5 Reviewing Item and Quantity Information

This chapter contains the following topics:

5.1 Understanding Item and Quantity Information

You can accurately plan for future stocking needs by reviewing item and quantity information. For example, you can:

  • Access information about stock items.

  • Access summary and detailed information about on-hand, committed, and available items.

  • Access and monitor supply-and-demand information to help you plan for future stocking needs.

  • Access item information about previous sales, current inventory quantities, and future receipts.

  • Review balance forward records for a specific fiscal year.

  • Reconcile inventory balances with the general ledger (GL) and access detailed item transaction information.

  • Compare the inventory balances at the end of one period with the same period end for the GL.

5.1.1 Types of Quantities

This table lists the types of quantities:

Quantity Definition
Available The number of items that you can use based on user-defined calculations. You determine how the system calculates item availability by defining the factors that subtract from or add to the available quantity of an item. This calculation can include quantities that do not immediately affect on-hand amounts.

For example, you can set up the availability calculation to subtract any quantities that are committed to sales or work orders and add any quantities that are on purchase orders or in transit.

On-hand The number of items (expressed in the primary unit of measure) that are physically in stock. The on-hand quantity of items is affected by:
  • Variances that are recorded after a physical inventory.

  • Daily removals, additions, or transfers of items.

  • Shipment confirmations or updated sales information.

  • Locations with lots on hold, such as items requiring inspection or placed in quarantine.

Available to promise (ATP) The number of items that are uncommitted (available for sales or distribution) until the next replenishment orders arrive.

You select whether to use the basic method or the cumulative method to determine ATP.

The basic method assumes:

  • Customer demand only, such as sales orders.

  • Demand for all periods until the next replenishment order arrives, such as purchase orders.

  • Complete consumption of existing quantities during the current period, resulting in no carry-over quantities for the next period.

When you use the cumulative method, which provides a running total, the system:

  • Does not assume consumption within the current period.

  • Does not enable a negative ATP within a period but does enable a negative cumulative ATP.

Other Quantity 1 and 2 When you commit inventory for other quantities, the system assigns inventory to different types of sales and procurement documents, such as quote and blanket orders, that do not affect availability.

5.1.2 Commitment Methods

You can use additional commitment methods if you are using lot processing. For example, you can define the commitment method by lot number or lot expiration date.

This diagram illustrates how the JD Edwards EnterpriseOne Inventory Management system typically commits inventory:

Figure 5-1 Order fulfillment process

Description of Figure 5-1 follows
Description of ''Figure 5-1 Order fulfillment process''

5.1.3 System Calculations for Supply-and-Demand Quantities

The system uses supply-and-demand inclusion rules to calculate the supply-and-demand quantities for an item. A manufacturing environment uses work orders to create a supply of parts or materials, whereas a maintenance environment uses work orders to create a demand for parts.

Type Definition
Sources of supply Starting with the requested date on purchase orders, the system calculates the supply quantity from these sources:
  • On-hand inventory, where the supply quantity is the quantity on hand less hard commitments and quantities on sales and work orders.

  • Purchase orders, where the supply quantity is the quantity entered on purchase orders.

  • Manufacturing work orders, where the supply quantity is the quantity entered on a work order less the quantity shipped.

Sources of demand Starting with the requested date on sales orders, the system calculates the demand quantity from these sources:
  • Sales orders, where the demand quantity is the quantity entered on sales orders less the quantity shipped and the quantity canceled.

  • Safety stock, where the demand quantity is any quantity reserved as protection against fluctuations in demand and supply.

  • Work order requirements and parts lists, where the demand quantity for sources such as the quantity required less the quantity issued.


5.1.4 Item Balance Reconciliation with the GL

You can compare the inventory balances to the GL at the end of a period. Because inventory transactions continue after GL periods close, the system provides a method for you to reconcile the inventory balances to the GL for any fiscal period.

You can use this information to create:

  • Summary level reports according to the GL classification code.

  • Running balance information on Item Ledger Inquiry (CARDEX).

  • Balance forward records.

  • Integrity reports.

5.2 Searching for Item Information

This section provides an overview of locating item information, lists prerequisites, and discusses how to:

  • Build item word search information.

  • Set processing options for Item Word Build (R41829).

  • Locate items with word search.

  • Locate and return item information.

  • Define search criteria.

5.2.1 Understanding How to Locate Item Information

You might want to locate item information for a variety of reasons, such as entering changes to inventory, revising the information that is associated with inventory items, or reviewing available quantities.

You can use three methods to locate item information. The method that you select depends on the type of search criteria to use and where the method is available, as shown in this table:

Method Definition Availability
Locating items with word search on the Work with Item Word Search form. Enables you to locate items based on text stored in any of 31 fields in six tables. This search is available from a Form exit in the Item Master or any transaction entry form (Issues, Transfers, Adjustments, and Reclassifications).
Locating and returning item information on the Item Search Returning Quantity form. Enables you to locate items by item number to see the available quantities, and then to return to the transaction entry form many fields of information for multiple items. If necessary, you can access the word search function to find the item number. This search is available when you are using any transaction entry form (Issues, Transfers, Adjustments, and Reclassifications).
Locating item information with item search on the Work With Item Search form. Enables you to locate items by defined search text. This search is available from a search button from the Item Number field and from the Inventory Inquiries menu (G41112).

You can define specific criteria for an item search. Use this type of search when you know what the item is but you want to limit the search. For example, you can limit the search for an item to a specific branch/plant and supplier. You can use search text only to locate items that have search text information in the item master records. You can set up processing options to display sales or purchasing category codes that are applicable to items.

When you define search criteria, the system searches these tables for items with matching information:

Table Information Type
Item Master (F4101)
  • Search text.
  • Description.

  • Drawing number (when using manufacturing systems).

Item Branch File (F4102)
  • Item number (short, second, or third).
  • Branch/plant.

  • Supplier.

  • Purchasing or sales category codes 1–5, depending on the processing option that you select.

Item Location File (F41021)
  • Location.
  • Lot number.

  • Lot status code.

Lot Master (F4108)
  • Lot.
  • Lot description.

  • Serial number.

  • Expiration date.

Location Master (F4100)
  • Picking zone.
  • Putaway zone.

  • Replenishment zone.


5.2.2 Mobile Enterprise Applications for Product Price and Availability

The following mobile applications are available, and can be used to view item detail and availability information on a mobile device:

  • Product Price and Availability (Smartphone and Tablet)

These applications require system administrator configuration before they are available to individual users. Contact your system administrator to determine whether these applications are available for use.

Additionally, see the following topics in the JD Edwards EnterpriseOne Applications Mobile Enterprise Applications Implementation Guide:

5.2.3 Prerequisites

Before you complete the tasks in this section, you must verify that:

  • The item cross-reference types for cross-reference numbers are set up in UDC table (41/DT).

  • Any external item numbers, such as supplier or substitute numbers, are set up in the Item Cross-Reference program (P4104).

  • Any internal item numbers, such as the second or third item numbers, are set up in the Item Master program (P4101).

5.2.4 Forms Used to Locate Item Information

Form Name FormID Navigation Usage
Work With Item Master Browse W4101E Inventory Master/Transactions (G4111), Item Master Review items.
Work with Item Word Search W41829C On the Work With Item Master Browse form, select Item Word Search from the Form menu. Locate items with word search.
Item Search Returning Quantity W40ITM2F Select Item Search from the Form menu on any of the transaction entry forms, such as the Inventory Adjustments form. Locate and return item information.
Work With Item Search W41200A Inventory Inquiries (G41112), Item Search Search for items.
Work with Item Cross Reference W4104A On the Work With Item Search form, select a record and select Cross Reference from the Row menu. Define search criteria.

5.2.5 Building Item Word Search Information

Select Periodic Processing (G4120), Item Word Build.

You must run the Item Word Build (R41829) program to create and update the Item Word Search table (F41829). When you search for an item using item word search, the system accesses the Item Word Search table (F41829) for item information. The R41829 program extracts information from these tables:

  • Item Master (F4101)

  • Item Branch File (F4102)

  • Location Master (F4100)

  • Lot Master (F4108)

  • Item Master - Alternative Description (F4101D)

  • Item Cross Reference File (F4104)

You can run the program for the entire item master or by branch/plant. When you run the report by branch/plant, the processing time is significantly reduced.

