Company Inventory Parameters


System Maintenance Menu -> Configure System Settings -> System -> Company & Divisions -> Company Parameters -> Inventory Parameters

The tunable company wide Inventory Parameters can be accessed from the window in the Company Parameters.

Product Settings
MASK TO USE FOR SALES PRODUCTS
The product numbers for new Sales Parts may be setup to be assigned automatically, when the new products are entered in any of the following options:
Add Sales Parts
Transfer Rental To Sale
Clone Rental or Sales Products
Purchase Orders
Warehouse Receiving
Counter Worksheet
Contracts
Fast-Track Enter Inventory

There are several auto-assign formats available.
Typically for Sales parts, either a blank mask is recommended to allow staff to enter the Supplier part numbers, or a numeric auto-assign system is recommended as described in the first option below.
Any auto-assign numbering convention and manual assign may be used at the same time.

Leave the field blank to avoid auto-assign for new Sales Product numbers.
The operator will always have to type in the number when creating a new Sales Product.

Last Used Product Numbers:
A window is provided to view and edit the next available numbers in the sequence, as outlined in Last Used Mask Values.
At setup, if a straight Class with a number or straight Group with a number, is used for the Sales part numbering system, then a range of start up numbers can be assigned in this window.

Note: When iRely is enabled in the ERP Integration configuration then the standard 'Sales Product Mask' does not apply when creating new Sales Inventory and instead the product# is assigned from an external REST iRely API which cannot be over-typed.


MASK TO USE FOR RENTAL PRODUCTS
The product numbers for new Rental equipment may be setup to be assigned automatically, when the new products are entered in the following menu options:
Add Rental Products
Clone Rental or Sales Products
Purchase Orders
Warehouse Receiving
Counter Worksheet
Contracts
Fast-Track Enter Inventory

There are several auto-assign formats. Rental Product numbers are usually setup using one of the Group/Class auto-assign formats, as outlined in the Last Used Mask Values window.
Manual assign may be used at the same time with any of the auto-assign options.

Leave this field blank, to avoid auto-assign for new product numbers so that each time a new product is added, the operator will have to enter the new number.

Last Used Product Numbers:
A window is provided to view and edit the next available numbers in the sequence, as outlined in Last Used Mask Values.
At setup, if a straight Class with a number or straight Group with a number, is used for the product numbering system, then a range of start up numbers can be assigned for adding non-bulk rental equipment in this window.

Note: When using a product mask the next available product number is NOT assigned to new Bulk Rental equipment.
Because for rentals a bulk number does not represent a unique piece of equipment, bulk items always default to -00.
This can always be over-typed as required if there are more than one bulk product number in the Group or in the numbering mask.


INCLUDE PRODUCT NUMBER IN SEARCHES
Check this box to include the product number itself as part of the description in the alternate description key.
Product Search:
By including the product number in the alternate description, the product search by description on rental documents, can also be triggered by entering the first numbers of the product number as the description lookup as outlined in System Generated Descriptions.

Uncheck this box if your company does not use the product number in the description lookup options.

Note: When this parameter is changed, a warning is generated and the System Generated Descriptions are rebuilt when the operator accepts and exits from Company Parameters.


INCLUDE GROUP DESCRIPTIONS IN SEARCH
When this feature is active, the description of the product's Group can be used for the product search, as well as the description of the specific product.
The option to search by Group can be useful if the product descriptions themselves are not generic enough to be used in the search utility, such as when model numbers are used as product descriptions.

Uncheck this box if only your product descriptions should be used in inventory searches.

Check this box to utilize the Group description to locate products in the Group, in inventory searches by description.
A search can also be run based on the product description.

Note: After activating this feature or changing group descriptions, the Rebuild Product Description Index utility should be run from the Inventory Utilities to rebuild the product description file.


INCLUDE SYSTEM GENERATED DESCRIPTIONS IN SEARCHES
Uncheck this box to prevent multiple product descriptions from being generated.
Run Rebuild Product Description Index to remove any existing descriptions that are no longer required.

Check this box to automatically generate multiple descriptions for both Sales and Rental products as outlined in System Generated Descriptions.

NUMBER OF SYSTEM GENERATED DESCRIPTIONS TO CREATE
Enter the maximum number of descriptions allowed for each product.

