Pricing form to change Step 10: Assign Vendors to Items (Optional)
You use the I/C Vendor Details form to record detailed information about each vendor and the cost with this vendor for each item in your inventory. Once a vendor is linked to an item, you can select the vendor’s item number as you enter item details on requisitions and purchase orders, and Purchase Orders will fill in the cost of the item for you. If you buy the same item from more than one vendor, you can assign up to nine vendors to an item record in order of priority. (Normally, you assign Vendor 1 to the vendor you use the most.) Note that before you can add vendor detail records, you need to add the item records in I/C and add the vendor records in Accounts Payable. Sage Accpac
Accounts Payable
•
You may use this form to edit vendor details or link a new vendor to an item. However, these changes do not affect the master list: the Finder for vendors elsewhere in the program will not reflect changes made here. •
If you wish to permanently add or modify a vendor, you must do so from within Accounts Payable. Getting Started
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price list information, and the Copy Item Pricing form to copy item pricing information to other price lists. For information and instructions on using the Update Item Pricing form and the Copy Item Pricing form, see Chapter 4, “Maintaining Item and Price List Information,” in the User Guide. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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To attach a vendor to an item:
1.
Double‐click the Vendor Details icon in the Items And Price Lists folder to display the following form: 2.
Select an item by entering its number, by choosing it from the Finder list, or by using the navigation buttons on either side of the field. 3.
Fill in or edit the details for each vendor, as follows: Vendor Type. The vendor type sets the priority for each vendor of the selected item. No two vendors can have the same priority. You can specify up to nine vendors, and you may enter them in any order you please. However, when you return to the form, the program will display them in ascending order. Vendor Number. Enter a number or use the Finder to select the identification number you use for the vendor of the item. Sage Accpac
Accounts Payable
The Finder is available for this field only if you use Sage Accpac Accounts Payable and have already added vendors. Vendor Name. Enter the name of the vendor company. Vendor Contact. Enter the name of the contact person at the vendor company. Vendor Item Number. Enter the number that the vendor uses to identify the item. 3–96
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Vendor Cost. Enter the vendor’s price for the item. Cost Unit. Enter the cost unit of measure: each, crate, case, and so forth. The program will adjust the vendor cost accordingly. 4.
To add another vendor to the same item, press the Insert key. The program will automatically assign the vendor the next highest priority (type) number, but you may change this to any value between 1 and 9 not already assigned to a vendor. Fill in or edit the fields as before. 5.
To delete a vendor from the item, select the line and press the Delete key. Click Yes when asked to confirm the deletion. 6.
Click Save to save the changes to the record. Step 11: Set up Contract Pricing (Optional)
Use the Contract Pricing form, in the I/C Items and Price Lists folder, to set up contract pricing for specific customers. Sage Accpac Order Entry uses this information to calculate the default price for any item affected by the customer’s pricing contract. Before setting up contract pricing:
•
Decide on the terms of the pricing contracts, where applicable, with your customers. •
Specifically, decide whether pricing contracts are to affect individual items or entire item categories. Getting Started
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Vendor Currency. (This is only available if you are using a multicurrency ledger.) When entering a new vendor, either type in the three‐letter international currency code (USD, CAD, GBP, for example) for the vendor’s home currency, or select one using the Finder. You cannot modify this field for an existing vendor. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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To set up contract pricing:
1.
Double‐click the Contract Pricing icon in the I/C Items And Price Lists folder to display the following form: I/C Contract
Pricing form
Price By:
Item Number
2.
Enter the customer number for the customer you want to set up a contract price for, or select the number using the Finder. 3.
Choose the pricing method you prefer (by item number or by category code). Fields in the lower portion of the form are activated according to the pricing method chosen in the upper portion, as explained next. If you are pricing by Item Number:
•
Item Number. Enter the item number or use the Finder to select one. •
Price List. Enter a price list code or use the Finder to select one. •
Contract Price Type. Choose Customer Type, Discount Percentage, Discount Amount, Cost Plus a Percentage, Cost Plus Fixed Amount, or Fixed Price, as follows: −
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Customer Type. Choose from the following: Base, A, B, C, D, or E, then enter an amount in the Calculated Unit Price field. Sage Accpac Inventory Control
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Price By:
Category Code
Discount Percentage. Enter a percentage for the price discount.
−
Discount Amount. Enter an amount for the price discount.
−
Cost Plus a Percentage. Choose an option in the Cost Base field, and then enter a percentage (up to five decimal places) in the Percentage field.
−
Cost Plus Fixed Amount. Choose an option in the Cost Base field, and then enter an amount in the Fixed Amount field.
−
Fixed Price. Enter an amount that you and your client have agreed on as the fixed price. Use Lowest Price. Select this box if you want the program to automatically determine the best price for the customer, no matter what the contract stipulates. If you are pricing by Category Code:
Category Code. Enter a code or use the Finder to select the code for the product category. •
Contract Price Type. Choose Customer Type, Discount Percentage, Discount Amount, Cost Plus a Percentage, or Cost Plus Fixed Amount, as follows: −
Customer Type. Choose from the following: Base, A, B, C, D, or E, then enter an amount in the Calculated Unit Price field. −
Discount Percentage. Enter a percentage for the price discount.
−
Discount Amount. Enter an amount for the price discount.
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•
−
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•
−
Cost Plus a Percentage. Choose an option in the Cost Base field, and then enter a percentage (up to five decimal places) in the Percentage field. −
Cost Plus Fixed Amount. Choose an option in the Cost Base field, and then enter an amount in the Fixed Amount field.
Use Lowest Price. Select this box if you want the program to automatically determine the best price for the customer, no matter what the contract stipulates. 4.
Enter an expiration date for the contract. You can leave this field blank if you want the contract to be open‐ended. 5.
Click the Add button to add the contract pricing to your data. You will later be able to edit this contract or add another for the same customer by using the Finder or the navigation buttons. You can also clear expired contract prices by using the Clear History form. Step 12: Add Bills of Material (Optional)
Use the Bills of Material form to set up bills of material if you plan to assemble or repackage inventory items to create a supply of “master items” to sell. You can add or change bills of material at any time after setting up items. Before adding bills of material:
•
Decide on the bill of material numbers (BOM numbers) you will use. BOM numbers can be up to six characters long. •
Add the item records for the master items you will create and for the component items you will use when you assemble those master items. Before you can post assembly transactions, master items and all their component items must be stocked at the same Inventory Control location. (If you turned on the Allow Items At All 3–100
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Locations option in the I/C Options form, the program automatically allows all items to be stocked at each inventory location.) If creating multilevel bills of material, you may find it easier to create the component master items first, although Inventory Control lets you set up component BOMs while defining the master bill of material. •
If you want to use fractional quantities in an assembly, you must select “Allow Fractional Quantities” on the Processing tab of the I/C Options form. For more information about bills of material, see “Adding Bills of Material,” in Chapter 2 of this manual. To add a bill of material:
1.
Double‐click the Bills of Material icon in the Items And Price Lists folder to display the following form: 2.
Click the New button beside the Bill of Material Finder to create a new BOM, or select an existing one. Getting Started
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Fractional
quantities
•
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3.
Complete the form as described below: Item Number. Enter an item number or use the Finder to select the item number you want to use as the master item for the bill of material. BOM Number. Enter a bill of material number for the bill of material that you are creating. 4.
Click the Go button (or press F7), and then add the following: Description. Add a description for this BOM. This is especially useful if you have alternative bills of material for the same master item number. Fixed Cost. Enter the setup cost for assembling the bill of material. The fixed cost is a one‐time cost that is the same regardless of how many units you assemble of the master item. Build Quantity. Enter the number of master items that one assembly of the bill of material produces. Variable Cost per Build Quantity. Enter the cost for producing the build quantity. (The variable cost might include labor or power.) Unit of Measure. Enter the unit of measure for the build quantity. You can use only the units of measure that are assigned to the item record. Start Date and End Date. This is the period of time during which the master item can be assembled. For example, you might keep a particular master item in stock only for the duration of a contract. Comments. Enter comments to be saved with the bill of material record. 3–102
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Specify
components
5.
