inventory item setup & constants file

The difference between Fine Line Codes and The difference between Fine Line Codes and DepartmentsDepartments

FLC are assigned to G/L numbers, Dept aren’tFLC are assigned to G/L numbers, Dept aren’t

Fine Line Code SetupFine Line Code Setup• A FLC for every

sales G/L number

• Set up saves time and accuracy adding items

• All Inv and Sales report selections allow for FLC selection

• FLC more detailed than department

• Group FLC with same G/L# groups together

• If not using FLC now is the time

Department SetupDepartment Setup• Departments are

NOT Locations

• Departments allow you to quickly and easily select items your want on a report.

• A price listing will skip to a new page for each department.

• Sample agronomy department list

– Bulk fert

– Liquid fert

– Herbicides

– Insecticides

– Corn Seed

General LedgerMisc Hardware

General LedgerSteel Yard

General LedgerFeed

General LedgerAnimal Health

FLCHand Tools

BucketsChicken Waterers

Chicken FeedersPet BowlsPet ToysCollars

FLCField Fence

T-PostsLivestock Panels

Chicken WireGates

Water Tanks

FLCDog FeedCat Feed

Cattle FeedSheep & Goat Feed

Chicken FeedPig Feed

Rabbit Feed

FLCCattle Med

Cattle WormersPig Med

Pig WormersChicken Med

Pet MedPet Wormers

DEPTMisc Hardware

DEPTSteel Yard

DEPTFeed

DEPTAnimal Health

General LedgerMisc Hardware

General LedgerSteel Yard

General LedgerFeed

General LedgerAnimal Health

FLCHand Tools

BucketsChicken Waterers

Chicken FeedersPet BowlsPet ToysCollars

FLCField Fence

T-PostsLivestock Panels

Chicken WireGates

Water Tanks

FLCDog FeedCat Feed

Cattle FeedSheep & Goat Feed

Chicken FeedPig Feed

Rabbit Feed

FLCCattle Med

Cattle WormersPig Med

Pig WormersChicken Med

Pet MedPet Wormers

DEPTCattle

DEPTChicken

DEPTPet

DEPTHog

Item Master FileItem Master File

• Transfer # and Qty per Unit

• Item Code

Item Transfer and Qty per UnitItem Transfer and Qty per Unit

• Allows you to create different prices and sell the item by different unit of measure.

Inventory Transfer Qty per

Item Item Unit

1 LBS 1 50# Bag 50 50.00001 LBS 1 Ton 2000 2000.0000

50# Bag 50 1 LBS 1 0.020050# Bag 50 TON 2000 40.0000

TON 2000 1 LBS 1 0.0005CASE of 12 12 Qrt 1 0.0833

Qrt 1 CASE of 12 12 12.0000

Transfer Qty / Inventory Qty = Qty per Unit

Item Master FileItem Master File

• Transfer # and Qty per Unit

• Item Code

• Minimum Amt ($15.00 delivery)

• Manufacturer (chemical rebate)

• Inactive Code (all locations)

• Selling Item#

• Lot Tracking

• EPA#

F6 Mult UPC / Item UPC Number File MaintenanceF6 Mult UPC / Item UPC Number File Maintenance

• Allows as many UPC codes as needed

Boots

Jeans

Pet collars

• Checks for duplicate UPC codes

• UPC can be used in inventory receivers, transfers, and purchase orders

F8 Vendor Items / Item Reorder Number File MaintenanceF8 Vendor Items / Item Reorder Number File Maintenance

• Reorder number is the Vendor’s Item number

• The reorder number is usually on the packing list and invoice

• Purchase Factor in the Item Reorder screen only effects quantity and cost when the reorder number and vendor number is used in the Purchase Order and Inventory Receiving screens.

F8 Vendor Items / Item Reorder Number File MaintenanceF8 Vendor Items / Item Reorder Number File Maintenance

• Reorder numbers can be keyed in as item numbers in Purchase Orders and Inventory Receivers

• Reorder number will print on the Purchase Order and on the Receiver batch edit

Item Balance FileItem Balance File

• Purchase Factor in the Item Reorder screen only effects quantity and cost when the reorder number and vendor number is used in the Purchase Order and Inventory Receiving screens.

Item Balance FileItem Balance File

• Low price / High price

• Beginning Balance

• Selling Factor

• Inactive Code (per location)

• Promo pricing allows sales for a date range for all locations

Item Balance FileItem Balance File

• Valid margins enforced in counter invoicing

• Default Margin allocates a cost of sales

• Fuel Type used in contracting in AR

Changing Item NumbersChanging Item Numbers

• Allows a way to remove multiple items numbers for the same product.

• Some keep the vendors item as their item.

• Changes all purchase and sale history to the new item.

Creating Items in a new LocationCreating Items in a new Location

• Quickly create items into a new added branch location from an existing locations file.

Inventory Constants FileInventory Constants File

• Where merged inventory receivers post in the general ledger

• How merged inventory receivers effect cost

• How merged inventory receivers effect retail

• Need to setup for each location in the company

Inventory Constants FileInventory Constants File

• Accounting Method

Average

FIFO

Standard

Last

• LIFO at EOY

• Do you want to back order?

• G/L number for AP

Inventory Constants FileInventory Constants File

• The general ledger account for the accounts payable ledger account credited when you receive inventory that is not invoiced

• Should not be the same account number as the one you use for regular accounts payable

Inventory Constants FileInventory Constants File

• Answer Y allows the Retail in the Item Balance file to be updated when the IR batch is merged

Inventory Constants FileInventory Constants File

• Enter ‘Y’ to set the retail that was changed in the receiver for the receiving location for all locations.

• Enter ‘N’ if you want the retail to vary from location to location.

Inventory Constants FileInventory Constants File

• Enter ‘Y’ if you want the received cost a one location to update all other location’s replacement cost in the Item Balance file when the IR batch is merged.

Inventory Constants FileInventory Constants File

• N=Do not update the Inventory Cost file (U8ICOST) when Inventory Receivers are entered. The cost will be updated instead when the invoice is entered via AP.

• Y=Update the Inventory Cost file (U8ICOST) when Inventory Receivers are entered. The cost will also be adjusted when the invoice is entered in AP.

Inventory Constants FileInventory Constants File

• Use UPC at Receiving allows you to enter the UPC# in the Inventory Receiving screen and in Purchase Orders

Inventory Constants FileInventory Constants File

• Use UPC at Transfer Time allows you to enter the UPC# in the Inventory Transfer screen

• This allows entry of transfers from counter invoicing easier