(without dairytracker) user guide...data specialists, inc. page v about this document this guide...

Inventory Management (without DairyTracker)

User Guide V 1.1

Please direct comments or corrections to:

Tech Pubs Coordinator: Carrie A. Stowe

[email protected] 262-723-5726

Data Specialists, Inc.

Page ii

Table of Contents

ABOUT INVENTORY MANAGEMENT ........................................................................................................... 1

COMMON COMMAND BUTTONS, TERMS/FIELDS, AND OTHER CONTROLS .............................................. 2

MASTER FILES .............................................................................................................................................. 7

Maintain Test Import Templates ........................................................................................................................... 8

Maintain Template Columns ............................................................................................................................................. 10

Maintain Item ...................................................................................................................................................... 13

Performing a “Quick Lookup”............................................................................................................................................ 16

Entering Item Substitutions............................................................................................................................................... 17

Entering Items’ Units of Measure ..................................................................................................................................... 18

Entering Item GTINs .......................................................................................................................................................... 18

Maintain Product Group ...................................................................................................................................... 19

Other Window Controls .................................................................................................................................................... 20

Maintain Product ................................................................................................................................................. 21


Product Lab Tests .............................................................................................................................................................. 23

Maintain Warehouse ........................................................................................................................................... 23


Warehouse Locations ........................................................................................................................................................ 26

Maintain Warehouse Group ................................................................................................................................ 27


Add Warehouses to Warehouse Group ............................................................................................................................ 29

Add Warehouse Group Users ............................................................................................................................................ 29

Maintain Inventory Company Settings ................................................................................................................ 30


Maintain Intercompany UOM .............................................................................................................................. 33


Maintain Lab Tests ............................................................................................................................................... 35


Maintain Reason Code ......................................................................................................................................... 36



Page iii

Maintain Transaction Codes ................................................................................................................................ 38

Transaction Codes vs. Secure Transaction Codes ............................................................................................................. 40


Maintain Units of Measure .................................................................................................................................. 41


Maintain Inventory Hold Control ......................................................................................................................... 43


WORK WITH STOCK ................................................................................................................................... 46

View Stored Inventory ......................................................................................................................................... 46

Stock Detail Inquiry .............................................................................................................................................. 48

Inventory Transfers .............................................................................................................................................. 49

Navigating through Inventory Transfers ........................................................................................................................... 49

Creating Inventory Transfers ............................................................................................................................................. 50

Receipt of Purchase ............................................................................................................................................. 51

Returning a Selected Posted Inventory Item .................................................................................................................... 53


Receipt of Transfers ............................................................................................................................................. 56

Navigating Receipt of Transfers ........................................................................................................................................ 56

Processing a Receipt of Transfers...................................................................................................................................... 57

Stock Processor .................................................................................................................................................... 58

Enter Adjustments ............................................................................................................................................... 65

Best Practices .................................................................................................................................................................... 67

Reserve Stock for Order ....................................................................................................................................... 68

Cancel a Stock Reservation ............................................................................................................................................... 70

Return of Sold Stock ............................................................................................................................................. 71

Manual Return .................................................................................................................................................................. 73

PHYSICAL INVENTORY ............................................................................................................................... 74

Physical Inventory ................................................................................................................................................ 74

Create Snapshot ................................................................................................................................................................ 75

Count Selection ................................................................................................................................................................. 76

Print a Physical Count Worksheet ..................................................................................................................................... 82

Print a Physical Inventory Variance Report ....................................................................................................................... 84

Posting Physical Inventory ................................................................................................................................................ 87


Page iv

Reverse Physical Inventory Post .......................................................................................................................... 92

Snapshot Rollforward........................................................................................................................................... 93

LAB ............................................................................................................................................................ 96

Test Import Templates ......................................................................................................................................... 97

Maintain Test Import Templates ......................................................................................................................... 98

Maintain Tests and Grades ................................................................................................................................ 101

Window Controls and Fields ........................................................................................................................................... 102

Maintain Tests ................................................................................................................................................................. 104

Maintain Grades .............................................................................................................................................................. 107

Add Test Result ............................................................................................................................................................... 110

View Hold History ............................................................................................................................................................ 111

Composite Test Identifiers ................................................................................................................................. 112

Window Controls and Fields ........................................................................................................................................... 113

INQUIRIES ................................................................................................................................................ 115

Staging Table Errors ........................................................................................................................................... 116

Inventory Company Settings Inquiry.................................................................................................................. 117

InterCompany UOM Master Inquiry .................................................................................................................. 118

Item Master Inquiry ........................................................................................................................................... 119

Lab Test Master Inquiry ..................................................................................................................................... 120

Product Master Inquiry ...................................................................................................................................... 121

Product Group Master Inquiry ........................................................................................................................... 122

Reason Code Master Inquiry .............................................................................................................................. 123

Stock Detail Inquiry ............................................................................................................................................ 124

Transaction Code Master Inquiry ....................................................................................................................... 128

UOM Master Inquiry .......................................................................................................................................... 129

Warehouse Group Master Inquiry ..................................................................................................................... 131

Warehouse Master Inquiry ................................................................................................................................ 132


Page v

About this Document

This guide serves as a high-level reference and user guide for DSI’s Inventory module. It is not intended as a training manual, nor is it intended to align with your business’s standard operating procedures, but rather: to provide enough information about the software so that you can get your job done. Therefore, some features and functions may not pertain to your particular operating environment.

The intended audience are logistics staff, including order entry and warehouse personnel with beginning to intermediate knowledge of the DSI Software and whom are also familiar with basic computer operations and systems. Experience with inventory management or processing in the dairy or food manufacturing business is also helpful.

Finally, this guide assumes you do not have DairyTracker installed, which makes the system operate a bit differently. If you are using DairyTracker, please contact DSI technical support to ensure you have the correct version of this document.

As DSI software is a living entity, so is its documentation. It is possible that there are functions documented within to which you do not have access. As always, if you have any questions, please don’t hesitate to contact us.

Revision History

Version Date Author(s) Sections/Content Changed

1.0 February 2013 Dave Strom Maddie Green

First version

1.1 April 2017 Carrie A. Stowe Edit and update as needed.


Inventory Management User Guide v1.1, April 2017 Page 1

About Inventory Management

The Inventory module from Data Specialists, Inc. (DSI) tracks your varied inventory in the form of raw materials and finished goods. The system uses unit of measure and random weights to ensure accurate data recording during shipping and receiving, helping your users determine product needs for vendors and customers using the following applications:

Master Files—These are configuration files common to most functions in the module. These files must be set up before you can really start to use any of the features and functions of Working with Stock or Physical Inventory, for instance.

Work with Stock—This application gives you access to a collection of day-to-day activities used in the management of inventory. Its functions provide you with a means to record everything from receipt-of-purchase to returns of sold stock.

Physical Inventory—This application provides you with tools to reconcile book and physical inventory and to track inventory variances. In addition, it offers several analytical inventory reports to assist you with tracking inventory activity

Inquiries—This application provides quick access to read-only views of various master file records. This way, you can examine and access data without the worry of accidental changes or superfluous workflows. For a system administrator, it’s a great way to be specific about which user groups have access to which functions.



Common Command Buttons, Terms/Fields, and Other Controls

The following window elements are common throughout the system:

This field or control or term

is used to…

/ Click OK to confirm data entry or to save a completed record to the database.

Click this Search/Locator button that is next to a particular field to open a selector window such as that shown here. There are two ways to make a selection:

When you locate the selection you want, you can either double-click it to populate the field from which you clicked the Search/Locator button;

Or you can highlight is as shown here and click Select.

Once you’ve made your selection, the Selector window closes.

In this example, a Route field is used in conjunction with the Position button to narrow down a selection search.

This button typically works in conjunction with a field to assist with a search through a large number of records. Enter the data indicated by a field and then click this Search/Find button.

In other windows, it might be used to open an advanced search window.

Acts in conjunction with a field to further search for a selection/record to insert in a parent window. You enter search data in a given field and then click Position.

Selects a highlighted record for insertion into a field of a parent window. The selector window closes after you click Select.

Deletes the selected record.

Refreshes the current window’s data from the database, displaying the most current information in the system.

Click this Browse button to use your Microsoft Windows browse/select tool to access, save, or open a non-DSI file.

Once you locate and select (or type in the File path for) the desired file, click Confirm.

Continued on the next page.




is used to…

Click this Open Properties button to open the properties of a selected record to view or change its data.

/

A yellow Notes button indicates there is one or more notes associated with the current record.

A white Notes button indicates there are no notes associated with the current record.

Click this Notes button to type a note and/or add a non-DSI file to the current record.

IMPORTANT: Remember to click OK ( ) at the bottom of the window to save your notes and/or attachments and close the Note window.

The Save button ( ) on the Note window saves your current work, but keeps the window open and does not act like the OK button does.

After a note (with or without an attachment) is saved ( ), you can still edit it to continue annotation or attach more files as desired. See how the window appears a bit different when there is a note and/or an attachment associated with a record:

You can double-click on a Note record to open it for editing. There’s an additional

command button on the toolbar, which works in conjunction with the Position by Date field to help you narrow a search through a large number of records. Fill in the field and then click the Search/Find button.

Another helpful search-minimizer is the Show All Users check box—select it to see Notes created by yourself plus other users who have created notes associated with the current record. Clear the check box to only see your own notes.

Click this Add New button to create a new record for the parent window.

Click this folder button to open an additional window related to the current window or to open details of a selected record.





is used to…

Grid

In the programming language used to develop DSI software, a window that populates with data—as in rows and columns of information—is often referred to as the window’s “grid.”

So you may see this term interchanged with “list” or “window list” or “columns of information,” and so on.

You can customize your view of this area by holding down the CTRL key + click-and-drag columns to the desired place. You can also re-size columns via click-and-drag; release the mouse at the desired width.

Click once on a single column heading to sort records in ascending/descending order.

Sometimes grids are quite big. When this is the case, remember you can scroll right/left and oftentimes: resize the whole window.

Copy selected data to ease your data entry tasks:

Select a record that contains data similar to a new record you must enter, such that all the fields are pre-filled with the selected record’s information.

Click this toolbar button to copy the data.

Edit the necessary fields to create your new record, such as the Mailbox Name.

Click Apply to save your new record.

This is usually used in conjunction with some named field. For instance, you might enter a known field name in a ‘Search Word’ field and then click Search. Any records containing the alphanumeric text you entered is returned to the current window.

You can enter partial names, but the search is case-sensitive!

This Search/Find command button sometimes opens an advanced search window, allowing you to specifically customize and perform a search.

1) Select (highlight) a search parameter.

2) Define one or more specific queries (database search operators).

3) Click Insert to insert the parameter(s) + queries into the lower portion of the window. Use the other command buttons as needed—they operate on the current search parameters.

4) Repeat 1 – 3 to enter additional parameters and click Use.

Note the advanced search window does not find partial searches. You must be specific with your selections/entries, but the search is not case-sensitive.

Results are returned in the Source/Destination Selector window, where you can select the desired record to populate the Source Dest Code field of the parent window.




is used to…

Favorites

Right-click on a frequently-used function and select Add to Favorites. This adds a Favorites area to your main DSI menu, and they are specific to your login—so arrange them to your liking.

When adding a favorite, you can change its system-generated name. Change it and click Apply or Cancel the operation as desired.

When your Favorites area has been created, you can expand it to use and manage all your favorites, including changing the description or removing a function.

Click this button to clear existing fields in preparation for entering a new record.

Click this button to apply new data to the database.

Continue New

Select this check box to expedite data entry when entering multiple records in one sitting. Its normal operation is cleared by default.

Click this button to delete the currently-selected record from the database.

Click this button to clear the fields and refresh the record list of the current window.





is used to…

Tailors

Tailors are system configurations that tell the DSI software how to behave under certain circumstances and they almost always depend on your company’s SOPs. They are set up during system implementation and are rarely changed beyond that.

There is a Security application (NXASEC060.exe), accessed separately from the main DSI menu and only by system administrators with express permissions to access and change these configurations.

You should be aware of “tailors” in case something isn’t acting as you expect—it may be a simple system configuration issue. Check with your onsite system administrator and see if that might be the case.

/ Use these buttons on a selected record to move it up or down within the chronology of a list.



Master Files

Master Files are configuration files common to most functions in the module. These files must be set up before you can really start to use any of the features and functions of Working with Stock or Physical Inventory, for instance. Master files are organized into the following applications:

Inventory > Master Files

Configure your Inventory module using the following functions:

Maintain Test Import Templates – This function is used to create and import lab .csv files and apply test scores based on established criteria like lab sample IDs or bills of lading.

Maintain Item – Maintain Item function is used enter and maintain item records including an item’s type, pricing, substitutions, and various units of measure.

Maintain Product – Products are used to group items for reporting and production purposes. A single product can encompass many items.

Maintain Product Group – Product Groups classify like products for selection and sequencing on various reports. Product Group is the broadest level of classification an item can have.

Maintain Warehouse – This function maintains the system’s warehouses and related data. The warehouse codes you define here are used to track inventory detail records at the warehouse level.



Maintain Warehouse Group – This function allows you to arrange warehouses into logical groups for warehouse transfers, including Sold and Hold stock transfers. Warehouse Groups also are used to grant authority to users to perform secured transactions in specific warehouses.

Maintain Inventory Company Settings – This function allows you to add the test codes you want displayed on lab test reports. These codes will print on your bills of lading and other reports and reflect such codes as BF for “butterfat” or SNF for “solids non-fat.”

Maintain Intercompany UOM – This function allows you to enter conversion factors for intercompany transactions.

Maintain Lab Tests – This function allows you to create and maintain lab test master definitions. Lab test definitions are used in the Product Master file (Maintain Product) to specify which lab tests should be performed on items belonging to that product.

Maintain Reason Code – This function allows you to create and maintain reason codes used during manual adjustments, return of sold stock, and grading.

Maintain Transaction Codes– This function works with user logins to allow access to certain system transactions related to inventory, production, and distribution.