You can run the Item Word Build program as often as necessary. For example, you might decide to run the program monthly, depending on the number of changes to descriptions because the system does not update the Item Word Search table when you change any of the descriptive (text) information. You can also set a processing option to clear and completely rebuild the Item Word Search table, if appropriate. If you do not clear the table, use data selection to specify the items to update.

5.2.6 Setting Processing Options for Item Word Search Build (R41829)

Processing options enable you to specify the default processing for programs and reports.

5.2.6.1 Build Options

1. Clear Item Word Search Tables

Specify whether to clear the Item Word Search tables before the build. Values are:

Blank: Do not clear.

1: Clear.

5.2.7 Locating Items with Word Search

Access the Work with Item Word Search form.

Use the Item Search Text field to locate items. You can locate items by searching for a term that describes an entire category of objects or other descriptive term. For example, to see all the types of bicycle equipment in inventory, you can locate all items that contain bike in any of 31 fields, such as the item name, description, or search text.

Note:

If you do not know the item number when you are entering transactions, use Item Word Search Build (R41829) to locate the item number.

5.2.8 Locating and Returning Item Information

Access the Item Search Returning Quantity form.

When you create inventory transactions, you can locate item information, such as location, lot number, grade, potency, expiration date, and lot status code, and return it to the transaction to save you entry time and reduce errors. Use the Item Search Returns Quantity program (P40ITM2) to locate and return the item information to the transaction. You can use the Item Search Returns Quantity program to create a transaction with multiple lines.

If you use quality mode, you can use only branch/plants and grade and potency information that is specified in the customer preferences.

5.2.9 Defining Search Criteria

Access the Work With Item Cross Reference form.

X-Ref Type

Enter a code from UDC table (41/DT) that identifies the type of cross-reference setup for this customer. Examples of cross-reference types include substitutes, replacements, and customer or supplier item numbers.

Address Number

Enter the address number of the customer or supplier.

Second Item Number

Enter an identifier for an item.

Cross Reference Item Number

Enter the cross-reference item number that the system assigns to an item number. A cross-reference number enables you to use a supplier's item number if it is different from the own item number when you are processing an order or printing. You set up this number in the Item Cross-Reference (P4104) program.

Cross Reference Description

Enter a remark about an item.

Card Number

Enter a OEM-assigned value from UDC table (40R/CD) that further describes the part number.

5.3 Locating Quantity Information

This section provides an overview of quantity information, lists prerequisites, and discusses how to:

  • Set processing options for Item Availability (P41202).

  • Locate summary quantity information.

  • Review detailed quantity information.

  • Set processing options for Segmented Item Availability (P41206).

  • Review segmented item availability.

  • Set processing options for Location Segment Inquiry (P4100142).

  • Review quantities in locations with segments.

  • Set processing options for Lot Master (P41280).

  • Locate quantity information by lot.

  • Set processing options for Item Ledger Inquiry (CARDEX) (Select Items for Count-Tag Inventory).

  • Locate on-hand quantity information.

  • Review current inventory levels online.

5.3.1 Mobile Enterprise Applications for Reviewing Item Availability

The following mobile applications are available, and can be used to review quantity information on a mobile device:

  • Inventory Availability (Smartphone and Tablet)

These applications require system administrator configuration before they are available to individual users. Contact your system administrator to determine whether these applications are available for use.

Additionally, see the following topic in the JD Edwards EnterpriseOne Applications Mobile Enterprise Applications Implementation Guide:

5.3.2 Understanding Quantity Information

Quantity information includes the available and on-hand quantities for items. You use quantity information to determine the current and future inventory needs. This table lists the types of quantity calculations the system performs:

Calculation Description
Days available Reflects the number of days in the future that an item will be available.
On-hand Reflects the total number of items in a particular branch/plant.
Commitments This calculation includes soft commitments, hard commitments, and quantities on work orders.
Available Defines how the system performs this calculation. Typically, it includes on-hand quantities minus any outstanding commitments, reservations, and backorders.
On receipt Reflects quantities that are on open purchase orders.
Reorder point Specifies the minimum item quantity for which replenishment should occur, or you can have the system calculate it.
Economic Order Quantity (EOQ) Determines a minimum quantity for an item based on an economic analysis of the cost of placing an order and keeping inventory.

5.3.2.1 Summary Quantity Information

You can access summary quantity information about each item based on the item number and branch/plant. You can also view the total quantity of items in any of these categories:

  • On-hand.

  • Held.

  • Hard committed and soft committed.

  • Available.

  • Purchase and work orders.

  • Backorders.

You can set the Truncate/Round processing option to specify the rounding method to use in calculations. The program rounds the calculation result to the number of decimal places that are specified in the data item Quantity On Hand - Primary Quantity (PQOH). The default value in the Display Decimals field is no decimals. When this data item has no display decimals, you do not see decimals in the resulting quantity on hand.

For example, assume that you have an item with eaches as a primary unit of measure. This item has a unit of measure conversion of 10 eaches to one box. Currently, you have six eaches in stock. If you change the UOM (unit of measure) field in the heading area of the Work With Item Availability form from EA (eaches) to BX (boxes), you might expect to see 6 (6 eaches) displayed as the quantity on hand. However, with no display decimals specified, the system does not display decimal quantities. The quantity depends on the rounding method that you select:

  • Round or round up method: 6 boxes (6 eaches) displays as 1 box.

  • Truncate method: 6 boxes (6 eaches) displays as 0 (zero) boxes.

You can change the rounding method on the Work With Item Availability form (Additional Selections 1 tab). In that case, the system interactively recalculates and displays the quantity.

5.3.2.2 Detailed Quantity Information

You can locate all of the items in a specific location within a branch/plant and review detailed information for each item in the location. You can review availability for an item in a specific location by accessing the Detail Availability program (P41202).

You can view detailed quantity information about an item in a specific storage area and verify the quantity committed compared to the quantity in the storage area.

In the branch/plant constants, you can define availability calculations, which include:

  • Quantities that subtract from availability, such as soft commits, hard commits, and future commits.

  • Quantities that add to availability, such as purchase order receipts and quantities.

5.3.2.3 Quality Mode

You can review availability information in quality mode if you:

  • Activate the JD Edwards EnterpriseOne Quality Management system on the Quality Management Setup menu (G3741).

  • Enable the Quality Control constant in the Branch/Plant Constants for each branch plant to include in quality tests.

To review only the records that passed quality testing, set the related processing option for Summary Availability. In quality mode, you can enter an address book number. The system does not enable changes to the Branch/Plant, Grade Range, or Potency Range fields, regardless of the processing options settings. The system displays only the branches that are set up in the user preferences.

You can set processing options that enable you to:

  • Indicate the available quantity in both primary and requested units of measure when the requested unit of measure is not the primary unit of measure.

  • Review available information in Shopping Cart mode.

    In this mode, the address book number appears. Not all fields that usually appear in the detail area are available in this mode.

5.3.3 Prerequisites

Before you complete the tasks in this section, you must:

5.3.4 Forms Used to Locate Quantity Information

Form Name FormID Navigation Usage
Work With Item Availability W41202A Inventory Inquiries (G41112), Summary Availability Locate summary quantity information.
Work With Item Availability W41202A Inventory Inquiries (G41112), Detailed Availability Locate detailed quantity information.
Detail Availability W41202C On the Work With Item Availability form, select Detail Avail. from the Row menu. Review detailed quantity information.
Work With Segmented Item Availability W41206A Inventory Inquiries (G41112), Segmented Item Availability Review segmented item availability.
Work with Shipping Availability W41206B On the Work With Segmented Item Availability form, select Shipping Avail. from the Row menu. Review shipping availability.
Location Segment Inquiry W4100142B Inventory Inquiries (G41112), Location Segment Inquiry Review quantities in locations with segments.
Work With Lot Availability W41280B Lot Control (G4113), Lot Availability Locate quantity information by lot.
Work With Item Ledger W4111A Inventory Inquiries (G41112), Item Ledger (CARDEX) Locate on-hand quantity information.
Work With Inventory Quantities W41201A Inventory Inquiries (G41112), Supplier Self-Service Inventory Review current inventory levels online.

5.3.5 Setting Processing Options for Item Availability (P41202)

Processing options enable you to specify the default processing for programs and reports.

5.3.5.1 Default (Release 9.2 Update)

1. Summary Only

Specify whether to have the Summary Only check box selected by default when you access the Item Availability program (P41202). If you leave this processing option blank, the Summary Only check box is not selected .

