Use this procedure to correct out-of-balance
inventory items using the Balance Inventory Quantity and Cost
utility.
Before
You Begin
-
To
determine if an out-of-balance condition exists, print
the following reports and compare the results:
-
Print
and review the Inventory
Negative Tier Report. If negative tiers exist for
LIFO, FIFO, lot, or serial items, follow the steps in
Clear
Negative Cost Tiers.
-
If
there are any zero-quantity costing tiers for LIFO, FIFO,
lot, or serial items, run the Remove
Zero Quantity Costing Tiers utility. For more information,
see Purge
Inventory Management Data.
Warning Use
this procedure under the direct supervision of a qualified Sage Customer
Support Representative. Back up your data before using this utility.
Create a copy of your company and test the utility with the copied
version before running it for your live company. After performing
this procedure in the copied company, review the adjustments listed
in the spreadsheet as well as the Inventory
Trial Balance, Inventory
Stock Status, and Inventory
Valuation reports before performing the procedure for the live
company.
To correct out-of-balance inventory items
-
If you have items that use
the Average Cost valuation method, run the Balance
Quantity and Cost for Average Items utility.
For more information, see Correct
Item Quantity and Average Cost Information.
-
Change the accounting date
for the Inventory Management module to the date to use for any
adjustment transactions that will be created by the utility. For
more information, see Change
the Accounting Date.
-
Select File menu > Run.
-
In the Sage 100 Run Program
window, type *UTL and then click OK.
-
In the Sage 100 Utilities
window, select Balance
Inventory Quantity and Cost and click OK.
-
Select the applicable company
code and click Accept. For
more information, see Balance
Inventory Quantity and Cost - Fields.
-
In the Balance
Inventory Quantity and Cost Selection window, use the select
grid to run the utility for specific items and warehouses, or
accept the default values to run the utility for all items and
warehouses. For more information,
see Balance
Inventory Quantity and Cost Selection - Fields.
-
Click Proceed. The utility
first compares the Item Cost and Item Transaction History files
to determine whether any FIFO, LIFO, Lot or Serial items are out
of balance. A message appears indicating the initial results.
-
If the message
indicates that no out-of-balance items were found, proceed to
step 9.
-
If out-of-balance
items were found, a message appears asking if you want to view
a list of these items and update them.
-
In
the message window, click Yes. An Excel spreadsheet with the
list of out-of-balance items appears. Another message appears
asking if you want to update the records and recalculate the
average cost in the Item Warehouse and Item files.
-
Review
the spreadsheet and select whether to update the records.
-
Click No if you
do not want to create adjustment transactions to address the
out-of-balance condition of the two files. Proceed to step
9.
-
Click Yes to update
the item records. The utility then creates adjustment transactions
in the Item Transaction History file so that it will be in
balance with the Item Cost file. Another Excel spreadsheet
appears displaying a list of the adjustment transactions.
Proceed to step 10.
-
If no out-of-balance items
were found in the Item Cost and Item Transaction History files,
or if you clicked No in step 8-b, a message appears asking if
you want to recalculate the average cost in the Item Warehouse
and Item files.
-
Click No to close
the utility without making any changes.
-
Click Yes to recalculate
the average cost in the two files. The average cost will be updated
based on the information in the Item Transaction History file.
-
After updating any files,
run the Recalculate Item History utility. For
more information, see Recalculate
Item Balance and History.
The adjustment transactions made by the utility
will appear in the Inventory
Detail Transaction Report. To view a list of items for which changes
were made, browse to the MAS90/Home/Textout folder, and review the
IM_BalanceInvQtyCost_xxx.csv file (xxx represents the company code).
Print the Inventory Valuation Report, Inventory
Stock Status Report, and Inventory Trial Balance Report to verify
that the quantity and cost information match.
The utility does not update the general ledger;
you must create manual journal entries. For more information, see
Create
a General Journal Entry.