Maintain Units of Measure – Use this function to create and maintain units of measure (UOMs).

Maintain Inventory Hold Control – Use this function to tell the system how to handle inventory holds on product.

Maintain Test Import Templates

The Maintain Test Import Templates function lets you create and import lab .csv files and apply test scores based on established criteria like lab sample IDs, bills of lading, primary tickets, or primary/secondary tickets. You can update results for inventory, agreement, producer, source, and destination components.

Inventory > Master Files > Maintain Test Import Templates



1. To add a new template, click New at the bottom of the window and then complete the following fields:

TEMPLATE The name of the new test import template.

DESCRIPTION A unique description of the template.

IMPORT TO

Choose the type of test. (LSLP = Liquid Sales/Liquid Procurement)

Inventory (for pulling test results for finished goods into the system). Once results are successfully imported, they can be reviewed in the Maintain Tests and Grades function. This is also where data related to COAs live.

LSLP Agreement Components (for market administration; displays as its own line item on the Load Entry’s Tests tab).

LSLP Destination Components (for plants or other defined warehouses; displays as a Destination line item on the Load Entry’s Tests tab).

LSLP Producer Components (for farm; displays as its own line item on the Load Entry’s Tests tab).

LSLP Source Components (for third parties; displays as a Source line item on the Load Entry’s Tests tab).

ALLOW UPDATES Select this check box to permit the system to override existing test scores with new values.

START LINE The line on which results start in the .csv file.

MATCHING CRITERION Identifies how to match results to loads.

APPLY TO ALL CODES Select this check box to apply the template to all destination codes.



APPLY TO ALL ITEMS Select this check box to apply the template to all item codes.

2. When finished entering required fields, click Apply.

This creates a placeholder for a new import template.

Maintain Template Columns

To define the behavior that the system should take when importing a new test import file, you must tell the system what to expect when the import occurs. This means defining the behavior for each column of information the system encounters during the import process:

1. Select the template placeholder in the template list and then click the C command button

( ) on the toolbar.

Perform the same operation when modifying an existing test import template.

This opens the Maintain Columns window as shown below.



2. Tell the system what to expect from the imported .csv file.

For instance, here’s your .csv file:

You’re throwing out the No. column and your matching criterion is B.O.L. (bill of lading).

Your task is to match up columns between your intended import file (column definitions) and the Test Template.

In the Maintain Columns window, each column position is numbered by Position and Contains a drop-down list of values to correspond to the lab’s .csv file values.

This is a one-time setup that you won’t normally need to change.

See the example below.



3. For each match needed, select the appropriate matching value from the drop-down list.

If there is a comma you need to accommodate, then leave a blank Position for it.

You can always move values as needed by selecting one and clicking the up/down arrows ( /) at the bottom left of the window.

4. When finished, click OK at the bottom of the window ( ) and close it.

An example of a finished Maintain Columns window is shown below:



You’re ignoring the Lab Sample ID column because the system sees it as record-matching criteria and since you can only have one criterion, you are using Bill of Lading instead.

For this example, you don’t care about capturing Tank/Farm or Date data for test results, so you’ve just ignored them by not entering them into the window.

Also, if no tests are imported, you want a default value of 0.0000 to be read by the system for test results and therefore you’ve selected the Default check box for all test readings.

Maintain Item

The Maintain Item function is used enter and maintain item records including an item’s type, pricing, substitutions, and various units of measure.

A master record must exist for every single item in your inventory:

Raw Materials such as boxes, jugs, stabilizers, or labels

Finished Goods such as jalapeno pepper or reduced-fat cheese, delac, or whey

Dry Dairy Ingredients such as powders, vitamins, or sweeteners

Dairy Liquids such as milk, mix, or liquid condensed whey.

When to create a new item?

... a new item identifier should be assigned whenever a variation in attributes can have a meaningful effect on the item's making, ordering, or shipping functions in the system. Define your item schema:

Alphanumeric and ALL CAPS

Stay away from creative characters and complex naming conventions

Consider “smart numbering”

o Average of 6 characters in length is recommended

o Use a hyphen to chunk up an item ID if it will be > than 6 or so characters

o Data entry errors increase as your item numbers get longer or more complex

o No leading zeroes

o Numbers are easier and faster to type than letters

Think Product Group >> Product >> Item



Inventory > Master Files > Maintain Item

1. Enter or change data as required:

ITEM Item identifier.

ITEM TYPE The type of item. Choose from the functions Finished Goods, Raw Material, Dairy Liquid, or Dry Dairy Ingredient.

DESCRIPTION A unique 50-character description of the item.

2ND DESCRIPTION (Optional) Use this field for additional descriptions of the item.

USER FIELD 1 & 2 A placeholder field. During your initial system setup, DSI can configure these fields to capture information that would be useful to you.

PRODUCT Choose the item’s product type (for example, Butter Product, Mozzarella, Ice Cream Mix, etc.) from the drop-down list.



MFG USAGE Enter the correct classification for the cost of this item if used as a raw material. Choose Non-Dairy Ingredient, Dairy Liquid, Packaging, or Dairy Ingredient from the drop-down list.

SHRINKAGE % The amount of shrinkage that will occur in production.

INVENTORY U/M

The inventory unit of measure is the inventory quantity. This field reflects how a raw material item is used in manufacturing. Choose from the available functions in the drop-down list.

If this is a random weight item, the value in this field must equal the common weight unit of measure code in the Inventory Settings master.

QTY PER (NET WT)

If the inventory unit of measure for this item is not equal to the common weight unit of measure in the Inventory Settings master, this field must contain the net weight of one inventory unit of this item. This field is used in the Distribution application to calculate net weight.

For example, the common weight unit of measure in the Inventory settings master file is “pounds.” The inventory unit of measure for the item vanilla ice cream is “gallon.” Since the unit of measure is not the same, you must enter the net weight in pounds for one gallon of vanilla ice cream.

ABBREVIATION A unique abbreviation for this item.

RANDOM WEIGHTS Select this check box if the item is a random weight item.

LOT CONTROLLED Select this check box to enforce mandatory lot assignments.

UNLIMITED

INVENTORY Select this check box to identify an unlimited item not carried in inventory (water or waste, for example).

ALLOW NEW

ACTIVITY Select this check box if you wish to allow new activity on the item. This means that the item is active and new transactions including it can be conducted.

MAY BE SOLD This check box indicates that the item is available for sales to customers in the Distribution module.

TAXABLE Select this check box to indicate that the item is taxable.

SUG RETAIL PRICE The item’s suggested retail price. This prints on documents in the Distribution module. Use with caution, as some documents are customer-facing and you might not want to expose this information.

MIN ORDER QTY The minimum order quantity.

MIN ORDER POINT The lowest inventory quantity allowed before re-ordering.

MAX QTY ON HAND The maximum quantity you are allowed to have on hand based on inventory unit of measure. Cycle count reports are available to monitor this quantity.

GTIN/UPC The item’s Global Trade Identification Number or Universal Product Code.



TARE WEIGHT The tare weight of the item per physical unit of measure. This is used in shipping when you have DSI’s Distribution module installed.

NET WIDTH The net width indicates the item’s width. Use the common dimension unit of measure in the Inventory Settings window.

NET HEIGHT The net height indicates the item’s height. Use the common dimension unit of measure in the Inventory Settings window.

NET LENGTH The length of the item. Use the common dimension unit of measure in the Inventory Settings window.

PALLET COUNT The maximum number of items (based on physical units of measure) that can reside on a pallet.

PALLET HEIGHT The pallet height.

LEAD TIME IN DAYS The typical number of days from order to receipt of item.

SALES ANALYSIS

CODE (Optional) You can enter a sales analysis code for reporting purposes.

ABC CODE (Optional) A functional inventory ranking code used for Cycle Count reporting.

EXPIRATION DAYS The shelf life (in days) of an item. This is used in the Distribution module to alert users if a product expires prior to shipment or does not meet a customer’s minimum expiration days.

2. Click Apply to save your changes, creating the new item. This also saves any changes you’ve made to an existing item record.

This causes the Units of Measure window to open.

3. Proceed with Entering Items’ Units of Measure (page 18).

Performing a “Quick Lookup”

This short-cut command only works in the Inventory module within the Item Master Maintenance Window. It is a utility that is for your convenience only.

To quickly locate an existing item among a long list of items:

1. Click New at the bottom of the window ( ) so that all item fields are empty.

2. Type partial or full data for the Item ID in the Item field and then click Refresh ( ).

This refreshes the item list so that your typed data is now listed at the top of the list.



Entering Item Substitutions

This command provides a way to record substitutions that should be used instead of the item, should it become unavailable in inventory. This function does not provide item substitutions for the system to use automatically.

Substitute items are given a numeric rank that record in which priority substitutions should be made.

The system does not automatically perform the substitution for you. So you would look here to see what should/could be substituted and then return to the order form (for example) and use the desired substitute item.

You can store as many item substitutions as you want.

1. To enter or maintain an item’s allowable substitutions, select the desired item and then click Edit

Item Substitutions ( ) on the toolbar.

This opens the Substitution Items window shown below.

2. Enter the substitution item ID in the Substitute Item field or double-click within the field to launch the Item Selector window and populate the Substitute Item from there.

3. Assign the substitution item a numeric rank in the Rank field and click Apply.

For example, this means to use the Rank 1 Substitute Item first, Rank 2 second, and so forth.

4. Repeat as needed and close the Substitution Items window when finished.



Entering Items’ Units of Measure

1. To enter and maintain an item’s unit of measure, click Edit Item Units of Measure ( ) on the Item Master Maintenance toolbar.

This opens the Units of Measure (UOM) window.

2. Define for each UOM classifications:

Inventory UOM is the quantity unit of measure on which all others are built and is the required measure for raw materials. Typical Inventory Units of Measure include pounds, each, 8 oz., 6 oz., and gallons. This is the unit of measure used with the values in the Minimum Order Point and Maximum on Hand fields in the item master.

Physical UOM tracks inventory items as they are physically counted or stored. Typical Physical Units of Measure might include 50# bag, 125/CS, 12/8 oz., etc.

Pricing UOM prices an item to a customer. Typical pricing units of measure include 12/8 oz., pounds, case, etc.

Purchase UOM prices an item received from an outside vendor. This is also the unit of measure used for the Minimum Order Quantity field in the item master.

Purchase Cost UOM prices an item when purchased from an outside vendor.

Selling UOM prices an item for customer sales.

Reporting UOM allows customers to customize a UOM specific to reporting.

3. Click Apply to save your changes, which returns you to the parent window.

4. Click Apply again in the parent window and then close all windows when finished.

Entering Item GTINs

This command provides a way to record an item’s GTIN (Global Trade Item Number) or UPC (Universal Product Code) information.

Can be used to retrieve pre-defined information about the item.

Does not override existing GTIN/UPC field contents in the Item Master record.



Creates additional GTINs to associate with the item.

1. To enter or maintain GTIN or UPC information for an item, select the desired item and then click

Item GTIN Maintenance ( ) on the toolbar.

If there is already a GTIN assigned to the item, it will be displayed:

2. Select either Mfg Sequence or Order/Invoice GTIN Type from the drop-down list.

3. Type the actual GTIN or UPC number in the GTIN field and click Apply.

4. Repeat as desired and close the window.

Maintain Product Group

Product Groups classify similar products for selection and sequencing on various reports. Product Group is the broadest level of classification an item can have. Product Groups are normally set up by your onsite system administrator.

Product Groups contain products; therefore, it makes sense to set up product groups before setting up products.

Examples of product groups include: Conventional Dairy Products, Organic Products, Ingredients, Packaging, Butter, Cheese, or Dairy Liquids.

Inventory > Master Files > Maintain Product Group

1. Double-click the Maintain Product Group function to open the Edit Product Groups window.



2. Enter or change data as required and click Apply when finished.

PRODUCT GROUP The product group name.

ABBREVIATION An abbreviation for the product group.

GRADABLE Select this check box if the items in the product group are gradable. If not selected, then items in the group are not visible via the Maintain Grades function.

REPORT SEQUENCE

(Optional) The order in which you want this product group listed in a report.

NOTE To get a display-only view of product groups in the database, without opening this function to make changes, you can use the Product Group Master Inquiry.

Other Window Controls


is used to…








Continue New

Select this check box to expedite data entry when entering multiple records in one sitting. Its normal operation is cleared by default.


/ Click either of these buttons to clear the fields and refresh the record list of the current window.



Maintain Product

Products are used to group items for reporting and production purposes. A single product can encompass many items.

Inventory > Master Files > Maintain Product

1. Double-click the Maintain Product function to open the Edit Products window.

2. Click New ( ) to enter a new product or select (highlight) an existing product in the list at left and make desired edits.

3. Enter or change data as required and click Apply ( ) when finished.

PRODUCT The product name.

PRODUCT GROUP

Select the product group to which this product belongs from the drop-down list.

If you find you need to create a new Product Group to accommodate the product,

you can click the browse button ( ) to access and enter a new group if needed (using the instructions from “Maintain Product Group”).

ABBREVIATION A unique abbreviation for this product.



RECEIPT STATUS

The receipt status defines the product’s default availability. Select Quality Hold (for lab analysis) or Available from the drop-down list.

IMPORTANT: Note that changing this status on a product does not update the status of existing inventory.

This value defines the default on any new purchases and production entries.

If inventory is marked as Quality Hold, its status must be upgraded to Available via your standard operating lab processing procedures in order to use that inventory in production or sell it to a customer.

ITEM CLASS

(Optional)

Use this field to ensure synchronized validation of item records between DSI and MS Dynamics GP. The value entered here must match that which is entered in Dynamics GP precisely or the financial-interface synch will not work.

REPORT SEQUENCE The order in which you want this product group listed in a report.

NOTE To view master products without opening this function to make changes, use the Product Master Inquiry.



is used to…








Continue New

Select this check box to expedite data entry when entering multiple records in one sitting. Its normal operation is clear by default.