2. Omit Zero Quantities

Specify whether to have the Omit Zero Quantities check box selected by default when you access the Item Availability program (P41202). If you leave this processing option blank, the Omit Zero Quantities check box is not selected.

5.3.5.2 Versions

If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Item Master

Specify which version of the Item Master (P4101) program to use.

2. Item Notes

Specify which version of the Item Notes (P40163) program to use.

3. Item Search

Specify which version of the Item Search (P41200) program to use.

4. Purchase Order Inquiry

Specify which version of the Purchase Order Inquiry (P430301) program to use.

5. Customer Service Inquiry

Specify which version of the Customer Service Inquiry (Misc. Windows) program (P42045) to use.

6. Open Work Orders

Specify which version of the Open Work Orders (R31400) program to use.

7. Supply and Demand

Specify which version of the Supply and Demand Inquiry (P4021) program to use.

8. Bill of Material

Specify which version of the Bill of Material Inquiry (P30200) program to use.

9. Lot Availability

Specify which version of the Lot Master Availability (P41280) program to use.

10. Item Ledger

Specify which version of the Item Ledger Inquiry (CARDEX) program (P4111) to use.

11. Branch/Plant Item Information

Specify which version of the Branch/Plant Constants (P41001) program to use.

12. Location Master

Specify which version of the Location Master (P4100) program to use.

13. Item Location Information

Specify which version of the Item Location Type (P41023) program to use.

5.3.5.3 Display

1. Grade Information

Specify whether the system displays grade information. Values are:

Blank: Do not display.

1: Display.

2. Potency Information

Specify whether the system displays potency information. Values are:

Blank: Do not display.

1: Display.

3. Quality Management

Specify whether the system displays information from the JD Edwards EnterpriseOne Quality Management system. Values are:

Blank: Do not display.

1: Display.

4. Quantity - Primary Units of Measure

Specify whether the system displays quantity information in primary units of measure. Values are:

Blank: Do not display.

1: Display.

5. Truncate/Round

Specify the manner in which the system truncates or rounds the information in the detail area. Values are:

Blank: Round the information in the detail area. The system uses normal mathematical rounding. For example, with no display decimals specified, 2.3 remains 2 and 2.6 is rounded up to 3.

1: Truncate the information in the grid. The system always removes additional positions. For example, with no display decimals specified, 2.3 and 2.6 are both truncated to 2.

2: Round up the information in the grid. The system always rounds to the next higher number. For example, with no display decimals specified, 2.3 and 2.6 are both rounded up to 3.

6. Customer Self-Service

Specify whether the system uses the standard mode or customer self-service functionality. Values are:

Blank: Bypass customer self-service functionality and use the standard mode.

1: Activate customer self-service functionality.

5.3.5.4 Lot Options

1. Display Percent of Life Remaining

Specify whether the system displays the Percent of Life Remaining field.

2. Display Number of Days Remaining

Specify whether the system displays the Number of Days Remaining field.

3. Calculation Date

Specify a date that the system uses to calculate the remaining number of days until a lot expires. If you leave this processing option blank, the system uses today's date.

5.3.6 Locating Summary Quantity Information

Access the Work With Item Availability form.

Note:

The system does not display decimal quantities if the Display Decimals field in the Quantity On Hand-Primary Quantity (PQOH) data item has no display decimals specified (default).

5.3.6.1 Item Availability

Select the Item Availability tab.

Summary Only

Select this check box to indicate that the system will display information that is summarized by item, company, currency code, and cost rule. If you do not select this check box, the system displays individual receipt records.

Omit Zero Quantities

Select this check box to indicate that the system does not display information with zero on-hand quantities. If you do not select this check box, the system displays information with zero on-hand quantities.

On Hand

Enter the number of units that are physically in stock. The system displays the quantity on-hand in the primary unit of measure.

Committed

Enter the total quantity that is committed to a specific location. The total quantity is the sum of all quantities that have been sold, soft committed, or hard committed to sales orders and work orders.

Available

Enter a number that indicates the quantity that is available. For example, the available quantity might consist of the on-hand quantity minus commitments, reservations, and backorders.

Availability is user-defined. You can set up availability in the Branch/Plant Constants (P41001) program.

On Receipt

Enter the total number of items that are on receipt for a specific location. The total is the sum of all quantities of an item that are on order and in route for a location.

SO/WO Soft Commit (sales order/work order soft commitment)

Enter the number of units that are soft committed to sales orders or work orders in the primary units of measure.

SO Hard Commit (sales order hard commitment)

Enter the number of units that are committed to a specific location and lot.

Future Commit

Enter the quantity on sales order for which the requested shipment date is beyond the standard commitment period that has been specified in the branch/plant constants for that branch. As an example, if you normally ship most orders within 90 days, then an order for an item with a requested ship date a year from now would have its quantity reflected in this field.

Backorder

Enter the number of units that are backordered in primary units of measure.

WO Hard Commit (work order hard commitment)

Enter the number of units that are hard committed to work orders in the primary unit of measure.

On SO Other 1 (on sales order other 1)

Enter the first of two quantities that can be specified as additional offsets (subtractions from on-hand) in the determination of quantities available for sale (primary unit of measure).

On SO Other 2 (on sales order other 2)

Enter the second of two quantities that can be specified as additional offsets (subtractions from on-hand) in the determination of quantities available for sale (primary unit of measure).

On PO (on purchase order)

Enter the number of units specified on the purchase order in primary units of measure.

On PO Other 1 (on purchase order other 1)

Enter the quantity that appears on documents such as bid requests, which are not formal commitments to buy on the part of the organization.

In Transit

Enter the quantity that is currently in transit from the supplier.

In Inspection

Enter the quantity that is currently being inspected. This quantity is received, but is not considered on hand.

In Operation 1 and In Operation 2

Enter the quantities that are currently at a user-defined operation within the dock-to-stock process. The quantity is received, but may or may not be considered to be on hand.

5.3.6.2 Additional Selections 1

Select the Additional Selections 1 tab.

Grade Range

Enter a code from UDC table (40/LG) that indicates the minimum grade that is acceptable for an item.

The system displays a warning message if you try to purchase or issue items with grades that do not meet the minimum grade acceptable. The system does not enable you to sell items with grades that do not meet the minimum acceptable level.

Potency Range

Enter a number that indicates the minimum potency or percentage of active ingredients that is acceptable for an item.

The system displays a warning message if you try to purchase or issue items that do not meet the minimum acceptable potency. The system does not enable you to sell items that do not meet the minimum acceptable potency.

5.3.7 Reviewing Detailed Quantity Information

Access the Detail Availability form.

SO/WO Soft Commit (sales order/work order soft commitment)

Enter the number of units that are soft committed to sales orders or work orders in the primary units of measure.

SO Hard Commit (sales order hard commitment)

Enter the number of units that are committed to a specific location and lot.

Future Commit

Enter the quantity on sales order for which the requested shipment date is beyond the standard commitment period that has been specified in the branch/plant constants for that branch. As an example, if you normally ship most orders within 90 days, then an order for an item with a requested ship date a year from now would have its quantity reflected in this field.

Backorder

Enter the number of units that are back ordered in primary units of measure.

WO Hard Commit (work order hard commitment)

Enter the number of units hard committed to work orders in the primary unit of measure.

On SO Other 1

Enter the first of two quantities that can be specified as additional offsets (subtractions from on-hand) in the determination of quantities that are available for sale (primary unit of measure).

On SO Other 2

Enter the second of two quantities that can be specified as additional offsets (subtractions from on-hand) in the determination of quantities that are available for sale (primary unit of measure).

On PO (on purchase order)

Enter the number of units that are specified on the purchase order in primary units of measure.

On PO Other 1

Enter the quantity that appears on documents such as bid requests, which are not formal commitments to buy on the part of the organization.

In Transit

Enter the quantity that is currently in transit from the supplier.

In Inspection

Enter the quantity that is currently being inspected. This quantity is received, but is not considered on hand.

In Operation 1 and In Operation 2

Enter the quantities that are currently at a user-defined operation within the dock-to-stock process. The quantity is received, but may or may not be considered to be on hand.

5.3.8 Setting Processing Options for Segmented Item Availability (P41206)

Processing options enable you to specify the default processing for programs and reports.

