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1. GENERAL PRESENTATION
1.1. Pre-requirements

Inventory module must be present

Common data module must be present

At least one site with stock management must be defined

At least one product with inventory management must be present

At least one Entry Transaction for each type must be present

1.2. Activity codes (Common data)

Act. Code Description Mod
ADC ADC’s Inv.
CFG Configurator Inv
EXP Expiration Management Inv
PAL Palletisation Inv
SER Serial Number Management Inv
TIT Potency Management Inv
TRA Stock Traceability Management Inv
VLT Double valuation Inv
LOT Lot management Inv
SLT Sub-lot management Inv
EMP Locations management Inv

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2. TECHNICAL BASES

2.1. Inventory overview

2.2. Stock line definition

 In version 160 the management of stocks in ADONIX X3 is managed around the notion of stock lines.
 A stock line is the smallest group of products in stock that can be physically identified (that is to say, that
can be identified from the point of view of its physical or location characteristics).
 Unlike in version 130 where the notions of quite complex aggregation to be managed and controlled
existed, in version 160 the stock management lies in the natural aggregation of the physical criteria of
the stocked problems.
 This signifies for example, if two groups of identical products (not identified by serial number, having the
same lot number, the same status and all the other characteristics being identical) stored in two different
locations are moved to a single location the result will be a single stock line. Conversely, if a part of the
products in the stock line change status, the stock line will be automatically split into two lines.
 A stock allocation, once it is detailed, will identify the stock lines concerned and will allocate line by line
the corresponding quantities.

The definition of a stock line can be made by listing the essential information that is attached to it:
Stock line information Differentiating criterion
Product code Yes
Site code Yes
Location Yes

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Lot Yes
Sub-lot Yes
Serial number Yes
Packing unit of measure Yes
Coefficient between the packing unit and the stock Yes
unit
Identifier 1 Yes
Identifier 2 Yes
Status Yes

Stock line information

Stock line information Differentiating criterion
Line quantity (expressed in packing units) No
Line quantity (calculated in stock units) No
Active line quantity No
Allocated line quantity No
Last stock count information No
Analysis request Yes

Example:

Two stock lines numbered automatically by a sequence number counter (for example for lines 735 and
736). The following information is found:
No Location Status Lot Unit Unitary Qty Quantity
735 E1 A1 L1 ROL 20 6
736 E1 A2 L1 ROL 20 4

A new stock line numbered automatically by a sequence number counter (line 800) after stock change
(Some quantity from line 735 was moved from location E1 to location G3). The following information is
found:
No Location Status Lot Unit Unitary Qty Quantity
735 E1 A1 L1 ROL 20 3
736 E1 A2 L1 ROL 20 4
800 G1 A1 L1 ROL 20 1

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2.3. Inventory transaction definition

Stock Journal (Table STOJOU)

The detail of the typified movements contains:

 By a type of transaction and a type of movement of origin.
 With a recording by stock line.

With two stopwatches:

 In creation date.
 In date of charge.

With two sets of two values:

 In value part original and value movement exits of the rule of valorisation.
 In delta and cumulated value (to manage the regularizations).
 In global value and either unit.

With a flag of accounting and a pointer on the accounting record.

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3. PARAMETER SETTING

3.1. Sequence numbers definitions (Structures)

Parameters > General parameters > Sequence number definition > Structures

This function make possible to parameterize sequence numbers used to automatic number documents (
like accounting, forms, invoices, engagements…) , products (if one wishes automatic classifications for
certain product categories) or to number batches (in this case, one can go up to 20 characters).
This function make possible to assign sequence numbers to the different documents used by the different
X3 modules.
Use a standard or a new defined sequence number.

Document Type Seq counter Manual

Chronological Stock STO No
Quality Analysis QUA No
Chronological FIFO FIF No
Pallet Numbers ID1 No
Container Numbers ID2 No
Transfers MLO No
Counts INV No
Global Lot Number LOT No
WIP history WIP No
Miscellaneous receipt transaction MEN No
Miscellaneous issue transaction MIS No

3.2. Product category / General information

Common Data > Products > Product category

The product categories allow the user to define their management method and management rules.
 A category can be defined at the folder level and at site level.
 The site category is useful essentially to assign a set of default values to the product-site description
attached to the site category.
 In the product record and product-site, all the information inherited by default from the category can be
modified at the time of creation.
 On the other hand, all modifications of the category information after the creation of products and
product-sites are not passed onto the products/product-sites assigned to the category.
 Except for the management rules and allocation rules of allowance which are only defined on the
product category level.

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Benefits:
 Fast generation of the product base and product-site.
 Common information to a set of products.

 The parameter setting of the category must be thoroughly prepared because it conditions the creation
of products and product -sites.

Any modification of the category information after the creation of products and product-sites, are not
passed onto the products/product-sites assigned to the category.

Example:
If we change the lot management from “managed” to “not managed” at the category level, all products with
this category keep a “managed” lot.
The parameter setting of management rules and allocation rules are the most important elements of the
inventory control, all transaction receipts, transaction issues as well as the functions (miscellaneous
receipts, receptions, deliveries, work order transactions…) depends on these rules.

Header

Create/modify a new category and Start defining the header

 Category - The category you want to create/modify
 Description – The category description
 Site – For a particular site. If empty for all sites

Note: The site must be defined with a Warehouse flag set to the value “YES” to authorize a product to be
referenced.

Description tab (Characteristics)

 Short title – A short description to the category
 Produce Sequence – If you want to assign a sequence number when creating a new product. (In this
case no product code is not to be entered)
 Creation method
 Direct - When creating a product , the product status becomes “Active”
 With validation - When creating a product, the status becomes “In development”

Description tab (Managers)

 Access Code – If you want to give some privileges
 Buyer, Planner: specifies the user in charge of the planning and reordering for the products in the
category.

Description tab (Types of category)

 Service provision – Used for sub-contracting orders

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 Phantom – Used for production boom’s

 Tools – Special product used for production routings
 Generic – Generic product without inventory management(like a service)

Description tab (Types of Flow)

Note: Depending of Types of Category Tab

 Bought – The product can be bought

 Manufactured – The product can be manufactured
 Subcontract – The product is used for subcontract orders
 Sold – The product can be sold
 Deliverable – The product can be delivered

Description tab (Miscellaneous)

 ABC Class – By default
 Product line – A product line is used to define the specific field identifiers for a product group. (The
Configurator module relies on the product lines, but the product lines can be used independently of the
configurator).

Description tab (Statistical Groups)

Statistical Groups – By default (until five statistical groups)

Controls tab (Stock management)

 Not managed
The product is never considered as stock. This is the case for example, for services or general
purchases. According to the category type, this value can be imposed (generic products or sub-
contractor for example).

 Managed
The product is managed normally, with no special features.

 Potency managed
A product is managed in stock, with a rule. The management of the quantities in stock is carried out with
an active quantity and a physical quantity.

Controls tab (Inventory parameters)

 Allow Susp. Trans
This parameter allows the user to specify whether it is or not possible, to issue from stock when it is not
currently showing as present in the computer system, for example, delivering stock that has physically
been delivered or produced, but for which the computerized receipt to stock has not yet taken place.

 Management mode

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 The products can be not-managed for stock not managed products

 By order
 By available stock

Note: This indicator is used in the reorder calculation (MRP and MPS).

Controls tab (Inventory parameters)

 Count mode – Used for Inventory Count
 No stock count – concerns the products that are not managed in stock.
 Cycle method – Plan counts based on the ABC Class of the product and the values defined for the
Inventory Parameters with respect to count frequency
 Annual count – The product count occur once per year

 Material tracking mode

It is necessary to specify for product, when it is defined as either a semi-finished or finished product.
 Immediate – If it should be consumed explicitly at the moment of the Works Order booking
 Back flush - If it can be consumed at the closure of the Works Order(post consumption)

 Traceability
 Without traceability
 Detailed traceability – All stock transaction is traced
 Summary traceability – Stock transaction to the same(product, lot, status, document and transaction), are
summarised

Controls tab (Lot management)

Whether the products in the category must be lot managed or not is defined in this section.

Possible values:
 Not managed
 Optional Lot
It will be possible to have for the same product, stock lines with and without lots)

 Mandatory Lot

Controls tab (Lot management)

Lot and Sub-lot
 It is also possible to make provision for management with sub lots, which are sub-divisions of a lot. The
sub-lot number is also a differentiating criterion for the stock line. The numbering of sub-lots is free
(number or group of characters for 5 places, by default, on stock receipt the first sub-lot for a lot will be
proposed as 00001).
 Lot sequence number counter
 It is possible to define a global lot sequence number that serves as the default value for the Lot
sequence number. The Lot sequence number counter for the Product category also serves as the

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default value for the lot sequence number counter for the product. The lot code contains a maximum of
15 characters.
 At the time of a receipt into stock for a product managed by lot (mandatory), the system attempts to
number it with the help of the product counter.

Note: the management of lots and sub-lots in the folder is controlled by the activity codes LOT, for the
management of lots and SLO, for the management of sub-lots.

Controls tab (Serial number management)

It is possible to define by default whether the products in a category must be serial number managed, for
“issue” or for “receipt and issue”. If a serial number management is planned, it is also possible to make
provision for a serial number counter.

Possible values:
 Not managed
 Issued

Serial numbers are not managed in stock, but are recorded only at the time that products are issued. Doing
so is important for customer tracking, verifying warranties, processing recalls, etc.

 Received and Issued

The serial numbers are managed in stock (being initially recorded during Receipt) and are recorded with
every movement, including Physicals. This option also makes it possible to manage the price associated
with ranges of serial numbers.
Serial number counter
It is possible to define a global serial sequence number that serves as the default value for the serial
sequence number.
The serial number can contain up to a maximum of 10 characters.

Note: The serial number management in the folder is under the control of the activity code SER (serial
number management).

Controls tab (Quality)

Used to define whether the product must be controlled on receipt into stock.
QC Management
 No control
The status “A” is proposed by default, but can be manually modified to the values “Q” or “R”.

 Non-Changeable control
The quality control is mandatory: only the status “Q” can be entered for receipt into stock.

 Changeable control

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In a miscellaneous receipt into stock the quality status is initialized to the value “Q”, modifiable to “A” or “R”.
The quality control code can also be defined at the level of the purchase order.

 Periodic control
The quality control use Samples.

Controls tab (Quality)

 Technical Sheet: Enter a technical sheet, selected from the technical sheet table that describes the
quality control tests to be applied to the product.
 Access code: Additional code for manager

 If in the order the quality control is set to "Yes", the quality control is mandatory and the receipt is made
with one of the sub-statuses G* planned at the level of the product management for the receipt
movement type. If no sub-status is defined, the status is not enterable at the time of receipt.
 If in the order the quality control is set to "No", the quality control is not mandatory. At the time of
receipt, the default value of the status proposed is "A" and it is possible to enter or select all the
statuses provided at the level of the rule for the management of the receipt type movement for the
product.

