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Inventory Control Procedures Manual

Version 7.2.1 April 1999

Document Number ICP-721UN

Procurement

Lawson Software, Inc., believes that the information described in this manual is accurate and reliable, and much care has been taken in its preparation. However, no responsibility, financial or otherwise, can be accepted for any consequences arising out of the use of this material, including loss of profit and indirect, special, or consequential damages. No warranties extend beyond the program specification. The customer should exercise care to assure that use of the software and related documentation is in full compliance with the laws, rules, and regulations of the jurisdictions in which it is used. These materials are confidential unpublished works of Lawson Software, Inc. Contents of this publication are copyrighted and cannot be reproduced in any form without the written permission of Lawson Software, Inc. The information contained herein is subject to change. Revisions may be issued from time to time, and Lawson Software, Inc., assumes no responsibility to advise customers of changes or additions. All brand or product names mentioned herein are trademarks or registered trademarks of Lawson Software, Inc., or the respective trademark owners.

© 2002 Lawson Software, Inc. All rights reserved Printed in the United States of America

Inventory Control Procedures Manual

Contents

Introduction xi

Inventory Control Overview ................................................. xi Inventory Control Features and Benefits ...................... xii Before You Start ................................................................ xiii How This Manual Is Organized .......................................... xiv Lawson Software Documentation ...................................... xiv Documentation Short Names .......................................xv LAWSON INSIGHT II Applications ............................... xv LAWSON INSIGHT II Environment ............................. xvi LAWSON INSIGHT II Training Materials ................... xvii Lawson Software Documentation Standards .................... xvii Key Names ................................................................ xviii Terminology ................................................................ xix Lawson Software Support ................................................... xx Lawson Software Help Line ........................................ xxi Lawson Software Fax Number .................................... xxi Lawson Software Documentation Internet Mail Address ................................................ xxi

Chapter 1: Considerations Before Setup

23

General Ledger Setup ....................................................... 23 Currency Setup .................................................................. 25 Activity Management Setup ............................................... 26 Accounts Payable Setup .................................................... 26 Vendor Groups ............................................................ 26 Company ..................................................................... 26 Vendors ....................................................................... 27 Tax Setup .......................................................................... 27 Intrastat Setup ................................................................... 27 Invoice Matching Setup ..................................................... 28 Company ..................................................................... 28 Buyers ......................................................................... 29

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Purchase Order Setup ........................................................ 29 Requisitions Setup ............................................................. 29 Handheld Inventory Process Setup .................................... 29 Inventory Control Concepts ................................................ 30 Item Groups, Companies, and Allocation Controls ...... 30 Inventory Locations ...................................................... 36 Bin Control ................................................................... 36 Classification Methods ................................................. 37 Units of Measure .......................................................... 38 Physical Inventory Methods ......................................... 39 Inventory Replenishment .............................................41 Reorder Factors ...........................................................43 General Ledger Interface .............................................45 Bar Code Labels and Forms ........................................46 Par Location Processing ....................................................46 Par Locations ............................................................... 46 Par Location Replenishment ........................................47 Par Location Replenishment Flowchart ....................... 51 Department Issues and Returns Processing ...................... 51 Patient Charge Processing ................................................. 52 Patient Charge Processing Flowchart ......................... 53 Drill Around Security ...........................................................55

Chapter 2: Setup

57

Inventory Location Setup ....................................................57 Defining Corporate Item Groups .................................. 58 Defining Company Structure ........................................59 Defining Inventory Locations ....................................... 61 Setting Up Report Groups ........................................... 64 Setting Up General Ledger Categories ........................ 64 Defining Bins ................................................................ 65 Defining Reason Codes ...............................................66 Setting Up Items ................................................................. 67 Setting Up Item Master Data .............................................. 67 Defining Item Master Information .................................76 Setting Up Item Location Data ..................................... 81 Defining Item Location Information .............................. 84 Customizing Item Setup Forms ................................... 95 Defining Item Forecasts ...............................................96 Creating Mass Update Requests .................................97 Defining Item Substitutes ...........................................101

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Managing Kit Items ................................................... 102 Creating Bar Code Labels and Forms ....................... 112 Converting Non-Lawson Data .......................................... 113 Converting Item Master and Comments ................... 114 Converting Item Location and Receipts .................... 115 Defining Beginning Balances .................................... 116 Converting Cart Par Locations .................................. 118 Converting General Ledger Categories .................... 119 Converting Inventory Transactions ........................... 119 Defining Item History ................................................. 120 Converting Patient Charge Items .............................. 122 Implementing Par Location Processing ........................... 123 Steps to Implement Par Location Processing ........... 123 Determining Which Locations to Track ..................... 124 Choosing a Par Location to Define ........................... 124 Defining Par Locations .............................................. 124 Defining Par Location Items ...................................... 124 Setting Up Par Location Reorder Information ........... 125 Adding Copies of the Par Location ............................ 125 Printing an Alphabetic Locator List ............................ 126 Mass Changing Par Location Information ................. 126 Implementing Patient Charge Processing ....................... 126 Steps to Implement Patient Charge Processing ....... 126 Setting Up the Price Class Table .............................. 127 Setting Up Patient Charge Items ............................... 127 Calculating Supply Charge Prices ............................. 127 Obtaining Charge Item Pricing Feedback ................. 128 Loading Patient Demographic Data .......................... 128

Chapter 3: Procedures

131

Maintaining Inventory Balances ....................................... 131 Interfacing Inventory Transactions ............................ 132 Routing Uploaded Handheld Data ............................ 133 Taking Inventory Manually ........................................ 135 Loading Counts from a Non-Lawson Source (External) ............................... 140 Processing Inventory Transactions .................................. 141 Receiving Inventory ................................................... 142 Issuing Inventory ....................................................... 146 Transferring Inventory ............................................... 148 Adjusting Inventory .................................................... 158

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Replenishing Inventory ..................................................... 159 Replenishing Inventory Using FOP ............................ 160 Replenishing Inventory Using TPO ............................ 169 Closing the Period ............................................................ 172 Using Strategic Ledger ..................................................... 178 Maintaining Inventory Information .................................... 179 Updating Material Safety Data Sheets ....................... 179 Controlling Item Activity .............................................180 Updating Standard Costs ...........................................183 Reviewing Item Leadtimes ......................................... 184 Listing Potentially Obsolete Items .............................. 184 Listing Potentially Overstocked Items ........................185 Reviewing Inventory Information ......................................185 Listing an Audit Trail of Item Changes ....................... 185 Reporting Item Forecast Variances ........................... 186 Analyzing Stock Status .............................................. 187 Listing Item Availability .............................................. 187 Running Inventory Analysis Reports .......................... 188 Extracting Item Master Data for Healthcare Systems ...... 191 Extracting Item Master Data for the Atwork Surgery Systems .......................................... 192 Extracting Item Master Data for the OmniCell Surgery System ........................................ 192 Extracting Item Master Data for the PYXIS, Atwork, and Par Excellence Supply Systems ....................... 193 Extracting Item Master Data for the HBOC/ESI Surgery Systems ................................... 194 Extracting Item Master Data for the HBOC/SSG Surgery Systems .................................. 194 Extracting Item Master Data for the DeRoyal Surgery Systems ....................................... 195 Counting Par Locations .................................................... 196 Adding or Changing Par Location Information ........... 196 Maintaining Par Levels .............................................. 197 Checking Items in a Par Location .............................. 198 Counting Par Inventory Manually ...............................198 Picking Par Locations ....................................................... 199 Processing Department Issues and Returns .................... 199 Processing Patient Charges .............................................200 Maintaining Supply Charge Prices ............................. 201 Defining Patient Demographic Information Manually . 202

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Defining Patient Charges Manually ........................... 202 Reconciling Patient Charges ..................................... 203 Extracting Patient Charges ....................................... 203 Purging Patient Charges ........................................... 204 Reviewing Par Distribution Management Reports ........... 205

Chapter 4: System Logic

207

Calculations ..................................................................... 207 Calculating the Carrying Cost Percent ...................... 207 Calculating the Average Ordering Cost ..................... 208 Calculating GMROI ................................................... 209 Calculating Finished Good Replenishment ............... 209 Inventory Transaction Codes ........................................... 210

