Local Government Data Processing Corporation

Zortec

Inventory Control

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Table of Contents
Introduction ............................................................................................................................................. 5
Inventory Item Database .................................................................................................................................................... 5
Inventory Transactions....................................................................................................................................................... 5
Physical Inventory Tools ................................................................................................................................................... 6
Inventory Calendar Interface ............................................................................................................................................. 6
Inventory Reports............................................................................................................................................................... 6
Integration with other Zortec systems................................................................................................................................ 7
LGDPC Technical Support Options................................................................................................................................... 7
Inventory System Parameters.................................................................................................................. 8
Set Up of Warehouses.................................................................................................................................................... 8
Procedures to Define Warehouses.................................................................................................................................... 9
Updating Warehouse Definitions.................................................................................................................................. 12
Delete Warehouse Definitions....................................................................................................................................... 12
Print Warehouse Definitions ........................................................................................................................................ 12
Define General Parameters........................................................................................................................................... 13
Procedures to Define General Parameters...................................................................................................................... 13
Items Types.................................................................................................................................................................. 15
To Update or Delete Item Types...................................................................................................................................... 15
Define Assembly Units ................................................................................................................................................ 16
Period End Process ...................................................................................................................................................... 17
How to define or update posting dates............................................................................................................................. 17
Charge Codes............................................................................................................................................................... 17
How to Create Charge Codes........................................................................................................................................... 18
How to Update a Charge Code ........................................................................................................................................ 20
How to Delete a Charge Code.......................................................................................................................................... 21
Linking Inventory Control to the General Ledger ......................................................................................................... 21
How to Create a Link....................................................................................................................................................... 21
Updating G/L Links ......................................................................................................................................................... 22
Deleting G/L Links .......................................................................................................................................................... 22
Creating Inventory Items....................................................................................................................... 23
Maintain Inventory Item Databases ............................................................................................................................. 24
How to Update Item Information..................................................................................................................................... 25
Inquire on Items Information or Transactions ............................................................................................................... 26
Creating item narratives ............................................................................................................................................... 27
Entering "Ordering and Reorders" information for each item ........................................................................................ 27
To Enter Or Maintain Item Ordering Information ........................................................................................................... 27
Renumbering inventory items ........................................................................................................................................ 28
Transactions........................................................................................................................................... 29
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How to Enter an Item Transaction .............................................................................................................................. 30

Summary of Optional Transaction Entry Fields ........................................................................................................... 32
Summary of Transaction Entry Display-Only Fields....................................................................................................... 32
How to Adjust or Update Transaction Entries ............................................................................................................ 33
To Use the UPDATE Mode to Change a Transaction ..................................................................................................... 34
How to Delete Transaction Entries .................................................................................................................................. 34
The Inventory Control Calendar System .............................................................................................. 35
How to Set Up and Maintenance The System Calendar ............................................................................................... 35
Defining Calendar Year Information ............................................................................................................................... 35
Defining the Initial System Calendar Codes .................................................................................................................... 36
Generating the system Calendar....................................................................................................................................... 37
How to Enter Optional System Calendar Codes and Comments ..................................................................................... 37
How to Input Calendar Codes for a Selected Date or Update System Calendar.............................................................. 37
How to enter Calendar Comments for a Selected Date.................................................................................................... 38
Viewing Calendar Comments .......................................................................................................................................... 38
Updating Calendar Comments ......................................................................................................................................... 38
Deleting Calendar Comments .......................................................................................................................................... 39
Viewing the System Calendar Information on Screen ..................................................................................................... 39
An Overview of the Item Calendar .................................................................................................................................. 39
Creating Item Calendar Codes...................................................................................................................................... 40
Entering Item Calendar Codes ..................................................................................................................................... 40
Entering Calendar Entries by Individual Item.................................................................................................................. 40
Posting Calendar Entries for a Group of Items ................................................................................................................ 41
Posting Calendar Entries for a Range of Items ................................................................................................................ 42
Viewing Calendar Entries On-Screen .............................................................................................................................. 44
Physical Inventory Tools ....................................................................................................................... 45
Printing Inventory Worksheets ..................................................................................................................................... 45
Preparing Items for Inventory........................................................................................................................................ 46
Enter Physical Inventory .............................................................................................................................................. 46
Print the Item Total Discrepancy Report....................................................................................................................... 47
Using the Discrepancy Report ......................................................................................................................................... 47
How to Adjust Item Totals with Physical Counts......................................................................................................... 47
Creating a General Ledger Packet........................................................................................................ 49
Directory of All Standard Inventory Reports........................................................................................ 50

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Account Distribution Report ........................................................................................................................................ 50

Assembly Units ........................................................................................................................................................... 51
Catalog........................................................................................................................................................................ 52
Detailed Transactions Report ....................................................................................................................................... 53
Extended Worksheet ................................................................................................................................................... 54
Item Analysis by Department Report ........................................................................................................................... 55
Item Analysis by Item Report....................................................................................................................................... 55
Item Labels - Bar Code Labels .................................................................................................................................... 57
Item Labels - Bin Labels ............................................................................................................................................. 58
Materials Received Report ............................................................................................................................................ 59
Materials Used Report................................................................................................................................................. 60
Narrative Report ......................................................................................................................................................... 61
On-hand Value Transactions Report ........................................................................................................................... 62
On-Order Report ......................................................................................................................................................... 62
Quantity Summary Report........................................................................................................................................... 63
Reorder Report............................................................................................................................................................. 64
Retirement Report ........................................................................................................................................................ 66
Salvage Report by Work Order.................................................................................................................................... 67
Stock Status Report ..................................................................................................................................................... 68
Summary Ticket Listing .............................................................................................................................................. 68
Ticket Listing (transactions by ticket number) .............................................................................................................. 70
Work Order Report..................................................................................................................................................... 71
Other Reports ......................................................................................................................................... 73
To Print a List of Charge Codes .................................................................................................................................. 73
To Print list of Calendar Comments............................................................................................................................. 73
Item Calendar Reports ................................................................................................................................................. 73
Printing Calendar Entries Report ..................................................................................................................................... 74
Printing Item Calendar Recap Report .............................................................................................................................. 74
Printing Calendar Code Comparison Report.................................................................................................................... 75
Integrating Inventory Control with other Zortec Systems ................................................................... 76
Accounts Payable and Inventory Control ...................................................................................................................... 76
Fixed Assets and Inventory Control ............................................................................................................................. 77
General Ledger and Inventory Control.......................................................................................................................... 77
Plant Accounting and Inventory Control....................................................................................................................... 77
Vehicle Maintenance and Inventory Control ................................................................................................................. 77

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Introduction

The Zortec Inventory Control system is designed to meet the following basic requirements:

• Provide a flexible, easy to use computerized record keeping system for inventory items and
materials.
• Offer a means of accurately tracking all inventory related transactions such as requisitions, draws,
returns, salvage, etc.
• Provide an automated tool to assist in the management of periodic physical inventories, and to
reconcile physical inventories to item totals.
• Offer a full-range of item or transaction reports that enhance the ability of public sector
organizations to manage inventory and material requirements as well as to control costs.
• Provide an easy to use "electronic calendar" interface for recording and viewing all item
transactions.
• Provide an inventory management environment that can be fully integrated with other Zortec
systems such as Fixed Assets, Plant Accounting, Accounts Payable, and Vehicle Maintenance, to
automate related tasks and eliminate redundant entries.

The remainder of this section takes a look at how each of these basic requirements is embodied in the
current Zortec Inventory System.

Inventory Item Database

Inventory Items and Materials are created, maintained, viewed, and deleted through a single menu option.
The item record can accommodate any type of material. Part numbers, storage locations, and vendor
information can be recorded for each item. The item record also allows you to enter item ordering
information: lead time, reorder points, reorder quantities, and discount quantity/percentages. The item
record can display unit costs and value s for each item, as well as stock/transaction quantities. The system
also allows the creation of up to 99 pages of narrative data for any item.
A detailed item inquiry feature allows you to view a wide variety of information for any item from a single
screen. This item information includes: item quantities and dates, item usage by year, item transactions,
selected transactions, item narrative information, and item calendar entries.
A variety of item-related reports are readily available.

Inventory Transactions
All inventory-related transactions are input using a single transaction-entry screen. Using this screen you
can input any type if transaction, including: item requisitions, material orders, item returns, salvaged items,
reserved items, item receipts, etc. The data entry screen allows you to record a ticket number, date,
purchase order number, vendor , charge code, the item number, item quantity for this transaction,
Item cost and value for each item transaction.
As each transaction is recorded, the system maintains detailed history records for each item. Several
Transaction-related reports are available, including: Stock status, On-hand value Transactions report, and
Detailed Transaction report.

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Physical Inventory Tools

A complete suite of tools are available to assist in the process of taking a physical inventory and then
adjusting recorded item quantities. The system prints a worksheet that can be used to expedite physical
inventory counts. This work sheet lists all items, locations, and the current on-hand total as it is recorded
in the computer. When physical counts are recorded, they can be quickly input using a single data entry
screen.
After all physical counts are input, the system provides a detailed report comparing the previous item on-
hand totals with the actual counts. This report is used to find and correct item quantity discrepancies.
When all discrepancies have been reconciled, the system provided a tool to automatically update on-hand
totals with the correct physical count totals.

Inventory Calendar Interface

The Calendar lets you record item-related information and transactions as easily as writing them on a
desktop paper calendar. By defining special calendar codes and linking them to charge codes, all item
transactions can be entered and/or viewed using the Inventory Calendar interface. You can also create a
general electronic calendar to record holidays, general notes and reminders.

Inventory Reports
The standard set of Zortec Inventory Control system reports are designed to meet the full range of
inventory/materials management requirements. These reports provide detailed information on items, stock
status, inventory transactions, financial information, etc.
These reports include:
• Quantity Summary Report
• Stock Status Report
• On-Order Report
• Reorder Report
• Account Distribution Report
• Ticket Listing,
• Materials Used
• Materials Received
• Item Analysis Report
• Item Catalog
• Item Labels
• Detailed Transaction Report.
The Inventory System also offers an optional User Defined Reporting feature that enables you to build,
format, and print customized reports quickly and easily. These reports can be designed by selecting any
"data field" in the inventory database. Report fields are selected and formatted simply by following a series
of in-screen questions - no programming knowledge is required.

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Integration with other Zortec systems

The Inventory Control system is designed to be completely integrated with the Zortec Plant Accounting
system. As item transactions are entered, the system allows you the opportunity to input work order, plant
unit, and general plant account numbers for each item transaction. These transactions can be imported to
the Plant Accounting system, automatically updating plant work orders with the appropriate materials
transactions.
The Inventory system can also be integrated with the Accounts Payable, Fixed Assets and Vehicle
Maintenance systems. The Inventory system links to the Accounts Payable Receipting system to allow
inventory records to be immediately updated for item purchase orders and receipts. Fixed Asset records
can be assigned during transaction entry and imported into the Plant Accounting and Fixed Assets systems
when work orders are closed. And the Inventory system can serve as a parts inventory management option
for the Vehicle Maintenance system.

LGDPC Technical Support Options

If you have a problem with Zortec software and cannot resolve it using your documentation and other on-
site resources, the Zortec Technical Support Center is there to help you. Before calling the Technical
Support Center, have as much of the following information at hand as possible:
1. The System Name from the top line of the display.
2. The Line Number from the top line of the display.
3. The Revision Number from the top line of the display.
4. The Program Number from the top line of the display.
5. AND the best notes that you can prepare to describe exactly what the problem is and exactly how
you came to that point in the software.
The toll-free telephone number for the LGDPC Technical Support Center is: 1-800-439-4504
Support Email: [email protected]

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Inventory System Parameters

WARNING: ANY CHANGES MADE IN THE SYSTEM PARAMETERS WILL
AFFECT YOUR DATA.
Before you can create your inventory item database and begin to record item transactions, there are some
basic system parameters that must be defined on the computer system. This section leads you through the
process of defining your Warehouses, and setting up required General System Parameters.
For most sites, Zortec personnel will have already defined Warehouses and required General Parameters
during the Installation process. These procedures are presented to provide a full understanding of the
basic set up requirements as well as to provide the means to customize these parameters.
All Warehouse and General System Parameter information is entered or defined using the Inventory
System Office Manager option.

Set Up of Warehouses
The Zortec Inventory system maintains inventory records by individual "warehouses." With respect to the
Zortec Inventory Control system, a warehouse doesn't have to be a physical storage location. It is simply a
logical group of inventory database records. For example, you might set up separate warehouses for city
and utility items, even though they are actually stored in a single central location.
You must define a warehouse for each inventory database file you create and maintain. Up to 999 separate
warehouses for your site.
The way in which a warehouse is defined provides the system with some important information and
instructions concerning your inventory files. The warehouse definition describes whether an inventory file
will be integrated with other Zortec systems such as Plant Accounting, Vehicle Maintenance, Accounts
Payable Receipting, and Fixed Assets. The warehouse definition also determines whether work order
numbers are to be used for inventory transactions and whether negative inventory quantities are to be
allowed.
The Warehouse definition is also used to set up default general ledger accounts for inventory items,
transactions, cash accounts, inventory adjustments, work orders, and plant accounts.
Finally, the warehouse definition also defined the various item and transaction quantities to be maintained
for your inventory item file and database. Some common quantity types are:
• on hand
• on order
• received
• requisitions
• returns
• removals
• salvage
• reserved
• Beginning balance.

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Procedures to Define Warehouses

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 3 ‘Warehouse File’ and press the enter key.
The function menu will display enter a "C" to choose the "CREATE" mode and press the enter key. The
below screen will display

Enter a unique warehouse number in the "Whse #" entry field or press the F9 key to duplicate a current
defined warehouse.
If you have entered a new ware number the following screen will display.

You will have to enter a descriptive name for the warehouse in the "Name" entry field.
You will have to Answer the following on-screen questions (Optional):
• Use Work Order System? Enter a "Y" to use the inventory files for this warehouse with the Plant
Accounting system.
• Use Vehicle Maintenance? Enter a "Y" to use the inventory files for this warehouse with the
Vehicle Maintenance system.
• Use AP Receipt system? Enter a "Y" if you wish to link the AP Receipt system to the inventory
files for this warehouse.
• Use Fixed Assets System? Enter a "Y" to link inventory with Fixed Assets.
• Use Work Order Numbers? Enter a "Y" to display work orders for entry during item transaction
input.
• Allow negative Quantity? Enter a "Y" to permit the use of negative inventory item quantities.
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In the field labeled "G/L Division", enter the number of the General Ledger division of the accounts that
will be used to maintain inventory financial records.
Enter the month and year of the current accounting period in the "Acct Period" entry field.
If you wish the system to automatically verify all GL accounts with the GL system, enter a "Y" in the
"Validate G/L" field.
If you wish to allow the user to enter comments during all transactions, enter a "Y" in the "Accept Trans
Comments" field.
Define default general ledger accounts as required.
Press the F9 key when you have finished entering all information for this screen. The system will then
allow you to enter screen 2 and press the enter key for screen 2 to display.

In the fields under the heading "Qty Types", enter the number of the corresponding "Qty Desc's" field in
which the quantity type description is entered.
Example: If the complete description for the "On Hand" quantity type is to be contained in field 1 of the
"Qty Desc's" field, enter a "1" next to "On-Hand" under the "Qty Types" column.
Note: The system displays 8 standard quantity types in the "Qty Types" column. These are: On-Hand, On
Order, Received, Requisitions, Returns, Removals, Salvage, and Reserved. These quantities are maintained
for every defined inventory item, determined by recorded inventory transactions.
Enter a description of all quantities to be maintained on the system in the "Qty Desc's" fields.
You must define a description for each quantity in the "Qty Types" column. You may enter descriptions
for additional quantities to be maintained as a result of additional system transaction types.
The descriptions entered here are displayed as field headings for each of the quantities that are displayed
on Item Inquiry screen 2, Quantity Amounts/Dates. They are displayed in the order defined on the
warehouse definition screen. Press the F8 key to complete the definition of this warehouse.
If all warehouse definition fields have been entered correctly, the message "Transaction Complete" will be
displayed at the bottom of the screen. The new warehouse is stored in the system, and you may now create
an inventory item file for this warehouse.