If this maximum number of Alternate Descriptions per product value is decreased the system does NOT automatically remove existing descriptions. Rebuild Product Description Index can be run from the Inventory Utilities to update the description search to match the maximum number of descriptions allowed.

Alternate Descriptions can also be manually setup as outlined in the Alternate Descriptions window.

Note: When this parameter is changed, a warning is generated and the System Generated Descriptions are rebuilt so that the extra descriptions are created when the operator accepts and exits from Company Parameters.


MAXIMUM NUMBER OF SEARCH RESULTS
A limit can be set for the number of products to be displayed in equipment lookup searches such as from the Inventory Search utility.

Leave this field blank or zero if a limit is not required or enter the maximum number of products to be displayed on product lookup searches.


APPLY DISCOUNTS TO SEARCH RESULTS
This flag controls how the standard customer defined Rental and Sales Discounts that would be given on a document, are reflected in the Inventory Search results window, per the customer selected in the search filter screen.
Note: Rates and prices in the search results always reflect the selected customer's Price Codes, Special Rate Codes, and also Product / Group Special Rate Discounts.

Uncheck this box to only display the customer's special rates/pricing for a single unit of each product in the resulting search list, but not to reflect customer eligible document Rental/Sales Discounts.

Check this box to cause the Inventory Search results to display the "extended" prices and rates for a single unit, based on the selected customer's special rates/pricing as well as any Rental/Sales Discounts that may be give per the document header.
This includes the general Rental and Sales discount percents defined in Customer Information and also the discounts from Loyalty Plan Codes as these both update the discount values in the document header.
This does not include Customer Discount Programs or Time Based Discounts.

Note: This feature respects items not eligible for discounts as flagged by the Rental Product Class or Special Rate Codes, or the "Re-Order Information" window of Sales Inventory.


ALLOW ACCESS TO DESCRIPTIONS ON INTERNAL BRANCH XFR
Check this box to allow the operator to modify the inventory product description on internal transfers.
Uncheck this box to prevent the operator from over-typing or changing the product description on internal transfers.

Note: This control does not apply to Sale and Rental products that are flagged as NOT being inventory items in Sales Inventory or Rental Inventory.


DISPLAY COST IN PRODUCT QUANTITY INQUIRY
Select one of the following options to control how the Re-Order Price, Average Cost Each, Book Value, and Margin are displayed in the inquiries:
  • Type N or select Hide Cost from the drop-down list to prevent the Cost and the Re-Order Price from being displayed on these screens at all.
  • Type W or select Cost Window from the drop-down list to display this information in a window on these screens, so that it is not immediately visible.
    This can be useful if the monitor screen can be viewed by customers at the counter.

  • Type Y or select Show Cost from the drop-down list to display both the Cost and the Re-Order Price on the screen in Detailed Inventory Inquiry and in Inventory Inquiry.

    Note: If either Show Cost or Cost Window has been selected, the Average cost for any Sales part can be viewed in the window on the Unit Price field in the product detail in Contract and Sale Order Invoices and in the window on the Each field in the product detail in Miscellaneous Invoices.


PROMPT TO PRINT INVENTORY ADJUSTMENTS
Check this box to activate the print option in Count Merchandise Inventory By Store and in Write-Off Merchandise Inventory to print the Inventory Adjustment Transactions Report listing the adjustment posting details, including the G/L Inventory accounts assigned in Sales Product Class, and the G/L Adjustment accounts as setup in Inventory Adjustment Types with divisions for the postings.
It lists the product numbers, dates, adjustment comments, and the amounts of the adjustments.

Uncheck this box to suppress this print option in Count Merchandise Inventory By Store and in Write-Off Merchandise Inventory.

Whether or not this optional Inventory Adjustment Transactions Report is printed, does not affect the G/L adjustment postings that occur in Daily Close 3 when the Rental Journal Transactions Report is printed and accepted.


INCLUDE NEGATIVE QUANTITIES IN RE-ORDER CALCULATION
Products with negative quantities will always print as negative quantities on the re-order reports, however the formula to calculate the re-order quantity can be set in one of the following two ways.

Uncheck this box if any products with a negative quantity on hand should be considered to have a zero quantity when generating the Inventory Re-Order Report.

Check this box if products with negative quantities should be included in the re-order formula as actually having the negative quantity value.
e.g. If a sales part show -6 On Hand, then 6 would be ordered to bring the quantity up to zero.