For each component item in the bill of material: •
Press the Insert key in the grid, if necessary, to start a new line. •
Fill in the following fields: Component’s BOM Number. If the component item is the master item of a subassembly, specify which of the component’s BOM numbers you are using to assemble the component. Components. If the component item is the master item of a subassembly—and you specified the BOM number—the field entry will be Yes, and you can click the column‐heading button to display and subassembly components. Add or edit
subassembly
If the BOM number does not exist, you can add the subassembly components on the BOM form that appears. Quantity. Enter the quantity of each of the component items required to assemble the number of master items specified in the Build Quantity field. Unit of Measure. Enter the unit of measure or use the Finder to select the unit of measure you want to use for each component item. 6.
Click the Add button. Repeat the above steps for each bill of material to be added. 7.
Choose Print from the File menu or double‐click the Bills of Material icon in the Setup Reports folder to print a report of the bills of material you have added, to verify that they are correct and complete. File the report. Getting Started
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Component Item Number. Enter an item number or use the Finder to select each item number you require to assemble the master item. Component items can also be master items of subassemblies. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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Step 13: Add Kitting Items (Optional)
Kitting items are collections of items that are priced and sold through Order Entry as a single item—such as a computer, keyboard, and monitor combination, or a back‐to‐school binder, pencil case, and felt pen set. •
Kits do not have build costs, and the kitting item is not a stock item (so there are no stocked quantities of the kit—only of the components). •
Kitting items can include non‐stock items—such as shipping or installation fees. Before adding kitting items:
•
Fractional
quantities
•
You must add the kitting item master records and all of the component item records before you can specify the contents of kitting items. −
Kitting items must use an account set code that specifies a user‐specified costing method. −
You must choose the Kitting Item option for kitting items. If you want to use fractional quantities in kitting items, you must select “Allow Fractional Quantities” on the Processing tab of the I/C Options form. For more information about kitting items, see “Adding Kitting Items,” in Chapter 2 of this manual. 3–104
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To add kitting items:
1.
Double‐click the Kitting Items icon in the Items And Price Lists folder to display the following form: Setting Up
Inventory Control
2.
Click the New button beside the Kitting Items Finder to create a new kitting item, or select an existing one. 3.
Complete the Kitting Items form, as described below: Item Number. Enter an item number or use the Finder to select the item number you want to use as the master item for the kitting item. The Finder will only display items for which you have selected the Kitting Item option. Kitting Number. Enter a number for the kitting item assembly that you are creating. You could have several alternative sets of components for building the same kitting item. (For example, you might have black, red, or green binders in back‐to‐school kits.) 4.
Click the Go button (or press F7), then add the following: Getting Started
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Description. Add a description for this kitting assembly. This is especially useful if you have alternative kits for the same master item number. Unit of Measure. The program displays the stocking unit of measure for the kitting item. Use as Default. Specify whether the stocking unit of measure is used by default in Order Entry as the selling unit. Comments. Enter comments to be saved with the kitting item record. Specify
components
5.
For each component item in the kitting item: •
Press the Insert key in the grid, if necessary, to start a new line. •
Fill in the following fields: Component Item Number. Enter an item number or use the Finder to select each item number you require to assemble the kitting item. Quantity. Enter the quantity of each of the component items required to assemble the kitting item. Unit of Measure. Enter the unit of measure for the component. Unit Cost. Enter the cost of using this component in the kitting item. 6.
Click the Add button. Repeat the above steps for each kitting item to be added. 7.
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Choose Print from the File menu or double‐click the Kitting Items icon in the Setup Reports folder to print a report of the kitting items you have added, to verify that they are correct and complete. File the report. Sage Accpac Inventory Control
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Step 14: Add Manufacturers’ Items (Optional)
Use the Manufacturers’ Items form to set up additional numbers for identifying the items in your inventory. Manufacturers’ item numbers are automatically translated during data entry to your inventory item numbers when you enter transactions in Inventory Control, Order Entry, or Purchase Orders. Note: Manufacturers’ item numbers also provide a unit of measure, so you can assign specific item numbers to identify dozens or boxes of items. Before adding manufacturers’ item numbers:
•
Add the records for the items with which you want to associate other item numbers or bar codes. To add manufacturers’ item numbers:
1.
Double‐click the Manufacturers’ Items icon. 2.
Enter an item number or select it from the Finder. Getting Started
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For example, you can use this form to add bar codes (such as UPC numbers) that are already on your inventory items. Icgs-3.doc, printed on 3/18/2008, at 11:21:51 AM. Last saved on 3/18/2008 11:21:00 AM.
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3.
Enter the other item number or bar code that you want to use with this inventory item. Press the Insert key to add a new line to the entry grid. 4.
Enter a description. 5.
Choose the unit of measure for this code. Manufacturers’ item numbers can use any of the units of measure defined for this item. This means that you can use one code for single items, and a different one for boxes. 6.
Enter any comments—such as why or when this code is used. 7.
Click the Save button to add the item number. Step 15: Add Customer Item Numbers (Optional)
Inventory Control also lets you associate customer item numbers with your inventory item records. You add customer item numbers using the Customer Details form. Customer item numbers:
•
Are particular to the customer, so different customers can use the same number for different items. •
Also specify the customer’s unit of measure. •
Include relevant comments and particular instructions for handling or shipping. To add customer item numbers:
1.
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2.
Select the number of the inventory item for which you want to add a customer’s item number. 3.
Enter or choose the number of the customer for which you want to add the item number. If necessary, select a line in the grid and use the Insert key to start a new line. 4.
Enter the customer’s item number for this item. 5.
Enter the customer’s description for this item (for item verification). 6.
Enter the unit of measure for the item. 7.
Add comments and instructions if you want. 8.
Click the Save button to add the customer’s item number. Step 16: Add Reorder Information (Optional)
Use the Reorder Quantities form to set up reorder information for inventory items if you want to use the Overstocked Items report or the Reorder Report in managing your inventory. You can specify reorder criteria for each item at each inventory location where you stock the item or for all locations. Getting Started
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Before adding reorder criteria:
•
Decide on the items (all, some, or none) for which you will add reorder criteria to Inventory Control. •
For each item, decide on the minimum number and maximum number you want stocked at each location, or at all locations, in your inventory. •
Decide on the number of each item you want to order if the amount of the item in stock at a location (or the total of items at all locations) drops below the minimum number you specify for the time period. •
Estimate the quantity of each item you expect to sell during each time period. For more information about reorder information, see “Adding Reorder Information,” in Chapter 2 of this manual. To add reorder information:
1.
Double‐click the Reorder Quantities icon in the Items And Price Lists folder to open the following form: I/C Reorder
Quantities form
2.
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Complete the Reorder Quantities form as follows: Sage Accpac Inventory Control
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Item Number. Enter the item number or use the Finder to select the item for which you want to add reorder criteria. Reorder For. Decide whether you want to set reorder quantities for the item for a specific location or for all locations. For specific locations, enter a location number or use the Finder to select an inventory location. Note: You must allow an item to be stocked at any location Unit of Measure. The program displays the stocking unit of measure for your reference. Optional Fields. Click the Optional Fields zoom button to open the optional fields selection form. If the optional fields assigned to reorder quantities match Sage Accpac Purchase Orders optional fields, your entries here will appear in POs generated by the Create POs From I/C form in Purchase Orders. 3.
Click Close once you have added optional field information. A check mark will appear in the checkbox beside the Optional Field label in the transaction form. 4.