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To duplicate an already define warehouse:

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 3 ‘Warehouse File’ and press the enter key.
The function menu will display enter a "C" to choose the "CREATE" mode and press the enter key. The
below screen will display

Press the F9 key to duplicate a current defined warehouse. A list of warehouse will display, from that list
select the warehouse that you wish to duplicate and press the enter key. The below screen will display.

At the bottom of the screen a duplicating record will appear enter the new warehouse number and press
the enter key. The will duplicate the warehouse information to the new warehouse and you will have to
make the desired changes. Use the above instruction on defining a warehouse to make the changes

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Updating Warehouse Definitions

You may easily change any Warehouse definition set up on the computer system. Any warehouse
definition field can be changed, with the exception of the warehouse number itself.
To change a warehouse definition, from the ‘Inventory Control Main Menu’ select the ‘Office Manager’
option 9 and press the enter key. Once the Office Manger menu has displayed select option 3 ‘Warehouse
File’ and press the enter key.
The function menu will display enter a "U" to choose the "UPDATE" mode and press the enter key
A "Search Parameters" screen is displayed. If you know the number of the Warehouse to be updated, enter
that number in the "Whse (Direct)" parameter entry-field. If you do not know the specific number, enter a
"best guess" warehouse number in the "Whse (Scroll)" entry field. You may also leave both warehouse
parameter fields blank. Press the F9 key when you are dome entering your selections. If you entered a
correct warehouse number in the "Whse (Direct)" field, the first definition screen for that warehouse will
be displayed. Use the enter key to move to the field(s) to be changed. Enter the new information in the
selected field, and continue until all desired changes are made. Press the F9 key when you are done making
changes for this warehouse definition screen. If you wish to go to the second definition screen, press the
enter key or your down arrow key. Make all changes as desired. Press the F8 key when done changing
definition information for the selected warehouse.
If you used the "Whse (Scroll)" field, or left both parameter fields blank, the system displays a selection list
of warehouses defined for your site. If the desired warehouse number is not on screen, press the F1 key to
display additional warehouses. Use your arrow keys to highlight the warehouse you wish to select, and
press the enter key. Change warehouse definition information as described above.

Delete Warehouse Definitions

You can delete any defined Warehouse from the system. To delete a warehouse, from the ‘Inventory
Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key. Once the Office Manger
menu has displayed select option 3 ‘Warehouse File’ and press the enter key.
The function menu will display enter a "D" to select the DELETE mode and press the enter key. Enter or
select the warehouse number you want to delete.
When the warehouse is selected, the first definition screen is displayed. At the bottom of the screen, the
message "Are you sure you want to delete this record?" is displayed. Make sure the displayed warehouse is
the one you want to erase, and then enter a "Y" to delete this record. The warehouse is erased from the
system.
NOTE: Do not delete any warehouse without talking to a Zortec support person first.

Print Warehouse Definitions

You may also print a report listing the warehouses defined for your site. To print a warehouse, from the
‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key. Once the
Office Manger menu has displayed select option 3 ‘Warehouse File’ and press the enter key.
The function menu will display enter a "P" to select the PRINT mode and press the enter key. Enter the
number of the printer to use for this report in the print-selection entry field at the bottom of the screen.
Press the enter key twice to confirm your choice.
You can print this report for a range of warehouse numbers. Enter the first number in the range in the
"From Warehouse" field, and the last number of the range in the "Thru Warehouse" field. Press the F9
key to print the report.

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Define General Parameters

For most sites, the General System Parameters information will already have been defined by Zortec
installation personnel. The General System parameters describe basic information about your site, such as
name and address, as well as the current fiscal year.
This basic set-up procedure is presented in case you need to define your own general parameters, or for
those instances where you might need to make some changes.

Procedures to Define General Parameters

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 1 ‘System Parameters’ and press the enter key.
The function menu will display enter a "U" to choose the "UPDATE" mode and press the enter key
The System Parameters entry screen is displayed

Enter a unique identification number for your site in the "Number" entry field. This number will be
provided by Local Government Data Processing Corporation.
Enter the name of your Site in the field labeled "Name".
Enter the street and/or the mailing address in the two entry fields labeled "Address".
Enter the name of your City and State in the field labeled "City/St".
Enter the site-name you would like displayed at the top of the screen in the field labeled "Display Name".
Note: The system can only display a name of up to 15 characters on-screen. If your site name is longer
than 15 characters, choose a recognizable abbreviation for display purposes. The full site name will be used
for all reports.

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Enter parameter information in the following optional fields:

• Item Shift (Right/Left)? This field is used to control how items will be arranged or sorted on-
screen and on reports. For sites that use numeric item numbers, enter an "L". Enter an "R" if you
use alphanumeric item numbers.
• Delete Print Files? If you enter a "Y" for "Yes" in this field, the computer file used to print all
reports will be automatically deleted from your system after the report is printed. This is a disk-
space saving option.
• Site Specific Abbr? This field is used by Zortec for special circumstances. You do not need to
enter anything here.
• Display Frequency. This parameter controls what information is displayed while a system is
processing a report. If you enter "50", for example, the system only displays every fiftieth item,
transaction, etc., as it is processed. Normally, as a report is being processed, the system displays
each item/warehouse/transaction/etc. This "status-display" slows down processing, however. By
selecting a higher display frequency, overall processing is faster.
• Current Fiscal Year enter the code for the current fiscal year in this field. The code can be up to 5
characters. An example: "9192".
• Mag Tape Device - This field is used to record the device name of any magnetic tape/cartridge tape
used by your computer system. LGDPC will supply you with the correct "Mag Tape" name.
Press the F9 when you have finished entering all desired System Parameter definitions. The system will
display the message "Transaction Complete" if all parameter questions have been answered as required.
Only the "Name" field is a required entry field.

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Items Types

This section shows you how to create an inventory item file and database on your computer. It describes
the basic parameters that need to be defined prior to creating the item file. Procedures are described for
defining items one at a time.
This section also shows how to maintain your item database - including changing, deleting, and viewing
item information. It also presents procedures for printing some specific item- related reports.
Finally, this section addresses some important miscellaneous item-related procedures: creating item
narratives, entering item "Ordering" information and renumbering an inventory item.
Define Item Parameters
Before you can create an inventory item database, There is one item-specific parameter that may need to
be defined before you create an item database. This parameter is Office Manager Option 8, Item Types.
This option allows you to define specific categories for different item types. Some examples of item types
are: Regular Inventory Items, Resale Items, and Dummy Inventory Items. An inventory type can be
assigned to each item as it is created or updated. If you do not wish to use item types, you may skip
the remainder of this topic.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 8 ‘Item Types’ and press the enter key.
The function menu will display enter a "C" to choose the "CREATE" mode and press the enter key
Enter a one-character item type code in the field labeled “Item Type".
Enter a descriptive name in the field labeled "Type Name".
If you wish to exclude items of this type from your inventory balance/accounts, enter a "Y" in response to
the “Exclude from inventory balance?" question.
Press the F9 key to save the newly created item type. You can create up to 36 different item types.
To assign an item type to an inventory item, enter the item type code in the "Type" field of the Item
Definition screen.

To Update or Delete Item Types

You can change any Item type defined on the computer system. There however, only two fields that can
be changed. These are: the item description, and the "Exclude from Inventory balance?" question.
To change an Item Type, from the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9
and press the enter key. Once the Office Manger menu has displayed select option 8 ‘Item Types’ and
press the enter key.
The function menu will display enter a "U" to choose the UPDATE and press the enter key. Enter or
select the Item Type code to be updated. Use the enter key to move to the field to be changed. Enter all
desired changes. Press the F9 key to save the changes.
To delete an Item Type, from the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and
press the enter key. Once the Office Manger menu has displayed select option 8 ‘Item Types’ and press the
enter key.
The function menu will display enter a “D” to choose the DELETE and press the enter key. To actually
delete the selected item type, enter a "Y" when the system displays the message (at the bottom of the
screen) "Are you sure you want to delete this record?"

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Define Assembly Units

Assembly Units are special items that are defined from various sub-assemblies or component parts. This
option allows you to set-up and describes Assembly Units and the individual inventory items/parts that
make-up that Assembly Item.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 2 ‘Assembly Units’ and press the enter key.
The function menu will display enter a "C" to choose the "CREATE" mode and press the enter key
Enter the warehouse number and the new item number for the Assembly Unit you wish to create. Press
the F9 key when done. Results: The system displays the full Assembly Units definition screen.

Enter a brief description of the new assembly unit.

Enter the "Standard Labor" value for the assembly unit as a whole, if one is defined.
If you wish to be allowed to override the standard labor value, enter a "Y" in the "Allow Override" field.
Use the entry fields at the bottom of the screen to define the individual inventory items that are the
component parts of this assembly unit. Just enter the item number of each component part in the fields
displayed on-screen. If you do not know a specific item number, move to a blank entry field and press the
F3 key. Use the "Search & Select" option to find and select the item number you wish to enter.
Press the F9 key when all component items have been defined for this Assembly Unit.
The Assembly Unit is defined as entered. You may enter or update inventory transactions by assembly unit
as required. You may use the UPDATE and DELETE options of the Assembly Units in the Office
manager option to maintain your Assembly Unit list.

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Period End Process

The Inventory Control system allows you to define a range of specific dates for which transactions may be
posted during a specific accounting period. For example, you may elect to define a valid posting date range
for the October, 2004 accounting period as 10/01/2004 thru 11/15/2004. Any transactions posted
outside this date range will be disallowed.
Posting dates are defined by warehouse and accounting period.
How to define or update posting dates.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 7 ‘Period End Process’ and press the enter key.
Once the Period End Process menu has displayed select option 1 ‘Set Posting Dates’ and press the enter
key.
The function menu will display enter a "U" to select the "UPDATE" mode and press the enter key.
The Search Parameters screen is displayed. Use the Search Parameters screen to select the
warehouse/accounting period you wish to update posting dates for.
Select the desired warehouse.
In the "From Posting Date" field - Enter the first date in the range of valid dates.
In the "Thru Posting Date" field, enter the last date in the range of valid posting dates.
Use the "Acct Period" field to define the current valid accounting period for all transactions.
Press the F9 key when done.

Charge Codes
Charge Codes are defined via Office Manager Option 4, Charge Codes. Charge codes are used to define
and control the nature of all inventory/item transactions.
Charge codes are user-defined. You can create charge codes that are best suited to the management and
record keeping needs of your individual sites. A charge code is defined by answering a series of questions
that are displayed on two definition screens. The questions on the first definition screen focus on the
following: which fields to display on the transaction entry screen, what information can be entered in entry
fields and the default ledger accounts for this type of transaction. The second charge code definition
screen is used to define how transaction values will affect item quantities and values.

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How to Create Charge Codes

The following procedures lead you through the process of defining a charge code.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 4 ‘Charge Codes’ and press the enter key
The function menu will display enter a “C" to select the “CREATE" mode and press the enter key.
Enter the number of the warehouse that the new charge code is to be created for in the first "Whse/Code
(Direct)" entry field. This warehouse must be previously defined. Certain transaction activities are
controlled by the warehouse definition.
An Example:

The "1" indicates that this charge code will apply to warehouse 1.
If you use multiple warehouses, separate sets of charge codes must be created for each individual
warehouse.
Enter a 1 to 3 character code for the new transaction charge code in the second "Whse/Code (Direct)"
entry field.
An Example:

The "300" is the charge code value.

Press the enter key and the warehouse/charge code numbers are entered.
Enter a descriptive name for the transaction charge code in the field labeled "Name".
An Example of a completed charge code:

In the Flat Amount field - If you are defining a charge code that will use a fixed dollar amount for all
transactions of this type, enter that value in this field.

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In the Link to Work Order Charge Code field - If you are using the Zortec Plant Accounting and/or the
Work Order system, this option allows you to link the inventory charge code to PL charge codes of a
similar nature. When inventory transactions are imported to Plant Accounting, the system automatically
"translates" IC charge codes to linked PL charge codes.
The Exclude from Stores Expense field - This only applies if you use the Plant Accounting system.
Enter a "Y" here if you wish the Plant Accounting system to skip transactions of this type when it
calculates/spreads stores expenses.
In the Inventory Transaction Type field - These fields are used to process and print certain Inventory
reports. In general, certain basic transactions must be assigned specific Transaction types.
Refer to the following chart:
• PO - Assign to material order transactions.
• RC - Assign to all material receipt transactions.
• RQ - Assign to requisition and draw transactions.
• RT - Assign to all item return transactions.
• RM - Assign to item removal transactions.
• SA - Assign to salvage transactions.
You may create and assign additional user defined transaction types.
The Calendar Code field - If you wish to place transactions defined by this charge code on the Inventory
system calendar, enter a Calendar Code for this charge code here. Any calendar code defined here must
also be defined using the Inventory Calendar/Calendar Codes option.
In the Accept PO # in Trans Entry field - Enter a "Y" to allow the user to input a purchase number
during transaction entry.
In the Accept Vendor # in Trans Entry field - Enter a "Y" to allow the user to enter a Vendor Number
during transaction entry.
In the Use Date as Default Refer # field - If you enter a "Y" in response to this question, the system will
automatically use the current date as the "Ticket Number".
In the Allow Cost Override field - Enter a "Y", to allow the user to enter a new cost during transaction
entry. If you do not enter a "Y", the system automatically uses the average cost for the item.
In the Extended Amt Override field - Enter a "Y" to allow the user to enter a new extended value (item
quantity x item cost) during transaction entry. Otherwise, the system uses the automatically calculated
extended amount.
In the Allow Zero Qty field - Enter a "Y" if you wish to allow the transaction entry user to be able to
enter a "0" in the quantity field.
In the Ask for PL Acct Info field - This only applies to Plant Accounting users. If you enter a "Y" here,
the system prompts you for the following: "Unit or HW item?” general plant account number, and plant
unit number. Any/none of these fields may be used for entry.
In the Display Field on Trans Entry field - This field can be used to display a suffix to any transaction
quantity field. For example, if you create a transaction that reduces item quantity, you might define "(-)" as
a prefix to indicate that the quantity will be deducted from inventory.
In the Default G/L Div field - Enter the number of the General Ledger Division used to maintain IC
accounts for this transaction.
In the Default Ledger field - Enter the code defined on the Zortec General Ledger system that will be
used as a default GL account for this charge code.
Press the F9 key when you have finished entering information for all optional definition fields described
above. The system displays a message indicating that processing is complete for this definition screen.
You will be given the option to proceed to the next definition. If any entry errors exist, the system displays
the nature of the problem. Correct all errors and press the F9 key again if necessary.

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Enter the 2 and press the enter key to proceed to the next Charge Code definition screen.

Based upon the nature of the transaction/charge code being defined, enter a code to indicate how this
transaction will affect each quantity type defined for the warehouse.
Enter a "C" to credit a selected quantity/amount with the value of this transaction.
Enter a "D" to debit an elected quantity/amount with the value of this transaction.
Enter an "N", or leave the field blank if this transaction will have no affect on a listed quantity/amount.
Press the F8 key when all debit/credit information has been entered as desired.
To abort the charge code definition, press the escape key at any point before the F9 key or the F8 key is
pressed.
The system displays the message "Transaction Complete" to indicate that the charge code has been
defined properly, and is saved to the computer system.
You can create a virtually unlimited number of charge codes for each warehouse.

