Inventory Query

Exploring

This program lets you view static details held on file against your stock items, as well as any transactions that have been processed against them.

The information shown is always up to date (i.e. the query reflects the latest information for stock items added or changed).

This program is accessed from the Program List of the Syspro menu:

  • Program List > Inventory

Goods in transit refers to stock items that are in the process of being transferred between warehouses.

SYSPRO's GIT system provides a mechanism to control stock items in transit by monitoring warehouses transfers (processed using the various Transfer functions within the Inventory Movements program) and Supply Chain Transfers (processed using the Sales Order Entry program).

The GIT system is typically used in organizations that manage multiple warehouses and transfer stock regularly between these warehouses.

Within SYSPRO a job is equivalent to a works order. Against each job you record what material is required and what operations/instructions must be performed to complete/convert the raw materials into the finished product.

A purchase order is the document used to define the details of a product or service provided by a seller to a buyer. It becomes a temporary legal contract to buy products or services once the seller accepts it.

Once the need for goods or services is identified and the pre-purchase activities (e.g. requisitioning, supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

This refers to a number or code within a Revision and is typically used to track minor engineering changes to items that are regulated by the Engineering Change Control system.

Once defined, the release for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at release level when many changes are made to the Bills of Materials for ECC-controlled items before the next major design change or revision. Stock on hand can be held within different release levels within a revision level.

Release numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rel and Release are the descriptions assigned to the Release field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

This refers to a number or code that is typically used to track major engineering or design changes to items that are regulated by the Engineering Change Control system.

Once defined, the revision for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at revision level when few changes are made to the Bills of Materials for ECC-ontrolled items before the next major design change. Stock on hand can be held within different revision levels.

Revision numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rev and Revision are the descriptions assigned to the Revision field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

If the Bill of Materials module is installed, stocked items may be linked in a parent/component relationship for use in Work In Progress and Sales Orders (Kit sales).

You can use the stock code as a selection criterion when generating reports.

You maintain stock codes using the Stock Code Maintenance program.

Suppliers provide a mechanism for you to raise purchase orders within SYSPRO, as well as being used as a selection criterion to generate reports.

You can configure group suppliers to facilitate group and intercompany group payments (i.e. processing a single large remittance to a primary supplier instead of multiple payments to many individual suppliers).

Static information configured against a supplier is used to determine applicable tax, discounts, etc., when processing purchasing transactions.

Documents received from a supplier (e.g. invoices, credit notes, debit notes, etc.) are stored against the supplier and let you keep track of the company's liabilities.

You maintain supplier details using the Suppliers program and you create group suppliers using the AP Group Suppliers program (Program List > Accounts Payable > Setup).

The warehouse which is receiving a stock item from another warehouse within the organization.

This is sometimes also referred to as the receiving warehouse.

This refers to a stocked item which can be transferred to another warehouse within the organization, to replenish stock in the other warehouse.

A stock item is designated as transfer-supplied using the Warehouse Maintenance for Stock Code program.

Stock items can be transferred by processing a Supply Chain Transfer (SCT) order in the Sales Order Entry program or using the various Transfer functions within the Inventory Movements program.

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

For example:

You may want to split your inventory raw materials and finished goods into different logical warehouses even though they are located in the same physical warehouse.

You maintain warehouses using the Warehouse Maintenance program.

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls operator access for the following:

  • To run the Structures and Routings program.

  • Access to the following queries from the Production pane of the Inventory Query program:

    • Where Used
    • Structure
    • Routing

Denying this activity takes precedence over the setting defined for the Structures and Routings program in the Operator Groups program.

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

Controls whether stock item costs are displayed in the following modules:

  • Inventory Control

  • Work in Progress

  • Projects and Contracts

  • Inventory Planning

  • Purchase Orders

It also controls whether cost values are printed on the Stock Take Variance report and the unit cost for bought out items is printed on the Advanced Trial Kitting (Legacy) report.

If you deny an operator access to the viewing costs in Inventory Query, while allowing the same operator to maintain stock codes, then the operator can view details of BOM costs held against the item.

Controls whether an operator can edit dangerous goods text against a stock item.

Controls whether an operator can edit inspection text against a stock item.

Controls whether an operator can edit job narration text against a stock item.

Controls whether an operator can edit purchase order text against a stock item.

Controls whether an operator can edit sales order text against a stock item.

Controls whether an operator can edit technical specification text against a stock item.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in Syspro may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.

Setup Options > Configuration > Distribution > Inventory

  • Costing method
  • Include non-merchandise costs
  • Full goods in transit transfers facility
  • FIFO valuation
  • Multiple bins

Setup Options > Configuration > Distribution > Purchase Orders

  • Include non-merchandise costs

Setup Options > Configuration > Manufacturing > Bill of Materials

  • Stock control level

Setup Options > Configuration > Manufacturing > Work in Progress

  • Reserve stock for confirmed jobs
  • Work in Progress inspection required

Setup Options > Preferences > Distribution > Inventory

  • Show multiple companies warehouse values
  • Filter based on operator access list

Setup Options > Preferences > Manufacturing > Bill of Materials

  • Subcontract operation and material costs
  • Alternate routings

Setup Options > System Setup > General

  • Multi-language for document printing

Solving

You can personalize this query in a number of ways, including:

  • Set preferences that affect what information is displayed (retained for future use).