Appendix A: System Programs

213

Programs Listed by Function ........................................... 213 System Setup ............................................................ 213 Item Setup ................................................................. 214 Inventory Transactions .............................................. 216 Physical Inventory Cycle Count Processing .............. 217 Kit Processing ........................................................... 218 Inquiries ..................................................................... 219 Reordering ................................................................ 220 Time-Phased Order Point ......................................... 221 Reporting ................................................................... 221 Interface Programs .................................................... 223 Conversion and Initial File Loads .............................. 224 Handheld Terminal Uploading ................................... 225 Purge ......................................................................... 225 List of Forms and Subforms ............................................. 226

Appendix B: Typical Questions Appendix C: Setting Up Handheld Inventory

237 241

Understanding the Handheld Inventory Process ............. 241 Handheld Inventory Setup Process ........................... 242 Setting Up the Host for Handheld Inventory Processing . 243 Creating a Directory for Each PC .............................. 243 Creating Logins for Handheld Inventory Users ......... 244 Setting Up Host Jobs for Handheld Data .................. 244

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Setting Up the PC for Handheld Inventory Processing .... 248 Checking System Requirements ...............................249 Enabling the Modem ..................................................249 Setting Handheld Inventory Options .......................... 250 Setting Up the Handheld Terminal ................................... 258 Connecting the Handheld Terminal ........................... 258 Loading the Handheld Terminal Software .................259 Configuring the Handheld Terminal Software ............262

Appendix D: Handheld Terminal Processing

267

Using the Handheld Inventory Program ........................... 267 Accessing the Handheld Inventory Program ............. 268 The Handheld Inventory Window ...............................268 The Handheld Inventory Toolbar ...............................269 Closing the Handheld Inventory ................................. 270 Getting Started with the Handheld Terminal .................... 270 Starting and Quitting the Handheld Terminal ............. 270 The Handheld Terminal Main Menu .......................... 272 Navigating the Handheld Terminal Screens .............. 273 Rebooting the Handheld Terminal ............................. 274 Downloading Data to the Handheld Terminal ...................275 Extracting Data from the Host .................................... 277 Sending Data to the Handheld Terminal .................... 278 Entering Data into the Handheld Terminal ....................... 283 Entering Par Location Information ............................. 283 Entering Pulled Quantity Information ......................... 286 Entering Patient Charges ...........................................288 Entering Department Issues and Returns .................. 289 Uploading Handheld Data ................................................ 292 Upload Processes ...................................................... 293 Extracting Data from the Handheld Terminal ............. 297 Sending Handheld Data to Host ................................ 299 Monitoring Batches of Handheld Inventory Data .............. 301 Viewing a Batch Record ............................................ 302 Searching for Batch Records ..................................... 303 Sorting Batch Records ............................................... 304 Selecting Batch Records ...........................................305 Changing Batch Records ...........................................306 Deleting Batch Records .............................................306 Viewing the Handheld Inventory Location File ........... 307

Viewing the Handheld Inventory Log File .................. 308 Backing Up the Handheld Inventory Database ......... 308 Handling Handheld Inventory Database Errors ......... 309

Glossary Index

311 333

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Introduction

The LAWSON INSIGHT® II Inventory Control system lets you replenish par locations, handle department issues and returns, and process patient charges.

Inventory Control Overview

The Inventory Control system lets you define items and manage inventory. The system moves items into inventory when you purchase items from a vendor or replenish inventory from another location. The system moves items out of inventory when you issue, transfer, or allocate inventory. The Inventory Control system uses the LAWSON INSIGHT II Warehouse system for three functions. The Warehouse system: · · · Performs inventory allocation. Handles shipments in other LAWSON INSIGHT II systems, such as Requisitions and Order Entry. Issues inventory to non-Lawson interfaces.

To account for inventory movement in the Inventory Control system, you perform reconciliation processing. · · · Physically count the inventory. Print valuation reports. Update the general ledger.

The Inventory Control system can be updated using data collected by the handheld terminal. Using the handheld terminal, you can collect and update: · · Inventory par count and pick information Department issues and returns information

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Inventory Control Overview

·

Patient charge information

Note For complete information about the setup and use of the handheld terminal, see the Procurement Management Technical Guide. This manual gives a general description of the steps you perform in the Inventory Control system. The general description is a companion to the context-sensitive form and field help available online. This manual gives a brief description along with a reference to the appropriate procedures manual for steps that you perform in other Lawson systems. For information about Inventory Control features and benefits, see "Inventory Control Features and Benefits."

Inventory Control Features and Benefits

Following are some of the major features and benefits of the Inventory Control system. · · · Size You can maintain and control inventory for up to 9,999 companies. Scope You can obtain necessary information for supporting buying and selling operations. Stock and nonstock items You can use the Inventory Tracking flag in the Item Location file to set up items as stock in an inventory location and nonstock in a supply location. Bin control You control the bins you use for receipts, issues, incoming inspection, lots, and serial numbered items. You can also control storage space limitations by bin and store items in multiple bins. Lot, sublot, and serial number tracking The system walks you through required detail forms to process transactions for lot and serial number tracked items. Multiple levels of stock-on-hand balance control You can inquire on stock-on-hand detail for bins, lots, serial numbers, units of measure, allocated totals, location totals, and so on.

·

·

·

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·

Multiple transaction types The system processes, by location, inventory receipts, issues, transfers, intransit transfers, bin transfers, physical inventory, and adjustments. Multiple units of measure The system can track and order an item in different units of measure. Availability control You can select the item availability calculation to include on-order and in-transit quantities. Catch weights The system can control and track the quantity of an item by weight plus one other unit of measure. Comment types The system lets you group item comments into user-defined types. For example, you might define comment type S as shipping instructions. Multiple costing methods (standard, average, LIFO, and FIFO) The system can manage negative stock-on-hand quantities using the average or standard costing method. Inventory auditing The system ensures that all the inventory transactions created in the system are defined correctly.

· · · ·

·

·

Before You Start

The LAWSON INSIGHT II Environment is the environment under which all LAWSON INSIGHT II applications run. It provides the features you use to perform your daily tasks. The LAWSON INSIGHT II Desktop Client provides the user interface for the Environment and applications. You can work in a character-based or Windows desktop environment. If you are not familiar with the Desktop Client, read the Getting Started with the Desktop Client manual (Desktop Client Getting Started) for your hardware environment. Desktop Client Getting Started offers a simple approach to learning environment and applications features. It introduces basic concepts, important terms, and instructions in an easy-to-follow format.

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How This Manual Is Organized

How This Manual Is Organized

The Inventory Control Procedures Manual covers presystem setup, everyday processing, and inventory control procedures. For more comprehensive learning, Lawson Software recommends that you use the online help text along with this manual. This manual has four chapters, four appendixes, and a glossary. Chapter 1, "Considerations Before Setup," includes information you need to know before using the Inventory Control system. Chapter 2, "Setup," gives instructions for setting up the Inventory Control system. Chapter 3, "Procedures," gives instructions for Inventory Control procedures you perform on a regular basis. Chapter 4, "System Logic," gives detailed information about how the Inventory Control system works. Appendix A, "System Programs," lists all the programs in the Inventory Control system both by function and by form ID. Appendix B, "Typical Questions," answers some common questions about the Inventory Control system. Appendix C, "Setting Up Handheld Inventory," explains setup procedures required for using the handheld terminal. An overview is provided to show how data is downloaded and uploaded in the handheld inventory process. Appendix D, "Handheld Terminal Processing," provides step-bystep procedures for using the handheld terminal to record inventory data, including how to transfer data to and from the host. To get online help for a specific form or field, press Help (F1) from that form or field.

