This Technical Note identifies how and where changes in inventory are accounted for and reported. This involves activity in the Item, Order, Invoice, Purchase Order, dInventory, Usage and Usage Summary files. There are several ways to view the information depending on whether you are interested in forecasting needs, looking for best selling Items or viewing historical information so a current decision may be made.
You are familiar with the Departments in CommerceExpert/WebClerk.
You are tracking inventory within CommerceExpert/WebClerk.
1. Confirm that you have configured CommerceExpert/WebClerk to track inventory. By selecting: File > menu Show Defaults. Navigate to the "Options" page and check "Track Inventory".
If you wish to view pending inventory changes or the time delay in updating the inventory is a problem, do not check "Auto Update Inventory". Checking this option will cause all changes to inventories to be posted as soon as the "Item" records associated with them are not locked by another user.
2. Set the precision that inventory changes are to be rounded to in the Default record.
3. Inventory counts are maintained in the "Item" records for Quantities On Hand, On Sales Order and On Purchase Order. Each time a transaction occurs in Purchase Orders, Sales Orders, Invoicing or in Adjust Inventory, a "dInventory" record is created to track that change (the small "d" signifies "change".)
The Pending Inventory Changes menu selection displays any records which have not been posted.
4. Records which have been posted may still be viewed by searching the "dInventory" file for the desired records.
5. "dInventory" records identify what created them based on the "Type" field, the "DocID" field and the "Reason" field.
Type identifies the file of the creating document, such as "PO" for PO's, "ADJ" for Adjustments, "SO" for Sales Orders and "IV" for Invoice file. DocID identifies the unique document number, such as Invoice # 1002-1234 and Reason tells why the record was created:
Void or deleted Po Line Void PO Line
Change a PO item number from this number -d PO Item
Change a PO item number to this number +d PO Item
Change in the quantity received on PO d Inship
Changed the order quantity for an item d PO Ordered
BOM & Adjust On Hand
Change in child qty base on building a BOM Adj child
Change in assembly qty base on building a BOM Build by BOM
Other expanations my by designated by you as needed in the Adjust Inventory Screen, "Scrap" is specifically used to accumulate product loss information in the Usage Records.
Void or deleted Order Line Void SO Line
Change an SO item number from this number -d Item
Changed an item number to this number +d Item
Changed the order quantity for an item d Item Qty
Void or deleted Invoice Line Delete Invc line
Change in the quantity received on Invoice +ship ivc
6. Records which have been posted may still be viewed by searching the "dInventory" file for the desired records.
7. "dInventory" records are used to display sales for a specified period. This view of the information is available under the Review menu.
8. "dInventory" records are also used by the "Usage" file to accumulate Sales History information. You enter your Sales plans, CommerceExpert/WebClerk will Tally the actuals. As "dInventory" records are Tallied into the "Usage" records, the "DTStack" field is date/time stamped.
9. "Usage" records may accumulate "dInventory" records by Type if the "Item" record is so marked.
For instance all "Item" records for baseballs could be marked to "Tally by Type" and all Sales of baseballs would accumulate into a single "Usage" record with the Item Number and Description marked as "Baseballs".
By Type should be used for Items which do not warrant individual Sales tracking.
10. If "Tally End of Month" is used, checking "Delete Daily Item Details" will delete all "dInventory" records which are older than the current month.
In very large data sets, the "dInventory" records may be deleted if DTStack and DTItemCard are NOT equal to zero.Inventory Changes