inventory control system - infoneticsinfonetics, inc. • 1729 gateway circle • grove city, oh...

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 1Ver 2.22

INVENTORYCONTROLSYSTEM

The INVENTORY CONTROL SYSTEM is a database used to describe in detail the products sold by a company. A transaction history file is main-tained automatically so that detailed review of the receipts and shipment of products is available throughout the system.

Minimum Stock Point, Order Point, and Maximum Stock Point can be au-tomatically computed based on various sales usage averaging formulas, thereby reducing investment in Inventory Stock while reducing out of stock and dead stock conditions. Various reports ranging from a master listing, to different price lists, stock labels, valuation reports and reorder/overage reports are available.

Price files, supplied by your vendors/manufacturers, can be used to auto-matically upload price/cost changes into the Inventory database.

INVENTORY CONTROL• TheEdIT INVENTORY PaRT FILEpro-gramisusedtoadd,change,viewordeletepartrecordsintheInventorydatabase.Thisprogramisalsousedtoreviewquantitiesineachwarehouseandtointeractivelyreviewand/oradjustthestockingcontrolfactors(averagingformula,minimumdays/quantity,buypointdays/quantity,andmaximumdays/quantitytostock)interactivelyonapart-by-partbasis.

• TheEdIT INVENTORY PRICESprogramisusedtoestablishbranchwarehousepricingoverrides.

• ThePOST INVENTORY RECEIPTSprogramisusedtopostinboundinventorymanuallyifnopurchasecontrolsystemisbeingused.

• ThePOST INVENTORY TRaNSFERSprogramisusedtotransferinventorybetweenwarehousesifnopurchasecontrolsystemisbeingused.

REPORTS• TheINVENTORY MaSTER LISTING programlistsalldataassociatedwithapartincludingpricing,producttype,G/Lcodes,currentquantities,detailedtransactionhistory,stockcontrolaver-agingformulaswithminimum,buypointandmaximum.

• TheCONdENSEd LIST displaysthedatainamorecompactformat.

•ThePRICE LISTING showsonlytheListPrice,QuantityDis-counts,andCurrentStockingQuantities.

LaBELS• TheLaBEL PRINTING programsprintstocklabelsinthreesizesincludingspecializedbarcodelabels.

VaLUaTIONS• TheVaLUaTION REPORTS computethelistprice,averageandlatestcostvalueofthepartsonhandatagiventime.

INVENTORY CONTROL MENU

INVENTORYCONTROLMENU(firstpage)

STOCKING REPORTS• TheSTOCKING REPORTS listthecurrentQuantityOnHand,Available,andOnOrder,alongwiththeMinimum,BuyPoint,andMaximumstockinglevelandsuggestedReorderQuantity.

• TheREORdER REPORT listsonlythoseitemswhichhavefallenbelowtheirorderpointwhiletheOVERaGE REPORT listsonlythoseitemsovertheirestablishedMaximum.

• TheINVENTORY STOCKING LISTshowsallitems,regardless of reorder status,aslongasthereissomekindofquantityand/orhistoryassociatedwiththepartnumber.

• TheINVENTORY SHIPPaBLE LISTshowsonlyitemsthathavesome “Shippable” activity.

• TheINVENTORY UNSHIPPaBLE LISTshowsonlyitemsthathavesome “UnShippable” activity upcoming.

INVENTORY CONTROL SYSTEM

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1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006www.infonetx.com • e-mail: [email protected] • Fax 614-875-7761

Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006


INVENTORY CONTROL MENU

• TheESTaBLISH G/L aCCOUNT dEFaULTSprogramisusedtoassigntheG/LAccountsforselectedpartrecordsbasedonthedefaultsestablishedintheicTypefileeditors.

• TheESTaBLISH PREFERREd VENdORprogramisusedtoas-signanewPreferredVendorcodetoselectedpartrecords.

• TheESTaBLISH dISCOUNT TaBLESprogramisusedtocloneanexistingQuantityDiscountPricingTablefromanestablishedPartontootherselectedparts.

• TheESTaBLISH STOCK FORMULaSprogramisusedtoassignaStockFormulatoselectedwarehousequantityrecords.

• TheROLL SUBCOST INTO MaSTERprogramisusedtorecal-culatethecurrentAverage,Latest,andBookCostforamasterpartrecordbasedonthecostsofitsSub-AssemblyTable.Thisprogramisusedtoperiodicallycorrectcostfiguresonmaster/kitpartsbasedonmorerecentcostinginformationinthesubassemblyparts.