Lawson Software Documentation

Documentation for LAWSON INSIGHT II applications covers the following areas: · · LAWSON INSIGHT II Applications LAWSON INSIGHT II Environment

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·

LAWSON INSIGHT II Training Materials

All products can use the following documentation: · Online help offers information about menu options, forms, fields, and so on. Online help is available wherever you see Help (F1). For more information, see "Getting Help" in the Desktop Client Getting Started manual for your hardware environment. Most Lawson Software documentation is available as an online book. These books are accessible from the Desktop Help menu. From the Help menu, choose an online book. Context-sensitive Windows help is available if you choose the Help button in the dialog box that you access from the menu bar command. These help topics provide you with information about how to correctly use each of the options in the dialog box. You can also access each of the context-sensitive help categories from the pull-down help menu.

·

·

Documentation Short Names

When an Environment manual is referred to from another manual, a short name is used. For example, the Getting Started with the Desktop Client manual is referred to in a LAWSON INSIGHT II application procedures manual as Desktop Client Getting Started. In this introduction, you can find the short name of each Environment manual immediately after its full title.

LAWSON INSIGHT II Applications

· The application Procedures Manual is a how-to guide for learning all the functions in an application. This manual covers what to consider before you set up your application, setup procedures, typical procedures, and system logic. Use this manual with online help text for a complete explanation of a process. The application Conversion Workbook is a user's guide for the data conversion process. Conversion workbooks are written for new Lawson clients that are converting from a non-Lawson system to a Lawson application system. The conversion workbooks explain considerations for data conversion,

·

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include diagrams illustrating the conversion process, and provide detailed instructions for converting data. Conversion workbooks are available on the Lawson client Internet site. Contact your account representative for the URL address. · Application online help text gives you quick access to detailed information about a form, a field, program file usage, or the data files in an application. Press Help (F1) to view the help text. See the Desktop Client Getting Started manual for your hardware environment for more information. · ·

User Text gives you information on using forms and form fields. Data File Text gives you information on what data files contain and lists the updated and referenced programs by data file. Technical Text lists the updated and referenced files by program.

·

LAWSON INSIGHT II Environment

·

Getting Started with the Desktop Client (Desktop Client Getting Started) explains the basic operation and standard features of the Environment and applications. This manual describes standard user interface components such as menus, forms, and dialog boxes; and basic procedures for working with online data and reports. This manual also explains how to install the Desktop Client and describes Desktop Tabs, a toolbar that users can customize to automate applications that can run on the Windows desktop. If you are new to the Desktop Client and Lawson applications, read this manual first. Getting Started with the Desktop Client Quick Reference Card (Desktop Client Getting Started Quick Reference) is an easyto-use reference card to guide you in your daily work. This card explains some of the common features of the Environment and applications.

·

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LAWSON INSIGHT II Training Materials

· The application Training Manual includes information you need to learn the basics of a LAWSON INSIGHT II application system. Use this manual with the application procedures manual. The Lawson Trainer Catalog contains course schedules and descriptions for the Environment, Desktop Client, and applications classes. You can view the current training schedule and course catalog at our World Wide Web site at the following address. World Wide Web site: http://www.lawson.com

·

To obtain a password or request a specific password, contact [email protected]

Lawson Software Documentation Standards

Lawson Software uses the following character styles in its documentation. This bold Represents A key name or a function key name. For example, Shift is a key name and Help (F1) is a function key name. A value or command that you must type exactly as it appears. For example, if the instructions say "Type A", type the bolded letters exactly as written, then press Enter.

italics

A placeholder for a user-defined value. For example, lapm productline PO20.1. Important information that requires your attention. A manual title.

(F1)...(F24)

A function key number. For example, if the instructions say "Press Help (F1)," press the key(s) mapped for the (F1) function key on your keyboard.

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Lawson Software Documentation Standards

This Key1+Key2

Represents A plus sign between key names instructs you to press and hold down the first key, then press the second key. For example, "Press Shift+FndNxt (F3)" instructs you to press and hold down the Shift key, then press the FndNxt (F3) function key. Release both keys to complete the action.

Key Names

Because different keyboards can have different key names, your keyboard key names might not match those used in Lawson Software documentation. For example, if the instructions say "Choose OK," and your keyboard does not have an OK key, press the key that is mapped as the OK key on your keyboard (for example, the F12 key or the Enter key). If you use the Desktop Client, press Alt+K to display your keyboard mapping on the terminal screen. If you use a third-party emulator, see the documentation for the package you use.

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Terminology

Lawson Software uses several terms in its documentation that have a precise meaning. The following table defines these terms. Term choose Meaning Start a process, for example, open a form or a subform. If you use Windows-based applications, you choose an option by pointing to the option and double-clicking the left mouse button or pressing the equivalent accelerator keys. If you use character-based applications, you choose an option by putting the light bar on the option and pressing Mark or OK. In some cases, you can choose an option by typing the letter next to the option. For complete information, see the Desktop Client Getting Started manual for your hardware environment. define In a form or subform, type data in the fields required to complete the form or subform, and choose OK to send the data. In some fields, you must choose Define to open the form or subform where you can define the field value. OK Accept or send the data. For example, choosing OK after typing data on an online form saves the data and updates the database. In character-based applications, the key(s) mapped for the OK key is hardware-dependent. run Send data for processing. Depending on your hardware, you can press different keys to perform this task.

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Term select

Meaning Identify an item to process. Selecting an item does not start a process. If you use Windows-based applications, you select an item by pointing to the item and clicking the left mouse button or pressing the equivalent accelerator keys. In most cases, when you select an item, you select it from a list of valid values that appears when you click the field select indicator or choose Select. If you use character-based applications, you select an item by putting the light bar on it. In some cases, you must also press Mark, Next, or OK. For complete information, see the Desktop Client Getting Started manual for your hardware environment.

type

In a form field, type the data, then move the light bar to the next field. At a command line, type the letters exactly as written, then press Enter.

use

Start a form or subform. For complete information about starting forms and subforms, see the Desktop Client Getting Started manual for your hardware environment.

Lawson Software Support

If you have questions after using Lawson Software documentation, or if you would like to suggest ways to improve a manual, you can contact us using one of the following methods: · · · Lawson Software Help Line Lawson Software Fax Number Lawson Software Documentation Internet Mail Address

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Lawson Software Help Line

The Lawson Software Help Line is open Monday through Friday from 7:00 AM to 7:00 PM (central time). Emergency service is available after 7:00 PM and on weekends. Help Line: Help Line from New York State: Help Line in the United Kingdom: 1-800-695-9000 1-800-888-3440 (0)181-754-8460

Lawson Software Fax Number

You can fax questions or suggestions about a manual to the Documentation Production Manager using the Lawson Software fax number. Fax number: 612-379-8569

Lawson Software Documentation Internet Mail Address

You can send questions or suggestions about a manual to the Documentation Production Manager using the Lawson Software Internet mail address. Internet mail address: [email protected]

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Chapter 1

Considerations Before Setup

Consider the following before setting up the Inventory Control system. · · · · · · · · · · · · · · · General Ledger Setup Currency Setup Activity Management Setup Accounts Payable Setup Tax Setup Intrastat Setup Invoice Matching Setup Purchase Order Setup Requisitions Setup Handheld Inventory Process Setup Inventory Control Concepts Par Location Processing Department Issues and Returns Processing Patient Charge Processing Drill Around Security

General Ledger Setup

You must set up the General Ledger system or the General Ledger subset before you can set up and use any other LAWSON INSIGHT II application. For complete information, see the General Ledger Procedures Manual.

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General Ledger Setup

The General Ledger system posts inventory movement transactions received from the Inventory Control system. In the General Ledger system, you must define the accounts to be assigned to each posting transaction of the Inventory Control system. The following table describes the general ledger accounts required for posting transactions made in the Inventory Control system. Account Inventory Description Transactions against inventory items are posted to this account as defined in IC04.1 (General Ledger Category). Receipts are debited and issues are credited. Receipt transactions create a debit to the inventory account and a credit to the receipts offset account. Issue transactions create a credit to the inventory account and a debit to the issues offset account. If you issue materials to be produced and are issuing to sales or work in process, you can set up the account as the cost of goods sold. Adjustment transactions create a debit to the inventory account and a credit to the adjustment offset account. The account is usually set up as a variance or cost of goods sold account. The Inventory Control system posts variances from the standard cost to this account. Temporary holding account used when you transfer inventory items from one location to another.

