--- title: "Inventory Documents" canonical: "https://wiki.soft1.eu/space/SS5EN/12060249/Inventory%20Documents" format: markdown --- ## **Introduction** The inventory documents are used for actions and transactions related to Inventory items, whether these transactions affect the quantity of the stock or the value thereof (transit, internal-transit, consumption, composition, production, inventory, destruction, shortage, surplus, etc.) . They are also used for strictly value-related actions - such as sharing import costs per item.Their design has a basic condition: there must have been determination of the basic documents of the application that shall simulate business processes. The particularity of the inventory documents is that no other entity than the Inventory is needed. ## **Document types ** To create a new Document type, choose Parameters - Inventory- Inventory documents - Document Types - "New". After completing the basic data (Code, abbreviation, Description) define the behavior of the document, depending on the design decided. ![image](media://f21e80a3-a3ea-4dac-89f9-8e121f26cdaf) ### **Page ** On Page it is possible to set: - **Movement reasons**: the reason of movement proposed upon selecting that document type. - **Use of barcode**: whether to use barcode in documents of this type. - **Check total:** whether there shall be a check as to the completion of the total value on the document. This field accepts values: **No control**: no check is performed with regard to the completion of the total value on the document. **Warning per document**: the corresponding warning message appears. **Prohibition per document**: it prohibits the posting of a document which does not bear a total value. - **Delete converted/ canceled document:** If this field is set to "Yes", the deletion of a converted/canceled - document is allowed. - **Automatic item set analysis:** this parameter sets whether during the conversion of a document containing an items set in this document there shall be substitution of the set by its components. - **Automatic substitution of item sets:** If this parameter is set to "Yes" then upon selection of an items set, there shall be automatic substitution/ analysis of its items. This parameter works in combination with the field "Replace set with composite items" located on page of the items. - **Modify in a different fiscal year:** this parameter sets whether to modify the document in a different fiscal year than the one entered. ** Area** In area "Inventory update" set the parameters concerning the document lines. - **Inventory trans.:** selects the transaction which shall affect the financial data of the items entered through adocument of this type. - **Gifts transaction:** If the inventory stores items labeled as gifts (item type), enter the transaction updating such items. - **Bailment trans.:** If the inventory stores items labeled as "bailment" (item type), enter the transaction updating such items. - **Inter-co. movement:** this parameter is completed in case the respective document type is used for inter co-movement. Specifically, the parameter specifies the type of the 2nd Inventory transaction (other than the "main) to be created (per line) from the document entries of the designed type and which shall refer to Storage Area 2. Thus, there is creation of 2 transactions per document line. The "main" transaction shall refer to Storage Area 1 of the document line, while the inter co-movement transaction (defined here) shall refer to Storage Area 2 of the document line. ► Info: If you set inter co-movement as the document type, then during document posting it is necessary to complete the second storage area. - **Warranty trans.**: If the inventory stores items labeled as "warranties" (item type), enter the transaction updating such items. - **Labor cost transaction:** the parameter refers to the production module. Fill in the transaction related to labor costs. - **G.P.C. transaction:** the parameter refers to the Production module. Fill in the transaction related to G.P.C. - **Uses price:** set the price of the items to be proposed in document lines (wholesale price, retail, cost, etc.). - **Outstanding:** enter the pending item to be created in items (more information here). - **Coverage method:** the value proposed to be used in this parameter is: "(Qty1-Filled qty.-Cancl. qty)<=0". Otherwise, that is in case of use of value "(Qty1-Filled qty.-Cancl. qty)=0" - upon overcoverage of an order, the negative quantity shall be retained as pending item, while it shall be also possible to convert a document with negative quantity. - **Automatic coverage type:** defines the type document from which the system shall apply automatic coverage of pending items using FIFO method. This parameter is used if the use of conversion job is not deemed desirable. - **Covering mode:** define the method as per which automatic pending item coverage will function. Accepts the values: - Indifferent - Company branch - Customer branch - Company and customer branch - **Line check:** this parameter checks whether value is completed on the line. Accepts the values: - No check: no check is performed. - Warning per line: corresponding warning message is displayed. - Prohibition per line: prohibits the posting of the document, on which no value has been completed on the line. - **Line columns:** complete the line column design to be used on documents