• TheROLL aVERaGE COST TO BOOKCOSTprogramisusedonayearlybasis,aftertheyearendInventoryValuationhasbeencomputedandfinalized,torollthecurrentAverageCostintotheBookCostfield.ThisisacommonmethodforsettingasideaLastInFirstOut(LIFO)costfigureinpreparationforthenextyearendvaluation.

FILE EdITORS• FILE EdITORS providelowlevelaccesstothedatabaseforpro-grammer/systemadministratoruseonly.

INVENTORYCONTROLMENU(secondpage)

• TheINVENTORY HISTORY LISTshowsonlyitemsthathavehadsome activ-ity inthehistoryfilewithintheprescribedtransactiondaterange.

• TheINVENTORY INaCTIVITY LISTshowsonlyitemsthathavehadno activity inthehistoryfilewithintheprescribedtransactiondaterangeandhave a current quantityonhandoravailable.

• TheINVENTORY UNUSEd LISTshowsonlyitemswhichhavehadnoactivityinthehistoryfilefor any warehousewithintheprescribeddaterangeandhave no quanti-ties.

PHYSICaL COUNTING• ThePHYSICaL COUNTING programsareaseriesofprogramsusedtoassisttheprocessoftakinganofflinephysicalinven-toryandreconcilingtheresultswiththedatabasefigures.

MISCELLaNEOUS• TheVERIFY INVENTORY daTaprogramisamaintenancepro-gramtoensureinternaldataintegrityintheInventorydatabase.

• TheINCREaSE PRICES/COSTprogramisusedtomakechanges(increaseordecrease)ineithersellingpriceorlatestcostbyeitheraflatfixedamount,orapercentage.

• TheRECOMPUTE STOCKING CONTROLSprogramautomati-callyre-computestheminimum,buypoint,andmaximumbasedonpre-establishedaveragingformulasforaselectedrangeofparts.

• TheCHaNGE PaRT IdprogramisamaintenanceprogramusedtochangeaPartIDthroughouttheentiresystem.

• ThePURGE INVENTORY PaRT FILEprogramisamaintenanceprogramusedtoremovepartsfromtheInventorydatabase.

• ThePURGE INVENTORY HISTORYprogramdeletesoldInven-toryHistoryrecordsfromthesystem.Usually,sixmonth’sworthofhistoryisadequatetoprovideautomaticstockcontrols(minimum,buypoint,maximum)computation.

• ThePRICE FILE UPLOad MENUprovidesaccesstoathirdlevelmenuofPriceFileUploadMenuprograms.

SETUP PaRT FILE• TheESTaBLISH PROdUCT TYPE COdESprogramisusedtoassignanewProductTypecodetoselectedpartrecords.Italsoas-signstheG/LAccountsbasedonthedefaultsestablishedintheicTypefileeditorasperthenewProductTypecodeassigned.

• TheESTaBLISH MaNUFaCTURER COdESprogramisusedtoassignanewManufacturercodetoselectedpartrecords.

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 13Ver 2.22


EDIT INVENTORY PART FILE

TheEDITINVENTORYPARTFILEprogramisusedtoadd,change,viewordeletepartrecordsintheInventorydatabase.

• Eachpartisidentifiedbyaupto 15 charac-ter Part Idandcanalsobelocated by its description.

• additional description linesareavailable,alongwithnon-printing note linesforcross-referenceorproductsourcinginfor-mation.

• TheProduct Type codegroupssimilaritemsintologicalgroupsforpricing/dis-counting considerations.

• Manufacturerisathreecharactercodedesignatingthemanufacturerand/orvendorwhichgroups groups parts together for use in customer pricing schemesandisalsousefulfor sorting reports/listings by manufacturer.

• General Ledger asset, Sales and Cost of Salesaccountnumbersareusedtoproducedailyandmonthlyinvoicejournals,andtoupdatetheGeneralLedger.

• TheVolumeisusedforconverting quan-tity sold to common factor(forexample,cubicfeetofgaspercylinder,poundstotons).

• TheMultiplierisapricing conversion fac-torusedtoconvertbetweenstockingunitsandpricingunits,(forexample,soldbythepound,butpricedperton).

• ThefileincludesList Price,alongwithaverage,latest cost and book costfigures.

• TheMSdS IdindicateswhichMaterial Safety data Sheetisrequiredforthispart.AsOrders/Invoicesarecreated,acustomer’sMSDSfileisautomaticallymonitored and updatedasnewMSDSsheetsaretriggeredfordistribution.

• TheVendor Part Idisasecondary indexusedtolocateapartviathecodeencryptedinitsbarcodelabel.

• Seven (7) Y/N flagsareusedtodeterminetax status,whole units versus decimals,on-lineediting options andpricing combination status.

