For help with a specific report, type that report number and press F1. Or press F1 while in the Report Generator.
The ABC Accounting software provides you with numerous reports in every module. Once you select a specific report, you are taken into the report generator. Here you can run the default report or make specific choices about which records you want to view, which dates you want included, an how you wish to view the report.
Overview of Options Given in the Report Generator
STARTING AT—Usually the first record from the file is entered here as a default record code. Press Enter if it is the one you want. If you wish to start the report from a different record code, enter that one. You may use F6 to search for the code you want to use.
ENDING WITH—This is usually the last record in the file you are printing from. Press Enter to print to the end, or enter the code of the last record you want printed. Press Alt+S if you want the same code in the Ending With field as is in the Starting At field. Again, F6 may be used to search for a record code.
Depending on which report you are running, there may be several links just below the Ending With field that allow you to specify which records you want to print this report for. For instance, if you want to only view records from today, click on the Today link. Most these links should be self-explanatory.
OUTPUT—Choose a print option. These options are discussed below.
Helps Accessed From the Inventory Reports (1) Screen
Inventory Listing (Report # 1-1)
This report may be sorted by: Item, G/L #, Vendor, Print Code, Location, Category, Job Class or Group Code.
Information shown on report: Item #, Description, Vendor, G/L Code, Stock Quantity, Restrictions, Unit, List, Cost, Tax Code, Location.
Inventory Quantities (Report # 1-2)
This report is a listing of: Item #, Description, Post Date, Month-to-date Sales, Prior Sales, Month-to-date Cost, Month-to-date Quantity Sold, Prior Quantity Sold, Stock Quantity, Going Quantity, Month-to-date Sample Quantity, and Year-to-date Sample Quantity.
Inventory Prices with Cost (Report # 1-3)
This report gives a listing of Item #, Description, G/L Code, Stock Quantity, Restrictions, List Price, Cost, and Update Code.
Inventory Revision Codes (Report # 1-4)
This report lists all the Inventory items that have a Revision, Core Charge Code, Activity Location, or an Automatic-order #.
Inventory Purchase History (Report # 1-5)
This report prints a detailed history of purchases for each item, based on accounts payable bills. You can enter starting and ending dates to see only purchases within a certain time period. You can use this report to analyze price changes from your vendors. It lists the reference #, date, invoice #, vendor code and name, quantity, price, and total amount. Serial numbers, if any, are included, as well as any freight or adjustment amounts. With each item total, the average cost appears.
Inventory Descriptions (Report # 1-6)
This report lists all the Inventory Item #s and their descriptions. The total number of items listed appears at the end.
Inventory Value (Report # 1-7)
This report prints the value of inventory on hand, including a total value for all items printed.
Value is stock quantity times cost from the Bill Entry screen.
This report can only be printed with a current date or with a date for the end of the previous month. A current date will give the value of the inventory at the time of printing. A date before the current month will give the value of the inventory as of the end of the previous month.
This report lists Item #, Description, Quantity On Job, Quantity On Job + Stock Quantity, Cost, and Value. An * after an item means there have been no purchases or sales of that item since the OLD INVENTORY DATE which is set 2 years prior. Subtotals are printed at items having a T in the Print Code field. Items with an N in Minimum are skipped, as well as item numbers ending with an *.
When you run the report, you will be given the option to post to General Ledger. Selecting P for Posting creates an INVENTORY VALUE entry in the Computer Entries ledger. See help on Posting Inventory Value to General Ledger.
You will also have a summary option. If you select S, only the Subtotals will be printed, without the detail.
Old inventory may be removed from the report by entering a start activity date or just old inventory may be printed by entering an end activity date. The defaults for these dates prints all items.
How Is Inventory Value Calculated?
To find the Stock Quantity for inventory value, the actual Stock Quantity is adjusted by adding On Job Quantity (items on a job but not yet sold), and subtracting Received Quantity (items received with a shipping ticket, but not yet paid for) unless you have the Shipping Tickets field filled in on the Company Setup (#) screen. See Posting Inventory Value to General Ledger.
Inventory value is based on the actual purchase costs of items. Costs are calculated using the first-in-first-out (FIFO) method, which means the most recent costs are used. For each item, the program starts with the most recent purchase and scans backward, if necessary, to find costs for the current stock quantity. If there is not enough purchase history to account for the current stock quantity, the remaining quantity is valued at cost.
Where a purchase cost was higher than the current cost, the item is valued at cost instead. Thus an item whose value declined will be valued at current cost.
