All forms management transactions are entered and edited from the same data entry window using the following fields:
Header Fields
The entry process begins with entering the Customer ID, Employee ID, and count/release date, and making the count or delivery.
SITE  |
Press this button to select a location to count at or release to. All line items on the count (or release) are assigned to this Site (Shipping Address.).
You must select a Site in order to enter an F/M Transaction. |
| NAME (non-editing) | The customer company name as it appears in the Customer Main Data File. |
| ADDRESS (non-editing) | The customer company address as it appears in the Customer Main Data File. This should be the Bill To address. |
| PHONE # (non-editing) | The customer company main phone number as it appears in the Customer Browse. |
| REFERENCE | If needed, you can enter another type of identifier for this transaction here. For example, you could enter the term ‘STARTING’ to indicate that you are entering a beginning count or ‘FALL 2002’ to indicate that you are entering the physical inventory taken in autumn of 2002. |
| EMPLOYEE ID | The sales person or other employee who is taking the count or making the release. This must be a valid record in FILES|Representative and Employees. |
| CONTACT NAME | Use this field to enter the name of a contact person at the Site where you took the count. |
AUTO POPULATING COUNTS
When you press [Insert] to begin entering Line Item, Simple Accounting asks if you wish to Auto-Populate the transaction. This means that one line item will be added for each product linked to the selected Site.
Unless you are entering a Count or Adjustment for every Product linked to this Site, you should probably answer [No].
If you select All when Auto-Populating a count, Simple Accounting will automatically create a link to each of the Customers Products at the selected Site.
Line Item Fields
SHIP FROM 
(Releases/Transfers) |
This button allows you to select a location to release the product from. As with other Simple Accounting transactions, not selecting a Ship From Address selects the Default Storage Location of the Product. |
| PRODUCT ID | Enter a valid product ID in this field. The Products Browse appears to assist you in selecting a product.
You may select only products linked to the selected Customer ID. If you have selected the Default Customer/Vendor, you may select only Distributor Owned products. After you select a Product ID, the default PACKAGE QUANTITY And PACKAGE U/M appears at the right of the screen. |
| DESCRIPTION | The Product Name information from the Products Main Data File appears. Any changes you make will only affect this transaction. |
| BIN LOCATION | Enter the bin location you wish this count to apply to. |
| PACKAGES COUNTED | If this Product has a PACKAGE QUANTITY, you can enter the number of packages counted (or to be released) here and Simple Accounting will automatically calculate the INVENTORIED QUANTITY for you.
Example: If the PACKAGE QUANTITY for this Product is 2,500, then entering 4 in the PACKAGE QUANTITY field sets the INVENTORIED QUANTITY field for this count to 10.000 M. (4 cartons * 2,500 sheets per carton) ————- = 10,000 sheets total |
| QUANTITY PER PACKAGE | This defaults to the PACKAGE QUANTITY set in the Product Master. |
| INNER PACKAGES | If you have entered an INVENTORIED QUANTITY, then Simple Accounting can calculate the PACKAGES COUNTED for you plus any INNER PACKAGES. The INNER PACKAGES are determined based on the QUANTITY PER INNER PACKAGE set in the Product Master.
Example: The PACKAGE QUANTITY for a Product is 5,000, and the QUANTITY PER INNER PACKAGE is 500. You enter a count of 18 cartons and 7 open reams. Simple Accounting automatically calculates the INVENTORIED QUANTITY for this count as 93.5 M. (18 cartons * 5,000 sheets per carton) + (7 reams * 500 sheets per ream) ————- = 93,500 sheets total |
| QUANTITY/INNER PACK | The number of items per inner pack. An example would be 500 sheets per ream of paper. |
| INVENTORIED QUANTITY | For Counts: Enter the quantity counted. be certain to use the same unit of measure indicated on the screen from the previous balance.
Example: If the current count is 1000 forms, and the unit of measure is ‘M’ (thousands), and the previous balance was 1.5 (1500 count), you should enter ‘1.0’ as the current balance, not ‘1000’. For Releases: Enter the amount to be delivered from the warehouse to the customer location. |
| INVENTORIED U/M | The unit of measure used for the INVENTORIED QUANTITY. This defaults to the Product Master. |
| CALCULATE USAGE? | This field tells Simple Accounting whether or not to update usage figures for this count. If you check this box, both the customer’s on site quantity and usage figures for this product are updated. If you do not check this box, the customer’s on site quantity is updated, but not the usage. This lets you enter old counts to balance inventory, without affecting usage for that period. |
| FREIGHT
(Releases Only) |
Enter any freight to be charged to your customer for this delivery. This amount is automatically entered as a Sales Order to bill your customer. |
| SHIP VIA
(Releases Only) |
Enter the carrier who will be delivering this release. The default is this customers default SHIP VIA, but may be overridden by press the field lookup button. |
| F/M UNIT PRICE | Enter the Customers valued Unit Price for the Product you are counting or adjusting. This
|
| TRACKING #
(Releases Only) |
Enter the freight bill or tracking number for this release, if available. |
CUSTOMER VALUE IS DIFFERENT! Customer Value refers to the value of the Product to your customer. This may or may not be the same thing as the price your customer paid for the Product. For example, you may be counting Products that were originally purchased from another Vendor. Or you may need to adjust the Customer Value on the existing stock due to depreciation or damage. Adjusting Customer Value on a Product in no way affects your General Ledger or Sales Reports. It is strictly for your Customers reporting purposes.
This button activates a [tooltip slug="browse-box"]browse box[/tooltip]. It is always placed directly to the right of an entry field and allows you to select a value for the entry field from the browse box. The browse box usually has all the same functions as if you had selected it from the main menu, so you can add, edit or delete records in the browse without leaving your original task.
Pressing <F6> on your keyboard when you are in a field with a lookup button works the same as pressing the Field Lookup button itself!