  • Configure property sheets (e.g. the section headed Stock Code Details).

    This includes being able to sequence items by dragging them up or down, to show important items first.

  • Configure the Warehouse Values, Warehouse History and Movements listviews. This includes being able to sequence columns by dragging them left or right, sorting columns and changing column widths.

  • Configure the layout of the panes on the screen, including hiding or displaying panes.

The decimal number displayed in this query depends on the following:

  • The entry defined against the Edit quantities using decimals option in the Company Maintenance program.
  • The entry defined against the Maximum number of decimals option in the Stock Code Maintenance program.

The ABC Analysis program uses the YTD usage value to classify stock items into A, B, C or D class items.

The following is an example of how the annual usage value is used to classify stock items starting with a new stock code:

Month 1 Sales = 100 Total = 100 Month end - no action ABC report calcs as 100 / 1 * 12 = 1200
Month 2 Sales = 120 Total = 220 Month end - no action ABC report calcs as 220 / 2 * 12 = 1320
Month 3 Sales = 120 Total = 340 Month end - no action ABC report calcs as 340 / 3 * 12 = 1360
Month 4 Sales = 110 Total = 450 Month end - no action ABC report calcs as 450 / 4 * 12 = 1350
Month 5 Sales = 120 Total = 570 Month end - no action ABC report calcs as 570 / 5 * 12 = 1368
Month 6 Sales = 120 Total = 690 Month end - no action ABC report calcs as 690 / 6 * 12 = 1380
Month 7 Sales = 110 Total = 800 Month end - no action ABC report calcs as 800 / 7 * 12 = 1371
Month 8 Sales = 120 Total = 920 Month end - no action ABC report calcs as 920 / 8 * 12 = 1380
Month 9 Sales = 120 Total = 1040 Month end - no action ABC report calcs as 1040 /9 * 12 = 1387
Month 10 Sales = 130 Total = 1170 Month end - no action ABC report calcs as 1170 / 10 * 12 = 1404
Month 11 Sales = 120 Total = 1290 Month end - no action ABC report calcs as 1290 / 11 * 12 = 1407
Month 12 Sales = 100 Total = 1390 Month end - no action ABC report uses 1390
Year end - no action        
Month 1 of the next year Sales = 150 Total = 1540 Month end calculation - 1540 / 13 * 12 = 1422 ABC report uses 1422
Month 2 of the next year Sales = 110 Total = 1532 Month end calculation - 1532 / 13 * 12 = 1414 ABC report uses 1414

The Annual usage value = Usage brought forward from previous period end plus ((quantity issued x cost) + (quantity sold x cost) for the current period to date).

The cost at the time the transaction was processed is used, not the current cost.

The annual usage value of a stock item is used to determine its classification. This value is the total cost of sales and issues of an item over the past 12 months.

The program calculates the total inventory usage value by accumulating the annual usage value for each warehouse. It then calculates the annual usage value for each stock item.

The annual usage value (A.u.v) is increased in a period by the sales values as invoices are processed. The cost used at the time that the invoice was processed is used. Similarly, the total inventory usage is updated when the item is issued. Therefore, during a specific period, the YTD usage is the usage as at the previous period end, plus the usage from movements that have occurred during the current period.

For each month end after the 12th month, the usage value is annualized by dividing the value by 13 and multiplying by 12. If the annual usage value of a stock item is based on less than 12 months history, then the value is divided by the number of months that the item has been held on file, and multiplied by 12 to give an annual usage value.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

The following table indicates the possible statuses for Inventory journals:

Status Description

* - Journal in process

This indicates that the selected journal is currently in process.

0 - Journal not printed

This indicates that the selected journal has not yet been printed.

1 - Journal printed

This indicates that the selected journal has been printed.

The following table lists the transaction codes and types that occur in the Inventory Control module.

These transaction types are stored in the InvMovements table and are printed on the following reports:

  • Inventory Journal Report
  • Inventory Distribution Report
  • Optimized Kardex
Code Description

ABC

X - ABC journal record

ABC

x - ABC variance journal

ADJ

A - Adjustment

BACK

Backflushing

BFL

B - Backflushing variance

BIN

b - Bin transfer for multiple bins (journal and movement only)

CHG

C - Cost change

DSP

D - Dispatch note reversal

DSP

d - Dispatch note issue

EXP

E - Expense Issues

GTR

z - GIT cost multiplier

GTR

z - GIT cost multiplier non-merchandise variance

INS

W - WIP inspection

ISS

I - Issue

MOD

M - Cost modification

PHY

P - Physical count

REC

c - GRN cost multiplier entry

REC

G - GRN (Goods Received Note)

REC

g - Cost multiplier non-merchandise variance

REC

R - Receipt

REW

O - WIP inspection rework

SCR

S - WIP inspection scrap

TIMM

Immediate transfer

TIN

Transfers IN

TNOD

Transfers - No destination

TOUT

Transfer OUT

TOT

t - TOTAL variance entry

TRF

T - Transfer

VAR

a - Variance caused by average cost calculation

VAR

f - FIFO rounding

VAR

s - Variance caused by standard cost transfer

VAR

v - Variance caused by standard cost transfer

VAR

w - WIP automatic write-off variance

Referencing

Field Description
Query  
Multiple Bins

Select this to view bins for the stock item.

