Automatic Write-Off of Variable Stock

Selected Stock Items by nature may not be shipped in exact quantities particularly when shipped in bulk. Alternatively you may have a standing order to refill vending machines but the actual items sold depend on what has been used in the previous period.

This type of adjustment in the delivered / invoiced quantity from the order quantity is handled by the write-off procedures within the order processing document but this by nature is either a manual process or, if performed automatically, global assumptions have to be made. This feature allows selected stock / order lines to be flagged as ‘variable’ stock lines.When processed on delivery / invoice the ‘unprocessed’ balance of the line is automatically written-off (or accepted if over-processed).

Installation

Database Changes

The primary control for a variable stock order line is a flag on the sales/purchase order detail record. However, where a stock item is generally shipped in a variable manner you can create this flag on the stock record and copy to the order detail.

To restructure a database select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the required application, Stock Control or Sales/Purchase Order Processing, and choose to update the live files. If creating a default flag for the Stock record choose Stock File, if creating the control flag on the order detail select the Sales / Purchase Order Detail File. Once the current data items within the file are listed use the <Page-Down> and <Down-Arrow> keys until reach a blank field and then press <Enter> to add a new item.

Item Name Type Description

VARIABLE-STK ? Flag to allow automatic write-off of any balance on the order line.

Enter the item name within the first input and select the ‘?’ item type in the second. Once you have returned to the item list press <ESC> and select the UPDATE button to update the database changes.When prompted confirm that you wish to extract data to the new database structure and, if appropriate, that table descriptions are to be transferred.

Once updated you will be prompted to ‘Remove the Old Database’ – respond as required and also prompted if you wish to update the BASE file with the same change. Base Files are used when you create a new company – if you wish to update the base files respond affirmatively and make the same change as above taking care to keep the same data item name/number as on the live file.

Once the changes to one database are complete make the same change to any of the other databases as required.

Set Database Profiles

The new flag item needs to be referenced within the Database Profiles for the Order Processing application. In addition if setting the flag on the stock record you will need to define a copy item from the stock file to the order detail.

To update the Database Profiles select Installation from the main menu followed by Application Manager and then Set Database Profiles. Select the required Order Processing application and, if Sales Order Processing move down to the parameter screen Detail Optional 6 (if POP select Detail Optional 1).

Press <Enter> or use the mouse to select the input for ‘Variable Stock Item’ on the left of the screen and then press <F4-Select> to pick up the item number of new variable stock item you have just created.

If setting the flag on a stock item and copying to the order detail you need to also select one of the STK to DET parameter screens to configure the copy item. Here the values are entered on the left of the screen in matching pairs so you need to select the Variable-Stk flag on both the stock file and the order detail file - <F4-Select> is available if required.

Application Screen Layouts

Changes are required to the order detail entry procedures to allow display / update of the variable stock flag plus, if setting a default on the stock record, the stock maintenance screens.

To update the order entry screens select Installation from the main menu followed by Application Manager and then Application User Facilities. Select the required Order Processing application followed by Enter/Amend Orders and Maintain Order Details.

Position the cursor using the mouse where you require the text label for the variable stock input and then type the required text. If you make an error move back and (making sure the INSERT status is off) either overtype with text or space characters. If the existing characters shift to the right press the INSERT key to switch to OVERTYPE mode and continue.

To insert the data item position the cursor where required using the mouse and then press <F4-Select>. Move down to the new Variable Stock flag on the list of items and press <Enter> to select and update the item on to the screen. You are then prompted whether the item is view-only, set for upper case input (recommended) and whether input is mandatory – respond as required.

Once complete choose File from the toolbar and then Save and Exit. When prompted for the selective order detail screens press <ESC> to return to the menu.

You may be using an alternative order entry method to the full-screen design input by using either fast input / detail pick entry or using the ‘system-designed’ full screen order entry. To update these entry procedures select Advanced Input Facilities from the current menu and then select Additional Order Detail Items to be Input

To update the fast input / detail pick entry process to include the variable stock item select Fast Input Features from the current menu.

To include the Variable Stock flag set the ‘tick box’ of the Extra Item that added previously.

Note when entering order details in this manner items are prompted across the screen and, depending on screen resolution, font settings and item sizes, items from the end of the list may be omitted. If the required variable stock item is not displayed you may have to omit other items earlier in the list or look to ‘truncate’ the display (but not the input) of the description input.

To update the Stock Maintenance screens, if required, <ESC> back to the Application Manager menu and then reselect Application User Facilities, the Stock application, Maintain Stock and then Add New Stock Record. The general stock maintenance screen is then displayed and be updated to include the variable stock flag as per the general screen design processes discussed earlier.

Document Design Manager

Document parameter settings are required both to allow write-off procedures on delivery / invoice documents and to process the variable flagged order lines automatically.

To update the document parameters select Installation from the main menu followed by Application Manager and then Document Design Manager. Select the required Order Processing application and then select the required document category. Once the available documents are listed enter the document number required and press <Enter> to display the document mask.

The Write Off parameters are set on screen 1 of the Document Parameters which can be accessed by selecting the Parameters option from the toolbar.

Allow Adjustments to ‘Inv’ Qty & Write Off – set to allow write-off / over-delivery functionality (required for variable stock handling).

W/Off Var-Stk – set to automatically write off under delivery / invoice of order lines flagged for variable stock (or auto-accept over delivery / invoice)

If Write-Off then Ask at Each Detail Line – set to prompt to write-off/over-delver against each detail line where appropriate (required for variable stock handling).

Default Back Order – set whether to default, on non-variable order lines, whether the default is to leave the balance of an order line on back order or to write-off the balance.

Default to back-order if delivery was back order – applicable for invoice documents layouts set, for non-variable order lines, the invoice to default to back-order or write-off based on the response selected on the delivery note.

Once complete press the OK button to return to the document mask and then select from the File menu the Save and Exit options to leave the current document design and then repeat for the other documents as required.