Inventory Receipts (pre-receive and back order fill) Menu - INB

This Inventory Receipts & Back Order Fill Menu (INB) gives you several options for controlling inventory and accessing other parts of the system.

Enter Receipts - INB 1

List Receipts - INB 2

Print Serial Number Tags - INB 3

Fill Back Orders - INB 4

Post Receipts, Update Back Orders, and Process Pick Lists - INB 5

Load Manufacturer EDI Receipts (ASNs) - INB 9 - This is an EDI transaction set for customers who require notification of a shipment a day or more sooner than an ASN (Advance Shipment Notification) is sent. With this option, you can select and load a specific manufacturer's EDI receipts.

Clear/Delete Unposted Receipt# - INB 10 - Allows you to clear unposted receipts. Enter a six character receipt number. If your receipt number does not have six characters, enter enough zeros at the beginning to make six characters. After pressing Enter, you will receive a message that the system has cleared the receipt.

Manifest Inquiry and Listing (Posted Receipts) - INB 11

Freight Costs Inquiry - INB 12

Associated Files

Enter Receipts - INB 1

Receiving Inventory

Reviewing Receipts by Manifest Number

Allocating Freight Costs to an Inventory Receipt

From this program you can perform the following:

  • Review receipts by manifest number by entering only a manifest number on the first screen of receipts entry. From anywhere in the program, you can press F8 and then leave only the Manifest field entered to cause a review by manifest number.
  • If you utilize the Supplier's U/M field in the Item File, the receipts program displays the quantity open on purchase order, the quantity received, and the remaining open balance in both the native unit of measure and the supplier's unit of measure. This facilitates reconciliation with your supplier's packing list.
  • The Receipts Entry program displays a warning message whenever you over-receive. This means that the quantity received exceeds the quantity open on the purchase order. The warning message does not prevent the receiving entry from being made.
  • The Allow User to Update Costs parameter in the User Control Panel (SET 2) controls the cost fields on the Receipts Entry program. The user can override costs while receiving only if this option is set to Y.

Receiving Inventory

  1. Select option 1- Enter Receipts.

    2. Enter either an item number, purchase order number or receipt number. You can also enter information into the 5 fields at the bottom of the screen. For example, to use standard costs instead of purchase order costs enter a *SC in the EDI field. Normally, the Inventory Receipts Program uses the cost that is contained in the purchase order as the default cost of the receipt. However, in certain cases, it may be preferable to use standard costs which are established in the Cost and Item File, instead of purchase order costs.

    To review a listing of receipts by manifest number, enter only a manifest number.

    • When importing, you can establish accurate costs using the Build-A-Container Program. The Build-A-Container system can automatically update your standard costs.
    • When you are receiving commodity products or products from your own manufacturing plant, you may prefer using standard costs. In this situation, standard costs may be more volatile and timely than those costs captured at the time the purchase order was written.
    • There is a system switch which can cause standard costs to always be used in place of purchase order costs. This option should only be considered for importers and manufacturers.
  2. Press Enter and the following screen appears.

    3. The display of the fields FRT, EXCH, DUTY, and REBATE is controlled by the option Use Extra Receiving Features on the Warehouse Settings File (SET 14).

  3. Use this screen to enter the serial number, quantity received, and other needed information.

    4. Settings in the Manufacturer File (FIL 4) and/or Product Line (FIL 12) file allow you to automatically assign a prefix and/or suffix to the serial numbers when receiving inventory. Assigning unique serial numbers to inventory can aid in quickly identifying it. Before unique serial numbers can be created by adding a prefix and/or a suffix, the prefix and suffix must be created and activated in the Manufacturer File or the Product Line File. When either of these files is set-up for automatically assigning serial numbers, the message System assigning Serial # appears.

    The System-Wide Settings - Part 2 (Green Screen menu option SET 4) activates the automatic assignment of serial numbers in the receiving process.

