Sage 5.5 A Serialized Inventory User Guide

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Chapter 2 Setting Up Serialized Inventory

This chapter will assist you in getting started with Serialized

Inventory. It explains the steps and procedures for installation.

Installing Serialized Inventory

Before you can use Serialized Inventory, your first step is to get an activation code from Sage Accpac.

To get an activation code:

1. Fill in the Activation Request Form included in this package.

2. Fax the form to Sage Accpac. We will fax back your code.

Fill in the Activation Request Form on our web site at www.sageaccpac.com. We will e‐mail back your code.

The Serialized Inventory setup program also provides an online

Activation Request Form that creates a fax or e‐mail attachment that you can send to us. See Chapter 3 of the System Manager

Administrator Guide for instructions on using the online form.

The Activation Request Form must include the Product ID/

Serial #, and it must include your company name exactly the way you entered it when you installed the System Manager. The Product

ID/Serial # is on the Activation Request Form in this package, and it is on the bottom of the Serialized Inventory product box.

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Activating Serialized Inventory

To install Serialized Inventory:

The following steps are based on setting up Serialized Inventory for a company that has already been set up in Sage Accpac ERP with at least Inventory Control activated for it.

1. Install Serialized Inventory from the Sage Accpac ERP DVD.

(You may also download the Serialized Inventory installation from the Sage Accpac Web site.)

2. Follow the instructions on the Installation screen to install the components you need.

See the System Manager Administrator Guide for more information on how to install Sage Accpac ERP modules.

Activating Serialized Inventory

Once you have installed Serialized Inventory, you must:

1. Open the company in ACCPAC with which you want to use

Serialized Inventory.

2. Activate Serialized Inventory.

3. From the S/I Setup folder, double‐click the Options icon. Ensure that your settings are correct and saved before using the product. These are outlined in greater detail later in this User

Guide.

Set Up Items in Inventory Control

Before you can use Serialized Inventory to track items, all items to be tracked will need to be marked as such on the I/C Items form. To do this, take the following steps:

1. Double‐click the Items icon in I/C Items and Price Lists.

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Set Up Items in Inventory Control

2. In the Item Number field, choose an item by either using the

Finder or typing in the number.

3. On the Items tab, select the Serial Number option.

Selecting the Serial Number option causes a serial number allocation form to appear when you process transactions that include these serialized items. The form requests the serial number information associated with the stock movement.

4. Click Save for each item, then click Close.

You may activate fractional quantities in the Inventory Control module. Serialized Inventory will allocate one serial number per quantity and will also allocate a serial number for the fractional part — the quantity will be rounded down to the nearest whole number.

You can also assign serial numbers to items that will be used in a kit. See the section “Assigning Serial Numbers to Items in a Kit,” in Chapter 3 of this guide.

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Overview of Serialized Inventory Setup

Popups tab of

Options form

Item Defaults form

In order for the serial number allocation forms to appear when you process transactions in Inventory Control, Purchase Orders, or Order

Entry, you must select options on the Popups tab of the S/I Options form and in the tabs of the S/I Item Defaults form.

• On the Popups tab of the Setup Options form, select the applications in which the serial number allocation forms will appear. To do this, toggle between Yes and No in the Popup column.

• On the Item Defaults form, for each item to be given a serial number, select the Automatically Receive Serial Numbers in PO, and Automatically Ship Serial Numbers in OE options.

Note:

You must assign the serial number option in I/C Items before selecting the two Item Default options. If you attempt to assign these options to an item that has not been serialized, you will receive an error message that the input is invalid.

In addition, you can select various settings on the Options form to specify how Serialized Inventory will look and operate. You can also add notes and customers that are specific to Serialized Inventory.

These topics are discussed in the rest of this chapter.

Assigning Serial Numbers to Existing Inventory Items

Take the following steps to easily assign serial numbers to items using the forms in the Physical Inventory folder:

1. In the I/C Physical Inventory folder, double‐click the Inventory

Worksheet icon, select locations and the Unit Cost, Quantity, and/or Comment options, then click Print.

2. In the I/C Physical Inventory folder, double‐click the Physical

Inventory Quantities or Inventory Counts icons, select a location, then highlight a line that has the item you wish to assign a serial number to.

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S/I Setup — Options

Zoom button

3. Click the Zoom button in the Quantity Counted column heading to open the Generating Serial Numbers serial number allocation form.

4. Generate serial numbers for items requiring them.

5. Repeat for all items requiring serial numbers.

6. Click Save, then click Close to return to the Physical Inventory

Quantities form or to the Inventory Counts form.

7. Close the Physical Inventory Quantities form or the Inventory

Counts form.

8. Post Inventory Reconciliation.

S/I Setup — Options

The options you choose will specify how Serialized Inventory will look and operate. System administrators can use these options to control how operators use the program.

Before changing these options, ensure that others are not using the company data.

To open the Options form, double‐click the Options icon in the S/I

Setup folder. After selecting options, click the Save button to save them, or click Close to exit without saving.

The Options form consists of several tabs, including: Settings,

Warranty, RMA, Comments, Mask, Serials, Popups, Transactions, and Status, as described in the next sections.

Settings Tab

The Settings tab determines how serial numbers are handled.

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S/I Setup — Options

The following illustrates the Settings tab:

Choose among the following options:

•

Show Serial Numbers in [ ] order ; Based on.

The display of serial numbers in serial number allocation forms is determined by this setting. Options include displaying in the order of FIFO (first in, first out) or LIFO (last in, first out), based on serial number, stock date, expiry date or user‐defined date order. (User‐defined dates are set on the Serials tab, if you use optional fields.)

• Allow a quantity in PO or IC receipts, or in O/E Shipments

that is greater than the number of entered serials. You can specify whether PO/IC (or OE) will allow you to allocate a quantity of serial numbers that is different from the quantity entered in the quantity fields of the underlying transaction.

This is useful when you do not know all the serial numbers at the time of receipt or shipping.

You can allocate serial numbers after the fact by going to the root Serialized Inventory folder and clicking any of the following icons:

− Serial Number Edit

− Receipt Entry

− Shipment Entry.

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S/I Setup — Options

•

Allow the same serial number on different items.

This option will allow a duplicate serial number. However, duplicates will only be allowed on different Inventory Control items.

This is useful where an organization relies on serial numbers from vendors. Where an organization generates its own serial numbers, this option is best left unselected.

• Quick Post in OE or Quick Post in PO. These two options instruct the Serialized Inventory program to defer serial number processing during Order Entry or Purchase Orders posting. This reduces posting time, especially where large volumes of serial numbers are involved. You can then later process the deferred serial numbers using one of the following methods:

− Use the Process Shipments or Process Receipts icons, located in the S/I Periodic Processing folder.

− Let the I/C Day End function automatically process the serial numbers entered in Purchase Orders.

− Schedule the Process Shipments or Process Receipts functions in the process server, if you use the process server.

• Allow the user to auto-generate serial numbers during

receipt in PO and IC. When you select this option, the Auto

Generate button will appear on the serial number allocation form during P/O Receipts, I/C Receipts, and I/C Adjustments entry, enabling you to automatically generate serial numbers from a starting number.

• Allow the user to generate serial numbers in OE. When you select this option, a Generate button appears on the serial number allocation form during O/E Order/Shipment Entry, and an Auto Generate button appears during O/E Credit/Debit Note

Entry, enabling you to generate serial numbers during transaction entry.

• Allow the user to auto-allocate serial numbers in OE and

IC. When you select this option, the Auto Allocate button appears on the serial number allocation form during shipments

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S/I Setup — Options

(invoice) and returns entry in O/E and I/C, enabling you to automatically allocate serial numbers from a starting number.

Note: You can also instruct the system to automatically generate or allocate serial numbers for an item without displaying the serial number allocation form. You set this option in Item

Defaults, described later in this chapter.

• Allow the allocation of serial number based on the Qty.

Ordered field in OE. Select this option to allow the serial number allocation form to appear when you press Tab after entering an amount in the Quantity Ordered field in Order Entry transactions.

• Display the serial cost during order and shipment

processing in OE. You can allow the display of the serial cost during shipping in Order Entry.

Warranty/Contract Tab

Click the Warranty tab to display the following:

This tab sets the default number of days for the customer warranty and supplier contract periods:

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S/I Setup — Options

Customer Warranty Periods 1,2,3.

Customers can be granted a warranty period. Enter the number of days in each period.

Supplier Contract Periods 1,2,3.

Enter the number of days in each supplier contract period.

The periods are cumulative. For example, for a 90‐day warranty, each of the 3 periods would typically be set to 30 days.

When a serial number is created, it is automatically given these time periods. These values can be changed through Serialized Inventory maintenance functions.

These periods are used for calculating the duration of contracts and warranties, under the S/I Warranty/Contract Maintenance options, and come into play when the Update Warranty/

Contract functions are used (explained later in Chapter 5).

RMA Tab

Click the RMA tab to display the following:

Return Material Authorizations (RMAs), also known as Return

Authorities (RAs), are used to track the movement of returned serialized items. These unique numbers ensure that the movement of

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S/I Setup — Options serial numbers from an end user to the vendor and back again can be properly managed.

Comments Tab

You can use this tab to specify whether and how you want Order

Entry to print serial numbers in the Comments or Instructions fields of Order Confirmations and Picking Slips. (These fields are included in the standard specifications for these documents.)

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S/I Setup — Options

Click the Comments tab to display the following:

Zoom buttons

Note that the Field Chooser box appears when you click the Zoom buttons:

You can use this box when creating comments and instructions, described in step 4 to follow.

To use the Comments tab:

1. In the Comments field, decide where you want to print serial numbers. Use the drop‐down list to select from the following:

Shipments (picking slips), Orders, Both or No (neither).

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S/I Setup — Options

2. In the Serials Per Line field (next to the Comments field), enter the number of serial numbers you wish to display per comment line.

3. Enter prefix and suffix characters if you want to change the standard (default) characters that will enclose the serial numbers when they are printed. Otherwise, make no entries in these fields.

4. In the text field located just below the Comments field, specify the text to be printed on shipments or orders, by doing either or both of the following:

• Type the text.

• Click the Zoom button to choose fields from the Field

Chooser box. Highlight the field name in the box, then click the Append button. You can override the default entry

{SERIALNUMF}, or add to it with your choices.

5. Repeat steps 1 to 4 for the fields related to Instructions.

6. Use the drop‐down list in the Use the OE Serial Number Field? option, to select one of the following: Shipments, Orders, Both, or No. (If you select this option, only one serial number per line will be printed, which could use an excessive amount of paper.)

When you create an Order or a Shipment, click the Zoom button beside the Comments field to enter a comment or instruction in the resulting Detail Comments/Instructions dialog box. When you close the dialog box, a checkmark appears beside the field label to indicate that a comment or instruction has been added and will be printed in the Description column of the Order Confirmation or of the Picking

Slip.

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S/I Setup — Options

Mask Tab

A mask is a format or structure that is applied to each of the serial numbers in the database. A mask restricts the format or length of your serial numbers, so you must be sure that you want to use it.

If you wish to define a mask, click the Mask tab to display the following:

The Mask tab performs two functions:

• It determines the length of the serial number, and

• It determines the structure of the serial number.

WARNING! Mask settings cannot be changed after numbers are entered

You must be certain of your choices for the serial number mask

(serial number length and mask settings) when you enter them here.

You will not be able to change them after you enter your first serial

numbers. For this reason, it is best if you do not use dividers or segments in your serial number.

Special characters

Note that you should not use special characters (for example, @ or â) in serial numbers as they may cause problems with report functions.

To set up a serial number mask:

1. In the Prefix field, select a character from the drop‐down list to precede all your serial numbers.

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S/I Setup — Options

The prefixes available include the following:

Character Description

‐ Hyphen

Forward slash

Back slash

(

)

Asterisk

Period

Left parenthesis

Right parenthesis

Number sign

Note:

Prefix characters should not be used as the only characters in a serial number because they might get stripped out; instead, use a combination of letters and numbers representing the transaction (for example, OEship001).

2. If you are sure that you want to use segments, you can specify up to five segments for your serial number, with a maximum total length of 40 characters.

For each segment, complete these fields:

Type.

From the drop‐down list, choose the type of characters for the segment. They include:

Uppercase alphabetic

Mixed case alphabetic

Uppercase alphanumeric

Numeric

Uppercase printable

Mixed case printable

Length.

The default length of the segment is 15 characters, but you can specify a serial number length of up to 40 characters

(that includes prefix, suffix, and divider). Note that the total

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S/I Setup — Options length of your serial number mask is shown in the Total Length field when you specify the length of each segment.

Suffix.

If you wish to end the segment with a special character

(such as * or #), choose one from the Suffix field’s drop‐down list. This serves as a divider between segments. (Note that the suffixes are the same characters shown in the prefix list.)

The Example field shows the serial number mask structure while you are defining it.

Note that the option Mixed case printable in the Type field, is denoted by “c” and includes only lowercase alphabetic characters as well as all other printable characters. The option Uppercase

printable is denoted by “C” and includes only uppercase (capital) alphabetic characters, as well as all other printable characters. Any non‐alphanumeric characters, such as *&^%$#, may be used as dividers between segments.

For example, the mask 999/aaa*CCC specifies that serial numbers must consist of three segments, as follows:

• Three numeric characters, such as “348,” followed by:

• A divider, “/,” followed by:

• Three lowercase‐only alphabetic characters, such as “dwa,” followed by:

• A divider, “*” and:

• Any three printable characters, including uppercase only alphabetic characters, such as S&D.

The serial number 348/dwa*S&D is the result.

Note.

If you define more than one Type, your mask must be the length of all the Types added together. (For example, if you add an

Uppercase Alphabetic Type that is 15 characters in Length, and a second Type, Mixed Case Printable, with a Length of 10 characters, your Mask must be 25 characters long.)

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S/I Setup — Options

Serials Tab

The Serials tab enables you to add the following optional fields to provide more information about serial numbers:

• Four date fields.

• Four amount fields.

• Six text fields.

For each optional field you wish to use, set it to Yes by double‐clicking the Use field. The optional field then appears on various forms within Serialized Inventory, such as the Comments tab of the Item Defaults form, and the Optional Fields tab of the

Serial Number Edit form.

Popups Tab

The Popups tab enables you to control how the serialized inventory forms appear within Inventory Control, Order Entry, Purchase

Orders and Project and Job Costing.

For example, to make the serial number allocation form appear automatically during I/C Receipts processing, set Inventory Control

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S/I Setup — Options

Receipts to Yes. If you want the user to manually open the form (by clicking Zoom in the Quantity column), set to No(To alternate between Yes and No, double‐click the field, then choose from the drop‐down list.)

S/I Options Popups tab:

Note that Project and Job Costing forms are not listed since the PJC module uses the I/C Shipments form to move serialized inventory in and out of jobs.

Transactions Tab

Select the Transactions tab to display the following:

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S/I Setup — Options

Serialized Inventory provides several system‐defined transaction types. The Transactions tab enables you to view them, and define additional transaction types to suit your business.

The transaction type defines the type of activity (for example,

Invoice the serial number). S/I tracks serial numbers by assigning a status to each serial number. The status of a serial number is dependent upon the underlying transaction type. For example, when the transaction type states Invoice the serial number, the status will be Sold.