Controls tab (Expires)

 Expiration Management
 Not managed
 Without rounding
The expiry date will be set to the exact number of days
 Rounding at the End of month
The expiry date will be rounded to the end of the current month
 Rounding at Beginning of month
The expiry date will be rounded to the beginning of the next month
 Mandatory entry
 Manual entry

 Expiry Status
When a lot in stock expires, a process “Obsolete Status Change” makes it possible to automatically change
its status according to the following parameters:
A: the product does not change status upon expiry
Q: the product can be QC tested upon expiry, to either extend its expiry date or to reject and dispose of it.
R: the product is rejected once it has reached its expiry date. This field is not entered if the expiry date is
not managed.

Controls tab (Expires)

Controls tab (Storage and Dedicated Locations)

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 Location management
 This flag indicates whether or not this product will be managed within the warehouse with respect to
physical stocking locations.
 In the case where location management is planned, it is useful to complete the table “Dedicated location
titles” on the basis of the values presented in the user local menu 2707 “Location titles”.

 Dedicated Location
 If “Yes”, then select a set of “dedicated locations” for this category.
 This table allows the naming of 1 to 4 “default location” sections (this can be resized up to 9 using the
screen activity code NDL). In the Product-site record, default information on the locations and location
types corresponding to the labels linked to the category are given.

Units of measure tab (Units)

 Stock unit
 Stock Label Format
 Weight Unit
 Item Weight
 Volume Unit
 Volume of STK
 Purchase Unit
 PUR-STK Conversion
 Sales Unit
 SAL-STK Conversion
 SAL-STK (Changeable) – If “yes”, you can change this coefficient, in all sale documents
 Statistic Unit
 STA-STK Conversion
 EEC
 EEC-STK Conversion

Units of measure (Pack Unit)

Unit Description PAC-STK Changeable Label Issuing
Conversion Format
P06 Pack 6 Un 6 No ETIQ01 Unpack
P12 Pack 12 Un 12 No ETIQ01 Unpack
SBX Small Box 20 Yes ETIQ01 Ajust.Coef

 Unit – Select a unit type “Packing”

 Pack-STK Conversion – Enter a value
 Changeable
 No – The PAC-STK Conversion is not-changeable
 Yes – The PAC-STK Conversion is changeable

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 Label Format – Select a Label Format

 Issuing pack
 Unpack: It means that it is possible to smooth out the fraction of the stock line by provoking a split if
necessary (this choice is only possible if the entry of the coefficient is changeable).
 Adjust coefficient: It means that it is possible to vary the quantities on the stock lines by division.
 Fraction / Split: It means that it is possible to vary the coefficient for the stock line by provoking a split if
necessary (this choice is only possible if the entry of the coefficient is changeable).

Unpack (Example)
A stock line has 5 boxes each containing 12 units. 18 units are issued from this line. It results in 2 stock
lines: one line with 3 boxes containing 12 units and one line with 6 units.

Adjust coefficient (Example)

A stock line has 5 boxes each containing 12 units. 18 units are issued from this line. The result of this issue
is 1 stock line with 3.5 boxes with 12 units.

Fraction / Split (Example)

A stock line has 5 boxes each containing 12 units. 18 units are issued from this line. The result of this issue
is 2 stock lines: one line with 3 boxes containing 12 units and one line with 1 box containing 6 units.

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3.3. Product category / Management Rules

General
 This grid allows the definition for each movement type for the rules that make it possible to manage the
behaviour of the receipts and issues.
 This grid is preloaded by default with the all category, all sites, global rules parameterization, linked to
the movement types and defined via the Stock management rules function.
 The movement types for which the management rules can be defined are: Miscellaneous Receipt/
Miscellaneous Issue/ PO Receipt/ Delivery/ WO receipt/WO issue/ Delivery return/ PO return/ Loan
delivery/ Loan return/ Stock reintegration/ Sub-contractor delivery/ Reorder consumption area.
 For each movement type, the management rules can be refined by a movement code, the movement
codes used are attached to a stock note transaction: the choice of a note carrying a particular
movement code determines the management rule that will be employed.

Note: At the time of modification of the category information, the system proposes to transfer the
modifications to the site categories. The management rules are not included in this. Where there is a
management rule change for a category it is necessary to modify each of the site categories to carry out
the update.

Movement Type Mvt Location Authorized Authorized Default Description QC Lot Lot by
code statuses sub statuses status Re- entry default
quest
Miscellaneous Receipt Status A*,Q*,R* A Accepted No Free None
Receipt 'A'+'Q'+'R'
Supplier Receipt Status A*,Q*,R* A Accepted Yes Free Supplie
Receipt 'A'+'Q'+'R' r lot
Subcontract Receipt Status A*,Q*,R* A Accepted No Free Supplie
Receipt 'A'+'Q'+'R' r lot
Produced Workstatio Status A*,Q*,R* A Accepted No Free None
Goods Receipt n 'A'+'Q'+'R'
Quality Control Storage Status 'A'+'R' A*,R* A Accepted No None
Shipment Receipt Status A*,Q*,R* Q Q. Control No No None
Return 'A'+'Q'+'R'
Loan Return Receipt Status A*,Q*,R* A Accepted No No None
'A'+'Q'+'R'
Subcon Delv Receipt Status A*,Q*,R* Q Q. Control No No None
Return 'A'+'Q'+'R'

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Stock Return Workstatio Status A*,Q*,R* A Accepted No No None

n 'A'+'Q'+'R'
Change of Storage Status 'A' A* No None
Stock
Internal Receipt Status A*,Q*,R* A Accepted No None
Transfer 'A'+'Q'+'R'
Receipt

 Management Rules(Entry Flow)

 Mvt code: For each movement type, the management rules can be refined by a movement code, The
movement codes used are attached to a stock note transaction:
The choice of a note carrying a particular movement code determines the management rule that will be
employed.

Location: Specified here is the location label that will be proposed by default for the movement (from
amongst the assigned labels in the Header sections of the dedicated locations).

 Authorized Statuses: A local menu for the status and a list of authorized sub-statuses for the movement
concerned.
 Authorized sub-statuses: A contextual button is used to enter the authorized sub-statuses in a grid by
selecting them from the stock statuses table or by entering a sub-statuses template with generic
characters (*, #,). On validating this grid, a check is made to retain only those that correspond with the
chosen authorized statuses.
 Default Status: It is possible to specify sub-statuses by default to facilitate the entry of stock
movements. This must respect one of the templates defined above.
 Management Rules(Entry Flow)
 QC (Analysis) Request: This parameter is used to enter an analysis request to be processed by quality
control function, for receipts where the status has been entered with the value “Q*”.
If this parameter is set to “No”, the change from “A” to “R“status, cannot be carried out by the quality
control function. It is necessary to use a status change ticket.

 Lot entry
 No - It is not possible to enter a lot number. In this case the default value parameterized for the lot number
will be used and by default the lot sequence number counter is active.
 Free - This allows the user to specify by movement type if it is possible on receipt to enter an existing lot
number or not.
 New Lot - It is necessary to enter a lot number not yet created in the database.

 Lot by default
 None – No default lot number is proposed
 Supplier lot - the system then proposes as the internal lot number the supplier lot number entered
 Document number - the system then proposes as the default lot number value, the number of the
document that triggered the receipt into stock.

Management Rules (Issue Flow)

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Transaction Type Mvt Location 1 Location 2 Location3 Authorized Authorized Output lot
code statuses sub
statuses
Miscellaneous Issue Storage Status A*,Q*,R* No, expiry
'A'+'Q'+'R' control
Customer Delivery Picking Status 'A' A* No, expiry
control
Loan Delivery Picking Status 'A' A* No, expiry
control
Subcontract Delivery Picking Status 'A' A* No, expiry
control
Work Order Issue Storage Status 'A' A* No, expiry
control
Subcontract Issue Dock Status 'A' A* No, expiry
control
Receipt Return Picking Status 'R' R* No, expiry
control
Subcon Recv Return Picking Status 'R' R* No, expiry
control
Service Request Storage Status 'A' A* No, expiry
control
Replenishment Storage Status 'A' A* No, expiry
control
Internal Transfer Receipt Status 'A' A* No, expiry
Issue control

 Management Rules(Issue Flow)

 Mvt code: For each movement type, the management rules can be refined by a movement code, The
movement
 codes used are attached to a stock note transaction: the choice of a note carrying a particular movement
 code determines the management rule that will be employed.

 Location 1, 2 & 3: Specified here is the location label that will be proposed by default for the movement
(from amongst the assigned labels in the Header sections of the dedicated locations).
 Location 1 – First priority
 Location 3 – Last priority

 Authorized statuses: A local menu for the statuses and a list of authorized sub-statuses for the
movement concerned.
 Authorized sub-statuses: A contextual button is used to enter the authorized sub-statuses in a grid by
selecting them from the stock statuses table or by entering a sub-statuses template with generic
characters (*, #,). On validating this grid, a check is made to retain only those that correspond with the
chosen authorized statuses.
 Output lot: (This indicator allows issue lots that have exceeded their expiry date.
 No, expiry control
 No, UBD control – UBD is a new control date (Use By Date)
 Yes – Expiry control is done

 Allocation Rules

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 Orders - Specify if this detailed allocation rule is to be applied to the orders.

 Work Orders - Specified here is which detailed allocation rule is to be applied to the works orders.

 Global allocation
Within the framework of the global allocations, it is possible specify which status are considered as
available for allocation. Allow “A”, Allow “Q”, Allow “R”.

At least one box must be ticked in this section.

 Issue rules
 Shipment - a trade rule is applicable to the picking and the deliveries.
 Material consumption - a Production rule applied to the production orders and the material tracking (for the
materials not attached to the sub-contract orders)
 Internal movement - an internal Movement rule applicable to other movements
 Sub-contract dispatch - a Sub-contractor replenishment rule applied in the replenishment plans of the
consumption field for the locations of the sub-contractor type.
 Sub-contract replenishment - a Sub-contractor consumption rule applied to the production orders and the
material tracking (for the materials attached to the sub-contract operation)
 Allocation Rules table (Definition of allocation)
 An allocation is a stock reservation made in order to carry out a given movement. An allocation can be
global (a check is simply made on whether the available stocks have the requested status) or detailed (the
stock lines are physically identified). This signifies that in general a stock allocation precedes a physical
movement (it may happen at the same time). When several stock lines are available for a given product,
the detailed allocation will be used to choose those that will actually be used.
 Automatic algorithms exist in order to optimize this choice when it is not strictly manual. These algorithms
can be parameterized by means of this function.

Note: A code is attached to each rule. This code is defined in the allocation rules table

Allocation Rules and Issue Rules

The product status that can be the object of a stock issue are defined for each stock movement in a
dedicated table different to the allocation rules (they are also picked up in the product categories where
they can be refined if necessary). It is therefore possible to have different rules, more restrictive in one case
more than others for example:
 the allocation rule can authorize an allocation with the status Q, whilst the issue rule prohibits it. This
can be useful if the products are allocated in while in advance for stocks that have a long replenishment
cycle. In order that the stock movement can take place, it is necessary that the product has been
controlled between times. If the status of the allocated stock is set to A (which is normally the case), it
will be possible to carryout stock movement; if it is set to R, it will be necessary to reallocate.
 the allocation rule can prohibit an allocation with the status Q, whilst the issue rule allows it. This is
useful if the delivery of a product with status Q must be possible in exceptional cases, to be carried out
manually (by carrying out the issue with a manual allocation followed by a shipment) as the automatic
allocation process will exclude it.