  4. The Rebate field works in conjunction with the Supplier Rebates Table (SET 10) to determine if the inventory should be marked up or down. The Supplier Rebates Table and the Rebate field share the following relationships:

    • Negative percentage in the Supplier Rebate Table = positive amount in the Rebate field
    • Positive percentage in the Supplier Rebate Table = negative amount in the Rebate field
    • A negative rebate percentage adds to the inventory receipt value and a positive percentage reduces the inventory receipt value.

  5. If you are receiving less than the PO line quantity and you are not expecting to receive any more inventory for that line, enter an N in the B/O field to close the line when the receipt is posted.

Reviewing Receipts by Manifest Number

Option 1 - Entering Receipts by Item# on the Inventory Receipts & Back Order Fill Menu (INB) includes the functionality to review receipts by manifest number by entering only a manifest number on the first screen.

  • For SF items (such as ceramic tile) where the Pick UM =PC, but the Sales UM = CT, when the Show Pick U/M setting at the bottom of the screen is activated, the system assumes the UM is CT and not PCs. Since this setting is activated on the screen above, the items on receipt number 6372 use the UM of CT instead of PCs.
  • From this screen, you can enter an X to drill down into the receipts that are included on that manifest number.

  • Press F9 to show all receipt/lines for the manifest#, even if there are multiple receipts for that manifest number. When reviewing by manifest, and pressing F9 for next line, you will stop at the end of that manifest number. However, if there are multiple receipt numbers for that single manifest number, the F9 displays all of the receipts for that manifest.
  • After message for end of manifest, if F8 is pressed, you are returned to the first Inventory Receipts screen with the manifest number displayed, but not the receipt number. This enables you to continue to review by manifest number, instead of by receipt number.
  • If the warehouse setting Manifest Number Required during Receiving is activated, the receipts program stops at the end of the manifest#/receipt. This occurs whenever the F9 is used, regardless of whether or not the user was reviewing by receipt# or manifest#. This setting is found in the Warehouse Settings Table - SET 14. Furthermore, if the warehouse is set to manifest is required, F9 will display the next receipt/line if either the receipt# or the manifest# is the same as the current values.

Allocating Freight Costs to an Inventory Receipt

Override of Material or Freight Cost on Stock to Stock Transfers

Including Rebates in the Freight Cost

Function key F24 on the initial Inventory Receipts screen enables a user to apply a fixed total freight amount over an entire pre-receipt, with the program allocating the freight based upon the weight, units, or value of each line in the receipt. This method is especially pertinent for special orders, which are often shipped with a single bill of lading (or packing list) with a single freight charge for that shipment.

Other methods of applying freight are: 1) manually on each line, 2) standard freight costs from the Cost and/or Item file, 3) freight tables - based upon weight, units, etc.

A user can also change the date received, manifest number, or EDI number on all lines of a receipt (as a mass update). Sometimes, as when a container shipment has been entered into the Pre-Receipts file several days before it arrives and gets posted to inventory, users want to change the date received, manifest#, or EDI# fields on all lines at once.

Use of this method provides the following advantages:

  • Automate the process by which a fixed amount of freight billed by a supplier is applied accurately to receipt, insuring that the value of freight added to inventory equals the freight bill.
  • More accurate inventory value and gross profit margins.
  • Lower variances in GL due to use of actual freight instead of standard freight costs and freight tables.
  • Allow easy update when user realizes that an incorrect manifest# was applied.
  • Allow easy update of receipt dates when records are in the pre-receipts file for several days, as for imports.

Freight allocations can not be exact, because of rounding and decimal places, and the fact that the freight is allocated as a per unit cost. For example, if the freight bill is $50.00, spread across many lines, each with varying weights, quantities, values, etc, then when you re-extend the allocated freight per unit, the result will probably be a few cents different than the original $50.00. However, the result will be as accurate as mathematically possible given the units and dollars received.

  1. Enter a receipt or manifest number on the Inventory Receipts Entry Screen and press F24 - Freight & Mass Update. In this example, it is assumed that you have already entered the pre-receipt.