DISPLAY TOTAL PRODUCT WEIGHT
Check this box to display the total weight of rental and sales products as defined in the "Re-order Information" window in Sales Inventory or Rental Inventory, in the Totals window on each counter document including Contracts, Invoices, Quotes, and Reservations, where Quote and Reservation weight totals also include any weights assigned to a Group on the document.
The weight total is also displayed on the screen in P.O.s, and Orders, and when inventory is shipped in Record Quantity Shipped By Transfer.
The weight of any negative quantities is not included in the weight total.

Uncheck this box if the total weight should not be displayed on the screen for these documents.


DEFAULT METER IN TO METER OUT / CURRENT METER
This option controls the default Meter In value, when the meter count is updated for any metered non-bulk rental equipment in the Update Product Meter Information window.

Uncheck this box to leave the Meter In field blank in the Update Product Meter Information to force the operator to record the correct Meter In count, except in Cycle Bill a Single Contract where the Meter In defaults to the "Current Meter" value instead of blank.

Check this box to cause the Meter In count to always default to match the Meter Out count.
This can then be over-typed as required.


ENABLE PERMANENT TRANSFER PROCESSING
Uncheck this box to use the Inventory Transfers to only move the inventory quantity to the new location (RSIL), without changing the Owning Division on the Fixed Asset Tag.
The option is provided in Post Inventory Transfers whether to generate adjusting G/L transactions to move the inventory cost for both Sales and Rentals in the transfer from the old division to the new division.

Check this box to activated the option to transfer non-bulk rental products and bulk products with multiple tags from one location to the other as permanent transfers using the Inventory Transfers utility, by also changing the "Owning Division" on the Fixed Asset Tag and moving Inventory Cost and the Depreciation postings to the new Division.
The G/L adjusting transactions for transfer of any Sales parts can be posted with Post Inventory Transfers, but the adjusting transactions for Rentals are posted with the Rental Journal Transaction Report in the next Daily Close 3.

To enter a Permanent Transfer in Inventory Transfers the 'Owning Division' for the non-bulk rental product must match the "From Location" of the product.
Permanent Transfers can not be processed on bulk rentals that allow only one Asset Tag.

Note: This Permanent Transfer processing is not applied in the 'two-step' Internal Branch Transfers or when the transfers are triggered from a Rental Return or an Exchange.
The Permanent Transfer processing is not compatible in the Inventory Transfers with Inventory Drop Ship Processing as activated from the Support Application Parameters.


MANDATORY MAKE/MODEL/MANF DATE (non-bulk rentals)
Check this box to cause the equipment Make, Model, and Date of Manufacture fields in the Make/Model and Re-Order Information to be mandatory for non-bulk rental equipment.
This can be useful as the Model Number can be used in the Inventory Search filters to help find products.
A master list of Makes and Models commonly used by your firm can be maintained in the Product Make and Model List to help regulate descriptions.

Uncheck this field if this information is optional for non-bulk rental equipment.

Note: These fields also become mandatory for non-bulk rental equipment and for bulk equipment belonging to a Re-Rent Product Class, when the Rouse feature is active in the in the Software Integration.


Barcode Settings
Barcodes can be captured and used to identify inventory items and repeat customers.
ADD BARCODE MATCHING PRODUCT NUMBER AUTOMATICALLY
This flag can be set to automatically generate two barcodes for a new product added into inventory if a manual one is not assigned:
  1. Barcode to match the new Product#
  2. Barcode to match the new product's Vendor Product#

This processing applies when inventory is added through Sales Inventory, Rental Inventory, Clone Rental & Sales Products and Warehouse Receiving.

Note: To avoid any duplication, if a new Vendor Product# has already been used as a product number or a new Product# or Vendor Product# already exists as a barcode, the barcode can not be created for the new product.

Configuration options include:

  • Select B (Both) to automatically add barcodes for both new rental equipment and new sales parts.
  • Select N (None) to prevent barcodes from being generated automatically.
  • Select R (Rental) to automatically add barcodes only for new rental equipment.
  • Select S (Sales) to automatically add barcodes only for new sales parts.

Note: The utility Write Product # Into Barcode can be used to generated barcodes for existing products.
Product numbers cannot be added manually into the barcode file. This prevents any problems with a product number conflicting with a barcode number on a different product.

Barcodes can be reviewed by product in Update Barcodes.

