Transaction Entry

Transaction Entry - Fields

Transaction Type

Select the transaction entry type.

Select Sales to enter sales of items. If the Sales Order module is integrated with Inventory Management, all sales items should be processed using Sales Order Invoice Data Entry. Only a Sales transaction type considers a sales promotion. If the Job Cost module is integrated with Inventory Management, select Sales to record sales of items to be distributed to jobs.

Select Issues to enter issues of items out of inventory. Use this option to record nonsale issue of items only (for internal use such as issue of raw materials). If the Job Cost module is integrated with Inventory Management, select Issues to record issues of items out of inventory to be distributed to jobs.

Select Transfers to transfer items from one location to another (from a central warehouse to a retail outlet or another warehouse). This option is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options.

Select Adjustments to enter adjustments for breakage, losses, returned goods, overdistributions, or other corrections to the quantity-on-hand information.

Select Receipts to enter receipt of inventory items.

The available transaction types vary based on your security setup.

Entry Number

Enter the entry number for the transaction entry, or click the Lookup button to list all entry numbers. Click the Next Number button to select the next automatically incremented number available for this field. You cannot leave this field blank.

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

1. Header

Transaction Date

Enter the date to use as the reference date for posting transaction entries to the permanent files, or click the Calendar button to select a date from the calendar.

Default Warehouse

Enter the warehouse to use for each item code entered during transaction line entry, or click the Lookup button to list all warehouses. The warehouse code can be changed for individual items during line entry.

If Transfers is selected as the transaction type, the Transfer From Warehouse and Transfer To Warehouse fields appear. Enter the warehouse code of the originating warehouse in the Transfer From Warehouse field. Items will be transferred out of the warehouse specified. Enter the warehouse code for the destination of the transferred items in the Transfer To Warehouse field. The destination warehouse can be changed during line entry for individual items.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data displays in the maintenance window. This maintenance task can be accessed only with the appropriate security setup.

Comment

Type a comment or description for this transaction entry number. This comment prints on the Transaction Register for reference.

2. Lines

Grid Button Bar

The buttons located above the primary grid allow you to select items, view history and item information, and enter extended item descriptions. Click Item Status to display sales order information. Click Item Memo to display extended item descriptions. Click Item Quantity Inquiry to view quantity on hand information.

For more information, see:

Item Status

Item Maintenance

Item Memo

Item Quantity Inquiry

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

If a yellow exclamation point appears next to the line number, a lot or serial number distribution is required for the item and must occur before the item can be processed.

Item Code

Enter an item code identifying the line item. A new item can be added on the fly if the appropriate security event is set up. Click the Lookup button to list all inventory item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

Click the Alias Item button to display all alias item codes.

Right-click and select Item Quantity Inquiry to display quantity on hand information by warehouse.

At the Item Quantity Inquiry button, click the drop-down arrow and select Item Status to display quantities on hand, on order, in shipping, and on hand less in shipping.

If Receipts is selected as the transaction type, you can enter a slash ( / ) and/or ( * ) to enter an alias item code on the fly.

Note If the Inactive Item check box is selected for an item in Item Maintenance, the inactive item code cannot be entered in this field unless you have the appropriate security set up. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the InactiveItem field. For more information, see Create a Lookup View. If you enter an active kit with inactive components, the components will be treated as active.

Quantity

Type the total quantity for this transaction type based on the unit of measure displayed. The status bar displays the current on-hand quantity for the source warehouse. Negative adjustments for quantities larger than the on-hand quantity will not be accepted.

Note The quantity entered in this field does not reflect in the on hand quantity displayed on the status bar until the register is updated.

If you accept a quantity for a LIFO or FIFO item that exceeds the on-hand quantity, a negative cost tier is created. This cost tier is listed as Overdist on the Inventory Valuation Report, the Negative Tier Adjustment Register, and the Negative Tier Report.

Unit Price / Cost

Enter a unit cost for this item, or click the Calculator button to enter an amount using the calculator. The displayed cost is based on the unit of measure and will be the last cost for LIFO, FIFO, lot, or serial items. If the item is valued using the Standard Cost or Average Cost valuation method, those costs appear. For the unit price, accept the displayed standard price, or type a different price.

The transaction type selected in the Transaction Type field determines if the unit price or unit cost displays. All transaction types other than Sales, use unit cost.

Extension

The total amount of the transaction (the quantity multiplied by the unit price or unit cost) appears. Accept this total or type a different total for this transaction.

Note This field appears for all transaction types except Issues.

Description

Enter the description of this item. The description entered is printed on the current transaction.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

If there is no extended description entered for an item, the Extended Item Description button appears blue.

If an extended description is entered for the line item, the Extended Item Description button appears yellow.

G/L Account

Enter the general ledger cost of goods sold account number for the item’s product line, or click the Lookup button to list all general ledger accounts. If the cost of goods sold account is changed, the account number entered is debited. This field appears only if Sales or Issues is selected in the Transaction Type field.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

Costing

This field displays the cost description of the item selected, and can only be viewed.

Unit of Measure

If Sales or Issues is selected in the Transaction Type field, the unit of measure established for this item appears. If the sales unit of measure was defined, you can modify this field. Click the Lookup button to list all units of measure.

If a purchase unit of measure has been established for this item, it can be changed to any unit of measure defined. If the unit of measure is changed using factors set up in the Unit of Measure Conversion file, the unit cost is automatically adjusted.

If you defined only the standard unit of measure for this item, you cannot modify this field.

Note If the unit of measure for lot or serial items is changed, the distribution originally entered is deleted and must be redistributed.

Warehouse

The warehouse code entered on the Header tab appears. If the Require Multiple Warehouses check box is selected in Inventory Management Options, you can enter another warehouse code. Click the Lookup button to list all warehouse codes.

If Transfer is selected in the Transaction Type field, enter a new destination warehouse.

Note If the warehouse code for lot or serial items is changed, the distribution originally entered is deleted and must be redistributed.

Job Number

Enter the job number to use for the sale of this item, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field appears only if the Job Cost module is integrated with Inventory Management.

Cost Code

Type the cost code to which this item code should be charged. Click the Active Cost Code Lookup button to list active cost codes for the selected job. This field appears only if the Job Cost module is integrated with Inventory Management.

Cost Type

Select the cost type to use to distribute this item. If the current cost code is assigned only one cost type, it appears and this field is not available. This field appears only if the Job Cost module is integrated with Inventory Management.

Total Amount

This field displays the total amount for this transaction, and can only be viewed.

Note This field only appears for Adjustments and Receipts transaction types.