of this type. - **Similar lines:** parameter in which you specify whether a check is to be performed with regard to similar lines in the document (selection of the same item). Accepts the values: - No action. - Warning: the corresponding warning message is displayed. - Pack: when choosing the same item these are packed in a single line. - Pack per price / discount: lines are packed in one in case item line is filled in with the same price and discount. - Prohibition: prohibits the entry of the same item in the document. - **SN type:** defines the behavior of the document with regard to the management of items with serial numbers (see section on Serial numbers). ** Area** - **Account:** field that defines either a specific accountings account or part thereof in order to serve the automatic accounting update mechanism. - **Accounting link:** parameter that defines the "association model" of the document designed to accounting. - **On line update:** specify whether the document shall update Accountings automatically upon its entry or shall participate in the regular batch update process. - **Totals per day:** determine whether each of the main counterparts -documents shall create corresponding entries in Accounting or whether there shall be totalizing of all main documents of the day and the aggregate entry shall be reported in Accountings. - **Negative update:** provides the ability to display negative sign on account values. This way, you can use the same accounting link, i.e. of the invoice for the cancellation of the invoice. ** Area** In area "Activity Base Costing", define the parameters to get non-accounting monitoring of the cost centers (More in chapter Activity Based Costing). ### **Page ** On page set the data related to the lot management parameters and stock controls. ![image](media://6233adba-d90b-4e45-9de6-427f590f3456) ** Area** In area "Lot behavior" set the following parameters: - **Consumption mode:** define the mode of consumption - selection of lots in the document. Accepts the values: - User specified: the operator selects each time which of the item lots shall be entered in the document. - FIFO (automatic): during document entry, the application shall insert automatically the item lot, applying FIFO method. - LIFO (automatic): during document entry, the application shall insert automatically the item lot, applying LIFO method. - FIFO (default): during item selection on the line, the application shall propose the item lot, applying FIFO method. - LIFO (default): during item selection on the line, the application shall propose the item lot, applying LIFO method ► Info: The date as per which the lot consumption mode shall be applied (Date inserted or ending date) is set in Inventory parameters. - Check expiry date: specify whether a (warning or prohibitive) check is to be performed with regard to lot expiry. - Mandatory use: specify whether it is mandatory to use the lot, when items monitored by lot are selected. - Using parameters "Selection" and "Proposal" you can define the mode of selection and proposal of the lot by the application. Specifically: - Whether there shall be proposal of lots with a balance greater than zero> 0. - Whether there shall be proposal of lots with available balance greater than zero. Or - Whether there shall be proposal of lots with fictitious balance greater than zero. ** Area** - Behavior: define the behavior of the document after the inventory checks. This parameter is combined with the parameter "Expression". - Per W/h: indication of whether the checks will be carried out per Inventory area or not. - On line: indication of whether the checks will be conducted upon item selection in line or during document posting. - Special: parameter for setting special inventory checks (ie lot balance check). - Expression: formulate the numerical formula as per which inventory checks are to be performed. - Zero quantities specify whether zero quantities are to be checked on the line or during document posting. - Per item attribute: Specify whether stock check is to be performed per attribute (color size). - Change item on document after conversion: define whether it is prohibited or not to change an item in a converted document. - Modify line already converted: define whether there is ability to modify lines that have been converted. ## **Series** The configuration of Series in the Inventory module is performed through path Parameters - Inventory - Inventory documents - Series. After completing the code and abbreviating the Series, you must define the associated document Type. Field "Name" is completed automatically with the name of the type, but this can be changed. In field "Number" enter the number of the Series. ![image](media://1878b3b6-c9ed-4feb-a285-86f03ce78ffa) ### **Page ** Page defines issues related to numbering, printing, approvals, branches as well as the connection to contra accounts series. ** Area** In area "Numbers" set: - Auto Numbering: option [Yes] enables internal numbering of the application using ascending numbering of documents. The number is unique for each document series. - Document code composition: the document code number is generated from the combination of the "Auto Numbering" and the characters of field "Abbreviation". - Manual Series: set to [Yes] in case the document Series is manual. In this case, parameter "document code composition" should be set to [No]. Setting series