Click this button to Edit (or Add) Lab Tests associations with a selected Product.

The actual lab test requirements and acceptable thresholds for each type of test are defined at the customer level (Distribution > Master Files > Customer Master details), and processed per your SOPs via Inventory Lab functions (see “Lab,” page 96).



Product Lab Tests

As stated in the table above, you can click Edit Lab Tests ( ) from the Edit Products toolbar to open and work in the Lab Tests…for Product window:

1. To add a Lab Test for the current product, select it from the Lab Test drop-down list.

Before you can add or edit lab test to associate with a product, lab tests must first be defined. See

“Maintain Lab Tests” on page 35 for more information. The browse button ( ) in the above window will open a Maintain Lab Tests window as well, where you can add new tests on-the-fly.

2. If you want the lab test to appear on a grading sheet, select the Print on Grading Sheet check box. Otherwise, leave it clear.

3. Click Apply and repeat as necessary.

Maintain Warehouse

The Maintain Warehouse function maintains the system’s warehouses and related data. The warehouse codes you define here are used to track inventory detail records at the warehouse level.

NOTE

If you will be utilizing Sold and Hold procedures, you must define Sold and Hold warehouses here. These may also be referred to as “intercompany” warehouses by the system. To understand configurations necessary for intercompany order processing, please see Appendix A.

All warehouses must belong to a warehouse group (see page 27), even if the group only contains a single warehouse.

Inventory > Master Files > Maintain Warehouse



1. Double-click the Maintain Warehouse function to open the Warehouses window.

2. Click New ( ) to enter a new warehouse or select (highlight) an existing warehouse code in the list at left and make desired edits.


WAREHOUSE The warehouse name, ID, or code.

DIVISION The warehouse’s division (typically unavailable for editing).

ABBREVIATION A unique abbreviation.

DESCRIPTION The warehouse’s description.

ADDRESS LINE 1 The warehouse’s street address.

ADDRESS LINE 2 (Optional) Additional street address information.

CITY The warehouse’s city.

STATE The warehouse’s state.

ZIP The warehouse’s zip code.

PHONE NUMBER

AND EXT The warehouse’s phone number and functional extension.

FAX NUMBER

AND EXT

(Optional) The warehouse’s fax number and extension.

Because fax numbers are rarely used anymore, you may wish to use these fields for alternate information.



TRANSMISSION

NUMBER AND

EXT

(Obsolete) These fields are no longer used. You may use them to track additional data if you wish.

CONTACT

PERSON A point of contact for the warehouse.

EMAIL ADDRESS The contact person’s email address.

DUNS CODE DUNS# stands for Data Universal Number System, which is a unique nine-digit numbering system used to identify businesses. Numbers are obtained through Dun and Bradstreet.

ALLOW NEW

ACTIVITY

(Required) Select this check box if the warehouse is active and can be included in

new transactions. The selection is made for you by default.

Clear it if you want users to stop using it as a resource in shipping/receiving, etc.

Best Practice is to make a warehouse Inactive rather than delete it, so that the

database retains shipping/receiving history.

SOLD & HOLD

STOCK

If you will be utilizing Sold and Hold procedures, you must define Sold and Hold warehouses, which means you must select this check box if the current warehouse will be used for Sold & Hold purposes.

These may also be referred to as “intercompany” warehouses by the system. To understand additional configurations necessary for intercompany order processing, please see Appendix A.

Note that this check box is only available when you are creating a new warehouse;

and once the designated is applied, it cannot be changed.

Multiple Sold and Hold sites can be maintained and are not necessarily separate physical facilities. To view Sold and Hold stock, use the View Stored Inventory function. Data can be filtered by Customer, Warehouse, and Item.



is used to…








Continue New




Click this button to Edit (or Add) warehouse Location associations with a selected warehouse, such as aisle or bin, etc.



Warehouse Locations

Click Edit Locations ( ) on the Warehouses toolbar to open the Locations… window as shown below.

1. Click New ( ) to enter a new Location or select (highlight) an existing one in the list at left to make desired edits.


LOCATION A unique Location ID.

DESCRIPTION The Location’s description.

ABBREVIATION An abbreviation for the location.

ALLOW NEW

ACTIVITY

Select this check box if the location is active and can be included in new

transactions. The selection is made for you by default.


Best Practice is to make a location Inactive rather than delete it, so that the database retains shipping/receiving history.

IN TRANSIT Select this check box to designate the location as an in-transit/temporary one.

3. Close the Locations window when finished.



Maintain Warehouse Group

The Maintain Warehouse Group function arranges warehouses into logical groups for warehouse transfers, including Sold and Hold stock transfers.

Warehouse Groups also are used to grant authority to users to perform secured transactions in specific warehouses. For instance, you might want to group all your cream tanks into a warehouse group and prevent warehouse personnel from making pricing adjustments to cream products.

(To understand configurations necessary for Sold and Hold stock transfers, please see Appendix A.

NOTE All warehouses must belong to a warehouse group, even if the group only contains a single warehouse.

Inventory > Master Files > Maintain Warehouse Group

1. Double-click the Maintain Warehouse Group function to open the Warehouse Group window.

2. Click New ( ) to enter a new group or select (highlight) an existing group in the list at left and make desired edits.

3. Enter or change data as required and click Apply

( ) when finished.

LOCATION A unique Location ID.

DESCRIPTION The Location’s description.

ABBREVIATION An abbreviation for the location.

ALLOW NEW

ACTIVITY

Select this check box if the location is active and can be included in new

transactions. The selection is made for you by default.


Best Practice is to make a location Inactive rather than delete it, so that the database retains shipping/receiving history.



IN TRANSIT Select this check box to designate the location as an in-transit/temporary one.



is used to…

Click this button to Edit (or Add) individual warehouses to a selected warehouse group.








Continue New






Add Warehouses to Warehouse Group

This allows you to add warehouses to the current group. Remember that all warehouse must belong to at least one warehouse group.

1. Click Edit Warehouse Group Members ( ) on the Warehouse Group toolbar to open the Members of… window as shown below.

2. Double-click to select or clear the Include check box next to the desired Warehouse ID.

3. Close the window when finished.

Add Warehouse Group Users

This feature gives warehouse group users specific access to secure transactions:

A transaction related to inventory and warehousing must be made secure for specific users. (Inventory > Master Files > Maintain Transaction Codes)

Once a transaction is made secure for a user, the same user in a warehouse group can be authorized to perform it.

If the warehouse group user is not specifically authorized to perform it, they will not be given system access to it.

NOTES

In most cases, transactions you want warehouse users to perform are via the Work with Stock or Order Processing applications (Inventory > Work with Stock / Distribution > Order Processing).

Set up the transactions via the Maintain Transaction Codes function before adding warehouse group users.

1. Click Edit Warehouse Group User ( ) on the Warehouse Group toolbar to open the Users for… window as shown below.

2. Locate and select the desired user.



3. Refresh the windows as necessary and double-click to Include (or exclude) certain transactions for the selected user.

4. Repeat for each desired user and close the window when finished.

Maintain Inventory Company Settings

Use this function to add the test codes you want displayed on lab test reports. These codes will print on your bills of lading and other reports and reflect such codes as BF for “butterfat” or SNF for “solids non-fat.”

For example, use this function to tell the system that LIST means a lab test for Listeria or that the code PRO means a protein lab test. See the “Maintain Lab Tests” section for details about how lab test codes are defined.

The Inventory Settings window is also used to define a company’s common units of measure (UOMs) to be used for a company’s base (common) weight, volume, and dimensions. These common UOMs are completely different from those you define for item UOMs. For example, if you’re working in a production capacity and need to know what your relation to weight is --based on volume-- then the system will reference these settings.



The handiest thing about being able to select different companies is the ability to define different common UOMs. For example, Company 1 might use standard US measurements while Company 2 might use metric measurements.

See the “Maintain Units of Measure” section for more detailed information about units of measure for items.

Inventory > Master Files > Maintain Inventory Company Settings

1. Double-click the Maintain Inventory Company Settings function to open the Inventory Settings window.

2. Click New ( ) to enter a new setting or select an existing one in the list at left and make desired edits.


COMPANY Select the desired company from the drop-down list.

VOLUME This is the common or standard unit of measure the system uses when calculating or illustrating volume.

WEIGHT This is the common or standard unit of measure the system uses when calculating or illustrating weight.

DIMENSION Enter physical dimensions.

PH ON DRAW Select a test code for this test.

MOISTURE Select a test code for this test.

BUTTERFAT Select a test code for this test.



SALT Select a test code for this test.

PH ON SALT Select a test code for this test.

FINAL PH Select a test code for this test.

1ST GRADE Select a test code for this test.

SOLIDS NON-FAT Select a test code for this test.

PROTEIN Select a test code for this test.



is used to…








Continue New




Click this button to 1) open the Edit Units of Measure window, or 2) open the Edit Lab Tests window. Both enable you to edit a unit of measure or a lab test code on-the-fly.

These correspond with the Maintain Units of Measure and Maintain Lab Tests functions, respectively. There is a browse button for each of these two areas of Inventory Settings properties.



Maintain Intercompany UOM

Use this function to enter conversion factors for intercompany transactions.

Inventory > Master Files > Maintain Intercompany UOM

1. Double-click the Maintain Intercompany UOM function to open the Inventory Settings window.

2. Click New ( ) to enter a new setting or select an existing one in the list at left and make desired edits.




CURRENT

COMPANY # The current company.

TARGET

COMPANY # The target company.

WEIGHT FACTOR The conversion factor for weights.

VOLUME FACTOR The conversion factor for volume.

DIMENSION

FACTOR The conversion factor for dimension.



is used to…








Continue New






Maintain Lab Tests

Use this function to create and maintain lab test master definitions. Lab test definitions are used in the Product Master file (Maintain Product) to specify which lab tests should be performed on items belonging to that product.

The results from these tests are then used for yield calculation in DSI’s Production module.

Inventory > Master Files > Maintain Lab Tests

1. Double-click the Maintain Lab Tests function to open the Edit Lab Tests window.

2. Click New ( ) to enter a new test or select an existing one in the list at left and make desired edits.


LAB TEST The name of the lab test.

DESCRIPTION A description of this lab test.

COLUMN

HEADING Enter column headings that should be used when the lab test results are printed or displayed.

DATA TYPE Define the lab test result field as either text or numeric.

DECIMAL

POSITIONS If the lab test result is defined as numeric, the number of decimal positions for the result must also be defined.

TEST MACHINE Enter the name or description of equipment used to perform this lab test.





is used to…








Continue New



/ Click either of these buttons to clear the fields and refresh the current window from the database.

Maintain Reason Code

Use this function to create and maintain reason codes used during manual adjustments, return of sold stock, and grading.

Inventory > Master Files > Maintain Reason Code

1. Double-click the Maintain Reason Code function to open the Edit Reason Codes window.

2. Click New ( ) to enter a new code or select an existing one in the list at left and make desired edits.




REASON The reason name.

DESCRIPTION A description of this reason code.

ONLY ALLOWED ON INVENTORY ADJUSTMENT

This check box determines whether the reason code can only be used to explain inventory adjustments.

If selected, then only these reasons are displayed in the drop-down list of

ALLOWED ON GRADING

This check box determines whether the reason code is allowed on grading. If selected, it will appear in the Grade Reasons window.

ABBREVIATION An abbreviation of this reason code.



is used to…








Continue New




Click this button to 1) open the Edit Units of Measure window, or 2) open the Edit Lab Tests window. Both enable you to edit a unit of measure or a lab test code on-the-fly.

These correspond with the Maintain Units of Measure and Maintain Lab Tests functions, respectively. There is a browse button for each of these two areas of Inventory Settings properties.



Maintain Transaction Codes

This function works with user logins to allow access to certain system transactions related to inventory, production, and distribution.

Transaction code abbreviations are used on the Inventory Transaction and Product Recall reports.

A function of the same name is available in the Production module, but it pertains only to production-related tasks.

Inventory > Master Files > Maintain Transaction Codes

1. Double-click the Maintain Reason Code function to open the Transaction Codes window.

2. Click New ( ) to enter a new code or select an existing one in the list at left and make desired edits.


TRANSACTION CODE

Select a DSI-defined transaction code.

DESCRIPTION A description of the transaction code.

ABBREVIATION An abbreviation for the transaction code.

SECURE TRANSACTION

Indicates whether this transaction code is security-driven and therefore only available to certain users.

When you select this check box, the Edit User Transactions icon becomes available. If it’s selected already and you clear it, then you remove user inclusions.

REPORT SEQUENCE

Enter the order in which transactions should be listed on the Inventory Transaction report.



4. At this point, you can close the Transaction Codes window or you can authorize users for any transactions you have just made secure.

Click Edit User Transactions ( ) to open the Authorized Users window, where administrators can authorize users to execute a transaction by selecting the Include check box next to the user name.

If you later clear the Secure Transaction check box for a transaction, you will be prompted to confirm that you also want to revoke inclusion of selected users to perform the transaction.

Close the window when finished.

NOTE If a transaction is not 1) defined in the Transaction Codes window, and 2) made secure --then all users can perform all transactions.



Transaction Codes vs. Secure Transaction Codes

If made secure, transaction codes allow users to perform specific system transactions:

Make inventory adjustments, reservations, allocations, transfers, receipts

Alter production make and use entries

Return stock to inventory or suppliers

Place Orders

If the code is never made secure, then it’s simply used to identify transactions. But once a transaction is made secure, then specific users must be specifically allowed to perform the transaction—or no user will be able to!



is used to…










is used to…


Continue New




Maintain Units of Measure

Use this function to create and maintain units of measure (UOMs). There are seven classifications for units of measure:

1. Inventory Unit of Measure is the quantity unit of measure on which all others are built and is the required measure for raw materials.

Typical Inventory Units of Measure include pounds, each, 8 oz., 6 oz., and gallons. This is the unit of measure used with the values in the Minimum Order Point and Maximum on Hand fields in the item master.