All system‐defined transaction types and statuses are defined as code numbers below 999. However, the system administrator may add an unlimited number of additional transaction or status codes starting at 1000.

To add a new transaction type, highlight any line in the grid, then press the Insert key. The following defaults appear: the number 1000 in the Code column, “New Activity” in the Name column, and “No change” in the Results In column. You can type over the entries in the Code and Name fields. Select an entry for the Results In field by double‐clicking the field (or pressing the spacebar) to display a list of statuses. The resulting status options are those that you define in the Status tab. To delete new statuses, highlight the line, and press

Delete.

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S/I Setup — Notes

Status Tab

Serialized Inventory provides several system‐defined statuses. The

Status tab enables you to view them, and define additional statuses to suit your business.

To add a new status, highlight any line in the grid, then press the

Insert key. Type in the code number (must be at least 1000) and the status name or description. (The defaults are 1000, and “New

Status.”)

New statuses added to the system can be used during serial number maintenance and also selected on various reports. To delete new statuses, highlight the line, and press the Delete key.

For more information about statuses, see the previous topic

“Transactions Tab.”

S/I Setup — Notes

The Notes form allows you to define standard note codes. Note codes can then be applied to Serialized Inventory transactions, usually to explain the reason for a transaction.

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S/I Setup — Item Defaults

For example, when a serial number is returned under an RMA, you can create a standard note code with the comment “Damaged during delivery” and apply this code to the RMA transaction.

To use the Notes form:

1. In the SI Setup folder, double‐click the Notes icon to display the following:

2. In the Notes field, enter a code, up to 6 characters.

3. In the Comments field, enter up to 4 lines of description, with up to 100 characters per line. This would typically describe the reason for the transaction.

Note: Note codes can also be added “on the fly” at the point of entering the transaction from within Serialized Inventory.

S/I Setup — Item Defaults

The Item Defaults feature in the S/I Setup folder enables you to define default serial values for individual inventory items.

Click the Add button after selecting the item defaults. Click Close to exit the form without saving.

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S/I Setup — Item Defaults

Warranty and Contract periods can be edited here; these changes will appear in other forms displaying warranties and/or contracts.

Enter an item number or use the Finder to select one, and then enter default values for the item on the Main, Warranty, and Comments tabs, described next.

Main Tab

Description. In addition to the inventory description for an item, you can provide a serial description. Both these descriptions appear in several Serialized Inventory online forms, such as the Serial

Number Edit and Serial Number List forms.

Automatically receive serial numbers in PO. When you select this option, the system will automatically generate numbers for the item during Purchase Orders receipt entry, without displaying the standard serial number allocation form that requires your input.

Instead, a dialog box will appear that enables you to automatically generate the new serial numbers starting from the next available serial number (stored in the Starting Serial Number field — see next paragraph) when you select the Post button in P/O receipt entry.

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S/I Setup — Item Defaults

Starting serial number. This field specifies the next serial number to generate for the item. For example, if you enter 1000 in this field and generated 10 serial numbers, then this field displays 1010 after generation.

Automatically ship serial numbers in OE. When you select this option, the system will automatically allocate serial numbers for the item during Order Entry, without displaying the standard serial number allocation form that requires your input. The system will automatically allocate the serial numbers starting from the next available serial number (based on the options settings of FIFO/LIFO, and so on) when you enter an amount in the Quantity Ordered field in O/E Order/Invoice Entry.

There are also options to automatically place a serial number, including the following:

• On Warranty when the serial is sold.

• On Contract during the receipt process.

• On Warranty when a registration card is received.

Days to Expiry. The number of days from time of receipt before the serial number expires. If expiry dates are used, a serial number once expired cannot be sold.

Warranty Tab

On the Warranty tab, you define default values for customer warranty and supplier contract periods and include descriptions.

Comments Tab

On the Comments tab, you enter comments that will be automatically attached to serial numbers you generate for the item.

These comments will appear in various Serialized Inventory online

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S/I Setup — Customers forms, such as on the Optional Fields tab of the Serial Number Edit form, or in the RMA form.

If, on the Serials tab of the I/C Setup Options form, you had selected optional fields to include, those optional fields will appear on the

Comments tab in Item Defaults.

S/I Setup — Customers

Use the Customers form to add, modify, and delete customer (end user or dealer) information within the Serialized Inventory customer database. This is an alternate customer master file (not the Accounts

Receivable customers file), that can be used when a customer’s details need to be maintained outside A/R.

To use the Customers form:

1. In the S/I Setup folder, double‐click the Customers icon to display the following:

2. To add a customer, enter the new customer number and name for the end user/dealer in the Customer field.

3. Specify the type of new customer: End User or Dealer.

4. Enter data in the other fields as appropriate.

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Security

5. Click the Add button to add the customer. To save changes you made to an existing customer, click Save. To exit without saving, click Close.

Security

The following security restrictions apply to Serialized Inventory

Setup:

• Setup Maintenance

• Setup Inquiry

• Options

• Notes

• Item Defaults

• Customers

• Import Processing

• Export Processing

Where to Now?

Read Chapter 3, “Standard Serial Number Processing” to discover how serial numbers are processed in Inventory Control, Order

Entry, and Purchase Orders.

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Chapter 3 Standard Serial Number Processing

Overview

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3‐1

Transaction Types

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3‐1

Basic Principles in Processing

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3‐3

Managing Multiple Units of Measure

Did You Install Both Serialized Inventory and Lot Tracking?

3‐3

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3‐3

Generating Serial Numbers / Allocating Serial Numbers

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What Happens to Serial Numbers While Processing?

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What Happens If I Delete a Line Before Posting the Transaction?

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Using the Serial Number Allocation Forms

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A View of Serial Number Allocation Forms

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3‐5

Fields and Buttons on Serial Number Allocation Forms

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3‐6

When “Remaining” Count is not Zero

Purchase Orders — Processing Options

3‐9

Receipt of Stock via Purchase Orders

3‐10

Return of Stock to Vendor via Purchase Orders

3‐11

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3‐14

Order Entry — Processing Options

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3‐16

Shipment via Order Entry

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3‐16

Credit/Debit Notes via Order Entry

Assigning Serial Numbers to Kitting Items in Order Entry Transactions

3‐19

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3‐22

Inventory Control — Processing Options

Receipt of Stock via Inventory Control

3‐26

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3‐27

Return of Stock to Vendor via Inventory Control

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3‐30

BOM Processing

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3‐32

Assigning Serial Numbers When Assembling a BOM

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3‐33

Allocating Serial Numbers in a BOM Disassembly

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3‐37

Transfers of Stock Between Locations

Internal usage via Inventory Control

3‐41

Inventory Adjustments via Inventory Control

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3‐43

Shipment to Customer

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3‐49

Return of Stock from Customer

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3‐50

Physical Inventory Quantities

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3‐52

Inventory Counts

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3‐53

Project and Job Costing ‐ Processing Options

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3‐56

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Chapter 3 Standard Serial Number Processing

This chapter provides instructions for adding serial numbers to items in transactions.

Overview

See also

Chapter 4

Serial numbers can be processed via Purchase Orders, Inventory

Control and Order Entry, and directly from within Serialized

Inventory.

For information on processing from within Serialized Inventory, see

Chapter 4, “Serial Number Maintenance.”

A variety of standard transactions within Sage Accpac modules are linked to Serialized Inventory. Each of these transactions varies in the way that it integrates to Serialized Inventory, depending on the typical requirements of the underlying transaction.

In this chapter, each transaction type is individually explained. You need only refer to the transaction types dealing with the modules that you are using.

Transaction Types

Serialized Inventory can carry out functions in the following Sage

Accpac modules:

Purchase Orders

• Receipt of stock.

• Return of stock to vendor.

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Transaction Types

Order Entry

• Orders

• Shipments.

• Credit/Debit notes.

Inventory Control

• Receipt of stock from vendor.

• Return of stock to vendor.

• Bills of material (Assembly and Disassembly)

• Transfers of stock between locations.

• Internal Usage.

• Inventory adjustments.

• Shipments of stock to customers.

• Return of stock from customers.

• Physical Inventory Quantities

• Inventory counts.

Project and Job Costing

• Material Usage

• Material Returns

The options you chose on the Settings tab and Popups tab of the S/I

Options form determine the transactions that use the serial number allocation forms, and under what conditions.

For information about these tabs, see Chapter 2, “Setting up

Serialized Inventory.”

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Basic Principles in Processing

The following five sections explain the basic principles of how

Serialized Inventory works.

Managing Multiple Units of Measure

Serialized Inventory handles serial numbers in stocking units of measure only. If you receive or ship in alternate units, Serialized

Inventory will automatically calculate the number of serial numbers in the stocking unit.

Example: You use “each” as the stocking unit of measure and

“dozen” as the selling unit of measure, with a conversion rate of 12 set up for the item itself. If you enter a “2” in the Quantity field, the

Required Serial Nos. field displays 24.

Did You Install Both Serialized Inventory and Lot Tracking?

Note:

If you installed both Serialized Inventory and Lot Tracking, enter an amount in a quantity field and then be sure you click the

Zoom button beside the field before pressing Tab. In the dialog box that appears, you choose the option that will launch the correct allocation form, as shown below:

Choose the Serialized Inventory option, then click OK. (If you simply pressed Tab after entering an amount in a quantity field, a Lot

Tracking allocation form appears after you save and close the

Serialized Inventory serial number allocation form. You would then have to close the Lot Tracking form without entering information.

Clicking the Zoom button first is more efficient.)

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Using the Serial Number Allocation Forms

Generating Serial Numbers / Allocating Serial Numbers

The difference between these two functions is that when you generate serial numbers, you create completely new numbers; when you allocate serial numbers, you choose from a list of already‐ existing serial numbers.

What Happens to Serial Numbers While Processing?

Serial numbers allocated during processing and then saved are made

Not Available for reallocation. Once the underlying transaction is posted, the serial number database is updated with the final transaction details.

What Happens If I Delete a Line Before Posting the Transaction?

If you delete a line in a transaction after allocating serial numbers but before posting the transaction, the serial numbers will be made

Available again after day end processing is completed.

Note that new serial numbers will appear in Serialized Inventory inquiry forms and in O/E, P/O, and I/C serial number allocation forms only after Day End Processing is completed.

Using the Serial Number Allocation Forms

Depending on your setup options, the Serialized Inventory serial number allocation form appears when you select a serialized item and enter an amount in a Quantity field in Inventory Control,

Purchase Orders and Order Entry.

The serial number allocation form is the most important means of interacting with Serialized Inventory to process serial numbers.

(Note, however, that you can instruct the system to automatically generate or allocate serial numbers for an item during P/O or O/E without displaying the serial number allocation forms. You can set this option on the Main tab of the S/I Item Defaults form.)

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Click the Gen

Next button to generate the number following the number you entered in the blank field above the Existing Serial

Number list. The number then n

G e

Using the Serial Number Allocation Forms

The appearance of the serial number allocation form varies slightly depending on where it was called from; however, some features are common to all forms, as described next.

A View of Serial Number Allocation Forms

The following screen shots show you the serial number allocation forms.

The Auto Gen button generates the correct number of serials using the number you entered in the New Serial Number field.

Serial Number count: maintains the count on what is remaining to be allocated, generated, returned, or shipped.

Stock Date /

Transaction Date: defaults to the session date – you can override this.

This scroll box displays the generated/allocated serial numbers.

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Using the Serial Number Allocation Forms

Starting serial number for generation / allocation, etc.

Moves highlighted serial numbers from the righthand list back to the lefthand list.

‘Auto’ buttons will be available if selected in the Options settings.

Click Generate to create new numbers ‘on the fly’.

Use the Renumber button to change the serial number.

Fields and Buttons on Serial Number Allocation Forms

Each section of the form will vary slightly depending upon the underlying transaction. The following information covers the main points in understanding how to move around the forms.

Left-Hand Serial Number Scroll Box.

The left‐hand scroll box displays the available serial numbers in the serial number database.

Depending on the underlying transaction, this box will display numbers that are available for selection or ranges of serial numbers that are currently in the database from which serial numbers can be generated.

The order in which serial numbers appear is determined by the order you specified in the “Based On” field in the Setup Options form.

See also

Chapter 2

See the “Settings Tab” section in Chapter 2, “Setting Up Serialized

Inventory.”

Right-Hand Serial Number Scroll Box.

The right‐hand scroll box displays the serial numbers that you allocated or generated for the current transaction.

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Using the Serial Number Allocation Forms

To move a serial number from the right‐hand scroll box back to the left‐hand scroll box, select the serial number and double‐click it, or click the Exclude button.

To remove all the serial numbers in the right‐hand box, click the

Clear button or click the Exclude All button.

Serial Number Count.

Counts of serial numbers are automatically maintained throughout the allocation process.

•

Required Serial Numbers.

This is the quantity noted in the

Quantity field of the underlying transaction.

•

Allocated

(Generated, Returned, Received, Shipped etc.)

This is the number of serial numbers that will be considered as allocated if data on the form is saved.

•

Remaining.

This is the difference between the “Required” and the “Allocated” serial numbers. This should be zero after you finish allocating all required serial numbers.

Add Button.

The Add button (beside the New Serial Number field) moves the serial number you enter in the field to the right‐hand scroll box.

Auto Allocate Button.

This button allows you to automatically allocate the required serial numbers.

To use the Auto Allocate button:

1. Enter a serial number in the blank field, or select one in the left‐ hand scroll box.

2. Click the Auto Allocate button.

The system automatically allocates the required quantity of serial numbers, starting with the selected number and places them in the

Allocated Serial Numbers scroll box.

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Using the Serial Number Allocation Forms

Auto Assign Button.

This button appears in the Allocating Component

Serial Numbers form to allow you to allocate all the required numbers for an Assembly in one step.

Auto Generate Button.

Allows you to automatically generate the required serial numbers.

Clear Button.

The Clear button will remove all the serial numbers listed in the right‐hand serial number scroll box.

Close Button.

Click the Close button to complete the serial number allocation process. You will be prompted to save entries, if necessary.

Components Button.

(This button appears only in Assemblies and

Disassemblies Serial Number serial number allocation forms.) Enter a serial number in the empty field that will be the “master” serial number, then click Components. The Allocating Component Serial

Numbers form appears. You allocate serial numbers for each item in the BOM by toggling Yes or No in the Allocated column.

Exclude Button.

This button allows you to exclude a serial number allocated in error. Highlight a serial number in the right‐hand scroll box and then click the Exclude button to return it to the left‐hand box.

Exclude All Button.

Click this button to exclude all the highlighted numbers in the right‐hand list.

Generate Button.

The Generate button will only appear under Order

Entry and Inventory Control transaction types. For example, if you allow Order Entry to generate serial numbers, the Generate button will be available in the serial number allocation form that appears during O/E Order/Shipment Entry.

This button enables you to generate serial numbers that have not previously been posted in the Serialized Inventory database.

Gen Next Button. When you highlight a number in the left-hand scroll box, and then click the Gen Next button, the next higher number appears in the right-hand box.

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Using the Serial Number Allocation Forms

Include Button.

The Include button appears in certain serial number allocation forms. It allows you to move serial numbers selected in the left‐hand scroll box to the right‐hand scroll box.