• Stocking information for an unlimited number of stores and warehousesismaintained,includingthebin Location, quanti-ties On Hand, available for sale, Back Ordered (hardgoods)/Empty (cylinders), On Order from vendor, Minimum, Buy Point and Maximum stocking levels.

EDITSCREEN:INVENTORYPARTFILEMASTERSCREEN(top)

VIEWSCREEN:INVENTORYPARTFILE(bottom)

• Quantity discount pricingisavailablestatedaseitherapercentage or flat amount off list price or a fixed amount.

• Sub-assembliestableprovidingforkitoroutfitpackagestobeinvoicedthroughonepartnumber.

• Partsmaybelocatedquicklyonaviewscreen,sorted either by the Part Id or any part of the description.



STOCKING CONTROLS FILE

EDITSCREEN:EDITINVENTORYPARTFILE/WAREHOUSEQUANTITYSCREEN

TheWaREHOUSE QUaNTITY SCREEN (locatedbehindthe MaSTER PaRT SCREEN)isusedtointeractivelyreviewand/oradjustthestockingcontrolfactors.

• Built-incontrolsexistfor:

– averaging formula– minimum days/quantity tostock– buy point days/quantity tostock– maximum days/quantity tostock

• Monthly sales usage subtotals aredis-playedwithquarterly subtotals andaYear-To-date grandtotal.

• Spikes intheusagesubtotals(usagethismonthgreater than previous 5 months combined)areflaggedandcan be overrid-den tocorrectaveraging.

• Transaction history canbeviewedon-linetoreviewwho’sbuyingtheproduct.

• Formulascanbeestablishedtogovernavarietyofstockingsituations.Fromhot moving items,toexpensiveslow movers,non-stock andseasonal.

• Minimum,Buy Point andMaximum canbefrozen at current level byzeroingoutthedayscontrolpoints.

• Manual formula canbeentered,supersed-ing standard formulas informulafile.

VIEWSCREEN:INVENTORYHISTORYFILE



ThePOSTINVENTORYRECEIPTSprogramisusedtopost inbound inven-tory manually (bypassingPURCHASECONTROLSYSTEM).

ThePOSTINVENTORYTRANSFERSisarelatedprogramusedtotransfer inven-tory between warehouses(stores).

• Auditjournalproducedautomaticallyatendofpostingsessionlistingpostedentries,dollarvalueadjusted,andtotals.

• Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranetworkedharddriveontheserver.

EDITSCREEN:POSTINVENTORYRECEIPTS(top)

SAMPLEOUTPUT:POSTINVENTORYRECEIPTS/TRANSFERS(bottom)

EDIT INVENTORY PRICES

POST RECEIPTS/TRANSFERS

TheEDITINVENTORYPRICESprogramisusedtoestablishbranchwarehousepric-ingoverrides.

•Screenlayoutallowsquick editing of Quan- tity Breakpoints, Price and Cost.

• Branch Prices canbeestablishedasa per- centage orflat amountoffof list priceorafirm, fixed amount.

•DisplaysEffective Price(changedprice)withLatest Costformonitoringmargin.

EDITINGSCREEN:EDITINVENTORYPRICES



TheMaSTER LISTING listsalldataassociatedwithapart,includingpricing,producttype,G/Lcodes,currentquantities,detailedtransactionhistory,stockcontrolandaveragingformulaswithminimum,buypoint,andmaximum.

• AllreportscanbesortedbyPart Id, de-scription,Product Type Code,G/L accounts, Vendor orQuantity On Hand.

• Canberestrictedtospecificsub-sets of the partsbyrestrictingtheproducttype,G/Laccounts,warehouse,orotherdelimiters.

• Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranet-workedharddrive.

SETUPSCREEN:INVENTORYMASTERLISTING

Below, and on the following page, are shown samples of output from the INVENTORY LISTINGS/REPORTS programs.

SAMPLEOUTPUT:INVENTORYCONDENSEDLIST

INVENTORY REPORTS/LISTINGS



SAMPLEOUTPUT:INVENTORYMASTERLISTING





SAMPLEOUTPUT:INVENTORYPRICELISTING

SAMPLEOUTPUT:INVENTORYVALUATION



INVENTORY LABELS

SETUPSCREEN:CREATEINVENTORYLABELS

TheLABELPRINTINGPROGRAMSprintstocklabelsforaffixingtoproduct.

•Threesizesareavailable;

–Stocking Labels (1"Highx3.5"Wide).

–Tiny Tag Labels (1/2"Highx1"Wide).

–Barcode Labels (1"Highx2.4"Wide). Usesoptionalthermal transfer barcode label printer.

• Labelscanbesorted by Part Id, description, Product Type codeorG/L account.