If multiple costs are used to find an item's value, these costs are itemized on the report. This is why several lines may appear for a single item.
A zero cost on a bill will be skipped when calculating value, unless the Update Code for that line item on the Bill Entry (B) screen contains a Z, which forces the zero value to appear on this report.
Posting Inventory Value to General Ledger
Before posting inventory value to General Ledger, the following account numbers must be set up on the Company Setup (#) screen: Inventory Start, Inventory Reversal and Sales Start. The Shipping Tickets account number must be filled in if you want to include shipping tickets. It must be blank to exclude them. Also, inventory and sales account numbers must be parallel and each stocked item must have the proper sales account number (Sale G/L #) filled in. For example, if Inventory Start is 100 and Sales Start is 5000, an item with a sales account of 5001 must have a corresponding inventory account of 101.
Posting inventory value creates two entries in the Computer Entries ledger. The 1st entry dated the end of the report month posts the value into each inventory account. The second entry, dated the 1st of the following month, reverses the 1st entry. Both entries use Inventory Reversal for the offsetting account. As a result, each inventory account is cleared at the beginning of the month, and reset to the ending value at the end of the month, so the net change reflects the change in value. The net change in total inventory value is posted to Inventory Reversal, but with the opposite sign.
Because this report does not sort items by G/L account #, the posted values do not necessarily correspond to the printed subtotals. They will correspond only if items with the same account # are grouped together in Item # order, with a subtotal at the end of each group.
Errors on Posting Inventory Value to G/L
There are two types of errors that may appear on this report when posting to General Ledger. A list of page numbers where such errors occurred will appear at the end of the report.
One type of error occurs when the G/L account number on an item is not a sales account. When this happens, the amount is posted to Suspense instead.
The second type of error occurs when you try to post an old report (earlier than the month before the latest Inventory Post Date). When this happens, you will be given the option to stop the report. If you choose to continue, the report will print without posting to General Ledger, and a message at the end will indicate the report is inaccurate.
Inventory Reversal
When using the accrual method of accounting, we use an Inventory Reversal account in reflecting the changes for Accounts Receivable, Accounts Payable, and Inventory.
Inventory reversal assesses current inventory value and backs it down by the amount spent in purchasing inventory this month to determine the months change in inventory.
Inventory Price List (Report # 1-8)
Use this report to print a price list that does not show costs. You can select any price level from A to D. If you don't specify a price level, Level A will be printed.
This report may be sorted by Item, G/L #, Vendor, Print Code, Group Code, Location, Category, Job Class, or Description. The Item #, Description, Unit, and Price will be printed, along with any special quantity prices for the selected level.
Inventory Mark-Up (Report # 1-9)
This is a listing of all Inventory Items with Description, Unit, List, and Cost. It also gives the percentage that List is marked up from Cost for each item.
Inventory By Vendor & Vendor Item # (Report # 1-10)
This report sorts inventory by four different fields: Vendor, Item # & Vendor 1, Item # & Vendor 2, and Item # & Vendor 3. These four lists are sorted together into one alphabetized list. The report includes Item #, Description, Vendor, G/L Code #, Stock Quantity, Restrictions, Unit, List Price, Cost, Tax Code, and Location.
Inventory Order Advisory (Report # 1-11)
This report shows suggested order quantities for all items whose available quantity is below Minimum. The available quantity is Stock Quantity minus the Customer Order Quantity plus the Vendor Order Quantity. The Vendor Stock Order Quantity is not included.
The suggested order quantity is Maximum minus available quantity. Items having an N (Non-inventory item) or I (Inactive) in Minimum are not printed.
This report may be sorted by Item # or Vendor. If you select Vendor, you will be asked if you want Automatic Purchase Orders. If you enter Y, Purchase Orders will be generated for you when the report is run.
This report can be used with seasonal Maximums and Minimums. When asked, enter the period #, or press Enter for Period 1. For any item that has no Maximum and Minimum for the specified period, Period 1 will be used.
See helps given for the Maximum and Minimum fields on the Inventory screen.
If you want the report to exclude future customer orders from the calculations, enter the "For Delivery Through" date. Quantities from any customer order with a later delivery date will then be excluded on the report.
The report lists Vendor, Item #, Description, Location, Quantity sold year to date, 1 year ago and 2 years ago, Minimum qty, Maximum qty, Stock qty, Customer Order qty, Vendor Order qty, Stock Order qty, Quantity per case, Cost, Amount, (cost of order) and List Amount (retail value of order).