Post Button.

In O/E, click this button to move your newly‐generated numbers to the Existing Serial Numbers list so they are available for allocation in the Order/Invoice Entry serial number allocation forms.

In I/C, click the Post button to post the Assembly (or Disassembly) after assigning serial numbers to the components.

Renumber Button.

The Renumber button appears in certain serial number allocation forms, such as for O/E Order/Shipment Entry; it lets you renumber serial numbers.

Return Button.

Click Return to move numbers from the Available

Serial Numbers list to the Returned Serial Numbers list.

Save Button.

The Save button saves the allocated serial numbers. The statuses are updated in the database, depending on the underlying transaction, once the transaction is posted.

When “Remaining” Count is not Zero

In each of the serial number allocation forms, if you assign fewer serial numbers than the Required count displays, (that is, the

“Remaining” count is not zero), and if you have chosen in

Setup/Options to allow a quantity that’s greater than the number of entered serials, the following message appears:

If you click:

• The Yes button, only those serial numbers already allocated will be saved. You return to the underlying transaction.

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Purchase Orders — Processing Options

• The No button, you will remain in the serial number allocation form.

If the “Remaining” count is not zero, and you have not chosen the setup option to allow a quantity that’s greater than the number of entered serials, the following message appears:

If you click:

• The Yes button, only those serial numbers already allocated will be saved. You will return to the underlying transaction, where the Quantity field has been reset to the number of allocated serial numbers.

• The No button, you will remain in the serial number allocation form.

Purchase Orders — Processing Options

Receipt Entry

In Receipt Entry, you process the receipt in the usual manner, to the point of entering an amount in the Quantity Received field. Entering the amount, then pressing Tab activates the serial number allocation form, where you generate serial numbers, save them, then return to the underlying transaction.

Return Entry

In Return Entry, you process the return in the usual manner, to the point of entering a value in the Quantity Returned field. Entering the value, then pressing Tab activates the serial number allocation form, where you enter or auto return serial numbers, save them, then return to the underlying transaction.

For detailed instructions, see the following section, “Receipt of Stock via Purchase Orders,” and “Return of Stock to Vendor via Purchase

Orders,” on page 3‐14.

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Purchase Orders — Processing Options

Receipt of Stock via Purchase Orders

The Receipt Entry function in Purchase Orders allows you to create or auto‐generate serial numbers as stock is received.

To create serial numbers as stock is received:

1. Double‐click the Receipt Entry icon in the P/O Transactions folder.

2. Process the transaction in the usual manner.

Specify location before entering quantity

3. See your Purchase Orders User Guide for more information on receipt entry functions.

If you issue a receipt against an existing purchase order, all lines on that purchase order are displayed on the receipt. If you issue a receipt without reference to a Purchase Order, you must enter the item number for which you want to issue a receipt. In either scenario, be sure to enter the location that is to receive the item.

4. Enter a location.

Serial numbers are stored and displayed by location so it is important to designate the location prior to entering the quantity.

5. Complete the Quantity Received field and press Tab. The following form appears:

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Purchase Orders — Processing Options

If you had chosen to automatically generate P/O serial numbers, the serial number allocation form does not appear, and you receive the following message:

If you then click Cancel, the following message appears:

One at a time

If you click Yes, the serial number allocation form appears.

6. Adjust the stock date or unit of measure if necessary. The values in these fields default to the values in the underlying document, but can be changed.

7. Generate serial numbers, either one at a time, or all at once, as described next:

• To generate serial numbers one at a time, enter a serial number in the New Serial Number field and press the Add button beside the field.

• Click the Gen Next button to generate a serial number following a number highlighted in the Existing Serial

Numbers list.

The serial number will appear in the Generated Serial Numbers list. Repeat as necessary.

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Purchase Orders — Processing Options

All at once

See also

Chapter 2

• To generate serial numbers all at once, enter, into the New

Serial Number field, the first of the series of serial numbers that you wish to generate, and then click the Auto Gen button located next to the Add button.

• Click the Auto Gen button after highlighting a number in the

Existing Serial numbers list.

The Generated Serial Numbers list will be updated with enough new serial numbers to match the quantity required.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.”

Note: The serial numbers count will also be updated accordingly.

If necessary, you can move the serial numbers between the left‐hand and right‐hand scroll boxes by clicking the Exclude,

Exclude All, and Clear buttons.

8. Click the Save button to save the serial numbers that have been generated. (These are marked as Available in the database once you have posted the transaction.)

9. Click the Close button to return to the underlying transaction.

10. Continue processing the receipt, and then post it.

If the line is later deleted before posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

All assigned serial numbers will be printed on the Serial

Numbers report in Inventory Control.

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Purchase Orders — Processing Options

Return of Stock to Vendor via Purchase Orders

The return of stock through the Return Entry function in Purchase

Orders allows you to return serialized items to vendors and retain a full transaction history of the movement of the serial numbers.

Note: Serial numbers are stored and displayed by location, so it is important to designate the location prior to entering the quantity.

See your Purchase Orders User Guide for full information on the

Return Entry function.

To return serialized items:

1. Double‐click the Return Entry icon in the P/O Transactions folder.

2. Process the return transaction in the usual manner.

3. Complete the Quantity Returned field and press Tab. The following serial number allocation form appears:

3–14 Serialized Inventory

Note: If you have selected a receipt number against which the serial numbers are returned, then only those serial numbers on that line of the return will be displayed. If you have not selected a receipt against which to return serial numbers, then all serial numbers for that item/location will be displayed.

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Purchase Orders — Processing Options

One at a time

All at once

4. Adjust the transaction date, if necessary. The value in the field will default to the date of the underlying document, but you can change this.

5. Generate serial numbers either one at a time or all at once:

• To select serial numbers one at a time, highlight a serial number in the Available Serial Numbers list, and click the

Return button, or double‐click the serial number to move it to the Returned Serial Numbers list. Repeat as necessary.

• To select serial numbers all at once, type the first of the series of serial numbers that you wish to return (or highlight one in the Available Serial Numbers list), then click the Auto

Allocate button.

The Returned Serial Numbers list will be updated with enough new serial numbers to match the quantity required.

Note: The serial numbers count will also be updated accordingly.

If it is necessary, you can move serial numbers between the two lists, for instance if you chose the wrong serial number, by clicking the Exclude, Exclude All, and Clear buttons.

6. Click the Save button to save the serial numbers that have been returned. (These are marked as Not Available once the transaction has been posted.)

7. Click Close to return to the underlying transaction.

8. Continue processing the return, and post it.

If the line is later deleted prior to posting, then day end processing will clean up the serial numbers that have been associated with the transaction.

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Order Entry — Processing Options

Order Entry

In Order Entry, you process the transaction in the usual manner, to the point of entering an amount in the Quantity Ordered field.

Entering the amount, then pressing Tab activates the serial number allocation form, where you allocate serial numbers, save them, then return to the underlying transaction.

Note:

If you chose the option, “Automatically Ship Serial Numbers in OE” in the S/I Item Defaults form, the serial number allocation form appears when you change the amount in the Quantity Ordered field for that item, but serial numbers will already have been assigned by the system.

Credit/Debit Note

Entry

In Credit/Debit Note Entry, you process the transaction in the usual manner, to the point of entering a value in the Quantity field.

Entering the value, then pressing Tab activates the serial number allocation form, where you enter or auto allocate serial numbers, save them, then return to the underlying transaction.

For detailed instructions, see the following section, “Shipment via

Order Entry,” and “Credit/Debit Notes via Order Entry,” on page 3‐

19.

Shipment via Order Entry

The shipment of stock through the Order Entry invoicing function allows you to apply serial numbers to shipments.

To apply serial numbers to shipments:

1. Double‐click the Order Entry icon in the O/E Transactions folder.

2. Enter the item number. Note that you must enter an item that has been set as a serialized item.

3. Select a location.

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Order Entry — Processing Options

Designate location

Note: Serial numbers are stored and displayed by location, so it is important to designate the location prior to entering the quantity.

4. Enter an amount in the Quantity Ordered field, then press Tab.

The following form appears:

One at a time

All at once

5. Adjust the transaction date or unit of measure, if necessary.

These fields default to the date or unit of measure of the underlying document, but you can change them.

6. Allocate serial numbers either one at a time or all at once:

• To select serial numbers one at a time, highlight a serial number in the Available Serial Numbers list, then press

Enter, or click the include button, or double‐click the serial number.

The serial number will appear in the Allocated Serial

Numbers list. Repeat as necessary.

• To select serial numbers all at once, highlight a serial number in the Available Serial Numbers list, then click the Auto

Allocate button.

The Allocated Serial Numbers list will be updated with enough new serial numbers to match the quantity required; the serial numbers count will also be updated.

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Order Entry — Processing Options

If there are no serial numbers and you need to create them “on the fly,” click the Generate button in the serial number allocation form. The S/I Receipt Entry form appears, as shown below:

3–18 Serialized Inventory

a. Type a receipt number into the P/O Receipt No. field, or select one using the Finder, then press Tab. b. Select an item and a location, then click the GO button. c. To generate one serial number at a time, type a starting number into the New Serial Number field and click the Add button. The number will appear in the Allocated Serial

Numbers list in the right‐hand scroll box. Repeat the required number of times.

d. To automatically generate the required serial numbers, click the Auto Generate button. These numbers appear in the

Generated Serial Numbers list. e. Click the Post button.

The generated numbers move to the Available Serial

Numbers list (the left‐hand scroll box). f. Click Close to return to the serial number allocation form.

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Order Entry — Processing Options

The numbers you generated will now appear in the Available

Serial Numbers list.

7. Click the Auto Allocate button to move these serial numbers to the Allocated Serial Numbers list.

8. Click Save to save the serial numbers, then click Close to return to the underlying transaction.

9. Continue processing the transaction, and then post it.

Note:

To allocate serial numbers prior to shipping, you must select the option “Allow the allocation of serial numbers based on the Qty Ordered field in OE” in Serialized Inventory Setup, and then take the following steps: a. Process the order as usual, entering a quantity into the

Quantity Ordered field. b. In the serial number allocation form: after choosing the serial numbers for this item, select all the serial numbers in the right‐hand box. Press the space bar. c. Save your order and continue processing. Post the order. d. When you are ready to ship the serial numbers you can use the Ship All button within Order Entry to quickly invoice the selected serial numbers.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

All assigned serial numbers will be printed on the Serial

Numbers report in Inventory Control.

Credit/Debit Notes via Order Entry

The return of stock through the O/E Credit/Debit Note Entry function allows you to return serial numbers that have previously been shipped.

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Order Entry — Processing Options

To return serial numbers already shipped:

1. Double‐click the Credit/Debit Note Entry icon in the O/E

Transactions folder.

2. Process the transaction as usual.

See your Order Entry User Guide for full information on credit/debit note entry.

If you select a specific invoice against which to apply the credit note, then only those serial numbers associated with each line of the invoice will be made available for you to return. If the

Invoice Number field was left blank, then all serial numbers suitable for return will appear in the Available Serial Numbers list.

3. Select the Location.

Note: Serial numbers are stored and displayed by location so it is important to designate the location prior to entering the quantity.

4. Complete the Quantity field and press Tab.

The following form appears:

5. Adjust the transaction date or unit of measure, if necessary. The values in these fields default to the date (or unit of measure) of the underlying document, but can be changed.

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Order Entry — Processing Options

One at a time

All at once

6. Generate serial numbers either one at a time or all at once:

• Enter a number in the New Serial Number field, then click the Add button or highlight a number in the Available Serial

Numbers list, and click the Gen Next button.

The serial number will appear in the Allocated Serial

Numbers list. Repeat as necessary.

• To allocate serial numbers all at once, type the first of the series of serial numbers that you wish to allocate (or highlight one in the Available Serial Numbers list), then click the Auto Gen button.

The Allocated Serial Numbers list will be updated with enough new serial numbers to match the quantity required.

Note: The serial numbers count will also be updated accordingly.

7. Click the Save button to save the serial numbers that have been returned. Their statuses, based on the type of credit note processed, are set once the transaction is posted.

The statuses include:

•

Not Available.

For a damaged stock credit note.

•

Available.

For a stock returned credit note.

8. Click Close to return to the underlying transaction.

9. Continue processing the transaction and post it.

Note:

Serial numbers received through the credit/debit note process are automatically marked as Available.

If you want to apply the On RMA status during the credit/debit note process, take the following steps: a. Process the transaction as usual, entering a quantity into the

Quantity field.

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Order Entry — Processing Options b. In the serial number allocation form, after choosing the serial number(s) to be returned, select each serial number in the right‐hand box one at a time. Press the space bar. You will see the status of the serial number change to On RMA. c. Click Save and continue processing your credit note. The serial numbers will be marked as On RMA.

Note: Select the “Automatically Generate An RMA Number Starting

From” option on the RMA tab of the Serialized Inventory Setup Options form before applying the On RMA status during the credit/debit note serial number process.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

Assigning Serial Numbers to Kitting Items in Order Entry

Transactions

Serialized Inventory adds to the standard Kitting Items functionality by allowing you to apply serial numbers to each component in a kit.

Note that before you can create a kit, you must create a master kit item as well as serialize kit items that you want tracked.

You can assign serial numbers to kit components in Orders,

Shipments, or Credit Notes.

To create a master kit item:

1. Open the I/C Items form, then enter a number and description for the new master kit. (For example, you could create a master kit item with the description Desk Accessories that will ultimately include a box of pens, a box of highlighters, a box of paper clips, a stapler and staples.)

2. Click the Finder in the Account Set Code field, and choose a user‐specified code.

3. Clear the Stock Item option.

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Order Entry — Processing Options

Kitting Items form

4. Select the Kitting Item option.

5. Use Finders to select entries in the other fields and on the other tabs, just as you would for any item.

6. Save the item (it is your master kitting item). You now serialize items that will be in the kit that you want to track. (Not all items that are in a kit need to be serialized.)

7. In the I/C Items form, use the Finder to display each item that will be in the kit (for example, pens, highlighters, paper clips, a stapler and staples).

8. Check the Serial Number option for each item you want tracked.

Save each change before displaying the next item.

9. Close I/C Items.

10. Double‐click the Kitting Items icon in the I/C Items folder.

11. Use the Finder to select the master item you created.

12. Assign a number in the Kitting Number field, enter a description, then click the Go button.

13. Enter a Comment if necessary, and select the Use as Default option only if this kit will be the master item for all kits.

14. In the grid, use the Finder to select component item numbers, and then enter quantities and the unit cost for each component.

(These can be items you serialized in the steps above, or items not serialized.)

15. Click Add to add this Kit.

16. Perform Day End Processing.

To assign serial numbers to each serialized components you create an O/E Order.

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Order Entry — Processing Options

To assign serial numbers to components in a kit:

The following directions are the procedures for an Order; the steps are the same for O/E Shipments and Credit Notes.

1. Double‐click the Order Entry icon in the O/E Transactions folder.

2. Select the New button for a new order, then fill out the header details.

3. In the Item field in the detail grid, choose a kitting item.

4. Tab to the Kit/BOM field and if a Kit code did not appear automatically for the item you chose in step 3, use the Finder to select a Kit for this item (the item might be included in more than one kit).