This function is only available if the Multiple bins setup option is enabled.
FIFO/LIFO Buckets

Select this to view FIFO or LIFO buckets for this item.

This function is only available if one of the following is true:

  • The FIFO valuation setup option is enabled.
  • Your Costing method is defined as FIFO.
  • Your Costing method is defined as LIFO.
Lots

Select this to view lot traceability details for the stock item.

This only applies if the stock code is defined as a traceable item.
Reserved Parent Lots

Select this to use the Lot Traceability Parent Reservations program to view reserved lot information for the stock item.

This only applies if the stock code is defined as a lot traceable parent item.
Serial Tracking

Select this to view serial number tracking information for the stock item.

This only applies if the stock code is defined as a serialized item.
Reserved Parent Serials

Select this to view reserved serial information for the stock item.

This only applies if the stock code is defined as a serialized parent item.
Alternate Stock Codes

Select this to view and maintain alternate stock codes that have been assigned to the stock item.
Goods in Transit

Select this to view the goods in transit details for the selected stock item.

This option is only available if the Full goods in transit transfers facility setup option is enabled.
Movements

Select this to view a detailed history of sales and inventory movements processed against the stock item.
Customer Stock X-Ref

Select this to view and maintain any stock code interchange details held on file for a specific customer, or all customers.

This only applies after a stock code has been entered and accepted. You can, however, use the Find toolbar option to find a customer stock code cross reference before a stock code is entered.

You establish an interchange using the Customer Stock Codes program.

This enables you to selectively link customers to specific SYSPRO stock codes. When the customer's stock code is entered during processing within the Sales Order Entry program, the system then automatically extracts the SYSPRO stock code.

The Stock code interchange required option must be enabled against the customer.
Supplier Stock Code X-Ref

Select this to view and maintain a cross-reference between a SYSPRO stock code and a supplier catalog number.
ATP

Select this to view the available to promise details for a particular stock code/warehouse combination.

You can view details of the individual supply and demand that affects the available to promise for the stock item, as well as time fence calculations that were performed.
Cost Analysis

Select this to view costs in a specific unit of measure for the stock item.
Return Merchandise

Select this to view RMA transaction details processed against the stock item.
Sales

Select this to view outstanding customer orders that have been placed for the stock item.

Select this to view and maintain forecasts for the stock item.

Select this to browse on dispatch notes for an order.

Select this to view and maintain the price codes and prices assigned to the stock item.

If the Pricing method setup option is defined as Manual, Simple or Extended (Setup Options > Configuration > Distribution > Sales Orders) the Browse on Stock Code Pricing program is launched.

If the pricing engine is used, i.e. the Pricing method is defined as Price groups, then the SO Stock Code Price Query by Price List program is launched.

Select this to view and maintain the quantity discount breaks assigned to the stock item.

This only applies if the pricing method defined for the stock item is defined as quantity discounted.

Select this to view the goods in transit details for the selected stock item.

This option is only available if the Full goods in transit transfers facility setup option is enabled.
Purchasing

Select this to view purchase orders that have been placed against the stock item.

Select this to view blanket purchase orders that have been placed against the stock item.

Select this to view requisition details captured for the stock item using the Requisition Query for Stock Code program.

Select this to use the Inventory Goods in Inspection Query program to view inspection details for this item.

This applies only if the item has been defined as requiring inspection.

Select this to view and maintain foreign price details for the stock item.

Select this to view and maintain alternate supplier details for the stock item.

Select this to view all the shipping routes defined for the item.
Production

Select this to view information regarding work in progress jobs for the stock item.

Although completed jobs are excluded from this function by default, you can use the Include menu to include details for completed jobs.

Select this to view material allocations of the stock item to jobs.

Although completed allocations for jobs are excluded from this function by default, you can use the Include menu to include details for completed allocations.

Select this to view quantities per revision/release per warehouse for the stock item.

This function is only available for ECC-controlled items where the Stock control level setup option is defined as Revision or Release.

Select this to display all the revisions/releases for the stock item you are querying.

Select View Stock Information from the Function menu to view stock information for each revision/release.

This function is only available for ECC-controlled items where the Stock control level setup option is defined as Revision or Release.

Select this to query where a specific component stock item is used in the manufacturing process.

You can only change the route if the Alternate routings setup option is enabled.

