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[Web-erp-svn] SF.net SVN: web-erp:[6956] trunk/doc/Manual
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From: <dai...@us...> - 2014-11-02 01:56:48
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Revision: 6956
http://sourceforge.net/p/web-erp/reponame/6956
Author: daintree
Date: 2014-11-02 01:56:43 +0000 (Sun, 02 Nov 2014)
Log Message:
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adding new functionality descriptions to the manual
Modified Paths:
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trunk/doc/Manual/ManualInventory.html
Added Paths:
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trunk/doc/Manual/images/InventoryLocations.jpg
trunk/doc/Manual/images/LocationUsers.jpg
trunk/doc/Manual/images/StockAdjustment.jpg
trunk/doc/Manual/images/SystemParameterCosting.jpg
Modified: trunk/doc/Manual/ManualInventory.html
===================================================================
--- trunk/doc/Manual/ManualInventory.html 2014-10-31 02:23:19 UTC (rev 6955)
+++ trunk/doc/Manual/ManualInventory.html 2014-11-02 01:56:43 UTC (rev 6956)
@@ -51,9 +51,11 @@
<li>Integration with purchasing, accounts payable, accounts receivable and general ledger.</li>
<li>Any number of custom fields can be added specific to each inventory category</li>
-
+
<li>Internal stock requests with departmental authorisation</li>
+ <li>Users can be allowed access to only certain locations and will be unable to process transactions to locations where they are not authorised.</li>
+
<li>The languages for which item descriptions are to be maintained can be configured. Invoices and credit notes can be produced in the language preferred by the customer</li>
</ul><!-- Help Begin: Stocks -->
@@ -268,7 +270,8 @@
<li>Weighted Average Costing</li>
</ul>
-
+ <p>To choose the costing mode the System Parameter must be changed from the Main Menu -> Setup tab -> System Parameters</p>
+ <p><img src="images/SystemParameterCosting.jpg" alt="system parameters costing flag screen" /></p>
<h3>Standard Costing</h3>
<p>Standard costing is used in situations where costs do vary and a middle ground standard is adopted - variances away from the standard are reported as price variances. Standard costing is particularly relevant to importers and manufacturers where exchange rate, freight and manufacturing costs and volumes vary making each item have different costs.</p>
@@ -332,7 +335,7 @@
<div class="floatright">
<a class="minitext" href="#top">⬆ Top</a>
</div>
-
+ <p>
<h2><a id="SelectingInventory">Selecting Inventory Items</a></h2>
<p>From all pages in the system the main title bar has links to select from the critical tables in the system. Customers, inventory and suppliers. Clicking on the "Select Item" link takes the user directly to the inventory item selection page. In addition, from the menu, the Inventory tab has a link to "Modify or Delete an Inventory Item Or Maintain Pricing". Using either method, the select item or product page will show.</p>
@@ -456,10 +459,18 @@
<h2><a id="Locations">Inventory Locations Maintenance</a></h2>
- <p>A table of locations is maintained which contains a location code of 5 characters and the location description (up to 20 characters). The description is the field used in lookups on invoicing and crediting. To keep the database as compact as possible it is the code which is stored against stock movement transactions. As many locations as required can be set up. When a new location is defined, location records for all items in the database are created. When a location is deleted, so too are all the item location records. However, a location record cannot be deleted if there are stock movements or stock held for any part in the location. Since the location represents the physical location from where goods/services are supplied it is important for determining the tax applicable on a sale. The governing tax authority must specified with the location record. It is used in the calculation of the applicable rate of tax in conjunction with the tax authority of the customer branch being delivered to and the tax level of the item being sold.</p>
-
+ <p>A table of locations is maintained which contains a location code of 5 characters and the location description (up to 20 characters).</p>
+ <p>Inventory locations are the factories or warehouses where inventory is stored. When a sales order is created the location from which the inventory is to be picked is specified. Also, when a work order is created it is created on a specific location - in this case a manufacturing facility. Every transaction involving inventory must specify the location.</p>
+ <p>To create or modify inventory locations go to the Main Menu -> Setup -> Inventory Setup tab and select Inventory Location Maintenance</p>
+ <p><img src="images/InventoryLocations.jpg" alt="Inventory Locations" /></p>
+ <p>The description is the field used in lookups on invoicing and crediting. To keep the database as compact as possible it is the code which is stored against stock movement transactions. As many locations as required can be set up. When a new location is defined, location records for all items in the database are created. When a location is deleted, so too are all the item location records. However, a location record cannot be deleted if there are stock movements or stock held for any part in the location.</p>
+ <p>When creating a purchase order, the inventory location that it is required for is specified. The inventory location address and contact details defined here are used as the default addresses available for delivery of goods ordered on purchase orders.</p>
+ <p>Since the location represents the physical location from where goods/services are supplied it is important for determining the tax applicable on a sale. The governing tax authority must specified with the location record. It is used in the calculation of the applicable rate of tax in conjunction with the tax authority of the customer branch being delivered to and the tax level of the item being sold.</p>
+ <p>The counter sales functionality looks at the default inventory location for a user and when that user enters a counter sale it uses the customer account and customer branch defined against the inventory location record. Consider a business with locations in Melbourne Australia and one in Anahaim USA - it is unlikely that a user based in Anaheim would be making a counter sale in Melbourne! Each location can have a customer account (and branch) defined for it's counter sales. These customers are expected to be cash only customers as the counter sales functionality expects the cash to be taken at the time of the sale. Not a substitute for proper Point of Sale - but suitable for occassional Counter Sales.</p>