5. Tab to the Quantity Ordered field, and enter an amount.

The Kitting Components form appears, as shown below:

Zoom buttons to open serial number allocation forms.

Yes means serialized

No means not serialized

6. Scroll to the Serial No’s column.

If this column displays “Yes,” it means the component item has been serialized.

If this column displays “No,” it means the component item has not been serialized.

7. Click the Zoom button in the Quantity Ordered field for the items that have Yes in the Serial No’s column.

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Order Entry — Processing Options

The following form appears:

8. Allocate serial numbers for the quantity of items ordered on this line, then click Close to return to the Kitting Components form.

9. Click the Zoom button in the Quantity Shipped field for the same line if any items were shipped.

10. Allocate serial numbers for the quantity of shipped items on this line, then click Close to return to the Kitting Components form.

11. Repeat steps 7 to 10 for each line in the Kitting Components form.

12. Click Close, then continue with the Order, and post it.

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Inventory Control — Processing Options

When you post entries, you can print kit component items on credit notes, picking slips, order confirmations, and invoices. For example, in the O/E Order Confirmations print dialog box, you can select the

Print Kit Component Items option.

The serial number is displayed on the printed picking slip, as shown below:

Serial number

Inventory Control — Processing Options

In brief, you process transactions in the usual manner, to the point of entering an amount in the Quantity, Quantity Received, Quantity

Returned, Quantity Shipped, Transfer Quantity, or Quantity

Counted fields. Entering the amount, then pressing Tab activates the serial number allocation form, where you generate serial numbers, save them, then return to the underlying transaction.

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Inventory Control — Processing Options

Selecting options

Receipts

Note that when you set up I/C Options, if you select “Posting” in the

“Cost Items During” field, all fields that display a cost (for example,

Transfer Cost, Total Cost) in the Serial Number List form for that transaction will change when you post the transaction. If you choose

“Day End Processing” however, the cost fields in Serial Number List will not change until you have performed day end processing.

If you click the Save button in I/C transactions instead of the Post button, the Serial Number cost fields will not be updated until you run Day End Processing.

• See “Receipt of Stock via Inventory Control,” below, and “Return

of Stock to Vendor via Inventory Control,” on page 3‐30.

• See “BOM Processing,” on page 3‐32.

Assemblies/

Disassemblies

Transfers

Adjustments

Shipments

• See “Transfers of Stock Between Locations,” on page 3‐41.

• See “Inventory Adjustments via Inventory Control,” on

page 3‐43.

• See “Shipment to Customer,” on page 3‐49, and “Return of Stock

from Customer,” on page 3‐50.

• See “Physical Inventory Quantities,” on page 3‐52.

Physical Inventory

Quantities

Inventory Counts

• See “Inventory Counts,” on page 3‐53.

Receipt of Stock via Inventory Control

The receipt of stock through Inventory Control allows you to create or automatically generate serial numbers as stock is received.

To create serial numbers as stock is received:

1. Double‐click the Receipts icon in I/C Transactions.

2. Process the receipt transaction in the usual manner.

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Inventory Control — Processing Options

See your Inventory Control User Guide for full information on receipt entry.

3. Enter a value in the Quantity Received field and press Tab.

The following form appears:

One at a time

In the previous image, the Required Serial Numbers count is 12, the Generated count is zero (0), and the Remaining count is also

12. This means we need to generate 12 serial numbers for this transaction. As they are generated, the count changes.

4. Adjust the stock date or unit of measure, if necessary. The value in these fields will default to the values of the underlying document, but they can be changed.

5. Generate serial numbers either one at a time or all at once:

• Accept the default serial number in the New Serial Number field or type a different number over the default number, and then press Add. The serial number will appear in the

Generated Serial Numbers list. Repeat as necessary. (The default number in this field is the next chronological serial number from the location where this item has been received into inventory.)

Alternatively, click the Gen Next button to generate serial numbers after the highlighted serial number. A number generated in this way appears in the Generated Serial

Numbers list. Repeat as necessary.

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All at once

Inventory Control — Processing Options

• In the New Serial Number field, type the first of the series of serial numbers that you wish to generate, and click the Auto

Generate button. Enough new serial numbers to match the quantity required appear in the Generated Serial Numbers list.

Alternatively, accept the default by clicking the Auto Gen button. Numbers generated in this way appear in the

Generated Serial Numbers list.

The serial numbers count will be updated.

Note that in the screen shot below, both the Required Serial

Numbers count and the Generated count are now 12, while the

Remaining count has changed to zero.

See also

Chapter 2

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory” for more information.

If necessary, you can move the serial numbers between the two lists by clicking Exclude, Exclude All, or Clear.

6. Click Save to save the serial numbers that have been generated, and then click Close to return to I/C Receipts.

These serial numbers are marked as Available in the database once the transaction is posted.

7. Continue processing the receipt, and post it (or save it).

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Inventory Control — Processing Options

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that were associated with the transaction.

Return of Stock to Vendor via Inventory Control

The return of stock through the Inventory Control module Receipts function allows you to return serialized items to vendors and retain a full transaction history of the movement of the serial numbers.

(Note that returns associated with receipts are processed via the

Receipts form.)

To create serial numbers for stock returned to vendors:

1. Double‐click the Receipts icon in I/C Transactions.

2. Using the Finder, select a receipt that has been posted.

The Type field appears.

3. Select Return as the type (choices are Return, Adjustment, and

Complete).

See your Inventory Control User Guide for full information on

Inventory Control’s receipt and return features.

4. Enter an amount in the Quantity Returned field in the detail grid, then press Tab.

The following form appears:

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Inventory Control — Processing Options

One at a time

All at once

See also

Chapter 2

Note that in our screen shot above, the Required Serial Numbers count is 3, the Returned count is zero (0), and the Remaining count is also 3. This means we need to generate three serial numbers for this transaction. As they are generated, the count changes.

5. Adjust the transaction date if necessary. The value in the field will default to the date of the underlying document, but it can be changed.

6. Allocate serial numbers either one at a time or all at once:

• Click the Return button to accept the serial number in the blank field above the Available Serial Numbers list (this number is the first serial number for the items included in the receipt) or highlight a number in the list and then click

Return.

The serial number moves to the Returned Serial Numbers list. Repeat as necessary.

• In the Available Serial Numbers list, highlight the series of serial numbers that you wish to return. (To select a sequential range of numbers, click the starting number, hold and drag to the ending number. To select several random numbers, hold the Ctrl key while clicking the numbers.)

Then click the Return button. The selected numbers move to the Returned Serial Numbers list.

• Alternatively, click the Auto Allocate button. The correct quantity of serial numbers appear in the Returned Serial

Numbers list.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.

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Inventory Control — Processing Options

Note: The serial numbers count has been updated: both the

Required Serial Numbers count and the Returned count are now

3, while the Remaining count has changed to zero.

If necessary, you can move the serial numbers from the Returned

Serial Numbers list back to the Available Serial Numbers list by clicking Exclude, Exclude All, or Clear.

7. Click Save to save the serial numbers that have been returned.

(These are marked as Not Available once the transaction is posted.)

8. Click Close to return to the I/C Receipts form.

9. Continue processing the return, and post it.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

BOM Processing

The Assembly processing functions allow you to create stock from other stock items by assembling items and disassembling previous

BOMs. Serialized Inventory adds to the standard BOM functionality by allowing you to apply serial numbers to the Master items that are created as well as selecting/generating serial numbers for each of the components that make up the Master Item.

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Inventory Control — Processing Options

Note: Serialized Inventory will process the serial numbers after the

BOM is posted.

See your Inventory Control User Guide for full Assembly/

Disassembly instructions.

Tip: To ensure easy tracking of component serial numbers, we recommend that you use a build quantity of 1 during the assembly process.

Assigning Serial Numbers When Assembling a BOM

You use the Assembly/Disassembly form to create serial numbers for components of bills of material.

To generate serial numbers for Assemblies:

1. Double‐click the Assemblies icon in the I/C Transactions folder.

The I/C Assemblies/Disassemblies form appears.

2. Process the assembly as usual, selecting Assembly as the

Transaction Type. (Choices are Assembly and Disassembly.)

See your Inventory Control User Guide for full information on

Inventory Control’s bills of material features.

To check if the components of this assembly are ready for serialization, click the Verify Serials button. Messages will inform you if the components have serial numbers available and ready to be assigned.

3. Click the Post button.

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Inventory Control — Processing Options

The following form appears:

One at a time

Note that in our screen shot above, the Required Serial Numbers count is 1, the Generated count is zero (0), and the Remaining count is also 1. This means we need to generate one serial number for this transaction. As numbers are generated, the count changes.

4. Adjust the transaction date if necessary. The value in the

Transaction Date field will default to the date of the underlying document, but it can be changed.

5. Generate serial numbers for master items:

• To create serial numbers one at a time, enter a serial number in the New Serial Number field and click Add, or simply accept the default number (this is the next chronological number following the displayed list of numbers). The serial number will appear in the Generated Serial Numbers list.

Repeat as necessary.

Alternatively, highlight a serial number in the Existing Serial

Numbers list, then click the Gen Next button. The new serial number will appear in the Generated Serial Numbers list

(referred to as Master numbers). Repeat as necessary.

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Inventory Control — Processing Options

All at once

See also

Chapter 2

• To generate serial numbers all at once, type, in the New

Serial Number field, the first of the series of master serial numbers that you wish to generate, and click the Auto

Generate button. The new serial numbers will appear in the right‐hand scroll box (Master serial numbers).

Alternatively, highlight a serial number in the Existing Serial

Numbers list, and then click the Auto Gen button. The serial numbers will appear in the Generated Serial Numbers list

(Master serial numbers).

Note: The serial numbers count will have been updated: in our example, the Required Serial Numbers count is still 2, the

Generated count changes to 2, and the Remaining count changes to zero (0).

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory,” for more information.

You can delete serial numbers from the Generated Serial

Numbers list by clicking the Exclude button.

6. If the assembly does not have any serialized components, continue at step 7. If there are serialized components, take the following steps: a. Highlight a master serial number in the right‐hand box and click the Components button to allocate the component serial numbers for this master.

The following Serialized Inventory form appears, displaying the serial numbers of the components:

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Inventory Control — Processing Options

b. You can then either allocate the serial numbers individually by toggling Yes/No in the Allocate column or by selecting that column and pressing the space bar. To automatically allocate component serial numbers, click the Auto Assign button. To deselect all component serial numbers at one time

(that is, set them from Yes to No), click the Clear button. c. Once all the components are assigned to the master serial number, click Save and then click Close to return to the master serial numbers form. d. Repeat steps a) to c) for all master serial numbers.

7. Click the Post button in the serial number allocation form.

This will update the serial number database with the BOM master serial numbers, which are then marked as Available.

Component serial numbers are marked as being On BOM. This also posts the assembly.

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Inventory Control — Processing Options

• If you do not assign serial numbers to all the components, but click Post, you are asked if you want to continue posting.

• If you click the Post button before generating the required quantity of serial numbers, whether or not you’ve assigned serials to components, the following message appears:

8. If you do not wish to update Serialized Inventory, but do wish to post the Assembly, click No, and then click the Cancel button.

This gives you the option of either continuing with posting the assembly without serial numbers or of canceling the assembly altogether.

You will remain in the Assemblies form after you have made your choice.

Allocating Serial Numbers in a BOM Disassembly

1. Double‐click the Assemblies icon in I/C Transactions.

2. Select Disassembly in the Transaction Type field.

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Inventory Control — Processing Options

A field named “From Assembly Number” appears.

3. Enter an assembly number or use the Finder to select one in the

From Assembly Number field.

4. Enter an amount in the Quantity field, and fill out other fields if necessary (for example, add a reference or a description).

5. Click the Post button.

The following form appears:

6. Highlight a number in the Existing Serial Numbers list, then click the Include button. The numbers move to the Disassembled

Serial Numbers List and become Master Serial Numbers.

7. Allocate serial numbers for components of the BOM disassembly as follows:

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Inventory Control — Processing Options

• Click the Auto Allocate button. Serialized Inventory will automatically assign all component numbers based on the order specified in Serialized Inventory settings.

• To manually allocate component numbers, highlight the

Master Serial Number in the Disassembled Serial Numbers list, then click the Components button. This opens the following form, which lists all available component serial numbers:

a. Allocate component serial numbers in one of the following ways:

• Manually select the number you wish to allocate and then toggle the Quantity Received field to Yes from No.

• Click the Auto Assign button (to have Serialized

Inventory automatically allocate all component serial numbers based on the order specified in Serialized

Inventory settings).

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Inventory Control — Processing Options

• Create an entirely new serial number: i. Click the New button. This opens the Serial Number

Edit form. ii. Enter your new serial number, then select the item number and the location. iii. Select one of the following Transaction Types if you want to view the new serial number entry on the components list:

• Not Available.

• Invoice the Serial Number.

• Place component serial number on an assembly. iv. Enter data in other fields as needed, then click Add to add your new serial number v. Click Close to return to the Components form. b. Click Save to save the component serial numbers. (The

Required, Assigned, and Remaining counts will be updated.) c. Click Close to return to the master serial number allocation form.

8. On the master Serial Number form, click Post.

After successfully posting the master disassembly, you will be returned to the I/C Assemblies/Disassemblies form.

A message will inform you if the BOM disassembly has been successfully posted.

Inventory Control confirms the information prior to proceeding with posting the Master and Component information. If insufficient details were specified, the system will issue a warning and not allow you to continue. If this happens, simply click Cancel to return to the Assembly/Disassembly form.

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Inventory Control — Processing Options

Master serials numbers are marked in the Serialized Inventory database as “Available” when created or “Not Available” when disassembled. Component serial numbers are marked as “BOM” when placed on assembly, and as “Available” when retrieved from a disassembly.

Transfers of Stock Between Locations

The transfers of stock between locations can be carried out via

Inventory Control’s Transfers function.

To assign serial numbers to transfers:

1. Double‐click the Transfers icon in I/C Transactions.

2. Process the transfer as usual.

See your Inventory Control User Guide for full information on stock transfers.

3. Select an item, then choose a Location From value and a Location

To value.

4. Enter the requested amount in the Quantity field, then, to allocate serial numbers, you must click the Zoom button in the

Transfer Quantity field (or enter a different quantity in the

Transfer Quantity field). When you click the Zoom button or enter a different quantity, the following form appears:

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Inventory Control — Processing Options

One at a time

All at once

Only serial numbers that have a status of Available will be displayed in the Available Serial Numbers list.

5. Adjust the transaction date or unit of measure, if necessary. The values in these fields default to the date (or unit of measure) of the underlying document, but can be changed.

6. Transfer serial numbers either one at a time or all at once:

• Select a serial number in the Existing Serial Numbers list and double‐click it or click the Include button. The number moves to the Transferred Serial Numbers list.

• Select a number in the Existing Serial Numbers list and click the Auto Allocate button. The selected number (and the numbers that follow it) will automatically move to the

Transferred Serial Numbers list.

Note: The serial numbers count will also be updated accordingly.

You can move serial numbers back to the Existing Serial

Numbers list by highlighting a number and clicking Exclude (or click the Exclude or Clear buttons to move all the serial numbers back to the Existing Serial Numbers list.)