Barcode Report Devices
Special default printers can be setup specifically for printing the barcode labels in the Zebra Barcode Printers.
A Zebra printer is recommended. Labels are 2 1/4 by 1 1/4 inches.


PRINT BARCODES IN WAREHOUSE RECEIVING BY P.O.#
This parameter controls whether barcode labels are printed when inventory is received in Warehouse Receiving.
When activated, the prompt to print the barcode labels appears only after the Warehouse Receipt has been printed. The label printer defaults to the barcode label printer as setup above for the division in Zebra Barcode Printers.

Options include:

  • Select B (Both) to print barcodes labels for Both Rental equipment and Sales parts when received in the warehouse by P.O.
  • Select N (None) to prevent barcodes labels from being printed at receiving.
    Labels can always be printed later from Product Barcode Labels .
  • Select R (Rentals) to print barcodes labels for Rental equipment when it is received in the warehouse by P.O.
  • Select S (Sales) to print barcodes labels for Sales parts when received in the warehouse by P.O.

PRINT BARCODES IN CLOSE PICKUP TICKET
This parameter controls whether barcode labels are printed when inventory is returned in Close Pickup Ticket.
When activated, the prompt to print the barcode labels appears after the details on the ticket are accepted. The label printer defaults to the barcode label printer as setup above for the division in Zebra Barcode Printers.

Options include:

  • Select B (Both) to print barcode labels for Both Rental equipment and Sales parts when returned on a Pickup ticket.
  • Select N (None) to prevent barcode labels from being printed at the time the Pickup ticket is closed.
    Labels can always be printed later from Product Barcode Labels .
  • Select R (Rentals) to print barcode labels for Rental equipment when it is returned on a Pickup ticket.
  • Select S (Sales) to print barcode labels for Sales parts when returned on a Pickup ticket.

Note: Customer barcode labels can be generated from Print Customer # Barcode.


USE ZEBRA BARCODE PRINTERS
Barcodes can be printed on Customer Barcode Labels and for Product Barcode Labels.

Uncheck this box if your firm uses Jasper forms to print barcode labels to PDF.
Jasper forms L_ProdBarcode.jasper, L_CustBarcode.jasper, L_PRollBarcode.jasper and L_CRollBarcode.jasper are required in the jasper reports directory, and the label format can be configured in Label Form Mappings.

Note: To use Jasper PDF for label printing, the Jasper document printing option does not need to be selected in the Company Customer Forms, however Jasper reports must be installed.

Check this box if your firm uses Zebra printers for printing Barcode labels.
Printer setup can be configured in Zebra Barcode Printers.

Note: Zebra label printing is not available on a SaaS server or on Open Client sessions.


Purchase/Receiving Settings
PROMPT TO UPDATE VENDOR INFORMATION ON PURCHASE ORDER
The Vendor # and the Vendor Product # on the Purchase Order can be different from the Vendor # and Vendor Product # assigned in the product file in Sales Inventory or Rental Inventory.

Check this box to cause the operator to be prompted in Purchase Orders to update the Vendor # and the Vendor Product # stored in Sales Inventory or Rental Inventory from the Purchase Order information, when the P.O. differs from the product file.

Uncheck this box to always suppress the prompt to update Vendor information in the product file when it is different on a P.O.


UPDATE LIST PRICE IN PURCHASE ORDER AND A/P INVOICE
Select one of the following options:

Additional security options that can be used to control the ability to change the List Price include:

  • A Reason Code can be required if the Reason Codes on Override processing is activated in the Company Security Parameters.

  • A password can also be required to modify the List Price, if RSPF is setup with a password in the Module Passwords table and the Security Role assigned to the operator does not have permission to RSPF without it.

Note: Any changes updating the List Price, Base List Price, or Re-Order Price, are tracked.
An audit report on history of Re-Order Price changes can be generated from Product Value Override Report.


ALWAYS PROMPT FOR FREIGHT % TO CALCULATE LCF
Check this box to always prompt for the freight percent to be used in the LCF calculation, when new inventory is order, received, and invoiced.
This allows freight charges to be built into the LCF, even if the supplier does not have a currency exchange rate.

Uncheck this box to only prompt for the freight percent if the currency exchange rate for a vendor is something other than 0 or 1.


INVENTORY RECEIVED IN WAREHOUSE
For a full discussion of the One & Two Step Inventory Receiving Methods, refer to Inventory Receiving Overview.