Receipts offset

Issues offset

Adjustment offset

Cost variance

Intransit

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Account Physical inventory variance

Description This account is used to offset the inventory account for differences between actual inventory counts and the quantity that was in the system as indicated by freeze records. This account is used in IC23.2 (Detail Intransit Receiving) when you add an additional cost to an intransit receiving transaction. The Order Entry system uses this account for catch weight items that are returned. When returns are processed, sometimes the catch weight quantity is different from the original issued and shipped catch weight quantity.

Add-on cost

Order Entry shrinkage

When you set up your item location records in the Inventory Control system, you select the applicable accounts to define general ledger categories. A general ledger category is a method for attaching a series of standard general ledger accounts to an Item Location record. This link between inventory and general ledger, extracts the proper account numbers for any inventory movement. For instructions on defining general ledger categories, see "Setting Up General Ledger Categories" in chapter 2.

Currency Setup

Before you can run valuation reports based on a currency, you must set up your company currency codes in the Currency system. You define codes to identify different currencies. You can then run inventory valuation reports based on a specific currency using IC233 (Inventory Valuation) and IC234 (Period End Valuation) in the Inventory Control system. If you do not specify a currency, inventory valuation is based on the company base currency. For complete information about currency codes, see the General Ledger Procedures Manual.

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Activity Management Setup

Activity Management Setup

Activity code setup in the Activity Management system is required if you are using activities in the Inventory Control system. The Activity Management system uses activity codes. AC10.1 (Activity) lets you define codes to identify the tasks that make up an activity group. The Activity Management system stores information, such as responsibility, schedule, and billing, for each activity. This information is used, along with budgets, to collect and report on costs and revenues. For complete information, see the Activity Management Procedures Manual.

Accounts Payable Setup

The Accounts Payable system pays the vendor after an invoice has been approved and released through the Invoice Matching system. Before you begin using the Inventory Control system, you must set up the following items in the Accounts Payable system. · · · Vendor Groups Company Vendors

Optionally, the Invoice Matching system can electronically settle purchase order invoices using ERS-capable (Evaluated Receipts Settlement) structures. For more information about ERS, see the Purchase Order Procedures Manual and the Invoice Matching Procedures Manual.

Vendor Groups

Set up your company vendor groups in the Accounts Payable system. AP00.1 (Vendor Group) lets you define and maintain vendor groups. A vendor group identifies a set of vendors shared by one or more Accounts Payable companies. For more information, see the Accounts Payable Procedures Manual.

Company

Before you can pay a vendor, you must set up your company accounts in the Accounts Payable system. AP00.4 (Company) lets you define and maintain Accounts Payable companies. You

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Tax Setup

assign the company to a vendor group and a pay group, and select invoice entry options. Before you can define an Accounts Payable company, it must first be a valid company in the General Ledger system. The Accounts Payable company uses the name and company base currency defined for the General Ledger company.

Vendors

Before you can pay a vendor, you must set up your company vendors in the Accounts Payable system. AP10.1 (Vendor) lets you define and maintain vendors for a vendor group. A vendor group allows more than one company to make payments to and purchases from the same vendors. You can also assign default codes to the vendor at the group or company level.

Tax Setup

The Inventory Control system uses tax code information from the LAWSON INSIGHT II Tax system. The Tax system uses codes and rates to calculate tax. Before you set up tax codes and tables, decide · · how to print taxes on invoices and whether to include tax in the price of an item.

How you set up the tax structure depends on the method you use to define tax codes. You set up default tax codes when you set up items. Before you begin using the Inventory Control system, you must set up your Tax system company, tax codes, tax tables, and tax rates. For more information, see the Tax Procedures Manual.

Intrastat Setup

The collection of Intrastat statistical data is required for all transactions involving the movement of goods across borders within the European Union (EU). Intrastat data collection relies on the use of codes that are predefined in the Intrastat Nomenclature Classification, an official document provided to EU businesses by the Intrastat supervisory agencies of their respective countries.

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Invoice Matching Setup

Before you can add Intrastat data for an Inventory Control transfer transaction, you must set up Intrastat reporting flags or parameters in other Lawson systems: · Set up the affected General Ledger, Accounts Payable, and Accounts Receivable companies, as well as the affected vendors, and customers for Intrastat reporting. For more information, see chapter 2 of the appropriate procedures manual. Assign country and, if applicable, region codes to all shipfrom, ship-to, and buyer locations subject to Intrastat reporting in the Billing, Invoice Matching, and Invoice Control systems. For more information, see the online help of the appropriate forms. Define your Intrastat reporting calendar and Intrastat codes in the Intrastat system.

· ·

· ·

For more information on Intrastat setup, see chapter 5 of the Tax Procedures Manual.

Invoice Matching Setup

The Invoice Matching system processes invoices. Before you set up the Inventory Control system, complete the setup for the following items in the Invoice Matching system. · · Company Buyers

Company

MA00.1 (Company Setup) lets you set up default freight terms. For complete information, see the Invoice Matching Procedures Manual.

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Purchase Order Setup

Buyers

MA04.1 (Buyer) lets you define and maintain buyers in the Purchase Order system. For complete information, see the Invoice Matching Procedures Manual.

Purchase Order Setup

The Purchase Order system orders and receives requests for items from a vendor. Before you set up the Inventory Control system, set up vendors in the Purchase Order system. PO10.1 (Vendor) lets you set up parameters for the vendors defined in AP10.1 (Vendor). The Purchase From button lets you set up purchase from locations. For complete information, see the Purchase Order Procedures Manual.

Requisitions Setup

Before you set up the Inventory Control system, you must define inventory requesting locations in the Requisitions system. RQ01.1 (Requesting Locations) lets you define requesters (persons, departments, or functions that request items). For complete information, see the Requisitions Procedures Manual.

Handheld Inventory Process Setup

The Handheld Inventory process involves programs on the host, PC, and the handheld terminal. These programs let you use a handheld terminal to replenish par locations, enter department issues and returns, and enter patient charges. After you collect information by scanning bar code labels or manually entering the data, the programs let you upload the data. For complete information on setting up these programs for the Handheld Inventory process, see the appendix C, "Setting Up Handheld Inventory," and appendix D, "Handheld Terminal Processing."

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Inventory Control Concepts

To successfully set up the Inventory Control system, you should be familiar with the following concepts. · · · · · · · · · · Item Groups, Companies, and Allocation Controls Inventory Locations Bin Control Classification Methods Units of Measure Physical Inventory Methods Inventory Replenishment Reorder Factors General Ledger Interface Bar Code Labels and Forms

Item Groups, Companies, and Allocation Controls

Three important concepts to consider before setting up your Inventory Control system are item groups, companies, and allocation controls. You assign to each Inventory Control company an item group and associated allocation controls. The following topics detail the issues to consider for your company setup. · · Item Groups and Companies Allocation Controls

Item Groups and Companies

An item group identifies the items used in a company, hospital, or organization. The item group is a set of records that contains specific information about a collection of expendable or reusable items.

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A company describes a central reporting structure, such as a corporation, hospital, surgery center, nursing home, or company. A company might use only one item group. The company can · subdivide the item group into inventory, purchasing, and sales classes as required for inventory control, invoice matching, purchase order, and requisitioning purposes and assign different generic names, hazard codes, or other classifications as needed.

·

The Inventory Control system supports multiple companies. One or more companies can use the same item group. If multiple companies share the same database, you can use either of two methods for setting up item groups. You can define · · one item group and assign it to all companies or a unique item group for each company.

For instructions on defining item groups, see "Defining Corporate Item Groups" in chapter 2.