If an item is superseded (with New Item # filled in), and the new item has Min/Max already set, the old and new items are processed separately, like any other item.
However, if Min/Max are blank on the newest item (and any other items in sequence if a multi-level supersession), the quantities of the original item and the newest item will be added together, and an order (for the newest item) will be created based on that sum. The report will indicate that the item supersedes item xxxx.
In rare cases, a superseding item will appear more than once on the report. In such cases, previously ordered quantities are deducted so that the total quantity ordered is still correct.
Vendor Inventory Report (Report # 1-12)
This report prints the amounts and prices of the Inventory Items purchased from each Vendor for which there is activity. This report includes Reference #, Vendor Code & Name, Date, Invoice #, Item # & Description, Quantity, and Price.
Customer Inventory Report (Report # 1-13)
This report shows the Inventory items sold to each customer for which there is activity. It includes Reference #, Customer Code, Name, Address, Phone #, Date, Item #, Description, Unit, Quantity, Price, and Amount.
You will be asked for a starting reference number. To see the entire history, press Enter. To see only the more recent detail, enter a starting A/R Invoice number.
You also have the option of entering a Salesman code. This will print only customers with that code in the Salesperson field.
Inventory Price List by Print Code (Report # 1-14)
This report prints the Inventory List Prices sorted by Print Code. It lists the Item #, Description, Unit, Print Code, Location, and List Price.
When you are asked for a print code, you can press Enter for all items. If you enter a code, only items whose Print Code either matches or contains the code you entered will be printed.
Inventory List Prices & Stock (Report # 1-15)
This report gives you various options depending on how you want to print an inventory list.
Press S to print only inventory items that have a positive stock quantity. It will not list items that show zero stock.
Press N to print only inventory items that show a negative stock quantity. This is useful for checking for inventory mistakes or problems.
Press O to print inventory items that have stock and/or customer order quantities. One column gives the stock quantity, one column gives the order quantity and the third column gives the net total which equals the stock quantity minus the customer order quantity.
If you simply press Enter, the report lists all inventory items whether there is a stock quantity or not.
All of these options list the Inventory #, Description, G/L #, List Price and Update Code. All but the O option show the Inventory Restriction code as well.
Invoice Orders From Stock (Report # 1-16)
This report is an automatic invoicing program. Open Customer Work Orders are scanned. If there are items in stock to fill the orders, it will fill in the Ship field and create invoices for them, deleting each work order that has been totally filled. Any item that does not have enough stock to fill an order will automatically be back ordered.
When you are asked for a password, enter PASS unless another password has been set up.
This report skips estimates, orders with a + in the Bill Code field, and orders with a Job #.
Orders with an H (Hold) in Bill Code will not process until all the items on the order can be shipped. Items on the orders are re-priced according to the current price on the Inventory (I) screen unless Bill Code on the order has a Q (Quote) in it. Orders with a Q in Bill Code will use the price on the order. Orders with a B (Both) in Bill Code will have the functions of both H and Q. Orders with nothing in Bill Code will re-price and ship whatever is in stock even if the shipment is partial.
You may want to run this report each time after you receive a shipment and enter bills from Vendors. This will keep your customer orders up to date without paging through to check if you have stock for the items on order.
All Serial Numbers (Report # 1-17)
This report prints a listing of all the serial numbers for each inventory item you track. It shows the Inventory Item # and its Description, followed by a list of all the serial numbers for that item. For each serial number, it shows location, quantity on hand, quantity sold, and rebate quantity.
You may print the report for a specific location, as entered on the Inventory Serial Number ('F) screen. Enter the Location code you want, or dash (-) for unspecified (serial numbers with no Location code) or Enter for all serial numbers.
You can also enter a starting and ending date to print only serial numbers that have had transactions within a certain time period.
Serial Numbers On Hand (Report # 1-18)
This report lists only the serial numbers that are in stock, for each item you track. It shows the Inventory Item # and its Description, followed by a list of the serial numbers on hand for that item. For each serial number, it shows location, quantity on hand, quantity sold, and rebate quantity.
You may print the report for a specific location, as entered on the Inventory Serial Number ('F) screen. Enter the Location code you want, or dash (-) for unspecified (serial numbers with no Location code) or Enter for all serial numbers.