    • The Receipts - Freight Allocation & Mass Updates screen appears. This screen displays all of the pre-receipt lines on the selected manifest or pre-receipt number.

    • Notice that the manifest number is carried over from the previous screen. If no manifest number is entered, you have to enter it on the Receipts - Freight Allocation & Mass Updates Screen.

    Field

    Description

    Manifest#

    or Rcpt:

    These fields display the manifest or receipt number. The manifest# is carried over when F24 is pressed. If both fields are blank, then the user must key a manifest# or receipt# in the new window.

    If all you enter is a manifest number (i.e. no item number or PO number), the system presents a listing of receipts ny manifest number. For more information, refer to Reviewing Receipts by Manifest Number.

    You can also change the current manifest or pre-receipt number by entering new values and pressing Enter. The screen redisplays with the information for the new manifest or pre-receipt number.

    Limit To PO#

    Limit to EDI#

    Use these fields to limit any updates to lines within a particular purchase order or EDI number.

    Replace/Add

    Enter an A to add the allocated freight costs to any existing freight charges. Enter an R to replace the existing freight costs with the freight costs entered into the Allocate Freight field.

    Wght/Val/Units

    Decide if you want to allocate freight costs based on: W - weight of each item, V - value of each item, or U - units received.

    Mass Upd:

    Rcpt Date

    Manifest#

    EDI#

    These fields allow you to change the Date Received, Manifest#, or EDI# on all lines of a receipt (as a mass update). Sometimes, as when a container shipment has been entered into the Pre-Receipts file several days before it arrives and gets posted to inventory, users want to change the date received, manifest#, or EDI# fields on all lines at once.

    For example, if you wanted to change the receipt date for an entire manifest, enter the new date in the Mass Upd Rcpt Date field and press Enter.

    The function keys and options are described below.

    Function Key

    Description

    R=Display Receipt Lines

    Displays additional information about the receipt/line number.

    P=Display Purchase Order

    A P keyed next to any line, displays the related PO (using the regular PO Inquiry program) if there is one. When the PO Inquiry displays, it is in inquiry mode, and all the function keys act like F7, and return user to this window.

    Enter=Process

    Enters your changes/updates into the system.

    F4=Cancel

    Cancels all entries and returns you to the Pre-Receive By Item Number, or Purchase Order Number screen.

    F7=EOJ

    Ends the job and returns you to the Pre-Receive By Item Number, or Purchase Order Number screen.

    F9=Weight vs Units.

    Toggles the display between showing the weight ( 3500.00 LB) or the units ( 100.00 CT ) under the Qty and UM headings.

    F13=Clear Freight

    Clears out all the current freight charges on the receipt.

    • The pre-receipt lines must have already been entered manually or received by EDI or CMS.
    • Each pre-receipt line displays the item number, pre-receipt date, and current freight values, including the extended freight value by line. In this example, there are three lines on the pre-receipt.
    • To inquire about a detail line, place an R in the Opt column and press Enter. The following screen appears. If no freight was applied up until this point, then the freight fields would show as zero. In this example, we are showing freight that was previously applied.

    • Along with other information about this line, this screen shows you the current freight cost by unit; in this case square yards, broken down into all components of the overall freight cost, which may include exchange (for currency conversion), freight, duty and rebates.
  2. Press F6 to return to the Freight Allocation & Mass Updates screen.

  3. You can change (reallocate) the freight charges or add to them. To change the freight costs, enter the new freight costs in the Allocate Freight $ field, an R in the Replace/Add field.
  4. Next, decide if you want to allocate the freight charges based on the following:

    • W - Weight of each item
    • V - Value of each item
    • U - Units received

    Enter a W, V, or U in the Wght/Value field.

    The defaults are R in the Replace/Add field and W in the Wght/Value field.

    In the example below, the freight cost is being changed from the existing freight total of $99.99 to $300. This is the total freight cost, that is allocated across all lines of the receipt.

