This screen is used in taking inventory. Inventory counts should be done on a regular basis, based on how many turns of inventory you have per year. Follow the instructions on Taking Inventory as described toward the end of this chapter.
Helps Accessed From the Stock Adjustment (=) Screen
File Help (=)
Ctrl+N—clears the screen and loads the next available reference number. This does not save or un-save any record.
F5—exits lookup.
F6—opens lookup.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
Load Help (=)
Ctrl+D—duplicates a record. Set up the new Assembly record in the Inventory Items screen. Go to the Assembly screen. Enter the new record code. Press Ctrl+D and enter the code of the Assembly record you want to duplicate.
Alt+N—loads the Next Inventory Item on the line where the cursor is.
Alt+P—loads the Previous Inventory Item on the line where the cursor is.
F7—opens/loads previous record.
F8—opens/loads next record.
Shift+F7—When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.
Shift+F8—When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.
Edit Help (=)
Ctrl+A—Adds a blank line at the cursor. This only works in repeating fields.
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+E—Erases the line where the cursor is. This only works in repeating fields.
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Home—places the cursor at the beginning of a field.
End—moves the cursor to the end of a field.
Page Up—moves the cursor up one screen at a time when the cursor is in the repeating fields. Anywhere else on the screen, place the cursor on the top line of the repeating fields.
Page Down—moves the cursor down one screen at a time when the cursor is in the repeating fields or to the next available line.
Shift+Up arrow—moves the cursor to the first line of the currently loaded record.
Shift+Down arrow—moves the cursor to the last line of the currently loaded record.
Tools Help (=)
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+W—puts the currently loaded reference # on a Word Processor list. To see the list, press F10, W, Ctrl+N (to clear screen), and then type =LIST. Ctrl+W
Alt+T—saves all current stock quantities as listed on the Inventory (I) screen into a special file.
This option is used so that a certain amount of business can be conducted before you enter the quantities into the software. Usually, you will want to choose a particular section for counting; press Alt+T to save the current quantities; then count items in that section. Noting actually quantities on paper is fine. These quantities can then be entered at your leisure. The only thing you have to be careful of is that nobody buys or sells anything from that section before the counting has been completed.
After you get the actual quantities for the items you are counting, you can resume sales and purchases on the computer. Since the program saved the stock quantity when you started your counting and tracks the transactions that have changed the inventory stock quantities since you counted, you will be able to enter the stock quantities into the program at your leisure. However, they do need to be entered before you run inventory value or before you do another Alt+T to count more items.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Reference # (=.0)
The reference code is automatically generated. Data files stored here are numbered sequentially.
This is defaulted to the system date, but may be changed here.
You may enter any remark of your choice.
Inventory Item (=)
Enter the Item # from the Inventory (I) screen for the item you want to adjust. When you press Enter the Item Description is displayed.
Count Quantity (=)
Enter the total quantity on physical inventory. After you press Enter, the next item loads automatically.
One caution—pressing Enter without a quantity will have the same effect as entering 0. It will zero the Stock Quantity when the record is saved. If you don't want to zero the Stock Quantity on an item that has come up, you must either
When you are ready to save your record, there will probably be an extra item at the bottom because the program automatically loads another item whenever you press Enter. For this reason, you will be asked, "Do you want to save the last line? (Y/N)" Press N to remove the extra line before saving the record.
Multiple Occurrences, Stock, or Transferred Qty (=.781)
The Multiple Occurrences Stock or Transferred Quantity options allow several ways of counting your inventory. Before you begin, do make sure that all accounts payable bills have been entered in the system for all items being counted and receivable invoices have been entered for all items not being counted.
Choose S if you wish to do the count and enter all items into the computer before making any transactions that would affect your inventory quantities.
If you use the T option, you need to do an Alt+T before starting the count. This saves all current stock quantities into a special file and allows business to be conducted as normal while inventory is being counted.
The M option is used when you have the same item in several different locations. For instance, if you have a special display of the latest shampoo in the “Displays” location and a regular display in the shampoo aisle, you can count these separately according to location, and the program will add the quantities together to get the total quantity of that item.
Inventory Auto Load by Item, Stocked, Location, or Numbered List Options (=.782)
This field allows you to choose how you want the program to automatically load your inventory items. Enter an I to load inventory Items sequentially, as listed on Inventory screen. Enter an L to load the items from a specific Location, as set up in field 19 of the Inventory screen. To load only items that have a Stock quantity from the I screen, use the S)tock option. And to use the items as they are listed on your printed 1-35 report, use the N)umbered option.
To load items manually, leave this field blank.
List Number (=.783)
This is where you enter the list number from the printed 1-35 report. Leading 0’s are optional. List number 001 may be entered as 1, 01, or 001.