Click the Go button (or press F7), and then add the following information for each inventory period you want (press the Tab key or the Insert key to add a new line): Getting Started
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Period Start. Enter the date (month and day) of the first day for which you want the reorder criteria to apply. The period start can be any day of the year if you have only one stock level that you want to maintain throughout the year. If you add reorder criteria for more than one period in a year, the current reorder criteria are in effect until the next period starting date. Note: The quantities for the last period of the year are in effect until the first period start date of the new year. If you want to start the year with a “0” reorder amount, you have to add a period with a January 1 start date. Minimum Quantity. Enter the minimum number of units (in the item’s stocking units) you want in inventory for the item during the specified period. If fewer than this specified number of units are in stock during the period, the item appears on the Reorder Report or in new purchase orders if generating them in the Purchase Orders program. Maximum Quantity. Enter the maximum number of units (in the item’s stocking units) you want in stock at any time for the item during the specified period. If more than this specified number of units are in stock during the period, the item appears on the Overstocked items report. This number is also used by Purchase Orders to calculate the number of items to order if generating purchase orders from Inventory Control. Inventory Control calculates the quantity available as the quantity in stock, plus the quantity on purchase order, minus the quantity on sales order. 3–112
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Reorder Quantity. Enter the number of units (in the item’s stocking units) that you want to order during the specified period when either: •
The number of the items in stock is less than the quantity you specified in the Minimum Quantity field. •
The projected sales of the item for the period is greater than the number of items in stock. Projected Sales Qty. Enter the number of units of the item (in the item’s stocking units) that you expect to sell during the specified period. 5.
Click the Add button. Repeat steps 2 through 5 for each set of reorder criteria you want to add. 6.
Choose Print from the File menu or double‐click the Reorder Quantities icon in the Setup Reports folder to print a report of the reorder criteria you have added, to verify that they are correct and complete. File the report. Step 17: Add Current Item Quantities and Costs
In this step, you post the current item quantities and costs for each of your inventory items. Before adding item quantities and costs:
•
From your existing system, gather the quantities and costs for your inventory items at each location. For more information about adding item quantities and costs, see “Entering Current Item Quantities and Costs,” in Chapter 2. Getting Started
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To add current item quantities and costs:
1.
I/C Options
Make the following changes to Inventory Control settings, if you have not already done so: •
G/L Integration
•
On the Processing tab of the I/C Options form: −
Do not select Keep Transaction History. −
Do not select Keep Item Statistics. On the Integration tab of the G/L Integration form: −
Select On Request Using Create G/L Batch Icon for the Create G/L Transactions option. −
Select the Creating a New Batch choice for the Create G/L Transactions By option. After you add your quantities for items and costs, you can change any of these options. 2.
Use the Receipts form in the Transactions folder to add your current item quantities and costs to Inventory Control. For information about using the Receipts form, see Chapter 5, “Processing Inventory Control Transactions,” in the User Guide. Importing item
quantities and
costs
You can also add your item quantities and costs by importing receipts into Inventory Control from another Sage Accpac Inventory Control system, or from a non–Sage Accpac application. For more information on importing, see Appendix B of the User Guide. 3.
Double‐click the Day End Processing icon in the I/C Periodic Processing folder, and then click the Process button to update your Inventory Control records. For information about using the Day End Processing form, see the Day End Processing section in Chapter 6, “Day End and Periodic Processing,” in the User Guide. 3–114
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4.
If you need to
make adjustments
Double‐click the Item Valuation icon in the Stock Control Reports folder to print the Item Valuation report to check that the item quantities and costs you added match those on your source documents. If you need to make any adjustments to the item quantities and costs you added, use the Adjustments form in the Transactions folder, and then repeat steps 3 and 4. When the item quantities and costs on the Item Valuation report match those on your source documents, go to Step 5. 5.
Double‐click the Posting Journals icon in the Price/Sales Analysis Reports folder, then print the journal of the receipts (and adjustments, if applicable) you posted. Compare the posting journal(s) to the Item Valuation report you printed in Step 4, and your source documents. 6.
Double‐click the Clear History icon in the Periodic Processing folder, to delete the printed posting journal(s) for receipts (and adjustments, if necessary). a.
Select the Printed Posting Journals option. b. Select Receipts (and Adjustments, if you made any). For information about using the Clear History form, see “Clearing History” in Chapter 6, “Day End and Periodic Processing,” in the User Guide. 7.
Double‐click the G/L Transactions icon in the Price/Sales Analysis Reports folder, and then print the G/L Transactions report using the displayed posting sequence number. Getting Started
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8.
Double‐click the Create G/L Batch icon in the Periodic Processing folder, then create the general ledger transactions for the Inventory Control transactions you posted (use the displayed day‐end number). Compare the G/L Transactions report you printed in step 7 to your general ledger listing to be sure the totals balance. 9.
To avoid posting general ledger batches twice, delete the batches that you created. To delete the batches:
•
If you use Sage Accpac General Ledger with the same database as Inventory Control, follow the instructions in the General Ledger User Guide. The batches will appear as open General Ledger batches, and you must set General Ledger to Edit Imported Entries, on the Posting tab of the G/L Options form. •
If you use another general ledger or your Sage Accpac General Ledger uses a different database than Inventory Control, delete the batches from the directory in which you keep your company’s Inventory Control data. (Delete the files that begin with the letters glic, and have the filename extension .csv.) 10. In step 1, you may have had to make one or more changes to options in the I/C Options and G/L Integration forms before entering your item quantities and costs. If you made changes, you can now change the options back. The options you might have changed are: 3–116
•
Keep Item Statistics option on the I/C Options Processing tab. •
Keep Transaction History option on the I/C Options Processing tab. •
Create G/L Transactions option on the G/L Integration options Integration tab. Sage Accpac Inventory Control
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•
Create G/L Transactions By option on the G/L Integration options Integration tab. For more information about selecting options in the I/C Options form, see “Step 4: Select Inventory Control Options” in this chapter. For more information about selecting options in the G/L Integration form, see “Step 5: Select General Ledger Integration Options” in this chapter. If you want to use the Sales Statistics report to assist you in managing your inventory, use the Sales Statistics form to add sales (and returns) data for your inventory items. You can add sales data for statistical periods from the current year and from previous years, and add sales data after setup. Before adding sales statistics:
•
Select the Allow Edit Of Statistics option on the Processing tab in the I/C Options form. •
Collect current year and previous years sales data that you intend to add to Inventory Control. To add sales statistics:
1.
Double‐click the Sales Statistics icon in the Statistics and Inquiries folder to display the following form: Getting Started
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I/C Sales Statistics
form
2.
Add sales data, as follows: Item Number. Enter the item number or use the Finder to select the item number for which you want to add sales statistics. Location. Enter the location or use the Finder to select the location where you want to add sales statistics. Year. Enter the year or use the Finder to select the year for which you want to add sales statistics. Period. Enter the number of the statistical period for which you want to add sales statistics. Types of reporting
periods
Sales and Returns
You specify the type of statistical period using the Period Type option on the Processing tab on the I/C Options form. 3.
Add sales and returns information as follows: Quantity. Enter the number of items sold and returned (in stocking units) during the statistical period. Count. Enter the number of sales and returns transactions that occurred during the statistical period. Amount. Enter the value of sales and returns for the statistical period (in functional currency if you use multicurrency accounting). 3–118
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Setting Up an Inventory Control System
Cost. Enter the cost of goods sold and returned for the statistical period (in functional currency if you use multicurrency accounting). Margin. You cannot edit the Margin field. The margin figure displayed is calculated as: (Sales Amount - Sales Cost) - (Returns Amount - Returns Cost)
Click the Add button. Repeat steps 2 through 4 for each set of sales data you want to add. 5.
Choose Print from the File menu or double‐click the Sales Statistics icon in the Price/Sales Analysis Reports folder to print the Sales Statistics report, to verify that the information you added is correct and complete. a.
If you find mistakes or omissions, edit the sales data, then print the Sales Statistics report again. b. File the report. After setup, Inventory Control automatically updates these statistics when you post shipment (and shipment return) transactions. To add transaction statistics, go to the next step, “Step 19: Add Transaction Statistics.” If you do not want to add transaction statistics, but you wish to prevent accidental changes to the sales statistics, turn off the Allow Edit Of Statistics option in the I/C Options form. Step 19: Add Transaction Statistics (Optional)
Use the Transaction Statistics form to add transaction data for your inventory items if you want to use the Transaction Statistics report to assist you in managing your inventory. Getting Started
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Inventory Control
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Setting Up an Inventory Control System
You can add transaction data for statistical periods from the current year and from previous years. You can also add transaction data after setup. Before adding transaction statistics:
•
Select the Allow Edit Of Statistics option on the Processing tab in the I/C Options form. •
Collect current year and previous years transaction data that you intend to add to Inventory Control. To add transaction statistics:
1.