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The allocation rules are used in two cases:

 when an automatic allocation is launched (for example in an order, or for a group of orders or for the
WOs). In this case, the rules are strictly applied.
 when an implicit allocation is made if the stock movement is made directly without a preliminary
allocation phase (for example a WO tracking or a directly validated shipment).

An allocation rule is composed of:

 A lot sequence order defined in the header (this can be in chronological lot order, by FIFO, by FEFO,
or by LIFO)
 Constraints
 Mono-Lot - Used to impose an allocation or an issue on a unique lot during the execution
 PAC-Complete – Used to impose an allocation or issue on a unique PAC during the execution

Allocation Rules table

 And a group of lines, each defining a search sub-algorithm. These lines call the “Line filters“
 To allocate a product, the search algorithm for the first filter is executed, in order to obtain one or more
eligible lines of stock. In fact, each line defines the criteria for the filters used to determine the lines of stock
to be allocated.
 The lot sequence order serves to choose the order of the lines of stock to be considered during the
execution of a filter line (with the exception of the case where the Sort by par coefficient parameter is
entered).
 The process will stop here if the quantities found in this first pass of the filter are sufficient to respond to the
allocation. If not, the search algorithm is executed with the rules for the second filter and so on, until the
quantities necessary are found (or it is possible to finish having established that there is insufficient stock
available and that there is a shortage).

 Line Filters
 a Quality filter, which is used to define which status, can be used in the allocation (it can be a combination
of the status A, Q, and R).
 a location filter, which can be take the values No filters, Local location, Product location. The first values
signify that all the locations can be eligible, the values Product location and Local location signifies that
only the dedicated locations defined elsewhere.
 the indicators DOC (document unit), STK (stock unit), and PKU (packing units), which are used to define
the units that can be used to carry out the allocation. The document unit is the unit used in the entry of the
original document, the stock unit and the packing units being defined in the product record.
 coefficient filter that is used, when there are variable coefficients between the unit on the line and the stock
unit, to define if the filter is on the value of this coefficient (the possible values are No filter, Coefficient =,
Coefficient <=, Coefficient >=). In all cases (except if only filter on equal coefficients)
 there is the possibility to sort on the value of the coefficients (ascending or descending, the global sort rule
not being applied in the case of equality).

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3.4. Product
Product (Header)
 Category – The product category
 Product code – The product code
 Description 1 – The product description
 Product Status – This field can assume several values:
 Active – Active the product is available in all the processes.
 In development – The product is not yet valid
 Not stocked -The product is not proposed in the search windows but can be used in the processes by
direct entry of its code with the keyboard. A non-blocking warning message will then appear. If the
product category
 Nor renewed - For information
 Obsolete – For information
 Not usable –The product is not proposed in the search windows and cannot be used in the
processes. During detect entry of its code using the keyboard, a blocking message will appear.

Identification Tab

 Use section
 Service life start - This is the start date for the item. It is not possible to create a sales order for this
item before its start date.
 Service life end - This is the end date for the item. After this date, the item can no longer be entered
on a Purchase Request or ordered from a supplier. A message indicating that it is now an obsolete
product will be displayed.

 Statistical Groups section

 The statistical groups are used in statistical processing, for selection keys in many programs, and for
user-definable Formulas as required.
 There can be a maximum of five statistical groups. Their descriptions can be parameterized during
the software installation, so that they represent the business attributes of a particular company.

Control Tab
Inventory parameters section
 Potency (in %)
 Default value for stock potency managed products

 Alternate product
 This is an optional alternate product ID.
 This item may appear on the material requisition slips or be suggested in the event of a stock-out in
the production order management functions.
 There are two controls used to select an alternate product.
 Existence control: The item must be defined (an item selection window is available)
 Loop control: An item cannot reference itself or one that references it.

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Re-control/Expiration section
 LT (Expiry lead time)
 In number of calendar days or months, used in the calculation of the expiry date for a lot in stock.
This field is accessible according to the expiry management method for the product.
 Check LT(Re-control lead time)
 In number of calendar days or months, used in the calculation of the re-control date for a lot in stock.
This field is accessible according to the expiry management method for the product.
 Re-control status
 Used in the new function “Re-control Status Change” (FUNSTOLTI)
 A - the product does not change status upon expiry
 Q - the product can be QC tested upon re-controls expiry date, to either extend its expiry date or to
reject and dispose of it.
 R - the product is rejected once it has reached its re-control expiry date. This field is not entered if
the expiry date is not managed.

 UBD Coefficient
 This coefficient is used to calculate the Used By Date

Financial Tab
Accounting data section
 Accounting code
 The accounting code is a default value used in the setting up of accounting journals.
 It references a table in which is found a certain number of elements (collectives, accounts or parts of
accounts) usable in the determination of the accounting journals that will be posted.

 Tax level
 Code controlled in the tax level table and used to determine the tax rate. The tax rate to be applied to
a transaction directly depends on the nature of the transaction. Each country being ruled by its own
tax rates, the tax level alone does not enable the rate to be applied to be determined. The tax can
only be determined by crossing the tax rule associated with a BP and the tax level associated with a
product. Thus the tax level only represents the list of the different rates applied within a same rule. In
France, several tax levels can be differentiated: Standard tax, Increased, tax Reduced tax,
Exemption, Super-reduced tax.

3.5. Product-Site
Common Data > Products > Product-Site

Control Tab
 Re-control/Expiration
 Re-control technical sheet - A technical sheet to be used in Re-Control

 Quality
 Frequency - In case of Periodic Quality use

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 Sampling
 Sampling
 None: control the whole quantity received
 Single plan: control the lot by sample in one time

 General level - I , II or III (For future use)

 AQL - Acceptable Quality Level (local menu 2758)
 Sampling mode
 Global: product regrouping (sample quantity suggested according to the quantity entered in the
article)
 Lot: product/lot regrouping (sample quantity suggested according to the quantity entered in each
lot)

 Packing
 Stock detail
 No – No detail
 Yes – In this case the package will by detailed by stock

 Package - Select a Package from Packages table

 Packing capacity – Define a capacity for the Package above

 Storage
 If “Location management” set to “”Yes
 Default location
 Description – According to the product category
 Type – Select a location type. In this case only locations assigned to this type are accepted. To
assign any location type use a “*”

 Location by default
 Specify the default location that will be used for stock movements.
 It is possible to enter a code with a generic character (*, #,) or a code from the locations table.
 If the location is of a dedicated type, it is necessary to carry out an assignment to establish it for
this product.

Stock Tab
 This tab presents a group of stock quantities for the product at the selected site: internal stock quantities
and external stock quantities (whether conferred to a sub-contractor or on loan). These quantities are
detailed by status and by allocation status.
 Also specified here:
 Stock in transit: that corresponds to the stock quantity not yet received to the current site, arising from
an inter-site transfer.
 Transferred stock: corresponds to the stock quantity sent from the current site to another site and not
yet received Stock on reorder: corresponds to the quantity on supplier orders not yet received of the
product for the site in question, the works orders not yet complete, the inter-site orders and the sub
products.
 Stock on customer order: corresponds to the customer order quantity and the inter-site demands, not
yet delivered.
 by the destination site.

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Totals Tab
 This tab presents the statistical information concerning the stock receipt and issue movements for the
current period.
 It is possible to inquiry another period from this tab.
 The information is resumed by
 Receipts
 Output

Cost Tab
 Valuation
 Valuation – Select one Inventory valuation method

3.6. Valuation Methods

This function is used to define the different valuation rules of the stock movements. The valuation method
is then attached to the product-site record.
 Header
 Code – Valuation method code
 Description – A long description
 Short title - A small description
 Method tab
 This section is used to define the two valuation methods used (Standard price, Average Cost, etc.)
These two methods are managed in parallel in the stock movements.
 It is possible to specify whether or not the value change movements need to be valued and if the
products having the same valuation method are managed in the issue adjustment function

 Margin tab
 Margin calculation basis: This field is used to specify the cost price to be used to calculate the
margin. This margin will be the difference between the net price and the calculation basis price.
 Alternative default: If the calculation basis price is null, this Alternative default will be used to calculate
the margin.

 Method detail
 Standard valuation
 This section is used to define the standard valuation rules for the movements.
 Valuation: This is the rule that will be applied to the valuation of the issues.
 Alternative default: If the rule applied to the issues gives a null value, the Alternative default will be
used.
 Receipt valuation: This is the rule that will be applied to the valuation of receipts.
 Alternative default: If the rule applied to the receipts gives a null value, the Alternative default will be
used.

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 Physical stock count

 This section is used to define the valuation rules for the physical stock count movements.
 Variances < 0: This is the rule that will be applied to the valuation of negative physical stock count
movements.
 Alternative default: If the rule applied to the negative physical stock count movements gives a null
value, the Alternative default will be used.
 Variances > 0: This is the rule that will be applied to the valuation of positive physical stock count
movements.
 Alternative default: If the rule applied to the positive physical stock count movements gives a null
value, the Alternative default will be used.

 Standard rules:
 Adjustment Receipt prices: If this field is checked, a price adjustment for the movement will be carried
out automatically during the invoicing of a receipt or during the Production Cost Price calculation for a
work order. This adjustment can be used to update the Average Price according to the value of the
general parameters MAXABSPER and MAXABSCOD.
 Null cost allowed: If this field is checked, the movement can be created even if the valuation method
and the Alternative default have yielded a blank result. When this is not the case a blocking message
is displayed during the creation of the movement.

 Receipt value exceptions:

 In this grid, it is possible to define exceptions to the receipt values for the following movement types:
 Miscellaneous receipts
 Supplier receipts
 WO receipt
 Shipment return
 Inter-sites transfers
 Stock reintegration

 For each exception, it is necessary to mention:

 The movement type
 The movement code (that is used to link this exception to a specific transaction)
 The value of the receipt
 The fall value
 If there is a price adjustment
 If null prices are authorized

 Issues
 There are no exceptions concerning the issues. The different valuation methods available are:
 Standard
 Revised standard
 Average Price
 FIFO
 LIFO
 Last movement price

 The different alternative possible values are:

 Standard
 Revised standard

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 Average Price
 FIFO
 LIFO
 Last movement price

Note: The supplier return price is the price of the original receipt (adjusted if it has been invoiced).

3.7. Production BOM alternative (BOM Codes)

 The alternative type is used to distinguish the BOMs for production usage from those used for sales or
sub-contracting management. Any modification of the type is impossible.
 The BOM alternatives are used to define several BOMs for a single product, the BOM reference being
made up of the product reference and the alternative number.
 It is possible to define one or more alternative BOM codes type Production.
 For each one a fill a Description and a Short Description.
 It is possible to restrict the usage of the BOM by operator thanks to the access codes.
 The production BOM alternatives can be specialized by site.

3.8. Production BOM

 A Bill of Material (BOM) is used to describe the list of component references for a given product.
 It is possible to have several production BOMs for a single product, which is adapted to the context.
 The Production BOMs are used in the entry of Production Work Orders and Inventory Assembly /
Disassembly (Internal flow).