• Canberestrictedtospecific sub-sets of the partsbyrestrictingtheproducttype,G/L accounts,warehouse,orotherdelimiters.

• CreateInventoryLabelsprogramspermits interactive printing of individual part labelswithoptiontomodify descriptionfor singleormultiple-labelrun.

SAMPLEOUTPUT:BARCODELABELS,1"X31/2"LABELS,AND1/2"X1"TINYTAGLABELS

PART ID: TWE11-23CONTACT TIP

$0.510 EACH

YOUR COMPANY NAME, INC.LINCOLN FLEETWOOD 35ELECTRODES 1/8”(E6011)

$0.724

PART # LIN35-18


$0.724

PART # LIN35-18


$0.724

PART # LIN35-18


$0.510 EACH


$0.510 EACH


$0.510 EACH

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01

TWE11-23

CONTACT TIP

$0.510 EACH P01



SETUPSCREEN:INVENTORYSTOCKINGLISTS

TheINVENTORYSTOCKINGLISTSareaseriesofsophisticatedreportsbasedontheWarehouseQuantitiesandTransactionHistoryfiles.Theycanbeusedtoproducelistingsofonlythosepartswhichneedreordering,orconverselyonlythosepartswhicharecurrently“shippable”or“unship-pable”tocustomers.Finally,variationsexisttorecapallhistoryforanyselectedrangeofpartsorevenforonlyinactiveparts.

• TheQUICK VIEW STOCK INQUIRYisaspeciallyconfiguredversionofthestandard“InventoryStockingList”.Ithasonlyalimitednumberofsetupfields(Part#,Description,Warehouse,HistoryDateRange,andDetail)whichpermitsextremelyquickandeasyconfigurationofthereportforaspotcheckonanitem.

• TheINVENTORY OUT OF STOCK LISTshowsonlyitemswhoseprojectedquantityisnegative.Thesearetheworstoffendersandneedtobeorderedimmediately.

• TheINVENTORY MINIMUM LISTshowsonlyitemswhosepro-jectedquantityis below its “Minimum Stock” quantity.

• TheINVENTORY REORdER LISTshowsonlyitemswhosepro-jectedquantityis below its “Buy Point”.

• TheINVENTORY OVERaGE LISTshowsonlyitemswhosepro-jectedquantityisabove its “Maximum Stock” quantity.

• TheINVENTORY STOCKING LISTshowsallitems,regardless of reorder status,aslongasthereissomekindofquantityand/orhis-toryassociatedwiththepartnumber.Thisreportisthebasisforalltheothervariations.

• TheINVENTORY SHIPPaBLE LISTshowsonlyitemsthathavesome “Shippable” activity.

INVENTORY STOCKING LISTS

• TheINVENTORY UNSHIPPaBLE LIST showsonlyitemsthathavesome “UnShippable” activity upcoming.

• TheINVENTORYHISTORYLISTshowsonlyitemsthathavehadsome activity inthehistoryfilewithintheprescribedtransac-tiondaterange.

• TheINVENTORYINACTIVITYLISTshowsonlyitemsthathavehadno activity inthehistoryfilewithintheprescribedtransactiondaterangeandhave a current quantityonhandoravailable.

• TheINVENTORY UNUSEd LISTshowsonlyitemswhichhavehadnoactivityinthehistoryfilefor any warehousewithintheprescribeddaterangeandhave no quantities.



SAMPLEOUTPUT:QUICKVIEWSTOCKINQUIRY

INVENTORY STOCKING LISTS

INCREASE PRICES/COST

SETUPSCREEN:INCREASEPRICES/COST

INCREaSE PRICES/COSTincreasespricesorcostsfortheselectedpartsinthepartslisteitherbyafixedpercentageoraflatrate.Itcanalsobeusedtoestablishalistpricebasedonthelatestcostorvice-versa.



SETUPSCREEN:INVENTORYPHYSICALREPORTS

TheRESET PHYSICaL QUaNTITYprogramerasesanyquantitythatmayhavebeenleftoverinthephysicalcount-ingbucketfromsomepriorcounting.Thephysicalcountasitispostedwillbeaccumulatedinthisphysicalcountbucket;thereforeitisnecessarytoclear/erasethisfield.Asthephysicalcountisreset,acopyofan“InventoryPhysicalCount”sheetisproduced.