7. Click Save to save the serial numbers that have been transferred.

Note that transfers have no effect on the status of a serial number.

8. Click Close to return to the I/C Transfers form.

9. Continue processing the transfer, and then post it.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

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Inventory Control — Processing Options

Internal usage via Inventory Control

When using serialized items for internal use, serial numbers must be recorded using the Internal Usage form in Inventory Control.

To record internal usage of a serialized item:

1. Start Inventory Control and select Inventory Control > I/C

Transactions > Internal Usage to display the I/C Internal Usage form.

2. Process the usage as usual, providing details in the header area such as usage date, description and the employee who will be using the item.

3. Enter a quantity for the item being used internally. If the serial number allocation form does not appear automatically, click the zoom button in the Quantity column.

4. Use the serial number form to enter or generate the serial number(s).

5. Click Save, then click Close to return to the I/C Internal Usage form.

6. Post the transaction.

Please see the Inventory Control online help for detailed procedures on processing internal usage transactions.

Inventory Adjustments via Inventory Control

Adjustment to stock in the Inventory Control module allows you to associate the adjustment with serial numbers and retain a full history of the movement of the serial numbers.

See your Inventory Control User Guide for full information on adjustment processing.

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Inventory Control — Processing Options

Cost Adjustment field

To associate adjustments with serial numbers:

1. Double‐click the Adjustments icon in the I/C Transactions folder.

2. Enter an Adjustment Number, then press Tab.

3. In the detail section, select the item that you wish to adjust.

4. Ensure that the transaction is one of the following types:

• Quantity Increase.

• Quantity Decrease.

• Both Increase.

• Both Decrease.

• Cost Increase.

• Cost Decrease.

If you selected the Both Increase or Both Decrease transaction type, enter an amount in the Cost Adjustment field before you enter a number in the Quantity field. If you do not enter values in this sequence, the serial number allocation form will not appear.

5. Enter an amount in the Quantity field, then press Tab. The serial number allocation form appears.

Note that the buttons for a Quantity Increase or Both Increase transaction will be different than those for a Quantity Decrease or Both Decrease transaction. (See the following two screen shots.)

6. Adjust the stock date or unit of measure, if necessary. The values in these fields default to the date (or unit of measure) of the underlying document, but can be changed.

7. Generate serial numbers in one of the following ways,

(depending on whether you chose to increase or decrease the quantity):

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Increase Quantity

If you chose Quantity Increase or Both Increase, the form looks like the following:

One at a time

All at once

You can increase the number of serial numbers for a transaction with a Quantity Increase or Both Increase adjustment in the following ways:

• Enter a serial number in the New Serial Number field and click the Add button (or accept the default by clicking the

Add button). The serial number will appear in the

Generated Serial Numbers list. Repeat as necessary.

Alternatively, highlight a number in the Existing Serial

Numbers list, then click the Gen Next button to generate a serial number after the serial number selected. This number will appear in the Generated Serial Numbers list. Repeat as necessary.

• In the New Serial Number field, type the first of the series of serial numbers that you wish to generate, and click the Auto

Generate button. The new serial numbers will appear in the

Generated Serial Numbers list.

Alternatively, highlight a number in the Existing Serial

Numbers list, then click the Auto Gen button. The serial numbers appear in the Generated Serial Numbers list, beginning with the number highlighted.

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Decrease quantity

If you chose Quantity Decrease or Both Decrease, the form looks like the following:

One at a time

All at once

See also

Chapter 2

3–46 Serialized Inventory

You can decrease the number of serial numbers for a transaction with a Quantity Decrease or Both Decrease adjustment in the following ways:

• Click Include to accept the default number in the field above the Available Serial Numbers list. The number moves to the

Adjusted Serial Numbers list. Repeat as necessary.

• From the Available Serial Numbers list, select the serial numbers. (To select a sequential range of numbers, click the starting number, hold and drag to the ending number. To select several random numbers, press the Ctrl key while clicking the numbers.) Then click the Include button. The selected numbers will move to the Adjusted Serial Numbers list.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.”

You can move serial numbers back to the Available Serial

Numbers list by highlighting a number and clicking Exclude (or click the Exclude All or Clear buttons to move all the serial numbers back to the Available Serial Numbers list.)

Note: The serial numbers count will also be updated accordingly.

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Increase Cost

Inventory Control — Processing Options

If you chose Cost Increase, the form looks like the following:

One at a time

All at once

Decrease Cost

You can increase the number of serial numbers for a transaction with a Cost Increase adjustment in the following ways:

• Enter a serial number in the blank field and click the Include button. The serial number will appear in the Adjusted Serial

Numbers list.

Alternatively, highlight a number in the Available Serial

Numbers list, then click the Include button.

• Alternatively, in the Available Serial Numbers list, highlight the quantity of serials required, then click the Include button. The serial numbers appear in the Adjusted Serial

Numbers list.

If you chose Cost Decrease, the form looks like the following:

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One at a time

All at once

See also

Chapter 2

You can decrease the number of serial numbers for a transaction with a Cost Decrease adjustment in the following ways:

• Click Include to accept the default number in the field above the Available Serial Numbers list. The number moves to the

Adjusted Serial Numbers list. Repeat as necessary.

• From the Available Serial Numbers list, select serial numbers. (To select a sequential range of numbers, click the starting number, hold and drag to the ending number. To select several random numbers, press the Ctrl key while clicking the numbers.) Then click the Include button. The selected numbers will move to the Adjusted Serial Numbers list.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.”

You can move serial numbers back to the Available Serial

Numbers list by highlighting a number and clicking Exclude (or click the Exclude All or Clear buttons to move all the serial numbers back to the Available Serial Numbers list.)

Note: The serial numbers count will also be updated accordingly.

8. Click Save to save the serial numbers that have been adjusted, then click Close to return to the Adjustments form.

9. Continue processing the adjustment, and then post it.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that have been associated with the transaction.

Once the transaction has been posted, the status of the serial numbers is set based on the type of adjustment processed — Not

Available for a Quantity Decrease, and Available for a Quantity

Increase. In the case of Cost Increase or Cost Decrease, the status does not change.

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Shipment to Customer

The shipment of stock through the Inventory Control Shipment function allows you to assign serial numbers at the same time that stock is shipped.

To create serial numbers when shipping stock:

1. Double‐click the Shipments icon in the I/C Transactions folder.

2. Select Shipment as the Entry Type.

3. Process the shipment transaction in the usual manner.

4. Complete the Quantity field and press Tab. The following form appears:

One at a time

All at once

5. Adjust the transaction date or unit of measure, if necessary. The values in these fields default to the date (or unit of measure) of the underlying document, but can be changed.

6. Ship serial numbers either one at a time or all at once:

• Click Include to accept the default number. The serial number will appear in the Allocated Serial Numbers list.

Repeat as necessary.

• Click the Auto Allocate button to allocate numbers following the default number. The Allocated Serial Numbers list will be updated with the selected serial numbers.

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Inventory Control — Processing Options

See also

Chapter 2

See also

Chapter 5

Alternatively, highlight a number in the Available Serial

Numbers list, and click Auto Allocate. The serial numbers appear in the Allocated Serial Numbers list.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.”

Note: The serial numbers count will also be updated accordingly.

See the “Receipt Entry In Serialized Inventory” section in

Chapter 5, “Advanced Processing.”

If necessary, you can move the serial numbers between the lists by clicking the Exclude and Clear buttons.

7. Click the Save button to save the serial numbers that have been shipped. (These are marked as Sold once the transaction is posted.)

8. Click Close to return to the I/C Shipments form.

9. Continue processing the shipment, and then post it.

If the line is later deleted prior to posting, then day end processing will clean up the serial numbers that have been associated with the transaction.

Return of Stock from Customer

The return of stock through Inventory Control’s Shipments function allows you to return serial numbers as stock comes back.

To create serial numbers when receiving returned stock:

1. Double‐click the Shipments icon in the I/C Transactions folder.

2. Select Return as the Entry Type.

3. Process the return as usual.

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Inventory Control — Processing Options

4. Complete the Quantity field and press Tab. The following form appears:

One at a time

All at once

See also

Chapter 2

5. Adjust the transaction date or unit of measure, if necessary. The values in these fields default to the date (or unit of measure) of the underlying document, but can be changed.

6. Select serial numbers for the items returned from customers either one at a time, or all at once:

• Enter a serial number in the blank field above the Available

Serial Numbers list (or leave the default), then click the

Include button. The serial number will appear in the

Allocated Serial Numbers list. Repeat as necessary.

• In the blank field, type the first of the series of serial numbers that you wish to return, and click the Auto Allocate button. The Allocated Serial Numbers list will be updated with the selected serial numbers.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory.”

Note: The serial numbers count will also be updated accordingly.

If necessary, you can move the serial numbers between the lists by clicking the Exclude and Clear buttons.

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Inventory Control — Processing Options

7. Click the Save button to save the serial numbers that have been allocated. (These are marked as Available once the transaction is posted.)

8. Click Close to return to the underlying transaction.

9. Continue processing the return, and then post it.

If the line is later deleted prior to posting, then the standard

Inventory Control day end processing will clean up the serial numbers that were associated with the transaction.

Physical Inventory Quantities

You can adjust serial numbers in the Physical Inventory Quantities form.

To adjust serial numbers using Physical Inventory Quantities:

1. Double‐click the Physical Inventory Quantities icon in the I/C

Physical Inventory folder.

2. Select the location.

3. Highlight an item in the list, then enter an amount in the

Quantity Counted field, and press tab.

The following form appears if the quantity is greater than the number of serials:

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Inventory Control — Processing Options

See also

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Note that, where the quantity is less than the number of serials, the left‐hand list will be labeled “Available Serial Numbers” and the right‐hand list will be labeled “Adjusted Serial Numbers”.

4. Adjust the stock date if necessary. The value in this field will default to the value of the underlying document, but can be changed.

5. Generate one serial number at a time by clicking Include to include the serial number highlighted by default in the list of

Available Serial Numbers, or highlight as many as are needed and then click Include.

Note: The serial numbers count will be updated accordingly.

See the “Settings Tab” section in Chapter 2, “Setting Up

Serialized Inventory” for more information.

If necessary, you can move the serial numbers from the Adjusted

Serial Numbers list by clicking the Exclude, Exclude All, and

Clear buttons.

6. Click Save to save the serial numbers. (These are marked as

Available in the database once the transaction is posted.)

7. Click the Close button to return to the Physical Inventories

Quantities form, then again click Close to exit.

Inventory Counts

You can adjust serial numbers in the Inventory Counts form.

To adjust serial numbers using Inventory Counts:

1. Double‐click the Inventory Counts icon in the I/C Physical

Inventory folder.

2. Select the location.

Note that if you want to change a quantity, you will have to post the inventory reconciliation before the information will be

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Inventory Control — Processing Options updated. (Go to the I/C Physical Inventory folder, open the Post

Inventory Reconciliation form, fill out the fields, then click the

Post button. Return to Inventory Counts.)

3. Highlight an item, then change the amount in the Quantity

Counted field, and press tab.

The following form appears if the quantity is greater than the number of serials:

4. Adjust the stock date if necessary. The date in this field defaults to the value of the underlying document, but can be changed.

5. Generate serial numbers by highlighting numbers in the Existing

Serial Numbers list, and then clicking Include.

If necessary, you can move the serial numbers from the Adjusted

Serial Numbers list by clicking the Exclude, Exclude All, or Clear buttons.

6. Click Save to save the serial numbers, then click Close.

7. Click Close to exit from the Inventory Counts form.

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Project and Job Costing - Processing Options

If you use Sage Accpac Project and Job Costing with your company data, you can track serialized inventory items using the Material

Usage and Material Returns forms.

To use a serialized item in Project and Job Costing:

1. Start Project and Job Costing and select Project and Job Costing >

PJC Transactions > PJC Material Usage.

2. Enter or find the Material Usage Number in PJC Material Usage form, and complete or edit the fields in the header area as required.

3. Insert a new line in the details grid and provide the required contract, project and category information.

4. Enter or find the Item Number of the serialized item you need to use in the project.

5. Enter the Quantity required and press tab. If you are not automatically prompted to allocate a serial number, click the zoom button in the Quantity column to display the serialized inventory form.

6. Allocate a serial number to the item from the list of available serial numbers.

7. Save your changes and exit the serialized inventory form to return to the PJC Material Usage form.

8. Provide the remaining details as needed, then save and post the transaction when ready.

If the item ends up not being used, use the Material Returns form to return the item to inventory. The serial number is returned to the list of available numbers for future use.

Please see the Project and Job Costing online help for detailed procedures on using inventory items in projects.

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Where to Now?

See Chapter 4, “Serial Number Maintenance,” and

Chapter 5, “Advanced Processing,” for full details on the direct and periodic processing of serial numbers.

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Chapter 4 Serial Number Maintenance

Security Access

................................................................

4‐1

Serial Number and Transaction Fields

............................................

4‐3

Serial Number Level Display Fields

..........................................

4‐5

Transactions Level Display Fields

............................................

4‐6

Transaction Source Level

....................................................

4‐8

Serial Number Maintenance — Serial Number Level

...............................

4‐9

Adding Serial Numbers

.....................................................

4‐9

Modifying Existing Serial Numbers

Deleting Existing Serial Numbers

4‐11

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4‐13

Renumbering Existing Serial Numbers

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4‐14

Serial Number Maintenance — Transaction History Level

.........................

4‐16

Adding Serial Number Transactions

Modifying Serial Number Transactions

4‐16

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4‐18

Note Button

...........................................................

4‐20

Deleting Serial Number Transactions

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4‐20

Transaction Source Level

4‐21

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4‐23

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Chapter 4 Serial Number Maintenance

See also

Chapter 2

This chapter describes how Serialized Inventory allows you to inquire about and directly maintain the serial number database.

For related information, see the “Settings Tab” section in Chapter 2,

“Setting Up Serialized Inventory.”

Security Access

Your administrator can assign security access to Serialized Inventory functions.

The security permissions for Serialized Inventory include:

• Setup Maintenance.

• Setup Inquiry.

• Transaction Inquiry.

• Serial Number Entry.

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Security Access

• Serial Number Inquiry.

• Serial Number Maintenance.

• Periodic Processing.

• Clear History.

• Process Receipts.

• Process Shipments.

• Update Warranty.

• Update Contract.

• Reports.

• Assign RMA.

• Receive RMA from Customer.

• Send RMA to Vendor.

• Receive RMA from Vendor.

• Send RMA to Customer.

• Send RMA to Stock.

• Replace Damaged Serials.

• Options.

• Notes.

• Item Defaults.

• Customers.

• Warranty Maintenance.

• Contract Maintenance.

• Registration Maintenance.

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Serial Number and Transaction Fields

• Import Processing.

• Export Processing.

Contact your administrator to change your security permissions.

Serial Number and Transaction Fields

Inquiries about serial numbers and the maintenance of serial numbers use three levels:

•

Serial Number Level.

This level displays the current status of the serial number and its associated information, showing one line per serial number. To inquire and maintain the serial number information, you use the Serial Number List and Serial Number

Edit forms.

•

Transaction (Activity) History Level.