Select this to view all operations and materials attached to the stock item.

Select this to view all materials attached to the stock item.

Select this to view all operations attached to the stock item.

Select this to use the BOM Co-Product Maintenance program to view and maintain co-products attached to a notional part.

This option is only enabled when the item you are querying is defined as a notional part.

Select this to view and maintain build schedules for the stock item.

This function is only available for MPS and Statistical items.

Select this to view details of items that are in WIP inspection using the WIP Inspection Maintenance program.

This option is only available if the Work in Progress inspection required setup option is enabled and the stock item you are querying is made-in and defined as traceable or inspection required.

Select this to use the Requirements Planning Query program to view the results of the Requirements Calculation for the stock item.
Company Calendar Select this to view and maintain the company calendar.
Preferences This lets you define the sequence in which to load previous or next stock codes.
Stock code

Enter the stock code to query.

Stock codes not linked to any warehouse are not displayed when you use the Browse icon if the Filter based on operator access list setup option is enabled.
Find

Select this to use the Key Search program to locate an item according to search criteria.

Select this to use the Browse on Supplier Stock Code Cross Ref program to locate the cross-references between a SYSPRO stock code and a supplier catalog number.

Select this to use the Customer Stock Code X-Ref for a Stock Code program to locate the links between a SYSPRO stock code and a customer stock code.

Select this to use the Browse on Approved Manufacturer Parts program to locate the approved manufacturers' part numbers for the stock code.

Select this to use the Browse on Stock Codes program to browse on stock codes in the sequence defined in the Browse on Stock Codes listview.
Play This displays any multimedia objects assigned to the item.
Edit Select this to maintain multimedia objects for the item.
Bitmaps This displays bitmap images assigned to your stock items.

Notes

Select this to view and maintain various text notations against the stock item.

A tick indicates that text is assigned to the item.

You can select the language for which to view and maintain notes for a stock item if the Multi-language for document printing setup option is enabled.

The drop down option Global refers to any default narrations captured (these are narrations saved in your database with spaces against the language field).

If you print documents which refer to this stock code and do not select the option to Print translated text, then the Global narrations will print as a default.

This is text that can be printed on the GRN document, inspection document and factory documentation.

This is text that can be retrieved onto a sales order and printed on sales order documents.

This is text that can be retrieved into a purchase order and printed on purchase order documents.

This is text that can be printed on factory documentation and viewed using the WIP Query program.

This is text that can be printed on the GRN document, inspection document and factory documentation.

This is text that can be retrieved into an order (i.e. sales or purchases) and printed on order documents.

You can configure the system to notify you during processing within the Sales Order Entry program when dangerous goods text is held against a stock item.

This does not apply to any of the following:

  • Credit notes
  • Debit notes
  • Quick entry orders
  • Components generated from kit sales

  • Items generated using the Product Configurator .

Select this to use the Inventory Stock Code Notes Selection program to indicate which stock code text notations to print on the Inventory Notations report.

This pane details the information defined against the stock item in the Stock Code Maintenance program.

Field Description
Stock code

This indicates the code of the stock item.
Description

This describes the stock code and is displayed throughout the system whenever the stock code is entered.

You can use it to verify that the correct item has been entered.
Long description

This is an additional description assigned to the stock code which can be printed on reports and inventory documents.
Date of supersession

This indicates the supercession date defined against the stock code.

If the supercession date is before the current system date, then the supercession date is displayed in red.
Other unit of measure

This is only displayed if the Unit quantity processing option is disabled for the stock code.
Product class

If you define product classes using the Product Class Maintenance program, without defining a branch code for the product class, then the product class description is displayed.

If, however, you selected to view product classes by branch and defined the product class against a specific branch, then the product class description is not displayed.

The reason for this is that you could define different descriptions for a single product class in the different branches.

The product class description is retrieved from the SalProductClassDes table.
ABC classification

This indicates the classification for the stock item based on the usage of the stock item in all warehouses (i.e. across the entire company).

This is only displayed if the ABC analysis required option is enabled against the stock code and you processed the ABC Analysis report for all warehouses.

Queries

Select the link against any of the fields listed here to query the related information.
Price Query

Select the Show hyperlink to access the Price Query program from where you can view price rules defined against a price group, as well as customers linked to that group.

This pane provides distribution information on the stock item.

Field Description

Pricing information

 

Price basis

This is taken from the SorPriceListDetail table or if that is blank, then from the SorPriceListHeader table.
Total usage

This is taken from the InvMovements table and indicates the sum of the transaction quantities for the following transactions that occurred in the last year:

  • Issues
  • Receipts
  • Sales
Stock turnover ratio

This is the Total usage value divided by 365, if the stock was added a year or more ago.

If the stock was added less than a year ago, then this field indicates the Total usage value divided by the number of days ago that the stock was added.

For example:

If the stock code was added on 01/01/2020, then on 01/02/2020 the stock code is 31 days old, so the Stock turnover ratio will be the Total usage divided by 31.
Service charges

If a service charge is attached to this stock item, then you can use the Service Charges program to query the details of the service charge.