Allocation Controls

When you set up an Inventory Control company, you must make important decisions that affect item allocation in the Warehouse system. Allocation is a Warehouse system process that reserves inventory quantity for an open document (a case, requisition, customer order, or work order). The company decisions you make impact when the Warehouse system allocates items. When an item is allocated influences how quickly you can fill a request for an item. For example, if you can allocate items promptly or prevent a backorder, you might speed your response time. The company's ability to meet item requests in a timely manner through allocation-related setup can impact both company productivity and the level of customer satisfaction. The following topics explain your allocation options in more detail. · · · Allocation Method Available-to-Allocate Formula Available-to-Sell Formula

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Allocation Method

There are two allocation methods available for Inventory Control companies: online and batch. Online allocation lets you allocate items when you enter a document (a case, requisition, order, or work order). The online allocation process can tell customers or requesters immediately about items with insufficient stock that need backordering. Batch allocation lets you allocate inventory by running a batch program. The item quantities remain open (unreserved) until you run the batch allocation program. Batch allocation occurs in the Warehouse system. You choose online allocation to allocate inventory for a document at the same time that you create the document. You might want to choose batch allocation if your company has a high volume of documents (orders) and it is not necessary to know whether the item was allocated or backordered.

Available-to-Allocate Formula

The available-to-allocate formula is a user-defined formula that calculates the available-to-allocate quantity. The available-toallocate quantity is the quantity of inventory that can be allocated or reserved for open demand (customer orders or requisitions). When you set up an Inventory Control company, you define the available-to-allocate formula as equal to the stock-on-hand quantity plus or minus a series of other quantities. For instructions on defining the available-to-allocate formula, see "Defining Company Structure" in chapter 2. The Allocated and In-Process quantities are always subtracted. The remaining quantities are: · · · · · Backordered On-Order Intransit Work-in-Process Inspection Hold

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The following table explains these quantities. Kind of quantity Allocated In-Process Indicates the Item quantity that has been allocated (always subtracted). Item quantity that currently requires picking, packing, or shipping feedback (always subtracted). Quantity that could not be allocated because there was not enough available in inventory (optionally subtracted). Purchase orders that are not yet received (optionally added). Item quantity that is currently between inventory locations (optionally added). Quantity used by the Work Order system to indicate the quantity of finished goods in the process of being produced. Item quantity that was put on hold by the Purchase Order system (optionally added).

Backordered

On-Order Intransit Work-in-Process

Inspection Hold

You must define the available-to-allocate formula if you use the following systems: · · · Requisitions Case Carts Work Order

For the Inventory Control system, as you process inventory transactions, the system uses the available-to-allocate formula to identify items available and updates the formula quantities for allocated, intransit, and transferred items. In the available-to-allocate formula, you must decide whether to add, subtract, or exclude specific quantities. For example, you might not want backorders to be a factor in the available-toallocate formula or you might always want backorders subtracted.

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Allowing either formula to default excludes the formula optional quantities (backordered, on-order, intransit, work-in-process, and hold) from these formulas. Use IC31.1 (Inventory Location Balances) to view available quantities. Also, use the Drill Around feature to view item availability information in the Item field of IC12.1 (Item Location) or of other LAWSON INSIGHT II system forms where the item and inventory location appear. Another company allocation setting, the allocation basis, identifies the sequence in which Warehouse batch allocation reserves inventory quantity for an open document. You can choose to allocate on the basis of item priority number or date sequence. A priority number is the allocation priority used to determine the order in which inventory demand is allocated. A priority number ranges from 0 to 99 (high). Using the date as the allocation basis causes the transaction date to control the order in which items are allocated. When the date allocation basis is selected, demand documents are allocated starting with the earliest document date (the date furthest from the current system date).

Available-to-Sell Formula

The available-to-sell formula is a user-defined formula that calculates the available-to-sell quantity. The available-to-sell quantity is the quantity available to sell in the Order Entry system. If you will be using the Order Entry system, you will need to define the available-to-sell formula. When you set up your Inventory Control company, you define the available-to-sell formula as equal to the stock-on-hand quantity plus or minus a series of other quantities. For instructions on defining the available-to-sell formula, see "Defining Company Structure" in chapter 2. The Allocated and In-Process quantities are always subtracted. The remaining quantities are: · · · Backordered On-Order Intransit

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· ·

Work-in-Process Inspection Hold

The following table explains these quantities. Kind of quantity Allocated In-Process Indicates the Item quantity that has been allocated (always subtracted). Item quantity that currently requires picking, packing, or shipping feedback (always subtracted). Quantity that could not be allocated because there was not enough available in inventory (optionally subtracted). Purchase orders that are not yet received (optionally added). Item quantity that is currently between inventory locations (optionally added). Quantity used by the Work Order system to indicate the quantity of finished goods in the process of being produced. Item quantity that was put on hold by the Purchase Order system (optionally added).

Backordered

On-Order Intransit Work-in-Process

Inspection Hold

In the available-to-sell formula, you must decide whether to add, subtract, or exclude specific quantities. For example, you might not want backorders to be a factor in the available-to-sell formula or you might always want backorders subtracted. Allowing either formula to default excludes the formula optional quantities (backordered, on-order, intransit, work-in-process, and hold) from these formulas. Use IC31.1 (Inventory Location Balances) to view available quantities. Also, use the Drill Around feature to view item availability information in the Item field of IC12.1 (Item Location) or of other LAWSON INSIGHT II system forms where the item and inventory location appear.

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Inventory Locations

A location is the physical or logical place that the company uses to store the supplies listed in an item group. There are two kinds of locations: · Physical, tangible places, such as nursing stations, department supply rooms, immediate supply areas, hospital storerooms, and off-site warehouses. Logically or administratively defined classifications, such as administration, medical-surgical nursing, nuclear medicine, and central services.

·

The Inventory Control system tracks stock-on-hand quantities and costs by location. The location is the central point to · · conduct and record transactions and track item quantities and costs.

The system can also track inventory in a specialized kind of location. A par location represents supply cupboards, exchange carts, and par level supply carts. Par level indicates the maximum supply quantity based on established quotas from previous use for a particular supply item, in a particular department, for a specified time period. Par location processing simplifies transaction processing for frequent turnover areas in healthcare companies. You can process, inquire on, and report on items at a location. You can use a location to · · post transactions to different general ledger accounts and replenish inventory quantities at only the locations that stock the item.

For information about defining locations, see "Defining Inventory Locations" in chapter 2.

Bin Control

A bin is the lowest or most detailed level used to track item quantities. It is a specifically-defined area within a physical or logical location designated for storing the item. The bin might be a particular shelf, level, row, drawer, or specific position within a shelf. The bin can be classified by group.

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Using bin control is optional. You can set up bin control (tracking) at any time. You use bin tracking to locate items and determine available storage space in a bin. Three elements determine how bins are controlled. · · · Bin storage codes define bin storage limitations by size, weight, and quantity. Bin groups function to group bins for cycle counting. Bin usage types control the kind of transactions you process in a bin, such as issues and receipts. For example, you can set up a bin usage type for receipts and assign that bin usage type to an inspection bin. You cannot issue from that bin. Instead, you must create a transfer transaction to pass items from one bin to another.

In a par location, you can use a bin to represent the position of a specific inventory item. The item cannot share a bin with a different kind of item or have more than one bin within the par location.

Classification Methods

You can use bin groups and report groups to classify inventory.

Bin Groups

A bin group is a method for classifying bins. You can use bin groups as selection criteria for physical inventory counts.

Report Groups

A report group is a method for classifying inventory locations. (You can track items by location and bin but not by report group.) You can use report groups to · · · Link information for inquiry or reporting. Process the information. Select criteria for physical inventory counts.

As an example of linking information, you can run many inventory reports by a specific report group to limit the number of locations and items listed. To report subtotals within a report group, you can assign numbers to total groups or leave the total group field blank

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to consolidate report totals for each location. For a flowchart that gives an example, see "Replenishing Inventory Using TPO" in chapter 3.

Units of Measure

A unit of measure represents the unit in which quantity and cost data about an item is expressed. For example, you can measure item quantity units of measure such as pounds, gallons, feet, and so on. The system uses units of measure in all system functions to stock, buy, sell, and process transactions. You can track stockon-hand quantities in multiple units of measure. You define units of measure by item group and assign them to items in the Item Master file. By default, the system uses the stock unit of measure for all system functions. However, you can assign alternate units of measure to an item or define an item as a catch weight. If you do not use the default stock unit of measure, the system uses a conversion factor to convert the data from one unit of measure to another.

Alternate Units of Measure

You can assign up to five alternate units of measure to an item. One unit of measure is the stock unit of measure. When you set up an alternate unit of measure, you define a conversion factor and set it up as the default unit of measure or as a valid unit of measure for a system function. For instructions, see "Assigning Alternative Units of Measure" in chapter 2.