    You can press F13 to clear all existing freight charges. However, the R (replace) code has the effect of clearing before adding new freight.

  5. Press Enter. The screen refreshes to show the new freight charges and the message Freight successfully allocated. In this example, the $300.00 freight charge was applied to all three line items on the receipt, thereby making the unit freight costs $.62 for the first two items and $.862 for the third item. Notice that the total freight has been changed to $299.91. This is because the allocation of the $300.00 to each unit could only come to within $.09 of the exact $300.00 due to the number of units involved and rounding factors.

  6. Adding freight charges follows the same procedure, except you enter an A in the Replace/Add field. In this case, the freight charges simply increase to include the new freight charges.

    7. The following screen shows $50 in additional freight costs being added to the manifest.

  7. Press Enter. The system updates the freight costs to reflect the additional charges.

Override of Material or Freight Cost on Stock to Stock Transfers

The F24 - Freight Allocation and Mass Update screen does not allow the freight amount that is already part of the cost to be reduced on a stock to stock transfer. You can add to a freight cost, but you cannot clear or reduce it below what it was already when the item was transferred.

  1. To highlight the F24 restrictions for stock to stock transfers, consider the following receipt. Notice the Freight and Handling Charge of .45 per UM which in the example below comes to a total of $9.00 (.45 x 20 CTs).

  2. To get to the Freight Allocation & Mass Updates, press F24 on the main Receiving screen.

  3. On the Freight Allocation and Mass Update screen, an addition or replacement in the freight cost on a stock to stock transfer is allowed. However, freight costs associated with transfers cannot be cleared.
  4. The (R)eplace option will not replace freight costs if the existing cost is higher. For example, the system will not allow you to replace an existing freight cost of $10.00 with anything lower than $10.00.
  5. The freight cost can be added to. For example, if the freight cost was really $10.50 instead of $9.00 you can use the (A)ddition option to include the extra $1.50 in the freight cost.

Including Rebates in the Freight Cost

With the activation of two settings in the Warehouse Settings File (SET 14), supplier rebates established in the Expected Suppliers Rebate Table can be added to or subtracted from the freight of a receipt.

Associated Files

  • Warehouse Settings Table (SET 14) - Two settings, circled below, add or subtract the rebate percentage assigned to the supplier in the Expected Suppliers Rebate Table. By activating these settings, rebates are applied when the freight cost is manually overridden via the F24 - Freight & Mass Updates function when receiving inventory via option INB 1.

  • Expected Suppliers Rebate Table (SET 10). This file enables you to define expected supplier rebates that affect freight costs within the Receiving System.

Including Rebates in the Freight Cost

  1. On the Inventory Receipts screen (INB 1), enter a receipt number and then press F24 to manually allocate freight to the receipt.

    2. Ensure an R is entered into the Replace/Add field.

    In the example shown above, $300 in freight cost is applied to the receipt.

  2. Press Enter to return back to the initial Receiving Screen and then press Enter again to continue to the Receiving Detail screen (shown below). Notice the Freight cost ($1.20) and the Rebate (-.26240 per unit). The freight cost was added using the F24 function and the rebate cost is calculated based on the rebate percentage found in the Expected Suppliers Rebate Table

  3. To inquire on how the rebate (in this example a negative rebate) affects the freight cost use menu option INB 2 - List Receipts. Note the .937 freight cost ($1.20 - .26240). In this example, the Warehouse Setting Negative Rebate Percentage was activated so the rebate was subtracted from the freight cost.

    4. In comparison, the Inventory Receipts Listing shown below for receipt 5907 was generated with the Negative Rebate Percentage setting not active. The rebate was not subtracted from the freight cost.

List Receipts - INB 2

The Receipts List does the following:

  • Shows the number of serial numbers included within each subtotal.
  • Shows the supplier number.
  • Observes warehouse and company number security restrictions, if any, as entered into the Control Panel. Workstations can be restricted to specified warehouses and company numbers in the Control Panel.
  • Sort options by other reference number and serial number.
  • Prints Put-A-Way Sheets, for warehouse to assign warehouse bin/locations.
  • Requests serial number tags from Receipts List option, in card stock or bar coded format.
  • Sets up defaults at each workstation, thereby customizing the report options for each workstation.