Uncheck this box for the simple "One Step Method" to capture inventory costs and quantities when the A/P invoice is entered.

Check this box if your firm has decided to use the "Two Step Method" for entering inventory purchases using Warehouse Receiving to capture quantities received and A/P Invoices to enter the costs later.

The following parameters only apply when Inventory is Received in the Warehouse:

  • UPDATE AVERAGE COST IN WAREHOUSE
    Uncheck this box to have the Average Cost of the inventory updated using the actual costs on the Accounts Payable invoice.
    This is the standard method, and ensures that inventory costs are strictly controlled.

    Check this box to initially update the Average Cost of the inventory using the cost stated on the Purchase Order instead of the waiting for the costs to be entered on the invoice.

    Costs Updated in Receiving:
    When inventory is received using Warehouse Receiving the cost adjustments to the Average Cost at receiving, must be completed by running Post Warehouse Cost Adjustments.
    If the A/P invoice costs entered later do not match the Purchase Order costs, manual adjustments must be made to the inventory costs to match the costs on the supplier's invoice. If these manual adjustments are not completed, the total inventory value in the General Ledger will NOT match the inventory value reports generated from the Inventory sub-ledger.

    Serialized Sales Parts:
    When the A/P invoices are entered in A/P Invoices and A/P Invoices By P.O., no serial numbers for serialized sales items, are displayed in the window, nor do the serial numbers print on the Purchases Journal.
    The P.O. cost is posted on the serial number for the serialized sales product, when Post Warehouse Cost Adjustments is run.

    Duty & Exchange:
    When costs are updated in the warehouse, the Exchange Rate, Duty & Freight fields are not accessible in A/P Invoices.

  • PROMPT FOR COST IN WAREHOUSE
    This parameter only applies if Update Average Cost In Warehouse is enabled.

    Check this box to always trigger a window to prompt for product cost in the Warehouse Receiving.
    If there is P.O.#, the cost will default from the P.O.

    Uncheck this box if only products with a P.O.# will have the cost updated.

    To complete the cost update, post from Post Warehouse Cost Adjustments.

    Note: This parameter is disabled if the option to Prompt Update Receipts With PO Cost is activated below.

  • ADD ASSET TAG IN WAREHOUSE
    Select one of the following options:

    • Select N (No) to suppress the prompt to add new Fixed Asset Tags when rental equipment is received in the warehouse.
      Tags will then need to be added later in A/P Invoices and A/P Invoices By P.O.
      A new tag is then always created in A/P invoicing for bulk products using multiple tags, and a blank tag is created for products added on-the-fly in Purchase Orders.

      Note: If Post Cost In Warehouse is activated, then an existing tag must be selected from the window at receiving to handle the new costs after Post Warehouse Cost Adjustments.

    • Select S (Serial# only) so that in warehouse receiving, a window is triggered prompting to create a new Tag.

      • If the operator elects to add a new tag when rental equipment is received, the system automatically assigns a Fixed Asset Tag but prompts only for the serial number for the asset.
      • If the operator does not add a new tag when rental equipment is received, an existing tag can be selected but no serial number can be added, as the tag may already carry a serial number.
    • Enter Y (Yes) to cause a window to open and prompt for the Fixed Asset Tag at the time the rental inventory is received in the warehouse in Warehouse Receiving.
      The Tag #, Depreciation Class, and serial number can be entered.
      This means if the rental product is added on-the-fly in Purchase Orders no tag is automatically added until the quantity has been received.

      The quantities and costs on the Tags are updated from Post A/P Invoices or from Post Warehouse Cost Adjustments depending on whether Post Cost In Warehouse is activated.

      This does not apply when new non-bulk rental products are added to replace a Group on the P.O.

    Note: Because Re-Rent equipment does not actually belong to your firm, and re-rent equipment should only have one Asset Tag, additional tags and tag information are not added in Warehouse Receiving regardless of this flag and regardless of the multiple tags flag in Rental Inventory for re-rents.

  • PRINT PURCHASE ORDER COST ON WAREHOUSE RECEIPT
    Check this box to print the P.O. Cost per Unit, the Extended Cost per Unit and the Receipt Total, on the Warehouse Receipt, generated from Warehouse Receiving.

    Uncheck this box to omit printing any costs on the Warehouse Receipt.