2. Physical Unit of Measure tracks inventory items as they are physically counted or stored. Typical Physical Units of Measure might include 50# bag, 125/CS, 12/8 oz., etc.

3. Pricing Unit of Measure prices an item to a customer. Typical pricing units of measure include 12/8 oz., pounds, case, etc.

4. Purchase Unit of Measure prices an item received from an outside vendor. This is also the unit of measure used for the Minimum Order Quantity field in the item master.

5. Purchase Cost Unit of Measure prices an item when purchased from an outside vendor.

6. Selling Unit of Measure prices an item for customer sales.

7. Reporting Unit of Measure is used by customers so they can have a common unit of measure with which they create custom reports. An example might be if the customer has items seen as ounces with so many ounces in a case (like 8-oz. pouches of shredded cheese, with 24 in a box). The customer might like a reporting UOM of pounds so that they can view how many pounds were produced.

When creating a Unit of Measure, consider the smallest increment in which an item can be purchased, sold, counted, or measured.



Inventory > Master Files > Maintain Units of Measure

1. Double-click the Maintain Units of Measure function to open the Edit Units of Measure window.

2. Click New ( ) to enter a new UOM (unit of measure) or select an existing one in the list at left and make desired edits.


UNIT OF

MEASURE

Name the unit of measure. You must establish a record for each unit of measure used in item masters.

If using DSI Purchase Orders, the Unit of Measure codes are restricted to eight characters.

DESCRIPTION A description of the unit of measure.

ABBREVIATION An abbreviation for this record.

VALID FOR

INVENTORY Select this check box if the unit of measure can also be used as the inventory unit of measure (Maintain Inventory Company Settings).



is used to…









is used to…



Continue New




Maintain Inventory Hold Control

Use this function to tell the system how to handle inventory holds on product. Recall that:

Whether a product requires tests or not is defined in the Maintain Product function.

Product Lab Tests are performed on products—not product groups or items.

Customers define their own lab test limits per product-item (Distribution > Master Files > Customer Master)

Inventory > Master Files > Maintain Inv Hold Control

This function allows you to:

Assign a default reason code for holding product if the user does not enter one.

Keep a log of a product’s hold/release history (Logging Active option).

Require users to enter a reason code and description when they put a product on hold (Require Reason On Hold option).



Require test results be entered before a user can release a product hold (Test Present To Release option).

Include other test records that have the same test group number in with a toggle command (Hold/Release Test Group option).



is used to…

Default Hold Reason Code

(Required)

Enter a valid Reason Code that the system can use as a default when a user does not enter one, although one is required.

One is required when the Require Reason On Hold check box is selected.

A reason code is valid when it is defined in the Inventory Hold Reason Codes window as described below.

The Reason Codes command button opens the Inventory Hold Reason Codes window, where you can Add or Remove INV HOLD reason codes to and from SYSTEM reason codes.

Add all the system codes to the Hold Reason Codes list that are valid for holds. It is from this list that users will chose the reason for a hold, if required by the Require Reason On Hold check box.

Logging Active

Select this check box to configure the system to save all hold event-related changes to a test record (in an Events data base table). Also, it is when this check box is selected that the remaining check box controls become available.

Event-related changes can be reviewed via the View Hold History window.




is used to…

Require Reason On Hold

When this check box is selected, users are required to enter a Hold Reason and Hold Description in order to place a test record on hold. This data becomes part of the hold history log, if one is being kept.

When this check box is not selected, the Hold Reason and Desc fields are not visible (as on the Maintain Lab Results window). If logging is active anyway, the system requires that at least, the Desc field be used.

If the user clicks OK and does not select a reason code, the system will use the contents of the Default Hold Reason Code

field for the reason and it will become part of the hold history log, if one is being kept.

Hold/Release Test Group

A test group is defined as several stock records requiring the same lab tests.

When this check box is selected, the user has the option of including other test records that have the same test group number in with the toggle command.

When this check box is not selected, the system acts on the single selected test record when the toggle toolbar button is used.

The system does not allow toggling of status if there is zero inventory for the item (meaning Quantity On Hand, Quantity Allocated, Units On Hand and Units Allocated are all equal to zero).

Test Present to Release

When this check box is selected, the system will not allow users to release holds unless required product test results have been recorded.

Click to save your configurations. If the Require Reason On Hold check box is selected, the system requires users to enter a hold description and a hold reason. If the user does not enter a reason code, the system will use the contents of the Default Hold Reason Code

field for the reason.

If the Logging Active check box is selected, the system requires a description regardless of any reason requirements.

If required to enter further information after clicking this command button, enter the information and then click OK again.



Work with Stock

The Work With Stock application gives you access to a collection of day-to-day activities used in the management of inventory. Its functions provide you with a means to record everything from receipt-of-purchase to returns of sold stock.

View Stored Inventory

This function lets you view Sold and Hold stock.

Inventory > Work with Stock > View Stored Inventory

1. Double-click the View Stored Inventory function to open the View Stored Inventory Summary window as shown below.

2. Use one or more of the search parameters at the top (Customer, Warehouse, and/or Item) and click

Refresh ( ) on the toolbar to view results.



You can use the Item Locator window to automatically select items, if you wish. Just click the

Locator button ( ) next to the Item field to open it:

Toolbar Button Function

Refreshes the window’s displayed data from the database.

Use this Search button to access the Maintain Item function. You’ll need administrative privileges for this.

Acts in conjunction with a field to further search for a selection/record to insert into a parent window. You enter search data in a given field and then click Position.

Selects a highlighted record for insertion into a field of the parent window. The selector window closes after you click Select.



Stock Detail Inquiry

Stock Detail Inquiry lets you view all historical transactions against an existing stock detail record (on-hand stock). For stock no longer in your inventory, run an Inventory Transaction report to view historical information.

Inventory > Work with Stock > Stock Detail Inquiry

Double-click the Stock Detail Inquiry function to open the Stock Inquiry window.

The tree at left displays the warehouse, location, pallet, lot, and item.

You can change the way you view stock records by selecting an alternate display from the By drop-down list at the upper left of the window.

If you have selected an item, current Allocated and Available data is displayed.

Expand the tree(s) in the Transaction History window to view transaction history detail for the selected stock record.



Inventory Transfers

Use the Inventory Transfers function for item, location, pallet, and lot transfers between warehouses.

Inventory > Work with Stock > Inventory Transfers

Double-click the Inventory Transfers function to open the drag-and-drop transfer window as shown in the section below (“Navigating through Inventory Transfers”).

Navigating through Inventory Transfers

The upper left frame is the Source Tree, the right frame is the Target Tree, and the lower left quadrant is the Detail Region.

Source Tree

Detail Region

Target Tree



The hierarchical structure of the tree resembles this:

Warehouse Group o Warehouse

Location

Pallet

o Item, Qty, Units, Lot

If you are transferring between warehouses, both warehouses must belong to the same warehouse group. To establish warehouses in a group, see the Maintain Warehouse Group function information.

Warehouses do not need to be individual physical entities — they can be designations within the same geographical space.

Creating Inventory Transfers

You can create an inventory transfer using drag-and-drop functionality. Expand tree hierarchies to locate the source inventory and target locations/pallets. From the Source Tree, click on the pallet or item to be transferred and drag it to a warehouse in the Target Tree.

All available units/quantities are immediately transferred to the target warehouse and the Receipt Quantity window displays:

If the transferred item has stock identifiers, the Identifiers

button ( ) is available.

Click to select, under the Select column, the Identifier’s units/quantity you want transferred. Then click Refresh and close the Select Identified Stock window.



On the Receipt Quantity parent window, enter or change target data as needed and click Apply when finished.

TRANSFER DATE Accept the default system date or enter transfer date.

WAREHOUSE The target warehouse.

LOCATION The target warehouse location.

PALLET The target warehouse pallet.

ITEM Indicate an item name if different than description used by source warehouse.

LOT The item lot.

UNIT CODE The unit code.

UNITS The number of units being transferred. This is a required field for random weight items.

QUANTITY The quantity being transferred. This is a required field for random weight items.

Click Refresh ( ) in the parent drag-and-drop window to view transferred item in the new warehouse/location/pallet.

Receipt of Purchase

The Receipt of Purchase function1 allows you to record received items into your inventory. You can also use it to enter beginning inventories.

Do not enter receipt of dairy liquid type items with this function. Dairy Liquid Purchases are processed using the Purchase/Sales function of the Liquid Inventory Processing application of the Production module.

The Receipt of Purchase function uses either batch or real-time posting, depending on how an application system tailor (Inventory Receipts Method) is set.

For real-time posting, entries are posted when you click Apply.

For batch posting, entries are posted after you click the Post Selected Items to Inventory command button.

Inventory > Work with Stock > Receipt of Purchase

1. Double-click the Receipt of Purchase function to open the Maintain Purchase Receipts window.

2. Click New ( ) to enter a new receipt or select an existing one in the list at left and make desired edits.

1 Without DairyTracker installed.



3. Enter or change data as needed and click Apply ( ) when finished.

DATE Enter the date the inventory was received or accept the system date. If you are using the “Continue New” check box to add additional new purchase receipts, the date defaults to the date used on the previous entry.

PO# The Purchase Order number.

ITEM The item name.

VENDOR The vendor name.

CARRIER The carrier name.

UNITS

Enter units received based on physical unit of measure (see “Entering Items’ Units of Measure”). This field is required for random weight items.

Even weight items can calculate units based on quantities received and converted from the inventory to the physical unit of measure. Even weight items require either Units or Quantity; random weight items require both Units and Quantity.

QUANTITY

Enter the quantity received based on the inventory unit of measure (see “Entering Items’ Units of Measure”). This field is required for random weight items.

Even weight items may have quantity calculated based on units received, converting from the physical to the inventory unit of measure. Even weight items require either Units or Quantity; random weight items require both Units and Quantity.

WAREHOUSE The warehouse in which the received item will be housed.

LOCATION The location within the warehouse where this item will be housed.

PALLET The pallet where this item will be stored.



LOT If the lot controlled flag is checked in this item’s master file, you must enter a lot code. This field is used in product recalls for tracking purposes. If the flag is not checked in the item’s master file, this field is functional.

COST

(Functional and Secure) You can set up cost as a secure function so that is not visible to unauthorized users. Cost received is based on the Purchase Cost unit of measure and is converted to the Inventory unit of measure prior to updating inventory. If no cost received is entered, you are prompted to enter the information. Alternatively, the system can retrieve the cost from the most recent purchase of the item.

If cost information is not available, you can enter it later. After you complete this window and click Apply, the system warns you that purchase cost was not entered. Click Yes to continue anyway.


STATUS Valid status codes are Normal and Hold for Inspection. This field determines inventory’s default status when it is received.

MFG WAREHOUSE

The manufacturer’s warehouse or where the item was shipped from.

MFG DATE The item’s manufacture date.

MFG SEQUENCE The manufacturer’s sequence, vat number, etc.

MFG LOT The manufacturer’s lot.

MFG UNIT CODE The manufacturer’s unit code.

Returning a Selected Posted Inventory Item

Click Return Selected Items… ( ) on the Maintain Purchase Receipts toolbar to open the Return to Supplier… window as shown below.



Enter or change data as required and click Apply ( ) when finished.

UNITS TO RETURN

Enter the number of units to return. The default is all units available from the original receipt.

This field is required for random weight items. For an even weight item where the quantity field is > 0 on this window and the units field is blank, the units are calculated using the quantity to convert from the inventory to the physical unit of measure. If quantity = zero, then units must be entered.

QUANTITY TO RETURN

Enter the quantity to return. The default is the quantity available from the original receipt.

This field is required for random weight items. For an even weight item where the units field is > 0 on this window and the quantity is blank, the quantity is calculated by converting the units from the physical unit of measure to inventory unit of measure. If units = zero, then quantity must be entered.

RETURN DATE This field defaults to the system date. This date must be after the original receipt date.

/ Click to refresh the window from the database.

Click to process the selected quantity for return.

IMPORTANT

If you are returning a random weight item, you must enter values into both Units and Quantity fields. Due to the nature of random weights, there is no specific relationship between units and quantity and therefore no offsetting calculation is made automatically to either measure.



is used to…








Continue New



If the item you selected is posted and some of the stock received has been used or returned, you are not allowed to update or delete the record.





is used to…

Click to process a return. See “

Returning a Selected Posted Inventory Item.”

Click to filter displayed POs by PO Number or Receipt Date.



Receipt of Transfers

The Receipt of Transfers function validates receipt of intercompany and Sold & Hold transfers processed through the Distribution module. Data displayed in Receipts Details is display-only.

Inventory > Work with Stock > Receipt of Transfers

Navigating Receipt of Transfers

The upper left frame shows Pending Receipts. The right frame is the Target Tree. The lower left quadrant shows Receipt Details.

The hierarchical structure of the Target Tree is:

Warehouse Group o Warehouse

Location

Pallet

Pending Receipts

Target Tree

Receipt Details



Processing a Receipt of Transfers

1. Double-click the Receipt of Transfers function to display the Receipt of Transfers window:

2. Select a pending receipt (at left) and drag-and-drop it to a target warehouse, location, or pallet in the target tree (at right).

The Confirm Receipt Quantity window displays:




RECEIPT DATE Enter the receipt date or accept the system default date.

PALLET CODE

If you drag and drop the record to an existing pallet, this field defaults to the receiving pallet code. Otherwise, it defaults to the source pallet code. If a partial pallet is received, you must change the pallet code to avoid duplicate pallet codes between warehouses or warehouse locations.

LOT NUMBER This data defaults from the original record. You can edit the default value.

UNITS

This field value defaults to remaining units to be received based on Physical Unit of Measure. You can edit this default value.

This field is required field for random weight items and for even weight items if no quantity is available.

QUANTITY

This field value defaults to remaining quantities to be received based on the Inventory Unit of Measure. You can edit this default value.

This field is required field for random weight items and for even weight items if no unit is available.