Double‐click the Transaction Statistics icon in the Statistics and Inquiries folder to display the following form: I/C Transactions
Statistics form
2.
Add transaction data, as described below: Year. Enter a year or use the Finder to select the year for which you want to add transaction statistics. Period. Enter the number of the statistical period for which you want to add transaction statistics. Types of reporting
periods
You specify the type of reporting period using the Period Type option on the Processing tab of the I/C Options form. Transactions
Add the transaction information you have for each type of transaction, as follows: Count. Enter the number of transactions that occurred during the statistical period. 3–120
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Where To Now?
Actual Cost. Enter the actual cost of goods for the statistical period (in functional currency if you use multicurrency accounting). You do not enter a cost for transfers. Sales/Returns Amount. Enter the amounts for sales and returns for the statistical period (in functional currency if you use multicurrency accounting). This applies only to shipments and shipment returns. Click the Save button. Repeat steps 2 and 3 for each set of transaction data added. 4.
To verify that the information you added is correct and complete, choose Print from the File menu or double‐click the Transaction Statistics icon in the Price/Sales Analysis Reports folder to print the Transaction Statistics report. a.
If you find mistakes or omissions, edit the transaction data, and then print the Transaction Statistics report again. b. File the report. After setup, Inventory Control automatically updates transaction statistics when you post transactions. 5.
To prevent accidental changes to transaction statistics, clear the Allow Edit Of Statistics option in the I/C Options form. Where To Now?
Your Inventory Control system is now ready to use. Refer to the User Guide for information about entering transactions and operating your Inventory Control system on a daily basis. Getting Started
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Setting Up
Inventory Control
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Appendix A
Setup Checklist
Inventory Control Setup Checklist
..............................................
A–1 Printing the Setup Checklist .................................................... A–2 Setup
Checklist
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Appendix A
Setup Checklist
This appendix describes the Inventory Control Setup Checklist. You can print the Setup Checklist and use it as you follow the step‐
by‐step instructions for setting up Inventory Control in Chapter 3 of Getting Started. Inventory Control Setup Checklist
•
Gathering data from your present inventory control system. •
Adding inventory accounts to your chart of accounts. •
Adding currency and security information. •
Selecting options and entering information in the Inventory Control Options form. •
Adding Inventory Control records. •
Adding current item quantities and costs. •
Adding sales and transaction statistics. •
Preparing and testing formats for item and bin/shelf labels. Getting Started
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A–1
Setup
Checklist
Use the Setup Checklist (form IC‐SETUP.PDF) to check off each step of the Inventory Control setup, including: ICGS-A.doc, printed on 11/21/2007, at 4:03:08 PM. Last saved on 11/21/2007 4:02:00 PM.
Printing the Setup Checklist
Printing the Setup Checklist
Review the Inventory Control Setup Checklist on the following pages. To print the checklist:
1.
From the Windows Start menu on the computer where you installed Sage Accpac ERP, select Programs, then Sage Accpac. 2.
Click the Online Documentation choice, and then click Inventory Control 5.5A, and click the Setup Checklist. Acrobat Reader will start. You can also open the checklist by choosing IC‐SETUP.PDF from the folder X:\Sage Accpac\DOCS\IC55AENG\, where X: is the drive and Sage Accpac is the directory where your Sage Accpac ERP programs are located. 3.
A–2
From the File menu, choose Print. Adjust the settings as needed, and then click OK. Sage Accpac Inventory Control
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Printing the Setup Checklist
Date
Sage Accpac ERP
Inventory Control Setup
Completed by
Approved by
Before you begin
Install and activate Sage Accpac Inventory Control:
■
Install the System Manager (with Bank and Tax Services), create the system and
company databases, and choose company-wide options in Common Services.
■
Request your Inventory Control Activation code.
■
■
‰
‰
Follow the instructions in the System Manager Administrator Guide to install Inventory
Control.
Read the Inventory Control README file and review the Inventory Control manuals.
‰
‰
1. Gather data from your present Inventory Control system.
Include the following:
■
Manual records or printed listings and reports of general ledger accounts.
■
The current quantities, costs, prices, and tax status for each inventory item.
■
■
■
The part numbers, item codes, UPC codes, customer item numbers, vendor item
numbers, serial numbers, and other information you use to identify inventory control
records.
Bills of material for items that you manufacture or sell as assembles.
Setup
Checklist
■
Stocking information for each inventory item, including warehouse bin numbers, units
of measure, and unit weights.
A vendor list (if you do not use Sage Accpac Accounts Payable).
‰
2. Add inventory accounts to your chart of accounts.
■
Add the general ledger accounts you need for your Inventory Control account sets and
inventory categories.
‰
3. Add tax, currency, and security information for Inventory Control.
■
■
■
Add tax information in Tax Services.
‰
‰
Add currency information in the Currency forms in Common Services
(if you use multicurrency accounting).
Add security information in Administrative Services.
‰
4. Select processing options and enter integration information in the Inventory Control options forms.
■
Complete each tab of the Inventory Control Options form and select integration options
on the G/L Integration form in the I/C Setup folder,.
‰
5. Add Inventory Control records.
■
Add segment codes.
■
Add item structures.
■
Add categories.
■
Add account sets.
■
Add units of measure.
■
Add weight units of measure.
■
Add inventory locations.
■
Add price list codes.
■
Add optional fields.
I/C Setup Checklist (IC-SETUP.PDF)
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‰
‰
‰
‰
‰
‰
‰
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Printing the Setup Checklist
Date
Sage Accpac ERP
Inventory Control Setup
Completed by
Approved by
6. Add inventory items.
■
Add inventory item records.
‰
7. Add items to locations and add location details.
■
If you did not select Allow Items At All Locations in Options, set up each item for each
location where you allow the item to be stocked.
‰
8. Assign items to price lists.
■
Add item pricing records. I/C shipments use the base prices on default item price lists.
Order Entry uses price lists to calculate the prices of goods, taxes, and discounts .
‰
9. Assign vendors to items (optional).
■
Add detailed information about each vendor and the cost with each vendor for items in
your inventory.
‰
10. Set up contract pricing (optional).
■
Set up contract pricing for specific customers, which Order Entry can use to calculate
default prices.
‰
11. Add bills of material and kitting items (optional).
■
Set up bills of material and kitting items, if you plan to assemble or repackage
inventory items or temporarily group items for sale.
‰
12. Add manufacturers’ item numbers (optional).
■
Set up additional numbers for identifying the items or different units of measure in your
inventory (for example, using UPC numbers that are already on your inventory items).
‰
13. Add customers’ item numbers (optional).
■
Set up item numbers for large customers that also include the customer’s unit of
measure, as well as comments and particular instructions for handling or shipping.
‰
14. Add reorder quantities information (optional).
■
Set up reorder information for your inventory items if you want to use the Overstocked
Items report or the Reorder report to assist you in managing your inventory.
‰
15. Add current item quantities and costs.
■
Post transactions to add the current item quantities and costs for your inventory items.
‰
16. Add sales statistics (optional).
■
Add sales data for your inventory items (using the Sales Statistics form), if you want to
use the Sales Statistics report to assist you in managing your inventory.
‰
17. Add transaction statistics (optional).
■
Add transaction data for your inventory items (using Transaction Statistics), if you want
to use the Transaction Statistics report to assist you in managing your inventory.