  • PREVENT EDIT OF P.O. NOTES IN WAREHOUSE
    Check this box to allow the Operator to Add/Change/Delete the P.O. Notes when accessed from the Purchase Order header window in the View Document Information accessed from the VIEW P.O. on the Warehouse Receiving screen.

    Uncheck this box to show the P.O. Notes in the View Document Information as `view only`.

    Note: P.O. Notes are always `view only` when View Document Information is accessed from other source screens in the system.
    e.g. Purchase Order Inquiry or Document Inquiry

  • ADD PARTS TO WORK ORDER IN WAREHOUSE
    This feature activates the option for new sales parts that are being ordered specifically for use on a Work Order, to capture the W.O.# on the expanded product detail in Purchase Orders and to add them to that W.O. when the parts are received in Warehouse Receiving.

    Check this box to cause any sales parts that have been assigned the category 'W' and a W.O.# on the expanded Purchase Order detail, to be added directly to that Work Order as quantity 'Issued' when the parts are received in Warehouse Receiving.

    Note: On TW Work Orders - the parts are flagged only as Ordered so that the Mechanic can change them to Issued when they are used.

    Following are some features & actions that apply with this "PO to WO link" feature:

    • If the part has been Back Ordered on the W.O. and no quantity has been issued, the Select Work Order Part window is triggered on the P.O. so the specific W.O. Parts detail can be selected to be filled, or if the part does not yet exist on the W.O. a new Parts detail is added to that Work Order when the part is received.
    • Once a W.O. Parts detail has been assigned to be filled by a specific P.O. detail, the Parts detail cannot be changed on the target Work Order. Instead changes to the quantity must be made through the source Purchase Order.
    • Once a W.O. Parts detail has been assigned to be filled by a specific P.O. detail, the Parts detail cannot be deleted from the target Work Order unless the Operator has Security Role permission to the "Work Order Line Linked to Purchase Order Line" action in the "Deletions" flag window. If the W.O. detail is deleted, then the link to the P.O. is removed and the receiving of the P.O. item does not update the W.O.
    • When a part is ordered for a Work Order, that W.O. can not be closed until the part is received.
    • The "linked P.O. to W.O." product information is displayed in Warehouse Receiving prior to accepting the quantities being received.
    • If the received quantity on the P.O. detail differs from the quantity on the associated W.O. Parts detail, it is always the quantity of the part that is received in Warehouse Receiving that becomes the ordered and issued quantity on the W.O. detail regardless of any original quantities. The P.O.# and Sequence# on that P.O. will display in the expanded Parts detail on the Work Order.
    • A P.O. detail cannot be deleted from the Purchase Order once it has been received and the Work Order quantity has been updated.
    • Texada Mobile Alerts:
      If the W.O. Division is flagged to use Texada Web then the parts are auto-added to the Work Order as "ordered" to allow the Mechanic to change them to issued as he uses them.
      An alert is sent to the Mechanic saying that the part has been received, and if the TW Work Order has already been closed an alert is triggered in SRM at the time of Receiving.

    Uncheck this box to always receive parts into inventory and to prevent the parts from being automatically used on a Work Order.
    The category 'W' and a W.O.# on any P.O. details is then information only, and is not acted on automatically by the software.

  • ALLOW OVER RECEIVING ON A PURCHASE ORDER
    Uncheck this box to prevent quantities greater than the purchase order quantity, from being received in the warehouse for a P.O.

    Check this box to allow the warehouse receiving clerk to over-ride and increase the quantity being received against a P.O. in Warehouse Receiving.
    This also increases the quantity on the original Purchase Order to match, and tags the P.O. as "OVER" received.


CENTRAL PURCHASING AND DISTRIBUTION
Because of conflicts, this processing cannot be activated if Sales Item Average Cost By Location is activated in the company Support Application Parameters.
The feature is also only enabled if Inventory is Received in the Warehouse is activated.

Uncheck this box if there is only one location, or if inventory is ordered and received directly at the individual locations.

Check this box to activate the central purchasing and distribution processing as outlined in Central Purchasing Overview.