Inventory Sales History (Report # 1-19)
This report prints a detailed history of sales for each item, based on accounts receivable invoices. It lists the Item # and Description followed by the Invoice #, Slip #, Date, Customer Code and Name, Quantity, Price, Unit, Amount, Cost, and Cost Amount, with totals for each item, and a grand total at the end. With each item total, the average price appears. Cost and Cost Amount do not appear when the report is run on the screen.
When you run the report, you have the option of pressing S to print only the Serial # items (items with a Y in Track Serial #). You can also enter starting and ending dates to see only sales within a certain time period.
Inventory Purchase Orders (Report # 1-20)
This report prints a listing of the Purchase Orders sorted by Item #. It lists the Item # and Description, followed by the Purchase Order # and Date, Vendor Code and Name, Order Quantity, Receive Quantity, Price, Amount, and Ship Date, with totals for each item, and a grand total at the end.
Inventory Sales Order Detail (Report # 1-21)
This report prints a listing of the Sales Orders from the Customer Work Order (M) screen, sorted by Item #. It lists the Item # and Description, followed by the Order # and Date, Customer Code and Name, Quantity Ordered, Price, Unit, Amount, Cost, and Cost Amount, with totals for each item, and a grand total at the end. With each item total, the average price appears. Cost and Cost Amount do not appear when the report is run on the screen.
You can also enter starting and ending dates to see only orders within a certain time period.
Inventory Material (Report # 1-22)
ABC MATERIAL COSTING MODULE—This report prints a listing of inventory items with the job material entries for each one from the Material screen. It lists the Material #, Date, Job #, Job Name, and Quantity.
When you run the report, you will be asked to choose one of the following options to select which material to print:
U—material not yet billed (Unbilled)
T—material billed Time & material
C—material billed under Contract
Customer Orders Status (Report # 1-23)
This report lists orders in numerical order, showing all the items on each order. For each item, it shows the date the item was last ordered from a vendor if the item is on order, and the date the item was last received if the item is in stock.
It lists the Customer Code & Name, Order #, Date, Item # and Description, Salesman, Slip #, Job #, Quantity Ordered, Vendor Code, Date Last Ordered, and Date Last Received. An asterisk (*) appears if the quantity in stock plus the quantity on purchase orders is not enough to cover the quantity on customer orders.
This information comes from the Inventory screen, Customer Orders, Purchase Orders, and Bills.
Inventory Stock Adjustment Value (Report # 1-24)
This report calculates the value of inventory adjustments as entered in the Inventory Stock Adjustment (=) screen. When you run the report, enter the starting and ending reference numbers to tell which adjustments to include.
Values are calculated the same way as on Report # 1-7, INVENTORY VALUE, except instead of using the Stock Quantity, this report uses the Variance (which is the amount the Stock Quantity changed).
Receivable Job Orders (Report # 1-25)
This report prints a list of the orders on record that have job numbers entered on them.
It lists the Order #, Date, Job #, Customer Code, Customer Name, Item Code, Item Description, Order Quantity and Stock Quantity.
Inventory Pricing Levels (Report # 1-26)
This report is a list of Inventory items, showing Item # and Description, Unit, Cost, List Price, and the actual prices for Discount Level A, B, C, D, and Special Discount. Any quantity prices are also listed. With each price printed, the markup percentage (over Cost) is shown. It does not print inventory items with an N in Minimum.
Inventory Discount (Report # 1-27)
This report lists all items from the Inventory (I) screen, giving the Item #, Description, Unit, Cost, List Price, Discount Level A, B, C, and D, and Special Discount.
Inventory Cross-Reference (Report # 1-28)
This report prints a list of all Inventory items that have a New Item # set up. It prints the Old Item # and the New Item # for cross-reference.
Inventory Minimum and Maximum List (Report # 1-29)
This report lists the minimum and maximum quantities for each inventory item that has the Minimum and/or Maximum fields filled in. It lists the Item #, Description, and quantities for up to 13 periods. See help on Maximum and Minimum fields of the Inventory screen for more help on this.
Monthly Quantities Sold (Report # 1-30)
This report allows you to print the quantities sold for any period of time. It prints the months of the year across the top of the page and lists the quantities sold under the proper months. This report covers a 12 month period ending with the month specified by the Report Date.
If an item was sold with different Units during the report period, quantities for each Unit will be listed on a separate line.
Monthly Quantities Purchased (Report # 1-31)
This report allows you to print the quantities bought for any period of time. It prints the months of the year across the top of the page and lists the quantities bought under the proper months. This report covers a 12 month period ending with the month specified by the Report Date.