How to Update a Charge Code

You may change and/or delete charge code definitions as needed. You may change any charge code
definition field except for the charge code itself.
From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 4 ‘Charge Codes’ and press the enter key
The function menu will display enter a "U" to select the “UPDATE" mode and press the enter key. Select
the charge code number to be updated using the Search Parameters screen/functions.
If you know the exact charge code, enter that number in the "Whse/Code (Direct)" field and press the F9
key. If you do not know the charge code, leave all Search Parameter fields blank and press the F9 key.
Select the code to be updated from the list displayed on screen. Press the F1 key, to scroll forward through
the list if the desired code is not on-screen.
Make sure the correct charge code is displayed on screen.
Change any information field previously defined for the charge code. Use the enter key to move to any
desired field. You may also enter new information in fields previously left blank.
To erase a previously defined field, use the "space bar" of the “end” key.
Press the escape key if you wish to erase all changes made to this point.
Press the F8 key to save all updates for this charge code.
The message "Transaction Complete" indicates that the changes have been made successfully. You may
update a charge code as often as required.

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How to Delete a Charge Code.

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 4 ‘Charge Codes’ and press the enter key
The function menu will display enter a "D” to select the “DELETE" mode and press the enter key.
Select the number of the charge code to be deleted. If you know the exact charge code, enter that number
in the "Whse/Code (Direct)" field and press the F9 key. If you do not know the charge code, leave all
Search Parameter fields blank and press the F9 key. Select the code to be deleted from the list displayed on
screen. Press the F1 key, to scroll forward through the list if the desired code is not on-screen.
Make sure the displayed charge code is the one you want to delete.
To actually delete the charge code, enter a "Y" in response to the question "Are you sure you want to
delete this record?" displayed at the bottom of the screen. Enter an "N" or press escape key if you decide
that you do not want to delete the selected code at this time.
The message "Transaction Complete" indicates the item has been successfully deleted from the system.
When a charge code is deleted, transaction history files are unaffected.

Linking Inventory Control to the General Ledger

General Links should only be set up for those transactions that have not been linked to the Zortec
General Ledger through other Zortec applications. Example: When Inventory Items are purchased and
paid for thru Accounts Payable the Inventory Control Ledger is debited at that time. In summary the
entries to the Ledger resulting from a purchase of Inventory should be:
Debit = Inventory control ledger
Credit = Cash Account
Other transactions that increase or decrease Inventory Balances can be setup as GL Links in the IC system
and after each Month transactions are posted, and the IC system Reports are run and balances verified, the
next step is to run the option to create the GL Packet. As always the Packet Details should be verified
back to the IC Reports to ensure that it is correct, before it is processed to the GL System.

How to Create a Link

From the Inventory Control Master Menu select Option 9, Office Manager and press the enter key. Once
in the Office Manager Menu select option 11, G/L Links and press the enter key.
The function menu will display enter a “C" to select the “CREATE" mode and press the enter key.
Enter the number of the warehouse and charge code is to be created for in the first "Code (Direct)" entry
field and press the enter key. This warehouse and charge code must be previously defined.

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The G/L link code screen will display. Enter a descriptive name for the transaction charge code in the
field labeled "Description".

The Code field is user defined. The Code can be numeric, Alpha, or alphanumeric.
The Notes field is user defined field.
The DR field – Enter the division and general ledger account to be debited for this link.
The CR field – Enter the division and general ledger account to be credited for this link.
The system allows up to 6 codes to be entered for this link. Once you have completed the fields needed,
Press the F8 key.

Updating G/L Links

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 11 ‘G/L Links’ and press the enter key
The function menu will display enter a "U” to select the “Update" mode and press the enter key.
Select the number of the code to be updated. If you know the exact code, enter that number in the "Code
(Direct)" field and press the F9 key. If you do not know the code, leave all Search Parameter fields blank
and press the F9 key. Select the code to be updated from the list displayed on screen. Press the F1 key, to
scroll forward through the list if the desired code is not on-screen.
Make sure the displayed code is the one you want to update. Make your changes and once done press the
F8 key. The message "Record has been updated" indicates the item has been successfully updated in the
system.

Deleting G/L Links

From the ‘Inventory Control Main Menu’ select the ‘Office Manager’ option 9 and press the enter key.
Once the Office Manger menu has displayed select option 11 ‘G/L Links’ and press the enter key
The function menu will display enter a "D” to select the “DELETE" mode and press the enter key.
Select the number of the code to be deleted. If you know the exact code, enter that number in the "Code
(Direct)" field and press the F9 key. If you do not know the code, leave all Search Parameter fields blank
and press the F9 key. Select the code to be deleted from the list displayed on screen. Press the F1 key, to
scroll forward through the list if the desired code is not on-screen. Make sure the displayed charge code is
the one you want to delete. To actually delete the code, enter a "Y" in response to the question "Are you
sure you want to delete this record?" displayed at the bottom of the screen. Enter an "N" or press escape
key if you decide that you do not want to delete the selected code at this time.
The message "Transaction Complete" indicates the item has been successfully deleted from the system.

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Creating Inventory Items

An inventory item database/file is created/defined using the File Maintenance option of the Inventory
Items menu. The Inventory Item file consists of a record of each individual item tracked, managed, and
reported for a "warehouse.” This "warehouse" is defined on the computer, and can represent either a
physical storage location of a logical "abstract" grouping of inventory items.
An inventory item database is created for each warehouse set up (on the computer) for your site. In order
to actually "populate" this database, each item record needs to be manually input, one at a time, into the
computer. This step leads you through the basic procedures of creating an inventory item record and
populating your item database for a specific warehouse.
From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key. The
Functions-selection window will displayed to begin the process of creating a new inventory item. Enter a
"C" for "Create" and press the enter key.
Look at the "Warehouse #" entry field. Make sure that it contains the number of the specific warehouse to
which this inventory item "belongs". If the warehouse is incorrect, press your Up arrow key to move to
this field, and enter the required change. Press the enter key to return to the first "Item #" field.
Enter the new inventory item number in the "Search Parameters" field labeled "Item # (Direct)". Press
the enter key when done. This is the number that will be assigned to this inventory item. If the number is
previously assigned, an error message is displayed.
Enter a brief description of the item in the field labeled "Desc".
Enter (Optional) a part number or description in the field labeled "Part". If you do not use Part
numbers, you may use this field for any other purpose. Information entered here can be used as a
secondary or alternate item key.
Enter (Optional) a location or warehouse bin number in the field labeled "Location".
Enter (Optional) the number or code for the item vendor in the field labeled "Vendor". The vendor
number is only applicable if you use Inventory Control with the Accounts Payable system. Vendors are
defined in Accounts Payable. When a vendor code is entered, the system displays a vendor
name/description according to the AP vendor definition.
Enter the codes signifying the current status of the item in the field labeled "Status". Valid status
codes are "A" (active), "I" (inactive) and "T" (terminated).
Enter (Optional) the item type code in the field labeled "Type". Item types are defined using the Item
Types in the Office Manager option.

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In the field labeled "Unit/HW?", enter a "U" if it is a complete unit item with no additional parts needed
Enter an "H" if this item is a piece of hardware that is used with other items, such as bolts and screws or
requires additional parts to make it a complete piece of equipment.
In the field labeled "Unit of Measure", (Optional) Enter an abbreviation for the unit measure appropriate
for this item. For example, enter "IN" (inches), "FT" (feet), "LB” (Pounds), etc.
Enter (Optional) the account number you wish to use to record the value of this inventory item in the
field labeled "G/L Acct".
If you wish to set up a default account and or an object code for inventory transactions for this item,
(Optional) use the "G/L Mask" field to create the default account. For example, enter "XXX-XXXXX-
110-XXXXX" to post transactions to object code "110" regardless of fund/account numbers.
Enter (Optional) a "Standard Labor" value for this item in the field labeled "Std Labor". Standard labor
values are defined in TVA and other industry handbooks for certain equipment items.
Press the F8 key to complete the process of creating this item. If all information has been entered
correctly, the message "Transaction Complete" is displayed to indicate that the new inventory item has
been created and saved to the database successfully.
An example of a completed Item

Only the Item number, item name, item status, and Unit/HW fields are required.
NOTE: These instructions skip for now the fields labeled with the heading "Ordering Info". These fields
are not required for item creation and they are discussed at the end of this section.
Create additional items following the above steps, until all items have been created and stored in the
appropriate warehouse inventory item file.

Maintain Inventory Item Databases

Changing, deleting, and viewing inventory items are an easy process. The following procedures guide you
through the process of updating inventory item information, permanently erasing inventory items, and
viewing inventory items (and related information) on screen.
You can change any item definition field except for the item number (you need to use the Renumber
Items/Inventory Items option to change an item number). Some examples of when you might need to
change an item definition are: a new storage location, new vendor, change in item status, and change in GL
accounts.

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How to Update Item Information

From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key. The
Functions-selection window will displayed to begin the process of creating a new inventory item. Enter a
"U" for “UPDATE" and press the enter key.
Select the inventory item number to be updated using the Search Parameters screen/functions. If you
know the exact item number, enter that number in the "Item #" field and press the F9 key. If you do not
know the item number, leave all Search Parameter fields blank and press the F9 key. Select the item to be
updated from the list displayed on screen. Press the F1 key, to scroll forward through the list if the desired
item is not on-screen
Make sure the correct item number/item name is displayed on screen. (Optional) Change any information
field previously defined for the item. Use the enter key to move to any desired field. You may also enter
new information in fields previously left blank.
To erase a previously defined field, use the "space bar" or ‘”end key” to enter over the previous entry.
(Optional) Press the escape key if you wish to erase all changes made to this point.
Press the F8 key to save all updates for this inventory item.
The message "Transaction Complete" indicates that the changes have been made successfully. You may
update an item as often as required.
How to Delete Inventory Items
You can permanently delete any item from the inventory database. When an item is deleted, the item no
longer appears on any report. Transaction records for the item are not deleted, although they can no
longer be viewed on screen. You may subsequently, "re-create" a deleted item using the CREATE
procedures discussed previously.
From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key. The
Functions-selection window will displayed to begin the process of creating a new inventory item, Enter a
"D" for DELETE mode and press the enter key.
Select the number of the inventory item to be deleted. If you know the exact item number, enter that
number in the "Item #" field and press the F9 key. If you do not know the item number, leave all Search
Parameter fields blank and press the F9 key. Select the item to be deleted from the list displayed on screen.
Press the F1 key, to scroll forward through the list if the desired item is not on-screen
Make sure the displayed inventory item is the one you want to delete. To actually delete the inventory
item, enter a "Y" in response to the question "Are you sure you want to delete this record?" displayed at
the bottom of the screen. Enter an "N" or press the escape key if you decide that you do not want to
delete the selected item at this time.
The message "Transaction Complete" indicates the item has been successfully deleted from the system.

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Inquire on Items Information or Transactions

You may view item information on screen at any time. There are two ways you can view item information,
using either the Inquiry option or the File Maintenance option. This topic describes the use of the File
Maintenance option to view an item record.
From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key. The
Functions-selection window will displayed to begin the process of creating a new inventory item. Enter an
“I” for “INQUIRE” and press the enter key.
Make sure the "Warehouse #" Search Parameters field is correct. Press the Up arrow key to change it if
needed.
If this is your first time using Inquiry, make sure the "Screen #" field contains the value "1". This ensures
that the first inquiry screen (General Information) is displayed. You may use this field to instruct the
system to display any other inquiry screen whenever an item number is selected for inquiry.
Use the search parameters entry screen to search for and select the inventory item to be viewed on screen.
If you know the number of the inventory item, enter it in the "Item # (Direct)" entry field and press the
F9 key. If you are unsure of the number, leave the "Item #" fields blank and press the F9 key to display a
list of all item numbers. Select the item to view from that list. The General Information screen (Inquire:
01) for the selected item is displayed.
Press the F4 key to display a list of available inquiry screens for the displayed item. The following list
describes the process of viewing additional inquiry screens.

Inquiry screen 2, Quantities and Dates is displayed.

Inquiry screen 3, Quantity History by Year is displayed.
Inquiry screen 4, On-Hand Transactions is displayed.
Inquiry screen 5, Selected Item Transactions is displayed.
Inquiry screen 6, Item Narrative is displayed.
Inquiry screen 7, Monthly, Weekly, Daily Calendar inquiry is displayed.
Inquiry screen 8, Input Calendar Entries, is displayed.
Press the F1 key to view information for the next inventory item.
Press the F2 key to view information for the previous inventory item.
Press the F8 key when you have finished viewing screens for the selected item.

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Creating item narratives

The Zortec Inventory system offers the capability to create and maintain narrative records for every
inventory item stored in the item database/file. The Narrative can be used for any purpose desired. It can
contain procurement notes, repair instructions, handling procedures, installation procedures, miscellaneous
notes, etc. You may create up to 99 pages of narrative text for any item.
This procedure assumes that the inventory item has already been previously defined or created. You may
also create item narratives as you create an item.
From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key.
The Functions-selection window will display. Choose "U" for Update and press the enter key.
Enter or select the inventory item number for which a narrative is to be created.
Press the F4 key to display a list of available screens for the selected item number. The Available Screens
selection window will display.
Enter a "6" to select the Item Narrative screen.
Enter narrative text for this inventory item. If you need to use additional text lines, press the enter key to
move to the next text entry line. There is no restriction as to the text that may be entered.
Press the F1 key if you need an additional text entry screen.
Press the F2 key to move back to the previous text entry screen.
Up to 99 pages of text may be created for a single item.
Press the F8 key to save the text entered for this inventory item.
The message Transaction Complete is displayed to indicate that the newly entered narrative text has been
stored in the system.

Entering "Ordering and Reorders" information for each item

The Inventory Item definition screen provides 7 special entry fields that can be used to help manage the
ordering/reordering of inventory items. These fields let you set a specific reorder point, specify a
minimum quantity of items that should be reordered when the reorder point is reached, and specify the
average lead time necessary to reorder/re-stock an item. Additional fields are also available to record
item/quantity discounts to help you manage reorder costs.
By printing the Reorder report on a regular basis, you can use the information entered in these fields in
conjunction with current stock statuses to determine when to reorder an item, as well as the reorder
quantity. The Reorder report automatically displays those items that have a current on-hand level equal to
or less than the quantity recorded in the "Reorder" point field. The Lead time and Reorder quantity is also
displayed for each reported item. Using this information you can plan when and how to reorder items.
To Enter Or Maintain Item Ordering Information.
From the Inventory Control Master Menu select option 2, ‘File Maintenance’ and press the enter key.
The Functions-selection window will display. Choose "U" for Update and press the enter key.
Enter or select the inventory item number for which item ordering information is to be created or
maintained. Make sure that the Search Parameters "Screen #" field contains a "1".
The General Information screen for the selected item should be displayed.
Use the enter key to move to the first entry field under the heading "Ordering Info".

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The cursor will be in the "Lead Time" field.

We have lighted the ordering info part of the screen above.

In the Lead Time Field - Enter the number of days it typically takes to reorder and receive this item. This
information provides good reorder guideline.
In the Reorder Pt field - Enter the minimum on-hand quantity for an item in this field. If the actual item
quantity equals or falls below the quantity entered here, this item will appear on "reorder" reports.
In the Reorder Qty field - Use this to record the minimum item quantity that should be ordered when the
reorder point is reached.
In the Disc #1/2 Qty field - Many vendors offer discounts based on the quantity of items ordered. This
field can be used to record the minimum item quantity that must be ordered in order to receive a discount.
In the Disc #1/2 Pct field - Use this to record the discount percentages offered by vendors for this item.
Press the F8 key to save ordering information entered for this inventory item.
The system displays the message "Transaction Complete" to indicate that any Ordering Information
entered for this item has been saved to the appropriate item file.
NOTE: You are free to enter Ordering Information during the original Item creation process in addition
to using the UPDATE mode described above.