Queries

Select the link against any of the fields listed here to query related information.
Pricing

The Show hyperlink launches the Browse on Stock Code Pricing program if the Pricing method setup option is defined as Manual, Simple or Extended (Setup Options > Configuration > Distribution > Sales Orders).

If the pricing engine is used, i.e. the Pricing method is defined as Price groups, then the SO Stock Code Price Query by Price List program is launched.
Supplier's Contracts
If the Default pricing method for entry setup option is defined as Purchase Price Group within the Setup Options (Syspro Ribbon bar > Setup > Setup Options > Preferences) program this hyperlink will be disabled.
Purchase Price Query

The Show hyperlink launches the Purchase Price Query program (Program List > Purchase Orders > Purchase Pricing Engine).

This program lets you view purchase pricing information to determine the best price.

If the Default pricing method for entry setup option is defined as anything else than the Purchase Price Group within the Setup Options (Syspro Ribbon bar > Setup > Setup Options > Preferences) program this hyperlink will be disabled.

This pane provides production related information for the stock item.

Field Description
Work in Progress

Select the Show link to view work in progress for the stock code using the Inventory Browse on Combined Movements program.
Structure & routing

Select the Show link to view the bill of materials for the stock code using the Structures and Routings program.
Allocations

Select the Show link to view allocations for the stock code using the Inventory Browse on Alloc for Stock Code program.
Quotations

Select the Show link to view any existing quotations for the stock code using the Quotation Query for Stock Code program.
ECC item This indicates if the stock code is defined as ECC-controlled.
ECC change order

Select the link to view information on the Engineering Change Order (ECO) numbers associated with the stock code using the ECC Change Order Browse by Stock Code program.
Revision/Release

Select the link to view the quantities for the revisions and/or releases for the stock code using the BOM Browse on ECC Rev Rel program.
Warehouse to use

This indicates information about the warehouse to use for the stock code.
Drawing number

This number is not necessarily the same number defined against the stock code in the Drawing Register program.

The drawing register number defined against the stock code is used for documentary purposes only and is not validated against the ECC Drawing Register/Stock code combination.

When the drawing number against the stock code is changed, the Drawing Register is not updated.
Bill of materials

These costs are updated when you change the costs associated with the specific item (manual cost) or when the cost implosion is run and changes in the cost of an item are rolled up to the parent part.

The Sub contract cost value is only displayed separately from material costs if the Subcontract operation and material costs setup option is enabled.
Low level code

This indicates the low level code for the stock item and is calculated when the Low Level Code Calculation program is run.

The level codes are as follows:

  • Parent item = 0
  • Sub-assembly = 1
  • Component = 2

This numbering is recursive down to a maximum of 15 levels.

If the item is a top level parent or the Low Level Code Calculation has not yet been run, then no information is displayed in this field.
Queries

Select the link against any of the fields listed here to query related information.

You use the options in the Warehouse Values Selection pane to indicate your preferences for this tab.

You can switch the Smart Link on the listviews on and off by pressing Alt+Shift+F7.

Column Description
Available

This value is calculated as: Quantity on hand - Quantity allocated to sales orders for the item in the selected warehouse.

The quantity allocated to sales orders is the order quantity and includes quantities on back order.

The quantity available includes:

  • Stock on hold
  • Stock in expired lots
  • Stock locked by Engineering Change Orders
  • Stock in bins that are on hold

The reason is that the quantity on hand (used in the calculation) is the quantity physically in the warehouse and includes quantities on hold.
Unallocated

This value is calculated as: Quantity on hand - Quantity allocated to sales orders - Quantity allocated to work in progress - Quantity reserved for WIP allocations.
On hand

This indicates the quantity of the item physically in the warehouse and includes quantities on hold.
In inspection

This indicates the quantity of purchased items awaiting inspection (i.e. receipted into inspection but not yet receipted into stock).
In transit

This indicates the outstanding non-immediate warehouse transfers shown against the target warehouse.
On order

This indicates the total quantity of the following values:

  • Outstanding purchase orders
  • Made-in jobs
  • Supply chain transfers
Allocated to sales orders

This value is calculated as:

(Quantity on back order + Sales order ship quantity).

  • The quantities used in this calculation exclude the following:

    • Unallocated scheduled order back order quantities.

    • Unallocated scheduled order ship quantities.

    • Quantities reserved for WIP allocations.

  • Manual serial tracked items that are either in service or on loan items, are accumulated to this quantity to prevent the selling of those items.

  • The ship quantities for credit notes are not included in the sales order ship quantity.

    Credit note quantities are never included in the allocations as these quantities are only available once the credit has been fully processed.
WIP Qty reserved

This is the WIP reserved quantity (i.e. the QtyWipReserved column) in the InvWarehouse table and indicates the quantity reserved for a material allocation against a confirmed job and represents.

This only applies if the Reserve stock for confirmed jobs setup option is enabled.