This level shows more detail about the serial number, displaying a list of all the transactions that have taken place on the selected serial number. To inquire about or maintain transaction information, you can use the S/I

Transactions Edit form, which you open in one of the following two ways:

− If you are in the S/I Serial Number Edit form, click the

Transactions button.

− Or

− If you are in the S/I Transactions window, click the New or

Open buttons.

Either of these methods will take you to the S/I Transactions Edit form.

•

Transaction Source Level.

The next level, the Transaction Source level, allows you to drill down to the source transaction so you can view greater detail on each transaction. You drill down from

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Serial Number and Transaction Fields

S/I Transactions. Drilldown is only available on certain transaction types (discussed later in this chapter).

The following illustrates drill‐down results:

Serial Number Level

Transaction History Level

Transaction Source Level

Each level displays a variety of fields.

The following table illustrates the options available at the various levels.

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Serial Number and Transaction Fields

Serial Number Level Display Fields

The following are some of the columns that appear in the Serial

Number List and Serial Number Edit forms:

•

Serial Number.

The formatted version of the serial number with the mask overlay defined in the Options settings.

•

Item Number.

The Sage Accpac Inventory Control item number with which the serial number is associated.

•

Description.

This is the item description that you define in the

Serialized Inventory database. This description is independent of the one that you define in Sage Accpac Inventory Control.

•

Location.

The last location noted for the most recent transaction.

•

Transaction Type.

This reflects the transaction (for example,

“Invoice the serial number”) currently associated with the serial number. The transaction type determines the serial number’s status (see Master Status, to follow).

•

Master Status.

This is the current status associated with the serial number. The status is allocated by the system and is dependent upon the underlying transaction type; for example, when the transaction type is Invoice the serial number, the master status will be Sold.

•

Expiry Date.

The date on which the serial number expires. If expiry dates are used, a serial number once expired cannot be sold.

•

Last Document.

The number of the last document processed for that serial number; for example, invoice number or receipt number.

•

Reference.

Entered by you during data entry for the last serial number transaction. Transactions from Purchase Orders, Order

Entry, or Inventory Control will provide this field with details from the vendor and customer reference fields.

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Serial Number and Transaction Fields

•

Vendor Number / Name.

Vendor number and name from

Accounts Payable.

•

Customer Number / Name.

Customer number and name from

Accounts Receivable.

•

SI Customer Number and Name.

Customer number and name from Serialized Inventory database.

•

Total Cost.

This is the cost that was associated with the last transaction on the serial number. Where no cost was relevant, this will be zero. This would be derived from Purchase Orders receipts or Inventory Control receipts, or from direct maintenance via Serialized Inventory.

•

Source Price.

This is the price that was associated with the last transaction on the serial number. Where no price was relevant, this will be zero. This will be derived from Order Entry

Shipments or Inventory Control Shipments, or from direct maintenance via Serialized Inventory.

•

Last Activity Date.

The date when the last transaction on the serial number took place according to your computer system’s date, as opposed to the transaction date.

•

Last Activity Time.

The time when the last transaction on the serial number took place according to your computer system’s time, as opposed to the transaction time.

•

Note.

Notes can be maintained on each serial number through notes codes.

Transactions Level Display Fields

The following descriptions are of the fields on the S/I Transactions form and on the Transaction Edit form (fields that are common to both serial number and transaction number levels may have been described in the previous section, “Serial Number Display Fields”).

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Serial Number and Transaction Fields

•

Serial Number.

The formatted version of the serial number (with the mask overlay, defined in the Options settings).

•

Item Number.

Inventory Control item number with which the serial number is associated.

•

Transaction Number.

The ordinal number of the transaction, within the serial number.

•

Description.

This is the item description that you define in the

Serialized Inventory database. This description is independent of the one that you define in the Sage Accpac Inventory Control system.

•

Location.

Inventory Control location where the transaction took place.

•

Transaction Type.

Displays the event that took place and describes the transaction; for example, “Invoice the serial number”. The transaction type determines the transaction’s status (see Master Status, to follow).

•

Master Status.

This is the status of the transaction. The status is allocated by the system and is dependent upon the underlying transaction type; for example, when the transaction type is

Invoice the serial number, the status will be Sold.

•

Last Document.

Document number associated with the transaction; for example, the number allocated through shipment processing in Inventory Control Shipments is the shipment number; the number allocated through Order Entry is the invoice number.

•

Reference.

Entered by you during data entry of each serial number transaction. Transactions from Purchase Orders, Order

Entry, or Inventory Control will provide this field with details from the vendor and customer reference fields.

•

Transaction Date.

The date of the underlying transaction that created the transaction; for example, invoice date. This is not

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Serial Number and Transaction Fields

Tip necessarily when the transaction itself took place. (See Last

Activity Date below for more date information.)

•

Last Activity Date.

The date when the transaction on the serial number took place according to your computer’s system date, as opposed to the transaction date.

•

Last Activity Time.

The time when the transaction on the serial number took place, according to your computer’s system time.

•

User.

The user who executed the transaction, as defined in Sage

Accpac security options.

•

Module.

The module where the transaction took place; for example, Order Entry, Inventory Control or Purchase Orders.

You can change this by editing the transaction if you have permission to modify records.

This would typically be useful where serial numbers are not allocated at the point of invoice creation but rather in the warehouse, after the event. You can then associate the serial number with the original module.

•

Total Cost.

The cost that was associated with the transaction on the serial number. Where no cost was involved, this will be zero.

•

Source Price.

The price that was associated with the transaction on the serial number. Where no price was involved, this will be zero.

•

Note.

Notes can be maintained on each transaction through notes codes.

Transaction Source Level

The Transaction Source level drills down to the underlying transaction within Purchase Orders or Order Entry, if the serial number is associated with these modules. See the relevant user guides for these modules for further details on inquiry functions.

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Serial Number Maintenance — Serial Number Level

If the Transaction Source level detail from the source module is not available, clicking the Transaction button will have no effect.

Serial Number Maintenance — Serial Number Level

At the serial number level, you may inquire about existing serial numbers, add another serial number, and modify or delete existing serial numbers.

Adding Serial Numbers

You may wish to enter a serial number directly to the Serialized

Inventory database because:

• You are not using the Purchase Order module for creating receipts.

• You allocate serial numbers after processing as a standard procedure.

• You are fixing a serial number that was not entered correctly.

• You installed Serialized Inventory long after Inventory Control was installed and set up, and after items were added; therefore, there are items that are not serialized.

To add new serial numbers:

1. Double‐click the Serial Number Edit icon in the Serialized

Inventory folder to display the following:

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Serial Number Maintenance — Serial Number Level

2. Enter a new serial number in the Serial Number field.

Note.

You should not use special characters at the beginning of a serial number (for example, ? * > etc). If you do so, some report functions may not work properly.

Serial numbers can be any combination of letters and numbers, up to

40 characters long.

3. Using the Finder, select the item number to be associated with the serial number. (To view information about an Item number, click the Items button at the bottom of the form. This opens the

I/C Items form.)

4. Optionally, enter a description for the serialized item. (This description is independent of the item’s description in Inventory

Control.)

5. Enter the location where the serial number will be stored, or leave the default that appeared when you chose the item number.

6. Select the Transaction Type. This will, in turn, automatically determine the status. (The Status field is not editable.)

7. Enter the Last Document number; for example, the invoice number.

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Serial Number Maintenance — Serial Number Level

8. Fill in all the other fields as you wish.

9. Record warranty, contract or registration information for the serial number on the Warranty tab. You can specify beginning and ending dates for the warranty and contract periods, as well as a registration date.

10. Click the Optional Fields tab to enter comments and optional fields values. (If you selected Yes for optional fields on the

Serials tab of the S/I Options form, optional fields appear on this tab; for example, Optional Text 1, Optional Date 1.)

11. Click Add to add the new serial number to the database.

See the “Serial Number and Transaction Fields” section earlier in this chapter for more information.

Modifying Existing Serial Numbers

You may wish to modify existing serial numbers in the Serialized

Inventory database to change imported or converted items to another status or because serial numbers were not entered correctly.

To modify existing serial numbers:

1. Highlight the main Serialized Inventory folder.

2. If you know the serial number, double‐click the Serial Number

Edit icon, enter the serial number and proceed to step 4.

Otherwise, double‐click the Serial Number List icon to open the following form, then highlight a serial number:

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Serial Number Maintenance — Serial Number Level

3. Highlight a line, then click the Open button.

The following form will appear:

The serial and item numbers appear automatically, based on the serial number highlighted in Serial Number List.

4. Change data in other fields as you wish.

5. To view the latest transaction of this serial number, click the

Transactions button. This opens the Transaction Edit form, where you can edit fields as required.

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Serial Number Maintenance — Serial Number Level

6. When you are finished editing these fields, click Save, then click

Close to return to the Serial Number Edit form.

7. Click Save to save the changes made to the serial number.

See the “Serial Number and Transaction Fields” section earlier in this chapter for more information.

Warning

Deleting Existing Serial Numbers

You can delete serial numbers that were added by mistake.

Do not make a standard procedure of deleting serial numbers. The number’s transactions will be removed completely when it is deleted. Instead of deleting a number, you may renumber it or make it Inactive.

See the “Renumbering Existing Serial Numbers” section, later in this chapter, for more information.

To delete existing serial numbers:

1. Double‐click the Serial Number List icon in the Serialized

Inventory folder.

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Serial Number Maintenance — Serial Number Level

2. Highlight the serial number to be deleted, and then click the

Delete button.

The following message appears:

3. Click Yes to delete the number or No to return to Serial Number

List.

Renumbering Existing Serial Numbers

You can renumber serial numbers that were entered incorrectly. This feature changes an existing serial number, while preserving all of its history.

To renumber existing serial numbers:

1. Double‐click the Serial Number List icon in the Serialized

Inventory folder.

2. Highlight the serial number to be changed.

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Serial Number Maintenance — Serial Number Level

3. Click the Renumber button.

The following message appears:

BOM button

4. Enter a new serial number.

5. Click OK to change the serial number and return to the Serial

Number List.

6. Click Close to return to the Sage Accpac desktop.

Note that you can also renumber serial numbers from within the serial number allocation forms in O/E Order, O/E Shipments, I/C

Physical Inventory Quantities, and I/C Inventory Counts, by clicking the Renumber button found on those forms.

See the “Serial Number and Transaction Fields” section, earlier in this chapter.

Click the BOM button to open a form where you can assign serial numbers to each item in an assembly. (See “BOM Processing,” in

Chapter 3.)

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Serial Number Maintenance — Transaction History Level

Serial Number Maintenance — Transaction History

Level

You may wish to add a serial number transaction directly to the

Serialized Inventory transaction database.

Adding Serial Number Transactions

If you are not using the Purchase Orders or Order Entry module for receiving items or if a serial number transaction was entered incorrectly, you can add a serial number transaction directly to the

Serialized Inventory transaction database.

Note that transactions added to the history will affect a number’s status.

To add a serial number transaction:

1. Double‐click the Serial Number List icon in the Serialized

Inventory folder, then highlight a line in the list.

2. Click the Transactions button.

The following form appears:

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Serial Number Maintenance — Transaction History Level

3. Click the New button.

The following form appears:

4. Fill in the fields as needed. Notice that certain fields cannot be changed, to ensure the integrity of the data.

5. Record warranty, contract or registration information for the transaction on the Warranty tab.

6. Click the Optional Fields tab to record comments and optional fields information. (Optional fields for date, text, and amount

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Serial Number Maintenance — Transaction History Level appear on this tab when you select Yes on the Serials tab of the

S/I Options form for those categories.)

7. Click Save to add the transaction, then click Close.

The transaction has been added to the list in the S/I Transactions form.

See the “Serial Number and Transaction Fields” section, earlier in this chapter, for more information.

Modifying Serial Number Transactions

You may need to modify a serial number transaction directly because a serial number transaction was entered incorrectly.

Modifying transactions in the history will have an impact on the status at the serial number level.

To modify serial number transactions:

1. Double‐click the Serial Number List icon.

2. Highlight a serial number in the list.

3. Click the Transactions button to show the following S/I

Transactions form:

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Serial Number Maintenance — Transaction History Level

4. Highlight a line, and then click the Open button.

The S/I Transaction Edit form will appear:

5. Change fields as required. Certain fields cannot be edited, to ensure the integrity of the data.

6. To save the changes to the transaction, click Save, then click the

Close buttons until you return to the Sage Accpac desktop.

Notice that in the Serialized Inventory Transactions form, the transaction details will have been updated to reflect the changes.

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Serial Number Maintenance — Transaction History Level

See the “Serial Number and Transaction Fields” section earlier in this chapter.

See also

Chapter 2

Note Button

You can use the Note button on the S/I Transactions form to modify or add notes. Click the Note button and the Notes form will appear.

Apply a code or create a new note code “on the fly.”

See the “Serialized Inventory Setup — Notes” section in Chapter 2, for more information on Notes.

Deleting Serial Number Transactions

You may wish to directly delete a serial number transaction because the transaction was added by mistake.

To delete serial number transactions:

1. Double‐click the Serial Number List icon, and then select a serial number from the list.

2. Highlight a serial number, and then click the Transactions button to open S/I Transactions:

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Transaction Source Level

3. Highlight a transaction, and then click the Delete button.

Note: You cannot delete the last transaction. Only transactions that have been superseded can be deleted.

4. Click Close to return to the Sage Accpac desktop.

Notice that deleting the transaction detail will remove the line of transactions from the Serialized Inventory Transactions form.

Transaction Source Level

The transaction source level can be accessed for inquiry purposes.

This “drilldown” function provides you with a convenient way of retrieving more information on the transaction.

To access the transaction source level:

1. Double‐click the Serial Number List icon, and then highlight a serial number in the list.

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Transaction Source Level

2. Click the Transactions button to open S/I Transactions:

3. Select a line on which you require more detail, and then click the

Transactions button. The program will drill down to the underlying transaction.

The drilldown will operate if:

• The associated module is Order Entry, Inventory Control, or

Purchase Orders.

• and

• The document number exists.

and

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Where to Now?

• The underlying transaction has a valid transaction entry or inquiry form.

If there is no transaction detail associated with the serial number, an error message appears, advising you that this is an unknown transaction type.

Where to Now?

Read Chapter 5, “Advanced Processing” to learn about other

Serialized Inventory processing options.

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Chapter 5 Advanced Processing

Overview

......................................................................

5‐1

Using the RMA Forms

..........................................................

5‐2

Assign RMA

...............................................................

5‐3

Receive RMA from Customer

................................................

5‐5

Printing the RMA Customer Form

.......................................................

5‐7

Send RMA to Vendor

5‐7

Printing the RMA Vendor Form

..........................................

5‐9

Receive RMA from Vendor

.................................................

5‐10

Send RMA to Customer

....................................................

5‐11

Send RMA to Stock

........................................................

5‐13

Replace Damaged Serials

...................................................

5‐14

Warranty and Contract Maintenance

............................................

5‐15

Warranty Maintenance

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5‐16

Contract Maintenance

......................................................

5‐18

Registration Maintenance

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5‐20

Update Warranty

..........................................................

5‐22

Update Contracts

..........................................................

5‐23

Receipt Entry

.................................................................