Catch Weight Items

A catch weight item is generally moved by one unit of measure but priced in a different unit of measure. The price is based on the weight. The weight of each storage unit could vary. Therefore, the weight is "caught" (captured) when the item is moved. The system tracks the quantities of catch weight items by the stock and secondary unit of measure. For example, blocks of cheese are moved by box or case but priced by the pound.

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You can use catch weights when you define items, define transactions, perform intransit receivings, or take inventory manually. To Define items Define transactions Perform detail intransit receiving Take inventory manually See "Defining Catch Weight Items" in chapter 2. "Processing Inventory Transactions" in chapter 3. "Processing Intransit Receivings" in chapter 3. "Taking Inventory Manually" in chapter 3.

Physical Inventory Methods

Taking inventory is the process of performing physical inventory cycle counts. How you take inventory is determined by whether or not you are replenishing par locations. If you are replenishing par locations, see "Par Location Replenishment" later in this chapter. If you are not replenishing par locations, define a select ID as the first step in taking inventory. A select ID identifies the items you want to count and is used throughout the inventory count procedure. For more information, see "Physical Inventory Flowchart." If you are processing physical inventory counts from an interface file, see "Loading Counts from a Non-Lawson Source (External)" in chapter 3.

Important

If you are taking a physical inventory as a method of defining beginning balances, do so only if you are not converting beginning balances or adding receipt quantities through an inventory transaction program. For information about defining beginning balances, see "Defining Beginning Balances" in chapter 2. Taking inventory manually consists of several tasks. For more information, see "Taking Inventory Manually" in chapter 3.

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Physical Inventory Flowchart

The following flowchart explains the physical inventory process.

Use IC70 (Select IDs) to Select Items to Count

Run IC170 (Freeze Selected Items)

Run IC270 (Count Sheets) to Print Tags or Count Sheets

Count Sheets Printed?

No

Yes

Use IC73 (Count Detail)

Use IC72 (Counts by Page)

Use IC74 (Random Counts)

A

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Physical Inventory Flowchart (continued)

The following flowchart is a continuation of the physical inventory process.

A

No

Update Now?

Yes

Run IC175 (Update Variances) to Report Variances Only

Run IC175 (Update Variances) to Update and Report Variances

Explain Variances (IC72, IC73, or IC74)

Use IC76 (Variance Reasons) to Explain Variances

Run IC175 (Update Variances) and Delete Freeze Records

Run IC179 (Delete Freeze Records)

Inventory Replenishment

You can replenish inventory locations and par locations. For information about replenishing par locations, see "Par Location Replenishment" later in this chapter. You can replenish an inventory location to one of four levels. You can replenish · · from one bin to another within a location, one location from another,

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· ·

an order from a vendor, or from finished goods.

You can use all four replenishment levels in the same company. For example, you can replenish picking bins from larger storage bins in the same location and you can replenish that location from a vendor. You can replenish inventory manually or set up the system to determine replenishment needs automatically. To replenish inventory automatically, see "Replenishing Inventory" in chapter 3. To replenish inventory manually, see "Processing Inventory Transactions" in chapter 3. When you replenish inventory automatically, the Inventory Control system uses reorder information to determine how much and when to order. For more information, see "Reorder Quantity Calculation Methods" and "Reorder Methods."

Replenishing Within a Location

Replenishing bins within a location involves transferring items from one bin to another within the same location. For example, you can use this level of replenishment to transfer items from bulk storage bins to picking bins. This kind of replenishment creates a bin transfer (BT) transaction. For this level of replenishment, you must define bin reorder policies in IC38.1 (Bin Reorder Policy).

Replenishing One Location from Another

Replenishing one location from another involves transferring items from one location to another. For example, you can use this level of replenishment to transfer items from a central warehouse to a remote warehouse location. This kind of replenishment creates an issue (IS) or transfer (IT) transaction. For this level of replenishment, you must define the replenishment location in the Item Location file.

Replenishing (Ordering) from a Vendor

Replenishing from a vendor involves ordering from a vendor. You can create purchase orders for a specific vendor in the Purchase Order or Requisitions systems. For more information, see the Purchase Order Procedures Manual or the Requisitions Procedures Manual.

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Replenishing from Finished Goods

Replenishing finished goods involves replenishing inventory with goods built from work orders. You use finished good replenishment to maintain acceptable inventory quantities of finished goods. A finished good is an item composed of components, packaging, burdens, byproducts, and comments. With finished good replenishment, you can free your staff from many of the tasks of monitoring your inventory and more consistently meet requests for finished goods. Your setup of a fixed reorder point is the quantity that determines when to reorder. For users of the Work Order system, finished good replenishment helps you improve the scheduling of work orders. When finished goods drop below the fixed reorder point, discussed above, forecast demand is generated for processing as work orders. Forecast demand is the demand for finished goods that comes from an external source, generally a forecasting process or system, such as the finished good replenishment program. The forecast demand created by finished good replenishment is used exclusively by the Work Order system. With the generated forecast demand, you avoid bottlenecks that can come when work orders for large quantities of finished goods are requested without adequate leadtimes. For instructions on setting up your system for finished good replenishment, see "Defining Inventory Locations" and "Defining Item Location Reorder Information" in chapter 2. For instructions on running IC143 (Finished Good Replenishment), see "Replenishing Finished Goods" in chapter 3.

Reorder Factors

Two key factors determine how the system handles reordering. · · Reorder Methods Reorder Quantity Calculation Methods

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Reorder Methods

The system determines when to reorder based on the reorder method you select in the Reorder form tab in IC12.1 (Item Location). There are several reorder methods for determining replenishment needs. Reorder method Fixed order point Description The fixed order point (FOP) policy begins ordering when the item's available quantity falls below a reorder point. The reorder point code indicates how the reorder point is maintained. If you select Fixed, you must add reorder points. If you select Variable, you can run IC120 (EOQ and Reorder Calculation) to calculate reorder points. The reorder point calculation is based on transaction history, item forecasts, or both. For more information, see "Calculating Reorder Points." in chapter 2. The time-phased ordering (TPO) reorder policy bases order quantities on the periodic supply and demand of inventory items. TPO is a technique of expressing future demand, supply, and inventories by time period, then calculating when to place an order to satisfy the demand. DR100 (Distribution Requirements Report) calculates order quantities for the number of planned periods and the period date you specify. For more information, see "Replenishing Inventory Using TPO" in chapter 3.

Time-phased ordering

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Reorder method Par level replenishment

Description You can replenish par locations to a par level. Par is the state at which supplies are replenished to the maximum defined level. Replenishing par locations brings chargeable and nonchargeable patient care supplies up to the par level. The replenishment quantity is the difference between the physical inventory count and the par level. For more information, see "Par Location Replenishment."

Reorder Quantity Calculation Methods

When you define reorder information on the Reorder form tab in IC12.1 (Item Location), you can select one of four methods to calculate reorder quantities. The reorder quantity code defines the calculation method. For instructions on setting up reorder information, see "Setting Up Item Location Data" in chapter 2. Reorder quantity code Difference How quantities are determined The system orders the difference between the available quantity and a specified reorder point. The system balances the cost of ordering against the cost of stocking an item. The system orders the difference between the available quantity and a maximum order quantity. The system orders a fixed order quantity that you specify.

Economic Order Quantity

Maximum Order

Fixed

General Ledger Interface

The Inventory Control system creates debit and credit transactions using general ledger categories. A general ledger category is a group of posting accounts. You use these categories to attach general ledger accounts to an inventory item at a

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location. The general ledger category defines inventory offset and processing account defaults for such item transactions as issues, receipts, transfers, adjustments, cost variances, and shrinkage. You can override account defaults during transaction processing in one of two ways: · You can select another account for each transaction line. For issues, you can type one default department to override the default offset accounts for all transaction lines. You can select a reason code for each transaction line. Accounts assigned to the reason code override default accounts for any transaction except transfers and physical inventory variances. For instructions, see "Defining Reason Codes" in chapter 2.