1. To access the Receipts Listing select option 2 on the Pre-Receipts and Back Order Fill menu. Following is the first Receipt List Parameter Screen.

  • F9 - Set Default Parameters - accesses a Default Parameter screen which lets you make default sort and output settings that apply, unless overridden. One option on the Default Parameter screen, Print Back Ord on PutAway List, gives you the option of printing back orders on the put-away list. If this option is activated, then any back orders for the received items are printed under the items. This facilitates cross docking opportunities so that material can be staged to fill the back order instead of being put away.
  • F23=Split All Receipt Lines - splits the inventory on the receipt to efficiently make pallets. You have the option to limit this action to certain receipts or manifests.

2. Enter information as needed and press Enter. The system accepts your entry and displays an Entry Accepted message.

3. Press F7 to continue to the next screen.

4. Enter 1 next to your first/main sort choice and 2 next to your sub-sort choice.

5. Enter Y in the Do You Want a Summary Only field to list sub-totals and grand totals only. No details print.

6. Enter Y in the Do You Want To Page Break After Main Sort field to start a new page for each main sort. For example, if your main sort is by manifest, the listing starts a new page for each manifest.

7. Press Enter and then F7 to continue to the third page.

8. Choose the options that you want to use to configure the receipts listing. The following options are available:

Non Barcoded Paper Documents

  • Receipts List - A list of all receipts entered. When the receipts are listed, freight charges and any rebate charges are added together and listed as one.
  • Back Order List - A list of all open back orders that are for items being received.
    • It shows the Order Handling Code for each back order.
    • It shows the initials of the order entry operator that originally entered the back order.
    • Shows the customer purchase order and/or job name if there are no comments entered in the Other Ref#/Comment field on the Back Order Fill Screen.
    • It notates back orders that are on fill/Kill orders that have been shopped and run through the close-a-truck procedures. These back orders cannot be filled since fill/kill means you ship once and cancel what remains. This warning will occur only when you have: Partially shipped a fill/kill order and When prior to updating invoices via the night jobs, one or more of the unshipped items is received through the Pre-Receipts and Back Order Fill System.This method prevents needlessly filling a back order that was effectively cancelled when other parts of the order were shipped even though they are not yet invoiced.
  • Put-Away List - A list of all receipts with space for warehouse personnel to fill in the bin/location.
  • Serial# Tags (On paper/card stock) - Inventory tags for each serial number. Primarily for rolled goods.

Barcoded Paper Documents

  • Serial# Tags (Barcoded on Paper) - This option is a full 8 1/2 by 11 inch tag meant to print on laser paper, and can be inserted into a plastic or laminated slip case. This format takes advantage of the high resolution of the laser printer, and prints bold letters, numbers and a large barcode. In order to use this new label, your printer must be an IPDS printer, and you need printer Services Facility/400 installed. There are several serial tag formats available. The formats are controlled via option 3 - Label Styles File on the EDI and Bar Code Functions Menu (EB) menu.
  • Bar Coded Put-Away List - Showing back orders.
  • Barcoded Labels
    • Serial # Tags (On bar coded labels) - Bar coded inventory tags for each serial number. Primarily for rolled goods.
    • Putaway Labels
    • UPC Labels (On barcoded Labels)
    • Slab Labels

All of these options observe the parameter selections entered on the first screen of the Receipts Listing Parameters Screen. The sort parameters are observed by all options except the back order list which is by item number.

Print Serial Number Tags - INB 3

This option causes the system to print a tag for each serial number for rolled goods. Each serial number tag is printed on a special form in large block letters/numbers. These tags are then attached to rolls for easy reading of serial number at a distance. The printing of serial number tags occurs after you have entered the receipts and press F7.

