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: Verifies records, including those that were in the previous complete regeneration. Builds the table based on transactions in the F4111 table as of the current date. 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.