5.3.8.1 Defaults

1. Template

Enter a template name that you can use when entering items in the Item Master Revisions (P4101) program. The name is case sensitive.

5.3.8.2 Versions

1. Summary Availability (P41202)

Specify the version of the P41202 program to use. If you leave this processing option blank, the system uses version ZJDE0001.

5.3.9 Reviewing Segmented Item Availability

Access the Work With Segmented Item Availability form.

You can view item availability from the Work With Segmented Item Availability form:

  • Select Item Availability from the Row menu to access the Work With Item Availability form, which displays the item availability by segment with access to Item Availability.

  • Shipping availability

    Select Shipping Avail. (shipping availability) from the Row menu to access the Work With Shipping Availability form, which displays the unit of measure structure for the warehouse and the quantity that you have available to ship for each unit of measure.

If you have many different segmented items with different templates, you might want to set up different versions of the Segmented Item Availability program (P41206) with a different template identified in each version. You can set the processing options in the Item Master program (P4101) to use a default template. You can also override the default template.

If you leave the On Hand Primary U/M field blank, the system selects the primary unit of measure for the first item found.

5.3.10 Setting Processing Options for Location Segment Inquiry (P4100142)

Processing options enable you to specify the default processing for programs and reports.

5.3.10.1 Mode

Mode

Specify the mode in which to run the program. Values are:

Blank: Client mode

1: Web mode

The system displays only the item and location information that is related to you based on the user ID and address book number. If you are signed into the system using the web, Item Availability is disabled.

5.3.11 Reviewing Quantities in Locations with Segments

Access the Location Segment Inquiry form.

You can review the inventory balances for items that are assigned to locations with segments by:

  • Product

    You can view the balance for the current product in any or all of the segments in the location.

  • Segment

    You can select specific segments and view the balance for all owners within that segment of the location.

  • Address book number

    If you have set one of the segments as an address book record, you can view all balances for all locations and products by the specified owner or address book number.

Summary Only

Select this check box to display individual receipt records. If you do not select this check box, the system displays information that is summarized by item, company, currency code, and cost rule.

Omit Zero Quantities

Select this check box to display information with zero on-hand quantities. If you do not select this check box, the system does not display information with zero on-hand quantities.

5.3.12 Setting Processing Options for Lot Master Availability (P41280)

Processing options enable you to specify the default processing for programs and reports.

5.3.12.1 Versions

1. Trace/Track

Specify the version of the Trace/Track Inquiry (P41203) program to use.

2. Item Master Revisions

Specify the version of Item Master (P4101) program to use.

3. Work Order Entry

Specify the version of Work Order Entry (P48204) program to use.

4. Branch/Plant Item Information

Specify the version of Item Branch/Plant (P41026) program to use.

5.3.12.2 Display

1. Lot Status

Specify whether to update the lot status. Values are:

Blank: Update.

1: Do not update.

2. Grade Range

Specify whether to display the grade range. Values are:

Blank: Do not display.

1: Display.

3. Potency Range

Specify whether to display the potency range.

Blank: Do not display.

1: Display.

5.3.13 Locating Quantity Information by Lot

Access the Work With Lot Availability form.

You can review the number of items that are in a specific lot, as well as the activity dates, item quantities, and hold statuses that pertain to the lot. The activity date and quantity information reflect transactions such as issues, receipts, and sales. If the same item or lot appears more than once, the item exists in multiple locations.

Lot/Serial

Enter the number that identifies a lot or a serial number. A lot is a group of items with similar characteristics.

Item Number

Enter the number that the system assigns to an item. The value can be in short, long, or third-item number format.

Grade

Enter the code that indicates the grade of a lot. The grade is used to indicate the quality of the lot. Examples include:

A1: Premium grade

A2: Secondary grade

The grade for a lot is stored in the Lot Master table.

Potency

Enter the code that indicates the potency of the lot expressed as a percentage of active or useful material (for example, the percentage of alcohol in a solution). The actual potency of a lot is defined in the Lot Master table.

Display Lots with Qty on Hand (display lots with quantity on hand)

Select whether to display all lots or with quantity on hand.

5.3.14 Setting Processing Options for Item Ledger Inquiry (CARDEX) (P4111)

Processing options enable you to specify the default processing for programs and reports.

5.3.14.1 Default

1. Document Type

Specify a user-defined code from UDC table (00/DT) that identifies the document type. If you leave this processing option blank, the system uses the default value* and all document types appear.

5.3.14.2 Versions

1. Load and Delivery Ledger Inquiry (FUTURE)

Specify the version to be used for each program. If this processing option is left blank, the system uses version ZJDE0001.

5.3.14.3 Display

1. Quantity

Enter 1 to display quantity in primary units of measure along with quantity in transaction units of measure.

5.3.15 Locating On-Hand Quantity Information

Access the Work With Item Ledger form.

On-hand quantity is the number of items that are physically in stock. You can locate on-hand quantity and accounting information for a specific transaction date and document number in the Item Ledger Inquiry (CARDEX) (P4111). The Item Ledger Inquiry (CARDEX) contains transaction history such as sales, receipts, or transfers for each item in the inventory. Each entry represents a transaction that affects the on-hand quantity of an item.

You can review a transaction to determine both item quantities and the related costs in any branch, location, or lot as of a particular date. You can also see any transactions for that item that have taken place as of a specific date and locate information about quantities that are deducted from the on-hand quantity.

Quantity

Enter a value that represents the available quantity, which might consist of the on-hand balance minus commitments, reservations, and backorders. This is calculated in the Branch/Plant Constants program (P41001).

5.3.16 Reviewing Current Inventory Levels Online

Access the Work With Inventory Quantities form.

Suppliers can review inventory levels online to inquire on the items that they supply in order to maintain a predictable delivery of goods and services. Suppliers can check the availability and on-hand quantity of items so that they can determine whether to use Supplier Self-Service programs to create purchase orders or to issue quotes. Suppliers can also prepare for future activity by gathering information on particular trends and anticipating surpluses and shortages.

Using their item number, the suppliers can review information such as branch/plant, quantity on-hand, quantity on purchase order, location, lot/serial number, and short item number. Suppliers can also have the system display the information in summary to detail mode.

5.4 Reviewing Supply-and-Demand Information

This section provides an overview of supply-and-demand information and discusses how to:

  • Set processing options for Supply and Demand Inquiry (P4021).

  • Review supply and demand information.

5.4.1 Understanding Supply-and-Demand Information

Use the Supply/Demand Inquiry (P4021) program to review demand, supply, and available quantities for a specific item. You can review general product and item performance for a specified branch/plant, as well as past sales performance, current demand, and other item information. The information is based on inventory, purchasing, and sales history.

The highlighted available-to-promise (ATP) lines on the Supply/Demand Inquiry form indicate the company's uncommitted available inventory. Available-to-promise inventory is available for sale or distribution within a specified period.

The demand quantities are listed by date and can include safety stock, quantities on sales orders, work order parts lists, planned order demand for lower levels, and interplant and forecasted demand.

The supply quantities are listed by date and can include on-hand inventory and quantities on purchase orders, manufacturing work orders, planned orders, and rate schedules. Supply quantities without a date or order information represent current availability by branch/plant storage location.

You can also access these forms to confirm detail information:

  • Work With Order Scheduling

  • Parts Availability

  • Work With Detail Messages

  • Work With Time Series

  • Work With Pegging Inquiry

  • Work With Item Availability

  • Customer Service Inquiry

  • Plant Manufacturing Data

The system displays information from these tables:

  • Item location File (F41021)

  • Sales Order Detail File (F4211)

  • Purchase Order Detail File (F4311)

5.4.1.1 The Supply and Demand Chart (Release 9.2 Update)

A chart has been added to the Work With Supply and Demand form that enables users to view, at a glance, the ATP and CATP amounts. You can hover over the items in the chart to view the actual amounts.

Additionally, if you access this form directly from a sales order, the system adds a green line to the chart to show the order quantity. You can use the chart to determine when you will have enough supply to meet the demand of the current order. If you click on a bar that has a value greater than or equal to the ordered quantity, the supply date is returned to the Promised Ship Date field on the sales order.

Note that, regardless of processing option settings, the chart does not include planned orders or forecasted amounts.

Figure 5-2 Supply and Demand Chart

Description of Figure 5-2 follows
Description of ''Figure 5-2 Supply and Demand Chart''

5.4.2 Form Used to Review Supply-and-Demand Information

Form Name FormID Navigation Usage
Work With Supply and Demand W4021B Inventory Inquiries (G41112), Supply and Demand Review supply-and-demand information.