I/C Setup Checklist (IC-SETUP.PDF)
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Index
A
Getting Started Index–1
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Index
Account set codes defining, 3–44 specifying in item records, 3–70 Account sets adding, 3–43 general ledger accounts used in, 2–43 setting up, overview, 2–42 specifying costing methods, 2–45, 3–44 specifying the account set code, 3–44 Accounts Payable, integrating with Inventory Control, 1–9 Accounts Receivable, integrating with Inventory Control, 1–10 Accumulate By option, selecting, 2–18, 3–18 Accumulating item statistics changing the accumulation method overview, 2–18 selecting, 3–17 choosing calendar or fiscal year, 2–17, 3–18 choosing the period type, 2–18, 3–18 Add G/L Transactions to New Batch, selecting, 3–28 Add G/L Transactions to New Batch and Post, selecting, 3–28 Adding account set codes, 3–44 account sets, 2–42, 3–43 bills of material, 2–84, 3–100 categories, 2–54, 3–38 commission information to categories, 3–40 company contact name, 3–11 current and historical transactions, 2–95 current and previous‐year sales, 2–95, 3–117 current and previous‐year transactions, 2–96, 3–119 current item quantities and costs, 2–96, 3–113 customer item numbers, 2–83, 3–108 Default Item Structure, 3–19 item details to locations, 3–81 item records, 2–69, 3–65 item structures, 3–36 items to price lists, 2–79, 3–86 items to specific locations overview, 2–77 items to specific locations, 3–78 kitting items, 2–88, 3–104 location details, 3–81 locations, 2–57, 3–50 manufacturers’ item numbers, 2–83, 3–107 price list codes, 2–59, 3–54 reorder information, 2–89, 3–109 sales statistics, 2–96, 3–117 segment codes, 2–39, 3–34 structure codes, 3–37 transaction statistics, 2–96, 3–119 units of measure, 2–63, 3–45 weight units of measure, 2–65, 3–48 Additional Cost for Items on Receipt Returns, 2–14, 3–16 Additional item information specifying in item records, 3–73 ICGS-INDX-for PDF.doc, printed on 3/4/2008, at 3:18:32 PM. Last saved on 3/4/2008 3:18:00
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Adjustment Write‐Off general ledger account, 2–44 Adjustments allocating additional costs on receipt returns, 2–14, 3–16 Aging options Aging Periods option, 3–22 Allow Edit Of Statistics option, 3–17 Allow Fractional Quantities option overview, 2–6 selecting, 3–13 Allow Inventory Levels Less Than Zero. See: Allow Negative Inventory Levels Allow item in Web store specifying in item records, 3–72 Allow Items At All Locations overview, 2–7 selecting, 3–13 Allow items at this location assigning items to specific locations, 3–80 Allow Negative Inventory Levels overview, 2–9 selecting, 3–13 Allow Receipt of Non‐stock Items, 2–9, 3–13 Allowing items at locations using the Location Details form, 3–83 Alternate amount 1 & 2 overview, 2–12 specifying, 3–15 specifying for different locations, 3–84 specifying markup information in price lists, 3–56 used in Order Entry and Purchase Orders, 2–13 Alternate cost fields overview, 2–12 specifying, 3–15 Alternate item overview, 2–76 specifying in item records, 3–72 Index–2
Append G/L Transactions to Existing Batch selecting, 2–27, 3–27 Assembling items. See: Bills of material specifying build quantities, 3–102 specifying start and end dates, 3–102 specifying units of measure, 3–102, 3–106 variable costs, 2–87 Assembling kitting items specifying use as default, 3–106 Assembly Cost Credit general ledger account, 2–44 Assign segment length, 3–20 Assign segment name, 3–20 Assigning item numbers overview, 2–33 Assigning items to locations Allow Items At All Locations option overview, 2–7 selecting, 3–13 Assigning items to specific locations, 3–80 Authority. See: Tax authority Average cost, specifying markup information in price lists, 3–56 Average unit cost, viewing for different locations, 3–85 B
Base price calculated using a cost, 3–90 specifying for items for multiple units of measure, 3–89 single unit of measure, 3–89 specifying for items, 3–89, 3–90 specifying multiple for items, 3–89 Batch types, general ledger, 2–27 Sage Accpac Inventory Control
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Bills of material adding, 3–100 BOM numbers, 3–102 build quantities, 3–102 component items, 3–103 component’s BOM number, 3–103 fixed costs, 2–87, 3–102 overview, 2–84 start and end dates, 3–102 units of measure, 3–102, 3–106 variable cost per build quantity, 3–102 variable costs, 2–87 Bills of Material form, using, 3–101 BOM number assigning for master items on bills of material, 3–102 Browser, using Inventory Control through an Internet browser, 3–2 Build quantities assigning to bills of material, 3–102 C
Getting Started
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Index–3
Index
Categories adding, 3–38 commission information, 3–40 commissions, 2–55 cost of goods sold accounts, 2–54 overriding G/L account segments, 2–58, 3–53 overview, 2–54 tax authorities, 2–55 tax information, 3–42 Category code specifying in item records, 3–70 Changing G/L integration options, 2–32 location details, 3–86 option selections, 3–24 price list information, 3–95 records, 3–64, 3–77 Check base, specifying on price lists, 3–59 Check unit price or margin specifying on price lists, 3–59 Checklist, setup steps, A–1 Codes. See: names of individual codes and numbers Comments for G/L transactions, 3–30 Commission rates in category records, 3–40 Commodity number in item records, 3–71 Company contact, adding, 3–11 Company information, 2–3 Company options, overview, 2–3 Company Options screen, 3–11 Component item number in kitting items, 3–106 Component items on bills of material, 3–103 Component’s BOM number on bills of material, 3–103 Consolidate G/L Batches overview, 2–28 selecting, 3–28 Contract price type in contract pricing records, 3–98, 3–99 Contract pricing by category code, overview, 2–92 by item number, overview, 2–92 to 2–93 overview, 2–63 to 2–69 setting up, 3–99 specifying the contract price type, 3–98, 3–99 use lowest price option, 3–99, 3–100 Control accounts overview, 2–44 Conversion factors for UOM specifying for items, 3–74 Copying price lists overview, 2–82 Cost Items During Posting or Day End Processing option, 2–22, 3–22 Cost of goods sold FIFO, 2–50 general ledger account, 2–55 LIFO, 2–50 ICGS-INDX-for PDF.doc, printed on 3/4/2008, at 3:18:32 PM. Last saved on 3/4/2008 3:18:00
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Cost unit of measure, specifying for different locations, 3–83 Cost Variance general ledger account, 2–56 Costing assigning fixed and variable costs to bills of material, 2–87 Costing inventory items Cost Items During Posting or Day End Processing option, 2–22, 3–22 Create Subledger Transactions and Audit Information During Posting or Day End Processing option, 2–23 Costing methods FIFO, 2–49 for non‐stock items, 2–54 LIFO, 2–49 Most recent cost, 2–53 moving average, 2–47 overview, 2–46 selecting, 3–44 standard costing, 2–47, 2–54 user‐specified, 2–54 weighted moving average, 2–47 Costing offset bucket, 2–51 Costing options Cost Items During Posting or Day End Processing, 2–22 Create Subledger Transactions and Audit Information During Posting or Day End Processing, 2–23 Costs Alternate Amount Name options overview, 2–12 specifying, 3–15 entering current item costs, 2–96 entering current item costs, 3–113 fixed, 2–87, 3–102 markup costs on price lists, 3–56 variable, overview, 2–87 Costs, additional allocating on receipt returns, 2–14, 3–16 Create G/L Transactions By, 3–27 Index–4
Create G/L Transactions option overview, 2–25 selecting, 3–27 Create Subledger Transactions and Audit Information During Posting or Day End Processing option, 2–23 Create transactions during posting or day‐
end processing, 2–26 Creating G/L transactions during posting or day‐end processing, 2–25, 3–26 Creating item number formats, 2–35 Creating item numbers overview, 2–33 setting up segments, 2–36 sorting order, 2–41 Credit/Debit Note Clearing general ledger account, 2–45 Currency information Default rate type option, 3–12 functional currency, 3–12 Multicurrency option, 3–12 Current item quantities and costs, 2–96, 3–113 Customer item numbers, 2–83, 3–108 Customer tax class specifying for tax‐included prices, 3–94 specifying on price lists, 3–60 Customer type or volume discounts on price lists, 3–57 Customer types specifying on price lists, 3–58 Customers’ item number, adding, 3–108 Customer‐type discounts specifying on price lists. See also: Discount prices D