Renumbering inventory items

The normal Item Database UPDATE process can be used to change any item definition field except for
the item number. There may be times, however, when you will need to change an item number. An item
number may be entered in error, or maybe your item numbering scheme needs to be changed, for
example. The special Renumber Items option available from the Inventory Items menu can be used to
quickly change an item number, and all associated item-related records.
To renumber an inventory item, From the Inventory Control Master Menu select option 5, ‘Renumber
Items’ and press the enter key.
Enter the current item number in the field labeled "Old Item"
Enter the new inventory item number in the field labeled "New Item".
Press the F8 key to change the current item number of the new item number.
The system changes the old item number to the new item number. All records associated with the item,
including transaction records, are also updated with the new Item number.

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Transactions
This section describes the procedures for recording all inventory item transactions.
What is a "transaction"?
In terms of the Zortec Inventory system it can be described as some operation that affects the quantity,
value, stock status, cost, or GL Account balance of an inventory item. Because transaction-types are
completely user-defined, you can create a "transaction code" for virtually any type of inventory
management/item management transaction imaginable.
Transactions are defined using Charge Codes. A charge code is defined using Office Manager Option 4,
Charge Codes. A charge code can be defined for any transaction type needed by your site. Some typical
examples of transactions for which charge codes should be defined are: Beginning balances, Materials on
Order, Materials Received, Item Discounts, Item Receipts, Requisitions (Draws), Extra Material Returned,
Item Removals, Salvage, Item Adjustments. Additional specialized/customized charge codes can be
created as necessary.
Actual item transactions are input to the computer using Master Menu option 3, Transactions. This easy to
use data entry interface allows you to record a ticket number, date, purchase order number, and vendor for
each item transaction. To record the transaction, you then need only supply the correct charge code, the
item number, item quantity for this transaction, and the item cost/value. The transaction screen also
allows you to enter optional information for each item such as GL account numbers, assembly units, and
work order numbers, plant units, and vehicle numbers.
The Inventory system provides the capability to view item transactions on-screen in a variety of ways. The
"Qty History by Year" inquiry option describes item usage quantities by quarter/year. The "On-Hand
Transactions" inquiry option describes all transactions for an item in date order. The
"Selectable Transactions" inquiry option lets you view item transactions by specific transaction
type/charge code.
Several Transaction-related reports are also available from the Item Inventory/Reports menu. These
include: Stock status, On-hand value Transactions report, and Detailed Transaction report.
In general the transaction entry procedure requires you to enter the following information for each
transaction:
• Warehouse number
• Ticket Number
• Transaction charge code
• Item number
• Transaction (item) quantity
• Unit Cost
• Extended Amount
• General Ledger account
Depending on how your site/warehouse is set up, you may also be required to enter a purchase order
number, a vendor number, transaction comments, work order numbers, plant units/assembly units, plant
account numbers, etc. In addition, your ability to manually input information into some of the standard
entry fields, such as the "unit cost" and "extended amount" fields, are controlled by the way a specific
charge code is defined.

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The following procedures lead you through the basic transaction entry process. No attempt will be made
to explain every possible entry field combination that may appear on screen. In general, the best advice is
to simply look at your individual entry screen. If certain non-standard information is required for a
transaction, the entry field for that information will automatically be displayed. If you are not sure whether
you MUST enter information to a specific field leave it blank. The system will display an error message
identifying the field that must be completed, and you will then be given an opportunity to input the
required information again.

How to Enter an Item Transaction

This procedure only describes the fields that MUST be entered for an inventory transaction. See the chart
immediately following these procedures for instructions on entering information into some of the optional
entry-fields.
From the Inventory Control Master Menu select option 3, ‘Transactions’ and press the enter key.
The Functions-selection window will display. Choose “C" for CREATE and press the enter key.

If the correct warehouse number is not displayed in the "Whse #" field, change it to the correct value.
Enter the transaction date in the "Date" entry field. The date must be input in "mm/dd/yyyy" format.
The current date is displayed by default. The transaction date does not have to be the current date.
Enter the current accounting period that applies to this transaction in the field located next to the "Date"
entry field. The accounting period must match that entered in the "Acct Period (MM/YY)" entry field of
the Warehouse Definition screen. The accounting period must be entered in "mm/yyyy" format.
Enter a ticket number for this transaction in the "Tckt #" entry field. This is a required entry field. The
ticket number is used to identify a group of similar transactions. Some sites may wish to simply use the
date as the ticket number to group all transactions for a specific date. The choice is yours.
If your site uses purchase orders for inventory control transactions, you may enter a PO number in the
"Po #" field is Optional.
You may enter a vendor code in the "Ven" field but the field is optional.
Press the enter key until the system displays the "Code" and "Item #" and "G/L Acct" sentry fields.

In the "G/L Acct" field, enter the account number to which this transaction should be distributed. This
field may be optional, depending on how your parameters are defined. A default account number may also
be displayed.
Enter the charge code for this transaction in the "Code" entry field. The charge code must be valid and
previously defined via the Office manager option. The charge code controls how this transaction will
affect the various inventory/item quantities and amounts. If a valid charge code is entered, the name of
the charge code is displayed next to the entry field.

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In the "Item/Assm" entry field, enter the number of the item or assembly unit to which this transaction
applies. Press the enter key when done. If the item number is valid, the item description, current quantity
on hand, quantity reserved, quantity on order, average cost, and last cost for the item are displayed for
reference purposes. An example of a Completed Transaction:

In the "Comments" entry field, you MAY enter any notes/comments for this specific transaction.
In the field labeled "Qty", enter the number of the item units involved in this transaction.
NOTE: Remember to refer to the on-hand, and other displayed item quantities when entering transaction
item quantities. It is a good idea to avoid entering a draw for an item if you have less than that amount on
hand. If the system goes into the negative it could cause you problem with your average cost.
Enter the unit cost for the inventory items for this transaction in the "Cost" entry field.
Depending on how your system is defined, the cost field will automatically display the "average unit cost"
or the "last unit cost" for this item. Depending on how the transaction code is defined, you may or may
not be able to manually change the unit cost value.
Press the enter key to display the extended cost in the "Amount" field. Depending on how the transaction
code is defined, you may or may not be able to manually change the extended cost/amount value.
The Amount field calculation is: Transaction item quantity x Cost (unit).
Press the F9 key when done entering transaction information for this item.
To complete this transaction, enter a "Y" when the message "Is this transaction correct?" is displayed at
the bottom of the screen. Enter an "N" if you need to re-enter this transaction and/or make some
corrections.
The system saves this transaction in the appropriate transaction files. A "Previous Transaction" reference
field is displayed to recap the transaction that was last input. "Tot Qty" and Tot Amt" display fields are
updated as well.
Press the enter key to input another transaction. Repeat the above procedure for each transaction requiring
input.
Press the F8 key when all transactions have been entered for this data entry session. The message
"Transaction Complete" is displayed. Press the F8 key to return to the Inventory Items menu.

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Summary of Optional Transaction Entry Fields

The following list provides entry instructions for some of the optional data entry fields that may be
displayed during the transaction entry process.
• PO # - Whether data entry is allowed for this field is controlled by the charge code definition. This
field is used to record a purchase order number for item orders, requisitions, and receipts.
• Ven (dor) - Whether data entry is allowed for this field is controlled by the charge code definition.
This field is used to record a vendor number as a reference for item transactions. The vendor
number must be defined in the Accounts Payable system.
• Unit/HW - This field is displayed only if the "Ask for PL Acct Info?" question is answered "Y" on
the Transaction Definition Screen. Enter a "U" if this item is a standalone unit item. Enter an "H"
if this item is part of another item or requires additional parts to be added to make it a "standalone"
item.
• General Plant Account - This field is displayed only if the "Ask for PL Acct Info?" question is
answered "Y" on the Transaction Definition Screen. Enter the GL account number for the general
plant account.
• Plant Unit - This field is displayed only if the "Ask for PL Acct Info?" question is answered "Y"
on the Transaction Definition Screen. If this item transaction is part of a specific plant unit, enter
the plant unit number here.
• Work Order Number - If this field is displayed, you may enter the number of the work order to
which the entered item transaction applies.

Summary of Transaction Entry Display-Only Fields

The following list describes some of the display-only fields available on the Transaction entry screen.
• Tot Qty - Shows the total number of items entered for all transactions for the current data entry
session. When the F8 key is pressed, the Tot Qty field is cleared.
• Tot Amt - Shows the total dollar amount entered for all item transactions during the current data
entry session. When the F8 key is pressed, the Tot Amt field is cleared.
• Qty/Hand - Displays the current item quantity on-hand for the selected item number.
• Qty/Rsrvd - Displays the current number of items on-reserve for the selected item number.
• Qty/Order - Displays total quantity of the selected item that is on-order.
• Avg Cost - Displays the average cost for the total on-hand quantity for the selected item.
• Last Cost - Shows the last unit cost posted for the selected item.
• Previous Transaction - Displays the item number, charge code, item quantity, unit cost, and
extended amount for the previous transaction entered during this data entry session.

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How to Adjust or Update Transaction Entries

There are two basic methods that can be used update transaction entries. The simplest method involves
entering an offsetting transaction to correct or adjust a previous transaction. This method has the benefit
of allowing you to maintain strict transaction audit standards. The second method is to use the UPDATE
Transaction entry option. This option is easy to use, but it "overwrites" the previous transaction, causing
the audit trail to be lost.
There are two ways to use offsetting transaction entries to update prior transactions. The most basic
method is to create or enter a new transaction, entering the same ticket number, transaction date,
transaction code, and item number, as the previous transaction. Then, to correct or update the item
quantity, unit costs, or extended amount fields, enter a value that causes the correct value to be
maintained. Make sure that you use the "Comments" field to describe the nature of the offsetting entry.
For example: If you need to change a transaction quantity from "9" to "6", you could enter a "-3" in the
quantity field to adjust the transaction total.
A more formal method of entering off-setting transactions would be to create an "offsetting charge code"
for each transaction type. Then, if you need to enter a correcting transaction, you could just use the
offsetting charge code.
For example: Suppose you need to correct a "Materials on Order" transaction. Normally, any transaction
input using this charge code debits, or increases, the total in the "On-Order" quantity for that item. That
means if you entered an "On-Order" transaction with an item quantity of 9, nine units of this item would
be added to the on-order total. Suppose you should have actually entered "6" for this transaction. Using
this method, you would create an offsetting "On-Order" charge code that would credit, instead of debit,
the on-order quantity.
By entering a new transaction with this offsetting charge code and entering an item quantity of "3", you
could reduce (credit) the on-order quantity to the proper total of 6.

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To Use the UPDATE Mode to Change a Transaction.

From the Inventory Control Master Menu select option 3, ‘Transactions’ and press the enter key.
The Functions-selection window will display. Choose "U" for UPDATE and press the enter key.
A Search Parameters screen is displayed. This screen is used to select the transaction to be updated. Use
the search parameters entry screen to search for and select the inventory transaction to be updated. You
may use any of the following fields to search/select a transaction: Item #, transaction date, transaction
period, ticket number, work order.
If you are unsure of the number, leave the "Item #" fields blank and press the F9 key to display a list of all
transactions. Select the item to be updated from that list. Use the F1 key to scroll forward through the list
transactions. Use the arrow key to highlight the desired transaction, and then press the enter key to select
it. The Transaction Entry (labeled "Reference Information") screen is displayed. The word "Update" is
displayed in the upper right corner of the screen. A wide variety of fields can be updated for this item.
Note: that some of these fields may not apply to your site or transaction.
Look at the fields displayed on screen. Use your enter key to move to the transaction entry field you wish
to update. Enter the new transaction information in the desired field. You may enter new information
"on-top of" information currently recorded. You may enter new information in a currently blank field.
To erase a current field, use the space bar or the end key to erase the current entry. Press the F8 key when
you have finished entering changes for this transaction. If all changes are correct, the message "Updating
Info Now" is displayed. When the update process is complete, the message "Transaction is Updated" is
displayed.

How to Delete Transaction Entries

There are two basic methods that can be used completely delete transaction entries. One method involves
entering an offsetting transaction to "zero-out" a previous transaction. This method allows you to maintain
strict transaction audit standards. The second method is to use the DELETE Transaction entry option.
This option is easy to use, but it "overwrites" the previous transaction, causing the audit trail to be lost.
The offsetting methods described above under the "Update" topic, can both be used to "zero-out" a
previous method. Because you will be using offsetting entries or charge codes to correct previous entries,
the previous entry is not actually deleted. In fact it will still be displayed as a transaction. The offsetting
entries/charge codes simply allow you to input a new transaction item quantity, cost, or extended amount
in such a way that item quantities/amounts are adjusted as if the original entry was never made.
For example, to enter an offsetting entry that "zeros out" a hypothetical entry placing 6 items "on order",
you would enter a second transaction placing "-6" of the same item "on-order".
From the Inventory Control Master Menu select option 3, ‘Transactions’ and press the enter key.
The Functions-selection window will display. Choose “D" for DELETE and press the enter key.
A Search Parameters screen is displayed. This screen is used to select the transaction to be deleted. Use
the search parameters entry screen to search for and select the inventory transaction to be deleted. You
may use any of the following fields to search/select a transaction: Item #, transaction date, transaction
period, ticket number, work order. If you are unsure of the number, leave the "Item #" fields blank and
press the F9 key to display a list of all transactions. Select the item to delete from that list. Use the F1 key
to scroll forward through the list of transactions. Use the arrow key to highlight the desired transaction,
and then press the enter key to select it. The Transaction Entry (labeled "Reference Information") screen
is displayed for the selected item. The word "Delete" is displayed in the upper right corner of the screen.
The message "Are you sure you want to delete this record?" is displayed. To delete the displayed
transaction type a "Y" in response to the "Are you sure you want to delete this record?" question. Enter an
"N", or press the escape key if you decide not to delete this transaction at the current time. Press the F8
key or the escape key to delete additional transactions. If all selections are correct, the message "Updating
Info Now" is displayed. When the delete process is complete, the message "Transaction is Deleted" is
displayed. This transaction is permanently deleted and will not appear on any reports or inquiry screens.
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The Inventory Control Calendar System

This section describes the procedures for using the inventory system's special Inventory Calendar features.
The Calendar features allow you to record item-related information and transactions as easily as writing
them on a desktop paper calendar. By defining special calendar codes and linking them to charge codes, all
item transactions can be entered and/or viewed using the Inventory Calendar interface.
All Inventory Calendar options are accessed via Master Menu option 4, Calendars. The following
procedures show you how to set-up a system calendar for each year, how to input and view general system
calendar information, how to define and input item/inventory calendar codes, and how to print calendar-
related reports.

How to Set Up and Maintenance The System Calendar

The system calendar is the framework for all calendar functions and features. In its most basic form, it is
simply an on-line representation of a desktop calendar for each year. The System Calendar is defined or set
up automatically for each year. You need only define a special code used to identify weekends and then
supply the starting day of the week for the calendar year. The system will automatically build a monthly
calendar for that year, entering weekend codes for every Saturday and Sunday.
Once the System Calendar is defined and set up, you can update the on-line calendar with codes signifying
holidays, conference days, scheduled pay days, etc. The varieties of system calendar codes that can be
created and entered are unlimited. You can also record general comments for any system calendar date.
There are three basic steps to setting up a system calendar.
These are:
• Define Calendar Year Information using Calendar menu option 1.
• Define Initial Calendar Codes using Calendar menu option 2.
• Create/generate the system calendar using Calendar menu option 3.