5.4.3 Setting Processing Options for Supply and Demand Inquiry (P4021)

Processing options enable you to specify the default processing for programs and reports.

5.4.3.1 Process

1. Deduct Safety Stock From Available Quantity

Specify whether the system deducts the safety stock from the available quantity. Values are:

Blank: Do not deduct.

1: Deduct.

2. Receipt Routing Quantities Considered As On Hand

Specify whether to consider receipt routing quantities as on hand. Values are:

Blank: Do not consider.

1: Consider.

Quantity in Transit

Specify whether the system considers the quantity in transit a part of the on-hand quantity. In a manufacturing environment, sometimes you must establish where stock is to determine whether it is available for immediate use. Values are:

Blank: The system displays the quantity in transit for the appropriate date.

1: The system includes quantity in transit as on-hand inventory.

Quantity in Inspection

Specify whether the system considers the quantity in inspection a part of the on-hand quantity. Values are:

Blank: The system displays the quantity in inspection for the appropriate date.

1: The systems includes quantity in inspection in on-hand inventory.

User-defined Quantity 1 and User-defined Quantity 2

Specify whether the system considers the user-defined quantity 1 and user-defined quantity 2 as parts of the on-hand quantity. This quantity is defined in the Update Operation 1 and Update Operation 2fields on the Receipt Routing Definition form. Values are:

Blank: The system displays the quantities for the appropriate date.

1: The system includes the user-defined quantity 1 in the on-hand inventory.

3. Supply/Demand Inclusion Rules

Specify a user-defined code from UDC table (40/RV) that identifies the supply-and-demand inclusion-rules version for the system to use.

4. Subtract Expired Lot Quantities

Specify whether the system subtracts the expired lot quantities from the available quantity. Values are:

Blank: Do not subtract the expired lots.

1: Subtract expired lots.

Note:

This processing option does not work with available-to-promise lines. If you enter 1 in this processing option, you must set the Available to Promise Line Flag processing option, under the Process 1 Tab, to either blank or 2.
5. Enable Engineer to Order (ETO)

Specify whether the system enables Engineer-to-Order (ETO) functionality. Values are:

Blank: Do not enable ETO functionality.

1: Enable ETO functionality.

6. Include Past Due Supply In Quantity Available

Specify whether to include past-due quantities while calculating available quantity. Values are:

Blank: Do not include.

1: Include.

7. Rate Based Schedule Type

Specify a user-defined code from UDC table (31/ST) that identifies the rate-based schedule type for the system to display. If you leave this processing option blank, the system does not display any rate-based schedules.

8. Include MPS/MRP/DRP Planned Orders

Specify whether to display planned orders from MPS (Master Planning Schedule) /MRP (Material Requirements Planning)/DRP (Distribution Requirements Planning) generations. Values are:

Blank: Do not display.

1: Display.

9. Forecast Types (5 Types Maximum)

Specify which forecast types, up to five, the system includes in the inquiry. If you leave this processing option blank, the system does not include any forecast records.

10. Days From Today To Include Forecast

Specify the number of days (+ or –) from the system date that you want the system to include forecast records. If you leave this processing option blank, the system includes records from today.

11. Exclude Bulk Items

Specify whether to display bulk stocking type records. Values are:

Blank: Display bulk items.

1: Do not display bulk stocking type records.

12. Include Past Due Rates as a supply

Specify whether to use open quantity from past-due rate schedules as supply. Values are:

Blank: Do not use.

1: Use.

Note:

When you enter 1, the system includes past-due orders in the rate schedule unadjusted (+RSU) and rate schedule adjusted (+RS) lines in the Master Planning Schedule - Multiple Plant (R3483) and the MRP/MPS Requirements Planning (R3482) programs.
13. Forecast Start Date

Specify the start date. Values are:

Blank: Use the system date.

1: Use the start date of the current forecast period.

Note:

If you enter 1, the Enable Engineer to Order processing option must be blank.
14. Lot Hold Codes (up to 5)

Specify a maximum of five lot hold codes from UDC table (41/L) that identifies the lots to be included in the calculation of on-hand inventory. Values are:

Blank: Include no held lots in calculation of on-hand inventory.

* : Include all held lots in calculation of on-hand inventory.

5.4.3.2 Display

1. Convert Quantities to Standard Potency

Specify whether to convert quantities to the standard potency. Values are:

Blank: Do not convert.

1: Convert.

2. Display ATP Line (display available to promise line)

Specify whether the system displays an ATP line, a cumulative available to promise line (CATP), or neither. Values are:

Blank: Do not display.

1: Display ATP line.

2: Display CATP line.

Note:

If you enter 1, you cannot use the Subtract Expired Lot Quantities processing option.
3. Summarize All In Receipt Routing Steps

Specify whether the system summarizes all quantities for the In Receipt routing steps into one line. Values are:

Blank: Do not summarize.

1: Summarize.

4. Summarize Item Balance Quantity Records

Specify whether the system summarizes all the quantities in the item location records into one line. Values are:

Blank: Do not summarize.

1: Summarize.

5. Display Data In Window Mode

Specify whether the system displays the Supply & Demand Inquiry (P4021) program in the window format if it is called from another program. Values are:

Blank: Display the program in the full-form format.

1: Display the program in window format.

6. Summarize Pegging and Parts List Demand

Specify whether to summarize pegging and parts list demand: Values are:

Blank: Do not summarize.

1: Summarize.

5.4.3.3 Versions

If you leave any of the following processing options blank, the system uses the ZJDE0001 version.

1. Purchase Order Entry (P4310)

Specify the version of the P4310 program to use.

2. Purchase Order Inquiry (P4310)

Specify the version of the P4310 program to use.

3. Sales Order Entry (P4210)

Specify the version of the P4210 program to use.

4. Sales Order Inquiry (P4210)

Specify the version of the P4210 program to use.

5. Scheduling Work Bench (P31225)

Specify the version of the P31225 program to use.

6. MPS/MRP/DRP Pegging Inquiry (P3412)

Specify the version of the P3412 program to use.

7. MPS/MRP/DRP Time Series (P3413)

Specify the version of the P3413 program to use.

8. MPS/MRP/DRP Msg Detail (P3411)

Specify the version of the P3411 program to use.

9. Bill of Material Inquiry (P30200)

Specify the version of the P30200 program to use.

10. Item Branch (P41026)

Specify the version of the P41026 program to use.

11. Mfg WO Processing (P48013)

Specify the version of the P48013 program to use.

12. Enter/Change Rate Schedule (P3109)

Specify the version of the P3109 program to use.

13. Item Availability (P41202)

Specify the version of the P41202 program to use.

5.4.4 Reviewing Supply-and-Demand Information

Access the Work With Supply and Demand form.

Thru Date

Enter the date that an item is scheduled to arrive or that an action is scheduled for completion. Values include:

Promise Date: The planned effective date for work orders and purchase orders.

Requested Date: The planned effective date for sales orders.

Lot Effective and Lot Expiration Date: The planned effective date for lots.

Forecast Date: The planned effective date for forecast.

UOM (unit of measure)

Enter a code from UDC table (00/UM) that specifies the quantity in which to express an inventory item.

Demand

Enter the number of units that are committed for shipment in Sales Order Entry. Use either the entered or the primary unit of measure that is defined for this item.

In the Manufacturing system and Work Order Time Entry, this field can indicate completed or scrapped quantities. The quantity type is determined by the type code entered.

Supply

Enter a value that represents the available quantity, which might consist of the on-hand balance minus commitments, reservations, and backorders. You enter this value in the Branch/Plant Constants (P41001) program.

Quantity Available

Enter a number that indicates the quantity that is available. For example, the available quantity might consist of the on-hand quantity minus commitments, reservations, and backorders.

Availability is user defined. You can set up availability in the Branch/Plant Constants program (P41001).

Order No

Enter a number that identifies an original document. This document can be a voucher, sales order, invoice, unapplied cash, journal entry, and so on.

Type

Enter a code from UDC table (00/DT) that identifies the type of document. This code also indicates the origin of the transaction.

5.5 Reviewing Performance Information

This section discusses how to:

  • Set processing options for Buyer Information (P4115).

  • Review performance information.