to manual allows intervention on document VAT. - Strict numbering: refers mainly to computerized documents. Setting this parameter to [Yes] does not allow the deletion of a document, in case there is another entered document of the same Series with greater numbering. In case of document deletion, the document series numbering is automatically corrected. - Same numbering: this parameter is completed in case you want the series to follow the numbering of another series. Here you select the documents module to which the model-Series belongs (the series whose numbering is followed). - Series: If you have set the designed series to follow the same numbering, then select the Series the numbering of which is to be followed. The system prohibits the selection of a series that has its own numbering displaying the message "The document with the same numbering must have its own numbering". **< Print > area:** In area "Print" set: - Printing mode: define the dialog items related to the print of the document to be posted. The parameter accepts values: - [None]: the document will not print and will no message will be proposed. - [Yes (Automatic)]: no question shall be displayed to the user and the document will be printed automatically upon posting. - [With question (Yes)]: a question shall be displayed concerning the printing of the document with pre-selected the print document option. - [With question (No)]: a question shall be displayed concerning the printing of the document with pre-selected the cancel print option. - Printer: select the printer to be proposed for document printing. - Form: choose the form in which the document will be printed. - Copies: specify the number of copies to print. Attention: The copy to be printed shall bear a different signature. - On the following grid, specify the print mode data, the form data and the printer, in case the document is to be printed using a different printing form. - Printed document modification: this parameter refers to the conduction of checks (warning or prohibition) concerning the modification of a printed document. - Document reprint: this parameter refers to the conduction of checks (warning / prohibition) concerning the re-printing of an already printed document. - Print unapproved document: this parameter determines the behavior of the application on printing documents that have not been approved. ** Area** Area "Default" sets out the options to be displayed as default by the application during the posting process of a document of this series. Specifically: - Branch: specify a default branch for the Series. ► Info: This parameter in conjunction with users' rights can be prohibitive for the selection of a particular Series for a user who does not have rights for the branch set as default. - W/h : define the Warehouses proposed during selection of the Series. - Branch 2: specify a default 2^nd branch for the Series.Setting that refers mainly to inter co-movement. - W/h2: set the second warehouse proposed. Setting that refers mainly to inter co-movement. - Business unit: specify the default business unit. - Storage bin: specify the default storage bin for the items. - Approval scenario: here you can define the approval scenario to be used for posting documents. ** Area** In area "Series" set: - G.L.: specify whether during General Ledger update there is usage of an approved accountings transaction Series. - C.A.: specify whether during Cost Accountings update there is usage of an approved cost accounting transaction Series. - Reversing: enter the Series to be used for document cancellation. ### **Page ** Page defines issues related to the conversion and item sets composition/ decomposition documents. ![image](media://8936d0fd-7f30-4be9-b6f1-7d1070effc3e) - Automatic conversion- Method: define whether during document posting there shall be (automatic or with question) conversion into another document. - Automatic conversion - Series: If you set automatic conversion mode, then you must also set the document Series into which the document is to be converted. - Composition - Method: define whether and with which method a composition document is created in case that the document lines contain a composite item (set) supporting composition. - Composition-Series: this parameter depends on parameter [Composition: method]. Enter the Series to be used for the indirect posting of the composition document. ### **Page ** On page specify the behavior of the document during its conversion processes. ![image](media://f849a84d-c8f0-4d68-9cfc-a1466023351a) - Brought fwd only: If set to [Yes], then the specific Series shall not be available to the operator for a primary entry, except during the conversion process. - Convert into: select the Series to which the specific document is converted. If no Series are entered, then during document conversion all available active series of the module shall be proposed. ### **Page ** On page 'Rights "set user and/or user groups who shall have access to that series. ![image](media://a38d85cc-78f1-45a9-8b7f-64a2f74e03d9) ## **S****eries Numbering** Table showing all active Series, including the number used. ![image](media://408441f4-e251-4b97-92ea-c12ac6fb5fde) ## **Standard comments** In this table you define the standard comments used in inventory documents. ► Info: the document comment is a field allowing selection of a comment from the table, or typing a comment of your own.