Damaged Goods general ledger account, 2–56 Sage Accpac Inventory Control
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Discounts by customer type, 3–58 Divider characters. See: Separator characters Document number length option selecting, 3–21 Document Numbering options overview, 2–20 E
Edit Company Profile function. See: Options Edit G/L Integration options. See: G/L Integration, See: Options Edit location information, 3–51 Editing statistics. See: Allow Edit Of Statistics option End date assigning for master items on bills of material, 3–102 Entering setup information, overview, 2–42 Exporting file formats, 2–94 setup records, 2–93 F
Fields G/L source codes, 2–30 G/L transaction fields, 2–30, 3–31 FIFO costing method, 2–49 File formats, for exporting Inventory Control data, 2–94 File formats, for importing Inventory Control data, 2–95 First‐in, first‐out costing, 2–49 Fixed cost per build assigning for master items on bills of material, 2–87, 3–102 Flowchart of Inventory Control setup, 3–3 Getting Started
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Index–5
Index
Data entry forms for Inventory Control printing instructions, A–2 Day End Processing effects on G/L Transactions report, 2–25 Day end processing or posting selecting the Create G/L Transactions option, 3–27 Decimals, selecting on price lists, 3–55, 3–89 Default base prices for items, 3–90 Default Goods in Transit Location option setting, 2–15, 3–16 Default item structure, specifying, 3–37 Default Item Structure option selecting, 3–19 Default item weight, 2–13 Default picking sequence specifying in item records, 3–71 Default Posting Date option, overview, 2–16 Default price list, specifying in item records, 3–71 Default rate type option, selecting, 3–12 Default unit of weight, overview, 2–13 Default weight unit of measure changing in I/C Options, 2–14 Default Weight Unit Of Measure option overview, 2–13 specifying, 3–15 using in Order Entry and Purchase Orders, 2–13 Defined units of measure, 2–11, 3–15 Delete transactions Prompt to Delete During Posting option overview, 2–10 selecting, 3–14 Descriptions for G/L transactions, 3–30 Disassembly Expense general ledger account, 2–45 Discount or markup percentage/amount on price lists, 3–56 Discount prices selecting the rounding method, 3–58 specifying on price lists, 3–56 ICGS-INDX-for PDF.doc, printed on 3/4/2008, at 3:18:32 PM. Last saved on 3/4/2008 3:18:00
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FORMS file, 1–12 Forms, data entry. See: Data entry forms Fractional quantities overview, 2–6 selecting, 3–13 Functional currency, 3–12 G
G/L Comment Field option, 3–30 G/L Description Field option, 3–30 G/L Integration options Append G/L Transactions To Existing Batch option overview, 2–27 assigning information to G/L fields, 2–30, 3–31 assigning source codes to transactions, 2–30 changing, 2–32 Consolidate G/L Batches option overview, 2–27 selecting, 3–28 consolidating G/L transactions effect on G/L fields, 2–32 Create By adding to existing or new batch option selecting, 3–27 overview, 2–24, 3–26 selecting during setup, 3–25 selecting options, 2–24 G/L Reference Field option, selecting, 3–30 G/L source codes, assigning for G/L transactions, 2–30 G/L transaction fields, assigning information to, 2–30, 3–31 G/L transactions appending to existing batch, 2–27 batch types, 2–27 consolidation options, 2–28, 3–28 Index–6
create by adding to existing or new batch, 3–27 creating overview, 2–25 selecting options, 3–26 description, selecting, 3–30 references, selecting, 3–30 G/L Transactions report effects of Create G/L Transactions option, 2–26 General Ledger integrating with Inventory Control, 1–8 integration with Inventory Control. See: G/L Integration General ledger accounts Adjustment Write‐Off, 2–44 Assembly Cost Credit, 2–44 Cost of Goods Sold, 2–56 Cost Variance, 2–56 Credit/Debit Note Clearing, 2–45 Damaged Goods, 2–56 Disassembly Expense, 2–45 Internal Usage, 2–56 Inventory Control, overview, 2–44 Non‐stock Clearing, 2–45 overriding G/L account segments overview, 2–58 selecting, 3–53 Payables Clearing, 2–44 Physical Inventory Adjustment, 2–45 Sales, 2–55 Shipment Clearing, 2–45 Transfer Clearing, 2–45 used in account sets, 2–43 General ledger batch types, 2–27 General Ledger integration options overview, 2–24, 3–27 Goods in transit location Default Goods in Transit Location option, 3–16 Sage Accpac Inventory Control
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H
Handles fractional quantities option selecting, 3–13 History Keep Item Statistics option, 3–17 Keep Transaction History option overview, 2–9 selecting, 3–14 I
Getting Started
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Index–7
Index
ICGLTRAN.CSV G/L transactions file, 2–27 Importing file formats, 2–95 setup records, 2–93 Importing and exporting POTECHINFO file, 1–11 In use indicator for items at different locations, 3–84 Integrating Inventory Control with other Sage Accpac applications, 1–8 Integration with General Ledger. See: G/L Integration Internal Usage general ledger account, 2–56 Internet, using Inventory Control with a browser, 1–1, 3–2 Inventory Control guides, 1–10 using, on the Internet, 1–1 Inventory Control general ledger account overview, 2–44 Inventory Control options company options, 2–3 Document Numbering options overview, 2–20 G/L integration options, 2–24, 3–27 item number options, 2–19 overview, 2–3 Processing options overview, 2–4 selecting, 3–12 Inventory Control Options form changing your selections, 3–24 modifying, 3–24 Inventory Control setup. See: Setting up Inventory Control Inventory item records. adding, 3–65 See also: Item records Inventory items allowing at locations. See: Allow Items At All Locations option Inventory levels below zero. See: Allow Negative Inventory Levels Inventory locations. See: Locations Item categories, adding, 3–38 Item costing method, specifying in item records, 3–70 Item details, adding to locations, 3–81 Item list for locations, editing, 3–13 Item number, specifying in item records, 3–69 Item number prefix, selecting, 3–38 Item number segments overview, 2–20, 2–36 segment codes adding, 3–34 overview, 2–39 selecting, 3–38 Item numbers adding segment codes, 3–35 defining formats, 2–36 planning, 2–33 rules for creating, 2–40 selecting segment separators, 3–38 sorting order, 2–41 specifying structure codes, 3–37 tips for creating, 2–35 ICGS-INDX-for PDF.doc, printed on 3/4/2008, at 3:18:32 PM. Last saved on 3/4/2008 3:18:00
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Item prices adding, 2–79, 3–86 base price, 3–89, 3–90 markup units, 3–91 modifying, 3–95 multiple base price, 3–89 sale dates, 3–91 Item Pricing form, using, 3–87 Item records account set code, 3–70 additional item information, 3–73 allow item in Web store option, 3–72 alternate items, 2–76, 3–72 alternate item category code, 3–70 commodity numbers, 3–71 conversion factors for units of measure, 3–74 default picking sequence, 3–71 default price list, 3–71 item number, 3–69 kitting items option, 3–72 manufacturers’ item numbers adding, 3–107 optional fields, 3–76 overview, 2–69 purchase tax class, 3–75 reorder information adding, 3–109 overview, 2–89 sales tax class, 3–75 2–75 sellable option, 3–72 serial numbers option, 2–75, 3–72 stock item option, 3–72 stocking unit of measure, 2–73, 3–74 structure code, 3–70 tax information, 3–75 unit weight, 3–71 units of measure, 2–74, 3–73 vendor information, 2–88 weight unit of measure, 3–71 Index–8
Item sales statistics, 2–96, 3–117 Item segment length, specifying, 3–20 Item segment name, specifying, 3–20 Item segment separators, using, 3–20 Item statistics accumulating by calendar or fiscal year, 2–17, 3–18 changing the accumulation method overview, 2–18 selecting, 3–17 choosing the period type, 2–18, 3–18 Keep Item Statistics option selecting, 3–17 Item structures adding, 3–36 selecting separator characters, 2–38 specifying segments, 3–19 specifying structure codes, 3–37 Item weight, specifying default unit of measure, 3–15 Items adding, 3–65 adding kitting items, 3–104 adding to price lists overview, 2–79 Allow Receipt of Non‐Stock Items option, selecting, 3–13 Alternate amount 1 & 2 for locations, 3–84 assembling adding bills of material, 3–100 overview, 2–86 assigning to locations, 2–59 assigning to price lists, 3–86 assigning to specific locations overview, 2–77 assigning to specific locations, 3–78 cost unit of measure for locations, 3–83 in use indicator, 3–84 kitting items, overview, 2–88 last unit cost for locations, 3–84 Sage Accpac Inventory Control