5.5.1 Form Used to Review Performance Information

Form Name FormID Navigation Usage
Work With Buyer's Item Information W4115A Inventory Inquiries (G41112), Buyer's Information Review performance information.

5.5.2 Setting Processing Options for Buyer Information (P4115)

Processing options enable you to specify the default processing for programs and reports.

5.5.2.1 Versions

If you leave any of the following processing options blank, the system uses version ZJDE0001.

1. Open Purchase Order Inquiry (P4310)

Specify the version of the P4310 program to use.

2. Item Availability (P41202)

Specify the version of the P41202 program to use.

3. Supplier Rating (P43230)

Specify the version of the P43230 program to use.

4. Supplier Catalog Maintenance (P41061)

Specify the version of the P41061 program to use.

5. Supply and Demand (P4021)

Specify the version of the P4021 program to use.

5.5.3 Reviewing Performance Information

Access the Work With Buyer's Item Information form.

When you review performance information for an item, you can review buyer information that is related to the item, previous sales activity, and open purchase orders. This information, when used in conjunction with item availability information, helps you to plan for the inventory needs.

Buyer Number

Enter the address number of the person who is responsible for setting up and maintaining the correct stocking levels for the item.

ABC 1 Sls (ABC code 1– Sales)

Enter a code that specifies this item's ABC ranking by sales amount. Values are:

A: Assign this item to the first (largest) amount ranking.

B: Assign this item to the second (intermediate) amount ranking.

C: Assign this item to the third (smallest) amount ranking.

D: Do not include this item when you run ABC analysis.

Three types of ABC analysis are available: sales, margin, and on-hand value. Within each type of analysis, you can have three groups: A, B, and C.

The ABC Code fields contain a percentage that tells the system how to define the A, B, and C groups for categorizing items during ABC analysis. Each group measures a total within the type of analysis.

For all groups, the system compares the appropriate sales, margin, or on-hand value totals of a single item to the appropriate total for all items and calculates the value of each item. An item's value is its percentage of the appropriate total. The system then arranges the values of all items from highest to lowest value and accumulates the percentages. What happens next depends on the group:

A group: If an item's value causes the accumulated total to exceed the A accumulated percentage, the system assigns the item to the B group.

B group: When the accumulated total reaches the percentage that you entered for items in the A group, it continues adding values until it reaches the percentage that you entered for items in the B group. The system assigns all items for which the value falls between the A and B percentages to the B group.

C group: The C group consists of items for which the accumulated value exceeds the B percentage. The percentage that you usually enter for the C group is .999.

Reorder Point

Enter a quantity for an item that specifies when replenishment occurs. Typically, this occurs when the total quantity on hand plus the quantity on order fall to or lower than a specified quantity. You can enter this quantity, or the system can calculate it if a sufficient sales history is available.

Economic Order Qty (economic order quantity)

Enter the estimated reorder quantity for an item. You can enter this quantity if not enough sales history is available for the system to accurately calculate a reorder quantity.

Safety Stock

Enter the quantity of stock that is kept on hand to cover high-side variations in demand.

Leadtime Level

Enter a value that represents the leadtime for an item at its assigned level in the production process, as defined on Plant Manufacturing Data. The system uses this value to calculate the start dates for work orders using fixed leadtimes.

Level leadtime is different for purchased and manufactured items:

Purchased: The number of calendar days that are required for the item to arrive at the branch/plant after the supplier receives the purchase order.

Manufactured: The number of workdays that are required to complete the fabrication or assembly of an item after all the components are available.

You can enter level leadtime manually on Manufacturing Values Entry, or you can use the Leadtime Roll up program to calculate it. To calculate level leadtime using the Leadtime Roll up program, you must first enter a manufacturing leadtime quantity in the F4102 table.

Branch/Plant and Item Number

Enter the branch/plant and item numbers.

5.6 Working with Transaction Records

This section provides an overview of transaction records and discusses how to:

  • Run the Item Ledger As Of Generation program.

  • Set processing options for Item Ledger As Of Record Generation (R41542).

  • Update balance forward records for inactivity in the fiscal year.

  • Set processing options for As Of Updating (R41548).

  • Enter individual transactions.

  • Review multiple transactions and balances.

  • Review the Item Ledger Detail Print report.

  • Set processing options for Item Ledger Detail Print (R41540).

  • Review the Item Ledger by GL Class Code report.

  • Set processing options for Item Ledger by GL Class Code (R41541).

  • Review the General Ledger by Object Account report.

  • Review the Trail Balance by Object Account report.

5.6.1 Understanding Transaction Records

You can use transaction records to:

  • Keep accurate balance forward records from year to year.

  • Compare and reconcile the inventory balances for different fiscal periods.

  • Access information about the quantity and cost of an item in any location.

You can create balance forward records for a fiscal year by running the Item Ledger As Of Record Generation program (R41542). This program summarizes item transactions for each general ledger category code and provides the most accurate and efficient method of updating the records in the F41112 table.

When you create balance forward records, you can compare and reconcile the inventory balances at the end of one period with the same period end for the general ledger. This comparison is helpful because the system continues to record inventory transactions after the general ledger periods close.

Using the balance forward records, you can review total transactions by location and review how much of an item (both the quantity and cost amount) that you have in any specific branch, location, or lot as of a specific date. You can also review any transactions for that item that have taken place after that date.

You can keep accurate balance forward records from year to year. You create the balance forward records for item transactions by running the R41542 program. You can run this program using one of these methods:

Method Description
Complete regeneration Typically, you run the R41542 program only the first time that you create the F41112 table. However, if you change the fiscal date patterns on the general ledger, you must completely regenerate this table. During a complete regeneration, the system processes the information in this way:
  1. Verifies records, including those that were in the previous complete regeneration.

  2. Builds the table based on transactions in the F4111 table as of the current date.

  3. Marks all transactions in the table as summarized so that they are not included in any partial regeneration.

Partial regeneration When you create the F41112 table for the first time, you can run this process at the end of each GL period to enter new transactions and keep the balance forward records current.

If records have been purged from the F4111 table or if you do not know whether a purge has been run, use the partial regeneration method.


The system records a transaction for this information, using the primary unit of measure:

  • Data for the entire year, based on the fiscal date pattern.

  • Cumulative quantity and cost amount totals from the previous years.

  • Location.

  • Lot.

  • GL class.

  • Fiscal year.

When you enter individual transactions to the F41112 table, you create a record for each of the unique combinations of the levels. When one of these records changes, the system creates a new balance forward record at each level. However, the system bypasses the item ledger and GL transaction accounts.

Use this data sequence when you run the R41542 program:

  1. Item Number - Short

  2. Branch/Plant

  3. Location

  4. Lot

  5. GL Class

  6. GL Date

Do not delete transactions from the F41112 table. You will lose total results if you delete transactions because:

  • The system updates the balance-forward information but not the Item Ledger File and other general ledger transaction accounts.

  • The system marks any transactions that you delete as summarized in the Item Ledger File. The system does not select the transactions again if you run a partial regeneration of the Item ASOF File table.

For the R41542 report, the system loads only the records for sales orders that have been processed through sales update. The system cannot load purged item ledger records into the F41112 table. If you load purged item ledger records, there will be inaccurate totals.

5.6.2 Forms Used to Work with Transaction Records

Form Name FormID Navigation Usage
Work With Direct As Of Entry W41112AA As Of Processing (G4122), Direct As Of Entry Review transactions.
Direct As Of Entry W41112AB On the Work With Direct As Of Entry form, click Add. Enter individual transactions.
Item Ledger - Running Balance Summary W41112A As Of Processing (G4122), Item Ledger (Running Balance) Review multiple transactions and balances.

5.6.3 Running the Item Ledger As Of Generation Program

Select As Of Processing (G4122), Item Ledger As Of Generation.

The Item Ledger As Of Record Generation program (R41542) creates the balance-forward records for individual transactions. Accurate balance-forward records are essential for comparing and reconciling the inventory balances. These records enable you to access information about the quantity and cost of an item in any location.

5.6.4 Setting Processing Options for Item Ledger As Of Record Generation (R41542)

Processing options enable you to specify the default processing for programs and reports.

5.6.4.1 GENERATION

1. Regenerate Option

Specify whether to regenerate the entire F41112 table. Values are:

Blank: The As Of file is updated with any transactions in the F4111 table that have not yet been processed by the As Of generation.

1: Regenerate the entire F41112 table.