Stock Processor

Use the Stock Processor function to filter through all stock in inventory so you can locate the specific stock you want to examine. With the filtered list, you can use toolbar command buttons to reserve stock for customers, enter adjustments, and initiate warehouse location transfers. Data can be filtered by a variety of criteria to provide the most efficient means of locating records.

Inventory > Work with Stock > Stock Processor



1. Double-click the Stock Processor function to open the advanced filtering window (Filter Stock Processor) as shown below.

2. Define your search parameters:

Pick your parameter Name from the list at left.

With your parameter selected, define how you want to use it: in an And/Or statement, Equal or Not Equal to, Less Than, etc., any specific Value/Field, and/or as part of a Field Comparison.

When you select the Field Comparison check box, the Value text field changes to a Field drop-down list from which you can select a second parameter to compare against the first.

For instance, in the following example: I have already specified that I only want to see Qty. On Hand values GREATER than zero(1). This is to weed out any erroneous records I might have in the database. Next, I have selected Qty. On Hand again –only this time, I select the Field Comparison check box and compare it with Qty. On Hand values that are NOT equal to Units On Hand(2). I’ll click Insert again so that the database is filtered with these two specifications, and Use.

4



3. Click Insert to list it in the parameters list at the bottom. The more parameters you insert, the more specific your search can be.

Note you can also Delete parameters or Save a list of predefined search parameters and Load them for future use.

4. Repeat defining and inserting as many search parameters as desired and then click Use to display your filtered list of stock.

NOTE If you define no parameters and click Use, all database records are returned.

At any time, you can re-filter the Stock Processor window by clicking Filter ( ) on the toolbar.

Toolbar

Button Function

/

Clears fields and refreshes the data of the current window.

Re-displays the Filter Stock Processor/Advanced Search Window so you can redefine filters/search parameters as desired.

Continued on next page.



Toolbar

Button Function

Reserve Stock for Customer (for the selected stock record)

--Click Browse ( ) next to the Customer field and use the customer selector window to enter the Customer into the parent window.

--Select one of the customer’s Ship-To locations from the Ship To drop-down list.

--Click OK.

Enter Adjustments (for the selected stock record)

The top portion of the window is display-only unless working with the standalone

Enter Adjustments function.

The Manual Adjustment Entry window is used differently depending on why you’re using it: Are you making an adjustment to existing stock or are you adding new stock to inventory?

Manual adjustments to inventory should only be made when regular system operations have gone awry --meaning: anything the system wouldn’t know about through usual processes.

When you make/enter a manual adjustment, you are increasing or decreasing units/quantity of existing stock or you are adding new stock.

You might add new stock to a warehouse with this function if you are not using the

Receipt of Purchase function.

Any stock detail that has allocations against it is not available for reservation.



Toolbar

Button Function

--Enter the Effective Date (defaults to today’s date).

--Enter a Receipt Cost if applicable. This is the cost per Inventory unit of measure (cross-ref).

--Select a Reason code from the drop-down list. Select a Reason code from the drop-down list.

Note you may only see codes that were defined as “only allowed on inventory adjustment” by the reason code master file (Maintain Reason Code, page 36.

If you have system permissions, you can click the Search/Locator button ( ) to add a reason code on-the-fly or make modifications via the Maintain Reason Code function. (Inventory > Master Files > Maintain Reason Code).

--Type a Comment if desired.

--If the item being adjusted has even weight, enter either Units or Quantity. If random weight, enter both Units and Quantity. You can use negative values if the adjustment is a decrease.

--Click Apply.

Do not use for dairy liquid adjustments, which are made using the Production module. (cross-ref)

Warehouse Location Transfer (of the selected stock record)

This toolbar command displays the Receipt Quantity window, where you are only concerned with the bottom portion of the window: Target Location data.

You might transfer from warehouse to warehouse, location to location within a warehouse, —even one item to another (like mild to medium cheddar based on age).

You can transfer pretty much anything –even items, so long as the target item is a like item and has the same unit of measure.

--Enter a Transfer Date (defaults to today’s

date).

--Select Warehouse and Location from the drop-down lists.

--Enter Pallet ID if applicable.

--Select an Item using the Item Selector window ( ) if the item description differs between the

two warehouse locations.

--Enter Lot and Unit Code if applicable.

--If the item being transferred is static weight, enter Units or Quantity. If random weight, enter

both Units and Quantity.

--Click Identifiers ( ) if applicable (see below).

--Click Apply to execute the transfer.



Toolbar

Button Function

If the item being transferred has stock identifiers associated with it, the Identifiers button

( ) is available.

--In the Select column, select

the check box for an Identifier’s units/quantity you want transferred.

--Then Refresh ( ) and

close the Select Identified Stock window.

--Finally, click Apply on the Receipt Quantity parent window.

Transfer Selected Pallets to Another Location

The Move field displays the pallet number of a currently-selected pallet; you can select numerous pallets using SHIFT+Click and CTRL+Click.

If you are indeed moving several selected pallets, be sure the All Selected Pallets check box is

selected.

--Enter the appropriate To information: Warehouse and Location from their drop-down

lists.

--Enter the effective transfer date into the Trans Date field.

--Click OK to finalize the transfer. You can also Cancel a single pallet or Cancel All selected

pallets as needed.

NOTE: Stock not on a pallet cannot be relocated via Pallet Transfer.

Work with Stock Identifiers (for one or more selected stock records) – used primarily with

DairyTracker

--Add a new identifier by entering its ID in the Identifier field, entering Units and Quantity,

specifying whether your new Identifier is a Sample, and clicking Add.

--Delete an existing Identifier by selecting its ID in the lower panel

and clicking Delete ( ).



Toolbar

Button Function

--Click Transfer All ( ) to transfer all listed Identifiers from one pallet to another in a

new warehouse location. When transferring, you are only concerned with the ‘To’ section of the Transfer Identified Stock window.

--Close the Work with Stock Identifiers window when finished.

Allows you to change the item ID for one or more selected stock records (as long as the units of measure are the same).

--When the Change Stock Item window displays, click the Search/Locator button ( ) to open the item selector window.

--Search for desired item and Select it to place it in the field of the parent window.

--Click Change Item and a system message displays asking for your confirmation. The system

will furthermore ask you to confirm any issues pertaining to quantity inequalities, etc.

--When data has been updated, the system displays another message for which you click OK.



Toolbar

Button Function

Allows you to change the Unit Code of one or more records. CTRL+Click or SHIFT+Click to select multiple records. Click OK when finished.

This button is secured per user, meaning that users must be granted permission to use it via the DSI Security Application. (cross-ref)

Enter Adjustments

The Enter Adjustments function lets you increase, decrease, and add new inventory counts for stock detail records.

For instance, you might add new stock to a warehouse with this function if you are not using the Receipt of Purchase function.

Manual adjustments to inventory should only be made when regular system operations have gone awry –meaning: anything the system wouldn’t know about through usual processes.

The Manual Adjustment Entry window is used differently depending on why you’re using it: Are you making an adjustment to existing stock or are you adding new stock to inventory?

For this exercise, let’s add some new stock to inventory. You would normally use this function for entering inventory that was either not received or made properly; or you’re adding initial inventory for system startups.

Inventory > Work with Stock > Enter Adjustments

1. Double-click the Enter Adjustments function to open the Manual Adjustment Entry window.




ITEM

The item name. Use the Search/Locator button ( ) to open and select from the item selector window (shown here).

--Locate the Item in the list and either double-click on it, or select it and then click Select to

enter the item into the parent window.

--You can narrow a search by entering the first known characters of the Item ID in the Item field and then clicking Position. This filters the

list to start with the characters you entered.

--The Browse button ( ) can be used to open the Item Master (Inventory > Master Files > Maintain Item) to enter new items on-the-fly. If you do enter/edit an item from the item master, you may want to click Refresh

( ).

WAREHOUSE

Select the warehouse where the item is stored from the drop-down list.

If you have system permissions, you can click the Search/Locator button ( ) to add a warehouse on-the-fly via the Maintain Warehouse function (Inventory > Master Files > Maintain Warehouse).

LOCATION

Select the location within the warehouse where the item is stored from the drop-down list.

If you have system permissions, you can click the Search/Locator button ( ) to add a location on-the-fly via the Maintain Warehouse function (Inventory > Master Files > Maintain Warehouse).

PALLET Enter the pallet on which the item is stored, if applicable.



MFG/RECEIPT DATE

Enter the manufacturing or receipt date.

MFG SEQUENCE Enter the manufacturing sequence, if applicable.

LOT Enter the lot number, if applicable.

UNIT CODE Enter the unit code, if applicable.

EFFECTIVE DATE Accept the default date or enter a different one. Either way, the date must be after the Mfg/Receipt Date.

RECEIPT COST Enter the receipt cost per inventory unit of measure, if applicable.

REASON

You would normally use this field if you are making adjustments, rather than for a new entry. But in either case, the Reason field is required.

Select a Reason code from the drop-down list. Note you may only see codes that were

defined as “only allowed on inventory adjustment” by the reason code master file (Maintain Reason Code, page 36.

If you have system permissions, you can click the Search/Locator button ( ) to add a reason code on-the-fly or make modifications via the Maintain Reason Code function. (Inventory > Master Files > Maintain Reason Code).

COMMENT Enter a comment about this entry/adjustment, if desired.

UNITS

Enter the units to be entered/adjusted, based on the physical unit of measure.

If the item being entered/adjusted has even weight, enter either Units or Quantity. If random weight, enter both Units and Quantity.

You can use negative values if the adjustment is a decrease.

QUANTITY

Enter the quantity to be adjusted/adjusted, based on the inventory unit of measure.

If the item being entered/adjusted has even weight, enter either Units or Quantity. If random

weight, enter both Units and Quantity. You can use negative values if the adjustment is a decrease.

Best Practices

Best practice for making manual adjustments to your inventory is via the Stock Processor function, where the filtering is much more granular and therefore it’s easier to locate stock.

Units/Quantities of random-weight stock adjustments can be made here, but best practice is to do so via the Stock Processor function.

Typically, you will only access this function directly from the main DSI menu if you don’t use the Production software module. They’re called manual adjustments because they aren’t being made by the system automatically via distribution or production operations.

NOTE Do not use this function to adjust dairy liquid type items; use the Production module.



Reserve Stock for Order

When you reserve stock for an order, the stock remains reserved for that order until/unless the reservation is canceled. While on reserve, it cannot be picked for other orders. Note this is not the same as reserving stock for a customer, which is performed via the Stock Processor function.

Originally designed for reserving palletized stock, you can still use this function to reserve stock not relegated to pallets, but you must define/understand your own company’s standard operating procedures for how it’s done.

Use this function to reserving stock records for specific orders, as well as for canceling them.

When you reserve stock for an order, the stock remains reserved until released through normal order processing or if the reservation is canceled.

Reservations are released when reserved stock doesn’t ship with an order or if the order is canceled.

Reservations can only be made for in-stock items.

If there are 100 ordered, but only 50 are in stock, then only 50 can be reserved.

Once reserved, the same stock cannot be picked for other orders.

The system tracks the quantity of items in a stock record so that other portions of the record can or cannot be reserved.

Inventory > Work with Stock > Reserve Stock for Order

1. Double-click the Reserve Stock for Order function from the DSI menu to display the Reserve Stock For Order window (shown below).

2. Select a Warehouse from the Warehouse drop-down

list and click Refresh ( ) on the toolbar.

3. Double-click in the Item field to open and select an

item from the item selector window ( ).

Locate the Item in the list and either double-click on it, or select it and then click Select to enter the item into the parent window.

You can narrow a search by entering the first known characters of the Item ID in the Item field and then clicking Position. This filters the list to start with the characters you entered.

The Browse button ( ) can be used to open the Item Master (Maintain Item function) to enter new



items on-the-fly or edit an Item record. If you do enter/edit an item from the item master, click

Refresh ( ).

In the following example, Item 003 is being used and the window refreshed. Note you can continue to refine your search via other parameters like Mfg. Seq., Lot number, etc.

4. Select an Order Number from the Order Number drop-down list. These are orders for which selected stock is eligible for reservation.

5. Click Apply.



Cancel a Stock Reservation

To cancel a stock reservation from the Reserve Stock for Order window:

1. Define a Warehouse, Item, and Order Number plus any other refining search parameters

parameter at the top of the window and click Refresh ( ) on the toolbar.

2. Select (highlight) the Order Number you need to cancel from the returned results.

3. From the Order Number drop-down list at the bottom of the window, select zero (0) and click Apply.

4. Click Refresh ( ) at the bottom of the window to confirm the cancellation if you wish.

NOTES

When you cancel a stock reservation:

Records with the same manufacturing sequence and lot numbers are combined.

Records with the same manufacturing sequence and unique lot numbers are not combined.



Return of Sold Stock

This function is for the return of sold stock to your customers. You can return inventory based on specific parameters (Customer, Order, Invoice, Item); or just a known Order or Invoice number.

Stock returns performed here do not affect invoice credits/debits. This is purely a function of Inventory tracking.

Only stock that has been ordered, picked, shipped, and invoiced (posted) can be returned.

Inventory > Work with Stock > Return of Sold Stock

1. Double-click the Return of Sold Stock function from the DSI main menu to display the Return of Sold Stock window.

2. For this exercise, we’ll enter a known Order number and Customer for which we want to return stock and click OK.

The Manual command button is covered in the section below, “Manual Return.”

Note the selector buttons ( ) beside each field for quick lookup via selector windows. See “Common Command Buttons, Terms/Fields, and Other Controls” for more information about selector window operations.

The system returns all the order’s items and their details, plus quantities/units, etc. in the Customer… Order window. Scroll right at the bottom of the window to see all available details as desired.



3. Select the desired line item and click Return to display the Enter Returns window with some of the return stock data already filled in by the system.

Enter a Return Date or accept the default (today’s date).

Select a Reason from the Reason drop-down list.

Enter a Comment if desired.