Product

Component A Component B Component C Component X

Qty A Qty B Qty C Qty X

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Production BOM (Header)

Create a new BOM and Start defining the header

 Parent Product - The BOM you want to create
 BOM Code - (Must be a Production BOM Code available)
 BOM STU –This is the Product stock unity (Display only)
 Description – The description you want to give to the BOM
 Management Unit (field QTYCOD – next page)
 Base Quantity (field BASQTY – next page)
 Start and End date – Use to limit the use of this BOM
 Use Status – Possible values
 In Development – The BOM can’t be used
 Available – BOM is ready to be used

Reference Date – To modify a BOM, the Reference date must me set empty. The reference date is used
to select the valid components depending on their Start Date and End Date of validity.

 Management Unit (field QTYCOD)

 The management unit defines the quantity of the BOM components on a base other than the product
unit.
 It is possible to enter a BOM for one product unit, 100 product units, and 1000 product units,
expressed as a Percentage or for a product lot size.
 In the definition expressed as a percentage, the total of the quantities of the components must be
equal to 100.
 The Base Quantity field is provided or entered, depending on the management unit selected.

 Base Quantity (field BASQTY)

 The base quantity entry depends on the management unit chosen. In effect, if the management unit that
was chosen is 1, 100, 1000 or is a %, the base quantity is forced to being 1, 100, 1000 or 100
respectively.
 On the other hand, if the management unit that was chosen is by lot, the base quantity can be
entered. If the alternative BOM is dedicated to a site, it is started by lot size for the product for the
site.
Seq. Component Component UOM Link Quantity Link Quantity Link Quantity Round the
type UOM STU Code Quantity
10 Normal A UN Qty A Qty A Proportional Round to
the nearest
20 Normal B UN Qty B Qty B Proportional Round to
the nearest
30 Normal C UN Qty C Qty C Proportional Round to
the nearest
40 Normal D UN Qty D Qty D Proportional Round to
the nearest
50 Text

 Sequence - Enter a sequence number or accept sequence number by default

 Component type – Enter an option
 Normal – Used by Inventory and production

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 Sub-product - Used by production

 Text - Used by production
 Cost - Used by production

Seq. Component Component UOM Link Qty Link Quantity Link Quantity Round the
type UOM STU Code Quantity
10 Normal A UN Qty A Qty A Proportional Round to
the nearest
20 Normal B UN Qty B Qty B Proportional Round to
the nearest
30 Normal C UN Qty C Qty C Proportional Round to
the nearest
40 Normal D UN Qty D Qty D Proportional Round to
the nearest
50 Text

 Component – Enter the component

 Link Quantity – Enter the quantity in UOM and/or STU
 Link Quantity Code – Proportional or Fixed
 Round the Quantity – Enter an option
 Round to the nearest
 Greater than
 Less than

Seq. Component Component Link % Valid Valid to First Lot Last Lot
type description Scrap from
10 Normal A Description
20 Normal B Description
30 Normal C Description
40 Normal D Description
50 Text Text
Description

 Link description – Enter a description to the link

 % Scrap – Enter a %scrap for this link
 Valid From – Enter a start date for validity
 Valid To – Entre an end date for validity
 First Lot – Enter a start Lot
 Last Lot – Enter a last Lot

Seq. Component Component Routing Operation Materials Pick list

type Operation LT requisition printing code
10 Normal A
20 Normal B
30 Normal C
40 Normal D
50 Text

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 Routing Operation – Enter the Routing operation number where the material is consumed
 Operation LT – Enter the Operation lead time
 Materials requisition printing - Enter Yes or No
 Pick list code – Several values valid only for production

3.9. Tables
The article tables contain the information items allowing creation and configuration of the categories,
articles and article-site.
 General product tables
 Product statistical groups
 Product tax levels

 Product tables related with Stock management

 Stock statuses
 Units of measure
 UOM conversion
 Location types
 Locations
 Packages

3.9.1. Statistical groups are used to sort products on the basis of parameterizable criteria
 They are used as sort or selection criteria in various processes and they also enable regroupings to be
performed for statistics.
 The number of statistical groups varies according to the setting carried out when installing the software.
The description associated with each statistical group can be modified at the level of the local menu n°
206.
 Each statistical level is defined via the following miscellaneous tables:
 Level 1: Miscellaneous table n° 20
 Level 2: Miscellaneous table n° 21
 Level 3: Miscellaneous table n° 22
 Level 4: Miscellaneous table n° 23
 Level 5: Miscellaneous table n° 24

 The product statistical group management function is contained in a single screen that is used to create,
consult and update the groups.
 For each statistical level, a code, a long title and a short title, both translatable, will be entered.
 In some cases, based on the chosen setting, a statistical level may depend on a previous statistical
level (this allows the definition of hierarchies). The statistical code of the higher-level hierarchy attached
to said code should be filled. In this context, if no dependency statistical code is filled, this means that
the code entered can be used in all the hierarchies.

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Sample for Statistical Table 1

Code Description Short title

010 IT equipment Equipment

020 Software Software
030 Services Services
040 Consumables Consum
050 Bike Bike
060 Tools Tools
070 Games Games
072 Industrial equipment Indus equip
073 Indus Equipment Indus Tools
080 Packing Packing
090 Vehicle Vehicle
092 IT equipment IT equipment
093 Office furniture Furniture

Sample for remaining tables

Code Description Short title Dependence

011 Components Compo 010

012 Computer Comp 010
013 Printer Printer 010
014 Screens Screens 010
021 Office automation Office 020
022 Technical Technical 020
031 Training Training 030
032 Repair Repair 030
033 Contracts Contracts 030
034 Installation Install 030
035 Service Service 030
041 Ink cartridge Ink 040
042 Other Other 040
051 Bikes Bikes 050
052 Maintenance Maintenance 050
053 Spare parts Parts 050

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3.9.2. Product Tax levels

Common Data > Product tables > Product tax levels

This miscellaneous table is used to define the tax levels associated with each product. These are used to
determine the tax codes to be used, as a result of the tax rule, during the calculation of the sales and
purchase taxes.
 Code – Enter a code
 Description – Enter a description
 Short title – Enter a short-title
 Legislation – Enter the legislation code

Code Description Short-description Legislation Code Description

RED Reduced Tax Red.Tax POR Portuguese
INT Intermediate Tax Int.Tax POR Portuguese
NOR Normal Tax Nor. Tax POR Portuguese
ECO Ecotax Ecotax
RED Reduced Tax Red.Tax FRA France
SUP Super reduced Sup.red. FRA France

3.9.3. Stock Statuses

Common Data > Product tables > Stock Statuses
 The stock statues are used in the stock management module.
 They are used to qualify if the stock of a product is accepted (status A), in quality control (status Q) or
rejected (status R). The A/Q/R status is imposed by the software.
 A sub-status can be parameterized on two characters and can be associated with the status. It is then
used to personalize according to the client requirements for the management of stock statuses
(examples: RR = Supplier return, RD = Reject to be destroyed…).
 The statuses and sub-statuses table are used to enter all the values used in the stock management.
The parameterization of the stock management rules is used to introduce controls and filters on the
statuses and sub-statuses according to the usage context.

Status Description Short title

A Accepted Accepted
Q Q.Control Q.Control
R Rejected Rejected
RR Rejected sup. return Rej.sup.ret.
RD Rejected to be destroyed Rej. destroy

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3.9.4. Units of measure (UON)

Common Data > Common tables > Units of measure

The units serve to qualify all “Quantity” fields in the software and are used by all the modules.
 Unit - Define a unit that can be used to characterize the quantities. As a function of the chosen unit, the
corresponding quantity can be rounded on a given number of decimals
 Description – Enter a description
 Dec. – This field is used to parameterize the display format for the quantities expressed in this unit and
the rounding method for the quantities in the calculations. Its value is comprised between 0 (no
decimals, integer unit) and 6.

The units serve to qualify all “Quantity” fields in the software and are used by all the modules.
 Unit type – It can assume several values:
 Length , Volume , Height ,Time, Peace, Packing, Other (See Note)

 Symbol - Used to associate a symbol that can be used in the reports, when the unit of measure
normally uses one. (# , £ or & for example)

 Short title – Enter a short title

According to the software in the Adonix technology used, there can be a control on the unit type. For
example, in SAGE ERP X3, only the units of the type Packing can be used as units in the stock entry, in
addition to the normal stock units for the product (which is not subject to any limit).

Example
Unit Description Decimals Unit type Symbol Short Title
M2 Square meter 3 Area M2 Square meter
M3 Cubic meter 3 Volume M3 Cubic meter
MG Milligram 2 Weight MG Milligram
MIUN Minute Time MIN Minute
MM3 Cubic millimetre 3 Volume MM3 Cubic M
MO Month Time MS Month
MT Meter 2 Length MT Meter
OZ Ounce 3 Weight OZ Ounce
P06 Pack 6 x UN Packing P06 Pack 6 x UN
P12 Pack 12 x UN Packing P12 Pack 12 x UN
PAC Cardboard box Packing PAC Pac
QT Quintal 2 Weight Q Quintal
SEC Second Time SEC Second
T Ton 3 Weight T Ton
TEN Ten Piece TEN
UN Unit Piece UN Unit
KG Kilo 3 Kilo KG Kilo

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G Gram 3 Gram G Gram

3.9.5. UOM Conversion

Common Data > Product tables > UOM conversion
 The management of the coefficients is used to define the standard conversion coefficients between
units.
 These values serve to initialize the conversion coefficients when the units are entered in the different
records in the software.

nd
First quantity Unit 1 = 2 quantity Unit 2 Description Short Title
1,00000 KG = 1000 GR Gr per Kilo Gram per Kilo
1,00000 G = 0,00100 KG Kilo per Gram Kilo per Gram

 First quantity – Always 1

 Unit 1 – The first Unit
 Symbol Equal – Always “=“
 Second quantity – The second quantity (conversion rate)
 Unit 2 – The 2 quantity
nd

 Description - Description
 Short title – Enter a short title

3.9.6. Location types

Common Data > Product tables > Location types

Location type
 Sage ERP X3 provides a variety of options for managing locations and product storage. The following
definitions are used to commonly description features and functions associated with location
management.
 Locator System - A system, for example, row, level, bin, that allows tracking inventory in potentially
random locations in order to make better overall use of available Warehouse space.
 Location/Bin - A designated inventory storage location. A warehouse might be organized according to
row, level and bin. The location number assigned may contain segments reflecting all three attributes.
 License Plate – A unique number assigned to specific stock so that it can be identified and transacted
without scanning/entering individual product/package data.

Location type
The location types contribute to the parameterization of the management of the stock locations. They are
used to:
 to code the locations of the warehouse sites,

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 to group the locations with similar characteristics according to certain criteria, (authorized quality
statuses, dimensions, storage constraints etc...),
 to give the rules for the assignment of the locations to the products, in the receipt to stock movements.

Header
 Description
 Short description

Characteristics
 Internal – For normal locations
 Dock – awaiting stock - Used to carry out a receipt to dock. In this way, for such a location, not all the
stock information is to be entered. It will be possible to simply enter the location without specifying the
lot, sub-lot and serial number. Put-away plans are then used to enter all the remaining information.
 Customer - This type is destined for BP locations in order to manage the loan of goods.
 Sub-contract - This type is destined for the locations of the BP type in order to manage goods present at
sub-contracting locations.