Central Purchasing Flow:
This process controls inventory ordering and receiving from a central location, and then monitors distribution to the end locations using the branch transfer tracking process.
Inventory Setup:
This central purchasing and distribution applies only to inventory that has been setup to be re-ordered by location, in the product Re-Order windows of Sales Inventory or Rental Inventory, and is NOT flagged there as "Special Order".
Ordering:
When such inventory is ordered in the Purchase Orders or Inventory Re-Order Report, a distribution window opens prompting for the quantities being ordered by location.
Receiving:
Also when the order is received in Warehouse Receiving a distribution window opens prompting for the quantities received on behalf of the end locations.
Distribution:
An in-transit inventory transfer record is then generated to track the location and quantity movement through Internal Transfer Console.

GENERATE P.O. BY LOCATION FROM WORKSHEET
The feature cannot be activated if Central Purchasing And Distribution is used.

This parameter controls whether inventory re-order quantities generated from Inventory Re-Order Report or from Generate P.O.'s From Worksheet, are ordered at the location level for inventory flagged as Re-Order By Location by creating Purchase Orders for each location, or whether the total quantity is ordered on a P.O. from the operator's location.

Check this box to create the Purchase Orders for each location, for inventory flagged to Re-Order By Location.
Uncheck this box to summarize the order quantities and generate a P.O. for the total from the operator's location.


DAYS ON SUSPENSION AFTER PRODUCT RECEIVED
This field provides the ability to set a preparation period on new non-bulk rental equipment acquisitions.
During this suspended period the product is excluded from the Utilization analysis statistics, and can be excluded from depreciation calculations.
This feature only applies to non-bulk rental equipment assigned to a Group that is flagged to Suspend Upon Receipt.
This can be useful to prep the equipment, such as fuelling, service check, attaching your logo, installing an RFID tag, etc.

The suspension information for relevant products can be viewed in the Rental Information window of Rental Inventory and updated in the Product Suspension Information utility if required.
The Items In Suspension Report can be generated to list items currently in the suspension period.

Note: To automatically lift suspension using the expiry date, the program RSPFS01 must be included in the Automatic Job Scheduling to run daily.


P.O. RECEIVING AUTO-CREATES PROD# FOR GROUPS
Check this box to automatically create a new non-bulk rental product record when a Group on a P.O. is reported received into inventory in Warehouse Receiving.
The new non-bulk rental equipment will be added but with no serial numbers. These numbers can be entered later using the Received Non-Bulk Serial# File utility.

Uncheck this box to require the operator to always manually add the new product record when a Group is received in Warehouse Receiving.

Note: This parameter is not compatible and cannot be activated if the Posting by Inventory by Customer Type feature is activated in the Support Application Parameters.
This parameter is also not compatible and cannot be activated if the Rouse Analytics feature is activated in the Software Integration.


ASSIGN PO# AFTER ACCEPTING HEADER
Uncheck this box to cause a new Purchase Order to be assigned in Purchase Orders immediately when a new P.O. is entered in Add mode.
This can be convenient to get a P.O. number quickly to give to the supplier for a pending order, however it will "burn" Purchase Order numbers if they are not actually used.

Check this box to delay assigning the P.O.# until after the header information is completed in Purchase Orders.
This method will not use a P.O. number until the details screen is accessed and so will not "burn" as many numbers.

Note: With either option, a manual P.O.# can still be assigned if the option to Allow Custom Document# has been checked for Purchases Orders as defined in Last Used Transactions or by the division control in Last Used Transactions by Division.


PROMPT UPDATE RECEIPTS WITH PO COST
Check this box to prompt the operator when a "PO Cost" for a Sales or Rental product is changed in an existing product detail on a Purchase Order, whether to also update the associated Warehouse Receiving transaction for that product detail line if it has been received or partially received in Warehouse Receiving but has not yet been invoiced in A/P Invoices.

Uncheck this box to suppress the option to update the costs on existing Warehouse Receiving transactions when the Cost is changed on the source P.O.

Note: This parameter is useful to ensure product costs are correct for export to "Approval Plus" and this parameter is disabled if the feature to Prompt for Cost in Warehouse is activated above.


ENABLE PO APPROVAL
This feature provides the ability to control how much a purchasing employee can spend on a Purchase Orders in SRM.
Any P.O. over a user defined limit would be required to go through an approval process before that PO can be issued to the vendor.
Refer to Purchase Order Approvals for more information on the Approval actions.