5‐24

Shipment Entry

...............................................................

5‐27

Clear History

.................................................................

5‐30

Process Receipts

...............................................................

5‐31

Process Shipments

.............................................................

5‐32

Security

......................................................................

5‐33

...............................................................

5‐34

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Chapter 5 Advanced Processing

This chapter deals with the more advanced processing options available in Serialized Inventory.

Overview

RMA security permissions

Assign same user

The advanced processing options include the following:

•

Return Material Authorization (RMA) processing.

Issuing and processing RMA numbers and how this interacts with credit notes in Order Entry.

•

Warranty and Contract Maintenance.

Managing these from within

Serialized Inventory.

•

Receipt Entry.

Adding serial numbers to receipts created through

Purchase Orders after the standard receiving process.

•

Shipment Entry.

Adding serial numbers to invoices from Order

Entry after the standard Order Entry invoice functions.

This chapter also discusses clearing history and deferred serial number processing (the Process Receipts and Process Invoices features).

The RMA Customer form and the RMA Vendor form are available to

all users who have been assigned any RMA security permissions. For a list of RMA security permissions, see the section “Security,” later in this chapter.

We recommend that you assign the same user to all RMA functions.

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Using the RMA Forms

Return Material Authorizations (RMAs), also known as Return

Authorities or RAs, involves tracking a serialized item that has been sold to a customer but is returned, for example, because it has been damaged and needs to be sent out for repairs. In such cases, a serialized item can be tracked through Serialized Inventory by using the following RMA Maintenance functions, typically in this sequence:

•

Assign RMA.

Issue an RMA number to a serial number, pending its return.

•

Receive RMA from Customer.

Record the receipt of the stock (from the customer) that has been assigned an RMA number.

•

Print RMA Customer Form.

Print a form that shows the details of the RMA item that is received from a customer.

•

Send RMA to Vendor.

Return serial numbers issued with RMA numbers to a vendor.

•

Print RMA Vendor Form.

Print a form that shows the details of the

RMA item that is sent to a vendor.

•

Receive RMA from Vendor.

Receive serial numbers issued with

RMA numbers back from the vendor.

•

Send RMA to Customer.

Return serial numbers issued with RMA numbers to a customer.

•

Send RMA to Stock.

Return serial numbers issued with RMA numbers to stock for resale.

You can also replace the serial number of a damaged item with another serial number, by using the Replace Damaged Serials function.

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Using the RMA Forms

Assign RMA

The purpose of assigning an RMA number is to be able to keep track of a serial number from the point when a customer (end user) of the serialized item first calls and requests an action, to when they receive the serialized item back. The end user does not need to be a customer in the Accounts Receivable system.

You can assign an RMA number only to a serialized item whose status is Sold or Available. (Also, make sure you had not selected the

“Automatically Generate an RMA Number Starting From” option on the RMA tab of S/I Options.)

Note:

This function traces serial numbers, not inventory movements.

To assign an RMA number:

1. Double‐click the Assign RMA icon in the S/I RMA Maintenance folder, to display the following:

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Using the RMA Forms

2. Use the Finder to select the serial number quoted by the customer.

The Item Number appears automatically when you select the

Serial Number, but you can change it to another item as long as that item is also associated with this Serial Number.

Note.

There must be data in both the Serial Number and Item

Number fields as these are required segments that ensure that the correct record appears in the other fields.

3. In the RMA No. field, either type an RMA number, or click the

Assign button to automatically assign one (the program assigns a number that is based on the “Automatically generate an RMA number starting from” field on the RMA tab of the S/I setup

Options form).

4. Enter a customer number (that is, an existing customer from

Accounts Receivable), or select one using the Finder.

Add new customer

You can add a new A/R customer “on the fly” if needed: simply click the New button to open the A/R Customer form, then fill out the required fields, click Add, then click Close to return to the Assign RMA form.

5. Complete the other fields (optional), such as:

•

SI Customer.

When the customer is not in your Accounts

Receivable records, you can attach them as an SI‐only customer by using this field. You can:

− Create a new Serialized Inventory Customer. Select the New button to activate the S/I Customers form. Complete as appropriate. For more details, see the section about setting up customers in Chapter 2.

− Attach an existing Serialized Inventory Customer. Press the

F5 key or click the Finder to select a customer from the

End Users/Dealers list.

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Using the RMA Forms

•

RMA Date.

Enter the date that the serial number is assigned an RMA. (The default date is the current date.)

•

Note.

Attach one of your note codes to the RMA; for example, a note code with the description ”Power problems.” Enter the note code or add one by clicking the

New button and entering the information in the S/I Notes dialog box.

•

Reference.

For ad‐hoc information in relation to the RMA; for example, contact name.

• Comments. Add any other information about the item’s warranty and registration.

6. Once the details of the Assign RMA form are complete, choose either of the following:

• Click Save to assign the RMA.

This will create a new transaction in the history of the serial number, change the status to RMA – Pending, and assign an RMA number that can be quoted to the customer for tracking purposes.

• Click Close to close the form.

Your changes will not be saved.

Receive RMA from Customer

This function enables you to record the receipt of stock that has been issued an RMA number. You can use this function for a serialized item whose status is RMA – Pending.

Note:

This function traces serial numbers, not inventory movements.

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Using the RMA Forms

To receive RMA from a customer:

1. Double‐click the Receive RMA From Customer icon to display the following:

2. Use the Finder to select the RMA number quoted by the customer.

The Serial Number, Item Number, and Location associated with this RMA number appear automatically. You cannot change them.

3. Use the Finder to select the Customer.

4. Optionally complete other fields.

5. Choose either of the following:

• Click Save to accept receipt of the RMA. This will create a new transaction in the history of the serial number, and change the status to RMA – Received from Customer.

• Click Close to close the form. Changes will not be saved.

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Using the RMA Forms

Printing the RMA Customer Form

If you saved the entry, you can print the RMA Customer Form to give to the customer as a receipt for the returned item. The form provides information about the item, such as reference number, serial number, item number, description, customer contact information, and your company contact information.

To print the RMA Customer Form:

1. Double‐click the RMA Customer Form icon in the S/I RMA

Maintenance folder.

2. Accept the default report in the Use RMA Form field, or click the

Browse button to select a different report.

3. Use the Finders to select the range of RMA Numbers to display on the report.

4. Click Print.

Send RMA to Vendor

The purpose of sending an RMA to the vendor is typically for service or replacement.

You can then trace the movement of the serial number and the RMA.

You can use this function for a serialized item with a status of one of the following:

• RMA – Received from Vendor.

• RMA – Received from Customer.

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Using the RMA Forms

Note:

This function traces serial numbers, not inventory movements.

To send an RMA to a vendor:

1. Double‐click the Send RMA To Vendor icon in the S/I RMA

Maintenance folder.

The following form appears:

2. Use the Finder to select the RMA number associated with the item being sent to the vendor.

The Serial Number, Item Number, and Location associated with this RMA number appear automatically. You cannot change them.

3. Enter a vendor number or use the Finder to select one.

4. Complete the other fields (including):

•

Comments and On Contract information.

Add information for these sections as needed.

•

SI Customer.

See the description for SI Customer under

“Assign RMA” earlier in this chapter.

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Using the RMA Forms

•

RMA Date.

Enter the date that the serial number is sent to the vendor. (The default is the current date.)

•

Note.

Attach one of your Notes associated with sending the serial number to the vendor; for example, “Replaced battery.”

•

Reference.

Enter a contact name or vendor RMA number to connect the serial number with the vendor.

5. Once the details of the Send RMA To Vendor form are complete, choose either of the following:

• Click Save to send the RMA to the vendor.

This will create a new transaction in the history of the serial number and change the status to RMA Sent Offsite.

• Click Close to close the form.

Changes will not be saved.

Printing the RMA Vendor Form

If you saved the entry, you can print the RMA Vendor Form to send to the vendor along with the RMA item. The printed form provides information about the item, such as reference number, serial number, item number, description, vendor contact information, and your company contact information.

To print the RMA Vendor Form:

1. Double‐click the RMA Vendor Form icon in the S/I RMA

Maintenance folder.

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Using the RMA Forms

2. Accept the default report in the Use RMA Form field, or click the

Browse button to select a different report.

3. Use the Finders to select the range of RMA Numbers to display on the report.

4. Click Print.

Receive RMA from Vendor

Use this form when you receive an RMA that had been sent to the vendor.

You can then trace the movement of the serial number.

You can use this form for a serialized item whose status is RMA Sent

Offsite.

Note: This function traces serial numbers, not inventory movements.

To receive an RMA from a vendor:

1. Double‐click the Receive RMA From Vendor icon in the S/I RMA

Maintenance folder.

The following form appears:

2. Use the Finder to select the RMA number that has been received from the vendor.

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Using the RMA Forms

The Serial Number, Item Number, and Location associated with this RMA number appear automatically. You cannot change them.

3. Enter a vendor number or use the Finder to select one.

4. Complete the other fields (optional), such as:

•

RMA Date.

Enter the date that the RMA item was received from the vendor. (Current date is the default.)

•

Reference.

To record ad‐hoc information in relation to the receipt from vendor; for example, contact name.

•

SI Customer.

See the description for SI Customer under

“Assign RMA” earlier in this chapter.

•

Note.

Attach one of your notes associated with the return; for example, “Replaced battery.”

5. Once the details of the Receive RMA From Vendor form are complete, choose either of the following:

• Click Save to receive the RMA from the vendor. This will create a new transaction in the history of the serial number and change the master status to RMA—Received from

Vendor.

• Click Close to close the form. Changes will not be saved.

Send RMA to Customer

This form enables you to keep a record when you send an RMA item back to the customer.

You can use this form for a serialized item whose status is one of the following:

• RMA – Received from Customer.

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Using the RMA Forms

• RMA – Received from Vendor.

Note:

This function traces serial numbers, not inventory movements.

To send an RMA to a customer:

1. Double‐click the Send RMA to Customers icon in the S/I RMA

Maintenance folder.

The following form appears:

2. Use the Finder to select the RMA number being sent back to the customer.

The Serial Number, Item Number, and Location associated with this RMA number appear automatically. You cannot change them.

3. Use the Finder to select the Customer.

4. Optionally complete other fields.

5. Choose one of the following:

• Click Save to send the RMA to the customer. This will create a new transaction in the history of the serial number and change the status to Sold.

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Using the RMA Forms

• Click Close to close the form. Changes will not be saved.

Before closing the form, you can print the Sold Stock report: a. Click File/Print. The following dialog box appears:

b. Select Serial Number, Item Number, or Location in the Select

By field, then enter the range in the From and To fields. c. Choose Item Number or Location in the Sort By field, then click Print.

Send RMA to Stock

This function enables you to record the sending of an RMA item back to stock.

You can use this function if the status is:

• RMA – Received from Customer.

• RMA ‐ Received from Vendor.

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Using the RMA Forms

The procedure for using this form is similar to that described for

Send RMA to Customers, except that Send RMA to Stock will change the status to Available.

You can also print the Available Stock report from this form by clicking File/Print and then choosing the options you want printed on the report.

Replace Damaged Serials

This form enables you to replace the serial number of a damaged item that has a status of Sold with another available serial number.

The replaced serial number is marked as Not Available while the new serial number is marked as Sold.

To replace damaged serials:

1. Double‐click the Replace Damaged Serials icon in the S/I RMA

Maintenance folder.

The following form appears:

2. Use the Finder in the Damaged Serial No. field to choose the serial number that is being replaced.

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Warranty and Contract Maintenance

The Item Number appears automatically when you select the

Serial Number, but you can change it to another item as long as that item is associated with the serial number.

Note.

There must be data in both the Serial Number and Item

Number fields as these are required segments that ensure that the correct record appears in the other fields.

3. In the Replacement Serial No. field, enter the serial number that will replace the existing one.

4. Optionally complete other fields.

5. Click Replace to complete the entry, or click Close to exit without saving the entry.

Warranty and Contract Maintenance

Warranty and contract maintenance functions within Serialized

Inventory provide you with a means of identifying serial numbers that are under warranty or on contract.

You can place a serial number under warranty or contract using the following forms in Serialized Inventory:

• The following RMA Maintenance forms: Assign RMA; Receive

RMA from Customer; Send RMA to Vendor; Receive RMA from

Vendor; Send RMA to Customers.

• The Serial Number Edit form.

• The Warranty Maintenance, Contract Maintenance, and

Registration Maintenance forms (described later in this chapter).

Please note the following definitions:

•

Customer.

A purchaser of a serialized item. There are two types of customers for the purposes of warranties — end users and

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Warranty and Contract Maintenance dealers. These may be direct customers (end users) or they may be customers who resell the product (dealers).

−

End User.

A purchaser of a serialized product for his or her own use. End users can exercise warranties through registering their serial number (see the registration procedures). End users may have purchased the serialized product directly or from a dealer.

−

Dealer.

A customer who resells the product to an end user.

The dealer is usually the Accounts Receivable customer.

•

Warranty.

A warranty on a serial number is typically offered to end users or dealers.

The default warranty periods are set in the

Options form and are applied when the serial number is created.

•

Contract.

A contract reflects the warranty the business receives when they purchase goods from a supplier.

The default contract periods are set in the S/I Options form and are applied when the serial number is created.

•

Contract and Warranty Periods.

These are measured in numbers of days and are cumulative.

For a list of Warranty and Contract Maintenance security permissions, see the section “Security,” later in this chapter.

Warranty Maintenance

The purpose of warranty maintenance is to associate a serial number with warranty periods.

Default warranty periods are set in the S/I

Options form.

These will be applied when a serial number is added through standard processing.

However, you may amend the warranty periods manually through the Serial Number Maintenance form.

See also

Chapter 4

See the “Modifying Existing Serial Numbers” section in Chapter 4,

“Serial Number Maintenance.”

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Warranty and Contract Maintenance

To place a serial number under warranty, the serial number must have a status of BOM, SOLD, or any RMA status.

To place a serial number under warranty:

1. Double‐click the Warranty Maintenance icon in the

Warranty/Contract folder.

The following form opens:

2. Use the Finder to select the serial number quoted by the customer.

The Item Number appears automatically when you select the

Serial Number, but you can change it to another item as long as the item is also associated with this serial number.

Note.

There must be data in both the Serial Number and Item

Number fields as these are required segments that ensure that the correct record appears in the other fields.

3. To put the item under warranty, select the On Warranty option.

If necessary, change the Start date, End date, or description of the warranty periods 1, 2 or 3. Note that these periods are cumulative.

4. Complete the other fields (optional), such as:

•

Description.

This is the Serialized Inventory description, not the inventory description for the item.

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Warranty and Contract Maintenance

•

Customer.

This is the standard Accounts Receivable customer number.

•

SI Customer.

This is the customer number from the Serialized

Inventory database.

•

Sold Date.

This is the date the item was sold.

•

Note.

You can record a note associated with warranty maintenance.

•

Source Price.

This will default to the source price and can be changed to reflect new financial information.

5. When you are finished with the entry, choose either of the following:

• Click Save to save the details.

This will create a new transaction in the history of the serial number.

• Click Close to close the form.

Changes will not be saved.