Characteristics tab
 Single-product: The locations of this type can only accept one product at a time.
 Dedicated: The location type defined with a “dedicated” put-away method is used to manage the fixed
storage addresses: the locations specified are assigned to the products using the “assign” button. Thus
it is possible to attach a product to one or more storage addresses.
 Replenish: The locations of this type can be replenished by the “replenish the consumption areas”
function. For this it is necessary to enter the “assignments” tab in the location record in order to specify
which are the products to be replenished and at what quantity this must be carried out.

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 Capacity managed: The capacity management is used to ensure that the quantity proposed for a
location does not exceed the maximum quantity (indicated in the units section). The location takes the
status occupied when there is a stock receipt above this even if it is not totally filled. It can therefore no
longer be automatically proposed for the other receipts. It returns to being free after the issue of all of its
stock. An occupied location can however be entered manually. In this case, a non-blocking message
indicates that the receipt quantity is too great.
 Authorized statuses: Indicated here are the statuses accepted in the locations of this type A* for
example is used to indicate that all the products having a sub-status starting with A will be accepted.

Controls
Location format
It is used during the location creation that can be carried out “en mass” between two location ranges.

Example: AAABEFF

AAA 3 characters for the warehouse

B 1 character for the area
E 1 character for the level
FF 2 characters for the rack.
If the range is 1111111 to 1111113 the following locations will be generated: 1111111, 1111112 and
1111113.

Proposal format
The order of the proposition is used to assign the free locations on the receipt to stock in a format different
to the alphanumeric for the location in the case where the location has replenishment management.
 Availability (only for by capacity managed locations)
 Immediate: Following an issue, the location is immediately available for a new receipt to stock.
 Time delay: Following an issue, the location passes to free status but is not available for the next
receipts until after a certain amount of time (entered in the time delay duration).
 Blocked: Following an issue, the location passes to a blocked status. To free it, it is necessary to return
to it and unblock it manually.
 Time delay duration

If the location type is managed with time delay availability, then the duration for the time delay is entered
here in hours. In this way, the location will not be proposed for a receipt until a certain time after the issue.

For information
 Maximum weight
 Wight
 Height
 Depth

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Units of measure
Indicated in this section is the maximum quantity that can be contained in locations of this type. This
quantity can be expressed in different units.

Alternate type
In capacity management, during the receipt to stock of a product the system will read the location type
present in the product-site record to find the free locations. If no location of this type is available the system
will then search in the addresses of the location types indicated in this section.

Statistics tab
You can find in this tab, statistics information after running function FUNLOCS “Location
Resynchronization”
 The date and time of the analysis (date on which the enquiry has been made)
 The number of locations of this type that are free, occupied, full and the total
 The occupation percentage for these locations
 The number of blocked locations
 The location range for this type

Create locn.
 This button is used to open the location creation window.
 After the validation of the location type, it is possible to create the associated locations respecting the
format defined in the first tab. The creation is used in the generation of several locations within the
range entered.
 When the cursor is set on a range, there is access to the Location occupation enquiry using the right
button.

Assing locn.
 This button is accessible for the dedicated or replenishable location types. It is used to carry out a mass
assignment of products to the locations or to delete these assignments.
 To create the assignments, it is necessary to enter the location range then the product range to be
assigned. Then by clicking on the add button the user accesses the products that will be assigned to the
locations. In order that this is taken into account it is necessary to use the save button.
 To delete the assignments, it is necessary to select the locations and the products using ranges. By
clicking on search, the user has access to all the assignments for these selections. On each line in the
grid there is access by right button to the deletion of the line. All the deleted lines are loaded in the right
hand grid. Once all the deleted lines are on the screen, it is necessary to use the save button in order
that the modifications are carried out.

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Delete
 This button is used to open the location deletion window.
 Is used to delete the locations of the selected type by entry of a start and end range. A location used in
the stock management cannot be deleted.

Inquiry
This button is used to go to the location inquiry.

3.9.7. Locations
This function is used to manage the locations created by the location type management.

 Characteristics tab

This tab is used to:

 View the location characteristics. These characteristics come from the Location type that was used to
create it.
 Modify the Stock Statuses
 View the availability information: Blocked status and occupation
 Modify the status, in order to manually block or unblock a location (for locations managed on loading).
 Assignments tab
 This tab is used to indicate the locations to be assigned and to view those that have already been
assigned. These assignments can be manually entered or mass generated using the Location types
function.

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The grid contains the following information:

 The assigned product, its description and its stock unit
 The reorder level: It is expressed in stock unit. The Consumption reorder areas function uses this
reorder level to carryout location change suggestions. If the stock in a location is less than this level
there will then be a suggestion.
 The maximum quantity: It is expressed in stock units. The Consumption reorder areas function uses this
field to calculate the quantity to reorder. The system will attempt to reach the maximum quantity.

 Assignments tab
 The packing unit and the PAC-STK coefficient: The Consumption reorder areas function expresses the
requirements in PAC (packing unit). These requirements are then passed to the internal (if the location
is of the internal type) and sub-contractor (if the location is of the sub-contractor type) allocation rules to
suggest the stock lines to be moved in the consumption reorder area plan function.
 Economic quantity: The suggestions made by the replenishment will be multiples of this quantity.
 Content tab
 This tab is used to view the contents of the location: it gives the detailed list of products, lots and units that
are stored in the location.

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3.9.8. Packages
Common Data > Product tables > Packages
This function is used to define the packages used in packing.
The packages are used in the product-site record, sales, packing for shipment.

 Table(Header)
 Package – Package code
 Description – Enter a description
 Short title – Enter a short title

 Table(Body)
 Package price
 Label format -
 WGT – Weight unit

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 Tare Weight – According to the weight unit

 Dim - Dimension unit
 Length - According to Dim
 Width - According to Dim
 Height - According to Dim
 VOL – Volume unit
 Volume – Enter a volume according to the volume Unit

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4. PHYSICAL FLOWS
4.1. Miscellaneous receipts

Pre-requirement

 Pre-requirement 1
 Fiscal year – Status must be “Open”
 Fiscal Period – Stock status must be “Open”

 Pre-requirement 2
 Product
 Stock managed or Potency managed product
 Lot management(optional)
 Serial number management (optional)
 Stock valuation method
 Stock rule

 Product-site
 Location management (optional)

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 Valuation method defined

 General information
 This function is used to generate the multi-product stock receipt notes for a given site and is based on an
Entry Transaction.
 Using this function it is possible, notably to receive into stock using locations of the type “waiting put-
away“. this stock will later be put-away into the final location via the put-away plan.

 Entry Transaction
 Before we start using this function, it is necessary to define at least one entry transaction.

 Document Header

 Storage site: The site must be defined with a Warehouse flag set to the value “YES” to authorize a
product to be referenced.
 In case of a search, the selection window suggests those products referenced in the product-site table.

 Posted Date
 The posting date for the transaction is initialized to the current date. It can be re-entered to a prior date, on
the condition that such date is in an open period in the accounting calendar. It is not possible to enter a
date that is later than the current date. ..

 Project
 Project reference for which the information is entered. This field is not controlled in a table. In a call for
tenders, this field is empty by default. In a purchase order, this field can be initialized by default to the
Project reference of the previous line or to that of the call for tenders considered.
 Transaction group: This is statistical information that will be recorded in the stock journal at the moment
of saving the receipt movements. This movement group comes from the miscellaneous table N°9. The
value given in the transaction parameterization corresponds to a default value that can/cannot be
visualized and/or modified according to the transaction parameterization (entry field, display, invisible).
 Transaction code: This information, coming from miscellaneous table N°14, allows the definition of the
specific stock issue and receipt rules for certain transactions. It is possible, for example, for a dedicated
transaction to allow certain authorized users to receipt into stock goods with a status A, whilst for other
users the receipt is made with a status Q. Of course, this is only possible for product categories
authorizing this type of receipt rule and having such a movement code (see Product category).
 Dock Location: In the case where the receipt transaction authorizes a dock receipt (parameterized as
being active in the transaction parameterization), a “dock location” field appears in the receipt note
header, which is used in the entry of a dock type location, the location will, by default, be deferred from
being the receipt location on each receipt note line.

The receipt into stock on a “waiting put-away” type location (also called “dock”) authorizes the receipt into
stock when the lot characteristics, sub-lot, serial number are not necessarily identified immediately. This
type of receipt is used to rapidly book the goods and to then later to more precisely identify them and put
them away. This put-away is achieved using the Put-away plan function.

 Document (Lines)
 Product: It is necessary to enter the product code to be received. In the Product field, using a contextual
button, it is possible to access the description of the principal rules for the product management

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(Management data button) and the list of units of measure defined for the product with their respective
management methods (Units of measure button).
 Product description: This field is loaded with the standard description of the product but it can be
modified.
 Units of measure: According to the parameterization of the transaction it is possible to carry out the
receipt entry in a packing unit, or to choose from the list of units defined for the product or in stock units
alone.

Additionally it is possible to enter on the same receipt note line using several different units. In order to do
this it is necessary to detail the line in the quantity detail entry window: this window opens automatically if
stock information is missing from the line entry. When this is not the case, it is necessary to open using the
right button on the receipt note line. If a receipt line is distributed over several different units, the unit field in
the document line is loaded with the $ character.
The status allocated at the receipt into stock can be entered: it depends in one part on the product
management rule (see the Management rule tab in the product category to which the product belongs) for
the transaction code planned by the transaction if it exists. A default status can be parameterized in the
management rule.
Finally, if the product is managed with non-modifiable quality control, the system proposes the entry in
stock with the status type Q*, but the user cannot change the status to A* or R*.
In all cases, the list of statuses authorized by combining the management rule and the quality control
management method for the product is available using the right button on the status field.
Additionally it is possible to enter on the same receipt note line using several different statuses. In order to
do this it is necessary to detail the line in the Quantity detail entry window: this window opens automatically
if stock information is missing from the line entry. When this is not the case, it is necessary to open using
the right button on the receipt note line. If a receipt line is distributed over several different statuses, the
status field in the document line is loaded with the $ character.
Finally, if the product is managed with non-modifiable quality control, the system proposes the entry in
stock with the status type Q*, but the user cannot change the status to A* or R*.
In all cases, the list of statuses authorized by combining the management rule and the quality control
management method for the product is available using the right button on the status field.
Additionally it is possible to enter on the same receipt note line using several different statuses. In order to
do this it is necessary to detail the line in the Quantity detail entry window: this window opens automatically
if stock information is missing from the line entry. When this is not the case, it is necessary to open using
the right button on the receipt note line. If a receipt line is distributed over several different statuses, the
status field in the document line is loaded with the $ character.
Location type and location: according to the parameterization of the miscellaneous receipt transaction
these fields can be accessible or not during entry at the level of the receipt note line. On the other hand, in
all cases, these fields are accessible at the level of the detailed entry of the receipt note, provided that the
product is managed by location. If the product is not location managed, the detailed entry of the receipt
does not propose the field’s location type and location.
The rule for the management of the category to which the product is attached is used to propose a default
location by receipt to stock type. This default location is modifiable.
Additionally it is possible to enter on the same receipt note line using several different locations. In order to
do this it is necessary to detail the line in the Quantity detail entry window: this window opens automatically

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if stock information is missing from the line entry. When this is not the case, it is necessary to open using
the right button on the receipt note line. If a receipt line is distributed over several location types and/or
different locations, the corresponding fields on the document line are loaded with the $ character.