+ <p>Some inventory locations are never going to be used as manufacturing facilities and to reduce the scope for errors it is possible to specify those inventory locations which can be used for work orders.</p>
<p>Note: Location codes cannot be modified retrospectively. Neither can they be deleted if there are stock movements, users (default location) or customer branch records set up to receive stock from the location.</p>
+
<!-- Help End: Inventory Locations Maintenance -->
<!-- Help Begin: Inventory Location Authorised Users Maintenance -->
@@ -469,7 +480,11 @@
<h2><a id="LocationUsers">Inventory Location Authorised Users Maintenance</a></h2>
- <p>.</p>
+ <p>With the release of 4.11.3 only users with appropriate permissions can process transactions involving a location. This requires that users are specifically given access to individual locations.</p>
+ <p>Normally to modifiy the users that have access to a location requires system administrator access.</p>
+ <p>From the Main Menu -> Inventory Setup Tab -> Inventory Location Authorised Users Maintenance</p>
+ <p><img src="images/LocationUsers.jpg" alt="Inventory Authorised Users Maintenance" /></p>
+ <p>This screen allows you to select a location and see the users that are authorised to access and create transactions. You can add users are required.</p>
<!-- Help End: Inventory Location Authorised Users Maintenance -->
@@ -479,8 +494,9 @@
</div>
<h2><a id="InventoryAdjustments">Inventory Adjustments</a></h2>
- <p>Inventory can be written on or off for individual stock items using this option. Corrections to physical stocks and deliveries of stock can be entered using this option. Adjustments can be entered by selecting the link on the SelectProduct.php page or directly from the menu under transactions. Using the second link, the item code must be known, there is no facility to select an item code from this page.</p>
-
+ <p>Inventory can be written on or off for individual stock items using this option. Corrections to physical stocks and deliveries of stock can be entered using this option. Adjustments can be entered by selecting the link on the SelectProduct.php page.</p>
+ <p><img src="images/StockAdjustment.jpg" alt="Stock Adjustment Screen" /></p>
+ <p>Ajustments can also be created directly from the main menu under transactions. Using the second link, the item code must be known and entered, there is no facility to select an item code from this page.</p>
<p>If Stock GL integration is enabled from the company preferences page (under the setup tab), then the system creates the necessary journals in the general ledger to update the stock account and the profit and loss account stock adjustment account specified in the stock category record. (see Inventory Categories above and also see General Ledger Integration later)</p>
<p>Note: Inventory Adjustments are not possible with kit set, assembly or dummy stock items since no stock record is maintained for these items.</p>
@@ -676,16 +692,16 @@
<p>There is no going back on this process - if you didn't mean to process these adjustments they must all be reversed manually. Be very sure when running the comparison in this mode.</p>
-
+
<h4>Additional Notes on Stock Checks:</h4>
-
+
<p>The data can be scanned in - using a portable data terminal or keyed in at the time of counting using a wireless tablet. Scanning presupposes all the stock is barcode labelled up which requires a discipline at the time of receiving. In deciding the structure of the stock check entry screens the choice was either to enter the part code or search for the part code to enter the quantity against. In practise simply entering the code is much quicker than searching through long lists - especially as the list gets longer. Populating a selection box where there are millions of items is of course a non starter over a low bandwidth connection.</p>
<p>It doesn't matter how many times you enter the same item code all entries are added together for the same stock item to accumulate to a total and the comparison report shows each entry - and you can reference to an aisle/row etc and/or the count sheet/counter if you want to go back and double check a count and/or the input. There is no need to manually add stock of the same part counted in for example 12 different places throughout the warehouse (although such a warehouse might need a bit of reorganisation) as the system does this for you.</p>
<p>When you create the stock check it looks at the system quantity at the location being counted and stores that quantity - subsequent movements are ignored. If you carry on selling then these will not be taken into account - you need to count at the time when you create the stock check. All deliveries should be entered in - selling must stop (there is just no other way to ensure an accurate count). Ideally stock checks should be done after hours. Once the count is complete for all the quantitities, selling can resume. There is no panic with the data entry as the stock take adjustments created are derived based on the stock at the time the stock check was created (and the stock counted). You can only count one location at a time.</p>
-
+
<p>Creating a new stock check will over-write an existing stock check - so if you have entered counts and then create a new stock check it is possible to wipe out a lot of work - only create a new stock check once the previous one has been updated. You can run the comparison report without updating to see what adjustments would be created - and do any necessary double counts if need be. If need be additional quantities can be entered for items that were missed or negative quantities for errors where stock was over counted. The comparison can then be rerun. Finally when happy run the comparison report in update mode to complete the stock check.</p>
<p>The only problem with doing the data input at your leisure subsequently is that any recheck will potentially be after the stock has moved by additional sales or arrivals of new stock. However, the stock check can be run again for those items that need a recount</p>
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