Defining Calendar Year Information

This step is used to describe basic calendar year information for each year you wish to define on the
system. The information defined includes the year "name", how many days are in February for that year,
and the day of the week on which the year begins.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key.
Once in the Calendars menu select option 1, Calendar Year Information. The Functions-selection window
will display. Select “C” for Create and press the enter key. The first Calendar Year Information definition
screen is displayed.

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The following list will explain how to enter calendar year information options:
Year - Enter the four digits of the year for which you wish to define a system calendar.
# of Days for February - Enter the number of days for in February for the date entered above. This
information is used to accurately define an on-line calendar for the year.
Begin Year Day - Enter the code for the day of the week on which this year begins. Enter "SU" for
Sunday, "M" for Monday, "T" for Tuesday, "W" for Wednesday, "TH" for Thursday, "F" for Friday, or
"S" for Saturday. Press the F8 key to save the newly created Calendar Year Information. If all entry fields
are correct the system saves the calendar year information. The system processes the information and
defines the day of the week for every day in the calendar year.
A second screen can be viewed that lists each month for the new calendar year, the day the month begins,
how many days are in the month, and the sequential Julian date for the beginning of each calendar month.
No information can be entered into any of these fields. To view the second screen, display the original
definition screen for the year, and use the Arrow keys to move to the second Calendar Year information
screen. You can update, view, or delete Calendar Year information as required. If you find that the
Calendar Year Information has been set up incorrectly AFTER generating system calendars, you must re-
create the system calendars to incorporate any subsequent Calendar Year information changes.

Defining the Initial System Calendar Codes

System Calendar codes are used to mark special days and/or events in the calendar year. Codes are
typically created to indicate weekends, holidays, conference days, snow days, etc. A code can be created for
anything that can be related to a calendar day.
As a minimum, you MUST create a System Calendar code for weekends. For most sites, this code is
simply "WK", but the choice is yours. Unlike other system calendar codes, which must be manually
entered, the system automatically records weekend codes when a system calendar is created or generated.
System Calendar codes are defined and maintained using Calendar menu option 2, Codes. This option
should not be confused with Calendar Menu option 51, Calendar Codes, which is used to define codes
that can be posted for individual items, rather than the system calendar as a whole.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key.
Once in the Calendars menu select option 2, Codes. Select “C” for Create and press the enter key. The
System Calendar Codes definition screen is displayed. In the "Code" field, enter a one or two character
identifying code. This code is used when inputting system calendar entries. Enter a name for the system
calendar code in the field labeled "Code Name". In the entry field labeled "Short Code Name", enter an
abbreviated name (7 characters or less) for the system calendar code. If you are creating a "weekend" code,
enter a "Y" in response to the question "Is this a weekend Code?” Press the F8 key to process or save the
newly created calendar code.

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The system stores the newly created system calendar code. You may create a virtually unlimited number of
codes using the above procedures. You can change names and abbreviated names for any code using the
"Codes (System Calendar)" UPDATE option. You may delete any system calendar code using the
DELETE option. Weekend codes are automatically input when a system calendar is generated. Additional
calendar codes can only be entered after a system calendar is created, using the "Update (System
Calendar)" option.

Generating the system Calendar

Calendar menu option 3, Create (System Calendar) is used to actually generate a system calendar. System
calendars are automatically created using the Calendar Year information defined in the previous
information.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 3, Create (System Calendar) and press the enter key. The Functions-selection
window will display. Select “C” for Create and press the enter key. The System Calendar Setup screen is
displayed. Enter the number of the "Year" for which you are creating a new system calendar. Make sure
the year entered here matches that defined in the System Calendar Year Information. Enter the code
previously defined to identify weekends in the "Weekend Code" entry field.
Note: No calendar will be generated unless a valid weekend code is entered in this field.
Press the F8 key to process and build the new system calendar.
The system builds the new system calendar according to the Calendar Year Information defined
previously. A "status line" is displayed to show the progress of the calendar generation process. The
message "System Calendar Build is Complete" is displayed when processing is complete. System Calendar
codes as well as Item Codes can now be input to the system calendar.
You may subsequently delete a system calendar if necessary. To delete the calendar, sign on to Calendar
option 6, Delete (System Calendar). Enter a "D" in response to the "Functions" selection box. The
"Delete System Calendar" entry screen is displayed. Enter the year for which you wish to delete a system
calendar and press the enter key. Then enter a "Y" in response to the prompt "Are you SURE You want to
Delete this Calendar. The system calendar will be deleted.

How to Enter Optional System Calendar Codes and Comments

Once a System Calendar is initially created, you may enter additional system calendar codes as well as
special comments for any calendar date. These codes and comments are displayed during calendar inquiry.

How to Input Calendar Codes for a Selected Date or Update System Calendar
Any system Calendar Code can be input for a specific date using Calendar menu option 4, Update (System
Calendar). Entering a calendar code for a specific date is used to record special calendar-related
information for that date such as a snow day, a conference day or a holiday. Any code entered using this
option is displayed whenever the specific calendar date is viewed on screen.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key.
Once in the Calendars menu select option 4, Update (System Calendar) and press the enter key. The
Update System Codes data entry screen is displayed. The cursor is placed in the "Enter Date" field. In the
"Enter Date" field, enter the date for which a system calendar code is to be input. The date must be
entered in "mm/dd/yyyy" format. The day of the week is automatically displayed next to the entered date.
When the date is entered, a list of 10 "Code" entry fields is displayed. Enter the first calendar code you
want to record for this date in the field labeled "Code 1". Press the enter key when done. The name for the
code is automatically displayed.

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You may enter up to 9 additional codes for the specified date. Press the F8 key when you have input all
desired system codes for that date. After the F8 key is pressed, the system records the entered calendar
codes for the specific date. These codes are displayed whenever the calendar date is viewed on screen. If
you have finished entering codes for a specific date and wish to quickly input calendar codes for the next
calendar day, press the F1 key. To input codes for the previous day press the F2 key. You may also input
system calendar codes using Calendar menu option 7, Comments (System Calendar).

How to enter Calendar Comments for a Selected Date

You may enter up to 5 lines of comments or notes for a specific calendar date and time of day using
Calendar menu option 7, Comments (System Calendar). The nature of the comments entered here are
completely up to the user. This option can also be used to input system calendar codes. You may also limit
access to the comments or codes input to a specific user.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key.
Once in Calendars menu select option 7, Comments (System Calendar) and press the enter key.
The Functions-selection window will display. Select “C” for Create and press the enter key.
The Calendar Comments Search Parameters data entry screen is displayed. The cursor is placed in the
"Key (Direct)" field. Check the "User Name" field. If you wish to change the default user name, use the
Up arrow key to move to that field and make any necessary changes. This field is used as a kind of
"electronic signature" for all entered comments. You may enter comments for another username. Only a
valid system username will be accepted. In the "Key Direct" field, enter the date and time for which
system comments and/or codes are to be recorded. The date must be entered in "mm/dd/yyyy" format.
Time should be input in 24-hour, military format. All comments or codes subsequently input will be
displayed for this date or time during calendar inquiry. By Default the system will automatically enter the
system time and date in this field. Press the enter key when done. The Calendar Comments main data
entry screen is displayed. The entered date, time and username are displayed on screen. The following list
will provide additional entry options:
• System Calendar Codes - These 10 entry fields can be used to input previously defined system
calendar codes for the selected date or time.
• Access - Enter an "S" if you wish to allow any system user to view these comments. Enter a "U" if
you wish to restrict inquiry access to the user listed in the "Username" field.
• Comments - You may enter up to 5 lines of comments for this date or time.
Press the F8 key when you have input all desired system comments or codes for that date and time. After
the F8 key is pressed, the system records the entered comments and calendar codes for the specific date.
These codes are displayed whenever the calendar date is viewed on screen.

Viewing Calendar Comments

To view Calendar Comments, sign on to Calendar menu option 7, Comments (System Calendar) and enter
an "I" to select the INQUIRY mode. Use the Search Parameters screen to find the comment you wish to
view. Comments may be searched for by date and time. Choose the desired comment from the list
displayed on screen.

Updating Calendar Comments

You can update or change comments if necessary. Sign on to Calendar menu option 7, Comments (System
Calendar) and enter a "U" to select the UPDATE mode. Use the Search Parameters screen to find the
comment you wish to change. When the comment is selected and displayed, you may enter all changes as
necessary.

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Deleting Calendar Comments

To delete a comment, sign on to Calendar menu option 7, Comments (System Calendar) and enter a "D to
select the DELETE mode. Use the Search Parameters screen to find and display the comment to be
deleted. When the desired comment is displayed on-screen, enter a "Y" in response to the prompt "Are
You SURE you want to Delete this record?” The comment is erased from the system.

Viewing the System Calendar Information on Screen

You can view calendar dates and recorded system calendar codes for a month "at a glance". Calendar data
is displayed in a standard desktop or wall calendar "box" format. Posted comments are not displayed when
calendar information is displayed by the month. Currently, SYSTEM CALENDAR Information can only
be viewed by the month. The ITEM CALENDAR, which is discussed later in this section, can be viewed
from a weekly and daily perspective as well. To display system calendar information for a selected month:
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 5, and press the enter key. The Functions-selection window will display.
Select “I” for Inquire (System Calendar) and press the enter key. The system displays a "display month"
selection entry field at the bottom of the screen. Enter the month and year for the calendar you wish to
view in the "Display Month" entry field. Enter the date in the "mm/yyyy" format.
The system displays the calendar for the selected month. All previously recorded system calendar codes for
this month are displayed on screen. If you wish to quickly view the calendar for the next month, press the
F1 key. Press the F2 key to view calendar information for the previous month. To select another month
for viewing, press the escape key to return to the "Display Month" entry field and enter the new month
and year.

An Overview of the Item Calendar

In addition to system calendar information, you can also record item-specific information on the on-line
calendar. For example, you could use the Calendar option to record item transactions such as draws,
requisitions, receipts, material orders, etc. You can also record miscellaneous non-transaction related
information for each item such as notes, reminders, and comments. Item Calendar information can quickly
be viewed on screen using the normal item inquiry process. Special reports can be printed listing calendar-
related item information. The calendar entry option provides you wish an alternative means of recording
and viewing nearly all item-related information.
Item-related calendar information is entered, maintained and viewed using an item-specific calendar. This
means that the system "creates" a separate calendar for each item based on the previously created system
calendar. Item-related information is recorded for a calendar date using Item Calendar Codes.
The basic steps fur using or entering item calendar information are:
1. Create Item Calendar Codes.
2. Enter Item or Calendar Information.
3. View Item or Calendar Information.
4. Print Item-related Calendar Entry Reports.

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Creating Item Calendar Codes

Item related transactions, as well as some miscellaneous item information, is input for a specific calendar
date using Item Calendar Codes. When item calendar codes are input for a specific date, these codes are
recorded on the item's calendar. When you view Calendar Information for that item, the code will appear
for the date entered.
By linking Item Calendar codes to each Charge Code defined for your system, you can automatically
record transaction information on the item calendar whenever a transaction is input. You may also use the
Item Calendar code to input some limited transactions directly.
You can create an item calendar code for virtually any type of item transaction or status. You can also
create item calendar codes for reminder, note, or general information purposes.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 51, Calendar Codes (Item Calendar) and press the enter key. The Functions-
selection window will display. Select “C” for Create and press the enter key. The Item Calendar Codes
Search Parameters data entry screen is displayed. In the field labeled "Code (Direct)", enter a one or two
character item calendar code. Press the enter key when done. The Item Calendar Code definition screen is
displayed. In the "Name" field, enter a descriptive name for the item calendar code. Press the F9 key to
process the new code. The system stores the new item calendar code as defined. This code can now be
entered for any item. If you wish to link an Item Calendar code to a Charge Code, you must first create an
Item Calendar Code for each charge code you wish to link to. Then, sign on to the Charge Codes option
of the Inventory Items menu. Use the UPDATE mode to select each charge code that you wish to link to
an item calendar code. When each selected charge code is displayed, find the field labeled "Calendar
Code". In this field, enter the item calendar code you wish to link to. When a charge code is linked to a
calendar code, a calendar entry is recorded every time the linked charge code is used to input an inventory
transaction. You may update, and delete item calendar codes as required. You may also print a list of all
defined item calendar codes.
Note: Item Calendar codes are created or defined for one warehouse "file" only. If you maintain multiple
warehouses on your system, you must create a separate set of item calendar codes for each warehouse.

Entering Item Calendar Codes

There are three ways to input item calendar codes for a specific item. These are:
• Calendar Menu option 52, Calendar Entries (Item Calendar).
• Calendar Menu option 53, Add or Remove Entries (Items).
• Calendar Menu option 54, Add or Remove Entries (Range).
The following procedures show you how to use each of these data input methods.

Entering Calendar Entries by Individual Item

This option is used to directly input item calendar codes for one item at a time. In addition to just
recording a code, you may also input a value associated with the code, as well as a description for the entry.
You may also enter comments for the item that will be stored for the calendar entry date.
If you enter a calendar code linked to a charge code, the system will automatically record any value entered
as a transaction amount. This amount will update inventory item totals just as it would if you had entered
the transaction via the Transactions or Inventory Items option. In most cases, however, it is better to use
the normal Transaction Entry process to record detailed item transactions.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 52, Calendar Entries (Item Calendar) and press the enter key. The
Functions-selection window will display. Select “C” for Create and press the enter key. A Search
Parameters screen is displayed to let you select the item for which a calendar code is to be entered.
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If you know the number of the item, enter it in the field labeled "Item Number (Direct)" and press the F9
key. If you do not know the exact item number, use the Search Parameters screen to select the item you
wish to enter calendar information for. The Calendar Entry screen for the selected item number is
displayed. The Item number and name is displayed at the top of the screen. The cursor is placed in the
first "Code" entry field.
The following list explains the fields for calendar entry:
• Calendar Date – Enter the date for which the calendar entry is to be recorded. The date must be
entered in "mm/dd/yyyy" format.
• Code - Enter the item calendar code in this field. You may enter up to 10 item calendar codes for a
specific item or date.
• Values - Use this field to input an amount associated with the calendar code you are entering. For
example, if you are entering a "material receipts" calendar code, you would enter the value for the
number of items received.
• Description - You may use this field to record a brief description of the calendar entry.
• Comments - You can input up to three brief comment lines for the selected item/calendar date.
Press the F9 key to process calendar entries for the selected item. The system stores all calendar entries
and/or comments input for this item and date.
You may use the Calendar menu option 52, Calendar Entries to update, and delete calendar items as
needed. You may also input , change, delete and view Calendar Entries for an item via the File
Maintenance of the Inventory Items menu option. To input Calendar Entries via File Maintenance, sign on
to Inventory Items menu option 2, File Maintenance. Enter a "U" to choose the UPDATE mode. Select
the item for which you wish to input calendar entries. Press the F4 key and then select screen 9, Calendar
Entries. Refer to the above procedures for instructions on how to enter calendar information for the item.

Posting Calendar Entries for a Group of Items

Calendar option 53, Add or Remove Entries (Items) is used to enter the same calendar code or value for a
group of items at the same time. This is a useful tool when you need to make mass calendar entries for
many items.
This option allows you to input a calendar code and value on a specific date for up to 40 items at a time.
You may also use this option to override or replace existing codes or values for a group of items.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 53, Add/Remove Entries (Items) and press the enter key. The Calendar
Entries (Group) data entry screen is displayed.