This quantity is only displayed when reserving at stock code level, not at lot level.

When reserving components at lot level, the reserved quantities can only be checked against the lot records, which can be viewed using the Lots option from the Query menu.
On back order

This indicates the sales order back order quantity and excludes unallocated scheduled order back order quantities.
Allocated to WIP

This indicates the outstanding materials (components) and labor to be issued to jobs. This includes allocations to both confirmed and unconfirmed jobs.
Future free

This value is calculated as: (Quantity on hand + Quantity in inspection + Quantity in transit + Quantity on order - Quantity allocated to sales orders - Quantity allocated to work in progress - Quantity reserved for WIP allocations).
ABC class

This indicates the classification for the stock item based on the usage of the stock item in this specific warehouse only.

This is only displayed if the ABC analysis required option is enabled against the stock code and you processed the ABC Analysis report for this specific warehouse.
Dispatched not invoiced

This indicates goods delivered on a dispatch note, but not yet invoiced.
Landed cost multiplier

This indicates the value of the cost multiplier defined against the warehouse for this stock item in the Warehouse Maintenance for Stock Code program.
RMA inspection This indicates the total quantity currently in inspection as a result of RMA receipts.
YTD usage value

This is an annualized figure and is always based on the last 12 periods usage. It is not cleared at year end.

  • The ABC Analysis program uses this value to classify stock items into A, B, C or D class items.

  • This value is increased in the period by all sales as the invoices are processed (i.e. at the cost used at the time the invoice was processed). Similarly, issues update this value at the time of the issue.

    Thus, during a month this figure is the last calculated usage from the month-end process plus any movements that have taken place during the month.

  • This value is updated perpetually. Therefore, it is updated during the month by programs such as the Sales Order Batch Invoicing program, which takes the cost value of the stocked lines as they are invoiced, and adds this to the YtdUsageValue field.

  • It is updated for each warehouse as follows when the Month end or Year end function of the Inventory Period End program is run:

    • The number of months usage field is increased by 1.

    • If the year to date usage value against the warehouse now represents 13 months, then the value is annualized to represent 12 months usage.

    • If the quantity sold or issued for the last 12 months is less than zero, then the usage value is set to zero.

  • At the inventory month end you will now have a figure that represents 13 months information, as it is divided by 13 and multiplied by 12 to give the annualized value.

The information displayed in this pane relates to the currently highlighted line in the Warehouse Values listview.

Field Description
Quantity on hand

This indicates the quantity of the item physically in the warehouse and includes quantities on hold.
Quantity on back order

This indicates the sales order back order quantity and excludes unallocated scheduled order back order quantities.
Quantity allocated to S/O

This value is calculated as:

(Quantity on back order + Sales order ship quantity).

  • The quantities used in this calculation exclude the following:

    • Unallocated scheduled order back order quantities.

    • Unallocated scheduled order ship quantities.

    • Quantities reserved for WIP allocations.

  • Manual serial tracked items that are either in service or on loan items, are accumulated to this quantity to prevent the selling of those items.

  • The ship quantities for credit notes are not included in the sales order ship quantity.

    Credit note quantities are never included in the allocations as these quantities are only available once the credit has been fully processed.
Quantity available

This value is calculated as: Quantity on hand - Quantity allocated to sales orders for the item in the selected warehouse.

The quantity allocated to sales orders is the order quantity and includes quantities on back order.

The quantity available includes:

  • Stock on hold
  • Stock in expired lots
  • Stock locked by Engineering Change Orders
  • Stock in bins that are on hold

The reason is that the quantity on hand (used in the calculation) is the quantity physically in the warehouse and includes quantities on hold.
Quantity in inspection

This indicates the quantity of purchased items awaiting inspection (i.e. receipted into inspection but not yet receipted into stock).
Quantity on order

This indicates the total quantity of the following values:

  • Outstanding purchase orders
  • Made-in jobs
  • Supply chain transfers
Quantity allocated to WIP

This indicates the outstanding materials (components) and labor to be issued to jobs. This includes allocations to both confirmed and unconfirmed jobs.
Future free

This value is calculated as: (Quantity on hand + Quantity in inspection + Quantity in transit + Quantity on order - Quantity allocated to sales orders - Quantity allocated to work in progress - Quantity reserved for WIP allocations).
Quantity dispatched not invoiced

This indicates goods delivered on a dispatch note, but not yet invoiced.
Graphs

Select this to graphically represent a history of sales and issues of the item for a specific warehouse.

Select this to graphically represent a history of closing balance figures for the item for a specific warehouse.
Costs

This indicates the costing method defined against the warehouse (if costing is defined by warehouse) or against the company.

This indicates the last cost at which the item was received into the selected warehouse.

This includes non-merchandise costs if the Include non-merchandise costs setup option is enabled, providing the warehouse used does not use standard costing.

When receipting a purchase order into a standard costing warehouse, the cost of the item remains at the standard cost and the non-merchandise portion is not added to the last cost. The non-merchandise portion is then displayed in the Last non-merchandise field of the Warehouse Value Details pane.