The system gives you the option of printing tags on either paper/card stock, bar coded labels, or paper. You can also choose to print unposted or posted receipts.

Associated File:

Fill Back Orders - INB 4

Back Order Fill Restrictions

Automatic Back Order Fill

The Back Order Fill Program enables you to specify up to four specific manifest numbers for which to fill back orders. You can also set restrictions for each warehouse using F9 from the first screen of the Back Order Fill Program.

A special system maintenance function allows you to test your back order fills. This function fills the back orders based on your settings, but does not actually post the receipts. This allows you to review the back order reports and then use INB 4 - Fill Back Orders to proceed or make changes as needed. This option is accessed via option SYS 914 - Test Automatic Back Order Fill on the Special System Maintenance Functions Menu (SYS). It uses a screen that is nearly identical to the INB 5 Post Receipts screen.

The Back Order Fill Screen automatically omits back orders that are part of a fill/kill order that has already been partially shipped and put through the close-a-truck procedure. These back order lines are automatically canceled when the order is invoiced. However, this feature ensures that a back order does not slip by and gets filled before invoicing, but after closing the truck. Fill/kill orders are identified by order handling codes 1, 3, or 4. Fill/kill orders require that only one shipment and invoice is created for each order and that back orders remaining open at the time of shipment are canceled.

  1. Select option 4 on the Inventory Receipts Menu to access the Back Order Fill program.
  2. You can do one of the following:

    • Enter an Item# to only display receipts and B/Os for that Item number.
    • Enter a receipt# and/or line number to display receipts & back orders starting at that point.
    • Enter up to 4 Manifest numbers to review & select receipts for those manifest numbers.
    • Leave all the fields blank to start the back order fill process. A list of all receipts for your warehouse will display. The items that have back orders against them will be highlighted or displayed in red.
    • Use the function keys to set restrictions (refer to Back Order Fill Restrictions), access the Automatic Back Order Fill program (refer to Automatic Back Order Fill), and perform an item search.

  3. Enter information in the fields as needed and press Enter to access the Back Order Fill Detail screen.

  4. If the items being processed are rolled items, as in this example, you can press F10 to toggle the unit of measure between the native UM, in this case SY, to LF.

    5. The default UM is established via the System Wide Setting - Options for Back Order Fill. This setting has an option, Show Rolled Goods in LF instead of Native U/M on Back Order Fill screens that controls which UM is the default for rolled goods.

  5. On the bottom portion of the screen, enter the receipt line number, from the top part of the screen, in the L# field.
  6. Enter a Fill code in the F field. The Fill field can have the following entries:

    • F or Blank = Fill qty ordered from selected receipt
    • B = apply Balance remaining of selected receipt
    • C = Cut (& apply) specified qty from receipt
    • D = Delete/Undo qty filled & add back to receipts
    • O = Display order in Order Inquiry program.

Back Order Fill Restrictions

To review back order restrictions, press F9 from the Fill Back Orders Entry Screen to display the Back Order Fill Restrictions Screen.

This screen establishes restrictions regarding which back order should be filled from which warehouses. The rules on this screen should be set according to how you manage back orders on your system.

The parameters on this screen must be met in order for back orders to be filled for the warehouses specified. The way in which you set up this screen depends on how you enter back orders. If you specify the warehouse from which the order needs to be filled on the detail line, then you should consider restricting based on the detail warehouse. If you have set policies as to which warehouse fills which order based on the location of the customer, then consider using the header warehouse field by which to restrict.

The Back Order Fill Report (from receipts list) adheres to the restrictions as entered in the Back Order Fill F9 screen. The report will only list customer back orders under the receipts for warehouses that are allowed to fill those orders.

Enter the warehouse you want to back order against on the detail line of order entry. Therefore, the receiving department should adhere to the warehouse entered on the detail line when filling back orders.