 Lot:
If a product is not lot managed, the Lot and Supplier Lot columns are not accessible.
If the product is lot managed, different cases are possible as a function of the lot management rule
associated with the movement type Miscellaneous receipt and as a function of the product lot management
rule.
If a product is managed with mandatory or optional lot the access to the lot field depends on one hand on
the parameterization of the receipt transaction used but also the management rule miscellaneous receipt
defined in the product category or in the stock management rules.

In effect, at this level the user specifies that the lot is

 Not entered
 Free entry
 Must use a new lot

In addition, it is possible to allocate to a lot a default value. In this case, several choices are also offered.
Never initialize the lot or initialize the lot with a document number (initialization with the document number
is not visible during the entry if the receipt note number is automatically allocated at the creation; it is given
a blank value). If the lot number is not entered in the lot field, the document number will be written in the lot
field at the posting of the receipt note. Finally, it is possible to initialize the internal lot with the supplier lot
previously entered.

At the end of the entry, if no lot number has been allocated, several cases can arise:
 Either the movement management rule allocates the document number.
 or the system will use the lot sequence number counter for the product to allocate a new lot number.

A specific case exists for products managed with optional lot: This product type allows the entry of a blank
lot field. In this case, it is necessary to specify by entry on the lot field by calling the function accessible by
right click Blank Lot (the non-entry of a lot code is not sufficient in itself to allow the lot code field to be left
empty). In these conditions, on saving the document, neither the sequence number counter nor the
document number is used. This management method is thus incompatible with a management rule that
does not allow the entry of an internal lot number.

 Number of sub-lots / Sub-lot:

 If the product is managed by lot and sub-lot, it is necessary at the time of the entry to specify the
associated sub-lot number to the internal lot. This entry is optional at the level of the receipt note line since
it can be necessary to distribute a lot over several sub-lots.
 By default, the system proposes the sub-lot number 00001 if no sub-lot number has yet been assigned for
a lot in the process of entry. In the opposite case, the next sub-lot number is proposed as an increment of
the last sub-lot.
 It is possible in certain cases for the system not to propose the next sub-lot because the last sub-lot
corresponds to a character chain that cannot be incremented (e.g. “AAAAA”).
 There is still the possibility however to enter a sub-lot code that does not correspond to the proposed sub-
lot. Potentially, it is possible to enter a sub-lot that is already allocated to the lot.

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 It is possible at the level of the receipt note line to enter a number of sub-lots. If a number greater than one
is entered, the system automatically calculates the sub-lots to be allocated starting from the sub-lot code
entered (in this case the stock detail window will automatically open in order to validate the distribution
calculated by the system). The number of the “final sub-lot” is displayed. If a $ is present in the two
columns in the Sub-lot, it indicates that the sub-lots entered at the level of the stock detail are not
consecutive. At the level of the line detail, there is the possibility to define as many sub-lots as there are
stock units.
 If a single sub-lot is required, the final sub-lot number is identical to the starting sub-lot number.
 In the Sub-lot field, there is the possibility using the right button to calculate the next sub-lot number as an
increment on the last sub-lot known by the New function.

 The supplier lot:

 if the product is managed by lot and that this is a new lot number that is manually entered, it is possible at
the time of the receipt to assign the original supplier lot if it is known (not specific control is carried out on
this information).
 A selection window is used to choose a supplier lot from amongst those known (having been the object of
a receipt).
 Additionally, it is possible to enter on the same receipt note line several supplier lots. In order to do this it is
necessary to detail the line in the Quantity detail entry window: this window opens automatically if stock
information is missing from the line entry. When this is not the case, it is necessary to open using the right
button on the receipt note line. If a receipt line is distributed over several different lots, the corresponding
field in the document line is loaded with the $ character.
 The serial numbers: If the product is managed by serial numbers at the receipt/issue or only at issue, it is
mandatory to have assigned, before registering the document, one or more serial numbers as a function of
the quantity received (this entry is made in the stock detail window). A check is carried out to verify that the
number entered is not already in stock (a serial number being considered as unitary and not divisible).
 When several serial numbers are received into stock, the last serial number contains the final serial
number, on the condition that the numbers are consecutive. If not, the $ character is displayed in the two
fields Serial Start and Series End to indicate that the numbers entered are not consecutive. It is necessary
to access the stock detail window to view all the serial numbers entered for a document line.

 Order Price:
 This field can be entered at the level of the document line and/or the detail line according to the
parameterization of the transaction used. This is the unitary amount per stock unit that can be used to
value the stock (if the valuation method for miscellaneous receipt in process is Order Price).
 The valuation method for the stocks is defined by product category or by product/site category. It can be
parameterized by receipt movement type and movement code.
 Transaction description: This is the free text written in the stock journal for each movement of the
document line. This information is also modifiable in the stock detail window.

Functions accessible with the right button

 Enter the quantity details
This function is used to access the stock detail window which allows the entry of stock information that has
not been entered on the document line or to carry out to the necessary distributions (with different statuses,
for different locations...). This function is only accessible where the return line has not yet had stock
movements booked to it. If stock transactions have been recorded, it is necessary to use the Receipt
Modification function described later in this document.

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 Supplementary lot
This function is only accessible on the document line for products managed by lot where the receipt into
stock has not yet taken place (It is always accessible using the stock detail windows in creation or
modification mode). It is used to specify certain mandatory characteristics of the lot (according to the lot
parameterization: expiry...) and certain purely informative characteristics that can be parameterized (lot
user fields).

Functions accessible with the right button (+)

 Receipt modifications
This function is used to modify the stock movements that have been carried out at the time of the receipt.
This function is very similar to the Enter quantity details function available at the time of the entry of the
stock movement on the document line.
This function is only available from a stable situation. This signifies that it is not possible to modify the
receipt note (the button Save must be deactivated).
When saving a modification, the original movements are cancelled by “reversing” movements in the stock
journal and new stock movements corresponding to the correction are created with the date of the original
movements.
This function is used to modify all the stock information entered and to delete a document line if required.

4.2. Issues

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 General information
 This function is used to generate the multi-product stock issue notes for a given site.
 The stock to be issued can be directly entered on an issue note line if the user knows the complete
characteristics of the stock to be issued, either by picking from a selection of stock lines possibly filtered
according to criteria given by the user, or by automatic determination on the basis of the allocation rule
assigned to the internal movements, of the product management rule assigned to the miscellaneous issue
movement and the filters entered by the user.

 Entry Transaction
 Before we start using this function, it is necessary to define at least one entry transaction.
 Here we parameterize the header contents, the document lines to be presented and the contents of stock
detail lines.

 Document Header
 According to the parameterization of the chosen transaction, it is possible to associate an issue note with a
movement code, a project code and a group code.

 Storage site:
 The site must be defined with a Warehouse flag set to the value “YES” to authorize a product to be
referenced.
 In case of a search, the selection window suggests those products referenced in the product-site table.

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 Posted Date
 The posting date for the transaction is initialized to the current date. It can be re-entered to a prior date, on
the condition that such date is in an open period in the accounting calendar. It is not possible to enter a
date that is later than the current date. ..

 Project
 Project reference for which the information is entered. This field is not controlled in a table. In a call for
tenders, this field is empty by default. In a purchase order, this field can be initialized by default to the
Project reference of the previous line or to that of the call for tenders considered.

 Transaction group:
 This is statistical information that will be recorded in the stock journal at the moment of saving the issue
movements. This movement group comes from the miscellaneous table N°9. The value given in the
transaction parameterization corresponds to a default value that can/cannot be visualized and/or modified
according to the transaction parameterization (entry field, display, invisible).

 Transaction code:
 This information, coming from miscellaneous table N°14, allows the definition of the specific stock issue
and receipt rules for certain transactions. It is possible, for example for a dedicated transaction that is
assigned to users, to allow certain authorized users to receipt into stock goods with a status A, whilst for
other users the receipt is made with a status Q. Of course, this is only possible for product categories
authorizing this type of receipt rule and having such a movement code (see Product category).

 Document Lines
Mandatory information

The only mandatory information on issue line entry is as follows:

 Product: It is necessary to enter the product code to be issued. In the Product field, using a contextual
button, it is possible to access the description of the principal rules for the product management
(Management data button) and the list of units of measure defined for the product with their respective
management methods (Units of measure button).
 Product description: This field is loaded with the standard description of the product but it can be
modified.
 Unit: According to the parameterization of the transaction it is possible to carry out the issue movement
in a packing unit, chosen from the list of units defined for the product or in stock unit alone. This unit is
the unit for the issue document (DOC used in the allocation rules).
 Quantity to be issued: expressed in the unit described above.

 Determination of the stock to be issued

The entry of the stock information on the stock line is optional: this information represents the filters for the
determination of the stock lines to be issued. Each of these fields has available a selection window,
additionally the selection window for the lot field is used to select both the lot and the sub-lot.

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There are several ways of determining the stock to be issued:

 The user enters all the stock characteristics for the stock to be issued on the issue note line, this
information being strictly unique (a single lot, a single sub-lot, a range of consecutive serial numbers
etc.…), In this case, if all the information entered corresponds to a single stock line (or N lines of stock
in the case of serial numbers) the issue can be made on this basis.
If this information is multiple (several lots to be issued), it will then be necessary to enter nothing at issue
line level: it will be necessary to select these lots by detailed entry in the Stock issues.

 The issue note transaction is set up for the automatic determination of the stock to be issued: in this
case, if the entry made by the user does not correspond to a single stock line, the system attempts to
automatically determine the stock to be issued on the basis of the filters entered by the user in the issue
note line, for the detailed allocation rule assigned to the internal movements for the product category
and the product management rule assigned to the miscellaneous issue movement management. If no
stock line corresponds to these different criteria, the system will then open the detailed entry window for
the Stock issues in order that the stock to be issued lines can be selected by picking.
 The issue note transaction is not parameterized for an automatic determination of the stock to be issued
and the stock information entered on the issue note line is not sufficient to precisely determine the stock
to be issued: the system then opens the detailed entry window for Stock issues: the stock information
entered on the issue note line serves as a filter for the presentation of the stock lines to be selected
from the picking left list of this Stock issue window.

By automatic calculation or by picking, it is possible that an issue note line corresponds to the issue of
several stock lines distributed over several lots and/or several sub-lots and/or several statuses and/or
several locations: the fields distributed in this way appear with the $ character at the level of the line in the
issue note.
The user must then open the detailed entry window for the Stock issues or the Modification of issue
movements if the stock movements have already taken place in order to view the detail of the issued stock.

On exiting the entry of a line such as an issue line, several cases are possible:
 The product code for the issue line is displayed in red: this indicates that the stock lines to be issued
have not been completely determined. It is not then possible to save this line, it is necessary to
complete the selection of the stock to be issued.
 The product code for the issue line is displayed in green: this indicates that the lines of stock to be
issued have not been completely determined, but the balance has been saved as a shortage (if the
product concerned authorizes the management of negative stocks). It is possible to save the issue note
with pending movement generation.
 The product code for the issue line is displayed in black: this indicates that the lines of stock to be
issued have been correctly determined. It is then possible to save the issue note and pass the
movements.