2. Completion Report

Specify whether to print a completion report. Values are:

Blank: Print a completion report only if errors occur.

1: Print a completion report.

5.6.5 Updating Balance Forward Records for Inactivity in the Fiscal Year

To include items with no transactions in the current fiscal year in the balance forward records, select As Of Processing (G4122), As Of Updating.

The Item Ledger As Of Record Generation (R41542) program creates records in the Item ASOF File only when a record exists in the Item Ledger table. If no transaction occurs during the year for an item, the system does not create a record in the F4111 table. Therefore, the system does not subsequently create a record in the F41112 table.

To include records of prior year activity, run the As Of Updating (R41548) program after you run the R41542 program. The R41548 program searches for an item record in the Item ASOF File and then determines whether a corresponding record exists for the next year. If a record does not exist for that year, the program inserts a record, carrying forward the cumulative amounts and quantities. The program continues to fill in any gaps until processing is complete for the year that is specified in the processing options.

For example, if the first generation of the F41112 table occurs in 2007 and you specify 2010 in the processing option, the program starts with 2007 balances. If item 1001 had transactions only in 2007, the program creates records for 2008, 2009, and 2010, carrying the 2007 balances forward.

5.6.6 Setting Processing Options for As Of Updating (R41548)

Processing options enable you to specify the default processing for programs and reports.

5.6.6.1 Defaults

1. Year

Enter a four-digit fiscal year (for example, 2008) through which the file is to be updated. If you leave this processing option blank, the system enter the current year as the default. The R41548 program will not run if you enter an invalid year.

5.6.7 Entering Individual Transactions

Access the Direct As Of Entry form.

After the system generates the F41112 table, you can review item transaction and balance information for a specific fiscal period on the Work With Direct As Of Entry form. You might have to enter individual transactions if the F41112 table has been purged or if some records were damaged. You can use the R41542 program to enter these transactions.

Important:

Enter only those item quantities that actually exist in the Item Ledger table (F4111). If you add entries that do not match records in the F4111 table, the Item Balance/Ledger Integrity report will have errors. In addition, you will not have an adequate audit trail to reconcile any differences.
Fiscal Year

Enter a number that identifies the fiscal year. Generally, you can either enter a number in this field or leave it blank to indicate the current fiscal year (as defined on the Company Setup form).

Specify the year at the end of the first period rather than the year at the end of the fiscal period. For example, a fiscal year begins October 1, 2008, and ends September 30, 2009. The end of the first period is October 31, 2008. Specify the year 08 rather than 09.

Item Number and Location

Enter the item number and location information.

Cumulative Amount

Enter the total amount of all transactions in the item ledger for an item.

If cumulative amounts and quantities for the previous year are in the system, the system displays them after you enter the fiscal year, branch/plant, and item number on Direct As Of Entry form. If the system does not display this information because no balance-forward records exist for the previous year, you can enter them manually. However, any amounts that you enter must match the previous year's totals.

Cumulative Quantity

Enter the cumulative total quantity from all transactions in the item ledger for an item.

Amount

Enter a number that represents the net amount posted during the accounting period. The system uses the accounting periods from the F0010 table. The net amount posted is the total of all debits and credits, beginning with the first day of the period through the last day of the period.

5.6.8 Reviewing Multiple Transactions and Balances

Access the Item Ledger - Running Balance Summary form.

To review transaction history that is summarized by each fiscal period, you can use the running balance version of the item ledger. The summarized running-balance version enables you to review transaction history by the general ledger date rather than by the transaction date. The system displays the summarized information from the F41112 table only.

You also can review the individual transactions for each fiscal period by accessing each fiscal period's detailed information. The system displays information from the F41112 table and the F4111 table. You can review this information when you are preparing to reconcile the inventory and when you are tracking the original versus the general ledger document type for a transaction.

Ending Period

Enter a user-defined name or remark.

Period Quantity

Future use. The historical quantity, in primary units of measure, on the bill of material.

Cumulative Quantity

Enter the total quantity of an item to be reworked or scrapped as a result of an engineering change order (ECO) disposition.

5.6.9 Reviewing the Item Ledger Detail Print Report

Select As Of Processing (G4122), Item Ledger Detail Report.

The Item Ledger Detail Print report (R41540) lists the cumulative transactions from balance forward records prior to the GL date that you select in the processing options. The GL date that you select is based on the user-defined GL dates that you set up in the processing options.

5.6.10 Setting Processing Options for Item Ledger Detail Print (R41540)

Processing options enable you to specify the default processing for programs and reports.

5.6.10.1 REPORT DISPLAY

1. Beginning Date

Specify the beginning general ledger date.

2. End Date

Specify the ending general ledger date.

5.6.11 Reviewing the Item Ledger by GL Class Code Report

Select As Of Processing (G4122), Item Ledger by GL Class Report.

Use the Item Ledger by GL Class Code report (R41541) to review the high-level totals of transactions for specific GL class and category codes. Each line of the report displays a GL classification code total for the fiscal year and period that you specify in the processing options.

The R41541 program creates the quantity and amounts for the fiscal periods that this program uses.

Do not change the sequence order of this report:

  1. Branch/Plant

  2. GL Class

5.6.12 Setting Processing Options for Item Ledger By GL Class Code (R41541)

Processing options enable you to specify the default processing for programs and reports.

5.6.12.1 Report Option

Effective Year

Specify the final year and period for which the item ledger by GL class code report is to be prepared. If a fiscal period and year are not entered, the financial reporting year and period are used.

Period Number - General Ledger

Specify the final year and period for which the item ledger by GL class code report is to be prepared. If a fiscal period and year are not entered, the financial reporting year and period are used.

5.6.13 Reviewing the General Ledger by Object Account Report

Select As Of Processing (G4122), GL by Object Account Report.

The General Ledger by Object Account report prints the general ledger in object account sequence. You can select specific transaction documents or all transaction documents. The system accesses information for this report from the F0006 and F0901 tables. The report includes:

  • Balance forward summaries

  • Account mode selection

  • Subledger selection

  • Object account summaries

See "JD Edwards EnterpriseOne General Accounting Reports" in the JD Edwards EnterpriseOne Applications General Accounting Implementation Guide.

5.6.14 Reviewing the Trial Balance by Object Account Report

Select As Of Processing (G4122), T/B by Object Account Report.

The Trial Balance by Object report prints trial balances with total postings and account balances by object account sequence. The system selects information for this report from the F0006 and the F0901 tables. The report includes:

  • Trial balance by object account.

  • Account mode selection.

  • Subledger selection.

  • Object account summaries.

See "JD Edwards EnterpriseOne General Accounting Reports" in the JD Edwards EnterpriseOne Applications General Accounting Implementation Guide.

5.7 Reconciling Inventory to General Ledger (G/L)

This section provides an overview of Inventory to General Ledger (G/L) reconciliation processes and discusses how to:

  • Review the Automatic Inventory to G/L Reconciliation Report.

  • Set Processing Options for Automatic Inventory to G/L Reconciliation (R41500).

  • Run the Manual Inventory to G/L Reconciliation Program.

  • Set Processing Options for Manual Inventory to G/L Reconciliation (P41500).

5.7.1 Understanding Inventory to General Ledger Reconciliation

The inventory to general ledger reconciliation process has two components:

  • Automatic Inventory to G/L Reconciliation (R41500), which is a batch program that automatically reconciles item ledger and general ledger documents without variances.

  • Manual Inventory to G/L Reconciliation (P41500), which is an interactive program you can use to:

    • View and manually reconcile item ledger and general ledger documents.

    • View and work with item ledger and general ledger documents that have already been reconciled.

    • View the details of selected documents in the Item Ledger grid and the corresponding details in the General Ledger grid.

When you run the Automatic Inventory to G/L Reconciliation report, the system reconciles documents where the total amount of the document in the Item Ledger matches the total amount for the same document in the General Ledger.

When you run the Manual Inventory to G/L program, the system displays summarized totals and variances by document, for all documents in your data selection. When you select a specific document, the system displays additional details from the item ledger and the general ledger. To reconcile a document, you may select adjustment journal entries you previously created to reconcile the transactions.

You can also unreconcile a previously reconciled transaction or remove adjustment journal entries previously selected to reconcile a transaction. When you unreconcile a transaction, the system clears the adjustment journal entry that you used to reconcile the transaction.