  • If they were back ordered against DETAIL WARE HOUSES - Leave these fields blank if it does not matter what warehouses back orders were originally placed against an order to fill them with stock from the receiving warehouse shown at the top of the screen. Fill in up to six warehouses in order to restrict.
  • AND if the back orders are to be shipped/ picked up from HEADER WARE HOUSES - Leave these fields blank if it does not matter what warehouses will ship or be picked up from in order to fill back orders for those warehouses with stock received at the warehouse shown at the top of the screen. Fill in up to six ware houses to restrict.

Automatic Back Order Fill

Automatic Back Order Fill matches receipts to open back orders based on a series of algorithms designed to best utilize the incoming receipts. Automatic Back Order Fill also depends on certain ISO table settings such as rules for mixing shades, serial numbers, etc.

Filling your back orders can be accomplished with a high degree of personal attention, or by using a totally automatic approach, or a little of both approaches.

Strategy #1 - High Degree of Personal Attention

  • Use option Fill Back Orders - INB 4 as your primary method for filling back orders. INB 4 enables you to access both the automatic back order fill, and manual back order fill.
  • Use the manual back order process, so that you can personally review each customer back order and decide who gets what.
  • With this strategy you may not use automatic back order fill at all. However, it is recommended that you first run automatic back order fill (via the F2 option within INB 4), and then review the results on the manual screens within INB 4. Then you can make changes if appropriate, but the system will have filled all the back orders that require no additional thought.

Press F2 on the first screen of the Fill Back Orders Program. The Automatic Back Order Fill Parameter Screen appears. It includes entries made on the previous screen plus default entries as found in the B/O Restriction Screen.

B/O Restrictions are set in the F9 option on the initial Fill Back Orders Screen.

Field Name

Description/Instructions

Receipt Warehouse

This mandatory entry is the warehouse whose receipts will be accessed. This job only runs for a single receiving warehouse at a time.

Receipt #

This field is optional. If left blank, all unposted receipts are processed.

Line #

This field is optional and used only with the Receipt # parameter. If left blank, all lines on the receipts are processed. This option is mainly used for testing.

Manifest #

This entry is optional, except when the Warehouse Settings File is set for mandatory manifest numbers. Up to 4 10-character manifest numbers can be specified. If all are left blank, then all unposted manifest numbers are processed.

EDI #

This entry is optional. Up to 4 10-character EDI numbers can be specified. If all are left blank, then all unposted EDI numbers are processed.

Header Warehouses

This entry is optional. Up to 10 3-character header warehouses can be specified. Any entries found in the B/O Restrictions Screen are inserted here as default entries. If all are left blank, then all header warehouses are processed. These are compared to the header warehouses on the open back orders. Only back orders with these header warehouses may be filled.

Detail Warehouses

This entry is optional. Up to 10 3-character detail-line warehouses may be specified. Any entries found in the B/O Restrictions Screen are inserted here as defaults. If all are left blank, then all detail-line warehouses are processed. Only back orders with these detail-line warehouses may be filled.

Ship Days To Process

This entry is optional. This 3-digit field relates to the ship date and defines the number of days, beyond today, that should be included. For example, if this parameter is set to 10, then only back orders with ship dates equal or less than 10 days from now should be included in the run. You can enter a number between 1-999, or leave blank to include all ship dates. You may wish to use this field in order to run Automatic Back Order Fill in separate iterations. For example, you can run the program first for back orders scheduled to be shipped by tomorrow, and then again for all future shipments, until a reasonable number of days out.

The use of the Ship Days To Process parameter and the choice of whether to prioritize by ship date or order date are extremely important and should reflect your company's polices regarding how customers are serviced.

Prioritize Back Orders by Order Date or by Ship Date

When processing the back orders, the program can sequence the back orders by the ship date or by the date the order was entered. When prioritized by ship date, customers who require the material sooner are given an advantage in terms of having their orders filled. When prioritized by Order date, customers who placed their orders earlier are given an advantage.