This indicates the current unit cost of the item in the selected warehouse.

This cost includes non-merchandise costs if the Include non-merchandise costs setup option is enabled.

This indicates the unit non-merchandise value of the last receipt for the item.
Company

This indicates the company for which the values are being displayed.

This is only displayed if you selected the Multiple Company Values option.

The options in this pane enable you to indicate your preferences for the listview on the Warehouse Values tab.

Field Description
Restore Defaults This restores the default selections.
Refresh Warehouse Values

This lets you redisplay the information on the Warehouse Values tab to reflect your changes made to the options in this pane.

This function is only enabled when you make a change to the selections.
Warehouses  
Combine warehouses

Select this to accumulate the values held in all selected warehouses for the stock item.

This option applies to the Warehouse Values tab only.
Warehouse selection

This lets you indicate the warehouse(s) and specific information to display.

The warehouse code is not validated when you select a single warehouse. However, nothing is displayed in the listview for an invalid warehouse or a warehouse to which you do not have access.
List of warehouses

Select the Define list option to use the Generic Define List of Items program to indicate a list of warehouses for which to display the information or to select a previously saved list.
Multiple Company Values

Select this to view Warehouse Values for multiple companies.

This option is only available if the Show multiple companies warehouse values setup option is enabled and your inventory is configured as shared in the Company Maintenance program.
Include

Indicate the items to display in the query based on various criteria related to the items.

Items with the following criteria can be selected or deselected for inclusion in the query:

  • On hand greater than zero
  • Zero on hand
  • On hand less than zero
  • On hand less than safety stock
  • On hand less than re-order quantity
  • On hand less than minimum quantity
  • On hand greater than maximum quantity
  • Stock in inspection
  • Stock on order
  • Zero stock on order
  • Stock in transit
  • Future free greater than maximum
  • Future free less than minimum

Only those items that meet the criteria you selected are displayed in the query.

You use the options in the Warehouse History Selection pane to indicate your preferences for this tab.

Details that can be viewed in this pane relate to the currently highlighted line in the Warehouse History listview.

Column Description
Company

This indicates the company for which the values are being displayed.

This is only displayed if you selected the Multiple Company Values option.
Warehouse

This indicates the warehouse for which the values are displayed.

A Combined entry in this column indicates that the values are either the totals for all warehouses, or for the list of warehouses defined in the Warehouse History Selection pane.
Prev 1-12 sold/issued

These indicate the last 12 months' quantities sold and issued out of the warehouse.

These values balance to the Usage fields M-12 through to M-01 on the Purchasing Work Sheet for the corresponding months.

The options in this pane enable you to indicate your preferences for the listview on the Warehouse History tab.

Field Description
Restore Defaults This restores the default selections.
Refresh Warehouse History

Select this to redisplay the information on the Warehouse History tab to reflect changes you made to the options in this pane.

This function is only enabled when you make a change to the selections.
Warehouses  
Combine warehouses

Select this to accumulate the values held in all selected warehouses for the stock item.

This option applies to the Warehouse History tab only.
Warehouse selection

This lets you indicate the warehouse(s) and specific information to display.

The warehouse code is not validated when you select a single warehouse. However, nothing is displayed in the listview for an invalid warehouse or a warehouse to which you do not have access.
List of warehouses

Select the Define list option to use the Generic Define List of Items program to indicate a list of warehouses for which to display the information or to select a previously saved list.
Multiple company values

Select this to view Warehouse History for multiple companies.

This option is only available if the Show multiple companies warehouse values setup option is enabled and your inventory is configured as shared in the Company Maintenance program.

You use the options in the Movements Selection pane to indicate your preferences for this tab.

  • Movements are displayed within each warehouse, irrespective of your selection at the Combine warehouses option.

  • When the warehouse is deleted or the stock code to warehouse link is removed, the history and movements for that stock code are deleted.

Field Description
More lines Select this to display the next set of lines as per your selection against the Rows field.

This option is not enabled when you select to display all rows.
View journals

Select this to view information on the inventory journals for the line currently highlighted in the Movements listview.

Journals for dispatch notes are also displayed where relevant.

No other sales movement journals are displayed.
Rows Indicate the number of rows to display in the listview.

When you drag a column into the listview, you need to refresh the stock code for the details in that column to be loaded.

Column Description
Date

This indicates the date of the inventory movement.

For purchase order receipts, this reflects the calendar date of the movement and not the start date when the Purchase Order Receipts program was loaded to process the receipt, unless the operator manually changed the date when processing the receipt.
Unit cost

This indicates the cost that was used to post the transaction, except when FIFO costing is used. In this case, the cost is not displayed as more than one FIFO bucket may have been used for the transaction.
Unit price/New cost

The Unit price is the price expressed in terms of the stocking unit of measure for the item.

The New cost is the warehouse cost after the transaction was processed.

If your Costing method is defined as Standard, the Unit cost and the New cost will be the same.