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The following list will explain the fields for entry:

• Code - Enter the item calendar code in this field. This code will be recorded for every item number
listed.
• Values - Use this field to input an amount associated with the calendar code you are entering. For
example, if you are entering a "material receipts" calendar code, you would enter the value for the
number of items received. This value applies to all item numbers specified. You may leave this field
blank.
• Date – Enter the date for which the calendar entry is to be recorded. The date must be entered in
"mm/dd/yyyy" format.
• Override [Y/N] - If you wish to replace a currently existing code and/or value with the new
code/value entered above, enter a "Y".
• Override Code - Enter the code you wish to replace. This code will be replaced by the new
calendar code for every item number selected on this screen.
• Override Value - Enter a specific value you wish to replace. For each item selected on this screen,
the system will replace only those values that match the Override value entered here.
• Items to Process - Enter the EXACT number of each item you wish to input calendar entries for.
The system only processes valid item numbers. Any item numbers entered in error will b ignored.
Press the F9 key to process calendar entries for the selected group of items. Calendar entries are recorded
and/or overridden for all valid item numbers selected.

Posting Calendar Entries for a Range of Items

Calendar option 54, Add/Remove Entries (Range) is used to automatically input or delete a code or value
from a selected range of inventory items. You may add or remove codes for a single calendar date or a
range of calendar dates. This option is a useful tool when you have to input or delete a calendar code for a
large number off items.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. Once in the
Calendars menu select option 54, Add/Remove Entries (Range) and press the enter key. The Calendar
Entries (Range) data entry screen is displayed.

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The following list explains the fields for entry:

• Beg Item - Enter the starting item number of the range of items you wish to update.
• End Item – Enter the last number of the range of item you want to update.
• Beg Date – Enter the starting date of the range of dates for which you want to enter or remove
calendar entries.
End Date - Input the ending date of the range of dates for which you want to enter or remove
calendar entries.
• Item Status - If you want to record or remove calendar entries for only items with a specific status,
enter the desired status(s) in these entry fields.
• Item Types - If you want to record or remove calendar entries for only items of a specific item
type, enter the desired item type(s) in these entry fields.
• Add or Remove Code? - Enter an "A" if you will be adding codes or values for the selected item
range. Enter an "R" if you will be removing or deleting calendar codes or values for a range of
items.
• Code - Enter the item calendar code that is to be entered or removed.
• Value - Enter the code value that is to be entered or removed for a range of items.
• Override [Y/N] - If you wish to replace a currently existing code and/or value with the new
code/value entered above, enter a "Y".
• Override Code – Enter the code you wish to replace. This code will be replaced by the new
calendar code for the selected range of items.
• Override Value – Enter a specific value you wish to replace. For the range of items selected, the
system will replace only those values that match the Override value entered here.
• Enter "X" beside. - If you select a range of dates, you may limit calendar entries to only specific
days of the week by typing an “X" beside the desired day code. For instance, you could use this
entry field to enter a special calendar code for a range of items on every Friday of the year.
Press the F9 key to process calendar entries for the selected range of items.
Calendar entries are recorded and/or overridden for the range of item numbers selected.
You may use this option to enter calendar codes and values for a single item number and/or a single
calendar date. To input a calendar code for a single item number, enter the desired item number in both
the "Beg Item" and "End Item" fields. To input calendar entries for a single date, enter the same date in
both the "Beg Date" and "End Date" fields.

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Viewing Calendar Entries On-Screen

You may view Calendar Entry information for a selected item from three different menu options.
These are:
1. Calendar Menu option 50, Calendar Inquiry.
2. Inventory Master Menu option 1, Inquiry.
3. Inventory Master Menu option 2, File Maintenance.
This section will only present procedures for using the Calendar Menu and Calendar Inquiry option. All
three inquiry procedures are nearly identical. The primary difference is that if you use the Calendar Menu
inquiry option, the Item Calendar screen is displayed immediately when the item is selected. If you use
either of the Inventory Items menu options, you will probably have to manually select the Item Calendar
(Calendar - inquiry screen 7) screen when the desired item is chosen.
From the Inventory Control Master Menu select option 4, Calendars and press the enter key. On in the
Calendars menu select option 50, Calendar Inquiry and press the enter key. The Item Search
Parameters/Search and Select screen is displayed. If you know the number of the item you wish to view,
enter it in the "Item Number (Direct) entry field and press the F9 key. If you are unsure of the item
number, use the Search Parameters screen to select the item you wish to view. The Inventory Items or
Item Calendar Info inquiry selection screen is displayed. The number and name of the item is displayed at
the top of the screen. The calendar inquiry selection field for this item is displayed at the bottom of the
screen.
Use the List below for instructions on selecting one of the three available calendar inquiry options:
• Monthly Calendar - Enter a "1" to choose the monthly calendar inquiry option. Then enter the
month and year you wish to view and press the enter key. The system displays an on-screen
calendar listing all calendar entries posted for that item for the month. No amounts or comments
are displayed, however.
• Summary Calendar - Enter a "2" to select the summary calendar inquiry screen. Enter a date
range for which you wish to display calendar information. Enter an "X" beside the days of the week
you wish to include in this summary. Press the enter key when done. A list of up to 30 calendar
code entries is displayed for the item and the selected date range. The system automatically
summarizes multiple code entries and total values on a single display line.
• Daily Item Calendar - Enter a "3" to select the daily item calendar inquiry screen. Enter the date
you wish to view and press the enter key.
All codes, values and comments entered on that date for this item are displayed. When done, press the
escape key as many times as necessary when you wish to return to the Calendar menu.

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Physical Inventory Tools

This section describes the Inventory System's suite of Physical Inventory tools. These tools are designed to
help you conduct and manage a physical count of your site's inventory. Using the system, you may print
inventory work sheets and automatically prepare computerized inventory records for physical inventory.
When the physical counts are complete, you can quickly input physical counts, print a report that
compares physical counts to the current computer "stock" records, and then update.
All Physical Inventory options are accessed via Master Menu option 6, Physical Inventory. The following
procedures show how the Physical Inventory system options can be used to assist the physical count
process. These procedures do not, however, address the actual physical count process itself.

Printing Inventory Worksheets

Option 1 of the Physical Inventory menu can be used to generate a worksheet that can be used to collect
physical inventory and count data for each item. The worksheet lists the number, description, and location
for each selected item. An entry space is provided to allow you to record the actual quantity for the item.
Physical count worksheets can be generated for a selected range of items. You can limit the items included
on the worksheet by items status and/or type. Items can be listed in order by item number, part number,
name, or location.
From the Inventory Control Master Menu select option 6, Physical Inventory and press the enter key.
Once in the Physical Inventory menu select option 1, Print Worksheets and press the enter key.
The below screen will display:

Use the following list of fields and explanations of them to choose the worksheet selection options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.

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Worksheet Order - Enter an "I" to sort by Item Number. Enter a "D" to sort by item description. Enter
"P" to sort by part number. Enter an "L" to sort by Location.
Press the F8 key to print the worksheet for selected inventory items. Enter the number of the printer to be
used for this report. Press the enter key twice to confirm your choice.
If all worksheet selection fields have been entered correctly, the system will begin to process the selected
items. A "status-line" is displayed to show the progress of processing and printing. When the worksheet is
processed, the system returns to the Physical Inventory menu and the worksheet is printed.

Preparing Items for Inventory

Before physical count totals can be input for an inventory item, Physical Inventory menu option 2, Prepare
Items for Physical Inventory must be run. This option resets any previous physical count totals to zero for
all items in a warehouse. After previous count totals are cleared, you can then use Physical Inventory
option 3 to input the new item totals.
From the Inventory Control Master Menu select option 6, Physical Inventory and press the enter key.
Once in the Physical Inventory Menu select option 2, Prepare Items for Phy Inventory and press the enter
key. In the field labeled "Warehouse #", enter the Warehouse Number for the Item "file" you wish to
prepare for physical inventory. Press the enter key when done. To prepare items for physical inventory,
enter a "Y" in response to the prompt "Are You SURE You want to Continue?” Press the enter key when
done. Enter an "N" or press the escape key to abort the preparation process.
The system begins the process of clearing previous physical count totals for each inventory item in the
selected warehouse file. The system displays a "status line" to track the progress of the item preparation
process. When processing is complete, new physical inventory counts can be input for these items.

Enter Physical Inventory

Physical Inventory Menu option 3, Input Physical Inventory is used to actually enter the results of the
physical inventory item count into the computer system. The system can automatically display each item
that was prepared for the physical inventory count (using menu option 2, Prepare Items).
From the Inventory Control Master Menu select option 6, Physical Inventory and press the enter key.
Once in the Physical Inventory Menu select option 3, Input Physical Inventory and press the enter key.
Enter the date of the physical inventory was completed in the field labeled "Inventory Date". To
automatically scroll or display items for data entry, enter a "Y" in the "Scroll Records" field. Press the enter
key when done. Enter an "N" if you wish to be required to enter the item number before inputting
physical count information.
To scroll or display items by item number:
• Enter an "I" in the field labeled "Which Order".
• Enter a "D" to scroll/display by item description.
• Enter a "P" to scroll/display by part number.
• Enter an "L" to scroll/display by item location.
Press the enter key when done. Depending on what you entered in the step above, enter the item number,
description, part number, location you wish to use to start the scroll process. Press the enter key when
done. Leave blank to start at the beginning. The system displays the first item ready for physical count data
entry. The Item number, description, location, and part number is displayed. The item status, unit
measure, and on-hand quantity is also displayed. The cursor is placed in the "Physical Count" entry field.
Enter the actual physical count for the displayed item in the "Physical Count" data entry field. Press the
enter key when done. If the Scroll option is selected, the next item is displayed, ready for entry. Continue
the data entry process for every item requiring physical count input. Press the escape key when done. You
may have to press the escape key more than once.
The system stores all physical count entries. You are returned to the Physical Counts menu.

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Print the Item Total Discrepancy Report

Physical Inventory Menu option 4, Print Discrepancy Report is used print a list of all items where the
newly input physical count totals do not equal the current on-hand item totals. This report lists the
number, description, location, and part number for each item with a physical count/on-hand total
discrepancy. The on-hand total and physical count total is also displayed for each item. This report can list
only discrepant items or it can list all items. You may restrict this report to items with specific status codes
or type codes. Items can be printed by item number, description, part number, or location.
Note: On-hand totals include reserved items, since they are usually stored in the same location.
From the Inventory Control Master Menu Select option 6, Physical Inventory and press the enter key.
Once in the Physical Inventory menu select option 4, Print Discrepancy Report and press the enter key.
The following list explains the fields and how to choose the discrepancy report selection options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Which Items? – Enter a "D" to print only discrepant items. Enter an "A" to include all items, whether or
not they are discrepant.
Report Order – Enter an "I" to sort by Item Number. Enter a "D" to sort by item description. Enter "P"
to sort by part number. Enter an "L" to sort by Location.
Press the F8 key to print the report. Enter the number of the printer to be used for this report. Press enter
key twice to confirm your choice.
If all report selection fields have been entered correctly, the system will begin to process the selected items.
A "status-line" is displayed to show the progress of processing and printing. When processing is complete,
the system returns to the Physical Inventory menu and the discrepancy report is printed.

Using the Discrepancy Report

Use this report to identify and reconcile all discrepant items. If there are missing inventory items according
to the physical count, try to track them down. If more items exist than should, according to the computer
records, double-check your inventory transactions for each discrepant item. If corrections need to be made
to the Physical Count totals, use the Input option to make these changes. If you need to update on-hand
totals with physical count amounts, use Physical Inventory option 5, Update to Counts (Adjust to Physical
Inventory) to make these updates automatically.

How to Adjust Item Totals with Physical Counts

Physical Inventory Menu option 5, Update to Counts can be used to automatically update on-hand item
totals with the results of all physical item counts. This option can automatically adjust extended value,
average cost, and last cost values in addition to on-hand item totals. This option should only be run after
all discrepancies have been reconciled.
You may adjust item totals with physical counts for selected warehouses and a selected range of items.
You can update totals for a single item if necessary.
Before you run this option you should define a special inventory adjustments charge code using the
Charge Codes in the Office Manager option. This charge code should be set up to "debit" on-hand totals.
You may also define the charge code to automatically debit extended values, average cost, and total cost
for all item total adjustments.
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From the Inventory Control Master Menu select option 6, Physical Inventory and press the enter key.
Once in the Physical Inventory Menu select option 5, Update to Counts and press the enter key.
The following information will explain how to enter information in the adjustment data entry fields:
Warehouse # - Enter the warehouse number of the item "file" to be updated. You can update counts for
only one warehouse file at a time.
From Item - Enter the beginning item number of the range of items to include on this report. Leave
blank to start at the beginning of the file.
Thru Item – Enter the last item number of the range of items to include on this report. Leave blank to
print through the last item in the file.
Adjust Date - Enter the date for this item total adjustment. You must enter the date in "mm/dd/yyyy"
format.
Adjust Voucher – Enter a reference number or "voucher" number for this adjustment transaction. The
voucher number is important in that it is used to identify this adjustment transaction on all reports. You
may enter any number in this field.
Adjust Charge Code – Enter the charge code defined for inventory adjustment transactions. You must
enter a valid charge code.
Press the F9 key to begin adjustments processing. If all adjustment instruction fields have been entered
correctly, the system begins to process each affected item. A "status line" is displayed to track the progress
of the adjustment process. The system automatically adjusts item totals according to the entered physical
counts.

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Creating a General Ledger Packet

To Create a General Ledger Packet for your general ledger links you have defined.
From the Inventory Control Master Menu select option 79, Create General Ledger Packet and press the
enter key. The create a packet screen will display.

Make sure the right department is displayed for the packet you wish to create. If not use your up arrow key
to make the necessary changes.
From Date – Enter the starting date of the range of transaction you wish to create a packet for. Leave
Blank for all.
Thru Date - Enter the ending date of the range of transaction you wish to create a packet for. Leave
Blank for all
From Work Order # - Enter the starting range of work orders that you wish to create a packet for. Leave
Blank for all.
Thru Work Order # - Enter the ending range of work orders that you wish to create a packet for. Leave
Blank for all
Charge Codes - These entry fields let you print this report for select charge codes only. Enter the specific
codes you want to appear on this report. Leave blank to include all a charge codes
Create Packet – Enter a “Y” to create the Packet. Enter an “N” if you wish to check the transactions
before creating a packet. If you answered yes to create packet the system will prompt you to enter your
packet information and once done the system will start to create the packet. In both cases the system will
prompt you for a printer number so that it can print a report.
Enter the number of the printer to be used for this report. Press enter key twice to confirm your choice.

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Directory of All Standard Inventory Reports

This section describes each of the Standard Inventory Reports available via Inventory Master Menu option
7, Reports, and details the procedures used to print them. Inventory report descriptions and procedures
are discusses in alphabetical order. For some sites the report names and menu options may have been
changed or customized. If report options have been change, check with Local Government Data
Processing Corporation for a cross reference list for these procedures.