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Items (continued) most recent cost for locations, 3–83 picking sequences for locations, 3–82 standard cost for locations, 3–83 user‐specified costs for locations, 3–84 viewing average unit cost for locations, 3–85 viewing quantity available to ship at locations, 3–85 viewing quantity committed at locations, 3–85 viewing quantity on hand for locations, 3–84 viewing quantity on P/O for locations, 3–84 viewing quantity on S/O for locations, 3–85 Items form, overview, 2–72, using, 3–67, 3–69 K
Last cost, specifying markup information in price lists, 3–56 Last unit cost, specifying for different locations, 3–84 Last‐in, first‐out costing, 2–49 LIFO costing method, 2–49 Location address, entering, 3–51 Location details adding, 3–81 allowing items at locations, 3–83 modifying, 3–86 Location Details form, using, 3–82 Location options, location type, 3–51, 3–52 Location type, 3–52 Locations adding, 3–50 adding item details, 3–81 Allow Items At All Locations option overview, 2–7 selecting, 3–13 assigning items to locations, 2–59 assigning items to specific locations, 2–77, 3–78 overview, 2–56 using the Locations setup form, 3–78 Locations form, 3–78 M
Manufacturers’ item numbers adding, 3–107 overview, 2–83 Markup cost, specifying for items on price lists, 3–91 specifying on price lists, 3–56 Markup factor, specifying for items on price lists, 3–91 Getting Started
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Index–9
Index
Keep Item Statistics option overview, 2–17 selecting, 3–17 Keep Transaction History option overview, 2–9 selecting, 3–14 Kitting item number assigning to kitting items, 3–105 Kitting items adding, 3–104 assigning the item number, 3–105 assigning the kitting number, 3–105 component item numbers, 3–106 overview, 2–88 specifying in item records, 3–72 use as default, 3–106 Kitting Items form, 3–105 Kitting number assigning to kitting items, 3–105 L
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Markup On Alternate Amount 1 or 2 Cost option selecting, 3–56 Markup On Average Cost option selecting, 3–56 Markup On Last Cost option selecting, 3–56 Markup On Markup Cost option selecting, 3–56 Markup On Most Recent Cost option selecting, 3–56 Markup On Standard Cost option selecting, 3–56 Markup options specifying for price lists, 3–56 Markup prices specifying on price lists, 3–56 Markup units specifying for item markup costs, 3–91 Master items adding bills of material, 3–100 adding kitting items, 3–104 assembling adding bills of material, 3–100 overview, 2–86 build quantities, 3–102 fixed costs, 3–102 kitting items overview, 2–88 start and end dates, 3–102 units of measure, 3–102, 3–106 Maximum commission rates specifying in category records, 3–40 Maximum quantities entering for reorder quantities, 3–112 specifying for items, 2–90 Minimum quantities entering for reorder quantities, 3–112 specifying for items, 2–90 Modifying location details, 3–86 options, 3–24 Index–10
price lists, 3–95 records, 3–64, 3–77 Most recent cost specifying for different locations, 3–83 specifying markup information in price lists, 3–56 Most recent cost costing method, 2–53 Moving average costing method, 2–47 Multicurrency accounting selecting, 3–12 setting up, 2–96 Multicurrency option selecting, 3–12 Multiple base prices specifying multiple for items, 3–89 N
Negative inventory levels. See: Allow Negative Inventory Levels Next document number option, 3–21 Non‐stock Clearing general ledger account, 2–45 Non‐stock items. costing method for, 2–54 overview, 2–75 specifying in item records, 3–72 See: Allow Receipt of Non‐stock Items Numbering transactions, overview, 2–20 O
Offset bucket, 2–51 Online, using Inventory Control through a browser, 3–2 Online documentation for Purchase Orders, 1–11 Only Use Defined UOM, overview, 2–11, 3–15 Sage Accpac Inventory Control
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Optional costs. See: Alternate Amount Name Optional fields, specifying in item records, 3–76 Options Default Goods in Transit Location, 3–16 Multicurrency option, 3–12 selecting during setup, 3–10 Statement Processing Options Aging Periods, 3–22 Order Entry integrating with Inventory Control, 1–9 Order Entry items (sellable) specifying in item records, 3–72 Override G/L Account Segments option overview, 2–58 selecting, 3–53 P
Getting Started
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Index–11
Index
Payables Clearing general ledger account, 2–44 Period start date, adding reorder information for items, 2–91, 3–112 Period Type option, overview, 2–18, 3–18 Physical Inventory Adjustment general ledger account, 2–45 Picking sequence, specifying for different locations, 3–82 Posting or day end processing, selecting the Create G/L Transactions option, 3–27 POTECHINFO file, 1–11 Prefix (document number) option, 3–21 Prefix, item number, selecting, 3–38 See also: Separator characters Price by quantity or weight selecting, 3–55, 3–89 Price check type, on price lists, 3–59 Price checks, specifying user ID, 3–60 Price checks on product overrides specifying on price lists, 3–59 Price decimals, selecting, 3–55 Price list codes adding, 3–54 price by quantity or weight, 3–55, 3–89 price decimals, 3–55 Price lists adding, 2–59 adding items to overview, 2–79 adding price list codes, 3–54 assigning items to, 3–86 base price calculated using a cost, 3–90 base price for multiple units of measure, 3–89 check base, 3–59 check unit price or margin, 3–59 copying to other price lists, 2–82 customer tax classes, 3–60 customer type or volume discounts, 3–57 dates in effect, 3–91 default base prices, 3–90 discount or markup amount, 3–57 discount or markup percentage, 3–57 discount or markup percentage/amount, 3–56 discounts and markups, 3–56 markup costs, 3–56 markup factor, 3–91 modifying, 3–95 price check type, 3–59 price list start and end dates, 3–91 sale price calculated using a cost, 3–91 sale prices for multiple units of measure, 3–91 selecting price decimals, 3–55 setting up, 3–54 tax authorities, 3–60 UOM for multiple base prices, 3–89 updating, 2–82 Prices, item base price, specifying, 3–89, 3–90 ICGS-INDX-for PDF.doc, printed on 3/4/2008, at 3:18:32 PM. Last saved on 3/4/2008 3:18:00
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Prices, item (continued) discount or markup prices, 3–56 markup units, specifying, 3–91 price check type, 3–59 sale dates, specifying, 3–91 tax information for tax‐included prices, 3–94 Pricing unit, specifying for items, 3–89, 3–90 Printing, data entry forms, A–2 Processing options Accumulate By, selecting, 3–18 Additional Cost For Items On Receipt Returns overview, 2–14 selecting, 3–16 Allow Edit Of Statistics, selecting, 3–17 Allow Fractional Quantities overview, 2–6 selecting, 3–13 Allow Items At All Locations overview, 2–7 selecting, 3–13 Allow Negative Inventory Levels overview, 2–9 selecting, 3–13 Allow Receipt of Non‐stock Items overview, 2–9 selecting, 3–13 Alternate Amount Name overview, 2–12 specifying, 3–15 Cost Items During Posting or Day End Processing overview, 3–22 Default Goods in Transit Location overview, 2–15, 3–16 Default Posting Date, overview, 2–16 Default rate type option, selecting, 3–12 Default Weight Unit Of Measure overview, 2–13 specifying, 3–15 Index–12
Keep Item Statistics overview, 2–17 selecting, 3–17 Keep Transaction History overview, 2–9 selecting, 3–14 Multicurrency option, selecting, 3–12 Only Use Defined UOM, 2–11, 3–15 overview, 2–4 Period Type, selecting, 3–18 Prompt to Delete During Posting, 3–14 overview, 2–10 selecting, 3–14 Project and Job Costing, integrating with Inventory Control, 1–9 Projected sales, adding figures for items, 2–90 entering for reorder quantities, 3–113 Prompt to Delete During Posting option overview, 2–10 selecting, 3–14 Prorating additional costs on receipt returns overview, 2–14 selecting, 3–16 Purchase Orders, integrating with Inventory Control, 1–9 Purchase Orders forms, FORMS file, 1–12 Purchase tax class specifying for categories, 3–42 specifying for items, 3–75 Q
