1 - Inventory Reports

Report Selection Screen *================================================* Enter a number to select the report you want. The Report Generator screen will appear.

For specific Help with a Report, type that Report number and press .

If you press when you have the Report Generator on screen, you will find general help on how to use the report generators.

If the (Stop BGR)S message appears it means that a Report is running in the BackGround. If you want to stop it before it finishes, press S.

Often you can press R to reverse the direction of the report and review the information. BEWARE, this may adversely affect your report totals.

Inventory Listing (Report # 1-1)
This report may be sorted by (I)tem, (G)/L#, (V)endor, (P)rint Code, group (C)ode, (L)ocation, (K)ategory, or (J)ob Class. It gives a list of the Item #, Description, Vendor, G/L Code, Stock Quantity, Restrictions, Unit, List & Book Price, Tax Code, and Location for all Inventory items.

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 Auto-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 & name, quantity, price, and 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 the Cost from the A/P Bill file (B).

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, Book 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 Print Code. 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" the computer will create an INVENTORY VALUE entry in the Computer Entries ledger. See "Posting Inventory Value to General Ledger" on the following screens.

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, not yet purchased) if shipping tickets are not included (see "Posting Inventory Value to General Ledger," below).

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 computer 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 Book price.

Where a purchase cost was higher than the current Book price, the item is valued at Book price 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 contains a "Z", which forces the zero value to appear on this report.

Posting Inventory Value to General Ledger (Report # 1-7)
Before posting inventory value to General Ledger, the following account numbers must be set up on the System Setup screen (#): Inventory Start, Inventory Reversal, and Sales Start. Shipping Tickets account number must be filled in if you want to include shipping tickets, or 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 500, an item with a sales account of 501 must have a corresponding inventory account of 101.

Posting inventory value creates two entries in the Computer Entries ledger. The first entry, dated the end of the report month, posts the value into each inventory account. The second entry, dated the first of the following month, reverses the first 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 number on an item is not a sales account. When this happens, the computer posts the amount 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, the computer will give an 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 List Prices (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 (I)tem, (G)/L#, (V)endor, (P)rint Code, group (C)ode, (L)ocation, (K)ategory, (J)ob Class, or (D)escription. 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, and Item# & Vendor 1, 2, and 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, Book Price, 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.

This report may be sorted by Item # or Vendor #. If you select (V)endor, you will be asked if you want Automatic Purchase Orders. If you enter "Y", the computer will generate Purchase Orders.

This report can be used with seasonal Maximums and Minimums. When asked, enter the period #, or press for Period 1. For any item that has no Maximum and Minimum for the specified period, Period 1 will be used.

Press< M >for explanation of (M)aximum. Press< N >for explanation of mi(N)imum.

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 computer will add quantities together from the original item and the newest item, and order accordingly on the newest item. The report will indicate that the item supersedes item [X].

In rare cases, a superseding item will appear more than once on the report. In such cases, the computer deducts the previously ordered quantity 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.

The computer will ask for a starting reference number. To see the entire history, press . To see only the more recent detail, enter a starting A/R Invoice number.

You also have the option of entering a Salesman#. 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 the computer asks for a print code, you can press for all items. If you enter a code, the computer will print only items whose Print Code either matches or contains the code you entered.

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 either a negative or positive stock quantity. It will not list items that show no 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 , 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. The computer will scan through the open Customer Orders and fill any items that are currently in stock. It will print invoices and delete any orders that are completely filled. Any item that does not have enough stock to fill an order will automatically be back-ordered. When the computer asks 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 repriced according to the current price on the Inventory file (I) 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 reprice 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 (B) 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 File ('F). Enter the Location Code you want, or dash (-) for unspecified (serial numbers with no Location Code) or 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.

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 Receivable Order screen (R), 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 file (M). 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 list 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 file, Customer Orders, Purchase Orders, and A/P Bills.

Inventory Stock Adjustment Value (Report # 1-24)
This report calculates the value of the 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). See F1 help on Report # 1-7 or press <I> to see the same information on the screen.

Receivable Job Orders (Report # 1-25)
This report prints a list of the orders on file 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 (I), showing Item # & Description, Unit, Book Price, List Price, and 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 Book) is shown. It does not print Inventory Items with an "N" in Minimum.

Inventory Discount Keys (Report # 1-27)
This report lists all items from the Inventory file (I), giving the Item#, Description, Unit, Book Price, 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 these quantities for up to 13 periods. Periods are defined by the user.

M }I12a

Monthly Quantites 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 Invoice date from the Bill Entry screen and not 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 A/P Bill screen (B), sorted by Item #. It lists the Item # and Description, followed by the Bill 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 "/", 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 had bought the lawn mower originally, it was entered into the computer. 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 . Press 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 . (Do NOT press .) This brings up the list. Using the or Arrow keys, choose the item which is being serviced and press . This puts a ">", the item code and serial # on the invoice. Enter the parts being used and whatever labor is being billed on the following lines. Complete the invoice as usual.

To view or print Serial Number Sales and Service Detail use Report 1-34.

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 the computer Stock Quantity, with serial numbers, if 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 into the computer press <I>.

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 file. The report shows Item#, Description, and Customer Order Quantity.

Inventory Variance At Book Price (Report # 1-37)

This report goes through the records on the Inventory Stock Adjustment screen (=) and calcu- lates how much you gained or lost by adjusting 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 Book Price), 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 (=), 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 screen (A). 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, Book Cost and Last Purchase Date. There is an Assembly Total of the Book Cost for each Assembly.

Inventory Defaults (Report # 1-41)
This report lists the Inventory Default Records that have been set up on the Inventory screen (I). All Default Record Codes begin with a quote ("). First the Code is listed without the quote. Next is the Logic, which is the Remark field of the Default Record. Last is listed the Description.