Strategy #2 - High Degree of Automation

Use INB 4 automatic back order fill, or skip INB 4 and set the option to have Post Receipts, Update Back Orders, & Process Pick Lists - INB 5 automatically fill back orders as part of the receipts posting process.

If you fill back orders using the (F2) option in INB 4, you can make changes prior to posting. If you fill back orders within INB 5, then no changes can be made except via Allocation Swapping.

You can automatically fill back orders from option 5 - Post Receipts, Update Back Orders, & Print Pick Lists on the Inventory Receipts & Back Order Fill Menu (INB). After entering parameters, press F7 to activate the automatic back order fill process.

With this strategy, it is essential that you have carefully established all of the system files and settings that affect how the automatic back order fill process operates:

Post Receipts, Update Back Orders, and Process Pick Lists - INB 5

This program lets you post receipts via the following screen.

If you have the Options for Back Order Fill set to Run Automatic Back Order Fill Program whenever Post Receipts is run, there will only be four fields for entering Manifest and E.D.I numbers. The Automatic Back Order Fill program can only process four manifest or EDI numbers at a time.

  1. Enter a specific warehouse or the whole company to run the posting for. If the warehouse setting is set to require a manifest number when posting receipts, the user must enter a WARE + MANIFEST#, RECEIPT#, PO# or EDI#.
  2. You must enter one the following: manifest number, receipt number, EDI number, manufacturer, or purchase order number.
  3. If you choose to post by receipt, you can post a span of line numbers instead of the whole receipt. Enter the receipt number in the Enter A Rcpt# Span Or Leave Blank To Include All field then enter the line numbers in the Enter A Line# Span Or Leave Blank To Include All field. For example, you can limit the posting to lines 5 through 11 on receipt number 5044 as shown above.

You can automatically fill back orders from option 5 - Post Receipts, Update Back Orders, & Print Pick Lists on the Inventory Receipts & Back Order Fill Menu (INB). After entering parameters, press F7 to activate the automatic back order fill process.

An example Inventory Receipts Posting is shown below. When receipts are posted the freight charge and rebate are totaled and shown as one charge under FRT COST.

Manifest Inquiry and Listing (Posted Receipts) - INB 11

This program displays and prints manifest data from the receipts file. It allows inventory control personnel to view and reconcile posted receipts by supplier and manifest number. You can also use this program to match AP invoices to receipts prior to or after vouchering them.

  1. Enter option 11 on the Inventory Receipts & Back Order Fill screen. On the screen that appears, enter a supplier code and manifest number and press Enter.
  2. The Manifest Inquiry by Supplier screen appears displaying the requested information.

  3. Enter F11 to display more information such as Receipt Date and Freight Cost.

Freight Costs Inquiry - INB 12

This program displays the freight cost from any supplier to any warehouse, based upon your cost files and freight tables.

Freight Cost is used for receiving, and consists of freight and other receiving costs that are not part of BASE COST, such as duty, inbound supplier rebates, and currency exchange variance.

  1. When this option is accessed the Display Freight Cost For An Item screen appears. Entries are required in all the fields except for the Base Cost.

    2. Leave the Base Cost empty to use the standard base cost or enter a base cost to override the standard.

  2. Press Enter to calculate the freight cost. If a duty, exchange, or rebate is applicable they are calculated as well.

Associated Files

  • Inventory Receipts by Item Number - INV 5

  • Inventory Receipts (immediate posting) - ORD 108

  • Reports:

    • Print Month-To-Date Cash Receipts By Deposit - RAR 7

    • Print Cash Receipts By Salesperson Or Branch - RAR 101

    • Print Daily Cash Receipts By Deposit - RAR 104

    • Print Cash Receipts By Terms Code Report - RAR 109

    • Print Inventory Week/Month/Year Reports (Sales & Receipts) - RIV 108

    • Print Receipts Registers - RPO 2

    • Print Inventory Week/Month/Year Reports (Sales & Receipts) - RPO 8

    • Print Inventory Receipts Status Report - RPO 10

    • Print Inventory Receipts Analysis Reports - RPO 14