Quantities less than zero. See: Allow Negative Inventory Levels Quantities, fractional. See: Allow Fractional Quantities option Quantity available to ship viewing for different locations, 3–85 Quantity committed viewing for different locations, 3–85 Sage Accpac Inventory Control
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Quantity discounts. See: Volume Discounts Quantity on hand displayed for different locations, 3–84 Quantity on P/O displayed for different locations, 3–84 Quantity on S/O displayed for different locations, 3–85 R
Sage Fixed Assets (FAS) integrating with Inventory Control, 1–10 Sale dates, specifying for item sale prices, 3–91 Sale periods, item sale dates, specifying, 3–91 Sale price calculated using a cost, 3–91 Sale price for single unit of measure, 3–90 Sale price type for items on price lists, 3–90 Sale prices for multiple units of measure, 3–91 Sales general ledger account, 2–55 Sales statistics, entering for current and previous years, 2–96, 3–117 Sales tax class specifying for categories, 3–42 specifying for items, 3–75 Security, 3–2 Segment codes adding, 3–34, 3–36 overview, 2–39 specifying, 3–35 Segment Codes form, using, 3–35 Segment Definition options Default Item Structure, 3–19 Segment length, specifying, 3–20 Segment name, specifying, 3–20 Segment separators in item numbers See: Separator characters selecting, 3–38 using, 3–20 Segment validation, selecting, 3–20 Segments overriding G/L account segments in categories overview, 2–58 selecting, 3–53 Segment Length option, 3–20 Segment Name option, 3–20 selecting, 3–38 specifying for item structures, 3–19 Getting Started
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Index–13
Index
Rates, commission in category records, 3–40 README file, 1–11 Receipt options Additional Cost For Items On Receipt Returns option overview, 2–14 selecting, 3–16 Receipt returns Additional Cost for Items on Receipt Returns option overview, 2–14 selecting, 3–16 Records, modifying, 3–64, 3–77 References for G/L transactions, 3–30 Reorder information adding, 3–109 overview, 2–89 specifying period start date, 2–91 Reorder optional fields, 2–90 Reorder quantity adding maximum quantity, 3–112 adding minimum quantity, 3–112 adding projected sales quantity, 3–113 adding specifying period start, 3–112 adding the reorder quantity, 3–113 Returns general ledger account, 2–56 Rounding method. See also: Discount prices selecting on price lists, 3–58 Rules for creating item numbers, 2–40 S
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Segments (continued) specifying segment codes, 3–35 Validate option, 3–20 Segments (item number), overview, 2–20, 2–36 Sellable items, specifying in item records, 3–72 Selling kits. See: Kitting items Selling price. See: Base price, Separator characters. See also: Prefix, item number specifying in item structures, 2–38 Serial Number option selecting in item records, 3–72 Serial Numbers option, 2–75 Serialized Inventory, 2–73, 2–76, 3–72 Service charges, allocating on receipt returns overview, 2–14 selecting, 3–16 Setting up Inventory Control account sets, 2–42, 3–43, adding a contact name, 3–11 bills of material adding, 3–100 overview, 2–84 categories adding, 3–38 overview, 2–54 customer item numbers overview, 2–83, 3–108 exporting setup information, 2–93 flowchart, 2–2 G/L Integration options, 3–25 importing setup information, 2–93 item number segments, 2–36 item records adding, 3–65 overview, 2–69 item structures, adding, 3–36 kitting items adding, 3–104 overview, 2–87 Index–14
location details, adding, 3–81 locations adding, 3–50 overview, 2–57 manufacturers’ item numbers adding, 3–107 overview, 2–83 multicurrency accounting, 2–97 options overview, 2–3 selecting, 3–10 overview, 2–2, 3–3 preparing for setup, 3–1 price list codes, adding, 3–54 price lists, overview, 2–59 reorder information, overview, 2–89 reorder information, adding, 3–109 segment codes adding, 3–34 overview, 2–39 selecting costing methods in account sets, 3–44 specifying alternate amount names, 3–15 specifying costing methods in account sets, 2–46 specifying G/L Integration options, 3–26 units of measure, overview, 2–63, 3–45 weight units of measure, overview, 2–65, 3–48 Setting up Inventory Control transferring your data to Inventory Control, 3–7 Setup checklist, A–1, Appendix A Setup information, entering, 2–41 Shipment Clearing general ledger account, 2–44 Sorting order, item numbers, 2–41 Standard cost specifying for different locations, 3–83 specifying markup information in price lists, 3–56 Standard costing method, 2–47 Sage Accpac Inventory Control
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T
Tax authorities/information specifying for categories, 2–55, 3–42 specifying for items, 3–75 specifying on price lists, 3–60 specifying for tax‐included prices, 3–94 specifying VAT numbers, 3–71 Transaction history adding during setup, overview, 2–96 adding during setup, 3–119 Allow Receipt of Non‐Stock Items option, selecting, 3–13 Keep Transaction History option overview, 2–9 selecting, 3–14 Transaction statistics entering for current and previous years, 2–96, 3–119 Transactions adding current and historical, 2–94 assigning data to G/L transaction fields, 2–30, 3–31 assigning G/L source codes, 2–30 ICGLTRAN.CSV, 2–27 Prompt to Delete During Posting option selecting, 3–14 Transfer Clearing general ledger account, 2–45 Transferring inventory items Default Goods‐In‐Transit Location option, 2–15 Transferring your data to Inventory Control setup instructions, 3–7 Index
Start date, assigning for master items on bills of material, 3–102 Start/end dates for price lists factor specifying for items on price lists, 3–91 Statement options, Aging Periods, 3–22 Statistics accumulating by calendar or fiscal year, 2–17, 3–18 changing the accumulation method overview, 2–18 selecting, 3–17 choosing the period type, 2–18, 3–18 entering sales statistics during setup, 3–117 overview, 2–96 entering transaction statistics during setup, 3–119 overview, 2–96 Keep Item Statistics option selecting, 3–17 Stock items overview, 2–75 specifying in item records, 3–72 Stocking unit of measure in item records, 2–74 specifying for items, 3–74 Structure code, specifying in item records, 3–70 Structure codes, adding, 3–37 Substitute items. See: Alternate items U
Unit weight, specifying in item records, 3–71 Units of measure for items, 3–73 for master items on bills of material, 3–102, 3–106 overview, 2–63, 3–45 Units of measure in item records overview, 2–74 UOM Only Use Defined UOM option overview, 2–11, 3–15 Getting Started
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Index–15
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UOM conversion factors specifying for items, 3–74 UOM for multiple base prices specifying for items, 3–89 Updating price lists, overview, 2–83 Use as default assigning for kitting items, 3–106 Use As Default Item Structure option specifying, 3–37 Use lowest price option specifying in contract pricing records, 3–99, 3–100 User ID, specifying checks, 3–60 User‐specified costs specifying for different locations, 3–84 User‐specified costing method, 2–54 Using fractional quantities overview, 2–6 selecting, 3–13 Using Inventory Control through an Internet browser, 3–2 with an Internet browser, 1–1 Using the Getting Started guide, 1–10 V
Validate segments, Validate option, 3–20 Variable cost per build quantity assigning for master items on bills of material, 3–102 Variable costs, assigning to bills of material overview, 2–87 VAT (value‐added tax) entering commodity numbers in item records, 3–71 Vendor cost in vendor detail records, 3–97 Vendor cost UOM in vendor detail records, 3–97 Index–16
Vendor currency in vendor detail records, 3–97 Vendor detail records vendor cost, 3–97 vendor cost UOM, 3–97 vendor currency, 3–97 vendor item number, 3–96 vendor type, 3–96 Vendor item number, specifying in vendor detail records, 3–96 Vendor type, specifying in vendor detail records, 3–96 Vendors, assigning to item records, 2–89 Volume discounts, specifying on price lists, 3–57 Volume discounts. See also: Discount prices W
Warehouse. See: Location Web using Inventory Control through a browser, 1–1, 3–2 Web store items specifying in item records, 3–72 Weight unit of measure default for Inventory Control, 3–15 specifying in item records, 3–71 Weight units of measure overview, 2–65, 3–48 Z
Zero inventory levels. See: Allow Negative Inventory Levels Sage Accpac Inventory Control
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