·

IC130 (General Ledger Interface) creates general ledger transactions, updates the General Ledger Interface file, and prints several reports for auditing. For instructions, see "Closing the Period" in chapter 3.

Bar Code Labels and Forms

You can extract data to create an interface file for printing labels and forms that can include bar codes. You can use the file with PC label software to print on a bar code or laser printer. You can print labels and forms for various needs, such as bins within a warehouse, shelves, supply products, or patient-chargeable items. For instructions, see "Creating Bar Code Labels and Forms" in chapter 2.

Par Location Processing

Par location processing manages par locations and par location replenishment.

Par Locations

Cart/par is a Lawson Software term that describes par locations, exchange carts, and par level carts. A cart/par location stores established quantities of supplies in predefined arrangements. In the Healthcare industry, cart/par locations are generally referred

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to as par locations. Par refers to the replenishment process used for the location. The replenishment process brings the item quantity up to the predefined stock (par) level. A par location can be either a stationary or mobile supply area. The stationary supply area can be a closet, a shelf or shelves, or an immobile cart. The mobile supply area can be a par-level cart or an exchange cart. Exchange carts are identical floor and stocking carts used to quickly replenish supplies. The stocking cart is located in a distribution or central stores area. An exchange cart is routinely replenished by swapping it with another fully stocked cart. For inventory valuation purposes, the system assumes that there are two identical carts. Therefore, it doubles the par level quantities for an exchange cart. The supply area contains patient care supplies or other supplies routinely replenished from a central stores location. The supply area can serve patient care areas or a department in one or many buildings, offsite clinics, or doctors' offices.

Par Location Replenishment

Par location replenishment consists of replenishing supplies from a vendor or using issue transaction type requisitions when you replenish from another inventory location. You replenish par locations to a par level. Par is the state at which supplies are replenished to the maximum defined level. Replenishing par locations brings chargeable and nonchargeable patient care supplies up to the par level. The replenishment quantity is the difference between the physical inventory count and the par level. Par items are arranged in a predefined shelf sequence established in line-item entry order. You can delete, insert, or change item sequence numbers at any time. Each item in a par location must be a valid item in the Item Master file. For exchange carts, the system automatically duplicates item quantities and reports the duplicated quantity in the Par Location Valuation report.

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You can create par location templates. The templates are copies of par locations where most items are stocked. You can use the templates to create duplicate or similar par location item catalogs and change the catalogs as needed. The par location replenishment process produces a request for an item from a vendor or an inventory location. The system determines reorder information by creating a request. Par location replenishment uses the Requisitions system to create the requests. You can fill the requests either from a vendor or from an inventory location.

Replenishing Par Locations

You can use the handheld terminal to replenish par locations manually or you can use a combination of manual replenishment and the handheld terminal. If you use the handheld terminal, you download item information from the host and add counts on the handheld terminal. After counting, or counting and picking, you upload the data to the host. For complete information about this process and the procedures involved, see "Handheld Terminal Processing" in appendix D. For information about implementing par location processing, see "Implementing Par Location Processing" in chapter 2. For a multisection diagram of the replenishment process, see "Par Location Replenishment Flowchart" later in this chapter. The process you chose to replenish par locations determines the replenishment procedure you use. The following information contains an introduction to each task: · · · · Manual Counting Handheld Terminal Counting Manual Picking After Counting Using the Handheld Terminal Handheld Terminal Picking

Manual Counting

Counting par locations manually consists of · · maintaining par location information, running an alphabetical locator list,

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· · ·

printing and recording counts on par inventory worksheets, adding count feedback into the Inventory Control system, and processing requests in the Requisitions system.

For instructions, see "Counting Par Locations" in chapter 3.

Handheld Terminal Counting

The handheld terminal counting process can optionally produce a file instead of the standard count sheets. This file is downloaded from the host through a PC to the handheld terminal. To control accuracy, the download file includes the quantity on hand for each item. The handheld terminal walks the operator through the process of counting inventory in bin sequence. The handheld terminal displays each item in order, based on the bin. The handheld terminal also displays the description, item number, bin locator, unit of measure, and manufacturer number. The operator counts the number of items on the shelf and adds the count. For accuracy, if the added quantity does not agree with the system quantity within a tolerance percent, the handheld terminal prompts the operator to recount the item. After counting, the operator uploads the data to the host. IC500 (Transaction Interface) processes the data, produces a variance report, edits, and posts the counts. For complete information about handheld terminal counting, see the Procurement Management Technical Guide.

Manual Picking After Counting Using the Handheld Terminal

Picking and restocking manually is part of the Procurement Management and Supply Chain Management picking and restocking processes for inventoried and noninventoried items. For more information, see the Warehouse Procedures Manual.

Handheld Terminal Picking

You can speed up picking by using the handheld terminal for par location replenishment. During picking, the handheld terminal program sorts the data into the picking sequence of the warehouse location. The handheld terminal guides you through

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the picking process as you add the pulled quantities. After picking, you upload the data to the host. Depending on the data, the process loads two kinds of transactions. · It loads inventory transactions into the Inventory Control system as released-issue documents. The system decrements the inventory to complete the process. It loads transactions for noninventory items into the Requisitions system as released-issue documents. The system decrements the inventory to complete the process. After the handheld data is successfully loaded, you release unreleased requisitions in the Requisitions system.

·

For complete information about handheld terminal picking, see appendix C "Setting Up Handheld Inventory" and appendix D "Handheld Terminal Processing" in this manual.

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Par Location Replenishment Flowchart

The following multisection flowchart diagrams the par distribution replenishment processes.

Use IC81.1 (Cart/Par Location) to Add or Change Par Location Data Run IC182 (Par Location Utilization)

Run IC281 (Par Inventory Worksheet) to Print Alphabetic Locator List (Optional)

Yes

Update Par Level? Maintain Par Levels?

No

Yes

Run IC183 (Par Level Load)

No

Run IC283 (Par Location Valuation)

Run IC281 (Par Inventory Worksheet)

Use IC83.1 (Par Location Counts)

Process in Requisitions System

Department Issues and Returns Processing

You can process department issues and returns manually or you can use the handheld terminal. For more information about department issues and returns processing, see "Processing Department Issues and Returns" in chapter 3. For more

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Patient Charge Processing

information about using the handheld terminal to enter department issues and returns processing, see "Entering Department Issues and Returns" in appendix D.

Patient Charge Processing

If you interface an Admission, Discharge, Transfer (ADT) system, you can load patient demographic data. If your site interfaces a patient billing system, you can extract patient charge data from the LAWSON INSIGHT II system to create an extract file. For instructions for implementing patient charge processing, see "Implementing Patient Charge Processing" in chapter 2. Note You can collect patient charges using the handheld terminal and upload the charges to the host where you can track lost charges. For instructions on how to collect and upload patient charges using the handheld terminal, see "Entering Patient Charges" in appendix D. For information about patient charge processing, see "Processing Patient Charges" in chapter 3. Patient charge processing consists of seven tasks. · · Loading a patient demographic information interface file from an ADT system into the LAWSON INSIGHT II system. Tracking chargeable and nonchargeable supply usage manually or with the handheld terminal to collect charges from piggyback labels affixed to cards containing patient information. Manually adding the information into the LAWSON INSIGHT II system or uploading the data from the handheld terminal. Updating the Charge Description Master (CDM) table to match chargeable items with the charge prices. Reporting, and optionally tracking, patient charges. Extracting patient charges (if you interface with a patient billing system) to create a file for manual or electronic interface. Purging patient charges and patient information as needed.

· · · ·

·

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Patient Charge Processing Flowchart

The following diagram illustrates patient charge processes. For section A, see "Patient Charge Processing Flowchart (continued)."

Maintain Supply Charge Prices? Use PC08.1 (Price Class) (Optional)

Yes

Yes

Use PC10.1 (Patient Charge Items) (Optional)

No No

Obtain Pricing Feedback?

No

Run PC120 (Price Calculation)

Yes

Charge Item Price List

Interface ADT System?