For other costing methods, these two values may or may not differ.
New warehouse

This column displays the destination warehouse for GIT (goods in transit) transfers.
Lot

This only applies if your Costing method is defined as Actual and is updated from the LotSerial column of the InvMovements table.

When actual costing is by lots and you are receipting in a lot traceable item through a job, purchase order or inventory movement receipt, the Record inventory movements option does not need to be selected for the lot to be populated against the inventory movement when the lot form field within the specific program is used (i.e., receipting in a single lot).

However, the Record inventory movements option must be selected for inventory movements to be populated with the lot if the hyperlink to capture lots is used (i.e., receipting in a single lot or multiple lots using the Receipt Capture Details window).
Default warehouse

This column applies if a default warehouse is assigned to your operator code.

To view movements for your default warehouse first, sort the listview on this column.
Inv/Ref

This is used to display one of the following:

  • GIT reference

  • Inventory receipt reference

  • Physical or adjustment movement reference

  • Purchase order receipt reference

  • Invoice, credit note or debit note created for a sales order

For a dispatch note, the movement is written when the dispatch note is created (i.e. when the stock actually moves).

There is no direct way to pick up the movement to update it when the dispatch invoice is processed, so no invoice number is displayed for dispatch notes.
Customer purchase order

This indicates the customer's purchase order number, which is linked only to a customer and not to a warehouse. It is therefore not displayed for SCTs.

The options in this pane enable you to indicate your preferences for the listview on the Movements tab.

Field Description
Refresh Movements

This lets you redisplay the information on the Movements tab to reflect changes you made to the options in this pane.

This function is only enabled when you make a change to the selections.
Autoload Values

These options let you indicate how you want to save the selections made in the pane.

This sets all selections as they were when you last ran the program.

This saves your selections in the pane as your default preferences for all companies

This saves your selections in the pane as your default preferences for the current company only

If you've saved form values for the company (or as the default) then you can remove these settings and restore them to the form's default preference selections.
Movements selection  
Movements display

These options refer to the warehouse order in which the movements are displayed in the Movements listview.

Irrespective of the order you select, the movements are displayed within each warehouse in the following order:

  1. Earliest year
  2. Earliest period
  3. Earliest transaction date
  4. Earliest transaction time

Select this to display the stock movements from the first warehouse to the last warehouse in alphabetic / numeric sequence.

Select this to display the stock movements in reverse key sequence, which is from the last warehouse to the first warehouse in alphabetic / numeric sequence.

If you restricted the number of rows to display, the highest warehouse in alphabetical / numerical order is displayed first. Only by selecting the More Lines option will the additional movements be displayed.
Movement sequence

Select this to display the stock movements in date sequence (earliest or latest) within each warehouse.

Select this to display the stock movements in date sequence (earliest or latest) ignoring the warehouse sequence.
Warehouses

This lets you indicate the warehouse(s) and specific information to display.

The warehouse code is not validated when you select a single warehouse. However, nothing is displayed in the listview for an invalid warehouse or a warehouse to which you do not have access.

Select the Define list option to use the Generic Define List of Items program to indicate a list of warehouses for which to display the information or to select a previously saved list.
Movement dates

Indicate the dates for which to display movements in the Movements tab listview.
From movement date

Indicate the first date in a range of dates for which to display movements.

If you selected to display movements for a single day then you enter that day in this field.

When you select to display movements for Today, Today and Yesterday or This week, then you can optionally change the default date displayed.
To movement date

Indicate the last date in a range of dates for which to display movements.

When you select to display movements for Today, Today and Yesterday or This week, then you can optionally change the default date displayed.
Inventory transaction values Indicate the value(s) for which to display movements in the Movements tab listview.
Options

Indicate one of the following to display movements for a single selection:

  • Customer
  • Supplier
  • Salesperson
  • Purchase order
  • Sales order
Sales movements

Select the types of sales movements that you want to view for each item in the Stock Movements listview of the query.

The following types of sales movements can be selected or deselected for inclusion in the query:

  • Credit note
  • Debit note
  • Dispatch notes
  • Invoices
Inventory movements

Select the types of inventory movements that you want to view for each item in the Stock Movements listview of the query.

The following types of inventory movements can be selected or deselected for inclusion in the query:

  • Issues
  • Transfers
  • Receipts
  • Physical
  • Adjustments
  • Changes
  • Modifications
  • Bin transfers

Only those inventory movements selected are displayed in the query.

The first three lines of each note type are displayed in this section.

You can view and edit the notes by clicking on a line of text.

You can also use the Notes option from the toolbar to edit these notes.

Details of your user defined fields are displayed in this pane.

This pane displays details of any custom form data that has been assigned to the item in the Custom Forms Entry program.

Select Custom Form Data Entry to enter custom form data against the stock item, using the Custom Form Data Entry program.

This graph displays a history of sales and/or issues of the item for the combined warehouses.

This graph displays a history of closing balance figures for the combined warehouses.