Account Distribution Report

This report lists the general ledger account distributions for all inventory item transactions. For each
reported transaction, the following information is listed: Account distributions, ticket number, transaction
date, transaction quantity, debit/credit totals, item description.
This report can be printed for a selected range of item numbers and/or accounting periods. You can limit
items appearing on this report to specific item status(s) and/or item types. Account distributions can be
printed for the month to date or year to date. You may elect to print transaction totals only.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 6, Account Distribution and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Print Totals Only? - Enter a "Y" to list only summary transaction totals. Enter an "N" or leave blank to
list detailed item transaction information.
[M]td or [Y]td Activity - Enter an "M" to list only transactions/distributions for the current month to
date. Enter a "Y" to list distributions for the current year to date.
Period Range - Enter the beginning and ending month and year of the fiscal periods you wish to include
on this report.
Press the F8 key to process and print the report. Enter the name/number of the printer to be used for this
report. Press the enter key twice to confirm your choice.
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Assembly Units
This report Assembly Units is special items that are defined from various sub-assemblies or component
parts. This option allows see Assembly Units and the individual inventory items and parts that make-up
that Assembly Item. It also shows the quantities, unit cost and amount.
From the ‘Inventory Control Main Menu’ select the ‘Report’ option 7 and press the enter key. Once the
Reports menu has displayed select option 21 ‘Assembly Units’ and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Assembly Unit - Enter the beginning Assembly Unit number of the range of items to include on
this report. Leave blank to start at the beginning of the file.
Thru Assembly Unit - Enter the Assembly Unit number of the range of items to include on this report.
Leave blank to print through the last item in the file.
Thru Period - Enter the month and year as of which quantities are to be printed. For example, "12/2004"
displays quantities up to and including the end of December 2004.
Or Date - Use this field to enter a specific cut-off date for reporting item quantities. For example, enter
"12/15/2004” to report quantities up to and including this date.
Press the F8 key to process and print the report. Enter the name/number of the printer to be used for this
report. Press the enter key twice to confirm your choice

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Catalog
This report provides a catalog of all items maintained on your system. For each item listed the following
information is displayed: item number, item description, item status, unit average cost, and unit measure.
This report can be printed for a selected range of items. You can limit items printed to specific status(s)
and/or type(s).
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 17, Catalog and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order - Enter an "I" to sort by Item Number. Enter a "D" to sort by item description. Enter "P"
to sort by part number. Enter an "L" to sort by Location.
Press the F8 key to print the selected inventory items. Enter the number of the printer to be used for this
report. Press the enter key twice to confirm your choice.

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Detailed Transactions Report

The Detailed Transactions report is selected and printed via Item Inventory/Reports option 20, Detailed
Transactions Report. This report lists a complete description of all item transactions entered for a selected
range of items and/or dates. On an item by item basis, this report lists the following transaction
information: item number and name, transaction code, transaction date, fiscal period, item quantity,
extended amount, ledger account distribution, and work order number.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 20, Detailed Transactions and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Page Break - If you want the report to start a new page for each item, enter a "Y".
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Extended Worksheet
Report menu option 16, Extended Worksheet, is used to generate an extended physical inventory control
worksheet that can be used during the process of taking a physical item count. This report lists the name
and number for each selected item. Blank data entry spaces for each item are provided for the following
information: vendor, reorder point, lead time, unit cost, and item quantity.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 16, Extended Worksheets and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items
Worksheet Order – Enter an "I" to sort by Item Number, a "D" to sort by item description, "P" to sort
by part number, or enter an "L" to sort by Location.
Press the F8 key to print the worksheet for selected inventory items. Enter the number of the printer to be
used for this report. Press the enter key twice to confirm your choice.

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Item Analysis by Department Report

The Item Analysis by Department report is selected and printed via Item Inventory/Reports option 14,
Item analysis by Department. This report provides a department by department breakdown of item
transactions and cost totals. For each department/division set up, this report provides the following
information: item number and name (for each transaction), transaction type/charge code, transaction
notes, transaction date, item quantity, unit cost, extended amount, ledger account distribution.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 14, Item Analysis by Department and press the enter key.
The following screen will display.

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
From Div/Ledger - Enter the beginning division/ledger number to use for this report. This field allows
you to print the report for more than one division at a time.
Thru Div/Ledger - Enter the ending division/ledger number to use for this report. This field allows you
to print the report for more than one division at a time.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Page Break - If you want the report to start a new page for each item, enter a "Y".
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

Item Analysis by Item Report

The Item Analysis by Item Report is selected and printed via Item Inventory/Reports option 13. This
report provides an item by item breakdown of item transactions and account distributions. For each item,
this report provides the following transaction information: transaction type/charge code, transaction
notes, transaction date, item quantity, unit cost, extended amount, ledger account distribution. Item totals
for quantity and extended amount are also listed.
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From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 13, Item Analysis by Item and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Page Break - If you want the report to start a new page for each item, enter a "Y".
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Item Labels - Bar Code Labels

Bar Code item labels are selected and printed via Item Inventory/Reports option 18, Item Labels. The Bar
Code option can generate standard bar codes for each selected inventory item. The bar code itself
describes the item number only. These bar codes can then be scanned to record item receipts, draws, and
many other transaction types.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option18, Item Labels and press the enter key. Once in the Item Labels Menu select
option 1, Bar Code Labels and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order – Enter an "I" to print bar codes by item number, enter "D" to print by description, enter
"P" to print by Part number, and "L" to print by Location.
From Desc - If you wish to print bar codes for a specific range of item descriptions (names) enter the
beginning descriptions of that range in this entry field.
Thru Desc - If you wish to print bar codes for a specific range of item descriptions (names) enter the
ending descriptions of that range in this entry field.
From Part - If you wish to print bar codes for a specific range of part numbers enter the beginning
numbers of that range in this entry field.
Thru Part - If you wish to print bar codes for a specific range of part numbers enter the ending numbers
of that range in this entry field.
From Location - If you wish to print bar codes for a specific range of locations enter the beginning
location numbers of that range in this entry field.
Thru Location - If you wish to print bar codes for a specific range of locations enter the ending location
numbers of that range in this entry field.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.
Note: Before you select the printer, make sure it has the capability to print bar codes.
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Item Labels - Bin Labels

Item storage bin labels are selected and printed via Item Inventory/Reports option 18, Item Labels. The
Bin Labels option can generate bin labels for each item in a warehouse. These labels can then be attached
to storage bins for reference information. Each label lists the following information: item number, item
description, lead time, reorder point, and reorder quantity.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option18, Item Labels and press the enter key. Once in the Item Labels Menu select
option 2, Bin Labels and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order – Enter an "I" to print bar codes by item number, enter "D" to print by description, enter
"P" to print by Part number, and "L" to print by Location
From Desc - If you wish to print bar codes for a specific range of item descriptions (names) enter the
beginning descriptions of that range in this entry field.
Thru Desc - If you wish to print bar codes for a specific range of item descriptions (names) enter the
ending descriptions of that range in this entry field.
From Part - If you wish to print bar codes for a specific range of part numbers enter the beginning
numbers of that range in this entry field.
Thru Part - If you wish to print bar codes for a specific range of part numbers enter the ending numbers
of that range in this entry field.
From Location - If you wish to print bar codes for a specific range of locations enter the beginning
location numbers of that range in this entry field.
Thru Location - If you wish to print bar codes for a specific range of locations enter the ending location
numbers of that range in this entry field.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Materials Received Report

This report is selected and printed via Item Inventory/Reports option 10, Materials Received. This report,
which can be printed for month to date or year to date lists each material receipt transaction recorded for
an item. The following detailed information is listed: item number and name, purchase order number,
vendor number, receipt date, charge code, unit cost, quantity received, and extended amount of received
items. Department and grand receipt totals are printed for quantities and extended amounts.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 10, Materials Received and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items
Reference to Print - Enter a "P" to print by purchase order number, enter a "T" to print by ticket, enter a
"B" to print both.
Report Order - Enter an "I" to print by item number, enter "D" to print by date.
Charge Codes - These entry fields let you print this report for select charge codes only. Enter the specific
codes you want to appear on this report. Leave blank to include all a charge codes.
[M]td or [Y]td Activity - Enter an "M" to report only items received for the month to date. Enter a "Y"
to display receipts for the year to date.
Period to Report - If you wish to print a month to date report, enter the month and year you wish to
generate a materials used report for
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

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Materials Used Report

This report is selected and printed via Item Inventory/Reports option 9, Materials Used This report,
which can be printed for month to date or year to date lists the total quantity of items used. For this
report, the calculation for items used is "Items issued - Items Returned". For each item listed, the
following information is displayed: item name and number, quantity returned, quantity issued, total items
used, unit cost for each item, unit of measurement, and extended amount for used items. Department
totals and grand totals are also provided.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 9, Materials Used and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order – Enter an "I" to print bar codes by item number, enter "D" to print by description, enter
"P" to print by Part number, and "L" to print by Location
Include items with no activity? - Enter a "Y" to list inventory items that have had no movement
(issued/returned) for the report period. Enter an "N" or leave blank to exclude items without activity.
[M]td or [Y]td Activity - Enter an "N" to report only items used for the month to date. Enter a "Y" to
display items used for the year to date.
Period to Report - If you wish to print a month to date report, enter the month and year you wish to
generate a materials used report for.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

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Narrative Report
An Item Narrative report is available to provide a printed listing of all narrative information entered for an
item. The Item Narrative report is selected and printed via Item Inventory/Reports option 15, Narrative
Report.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 15, Item Narrative and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Page Break - If you want the report to start a new page for each item, enter a "Y".
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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On-hand Value Transactions Report

The On-hand value Transactions report is selected and printed via Item Inventory/Reports option 19,On-
hand Value Transactions. This report lists all transactions that affect the on-hand value for an item,
including requisitions/draws, salvage, and returned items. For each transaction listed, the following
information is provided: ticket number transaction date, charge code, item number and name, item
quantity, extended amount for the transaction, and transaction comments. Totals are displayed by charge
code, department, and grand totals are displayed for all transactions reported.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 15, Item Narrative and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
[M]td or [Y]td Activity - Enter an "N" to report only items used for the month to date. Enter a "Y" to
display items used for the year to date.
Period to Report - If you wish to print a month to date report, enter the month and year you wish to
generate a materials used report for.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

On-Order Report
This report is selected and printed via Item Inventory/Reports option 4, On Order Report. It lists all on
order transactions for selected items. If you use the Inventory System with Zortec Accounts
Payable/Purchasing system, this report will draw on-order transactions and totals directly from the AP
system.

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From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 4, On Order Report and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

Quantity Summary Report

This report lists a summary of current quantities for a selected range of items. It is printed via Item
Inventory/Reports option 1, Quantity Summary. This report lists the following information for each
selected item: item number, general ledger account, item name/description, current on-hand quantity,
average unit cost, extended dollar amount for the current quantity.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 1, Quantity Summary and press the enter key.

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The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item - Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Thru Period - Enter the month and year as of which quantities are to be printed. For example, "12/2004"
displays quantities up to and including the end of December 2004.
Or Date - Use this field to enter a specific cut-off date for reporting item quantities. For example, enter
"12/15/2004” to report quantities up to and including this date.
From Div/Ledger - To limit this report to only items defined for specific GL Divisions, enter the
beginning GL Division numbers to include on this report
Thru Div/Ledger - To limit this report to only items defined for specific GL Divisions, enter the ending
GL Division numbers to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order - Enter a “1” print by Item or enter a “2” to print by Type.
Quantity Type - This field determines which quantity type is to be listed on the report. To select the
quantity type you need to refer to the second WAREHOUSE DEFINITION screen. Find the number
associated with the quantity type to be selected and enter it here. For example, "On-Hand" is quantity type
"1", so if a "1" is entered in this selection field, on-hand quantities will be reported.
Print Totals Only - Enter a "Y" to print only item totals for the selected range of items. Enter "N" to list
quantities for each item.
Suppress Zero Items - Enter a "Y" to exclude items with a quantity of "0" (zero). Enter an "N" to
include zero quantities.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

Reorder Report
The Item Reorder report is selected and printed via Item Inventory/Reports option 5, Reorder Report. It
lists the following information for each item: item number and description, beginning quantity, quantity
received, quantity returned, quantity issued, and current quantity on hand, quantity on order, quantity
received, minimum quantity, and the quantity that should be ordered at this time. This report is a powerful
tool for managing the ordering/reordering of materials.
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From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 5, Reorder Report and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item - Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Skip Zero Reorder Points? - Enter a "Y" if you do not wish to display items on is reorder report that
have a "0" or no value specified in the "Reorder Pt" entry field.
Consider Reserves? - Normally, the Reorder report only considers items on- hand and on-order when
deciding whether an item quantity is below the reorder point. Enter a "Y" if you wish the system to also
consider reserved items for reorder calculations.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type -You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order - Enter an "I" to sort by Item Number. Enter a "D" to sort by item description. Enter "P"
to sort by part number. Enter an "L" to sort by Location.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Retirement Report
This report is selected and printed via Item Inventory/Reports option 11, Retirement Report. It displays,
for month or year to date, item transaction in which a quantity of materials is retired/removed from
inventory. The following detailed information is listed: item number and name, transaction reference
number, transaction date, quantity retired, and the extended amount of the total items retires.
Departmental and grand totals are displayed as well. This report also provides information on retirements
entered via the Zortec Plant Accounting system.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 11, Retirement Report and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Report Order – Enter an "I" to print bar codes by item number, enter "D" to print by description, enter
"P" to print by Part number, and "L" to print by Location
Charge Codes - These entry fields let you print this report for select charge codes only. Enter the specific
codes you want to appear on this report. Leave blank to include all a charge codes
[M]td or [Y]td Activity - Enter an "N" to report only items used for the month to date. Enter a "Y" to
display items used for the year to date.
Period to Report - If you wish to print a month to date report, enter the month and year you wish to
generate a materials used report for.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Salvage Report by Work Order

This report is selected and printed via Item Inventory/Reports option 12, Salvage Report by Work Order.
It lists, on a work order by work order basis, every item salvage transaction. For each salvage transaction,
the following details are listed: work order number, item number and name, salvage quantity, total salvage
amount, average item cost for salvaged items. Closing account totals, work order totals, and grand totals
are listed. This report is useful when closing Plant Accounts. It can be integrated with the Plant
Accounting system to list salvage transactions input via Plant Accounting.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 12, Salvage Report by Work Order and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date – Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date – Enter the ending date for the transaction date range you wish to include on this report.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Stock Status Report

This report is selected and printed via Item Inventory/Reports option 2, Stock Status Report. For each
inventory item it lists the following information: item number and name, beginning quantity, quantity
received, quantity returned, quantity issued, and quantity on hand, quantity on order, minimum quantity,
quantity available, and last transaction date.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 2, Stock Status Report and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item – Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item – Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Print Totals Only - Enter a "Y" to print only item totals for the selected range of items. Enter "N" to list
quantities for each item.
[M]td or [Y]td Activity - Enter an "N" to report only items used for the month to date. Enter a "Y" to
display items used for the year to date
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Report Order – Enter an "I" to print bar codes by item number, enter "D" to print by description, enter
"P" to print by Part number, and "L" to print by Location
Period to Report - If you wish to print a month to date report, enter the month and year you wish to
generate a materials used report for.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

Summary Ticket Listing

This report is selected and printed via Item Inventory/Reports option 8, Summary Ticket Listing. It
displays a summary of all individual transactions entered for a single "ticket" or reference number. The
Summary Ticket report lists item by item draws, returns and net material used totals. It displays a quantity
and amount for each of these transaction types. Ticket totals are also displayed.

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From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 8, Summary Ticket Listing and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item - Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date - Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date - Enter the ending date for the transaction date range you wish to include on this report.
From Ticket - Enter the beginning ticket number for the ticket range to include on this report.
Thru Ticket - Enter the ending ticket number for the ticket range to include on this report.
Transaction Type - This entry field offers the option to print this report for a single transaction type
code only. Enter the specific code you want to appear on this report. Leave blank to include all transaction
codes.
Include receipts? - Enter a "Y" to list items received on this report. Leave blank or enter an "N" if you
do not want receipt quantities and amounts to be displayed.
Report Order - Enter a "T" to print by ticket number or enter an "O" to print by item/ledger account
object code.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice.

