Counts, Transfers & Adjustments

This browse handles several functions used in your forms management program:

• The first function is to enter counts taken at the customer site, vendor warehouse (off-line storage) or in your own warehouse. These counts can then be used to calculate usage for eachsite.

• The second function is to enter products released from your warehouse to the client’s site. You can use this browse to manage inventory owned by your company, your customer, or a third party and you can use this to enter inventory that is not the result of your purchases.

 You can perform the same release function from the Sales Order Browse. In general, we recommend that you enter release into this browse only when no billing is involved.

• The third function is to enter miscellaneous adjustments, where you are altering the balance of inventory up or down due to some unusual circumstance such as damage or write off.

Each count taken and release delivered is recorded as a separate transaction in the Product History file. These, along with sales and purchase orders, creates a complete audit trail of all activity for the product and may be viewed and analyzed in the Product History Audit Trail Browse.

Each count taken and release delivered is recorded as a separate transaction in the Product History file. These, along with sales and purchase orders, creates a complete audit trail of all activity for the product and may be viewed and analyzed in the Product History Audit Trail Browse.

The process of entering counts can be hastened by using the following procedure beforehand:

1. Printing a Worksheet Report for the employee/customer using the Client Catalog.

2. Having the employee fill out the sheet at the site, including relevant notes regarding the state of the stock.

3. Using the counts taken from this sheet to enter the new quantities on site.

BUILDING YOUR INITIAL COUNTS

3. Enter a single count into Counts & Releases as a count. Make certain to enter the QUANTITY as the amount received on the last invoice, the count date as the date the product was received, and enter ‘Y’ in the UPDATE USAGE field.

4. Make a second separate entry into Counts & Releases using today’s date and the current physical count for the product.

5. Post the transactions you have entered.

This will give you an immediate estimated usage based on the time difference between the last invoice and the physical count. The system will simply assume that all the forms received on the last invoice minus the current quantity is the usage over the period between the invoice date and today’s count.

You do not have to make a separate transaction for each form. For example, you can create one transaction for entering your physical counts which includes all the client’s forms (one line item per form.)

WHEN TO TAKE AND ENTER COUNTS

It does not matter to the system when you enter or take the counts. The average usage for the month, quarter, and year will always be calculated properly as discussed above. And, since you can back date transactions, you might take a count on the first of the month but not get around to entering the count until the tenth. Simply enter the correct date the count was taken and all will be well. You also do not need to worry about taking a count at the wrong time of the month. The system will always maintain the correct balance of on site quantities.

MAKING CORRECTIONS

• If a mistake was made on a count or release before the Period Update, you can simply edit the transaction. If the entry was made after the last Period Update you will need to simply void the transaction and then re-enter the corrected version.

WRITE OFFS

Occasionally you may need to write off a product which has been damaged or lost. To do this, go to the F/M Browse and press <Ins> to create a manual adjustment. Click on the [Write Off] option and type in your company’s Default Customer ID in the CUSTOMER ID field. Then press [Insert] to add a line item(s) for each item you wish to write off. Finally, save the transaction and press the [Update Usage] button at the top of the browse.

From this point forward, you should exclude these items from Inventory Status Reports. To do this, make certain that one of the Filter Options used in your report is:

‘Status = W’

This sets the Total Value of the Product to zero at the selected Site.

Sometimes you may want to destroy inventory but a Write-Off is not what you want to do. There are many situations where you will want to eliminate a Product from your Forms Management system, but not all these situations will require a Write-Off. If you simply want a Product to disappear from the customer’s reports, simply do not mark it as FMS or you can change the Owned By field to N/A. However, if you still do want these products to appear on the Customer’s reports but with zero usage,  just change the Usage Calculation Method for the Product to N/A. Finally, if you want to set their value to zero but still leave them on the reports with their usage up to that point, enter a Write-Off as described above.

Important Browse Columns

[Print] Print two types of reports concerning your F/M transactions using the Query Window and Delivery Notices for releases. The two report types are:

Special Buttons

[Print] Print two types of reports concerning your F/M transactions using the Query Window and Delivery Notices for releases. The two report types are:

[Calculate Usage] This button calls the Calculate Usage process to recalculate usage and inventory quantities for all products on the selected F/M Transactions.

<Ins> Insert a new F/M Transaction. A drop down menu appears from which you select either:

• Count: For entering a physical count of inventory into the system, either at the customer site or your warehouse. This is also used when entering your inventory starting balances

• Release  For deliveries of warehoused items to the customer site.

A WORD ABOUT COLOR