Taking Inventory (=)
The Inventory Stock Adjustment screen is used, when taking inventory, to enter physical inventory count quantities. Following are described three methods of taking inventory.
I. The S Option—This option allows you to count your inventory one section at a time. It works best if you have the inventory location specified on the Inventory (I) screen. Follow these steps:
A. Establish Cutoff Point, this can be at any time in any month.
1. All items counted must have been entered on the Bill Entry (B) screen, either as shipping tickets or as bills.
2. All items removed from inventory must be entered as invoices on the Receivable Invoice (R) screen. Do NOT include these items in your count.
B. Print Report # 1-35, Physical Inventory Listing. Report options are as follows:
1. Type L to sort by Location.
2. Type S if you only want to list items with a Stock Quantity (positive or negative). Or, press Enter to include all items.
3. The Skip Post Dates Before field allows you to skip items that have had no activity since a certain date.
C. Count one section of your inventory, without making any changes to that section, either by invoicing customers or by entering bills.
D. On the printed report from Step # B, write down your actual counted quantity for each item.
E. On the = screen, choose S for Stock Quantity.
F. Use the Auto-Load Option L if you want all the items listed by Location.
1. Enter the first item code from your inventory sheet.
2. Enter the Count Quantity, even if it is the same as the Pre-Adjust Quantity.
3. When you press Enter on Count Quantity, the next inventory item by location is loaded to the screen.
4. Enter the Count Quantity on EACH line.
5. If you leave the Count Quantity field blank on any item, the program will adjust the stock quantity to ZERO on that item.
OR
G. Use neither Auto-Load Option if you want to manually enter only the items which need a quantity adjustment.
1. Enter the first item code that needs a quantity adjustment.
2. Enter the Count Quantity.
3. Enter the next item code that needs a quantity adjustment.
4. Repeat steps 2 and 3 until you are finished with the section.
II. The T Option—This option is used with Alt+T (Transfer) allowing you to count your inventory one section at a time or all at once.
A. Establish Cutoff Point, this can be at any time in any month.
1. All items counted must have been entered on the Bill Entry (B) screen, either as shipping tickets or as bills.
2. All items removed from inventory must be entered as invoices on the Receivable Invoice (R) screen. Do NOT include these items in your count.
B. Print Report # 1-35, Physical Inventory Listing.
1. Type L to sort by Location.
2. Type S if you only want to list items with a Stock Quantity (positive or negative). Or, press Enter to include all items.
3. The Skip Post Dates Before field allows you to skip items that have had no activity since a certain date.
C. Go to the = screen, and press Alt+T to run the inventory transfer option. This makes a copy of your current inventory quantities in a special file.
1. Press Y if you entered all stock adjustments since the last transfer, (the last time that you used the Alt+T option.)
2. Enter your password to start the transfer. (This is PASS if no other password has been setup.)
D. Count one section (or all) of your inventory, without making any changes to that inventory, either by invoicing customers or by entering shipping tickets or bills.
E. On the sheet printed out in Step B, write the actual count of your inventory.
You can enter the count quantities at your convenience, but they MUST be entered before you can get an Up-to-date Inventory Value report, and they MUST be entered before you use Alt+T again to count another section of your inventory (or your entire inventory).
F. On the = screen, choose T for Transferred Quantity.
G. Use the Auto-Load Option L if you want all the items listed by Location.
1. Enter the first item code from your inventory sheet.
2. Enter the Count Quantity, even if it is the same as the Pre-Adjust Quantity.
3. When you press Enter on Count Quantity, the program loads the next inventory item by location.
4. Enter the Count Quantity on EACH line.
5. If you leave the Count Quantity field blank on any item, the program will adjust the stock quantity of that item to ZERO.
OR
H. Use neither Auto-Load Option if you want to manually enter only the items which need a quantity adjustment.
1. Enter the 1st item code that needs a quantity adjustment.
2. Enter the Count Quantity.
3. Enter the next item code that needs a quantity adjustment.
4. Repeat steps 2 and 3 until you are finished with the section, (or your entire inventory).
With either option, do NOT ENTER THE INVENTORY ITEM TWICE.
Note that there are more options available to you than have been described here. Go to help on a particular field for help on further options.
Note the following comments about making inventory adjustments:
The message "Do you want to save the last line?" only appears if there is no quantity on the last line that has an inventory item loaded. If you press Y for Yes, the Stock Quantity for that item will be set to ZERO!! Press N for No to get rid of the extra line before saving.
You can also make adjustments to inventory on the Bill Entry (B) screen. Use .ADJUST as the Vendor and an A in the Pay Code field.
Adjustments to Serial # items MUST be made on the Bill Entry screen. Use .ADJUST as the Vendor and put an A in the Pay Code field.