Select a Warehouse and Warehouse Location where the returned stock is being stored, including Pallet information if you have it.

Enter a Lot number and Unit Code if known.

Enter the Quantity or Units or both, if a random-weight item –of the item being returned.

Note the selector buttons ( ) beside available fields provide access to master files (Maintain Reason Code, Maintain Warehouse, Warehouse Locations).

4. Click Apply at the bottom of the window to return to the Customer… Order window.

5. Close all remaining open windows as appropriate.



Manual Return

When you click Manual ( ) from the Return of Sold Stock window, the Enter Returns window displays; but without any prefilled, system information.

All window behavior is the same, it just contains a blank canvas for you to manually enter return data.

Required fields are Order number, Return Date, Reason, Warehouse, and Quantity and/or Units (random weights require both).

Click Apply when finished.



Physical Inventory

The Physical Inventory application provides you with tools to reconcile book and physical inventory and to track inventory variances. In addition, it offers several analytical inventory reports to assist you with tracking inventory activity.

Physical Inventory

The Physical Inventory function allows you to:

Create a snapshot of system inventory to compare with physical inventory.

Compare your physical counts with system counts.

Print count worksheets and variance reports.

Modify physical counts and count details.

Post physical inventory counts to the system so that system inventory is consolidated, and can be validated and adjusted as needed.

Inventory > Physical Inventory > Physical Inventory

Double-click the Physical Inventory function from the DSI main menu.

This displays the Physical Inventory Processing window as shown below.

Let’s start by creating an inventory snapshot we can work with (Create Snapshot) before moving to Count Selection functions.



Create Snapshot

1. Click the Create Snapshot tab.

2. You can create a batch by Warehouse or by Warehouse Group. For this exercise. Select Warehouse from the Create Batch By drop-down list. This means you’ll also need to select the Warehouse ID from the Warehouse drop-down list.

If you create a batch by Warehouse Group, you’ll select the desired group from the Warehouse Group list at the bottom of the tab.

Note that only warehouse groups for which you have authorized access are listed in the Warehouse Group list.

3. You will typically use the default date of today’s date in the Include transactions up to midnight on field. Best practice is to use the date that is as close as possible to when you’ll be performing the physical count.

Be wary of using future dates because you don’t want to miss too many system transactions, which can occur between the snapshot (system count) and your physical count —the bigger you make this window, the more room for errors!

NOTE Snapshots cannot be back-dated.

4. In this exercise, we select the Warehouse ID from the Warehouse drop-down list. This is because we elected to produce the snapshot by warehouse, not warehouse group.

If you create a batch by Warehouse Group, you’ll select the desired group from the Warehouse Group list at the bottom of the tab; and the Warehouse drop-down list will be unavailable.

5. Click Confirm to create the Snapshot and click OK on the confirmation message.

The snapshot file is an Inventory Stock Detail file containing all items and their current quantity on-hand as of midnight of the snapshot date. To view a snapshot’s status, and to perform other actions concerning the file, click the Count Selection tab.



Count Selection

The Count Selection tab includes controls for printing, deleting, posting, or modifying snapshots/inventory counts. It also displays the status(es) of snapshots. The Warehouse list includes individual warehouses that are part of any “snapped” warehouse groups.

NOTE You will not see any warehouses belonging to groups to which your onsite administrator has not explicitly granted you access.


is used to…

Click to Refresh the window with data recently saved to the database.

Click Maintain Details of a Count to open the selected count so you can edit its details

or analyze posting errors. See Maintain Count Details below.

Click Delete to cancel the process of a selected count and corresponding snapshot.

Cannot be used on Complete counts.

Click this toolbar button to Print a Physical Count Worksheet (page 82) for the selected snapshot/count, so you can easily compare a system and physical counts (not available for Counts with a PostingErrors status).

Click Print Variance Report to print a custom report of the selected count so you can

conveniently see variances between system and physical counts of warehouse items.

This report is only meaningful before you perform a Post Count command; otherwise: variance data is irrelevant.

For a true account of inventory-related indicators and values, use DSI’s Reporting Services software.

Click Post Selected Physical Count to create a current snapshot of system inventory.



Maintain Count Details

Use the Count Details window to edit count details or analyze posting errors. The Count Details window is

accessed by clicking Maintain Details… ( ) on the toolbar of the Physical Inventory Processing window’s Count Selection tab.

When clicked, the Count Details window displays, but without any data with which to populate the

window. To populate it, click Search/Find ( ) on the toolbar—with or without filter criteria applied.

You can also Add a New Item to Count by clicking the Add New Count Detail Record toolbar button

( ) as discussed on page 79.



Maintain Count Details Window Fields and Controls

ITEM (Search Parameter) Enter an Item ID as part of your search, if desired. If you enter nothing, the system uses a default of “All.”

LOCATION (Search Parameter) Enter a Location ID within the current warehouse as part of your search, if desired. If you enter nothing, the system uses a default of “All.”

PRODUCT GROUP

(Search Parameter) Select a Product Group as part of your search, if desired.

ITEM TYPE (Search Parameter) Select an Item Type, if desired: All, Finished Goods, Raw Materials, or Dry Dairy Ingredient.

SHOW (Search Parameter) Select Items to display: All, Counted, or Uncounted –as desired for your search.

UNITS (SNAPSHOT)

(Display-Only) When you select an item, its data populates the Snapshot Units and Quantity fields, which cannot be changed.

QUANTITY (SNAPSHOT)

(Display-Only) When you select an item, its data populates the Snapshot Units and Quantity

fields, which cannot be changed.

UNITS (COUNTED)

Enter the number of units (based on the item’s physical inventory unit of measure) on-hand per the physical count.

For even weight items, if this field is left blank and the Zero Counted check box is not selected, the perpetual balance for this record is maintained.

For random weight items, if Quantity is entered, this field is required. If this field is left blank and the Zero Counted check box is not selected, the perpetual inventory amount for this record is maintained.

QUANTITY (COUNTED)

Enter the quantity (based on the inventory unit of measure for this item) on hand per the manual physical count. This field is only used for random weight items. If counted units, counted quantity and the zero counted fields are blank, the perpetual inventory amount for this record is maintained.

UNITS (UNIT OF MEASURE)

(Display Only) This information defaults in from the Item Master and cannot be changed.

QUANTITY (UNIT OF MEASURE)

(Display Only) This information defaults in from the Item Master and cannot be changed.

ZERO COUNTED? Select this check box if inventory is zero on the item. If this is not selected and Counted Units and Counted Quantity are zero, the system assumes no physical inventory was taken and the perpetual inventory amount for this item is maintained.

Click Confirm to save changes to counted items’ units/quantities.

You can attach unique identifiers and their counts to an item.

Identifiers comprise the total physical count of the item.

You cannot delete previous inventory snapshot identifiers.

Changes to identifiers are not saved until you confirm them.

You can Maintain Count Identifiers as discussed on page 81.



Add a New Item to Count

You can add an item to the current warehouse count in the Count Details For… window by clicking the Add

New Count Detail Record toolbar button ( ) as shown on page 77.

This displays the Add New Item to Count… window:

1. Double-click in the Item field or click the locator button ( ) to open the Item Selector and directly select the item from there. Note the item’s units of measure cannot be modified here.

When you use the Item Selector, this Item field populates with your exact selection.

Locate the Item in the list and either double-click on it, or select it and then click Select to enter the item into the parent window.

You can narrow a search by entering the first known characters of the Item ID in the Item field and then clicking Position. This filters the list to start with the characters you entered.

The Browse button ( ) can be used to open the Item Master (Maintain Item function) to enter new items on-the-fly or edit an Item record (if authorized). If you do enter/edit an item from

the item master, click Refresh ( ) on the parent window.

2. Enter a Reciept Date –a manufacturing or receipt-into-inventory date (required).



3. Enter as much information about the item as you can. If the item is a lot-controlled one, a Lot Number is required.

ITEM Enter a new item name or select an existing item.

RECEIPT DATE The date of receipt.

MFG SEQ NUMBER

The manufacturing sequence assigned to this new inventory record.

LOT NUMBER This data is required for lot-controlled inventory items.


LOCATION The item’s location.

PALLET CODE The pallet code for the item’s location.

COUNTED UNITS

The number of units (based on the item’s physical inventory unit of measure) on hand per the physical count. This field is used for both even and random weight items.

COUNTED QTY

The quantity (based on the inventory unit of measure for this item) on-hand per the manual physical count. This field is used for random weight items and only shows on the window if the item you’re entering is a random-weight item.

4. Click Apply when finished.

5. Use the Refresh command ( ) to reset all fields to their original states so you can start over with data entry, if you wish.



Maintain Count Identifiers

You can modify, delete, and add identifiers to an item in the current warehouse count via the Count Details

For… window by clicking the Identifiers command button ( ) at the bottom of the window, as shown on page 77.

This displays the Identifier Details for Physical Count window shown below. Note the following:

Identifiers must comprise the total physical count of the item.

You cannot delete previously-defined identifiers. For example, you may receive a system message like this one:

Item information is listed in the upper left of the window and cannot be modified.

Changes to identifiers are not saved until you confirm them (Confirm All command button).

1. To add a new identifier, enter a unique identifier ID in the Identifier field.

2. Enter the number of Units that comprise the Identifier.

3. Type a numeric value for the Identifier’s Quantity (e.g., how many pounds it weighs). This is only applicable in the case of a random-weight item



4. Click Add ( ) and repeat adding identifiers as needed.

For identifiers you add to the list in the bottom of the window, you can only modify their

Units/Quantity or Delete ( ) them.

BEWARE Deleting an Identifier will change your inventory count!

5. When finished, click Confirm All ( ) and close any open windows as appropriate.

Print a Physical Count Worksheet

To print a physical count worksheet, select the desired snapshot from Physical Inventory Processing window’s Count Selection tab (page 76) and click the Print Worksheets

toolbar button ( ). This displays the Print Worksheets window.

Printing worksheets is one of the handiest features of the software because it allows you to quickly perform a visual comparison of system inventory with a physical count.

Worksheets are viewed/printed with Microsoft Word Viewer.

This function is not available for complete counts or counts with posting errors.

1. Using the following parameters, narrow down the data you want to see on the worksheet:

ITEM TYPE Select a type from the Item Type drop-down list: Raw Material, Finished Goods, Dry Dairy Ingredient, or All.

LOCATION

You can select a specific warehouse location from the Location drop-down list. Available locations are those associated with the current warehouse containing the count.

When you select a location, only those records flagged for that location are printed. Leave the default of ALL to print records from all warehouse locations.

PRODUCT GROUP You can narrow your search for warehouse records by selecting a product from the Product Group drop-down list or you can select the default of All.



ITEM

Leave this field blank to print a worksheet for ALL items in the current warehouse/location. Or, get more specific by double-clicking in the Item field to access and select from the Item Selector window as discussed below.

--Locate the Item in the list and either double-click on it, or select it and then click Select to enter the item into the parent window.

--You can narrow a search by entering the first known characters of the Item ID in the Item field and then clicking Position. This filters the list to

start with the characters you entered.

--The Browse button ( ) can be used to open the Item Master (Inventory > Master Files > Maintain Item) to enter new items on-the-fly.

SORT ORDER Select the order in which you want records displayed on the worksheet.

BREAK PAGE ON

Your options here depend on your Sort Order selection (e.g., None, Location Product Group). The default is None.

When there are several stock records that will be printed on the worksheet, this can be helpful.

PRINT QUANTITY and UNITS?

Select this check box selected to print your worksheets showing items’ current system snapshot quantity and unit counts. Quantity only shows for random-weight items.

Clear the check box to print worksheets containing blank lines for you to write in your physical counts.

2. Click OK ( ) to print the worksheet. Older DSI software versions may use the MS Word Viewer application to facilitate this.



Print a Physical Inventory Variance Report

To print a physical variance report, select the desired snapshot from Physical Inventory Processing window’s Count Selection tab (page 76) and click the Print Variance Report

toolbar button ( ). This displays the Variance Report window.

The Variance Report prints a custom report of the current count so you can conveniently see variances between system and physical counts of warehouse items.

This report is only meaningful before you perform a Post Count command; otherwise: variance data is irrelevant. For a true account of inventory-related indicators and values, use DSI’s Reporting Services software.

1. Define the parameters and format that you want the system to use in printing the variance report:

Variance Report Selections

PERIOD END The default period end is the snapshot’s cutoff date. You can edit this field to reflect an accounting period end, if desired.

PRODUCT

GROUP

Select a Product Group to print a report showing only inventory variances for a specific product group like organic cheese or packaging.

(Leaving the default of ‘All’ prints a report for items in all product groups.)

ITEM TYPE Select an Item Type to print a report showing only inventory of a certain item type (Dry Dairy Ingredient, Finished Goods, or Raw Material) or just leave the default of ‘All.’

ITEM

Leave this field blank to print a variance report for ALL items of the selected product group and/or item type. Or, get more specific by double-clicking in the Item field to access and select from the Item Selector window as discussed below.

--Locate the Item in the list and either double-click on it, or select it and then click Select to

enter the item into the parent window.

--You can narrow a search by entering the first known characters of the Item ID in the Item field and then clicking Position. This filters the list to

start with the characters you entered.

--The Browse button ( ) can be used to open the Item Master (Inventory > Master Files > Maintain Item) to enter new items on-the-fly.

PRODUCTION /

RECEIPT DATE Enter a manufacturing or receipt-into-inventory date range to view a variance report of items made/received within the range



QUANTITY LIMIT

Use this feature to run a report that shows variances in an item’s weight between the system count and your physical count. The field accepts both positive and negative numbers, plus gives you a few decimal places to work with.

Positive Quantity Limit entries generate a report showing variances greater than the number you entered.

Negative Quantity Limit entries generate a report showing variances less than the number you entered.

Select the Absolute Value check box (Format section) to generate a report showing variances both greater AND less than the number you entered.