Note: This report uses the Invoice date from the Bill Entry screen and not the Control date to determine in which month an item was purchased.
Quantities Bought And Sold (Report # 1-32)
This is a combination of Report # 1-30, MONTHLY QUANTITIES SOLD and Report # 1-31, MONTHLY QUANTITIES PURCHASED.
It allows you to print the quantities bought and sold for any period of time. It prints the months of the year across the top of the page and lists the quantities bought and sold under the proper months. This report covers a 12 month period ending with the month specified by the Report Date. A B indicates quantities Bought; an S indicates quantities Sold.
If an item was sold with different Units during the report period, quantities for each Unit will be listed on a separate line.
Note: This report uses Invoice date from the Bill Entry screen and not Control Date to determine in which month an item was purchased.
Inventory Shipping Ticket Detail (Report # 1-33)
This report prints a listing of the shipping tickets from the Bill Entry (B) screen, sorted by Item #. It lists the Item # and Description, followed by the Bill Entry Reference #, Invoice Date, Invoice #, Vendor Code and Name, Quantity, Price, and Amount, with totals for each item, and a grand total at the end. With each item total, the average price appears.
Serial Number Sales & Service Detail (Report # 1-34)
If you want to track Sales and Service Detail for some of your Inventory items, you must put a > sign in the Unit field and a Y in the Track Serial # field on the I screen where the Inventory item is set up.
Report # 1-34 lists the invoices which show the sale or service of serial-numbered items that were set up as described above. The report displays the item code and serial number, separated by a slash (/), and the item description. Next it lists the Reference (Invoice) #, Date, Customer and total invoice amount. Following are listed each line from the invoice with the item code, description, quantity, price, and amount.
To show the service history of an inventory item, the invoice must have the item listed with a >, the item code, a /, and the serial number.
Here's an example of entering service history for a customer's lawn mower.
When you originally bought the lawn mower, you entered the purchase into your ABC Accounting software. You used a code for that model of lawn mower, that had been set up on the I screen with a > in the Unit field and a Y in the Track Serial Number field.
When you sold the lawn mower, the serial number was entered on the customer's invoice.
To bill him for service performed, go to the R screen. Type in his customer code and press Enter. Press Shift+Up arrow to place your cursor on the first line of the invoice.
To display all items purchased by this customer which have Serial Numbers and Service Tracking, type a > and press F6. (Do NOT press Enter.) This brings up the list. Using the Up or Down arrow keys, choose the item which is being serviced and press Enter. This puts a >, the item code, and the serial # on the invoice. Enter the parts being used and whatever labor is being billed on the following lines. Complete the invoice as usual.
Physical Inventory Listing (Report # 1-35)
This report may be sorted by Item # or Location. It prints a list of the inventory items with the Location, Item #, New Item # (if the item # was changed), Description, List Price, and Stock Quantity (with serial numbers, if there are any). It also prints blanks for you to fill in the actual count and notes beside each item. Lines are provided at the bottom of the page for you to write in additional items.
This report does not print inventory items with an N in Minimum.
For information on entering physical inventory counts, see the help titled “Taking Inventory.”
Inventory Customer Order Quantities (Report # 1-36)
This report lists items that have a Customer Order Quantity, which means they are on the Customer Order screen. The report shows Item #, Description, and Customer Order Quantity.
Inventory Variance At Cost (Report # 1-37)
This report goes through the records on the Inventory Stock Adjustment screen and calculates how much you gained or lost by adjusting your inventory stock. When you run the report, enter the starting and ending reference numbers to tell which adjustments to include.
The report lists the Entry #, Location, Item #, Description, Stock Quantity (before adjustment), Count, Variance, Price (from the current Cost), and Amount. At the end of the report, it shows either gain or loss; a positive number is gain, and a negative number is loss.
Adjustments By Inventory Item (Report # 1-38)
This report lists Inventory Stock Adjustments (from the = screen), sorted by Item #. It lists the Item # and Description, then for each adjustment it shows the Date, Reference #, Stock Quantity (before adjustment), Count, Variance, and Remark (if there is one).
Inventory Assemblies (Report # 1-39)
This report lists each assembly that has been set up on the Assembly (A) screen. First it gives the Code of the assembly and its Description. Then each item of the assembly is listed with its Item #, Description, Quantity, Remark, Cost and Last Purchase Date. There is an Assembly Total of the Cost for each Assembly.
Change Inventory Codes (Report # 1-40)
Ask for help from your ABC Accounting representative before running this report.