Contract Maintenance

Contract Maintenance associates serial numbers with contract periods. Default contract periods are set in the I/C Options form. As a default, contract periods will be applied when a serial number is added through standard processing. However, you may choose to change the contract periods manually, using the Serial Number

Maintenance function.

Note the number of contract periods associated with the serial number must be greater than zero.

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Warranty and Contract Maintenance

To place a serial number on contract:

1. Double‐click the Contract Maintenance icon in the

Warranty/Contract folder.

2. Use the Finder to select the serial number.

The Item Number appears automatically when you select a

Serial Number, but you can change the item as long as it is also associated with this serial number.

Note.

There must be data in both the Serial Number and Item

Number fields as these are required segments that ensure that the correct record appears in the other fields.

3. To put the item under contract, click the On Contract option. If necessary, change the Start date, End date, or description of the contract periods 1, 2 or 3. Note that these periods are cumulative.

4. Complete the other fields (optional), such as:

•

Description.

This is the Serialized Inventory description, not the inventory description for the item.

•

Vendor.

This is the standard Accounts Receivable vendor number.

•

Stock Date.

This is the date the stock was received.

•

Note.

To record a reason or note associated with contract maintenance.

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Warranty and Contract Maintenance

•

Source Price.

This will default to the source price and can be changed to reflect new financial information.

5. When you are finished with the entry, choose either of the following:

• Click Save to save the contract details. This will create a new transaction in the history of the serial number.

• Click Close to close the form. Changes will not be saved.

Registration Maintenance

This form allows you to record the receipt of registration cards from customers against serial numbers. (Note that you can also enter registration information on the Serial Number Edit form, the Assign

RMA form, and the Receive RMA from Customer form.)

A serialized item can be registered if its status is Sold, any of the

RMA statuses, or marked On BOM.

To record the receipt of maintenance cards:

1. Double‐click the Registration Maintenance icon in the Warranty/

Contract folder.

The following form appears:

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Warranty and Contract Maintenance

2. Use the Finder to select a serial number for which a registration card has been received.

The Item Number appears automatically when you select the

Serial Number, but you can change the item as long as it is also associated with this serial number.

Note.

There must be data in both the Serial Number and Item

Number fields as these are required segments that ensure that the correct record appears in the other fields.

3. Select the Registered option, and then enter the registration date, or click the Calendar icon to select a date.

4. Complete the other fields (optional), such as:

•

Description.

This is the S/I description, not the inventory description for the item.

•

Customer.

Enter a customer number or select one using the

Finder. (The Finder displays the standard Accounts

Receivable customer list.)

•

SI Customer.

This is the customer number from the Serialized

Inventory database.

•

Sold Date.

Enter the date or click the Calendar icon to choose the date this item was sold.

•

Note.

To record a note associated with the registration.

•

Source Price.

This will default to the item price. This can be changed to reflect new financial information.

•

On Warranty.

Enter start and end dates of the warranty, and a description.

5. When you are finished with the entry, choose either of the following:

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Warranty and Contract Maintenance

• Click Save to add the registration details. This will create a new transaction in the history of the serial number.

• Click Close to close the form. Changes will not be saved.

Update Warranty

This option checks serial numbers marked as Under Warranty to determine if the warranty has expired. If the warranty has expired, a transaction is added to the history of the serial number and the serial number returns to the status it held prior to being placed on warranty. This in turn updates the master status.

Update Warranty should be run as often as you require up‐to‐date information on warranty commitments.

The following happens during the warranty update:

• If the date that the update is run falls outside the Under

Warranty transaction date plus the periods, then the serial number is returned to the status it held prior to being placed

Under Warranty.

• If the serial number is still within the warranty period, no change occurs.

To update a warranty:

1. Double‐click the Update Warranties icon in the S/I Periodic

Processing folder.

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Warranty and Contract Maintenance

The following form appears:

2. To filter the selection, select values for each of the From and To fields, and the “As At” date field.

3. Click Process to proceed with the update.

Update Contracts

This option checks serial numbers that are marked as On Contract to determine if the contract has expired. If the contract has expired, a transaction is added to the history of the serial number and the serial number returns to the status it held prior to being placed On

Contract. This in turn updates the master status.

Update Contract should be run as often as you require up‐to‐date information on contract commitments.

The following happens during the contract update:

• If the date that the update is run falls outside the On Contract transaction date plus the contract periods, then the serial number is returned to the status it held prior to being placed On

Contract.

• If the serial number is still within the contract period, no change occurs.

To update contracts:

1. Double‐click the Update Contracts icon in the S/I Periodic

Processing folder.

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Receipt Entry

The following form opens:

2. Select values for each of the From and To fields, and the “As At” date field to filter the selection.

3. Click Process to proceed with the update.

Receipt Entry

Serial numbers can be added to receipts processed through Purchase

Orders after the standard receiving process. This function adds further processing power to Serialized Inventory, allowing you to allocate serial numbers to items after they have been received.

You can use this feature under the following circumstances:

• When the warehouse is responsible for allocation of serial numbers.

• When expediency dictates that serial numbers are best allocated after the fact.

Receipts Entry security note

Users need security rights to both P/O Receipt Entry and S/I Process

Receipts (or Periodic Processing) to successfully process receipts in the S/I Process Receipts form.

For a list of Receipt Entry security permissions, see the section

“Security,” later in this chapter.

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Receipt Entry

To add serial numbers to receipts in Serialized Inventory:

1. Double‐click the Receipt Entry icon in the Serialized Inventory folder.

The following form appears:

Go button

2. In the P/O Receipt No. field, enter a receipt number. Use the

Finder to select an existing number in Purchase Orders, or type a number that does not exist in Purchase Orders.

3. Adjust the line number if necessary. The Transaction Date field defaults to the date of the underlying receipt.

4. If you entered a number that does not exist in Purchase Orders, enter the Item Number, Location and Required Quantity fields, and click the Go button located above the Required Quantity field. (Every time you change the Required Quantity field, click the Go button to update the “Remaining” count field.)

• The Required Quantity is the quantity that was received for the PO receipt. If you are recording a receipt that does not exist in PO, enter a quantity. For an existing PO receipt, the

Required Quantity field automatically displays this quantity, and you cannot edit it.

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Receipt Entry

One at a time

All at once

• If serial numbers already exist for the item, they will appear in the Existing Serial Numbers list.

5. Select a serial number in the Existing Serial Numbers list (if any appear) and press the Gen Next button. The number will appear in the Generated Serial Numbers list.

• If the serial number you selected is part of a sequence, every time you press the Gen Next button, the next number in the sequence will appear in the Generated Serial Numbers list.

• If the serial number is not part of a sequence or is at the end of a sequence, a new number will be generated every time you press the Gen Next button.

6. If the Existing Serial Numbers list is empty, you can generate numbers in the following ways:

• In the New Serial Number field, type the serial number that you want to generate, and then click the Add button. The serial number you entered will then appear in the Generated

Serial Numbers list. To produce the next sequential serial numbers, continue pressing Add as often as you require.

Once the Remaining field is zero, serial numbers will no longer be generated.

• If you have selected “Allow the user to auto‐generate serial numbers during receipt in PO and IC” in the setup Options form, the Auto Generate button appears in the Receipt Entry form. Enter a starting number in the New Serial Number field, then click the Auto Generate button. The system automatically generates the correct quantity of serial numbers and adds them to the Generated Serial Numbers list.

Note:

The serial number counts (Required Qty, Generated,

Remaining) are updated as serial numbers are generated.

7. Edit the serial numbers as necessary, in the following ways.

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Shipment Entry

• To remove one or more serial numbers from the Generated

Serial Numbers list, highlight the serial numbers, then click the Exclude button.

• To remove all the serial numbers listed in the Allocated

Serial Numbers list, click the Clear button.

8. Click the Post button to save the serial numbers that have been generated. (These are marked as Available once the transaction is posted.)

9. Repeat the above steps for each receipt line as necessary, then click Close.

Shipment Entry

Serial numbers can be added to shipments after the fact. This function adds further processing power to Serialized Inventory by allowing you to allocate the serial numbers to items after they have been shipped.

Shipment Entry security note

This can be a useful tool in the following circumstances:

• When the warehouse is responsible for allocation of serial numbers.

• When it is necessary to allocate serial numbers after the fact; for example, when a shipment is sent with a packing slip and the invoice follows separately, listing the serial numbers.

Users need security rights to both O/E Shipment Entry and S/I

Process Shipments (or Periodic Processing) to successfully process shipments in the S/I Process Shipments form.

For a list of Shipment Entry security permissions, see the section

“Security,” later in this chapter.

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Shipment Entry

To allocate serial numbers after shipping items:

1. Double‐click the Shipment Entry icon in the Serialized Inventory folder.

The following form appears:

2. In the O/E Shipment field, enter a shipment number. Use the

Finder to select an existing number in Order Entry, or type a number that does not exist in Order Entry.

3. If you entered a shipment number that does not exist in Order

Entry, select the Item Number and Location and then click the

Go button.

4. Enter an amount in the Required Quantity field, then click the

Go button again. (Each time you change the Required Quantity field, click the Go button to update the “Remaining” count field.)

If serial numbers are available for the item, they will appear in the Available Serial Numbers list.

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Shipment Entry

One at a time

All at once

5. Ship serial numbers using one of the following methods:

• Enter a serial number in the Selected Serial No. field and click Include (or accept the default and click Include). The serial number will appear in the Allocated Serial Numbers list. Repeat as necessary.

• From the Available Serial Numbers list, highlight a serial number, then click the Auto Allocate button The selected numbers will move to the Allocated Serial Numbers list.

Note:

The serial numbers count will be updated accordingly.

6. If you need to create serial numbers as you go, select the

Generate button. The Receipt Entry form will then appear.

See the “Receipt Entry in Serialized Inventory” section in this chapter for instructions about generating numbers.

7. Edit the serial numbers as necessary:

• To remove a serial number from the list of those allocated, highlight the serial number and double‐click it or click the

Exclude button.

• To remove all the serial numbers you have allocated, click the Clear button.

8. Click the Post button to save the serial numbers that have been allocated. (These are marked as Sold once the transaction is posted.)

9. Click Close.

Note:

All serial numbers that have been selected but not posted are marked as Not Available.

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Clear History

Clear History enables you to delete serial numbers, as well as their transactions.

For a list of Clear History security permissions, see the section

“Security,” later in this chapter.

To clear history:

1. Double‐click the Clear History icon in the S/I Periodic Processing folder.

The following form appears:

2. Complete the options on the form; then click Process.

Note that:

• Serial numbers with a status of Available and On Order cannot be deleted.

• Serial numbers are stored in one database table, and their transactions stored in another table.

• A serial number must have at least one transaction, so when you delete only the transactions for a serial number, one transaction

(the most recent one) will always remain for the serial number.

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Process Receipts

For example:

• If you enter 10 in Serial From and 20 in Serial To, and nothing in the “Clear serial transactions with a transaction date up to” field, the program will delete serial numbers 10 to 20 (except those whose status is Available or On Order), and all their related transactions.

• If you enter 10 in Serial From and 20 in Serial To, and 07/10/2010 in the “Clear serial transactions with a transaction date up to” field, the program will do the same as above. However, of the serial numbers in the 10‐to‐20 range that are not deleted (that is, are Available or On Order), all their transactions that are dated

07/10/2010 or earlier will be deleted, except for the most recent transaction.

• If you enter 07/10/2010 in the “Clear serial transactions with a transaction date up to” field, but nothing in both Serial From and

Serial To, the program deletes all transactions that are dated

07/10/2010 or earlier (except for the most recent transaction of each serial number), but does not delete any serial number records.

Process Receipts

If you selected Quick Post in PO on the Settings tab of the I/C Setup

Options form, serial numbers are generated, but not processed, when you post receipts in Purchase Orders. Instead, after you finish posting receipts, you can use the Process Receipts function at your convenience to process the serial numbers (or, if you use the process server, you could schedule the Process Receipts function in the process server). Deferring serial number processing improves the performance of the P/O receipt entry.

For more details about deferred serial number processing and Quick

Post in PO, see the section “Settings Tab,” in Chapter 2, “Setting up

Serialized Inventory.”

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Process Shipments

To use the Process Receipts function, double‐click the Process

Receipts icon in S/I Periodic Processing, then click Process.

For a list of Process Receipts security permissions, see the section

“Security,” later in this chapter.

Process Shipments

If you selected Quick Post in OE on the Settings tab of the setup

Options form, serial numbers are allocated, but not processed, when you post shipments in Order Entry. Instead, after you finish posting shipments, you can use the Process Shipments function at your convenience to process the serial numbers (or, if you use the process server, you could schedule the Process Shipments function in the process server). Deferring serial number processing improves the performance of the O/E shipment entry.

For more details about deferred serial number processing and Quick

Post in OE, see the section “Settings Tab,” in Chapter 2, “Setting up

Serialized Inventory.”

To use the Process Shipments function, open the S/I Periodic

Processing folder, double‐click the Process Shipments icon, then click the Process button.

Note that serial numbers are still printed on the shipment regardless of whether deferred processing is used or not.

For a list of Process Shipments security permissions, see the following section.

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Security

RMA

The following lists show security permissions for Serialized

Inventory functions.

• RMA security permissions include the following:

− Assign RMA

− Receive RMA from Customer

− Send RMA to Vendor

− Receive RMA from Vendor

− Send RMA to Customers

− Send RMA to Stock

− Replace Damaged Serials.

Note:

The RMA Customer form and the RMA Vendor form are available to all users who have been assigned any of the

RMA security permissions.

Warranty/Contract

Maintenance

Receipt Entry

We recommend that you assign the same user to all RMA functions.

• Warranty / Contract Maintenance security permissions include the following:

− Warranty Maintenance

− Contract Maintenance

− Registration Maintenance

− Periodic Processing

− Update Warranty

− Update Contract.

• Receipt Entry security permissions include the following:

− Periodic Processing

− Process Receipts.

Note:

Users need security rights to both P/O Receipt Entry and S/I Process Receipts (or Periodic Processing) to successfully process receipts in the S/I Process Receipts form.

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Where to Now?

Shipment Entry

Clear History

Process Receipts

Process Shipment

• Shipment Entry security permissions include the following:

− Periodic Processing

− Process Shipments.

Note:

Users need security rights to both O/E Shipment Entry and S/I Process Shipments (or Periodic Processing) to successfully process shipments in the S/I Process Shipments form.

• Clear History security permissions include the following:

− Periodic Processing

− Clear History.

• Process Receipts security permissions include the following:

− Periodic Processing

− Process Receipts.

• Process Shipments security permissions include the following:

− Periodic Processing

− Process Shipments.

Where to Now?

Read Chapter 6, “Inquiries” to learn how to make serial number inquiries.

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Chapter 6 Inquiries

Types of Inquiry

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6‐1

General Principles

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6‐1

Security Access

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6‐2

Customizing Inquiry Forms

.....................................................

6‐3

Moving Columns

...........................................................

6‐3

Setting Colors

..............................................................

6‐4

Inquiries

.......................................................................

6‐6

BOM

......................................................................

6‐7

Serial Number Details (Open Button)

.........................................................

6‐7

Transaction History

6‐8

Transaction Details

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6‐9

Transaction Source

......................................................

6‐9

Notes

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6‐10