TheINVENTORY PHYSICaL COUNTprogramisusedtoproduceadditionalcopiesofcountingsheetsforabatchofselectedpartsifmorethanonepersonistobedoingthecounting.Note:sinceagivenpartcouldbelocatedinmultipleplacesthroughoutawarehouse,itcanbenotedonmultiplecountsheets.Thecountsheetitselfisadoublespaceddocumentshowingthepartnumber,description,unitsandalargeunderlinedspaceforwritinginthephysicalcount.Itspecificallydoesnotshowthecurrent“On-Hand”countasthatwouldallowwarehousepersoneltosimplyconfirmthenumberratherthanactu-allycountingtheitems.Thisprogramalsoestablishesthephysicalselectionfile.

TheINVENTORY RECON REPORTisusedtoreconcilthecomputers“OnHand”or“Book”counttothephysicalcountpostedbythe“PostPhysicalInventory”program,oruploadedfromthehandhelds.Onlythoseitemsthatdifferareprintedontherecon-ciliation,andneedrecounting/reverifying.Thereconciliationreport

formatissimilartothephysicalcountsheets,butalsoincludesvariance/costcolumnssothatoneknowstherelativeworthoftheitemsbeingrecounted.

TheCOMMIT PHYSICaL TO ON-HaNdprogramisused(afterhavingsatisfactorilyreconciledthephysicalcount)tocopythequantityfromthePhysicalCountfieldtotheOn-Handfieldasoftheendinghistorycutoffdate.

PhysicalCountcanbereconcileandcommittedtoon-hand

INVENTORY PHYSICAL REPORTS

POST PHYSICaL INVENTORYisusedtopostphysicalcountsintoatemporaryofflinephysicalcountingfield.Later,thisofflinephysicalcountbucketisreconciledto,andthencommittedtotheOn-Handor“Book”count.

PHYSICaL SELECTION FILEauto-matesthecountprocessbypresentingpartid'sintheorderlistedonthethephysicalcountsheets.

EDITSCREEN:POSTPHYSICALINVENTORY

POST PHYSICAL INVENTORY



SETUPSCREEN:RECOMPUTESTOCKCONTROLS

TheRECOMPUTE STOCK CON-TROLSprogramisusedtorecalculatetheInventoryDaily/MonthlyAverages,Minimum,BuyPoint,andMaximumStockpointsbasedonestablishedstock-ingformulasandrecentusagehistory.Itisequivalenttothecomputationperformedbythe<COMPUTE>softkeyonthesecondeditingpageofthe“EditInventoryPartFile”program;however,itcanberunforanentirebatchofpartsatonetime.

RECOMPUTE STOCK CONTROLS

SAMPLEOUTPUT:RECOMPUTESTOCKCONTROLS



SETUPSCREEN:ESTABLISHPRODTYPECODES

ESTABLISH PROD TYPE CODES

SeveralutilityprogramsareavailabletoassistinthemaintenanceofthevolumesofinformationinyourInventoryManagementSystem.

TheESTaBLISH PROd TYPE COdESprogramisusedtoassignanewProductTypecodetoselectedpartrecordsandtoassignG/LAccountsbasedonthedefaultsestablishedintheicTypefileeditor.

TheESTaBLISH MaNUFaCT. COdESprogramisusedtoassignanewManufac-turercodetoselectedpartrecords.

TheESTaBLISH G/L aCCT dEFLTSprogramisusedtoassigntheG/LAccountsforselectedpartrecords.

TheESTaBLISH PREFERRd VEN-dORprogramisusedtoassignanewPreferredVendorcodetoselectedpartrecords.

TheESTaBLISH dISCOUNT TaBLESprogramisusedtocloneanexistingQuantityDiscountPricingTablefromanestab-lishedPartontootherselectedparts.

TheESTaBLISH STOCK FORMULaSprogramisusedtoas-signaStockFormulatoselectedwarehousequantityrecords.

TheROLL SUBSCOST INTO MaSTERprogramisusedtore-calculatethecurrentAverage,Latest,andBookCostforamasterpartrecord,basedonthecostsofitsSub-AssemblyTable.

TheROLL aVE COST TO BOOKCOSTprogramisusedonayearlybasis,aftertheyearendInventoryValuationhasbeencomputedandfinalized,torollthecurrentAverageCostintotheBookCostfield.



ThePRICE FILE IMPORT MENUprograms(thereisaprogramforeachvendorthatsuppliespriceupdates)areusedtouploadinventorypricingandcostinginformationfrompricefilesprovidedbymanufacturersandvendors.

UPLOAD DISK: VENDOR

MENUSCREENS:PRICEFILEIMPORTMENU



UPLOAD DISK: VENDOR

SETUPSCREEN:UPLOADDISK:VENDOR

SAMPLEOUTPUT:UPLOADDISK:VENDOR

inventory control system - infoneticsinfonetics, inc. • 1729 gateway circle • grove city, oh...

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