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4.3. Inter-site transfers

 General information
 This function is used to generate the multi-product stock inter-site transfers from a given site to another,
and is based on an Entry Transaction.
 The Stock Change function is used to affect a stock line or a group of stock lines in order to:
 Transfer the stock from one site to another in the same company or in different companies
 The functionalities to be covered by the function are determined by the choice of a stock change
transaction that can be parameterized.

 Entry Transaction
 Before we start using this function, it is necessary to define at least one entry transaction.
 On entering into the Stock change function, the user must choose a transaction from those parameterized.
 In addition, the stock change function is used to carryout stock transfers from one site to another. In this
case, it is possible to modify the status, and the stock unit for the destination site.

 Document Header
 The stock change function can be used to transfer stock to another site, either within the same company or
in another.
 Certain information specific to inter-site transfers must be specified.

 Destination site: this site can be part of the same company as the stock site entered, which is the
originating site for the transfer or be part of a different company. In the latter case, it is an inter-company
stock transfer, the tick box “inter-company” is automatically updated by the system, and this is not
modifiable.
 Purchase site: this field is only used in the context of an inter-company transfer. In this case, the
purchase site is loaded by default with the destination site, if it is of the Purchase type, if not the system
selects the first site of the Purchase type for the destination company. The user must check that the
purchase site assigned is part of the same company as the destination site. In addition, the user must
check that there is an associated customer record for the allocated purchase site in order that the
invoicing can take place.

In an intra-company context, the purchase site is grayed out.

 Sales site: this field is only used in the context of an inter-company transfer. In this case, the sales site
is automatically loaded with the stock site (origin of the transfer) if it is of the Sales type, if not, the
system assigns by default the first site of the Sales type having the same financial site as the stock site,
if this is not possible, the system assigns the first sales site being part of the same company as the
stock site. The user should check that the sales site entered is actually on the same company as the
storage site.

In an intra-company context, the sales site is grayed out.

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 Destination address in an intra-company context: this field is loaded by default with the address defined
by default in the destination site.
 Destination address in an inter-company context: if the purchase site is defined as a customer, the
destination address is the delivery address of this customer corresponding to the destination site
(reception site of the ship-to customer).

By default, an inter-company transfer is marked “to be invoiced”: the invoicing of such transfers is made
using the automatic invoicing of transfers function. Once the transfer is invoiced, the document number of
the invoice is updated in the transfer document in the dedicated field. An inter-site, intra-company transfer
cannot be marked “to be invoiced”.

Note: If a stock transfer function is used to carry out a "return" of goods to a site following a stock transfer
from this site, it is not necessary to mark the "return" transfer as "to be invoiced". It is more convenient to
manually create the corresponding credit note.

 Document Line(s)
 The Product field in the Selection header section serves to filter the stock lines to be adjusted. (Picking
list)
 The Stock selection left list is loaded with all the stock lines for the product. It is possible to filter these
lines in order to limit the number by specifying additional filters in the dedicated window activated by the
button...
 The stock lines selected in this way generate lines on the stock inter-site transfer note.
 The selection is made by picking the lines presented in this way either one by one or as a group of lines.
The selection of a group of lines is made by picking the first line to be selected and the last amongst the
lines shown in the left list whilst holding the Shift key down: all the lines contained between these two
lines is then selected. To select several groups of stock lines, the Control and Shift keys need to be
used.
 The stock quantity selected on a line is limited to the available quantity for this stock line (the available
stock for each line is shown in the Stock line selection left list).
 Case of products managed with serial numbers

The picking of serial numbers to be modified can be made in several ways:

 Either by multiple selections in the left list of consecutive serial numbers: the system aggregated on a
note line only the group of consecutive serial numbers selected.
 Or by selecting line by line the serial numbers to be processed: the system does not aggregate the
serial numbers unless the line by line selection is made in consecutive serial number order. When the
serial number sequence is interrupted, the system creates a new line on the note.
 The lines on the stock change note created in this way show, according to the parameterization of the
selected stock change transaction, the “original” stock information and the “destination” stock
information.
 According to the role of the transaction used, it is possible to change the destination information in order
to specify the quantity to be processed, the destination location, the destination status, the destination
unit, or the movement description either directly on the document line or via the Stock change detailed
entry screen if the selected stock must be distributed between several locations, or with several
statuses or several units.

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 Status change: for each product, at the level of the controls tab in the product record, it is possible to
specify if it is necessary to generate an analysis request in the case where the new status will be of the
Q* type.
 At the time of creation of the note the system generates as many stock movements as modified stock
lines.

Note: It is not possible to modify a created inter-site transfer: to modify a previous movement, it is
necessary to carry out a movement in the opposite sense. However, the detail of the modifications carried
out can be viewed using the right button on the line on the stock change note.

 Valuation and stock change

 Only the inter-site transfer movements give rise to movement valuations.

 Case of inter-site, intra-company transfers: The issue movements from the originating site and the
corresponding receipt movements in the destination site are valued with the same value according to
the valuation of stock issue movements rule.
 Case of inter-site, inter-company transfers: The issue movements are valued according to the issue
valuation rule. The corresponding receipt movement is valued according to the receipt or inter-site
transfer valuation rule according to case.

In addition, the system carries out a search on the price amongst the existing inter-company sales price
lists. From this is taken the ex-tax price of the stock unit expressed in the company currency of the
destination site: this price can be used as the order price on the receipt movement.

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5. INVENTORY FUNCTIONS

5.1. Stock Change

 General information
This function is used to generate the multi-product stock change for a given site, and is based on an Entry
Transaction.

The Stock Change function is used to affect a stock line or a group of stock lines in order to:
 Change an internal stock location
 Change the stock status
 Pack or unpack stock

 Entry Transaction
 Before we start using this function, it is necessary to define at least one entry transaction.
 On entering into the Stock change function, the user must choose a transaction from those parameterized.

 Document Header
 The Product field in the Selection header section serves to filter the stock lines to be adjusted.
 If the mass change of stock is planned in the transaction (Mass process box ticked), then in addition to the
selection of the products there is also a selection of the locations available. Thus, it is possible to move
everything from one location to another.
 When intervening on a stock line it is possible to enter a status and a destination location to be applied
during the selection. This possibility is important in the case of mass change in stock. For example it is
possible to select the stock lines for location A and specify that for all these lines the destination location is
B.

Stock picking section: This section is used to carryout mass include/exclude of stock lines.
 The “Include” icon is used to carry out a mass load of the stock line grid with the lines present in the
picking list (list that can be filtered with the help of the picking criteria button). The original location and
the destination location must be entered in order to use this functionality.

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 The “Exclude” icon is used to carry out a mass deletion of lines from the stock line grid. The original
location must be entered in order to use this functionality because only the lines containing this location
will be deleted.

 Document Line(s)
 The “stock change” function is used to intervene in a stock line or a group of stock lines. These stock lines
must be selected by picking or by the “Include all” icon in the case of a mass stock change. They are
shown in the Stock Selections left list. So that the stock lines appear in this left list, it is necessary to have
entered a product code or an origin destination in the dedicated fields.
 The stock lines selected in this way generate lines on the stock change note.
 The Stock selection left list is loaded with all the stock lines for the product. It is possible to filter these lines
in order to limit the number by specifying additional filters in the dedicated window activated by the button.
 The selection is made by picking the lines presented in this way either one by one or as a group of lines.
The selection of a group of lines is made by picking the first line to be selected and the last amongst the
lines shown in the left list whilst holding the Shift key down: all the lines contained between these two lines
is then selected. To select several groups of stock lines, the Control and Shift keys need to be used.
 The stock quantity selected on a line is limited to the available quantity for this stock line (the available
stock for each line is shown in the Stock line selection left list).
 Case of products managed with serial numbers
 The picking of serial numbers to be modified can be made in several ways:
 Either by multiple selections in the left list of consecutive serial numbers: the system aggregated on a
note line only the group of consecutive serial numbers selected.
 Or by selecting line by line the serial numbers to be processed: the system does not aggregate the serial
numbers unless the line by line selection is made in consecutive serial number order. When the serial
number sequence is interrupted, the system creates a new line on the note.

 The lines on the stock change note created in this way show, according to the parameterization of the
selected stock change transaction, the “original” stock information and the “destination” stock
information.
 According to the role of the transaction used, it is possible to change the destination information in order
to specify the quantity to be processed, the destination location, the destination status, the destination
unit, or the movement description either directly on the document line or via the Stock change detailed
entry screen if the selected stock must be distributed between several locations, or with several
statuses or several units.
 Status change: for each product, at the level of the controls tab in the product record, it is possible to
specify if it is necessary to generate an analysis request in the case where the new status will be of the
Q* type.

 Valuation and stock change

 There are not valuations for stock change, except for the inter-site transfer.

Note: It is not possible to modify a created stock change: to modify a previous movement, it is necessary to
carry out a movement in the opposite sense. However, the detail of the modifications carried out can be
viewed using the right button on the line on the stock change note.

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5.2. Assembly

 Parent Product
 The Assembly function is used to carryout, based on a production bill of material (BOM), the assembly
of components in order to create an assembled parent product, without the necessity of using a works
order.
 The assembly translates as a receipt into stock of the assembled parent product and the issue from
stock of the various components described in the BOM or added by the user, the movements being
grouped under a unique assembly note code.
 The stock information is pre-loaded by default according to the rule for the management of
miscellaneous receipt movements defined at the level of the product category to which the parent
product is assigned; the default values can be modified.
 It is always possible to detail the receipt information via the right button “Enter the quantity details” for
the parent product line: this makes it possible to breakdown the receipt for several lots, sub-lots, serial
numbers, locations, status or different stock identifiers, if required and according to the management of
the parent product.
 If the parent product is managed by lot and a new lot is to be entered, the right button “Supplementary
lot” is used to assign the information linked to the lot (possibly the use-by date and titles, enter the user
information if planned for in the transaction).
 The right button “Lot info” is used to identify during the entry how the lot code can be loaded.
 Finally, using the right button for the parent product, it is possible to access the Stock by site, Stock by
lot and Detailed stock enquiries.
 It should be noted that at the time of an assembly, dock (waiting put-away) stocks are not taken into
account.
 Finally, the receipt movement carried out is a movement of the miscellaneous type.
 Modification of an assembly: It is not possible to delete an assembly or an assembly component. Rather
it is necessary to use a disassembly operation. All the same, the receipt movements carried out can be
modified using the right button “Receipt modification”, at the parent product line, on the condition that
the assembly concerned has not already been the object of a disassembly.
 An assembly that has been subject to a disassembly carries the disassembly code that is linked to the
header of the assembly note.
 On entering into the Assembly function, the user must choose a transaction from those parameterized.
 According to the parameterization of the transaction chosen, it is possible to associate an assembly
note to a movement code and/or a project code.

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 The parent product to be assembled:

 The first grid makes it possible to assign the parent product to be assembled, knowing that the assembly
function only allows the assembly of a single parent product at a time on the same note.
 It is possible to select this parent product (product and BOM alternative) using the right button from
amongst the list of BOM header products. The BOM alternative is automatically selected.
 The entry of the detail of the parent product receipt is carried out in the same fashion as the entry of a
receipt: according to the parameterization of the transaction chosen, it is possible to enter the stock
information for the receipt directly into the line of the “parent product” note.