When this feature is enabled:

  • At the Operator Codes level, define which "Approver" the purchasing employee reports to where this "Approver" has a higher buying limit.
    This will be the "Approver" who will be notified when the P.O. is submitted.
    However any "Approver" with an allowable Limit above the P.O. total can approve/reject a Purchasing Request, and then this "Approver" becomes responsible to approve the P.O.
    The original purchasing Requester as well as any Approver with an allowable Limit above the P.O. total can re-access and update the Purchase Order.

    Note: Approval processing applies across divisions so if an Approver is assigned to a Requester in Operator Codes in one Division, that Approver will be reflected in all records for that Operator ( System ID ) across all divisions.
    If the operator names are different for the same System ID but at different divisions then the Name of the Requester and also of the Approver on reports and screens will be the name assigned in the first Operator Codes record for that System ID.

  • At the Security Role Permissions level, define the dollar limit per Purchase Order for operators in each role.
    When the purchasing employee exceeds the limit on a new P.O. or when modifying an existing P.O. a notice is automatically sent to the defined "Approver" who must approve the PO, if it is within the "Approver's" own limit.
    If that "Approver's" limit is not high enough, then his "Approver" would need to approve the P.O. moving up to the next link in the approval chain.

    A blank or 0 limit represents Zero and operators in a role with a 0 limit cannot process a PO without approval.
    An unlimited role can be set to $999,999,999

    Note: This approval processing applies across divisions so if an Approver has multiple Roles or a different Role at a different Division, it is the highest limit across roles that is respected at any division.

  • Once approved in the Purchase Order Approvals utility, the purchasing employee who requested the approval is notified and the P.O. is released to be emailed to the vendor.
    If the P.O. is not approved, the approver needs to supply a reason and an email is sent to the Requester for the purchasing employee to follow-up.

  • A Purchase Order Approval Report can be used to monitor and report on the P.O. current status including:

    -Draft - PO is currently being entered and not yet saved, or has been saved but has a zero dollar total, or the user Cancelled out of the details screen regardless of the amount
    -Pending Approval - PO is created or updated to exceed limit
    -Approved - PO does not exceed limit or has been approved by Approver
    -Rejected - PO exceeded purchaser's limit or has been rejected by Approver so follow-up is required
  • Access to existing Purchase Orders is strictly controlled with the PO Approval processing.

    • A P.O. can be edited by the Requester if it is a Draft or if it was auto-Approved when it is still within the Purchasing Requester's limit.
    • A P.O. can be edited by the Requester after it was Approved when was over his limited, and it is re-submitted for re-approval.
    • A P.O. can be edited by the Requester or any Approver with an allowable limit, when in the Draft, Pending Approval, or Rejected Statuses.
    • P.O. can be edited by any Approver in any Statuses as long as the Approver's limit exceeds the P.O. amount.
  • A Purchase Order with a negative total value respects the same Approval Status based on the dollar amount as an "absolute value".
    This means the negative sign is ignored when considering the PO total, so a PO with for a -$100.00 (negative) requires the same approval as a PO with a $100.00 (positive) value.

When this feature is activated at note is triggered to remind the user to setup the role approval limits in the Security Role Permissions.
Any Purchase Orders that already exist when this feature is activated are exempt from this approval requirement, until they are edited at which stage they are considered for PO Approval limits.

Note: When this feature is not active the Purchase Order Approvals and Purchase Order Approval Report are not visible on the menu tree.
Fields such as the "Approver" field in Operator Codes, the "Approval Limit" in the Security Role Permissions, "Status" and "Notes" fields in the Purchase Order header are all hidden.


PREVENT NEGATIVE PURCHASE ORDER QUANTITY
This feature provides the ability to control whether a negative quantity can be entered on a Purchase Order transaction that exceeds the current quantity of the product on hand.

Uncheck this box to always allow a negative quantity to be entered on a Purchase Order detail regardless of current quantity in stock.

Check this box to only allow a negative quantity to be entered on a Purchase Order detail if there is sufficient positive quantity 'On Hand' to be returned.
A 'Exceed Balance' warning is generated on the P.O. stating the current quantity in stock.
This quantity check does not respect Group availability checking, Class re-rent flag, any Company or Division availability parameters or product requirements.
(On Hand - On Contract - On Reservation)

Note: Negative quantities are always allowed to reverse a purchase posting for a 'Non-Inventory Transaction'.


Finished?
Click OK to accept the settings and exit the Inventory Parameters window.

Note: Any changes made to these parameters will not be applied until the Company Parameters are accepted.


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