Variance Report Format

SORT BY

Select the order in which you want report data displayed (required field):

Location, Pallet, Item, Date, Mfg Seq

Location, Product Group, Item, Pallet, Date

Location, Product Group, Pallet, Item, Date

Product Group, Item, Date, Mfg Seq, Location, Pallet (If the Summarize box is checked below, this is the only valid Sort By value.)

ABSOLUTE

VALUE

Use this check box in conjunction with the Quantity Limit field. Select it only to show weight variances both above and below the limit.

(Note: The absolute value of a real number is its numerical value without regard to its sign. For example, 3 is the absolute value of both 3 and −3. Absolute value identifies variances greater or less than the quantity limit restriction. For example: If you have a quantity limit of $100, only variances greater than $100 or less than ($100) print on the report.)

SUMMARIZE

Select this check box to print one summary record per item (sorts by Product Group… only):

These selected options will print one summary record per item instead of the typical detailed view.

2. When finished defining your parameters and format, perform one or all of the following as desired:

Click OK to run the report and open it in Microsoft Word Viewer, where you can view and print it as desired. A sample is shown below.

http://en.wikipedia.org/wiki/Real_number

http://en.wikipedia.org/wiki/Negative_and_non-negative_numbers



If, based on your analysis of the variance report, you want to make adjustments to your counts before Posting Physical Inventory:

a. Minimize or exit the report.

b. Close the Variance Report window

c. Select the count again from the Count Selection tab, and Maintain Count Details to make your adjustments.

d. Re-run the variance report and if all is well, move on to posting the inventory (next section).

Click Save to open the Select Parameter List Name window, which allows you to save your variance report options (type name + OK) so that you can easily run the same report again in the future.

Click Restore to open the Select Parameter List Name window, where you can choose (select + OK) previously-saved report options.



Posting Physical Inventory

To post physical inventory, select a counted record and click Post the Selected Physical Count on the Count Selection tab’s toolbar of the Physical Inventory window.

You should receive a message similar to the following:



Built-in logic tests ensure accurate inventory counts. If an error is detected, the physical inventory does not post and the status changes to “PostingErrors.”

Dealing with Posting Errors

Things to know:

The system checks for errors against each item in the count.

All you need is a single error to prevent your post.

If you get a posting error, the system will tell you what it is.

Your only options are to tend to the error by eliminating its cause or to modify your count and re-post.

There are three main system checkpoints a post must pass before it is successful:

1. Orders Checkpoint - errors produce a pop-up window with a message related to “pending receipts” or “unposted orders.” A sample is shown below:



2. Production Checkpoint - errors produce a pop-up window with a message related to “unposted production.”

For Order and Production errors, you must click OK and then resolve the issue(s). You can come back and try to re-post.

3. Inventory Checkpoint - errors produce a generic pop-up window with the message, “1 items had errors during posting.”

For Inventory errors, the system actually changes the count status to PostingErrors and a report is generated for further investigation.

In this case, click OK to return to the Count Selection tab:

Select the count with the posting errors and click the Maintain Details… button on the toolbar.



A Posting Errors for Count window displays:

On this window, you can Print an Error Report ( ) and view Identified Stock Posting Errors

( ) for a selected Transaction Error.

When you Print an Error Report ( ), you are presented with something similar to the following:



Note the error displays as a link. Click it to get more detail:

Now you can close or minimize the Reporting Services window and make appropriate changes

to your count (Maintain Count Details).

Return to the Posting Errors window and click Repost ( ) until your post is successful with a status of Complete.



Other Options to Alter a Count

Click the Delete Physical Count toolbar button ( ) on a selected count with posting errors to change it back to a Canceled status, which allows you to re-open the count and maintain its details

( ) to make corrections such that repost ( ) attempt(s) will be successful.

Use the Reverse Physical Inventory Post function to reverse the posting of a count (must have a Complete status). Your physical counts are maintained, and the count status rolls back to Counted so that you can Maintain Count Details again.

Use the Snapshot Rollforward function to replace the posting of a count (with a Complete status) using a file import/export/post utility.

Reverse Physical Inventory Post

Use this function to reset the posting of the last physical inventory count for a warehouse. This does not remove the counts taken; it merely re-opens the physical inventory count for further maintenance/correction. You cannot reverse the post of a count that doesn’t have a “Complete” status.

Inventory > Physical Inventory > Reverse Physical Inv Post

1. Double-click the Reverse Physical Inv Post function to open the Reverse PI Posting window.

2. Select the desired post and click the Undo ( ) toolbar button.



When the reversal is successful, the following message is displayed:

3. Click OK and close the message window.

4. Return to the Count Selection tab to see your count has changed status to “Counted,” which means

you can now open it and make modifications. You may have to Refresh ( ) the count list to see the new status.

Snapshot Rollforward

Use this function to replace the posting of a count (that has a ‘Complete’ status) using a file import/export/post utility.

Inventory > Physical Inventory > Snapshot Rollforward

Double-click the Snapshot Rollforward function to open the Inventory Snapshot Rollforward’s options:

Export – Click to produce the Snapshot Rollforward Report (shown below).

This command is primarily for your convenience in that you can make needed changes in MS Excel, for instance, thereby bypassing having to make manual corrections



in the DSI system. Once corrections are made (i.e., in Excel), you can import the data back into the system. Some users find this easier. It’s purely optional.

NOTE This option will not work for you if you are using stock identifiers.

Import – Click to start the import process of an MS Excel file that you have modified outside the

DSI Software. Use MS Windows to browse for the file and select it for import.

Click Yes to continue with the import. The system will notify you of import success or failure.



Post – Click to post counts to all warehouses with a ‘Counted’ status. If there are errors during the process, the system will notify you as shown below. (This is opposed to posting a count one-at-a-time as shown in the “Posting Physical Inventory” on page 87.)



Lab

The Lab menu offers several functions for maintaining lab test codes and templates

The Lab Application offers options for maintaining lab test codes, grades, and templates:

Test Import Templates—this function allows you to import, define, and maintain test templates.

Maintain Test Import Templates—this function allows you to create and import lab .csv files, and apply or modify test scores.

Maintain Tests and Grades—this function allows you to record and maintain lab results.

Composite Test Identifiers—this function allows you to record lab results from samples taken across pallets or vats to be used across multiple stock records.

Prerequisites to using the Lab application are listed as follows:

1. Lab Tests must be defined. The system can’t record tests for something it knows nothing about. (Inventory > Master Files > Maintain Lab Tests)

2. Lab Tests must be associated with a Product. The system can’t know which products require testing if you don’t tell it so. (Inventory > Master Files > Maintain Product) —related to Certificates of Analysis

3. A default, master customer file must be defined with test specifications (specs) for minimum, maximum, and target limits for your company and all its applicable items. This ‘control’ master file ensures that out-of-spec product is not available to ship. (Distribution > Master Files > Customer Master, Items tab/Maintain Lab Test Limits)

4. A default reason for putting stock on hold must be defined —the system needs to know how you want your hold items handled. (Inventory > Master Files > Maintain Inventory Hold Control)



Test Import Templates

The Test Import Templates function lets you import lab .csv files and apply test scores based on established criteria like lab sample ID, bills of lading, primary tickets, or primary/secondary tickets. You can also update results for inventory, agreement, producer, source, and destination components.

This function allows you to map template criteria so the system knows which fields to match up between the system and an imported CSV file full of lab data. When the system sees that a lab/CSV file is present, the specified template is applied to it.

Inventory > Lab > Test Import Templates

1. Select the lab template you want to use from the Select Template drop-down list.

2. Click the Search/Browse button ( ) to browse your computer or network for the desired CSV file.

3. Click Import ( ) to execute the import function.

A report displays in MS Word 97 that lists any issues with the import.

The Maintain Templates command button ( ) displays the Maintain Test Import Templates window, where you can view and edit previously established templates.



Maintain Test Import Templates

The Maintain Test Import Templates function allows you to create and maintain templates, which are used to structure lab data that is imported via test equipment. This function should be performed before proceeding with the import.

The imported CSV files can apply test scores based on established criteria like lab sample ID, bills of lading, primary tickets, or primary/secondary tickets.

You can update results for inventory, agreement, producer, source, and destination components.

Inventory > Lab > Maintain Test Import Templates

1. To add a new template, click New and complete the following fields at the bottom. Fields may differ slightly depending on the system to which you are importing (e.g., LSLP or Inventory).

TEMPLATE The name of the new test import template.

DESCRIPTION A unique description of the template.

IMPORT TO Select the type of test for: Inventory, LSLP Agreement Components, LSLP Destination Components, LSLP Producer Components, or LSLP Source Components. (LSLP = Liquid Sales/Liquid Production)



ALLOW UPDATES Select this check box to permit the system to override existing test scores with new values.

START LINE The line on which results start in the lab/CSV file.

MATCHING CRITERION

Identifies how to match results to loads. This may change depending on the system to which you are importing (like LSLP or Inventory).

APPLY TO ALL CODES

Select this check box to apply the template to all destination codes.

APPLY TO ALL ITEMS

Select this check box to apply the template to all item codes.

2. Click Apply to save your changes.

3. With your template highlighted in the list at the top, click Maintain Template Columns ( ) on the toolbar to display the Maintain Test Columns window.

4. Use the above window to enter column headings from the lab/CSV file.

Each column position field is numbered and holds a drop-down list of test values that might correspond to the lab’s CSV column headings values.

For each column, choose the appropriate test value from the Contains drop-down list.

To ignore a column, select the Ignore check box.



The Implied Decimals field can be used to tell the system at which point in the value to put a decimal point. For instance:

o You are expecting that a test value will be received and imported into the system as a whole number such as 3123.

o But the system expects a decimal point in that number so it can record the accurate value of 3.123.

o Use this field to tell the system how many spaces from the end of the whole number to put the decimal point.

o If we count to 3 from the right of the whole number, and enter 3 into the Implied Decimals field, then the system will take 3123 and change it to 3.123 before entering it into the system:

To specify that the column value should have a default value, then select the Default check box and enter the default value in the Default Value field.

For each comma, leave a blank row.

The following is an example of a CSV import file:

5. Click OK at the bottom of the Maintain Test Columns window.



Maintain Tests and Grades

The Maintain Tests and Grades function logs various lab results. Opening this function from the Lab menu launches the Pallet Filter window, which is a DSI advanced search window used to filter through large numbers of records.

From the search results, you can:

Record and maintain lab results

Release items from quality hold

Apply a grade to inventory

Create a new test group2

Change a test group ID

Inventory > Lab > Maintain Test and Grades

1. Select (highlight) a search parameter.

2. Define one or more specific queries (database search operators).

3. Click Insert to insert the parameter(s) + queries into the lower portion of the window. Use the other command buttons as needed—they operate on the current search parameters.

4. Repeat 1 – 3 to enter additional parameters and click Use. Click Use by itself to return all records.

Results are listed in the Maintain Lab Results window:

2 A test group is defined as several stock records requiring the same lab tests.



Window Controls and Fields


is used to…

Click this button to re-open the advanced search window, Pallet Filter.

/ Click either of these buttons to clear fields and refresh the record list of the current window.

This toggle button changes the Status of one or more selected stock records from Normal to Hold For Inspection (or vice verse via toggle).

A Hold Reason and Description are required when putting stock on hold.

Click this button to remove selected pallets/stock records from a Test Group2.

If the selected pallets are the only pallets in the Test Group, then that test group will be deleted altogether and will reflect a test group number of zero—unless there are other records in the system that didn’t meet the filter criteria and so did not display on the Maintain Lab Results window.

In which case, records not present in the window will retain their original Test Group and thus, you can add pallets/stock records to that group later.

Click this button to add or change the Test Group assignment of selected pallets/stock records.

Enter the New Test Group number and click Add/Change.

On the confirmation message, click Yes to

confirm the change.

The Maintain Lab Results window re-displays, showing the change.

Selects This display-only field shows the current search parameters in play for what you see listed in the test group window.

Hold Reason

Double-click in this field to open the reason selector window, from which you can select a reason code. (Inventory > Master Files > Maintain Reason Code)

This command button is not present unless you select the Require Reason On Hold check box via the Maintain Inventory Hold Control function

Desc

Use this field to enter a descriptive word or two that further describes a hold reason.

This field is not present unless you select the Require Reason On Hold and/or the Logging Active check boxes via the Maintain Inventory Hold Control function

Click this button on a selected pallet/stock record to see a history of hold transactions, who performed them, and when. Details of the selected record are also displayed in the View Hold History via this command button.

This command button is not present in the Maintain Lab Results window unless the Require Reason On Hold check box is selected via the Maintain Inventory Hold Control function.




is used to…

Click this button to record test results for selected pallets/stock records using the Maintain Tests window. The system includes all other stock records with the same Test Group number, as evidenced in the system message shown here

To move a single stock record out of a Test Group, use the Test Separately toolbar button on the Maintain Tests window.

If you wish to view a stock record’s current lab test results, you can do so by clicking this button on the selected record.

If accompanying records don’t display here in the list, it’s because they’re not a part of the current search results.

Click this button to create a new group for all the records shown in this window. The system counts the current records in the window and asks you to confirm because old test data will be deleted:

You can move a stock record back out of the group you create in the Maintain Tests window.

Any individual stock record in the group can be tested multiple times and each test will be stored based on test date and time.

If the accompanying records don’t display here in the list, it’s because they’re not a part of the current search results—yet, is counting all the records in the system that are part of the test group, which is the way the system operates.

When a new test group is formed using this feature, the system assigns the Test Group Number 9999999. Once test criterion has been assigned to a pallet/stock record of the new group, the group number will adopt the next Test Group number available in the system. If you assign NO criterion to the new group, then the system removes the test group assignment altogether (meaning it reverts to zero).

Click this button to apply a Grade to a selected stock record to create/maintain grading results. See “Maintain Grades” for more information.

Click this button to open the Add Test Result window, where you can apply any available test (incl. results); not just those limited by gradable products.

Your entries/modifications will apply to the entire test group of the current stock record, including those not in your current search.