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Ticket Listing (transactions by ticket number)

This report is selected and printed via Item Inventory/Reports option 7, Ticket Listing. It displays a
detailed report for all item transactions entered for selected ticket/reference numbers. For each transaction
listed, the following information is displayed: transaction date, transaction type and charge code, item
number and name, transaction quantity, transaction amount, and general ledger distribution account.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 7, Ticket Listing and press the enter key.
The following screen will display

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item - Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
From Date - Enter the beginning date for the transaction date range you wish to include on this report.
Thru Date - Enter the ending date for the transaction date range you wish to include on this report.
From Ticket - Enter the beginning ticket number for the ticket range to include on this report.
Thru Ticket - Enter the ending ticket number for the ticket range to include on this report.
Transaction Type - This entry field offers the option to print this report for a single transaction type
code only. Enter the specific code you want to appear on this report. Leave blank to include all transaction
codes.
Page Break - If you want the report to start a new page for each new ticket number, enter a "Y".
Report Order – Enter a "T" to print by ticket number or enter an "O" to print by item/ledger account
object code.
Ledger/Comments - Enter an "L" to display the ledger account for each transaction. Enter a "C" to
display transaction comments instead.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

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Work Order Report

This report is selected and printed via Item Inventory/Reports option 3; Work Order Report It displays a
complete record of work order and ledger account distributions for all inventory transactions. This report
can print transactions for select entry/transaction dates and times. You can also summarize item work
order totals or list each individual item transaction for a work order/ledger account. This report provides a
preview of how inventory information will be imported to the Plant Accounting system if the import
option is used.
From the Inventory Control Master Menu select option 7, Reports and press the enter key. Once in the
Reports Menu select option 3, Work Order Report and press the enter key.
The following screen will display:

The following list of fields and their explanation will help you decide how to choose the report-selection
options:
From Item - Enter the beginning warehouse/item number of the range of items to include on this report.
Leave blank to start at the beginning of the file.
Thru Item - Enter the last warehouse/item number of the range of items to include on this report. Leave
blank to print through the last item in the file.
Item Statuses - You may limit this report to items with specific statuses by typing the appropriate codes
in these fields. Leave blank to select all items, regardless of status.
Item Type - You may also limit this report to include only items of a specific type by entering the desired
Item Type codes in these selection fields. Leave blank to select all items.
Page Break - If you want the report to start a new page for each new ticket number, enter a "Y".
Print Code – Enter a "W" if you wish to list only work order distributions. Enter a "G" to list only general
ledger account distributions. Enter a "B" to list both types of distributions.
Charge Code - This entry field offers the option to print this report for a single charge code only. Enter
the specific code you want to appear on this report. Leave blank to include all charge codes.
Trans Date (Range) - To list only distributions for a select transaction date range, enter the beginning
and ending date range in these fields. Leave blank to include all transaction dates.
Entry Date (Range) - To list only distributions actually input on a specific date, enter the beginning and
ending date range in these fields. Leave blank to include all entry dates.
Entry Time (Range) - To list only distributions actually input on a specific time of day, enter the
beginning and ending entry times in these fields. Leave blank to include all entry times. Times must be
entered in military/24-hour format (2 PM =14:00, 4:40 p.m. = 16:40, etc.).

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Summarize Items - If you wish to only list distribution totals for a report item, enter a "Y". Enter an "N"
to display every item transaction on this report.
From Work Order - Enter the work order number that begins the range you want to process and print
for this report.
Thru Work Order – Enter the work order number that ends the range you want to process and print for
this report.
From Div/Ledger – Enter the GL division number that begins the range you want to process and print
for this report.
Thru Div/Ledger - Enter the GL division number that ends the range you want to process and print for
this report.
Press the F8 key to print the detailed transaction report for the above selected items. Enter the
number/name of the printer to be used for this report. Press the enter key twice to confirm your choice

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Other Reports
To Print a List of Charge Codes
A report can be printed listing all defined charge codes. This list provides a brief reference of currently
defined charge codes.
From the Inventory Control Master Menu select option 9, Office Manager and press the enter key. Once
in the Office Manager Menu select option 4, Charge Codes and press the enter key.
Functions-selection window will display. Select “P” for PRINT and press the enter key.
Enter the number of the warehouse for the codes to be included on this report. Leave this field blank to
print charge codes for all warehouses.
From Code – Enter the first code "number" for the range of codes to be printed. Leave this field blank to
select the first charge code in the file for the selected warehouse
Thru Code - Enter the number of the last code to be included in the report range. Leave this field blank
to select the last charge code in the file for the selected warehouse.
Press the F8 key to process and print the selected charge codes
Enter the number of the printer to be used for this report. Press the enter key twice to confirm your
choice
If all report-selection fields have been entered correctly, the system will begin to process the selected
charge codes. A "status-line" is displayed to show the progress of processing and printing. When the
report is processed, the system returns to the Charge Codes menu and the report is printed.

To Print list of Calendar Comments

You can print a list of comments. From the Inventory Control Master Menu select option 4, Calendar and
press the enter key. Once in the Calendar Menu select option 7, Comments (System Calendar) and press
the enter key.
Functions-selection window will display. Select “P” for PRINT and press the enter key.
Enter the range of dates/times for the comments you wish to print. You may also elect to print comments
available for general system users or restricted to a specific user. Enter the number of the printer to be
used for this report. Press the enter key twice to confirm your choice

Item Calendar Reports

There are three standard calendar item related reports available from the Calendar Menu. These are:
1. Calendar Menu option 60, Calendar Entries (Reports).
2. Calendar Menu option 61, Calendar Recap (Reports).
3. Calendar Menu option 62, Code Comparison (Reports).
This section describes each of these reports and the procedures used to produce them.

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Printing Calendar Entries Report

This report can print a report listing all calendar entries input for an item, or selected range of items.
Report selection options let you limit items to those with specific statuses or types. You may also print the
calendar entry report for a selected range of dates. Additional report options let you set a minimum
occurrences level, choose summary or detail reporting, and the day of the week to include for report
purposes. You may print this report for a single calendar code, several codes, or all calendar codes.
From the Inventory Control Master Menu select option 4, Calendar and press the enter key. Once in the
Calendar Menu select option 60, Calendar Entries (Reports) and press the enter key.
The Calendar Entries report selection screen is displayed.
The following list of fields and their explanation will help you decide how to choose the report-selection
options
From Item - Enter the starting item number of the range of items to include on this report.
Thru Item - Enter the last number of the range of items to include on this report.
Item Status - If you want to limit report items to those with a specific status code, enter the desired
status(s) in these entry fields.
Item Types - If you want to limit report items to only those of a specific item type, enter the desired item
type(s) in these entry fields.
Beg Date - Enter the starting date of the range of dates for which you want to display calendar entries.
End Date - Enter the ending date of the range of dates for which you want to list calendar entries.
Minimum Occurrences - This field is used to instruct the system to only list those calendar codes that
have been input more than a specific number of times for the same item. If you wish to limit the report in
this manner, enter the minimum number of times a code must be input for an item before it can be listed
on this report.
Summary/Detail - Enter an "S" to display a summary form of this report. Enter a "D" to display a
detailed report listing every calendar entry for the item.
Single/Double Spaced - Enter an "S" to print the report in single spaced format. Enter a "D" to print it
double spaced.
Sort Options - Enter an "A" to print the report by item name, enter a "D" to print it by calendar entry
date, enter an "L" to print by location number, or enter a "C" to print by calendar code.
Enter Codes to be Printed - Enter the calendar codes you want to include on this report. Leave all fields
blank to include all calendar codes.
Enter "X" beside - If you select a range of dates, you may elect to display calendar entries for only
specific days of the week by entering an "X" beside the desired day code. For instance, you could use this
entry field to display calendar entries for Fridays only.
Press the F9 key to begin the processing of this report. Enter the number of the printer to be used for this
report. Press the enter key twice to confirm your choice.
The Calendar entry report is processed and printed according to the report selection instructions entered
using the above procedures. A status line is displayed to show the progress of printing and processing.

Printing Item Calendar Recap Report

This report lists a summary/recap of all calendar entries input by week, date, and/or calendar entry code.
This report is extremely useful for verifying the accuracy of all item calendar entries entered over a period
of time. The report can be printed for a selected range of items, dates and calendar entry codes. You can
limit report items/calendar entries by item status and/or type.
From the Inventory Control Master Menu select option 4, Calendar and press the enter key. Once in the
Calendar Menu select option 61, Calendar Recap (Reports) and press the enter key.
The Calendar Recap report selection screen is displayed.

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The following list of fields and their explanation will help you decide how to choose the report-selection
options
From Item - Enter the starting item number of the range of items to include on this report.
Thru Item - Enter the last number of the range of items to include on this report
Item Status - If you want to limit report items to those with a specific status code, enter the desired
status(s) in these entry fields.
Item Types - If you want to limit report items to only those of a specific item type, enter the desired item
type(s) in these entry fields.
Beg Date - Enter the starting date of the range of dates for which you want to display calendar entries.
End Date - Enter the ending date of the range of dates for which you want to list calendar entries
Recap by Day/Week - Enter a "Y" to list recap information week by week/day by day.
Recap by Date - Enter a "Y" if you want to list recap information by date.
Recap by Code – Enter a "Y" to list calendar entry recap information on a calendar code by code order.
Enter Codes to be Printed - Enter the calendar codes you want to include on this report. Leave all fields
blank to include all calendar codes.
Enter "X" beside - If you select a range of dates, you may elect to display calendar entries for only specific
days of the week by typing an "X" beside the desired day code. For instance, you could use this entry field
to display calendar entries for Fridays only.
Press the F9 key to begin the processing of this report. Enter the number of the printer to be used for this
report. Press the enter key twice to confirm your choice.
The Calendar Recap report is processed and printed according to the report selection instructions entered
using the above procedures. A status line is displayed to show the progress of printing and processing.

Printing Calendar Code Comparison Report

This report prints a comparison of calendar entries/values for two selected periods of time. This report
can be used to find data entry errors as well as to provide a summary report of item transactions (entered
via the calendar option) on a week to week, month to month, year to year basis.
From the Inventory Control Master Menu select option 4, Calendar and press the enter key. Once in the
Calendar Menu select option 62, Code Comparison (Reports) and press the enter key.
The Calendar Code Comparison report selection screen is displayed.
The following list of fields and their explanation will help you decide how to choose the report-selection
options
From Item - Enter the starting item number of the range of items to include on this report.
Thru Item - Enter the last number of the range of items to include on this report
Item Status - If you want to limit report items to those with a specific status code, enter the desired
status(s) in these entry fields.
Item Types - If you want to limit report items to only those of a specific item type, enter the desired item
type(s) in these entry fields.
Print All/Errors Only - Enter an "A" to list all items/calendar entries for the selected comparison. Enter
an "E" to print only items/calendar entries where there is a discrepancy between the comparison groups.
Enter "X" beside - If you consider calendar entries for only specific days of the week, enter an "X"
beside the desired day code.

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Group 1 entry fields - Enter a range of dates and the codes you wish to select for the first comparison
group. You may also enter a name for this group which will be printed as a column header on the report.
Group 2 entry fields - Enter a range of dates and the codes you wish to select for the second comparison
group. You may also enter a name for this group which will be printed as a column header on the report.
Press the F9 key to begin the processing of this report. Enter the number of the printer to be used for this
report. Press the enter key twice to confirm your choice.
The Calendar Comparison report is processed and printed according to the report selection instructions
entered using the above procedures. A status line is displayed to show the progress of printing and
processing. The system looks at all calendar entries for items/dates in the first group and compares them
to the calendar entries for the second group of items/dates. If calendar entries for the selected comparison
codes do not match, they are flagged as being discrepant.

Integrating Inventory Control with other Zortec Systems

This section briefly describes how the Inventory system can be used in an integrated fashion with other
related Zortec systems. While this section does not provide comprehensive instructions and procedures, it
does describe the basic process of setting up and using the Inventory Control system with the following
Zortec systems:
• Accounts Payable/Purchasing
• Fixed Assets
• General Ledger
• Plant Accounting
• Vehicle Maintenance
This section only deals with integrated procedures from within the Inventory system itself. If you need
specific procedures for using any of the above Zortec systems, please see the Integration section of the
User Guide for each of these systems as well. What this means, in English, is that if you need to know how
to perform an Accounts Payable procedure, see the Accounts Payable User Guide. This section of the
manual only shows you how to use and set up Inventory Control procedures.

Accounts Payable and Inventory Control

When purchase orders are created using the Accounts Payable system, the AP system can automatically
create a matching Item "On-Order" transaction in Inventory Control. Similarly, when items are received
using the AP Receipting system, a matching item receipt transaction is automatically created in the
Inventory system. The on-hand and on-order quantities for the affected items are updated as necessary.
The integration between the AP and Inventory systems is one way only. If you input item order and item
receipt transactions using the Inventory system, the AP system will NOT be automatically updated.
If you wish to link the Accounts Payable and Inventory systems, make sure that the "Use AP Receipt
System" question on the Warehouse Definition/Office Manager screen is answered with a "Y".

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Fixed Assets and Inventory Control

The Fixed Assets and Inventory systems can be linked to, in conjunction with the Plant Accounting Work
Order system, simplify the process of recording materials transactions for fixed assets. While entering item
transactions, you have the option of entering a fixed asset/plant unit number to automatically record the
transaction for the asset as well. For example, if you are drawing 100 bolts out of inventory for use on a
fixed asset such as a power transmission line, you would enter the fixed asset number for that power line
as you input the draw transaction. The system automatically records the value of the addition of the 100
bolts to that fixed asset, increasing the value of the asset. This asset transaction information can then be
imported into the work order/accounting system. When the work order is closed, the Plant Accounting
System uses the inventory transactions for a fixed asset to determine the actual value for the asset. This
information can then be imported into the Fixed Assets system.
If you wish to be able to input Fixed Asset information during inventory transaction entry, make sure a
"Y" is entered in response to both the "Use Fixed Assets System?" The Warehouse Definition's question
and the "Ask for PL Account Info?" question of the appropriate in the Charge Code definition screen.

General Ledger and Inventory Control

Many sites use the Inventory Control Account Distribution Report as a source for manually creating a
"packet" to input ledger distribution amounts to the appropriate General Ledger system account. It is
possible to automatically update the General Ledger system accounts with inventory account distributions.
This automatic packet generation/GL Update option is controlled through the Period End Processing
option of the Office Manager menu. If you wish to use the automatic update function, please contact the
Zortec Support Center.

Plant Accounting and Inventory Control

As mentioned previously, you can input a plant unit/fixed asset number when entering item transactions
in order to tie the transaction to the plant unit. You can also record work orders for all item transactions.
This information can then be imported directly into the Plant Accounting Work Order system.
The Plant Accounting system can also be linked with the Inventory system for another purpose. When
Plant Accounting Work Orders are closed, the PL system can use any standard labor information recorded
for an item in the Inventory Control system. This eliminates the need to enter standard labor directly in
the Plant Accounting system. If you wish to link Plant Accounting and Inventory Control, make sure that
a "Y" is entered in response to both the "Use Work Order System?" and "Use Fixed Assets System?"
Warehouse Definition questions as well as the "Ask for PL Account Info?" question of the appropriate
Charge Code definition screen.

Vehicle Maintenance and Inventory Control

The Vehicle Maintenance system can use the Inventory system as a "Parts Inventory" subsystem. When
vehicle work order transactions are entered in Vehicle Maintenance, you can input an item number for any
inventory materials used. The inventory item quantity and value is then automatically recorded for the
vehicle work order. Item quantities on the Inventory system are automatically updated according to the
vehicle work order transactions. To link the Inventory and Vehicle Maintenance systems, make sure the
"Use Vehicle Maintenance System" question on the Warehouse Definition screen is answered with a "Y".

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