 Component tab
 The entry of a parent product and an alternative BOM automatically loads the component grid by
reading the BOM.
 The quantities to be issued for each component are calculated from the assembly quantity and the BOM
line quantity for each component. This quantity is modifiable.
 In the process of creating the assembly note, it is possible to delete a component planned on the BOM,
or to add non-planned components by direct entry in the component grid.
 The components of the type sub-product and text are ignored.
 If a component is present several times in the BOM, the quantities are not aggregated, rather several
issue lines are generated.
 The case of phantom components in the BOM: if the phantom component is managed in stock and has
sufficient available stock to cover the parent product requirement, the phantom remains on the
component list in order to be consumed. If the inverse is true and the phantom component has not got
sufficient available stock, it is passed by and its components are presented for the assembly.
 To add a non-planned component of the phantom type: the system only allows this if the phantom to be
added has stock available.
 It should be noted that only phantom stock having the status “A” is used to calculate available stock.
 A right button at the component line is used to view the BOM for the phantom component.
 Determination of stock lines to issue: the determination of the stock lines to issue is based on the
detailed allocation rule dedicated to internal movements and on the dedicated management rules for
miscellaneous issues, rules described at the level of the component product category.
 It is also possible to manually choose the stock lines to be issued via the right button for each
component: the system proposes a selection screen for the stock lines to issue, with filters possible.
 The component issue movements are movements of the type miscellaneous issue, attached to an
assembly type document.
 Valuation of assembly movements:
 Receipts: if the parent product price is not entered, the value of the receipt movement is calculated as a
sum of the issue values of its components.
 Issues: The component issues are valued according to the valuation rule retained for the issues of each of
the products.

 Posting of the assembly movements. The analytical dimensions of the assembly note are preloaded by
default as follows:
 Analytical dimensions in the assembly note header. They are loaded by default by the dimension code
STKBBYH, modifiable if the transaction parameterization allows it.

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 Analytical dimensions for the assembly note lines: They are loaded by default by the dimension code
STKBBYD, modifiable if the transaction parameterization allows it.
 Analytical dimensions for the parent product receipt movements: They are loaded by default by the
dimension code STJEND, modifiable if the transaction parameterization allows it.
 Analytical dimensions for the parent product issue movements: They are loaded by default by the
dimension code STJSOR, modifiable if the transaction parameterization allows it.

 Modification of an assembly:
 It is possible to modify the issue movements by right button. On the other hand, it is not possible to delete
a component or an assembly: It is therefore necessary to go via the route of a disassembly.
 An assembly that has been subject to a disassembly carries the disassembly code that is linked to the
header of the assembly note.

5.3. Disassembly

Component
A
(+)

Component Component
D B
(-)
(+) (+)

Component
C
(+)

 The Disassembly function is used to carry out on the basis of the production BOM, the disassembly of a
parent product in order to obtain the stock of all its components.
 It is possible either to disassemble a parent product directly from the stock, or to disassemble a parent
product that has previously been the object of an assembly: to do this, it is necessary to start from the
original assembly note, available in the left list, and to proceed on this basis to the disassembly.
 On entering the Disassembly function, the user must choose a transaction from those parameterized.
 According to the parameterization of the transaction chosen, it is possible to associate a disassembly
note to a movement code and/or a project code.
 Disassembly by direct entry of a parent product
 The first grid makes it possible to assign the parent product to be disassembled, knowing that the
disassembly function only allows the disassembly of a single parent product at a time on the same note.
 It is possible to select this parent product (product and BOM alternative) using the right button from
amongst the list of BOM header products. The BOM alternative is automatically selected.

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 It is possible to enter the stock information desired for the issue of the parent product: in the same fashion
as for all other issues, this information is considered as a filter making it possible for the system to search
for stock lines to issue.

 Document Header
 The selection of the stock lines to issue is based on the detailed allocation rule dedicated to internal
movements and on the dedicated management rules for miscellaneous issues, rules described at the level
of the parent product category.
 It is also possible to manually choose the stock lines to issue via the right button Stock Issues accessible
from the parent product: the system proposes a selection screen for the stock lines to issue, with filters
possible, where the functioning is described in the Stock issues documentation.
 The issue movements carried out can be modified using the right button “Issue modification” accessible to
the parent product line.

 Disassembly by picking an existing assembly

 In order to delete an assembly previously created, it is possible to select this assembly and to disassemble
it.
 To this effect, in disassembly creation, it is possible to select an existing assembly from the left list
Assembly.
 After picking the assembly, the system automatically loaded the parent product and component grids
based on the assembly selected.
 No modification is possible of the information coming from the original assembly; in the same way it is not
possible to modify the disassembly of an assembly.
 It is however possible to view the stock detail of the parent product to be issued and the components to be
received.

 Document Details (Tab components)

 Disassembly by direct entry of a parent product
 The entry of a parent product and an alternative BOM automatically loads the grid with the components to
be entered into stock, by reading the BOM.
 The quantities to be issued for each component are calculated from the quantity to be disassembled and
the BOM line quantity for each component. This quantity is modifiable.

 Document Details (Tab components)

 Disassembly by direct entry of a parent product. In the process of creating the assembly note, it is
possible to delete a component planned on the BOM, or to add non-planned components by direct entry
in the component grid.
 The components of the type sub-product and text are ignored.
 If a component is present several times in the BOM, the quantities are not aggregated, rather several
receipt lines are generated.
 If the BOM contains a phantom component, this component is entered into stock if it is stock managed; it is
automatically passed over to be substituted for its own components if it is not stock managed.

 Disassembly by direct entry of a parent product

 Stock information for the components to be received: The entry takes place in the same fashion as that for
all stock receipt notes. The system looks to preload by default the stock information according to the

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management rule dedicated to miscellaneous receipt defined at the level of the product category to which
the component to be received belongs, default values that are modifiable.
 It is always possible to detail the receipt information by the right button “Enter quantity details” on the
component line: this makes it possible to breakdown the receipt for several lots, sub-lots, serial numbers,
locations, status or different stock identifiers, if required and according to the management of the component.
For more information on the detailed entry of receipts, see the Stock receipts documentation.

 Disassembly by direct entry of a parent product

 Finally, using the right button for the component, it is possible to access the Stock by site, Stock by lot and
Detailed stock enquiries.
 It should be noted that at the time of a disassembly, dock receipts are not taken into account.
 Finally, the receipt movement carried out is a movement of the miscellaneous type.
 The receipt movements carried out can be modified using the right button “Receipt modification”, to the
component line, except if it is the disassembly of an assembly.

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6. ORDERS IN PROCESS

6.1. Type of orders

System Interpretation of the events related to enterprise activity

These orders are identified by:

 An order type abbreviation = 2 letters (WO, SO...).
 A status = 1 letter (F, P, S).
 A sequence number that uniquely identifies the record

 All supply and demand information within X3 is captured and represented in the ORDERS table.
 Backbone of all operational activity
 Updated dynamically and in “real-time”
 It is the starting and ending point for many of the planning and replenishment activities within the system
(ex: MRP, reorder point, etc.)

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Status: F - Firm P - Planned S - Suggested

S/D: S - Supply D - Demand

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7. PERIODIC PROCESSING

7.1. Cost adjustment

This function is used to update the value of those transactions carried out after an adjustment or a
backdated transaction for products whose valuation method has been set up with adjustment of the issue
prices. It recalculates the average price as well as the margins when the calculation base of the margin is
the average price.
During a transaction adjustment, if the transaction has not been posted, it is updated directly. If it has
been posted, a deletion record (in quantity) and an adjustment record are created.
During a backdated value change, the adjustment repeats the transactions starting from the average
cost specified in the value change. It is thus possible to modify the average cost to an earlier date.

7.2. Value change

This function is used to modify the Moving Average Price value for the lines in the FIFO stack and for
lots.
Value change movements will be created according to the context

7.3. Purge
This is a group of functions used to purge:
For each function, it is possible to filter a purge according to the context.

7.3.1. Purge stock movements

Stock movements - For a given site, earlier than a given date, and according to the movements’
selection.

7.3.2. Purge Null Lots

Null lots – Lots without quantities and where no movement transaction has been carried out.

7.3.3. Purge Stock count sessions

Stock count sessions - For a given site, the closed physical stock count sessions that have an
update date that is less than the specified date.

7.3.4. Purge Quality Control analyses

Quality Control analysis - for a given site, the quality analysis requests earlier than a given date.

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7.3.5. Purge serial numbers

Serial numbers - numbers issued for a given warehouse site.

7.3.6. Purge Traceability

Traceability - records from the entered date and potentially the issued serial numbers associated
with the deleted records.

7.4. Stock History Periodic Validation

The first stock movement in a period creates a record for the period totals.
For reporting reasons, it can be interesting to have all records for all periods, for a year, even without
movements.
This function creates records in table ITMMVTHIS for periods without stock movements.

Stock movement
ITMMVTHIS ITMMVTHIS
3 Records 12
Stock movement
with totals >
0 or without
Stock movement totals)

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7.6. Stock valuation report

Inventory > Periodic processing > Stock valuation report
 This function is used to print a stock valuation report for a given company according to different
calculation criteria (standard, revised, last price, Moving average price...).
 This function is used to filter the products according to the criteria (product, statistical group, status...) of
the selected choice.
 The valuation can be carried out for the company or reporting currency.

 Header information
 Reference date: Date for the stock and costs calculation.
 Company: Company for which the valuation report will be printed.
 Valuation method: Cost method used to value the stock. The possible values are:
 Standard cost (for the year in the reference date)
 Revised standard cost (valid on the reference date)
 Moving average price (recalculated to recover the price on the reference date)
 Last price (available only if the reference date is not in the past)
 FIFO price (available only if the reference date is not in the past)
 LIFO price (available only if the reference date is not in the past)
++++
+++++

 Product issue method (this makes it possible to read in the product record what the valuation method is
and to use it to calculate the cost. Thus it is possible to print at a single time both products valued by
standard cost and others valued with moving average price. This value is only available if the reference
date is not in the past).
 Budget cost(valid on the reference date)
 Simulated cost (valid on the reference date)

 Calculations
 Reporting currency: The validation of this box is used to value the stock in the reporting currency declared
at the level of the folder.
 Non absorbed amount: The validation of this box is used to calculate the non-absorbed amount for the
selected products. The result obtained is the sum of the non-absorbed amounts for the movements
between the calculation start date and the reference date.
 Detail print: The detailed report displays for each product, lot, location, the lot value calculated as a
function of the valuation choice carried out, the lot quantity in stock and packing unit. This choice is only
available if the reference date is not in the past.

 Start/End range
It is possible to indicate here the selection ranges for:
 The sites
 The categories
 The products
 The valuation methods
 The statistical groups

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 Header information

 Sub-totals
 It is possible to request a sub-total for each selection range. It is possible for example to have a sub-total by
statistical group.

 Stock status selection

 It is possible to carry out a selection according to the quality status (A, Q, R). By default all the statuses are
selected.

8. INVENTORY INQUIRIES

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Sage 2011 - Internal & Confidential
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