Available tests are created in the Maintain Lab Tests function.



Maintain Tests

This window is accessed via the Test command button ( ) from the bottom of the Maintain Lab Results window as shown on page 101. It is used to create new lab tests (incl. results) or modify existing lab tests (incl. results) for a stock record belonging to the same Test Group—even it’s only a test group of one.

The system locates and lists all other stock records belonging to the same Test Group number, even if they weren’t part of your search, and lists them at the bottom of the Maintain Tests window for your convenience. Thus, tests and results you create or change will apply to the entire test group.

To move a stock record out of the group, select it and click the Test Separately toolbar button ( ).



is used to…

Test Date Enter a new test date or accept the default of today’s date.

Test Time Enter a new test time or accept the default of the current time.

Test Select the desired test type from the drop-down list. Lab tests are defined using the Maintain Lab Tests function on page 35.

Test Result Enter the test result (either numeric or text, as configured by the system).





is used to…

Use for Yield

Select this check box to indicate that the selected test is for product yield only. This information is important for reporting purposes. The window in the upper left indicates whether an existing test is applied to yield.

When creating a new test ( ) for a test group, the system checks to ensure that the test does not already exist for the current test group. If it does exist, and you wish to make your new test for yield, the system checks again to see if the existing test is already selected for yield. If so, a system message confirms that you want to make the new test the one to use for yield, which will remove the existing yield flag on the other test.


Click this button to clear existing fields in preparation for entering a new test record.


Continue New Select this check box to expedite data entry when entering multiple records in one sitting. Its normal operation is cleared by default.


The following controls and fields apply to the bottom half of the window.


Click this Test Separately (Remove

from Test Group) command button from the lower-window toolbar to separate a selected test records.

When you click Yes, the system removes the selected test record from the list and moves it back to the Maintain Lab Results window, sporting a new Test Group Number.

If you select No, it’s the same as using Cancel.

This toggle button changes the Status of only the selected stock record from Normal to Hold For Inspection (or vice verse via toggle).

A Hold Reason and Description are required when putting stock on hold. In fact, you can save yourself a step if you’ll enter the Hold Reason and Hold Description first—then click this toggle button to put a test record on hold.





is used to…

Hold Reason

Double-click in this field to open the reason selector window as shown here.

Double-click on the desired Reason to insert it into the parent window’s field or select the Reason and click OK—either method

works.

Reasons are defined using the Maintain Reason Code function.

This command button is not present unless you select the Require Reason On Hold check box via the Maintain Inventory Hold Control function.

Hold Description

Use this text field to enter a descriptive word or two that further describes the hold reason.

This field is not present unless you select the Require Reason On Hold and/or the Logging Active check boxes via the Maintain Inventory Hold Control function.

Click this button on a selected pallet/stock record to see a history of hold transactions, who performed them, and when. Details of the selected record are also displayed in the View Hold History via this command button.

This command button is not present in the Maintain Tests window unless the Require Reason On Hold check box is selected via the Maintain Inventory Hold Control function.



Maintain Grades

This window is accessed via the Grade command button ( ) from the bottom of the Maintain Lab Results window as shown on page 101. It is used to create or modify grading results.

NOTE The system will not allow you to apply a grade to an item that does not belong to a gradable product group. (See the Maintain Product Group function.)

All inventory records matching the Mfg/Receipt Date and Mfg Sequence of the record selected in the Maintain Lab Results window is displayed in the lower portion of the window shown below.

An item can be graded multiple times and each grade event is stored by test date and time.

Only items in gradable product groups can be graded; you will otherwise receive an error message. (Inventory > Master Files > Maintain Product Group)





is used to…


Opens Grade Reasons for a selected grade change.

Grade reasons are defined via the Maintain Reason Code function (Allowed on Grading check box).

Permitted reasons for grade changes are listed here. Double-click to include or

exclude reason(s) for the current grade change.

Grade Date Enter a new grade date or accept the default of today’s date.

Time Enter a new grade time or accept the default of the current time.

Grade Enter a new grade or change an existing one.

Click this button to apply a grade change to the current stock item.


Continue New Select this check box to expedite data entry when entering multiple records in one sitting. Its normal operation is cleared by default.


Click this Grade Separately command button from the lower-window toolbar to separately

maintain the selected stock’s grade.

When you click Yes, the system removes the selected test record from the list and moves it back to the Maintain Lab Results window, sporting a new Test Group Number.

If you select No, it’s the same as clicking Cancel.

This toggle button changes the Status of only the selected stock record from Normal to Hold For Inspection (or vice verse via toggle).

A Hold Reason and Hold Description are required when putting stock on hold. In fact, you can save yourself a step if you’ll enter the Hold Reason and Hold Description first—then click this toggle button to put a test record on hold.





is used to…

Hold Reason

Double-click in this field to open the reason selector window as shown here.

Double-click on the desired Reason to insert it into the parent window’s field or select the Reason and click OK—either

method works.

Reasons are defined using the Maintain Reason Code function.

This command button is not present unless you select the Require Reason On Hold check box via the Maintain Inventory Hold Control function.

Hold Description

Use this text field to enter a descriptive word or two that further describes the hold reason.

This field is not present unless you select the Require Reason On Hold and/or the Logging Acitve check bo3xes via the Maintain Inventory Hold Control function.

Click this button on a selected pallet/stock record to see a history of hold transactions, who performed them, and when. Details of the selected stock record are also displayed in the View Hold History via this command button.

This command button is not present in the Maintain Grades window unless the Require Reason On Hold check box is selected via the Maintain Inventory Hold Control function.



Add Test Result

This window is accessed via the Add Test command button ( ) at the bottom of the Maintain Lab Results window as shown on page 101. Your entries/modifications will apply to the entire test group of the current stock record, including those not in your current search.

This feature is handy for applying several test results in one sitting for the current test group.

1. Enter the test result in the Test Results field and select the Use for Yield check box if applicable.

2. Click Maintain Test for each new test result you enter.

3. When finished, click Update Tests.



View Hold History

This window is accessed via the Hold History command button ( ), accessed via the Maintain Lab Results window, the Maintain Tests window, the Maintain Grades, the Maintain Tests and Grades window. Hold History allow you to see the item details and the hold history of a selected stock record.

The upper portion of the window displays information about the current item, and the bottom of the window displays all the hold event details that have occurred since the Logging Active check box was selected.

All fields are display-only, but you can Refresh ( ) the history list any time. This history list displays some key data about the selected stock record:

Description

Date and Time the inventory status (Event) changed

Reason Code

Event (inventory hold or release)

Test Group Based (if selected, it indicates that the inventory is part of a test group)

System username or the user responsible for the inventory hold or release.



Composite Test Identifiers

This function allows you to take samples from across pallets or vats to combine the readings in a composite test result, which can then be applied across multiple stock records. It is typically used in conjunction with DSI’s DairyTracker bar code system.

The diagram shown below illustrates how composite test identifiers work.



Inventory > Lab Inventory > Composite Test Identifiers

Double-click the Composite Test Identifiers function to open the Composite Test Identifiers window.



is used to…


Click the Add New toolbar button to create a new composite test ID record. The window

refreshes with the new record listed at the top of the window.

Click the Scan Label toolbar button to process the test labels/identifiers that will comprise the

selected composite test ID on the parent window. Note the Composite ID (‘18’) is listed as part of this window’s title bar.

You can also double-click directly on a selected Composite Test ID to open this window. If you cancel a scan/identifier entry, the system asks you to confirm it.

a) Scan or type the Identifier in

the Scan Identifier Entry field.

If the Composite Test ID create date is more than one day past, scanning/entering new identifiers is prohibited by the system.

b) The remaining fields are display-only to help you keep track of what IDs you’ve scanned/entered and how many Identifiers you have associated with the current Composite ID thus far.

Each successful scan entry (acceptance) increases the identifier count by one. If this panel is revisited for a given composite ID, the identifier count is populated, but the “Most Recent Scan” will be blank pending a valid new scan.




is used to…

c) After each Scan Identifier Entry, click Accept or hit <ENTER>.

This action validates the presence of a pallet and if valid, adds the details to the database.

d) Repeat as needed and click Finish when done. If the identifier count has changed, it will be

reflected in the parent window.

When you click Finish, the Print Labels… window displays where you can define the

number of labels you want to print.

e) Enter the number and then click the Print command button.

If you do not already have a printer set up with system tailors and INI file configuration, you may get a prompt to enter the name of the printer:

Enter the name, if needed, and click OK.

When an identifier represents a pallet code (for true validation officianados…):

The following validation rules apply to the default/current logic where the identifier represents a pallet code:

a) The pallet must exist within the logged-in company.

b) The pallet must contain exactly one item having a positive quantity on-hand in the NIFStockDetail table.

c) The pallet cannot have been previously scanned in as an identifier detail related to the relevant composite ID. If a pallet being entered is the same as the one just successfully scanned, no error message is presented. In such a scenario, the entry field is simply cleared.

d) The item on every pallet detail related to a given composite ID must be the same.

Click the Details Panel toolbar button

to see the scanned identifiers that comprise the selected Composite Test ID (‘14’ in the example below).

If the identifier count changes based on any deletions you make, it will be reflected in the parent window.

You cannot delete identifiers that were created/ scanned more than one day ago.

Click the Delete toolbar command button on a selected Composite Test Identifier to delete it.

NOTE Composite Test IDs and their individual identifiers that are older than one day cannot be deleted.



Inquiries

The Inquiries application provides quick access to read-only views of various master file records. This way, you can examine and access data without the worry of accidental changes or superfluous workflows. For a system administrator, it’s a great way to be specific about which user groups have access to which functions. See the Security Setup User Manual for more information.

For example, let’s look at the Maintain Item function’s master file at right. (Inventory > Master File > Maintain Item)

You can see that the window’s title bar reads “Item Master Maintenance” and all detail fields on the right side of the window are available for editing.

In addition, it has command buttons at the bottom for Apply, New, Delete, etc. –not shown in this example.

Now, let’s compare it with the Item Master Inquiry window, shown below.

Inventory > Inquiries > Item Master Inquiry

You can see all pertinent detail of any item record, but fields are not available for editing and there are no window controls like toolbar buttons.

The only thing you can do is view item data and

refresh ( / ) it as desired.



Staging Table Errors

The Staging Table Errors function lets you address staging errors in your financial interface. You can repost corrected records from here. This is an example of a function that is not simply read-only. It is also not considered in scope for this document as there are several possibilities for financial software interfaces with DSI. If you need to use it, please contact DSI Technical Support for assistance.

Inventory > Inquiries > Staging Table Errors



Inventory Company Settings Inquiry

The Inventory Company Settings Inquiry offers a read-only look at the Inventory Settings window. For editing functions, see the Maintain Inventory Company Settings section on page 30.

Inventory > Inquiries > Inventory Company Settings Inquiry



InterCompany UOM Master Inquiry

The InterCompany UOM Master Inquiry displays a read-only view of conversion factors for intercompany transactions. You can edit these values using the Maintain Intercompany UOM master file function.

Inventory > Inquiries > InterCompany UOM Master Inquiry



Item Master Inquiry

This inquiry gives you a read-only view of item master files. See the Maintain Item section on page 13 for editing and maintaining item master files.

Inventory > Inquiries > Item Master Inquiry



Lab Test Master Inquiry

The Lab Test Master Inquiry offers a read-only view of data maintained in the Maintain Lab Tests master file.

Inventory > Inquiries > Lab Test Master Inquiry



Product Master Inquiry

The Product Master Inquiry gives you a read-only view of product master files, which are created and maintained via the Maintain Product function discussed on page 21.

Inventory > Inquiries > Product Master Inquiry



Product Group Master Inquiry

Select Product Group Master Inquiry from the Inquiries menu to open a view-only window like the Maintain Product Group master file window discussed on page 19.

Inventory > Inquiries > Product Group Master Inquiry



Reason Code Master Inquiry

The Reason Code Master Inquiry displays read-only data discussed in the Maintain Reason Code master file section on page 36.

,

Inventory > Inquiries > Reason Code Master Inquiry



Stock Detail Inquiry

The Stock Detail Inquiry lets you view historical transactions against an existing stock detail record. (For stock no longer in your inventory, run an Inventory Transaction Report to view historical information.)

Inventory > Inquiries > Stock Detail Inquiry

The Stock Inquiry window gives you a flexible, read-only view of stock presented in expandable tree structures. Using the By field’s drop-down list, you can see stock in various view-formats. Data is still unavailable to edit.

Warehouse/Location/Pallet/Item view:



Item/Warehouse/Location/Pallet view:

Lot/Warehouse/Location/Pallet view:



Pallet/Warehouse/Location/Item view:

Warehouse/Item/Location/Pallet view:



Product/Rec. Date/Seq./Warehouse/Location view:



Transaction Code Master Inquiry

The Transaction Code Master Inquiry offers a read-only view of your transaction codes, which are created and maintained in the Maintain Transaction Codes master file as discussed on page 37.

Inventory > Inquiries > Transaction Code Master Inquiry



UOM Master Inquiry

This function gives you a read-only view of Unit of Measure (UOM) records. You can edit these values from the Maintain Intercompany UOM master file as discussed on page 33.

Inventory > Inquiries > UOM Master Inquiry



You can delve deeper by clicking the Details folder on the toolbar for a selected UOM and the system will show all conversion rates for that UOM:



Warehouse Group Master Inquiry

This function shows you a read-only view of the warehouse groups you have created for warehouse and Sold and Hold transfers. Edit warehouse groups with the Maintain Warehouse Group master file function as discussed on page 27.

Inventory > Inquiries > Warehouse Group Master Inquiry



Warehouse Master Inquiry

The Warehouse Master Inquiry gives you a read-only look at your warehouse records, which are maintained in the Maintain Warehouse master file as discussed on page 23.

Inventory > Inquiries > Warehouse Master Inquiry

(without dairytracker) user guide...data specialists, inc. page v about this document this guide...

Documents