When you reconcile a transaction either by the batch process or the application, the system updates the General Ledger (F0911) records to include the reconciliation date, reconciliation code and reconciliation ID, and the Item Ledger (F4111) records with the reconciliation date.

The following diagram illustrates the Inventory to G/L Reconciliation process:

Figure 5-3 Inventory To G/L Reconciliation Process

Description of Figure 5-3 follows
Description of ''Figure 5-3 Inventory To G/L Reconciliation Process''

Note:

It is recommended that you use the batch process to reconcile as many transactions as possible, and subsequently use the application to manage your variances.

5.7.2 Reviewing the Automatic Inventory to GL Reconciliation Report

Select As of Processing (G4122), Automatic Inventory to GL Reconciliation.

You can use the Automatic Inventory to G/L Reconciliation report to let the system reconcile matching records in the item ledger and the general ledger.

When you run the Automatic Inventory to G/L Reconciliation report, the system reconciles documents where the total amount of the document in the item ledger matches the total amount of the same document in the general ledger.

The system reconciles matching records by updating the general ledger (F0911) records to include the reconciliation date, reconciliation ID and reconciliation code, and by updating the item ledger (F4111) records to include reconciliation date.

5.7.3 Setting Processing Options for Automatic Inventory to GL Reconciliation (R41500)

Processing options enable you to specify the default processing for programs and reports.

5.7.3.1 Default

1. Reconciliation Code

Enter a code that indicates that the transaction in the Account Ledger table (F0911) is reconciled.

5.7.3.2 Process

1. Proof or Final Mode

Specify whether the system runs the program in proof or final mode. Values are:

Blank: The system runs the R41500 in proof mode.

1: The system runs the R41500 in final mode and reconciles the transactions in Item Ledger table (F4111) and Account Ledger table (F0911).

In proof mode, the system generates a report but does not update the item ledger and general ledger tables.

2. Enter From G/L Date

Specify the earliest G/L date in a range of G/L dates that the system uses to select records from the Item Ledger table (F4111). If you leave this processing option blank the system uses the current date as the earliest G/L date in the range of G/L dates.

3. Enter Thru G/L Date

Specify the latest G/L date in a range of G/L dates that the system uses to select records from the Item Ledger table (F4111). If you leave this processing option blank the system uses the current date as the latest G/L date in the range of G/L dates.

4. Additional Ledger Type to Update

Specify the additional ledger type, other than AA ledger type, for which the system updates the reconciliation details.

5.7.3.3 WO Document Type

1. Enter Work Order Completion Document Type

Enter a user defined code (00/DT) that identifies the ’work order completion' document type. If you leave this processing option blank, the system uses the document type 'IC'.

2. Enter Work Order Issue Document Type

Enter a user defined code (00/DT) that identifies the ’work order issue' document type. If you leave this processing option blank, the system uses the document type 'IM'.

3. Enter Lean Transaction Completion Document Type

Enter a user defined code (00/DT) that identifies the ’lean transaction completion' document type. If you leave this processing option blank, the system uses the document type 'LC'.

4. Enter Lean Transaction Issue Document Type

Enter a user defined code (00/DT) that identifies the ’lean transaction issue' document type. If you leave this processing option blank, the system uses the document type 'LM'.

5. Enter Work Order Scrap Document Type

Enter a user defined code (00/DT) that identifies the ’work order scrap' document type. If you leave this processing option blank, the system uses the document type 'IS'.

5.7.3.4 Interbranch

1. Interbranch Order Type

Identify the order type used for interbranch orders. If you leave this processing option blank, the system uses the order type 'SI'.

Note:

The processing setup for interbranch orders may cause the item ledger and general ledger amounts to be different. In this case, the system does not automatically reconcile the records.

5.7.3.5 Print

1. Print Option

Specify how the system displays the records in the output. Values are:

Blank: The system displays both reconciled and variance records.

1: The system displays only variance records.

2: The system displays only reconciled records.

2. Show Item Level Detail for Variance Records

Specify whether the system shows the details of the item for variance records.Values are:

0: The system does not display item details.

1:The system displays item details.

5.7.4 Form Used To Reconcile Inventory and General Ledger Records

Form Name FormID Navigation Usage
Manual Inventory to G/L Reconciliation W41500A As of Processing (G4122), Inventory to G/L Reconciliation Reconcile inventory to general ledger

5.7.5 Reconciling Inventory to General Ledger

Access the Manual Inventory to G/L Reconciliation form.

To reconcile inventory to general ledger, you use the Manual Inventory to G/L Reconciliation program. The reconciliation summary grid helps you review transaction history for a given financial period. If the system displays the reconciliation date for a document in the Reconciliation Summary grid, the document is already reconciled.

When you enter a company and the transaction period, the system displays a list of all documents along with the general ledger amount, the item ledger amount, and the variance amount in the Reconciliation Summary grid. When you select a document in the Reconciliation Summary grid, the system displays the corresponding item ledger and general ledger records in the item ledger and the general ledger grids respectively.

You can reconcile documents with variances by selecting a journal entry that contains the adjustment appropriate for the transaction. To reconcile records with a variance, you select the appropriate adjustment entry and click the Reconcile button on the Reconciliation Summary grid. When you click Reconcile, the system updates the general ledger record with reconciliation date, reconciliation ID and reconciliation code, and updates the item ledger record with reconciliation date.

You can also reconcile a record without selecting an adjustment journal entry. Select a record and click the Reconcile button without selecting an adjustment journal entry. If the variance amount for the record is less than or equal to the tolerance amount specified in the processing options, the system reconciles the records by updating the item ledger record and general ledger record with the reconciliation date.

Note:

If the variance amount for a record is more than the tolerance amount specified in the processing options, you must select an adjustment journal entry to reconcile the transaction.

You can unreconcile a record that was previously reconciled. To unreconcile a record, select the record in the Reconciliation Summary grid, and click the Unreconcile button. The system updates the item ledger record by clearing the reconciliation date, and the general ledger record by clearing the reconciliation date, reconciliation ID and reconciliation code.

Company

Enter a number that, with the document number, document type and G/L date, uniquely identifies an original document, such as invoice, voucher, or journal entry. You must enter a value in the Company field to run the Manual Inventory to G/L Reconciliation program.

G/L Date From

Enter a date that identifies the start of the financial period.

Through

Enter a date that identifies the end of the financial period.

Minimum Variance

Enter a number that represents the variance amount which the system uses to filter records. If you enter a value here, the system displays only those records where the variance amount is greater than or equal to the amount you enter in this field.

Use the Percentage Combo box to enter the minimum variance in the form of percentage.

Include Reconciled Transactions

Use the Include Reconciled Transactions check box if you want to view transactions which are already reconciled.

5.7.6 Setting Processing Options for Manual Inventory to G/L Reconciliation Program (P41500)

Processing options enable you to specify the default processing for programs and reports.

5.7.6.1 Defaults

1. Reconciliation Code

Enter a value that indicates that the transaction in the Account Ledger table (F0911) is reconciled.

2. Additional Ledger Type

Specify the additional ledger type, other than AA ledger type, for which the reconciliation details are to be updated.

3. Tolerance Limit

Specify the tolerance amount by which the item ledger and general ledger amounts can be out of balance. If you enter an amount, you can reconcile the records with a variance up to the tolerance amount, either negative or positive.

If you leave this processing option blank, the item ledger and general ledger amounts must match.

5.7.6.2 WO Document Type

1. Enter Work Order Completion Document Type

Enter a value that identifies the ’work order completion' document type. If you leave this processing option blank, the system uses document type ”IC” .

2. Enter Work Order Issue Document Type

Enter a value that identifies the ’work order issue' document type. If you leave this processing option blank, the system uses document type ”IM”.

3. Enter Lean Transaction Completion Document Type

Enter a value that identifies the ’lean transaction completion' document type. If you leave this processing option blank, the system uses document type ”LC”.

4. Enter Lean Transaction Issue Document Type

Enter a value that identifies the lean transaction issue document type. If you leave this processing option blank, the system uses document type ”LM”.

5. Enter Work Order Scrap Document Type

Enter a value that identifies the scrap document type. If you leave this processing option blank, the system uses document type ”IS”.

5.7.6.3 Interbranch

Interbranch Document Type

Enter the order type used for interbranch orders.

The processing setup for interbranch orders may cause the item ledger and general ledger amounts to be different. If you enter a value for this processing option, the system does not reconcile the records automatically.