No

A

Yes

Admission, Discharge, Transfer (ADT) Data

Manual or Electronic Interface

Run PC521 (HL7 ADT Patient Interface)

A

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Patient Charge Processing Flowchart (continued)

The following flowchart is a continuation of the "Patient Charge Processing Flowchart."

A

Use PC20.1 (Patient Charges)

No

Track Lost Charges?

Yes

Run PC210 (Patient Charge Reconciliation)

Patient Charge Reconciliation

No

Interface Patient Billing System?

Yes

Use PC20.1 (Patient Charges) to Add Patient Charges

No

Yes

Recover Lost Charges?

No

Run PC530 (Patient Charge Download)

Manual or Electronic Interface

Patient Billing Data

Purge Patient Charges?

Yes

Run PC320 (Patient Charge Purge)

Run PC310 (Patient Purge) (Optional)

Drill Around Security

Drill Around Security

The Lawson Software Drill Around feature gives users access to LAWSON INSIGHT II Business Management System data. Users can move between summary and detail information by selecting options. Therefore, security must be defined so that confidential information is accessible only to appropriate users. For information about defining security for the Drill Around feature, see "Defining Drill Around Security" in the "Lawson User Administration" chapter of System Administration.

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~ END OF THIS SECTION ~

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Chapter 2

Setup

This chapter gives instructions on setting up the Inventory Control system. · · · · · Inventory Location Setup Setting Up Items Converting Non-Lawson Data Implementing Par Location Processing Implementing Patient Charge Processing

Inventory Location Setup

Performing initial inventory location setup consists of several tasks. Some tasks or steps are optional based on your company needs. · · · · · · · Defining Corporate Item Groups Defining Company Structure Defining Inventory Locations Setting Up Report Groups Setting Up General Ledger Categories Defining Bins Defining Reason Codes

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Defining Corporate Item Groups

An item group represents a group of inventory items for a company. Item groups feature item comments. You can define item comment types for an item group for two purposes. · · Grouping item comments into user-defined types. Printing item comments on reports selected in IC00.3 (Item Comment Report Options) or IC01.4 (Report Options).

For more information, see "Item Groups, Companies, and Allocation Controls" in chapter 1. To define an item group 1. Use IC00.1 (Corporate Item Group). The system transfers you to IC00.2 (Item Comment Types). 2. Optional. Use IC00.2 (Item Comment Types) to define item comment types. The system transfers you to IC00.3 (Item Comment Report Options). 3. Optional. Use IC00.3 to designate which reports (other than pick lists and packing lists) print item comments. If you want item comments to appear on a selected report, type X under the comment type code next to the report. 4. Optional. Use IC01.4 (Report Options) to designate which item comments print on pick lists or packing lists. If you want item comments to appear on a selected pick list or packing list, type X under the comment type code next to the report. Optional report · Run IC200 (Item Group Listing) to list the item groups defined in IC00.1 (Corporate Item Group).

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Defining Company Structure

A company describes a central reporting structure, such as a corporation, hospital, surgery center, nursing home, or company. Defining a company consists of three tasks: · · · Adding company parameters using IC01.1 (Company) Setting up period dates using IC01.2 (Dates) Optional. Defining bin usage types using IC01.3 (Bin Usage Types)

If you do not perform the first two tasks, or if you try to perform any of the tasks out of sequence, a message displays. The message explains that the definition of the company structure is incomplete. To define a company 1. Use IC01.1 (Company) to define company operation parameters. You can define one company at a time or define several companies using the same information. a. Choose the Rules form tab to define options such as allocation method and basis. 1) If you plan to use the economic order quantity calculation to determine inventory replenishment needs, define the average ordering and carrying cost. For information, see "Calculating the Carrying Cost Percent" and "Calculating the Average Ordering Cost" in chapter 4. 2) Select the allocation method to use (online or batch allocation) and the basis, or the order in which demand is allocated (date or priority). Note If you plan to use the "@k" process type to automatically delete out-of-stock items from a requisition, you must use the online allocation method. For information on the "@k" process type, see the Requisitions Procedures Manual.

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You can change the allocation method only if no unallocated quantities exist at a company location. If you do not specify date or priority as the allocation basis, the Requisitions system uses priority as the default. For information, see "Allocation Method" in chapter 1. b. Choose the Available form tab to set up the calculations for the available-to-allocate and available-to-sell quantities. For an explanation of how to define the formulas that calculate these quantities and related considerations, see "Available-to-Allocate Formula" and "Available-to-Sell Formula" in chapter 1. The system transfers you to IC01.2 (Dates). 2. Use IC01.2 (Dates) to define inventory period ending dates. For past periods, set the period Status flag to C (Closed). This is the only time you set the period Status flag. Normally, the system sets the period Status flag during the inventory closing procedure. Note After you define inventory transactions, you should not change period ending dates. If you manually change or close periods, inaccurate data is used to calculate period ending quantities and the average inventory quantity miscalculates. The system transfers you to IC01.3 (Bin Usage Types). 3. Optional. Set up and assign bin usage types. a. Use IC01.3 (Bin Usage Types) to define bin usage types. b. Assign bin usage types to bins in IC15.2 (Bins) to control the kind of transactions used against a bin. For more information, see "Defining Bins" later in this chapter. Tip To quickly define companies using the same information, use IC01.1 (Company). Select the Inquire form action to display an existing company whose setup information you want to copy. Then select the Change form action and define the new company.

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Optional report · Run IC201 (Company Listing) to list the company information.

Defining Inventory Locations

A location is a place within a company where you store inventory. You must define at least one location in the Inventory Control system. For more information about inventory locations, see "Inventory Locations" in chapter 1. When defining a location, you choose options that affect the Work Order system. The following table describes these options. Option Production facility Description The place where finished goods are produced (must be set up as an inventory location). You decide at which locations finished good production will occur. Finished goods are make-tostock kit items that are produced by the Work Order system. Note For a location to be a production facility, you must select a work order numbering method in IC02.1 (Location). Offsite location An external location that completes all or part of the finished good production. You decide whether the location is an offsite location for the Work Order system. Note Offsite locations cannot be production facilities. Work order numbering You choose whether work orders will be numbered manually or automatically at the production facility. For either method of work order numbering, you must enter the first and last work order numbers.

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Option Substitute location

Description You can assign a substitute location for finished good components. Substitute locations can be used when there are not enough components available at the assigned location.

To define an inventory location 1. Use IC02.1 (Location) to define an inventory location. 2. Choose from five form tabs to add details for a location. Choose this tab Address To add Address and contact information for the location. The country and region codes are required only if the company is subject to Intrastat reporting. PO Ship To Information about the location to which vendors ship purchase orders. The country and region codes are required only if the company is subject to Intrastat reporting. Returns Misc Default vendor returns information. Miscellaneous information: · · · hospital identification numbers tax codes Evaluated Receipts Settlement (ERS) flag Note Select the ERS process to create vendor invoices automatically when you release a receiving document. For information, see the Invoice Matching Procedures Manual.

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Choose this tab Misc (Continued)

To add · · bin-tracked allocation Requisitions system options (process type and delivery tickets). Note Before you can select a process type in IC02.1 (Location), the process type must be defined in the Warehouse system. For information about setting up process types, see the Warehouse Procedures Manual.

Work Order

Information specific to the Work Order system such as offsite location, numbering method, waste, variance, work-in-process accounts, demand source, calendar, capacity, schedule status, and income statement accounts. (Income statement accounts let you accrue burden and material expenses, and production credits.) Note For a location to be a production facility, you must select a work order numbering method (A for automatic or M for manual). If you plan to run IC143 (Finished Good Replenishment), you must define production facilities. For more information, see "Replenishing from Finished Goods" in chapter 1 and "Replenishing Finished Goods" in chapter 3.

Optional report · Run IC202 (Location Listing) to list the locations defined for a company.

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Setting Up Report Groups

Report groups let you optionally classify locations for inquiry, processing, and reporting. You can define total groups to consolidate subtotals for location groups on reports. For more information, see "Report Groups" in chapter 1. To define report groups · Use IC03.1 (Report Group).

Optional report · Run IC203 (Report Group Listing) to list the report groups defined in IC03.

Setting Up General Ledger Categories

You can set up general ledger categories by company location. A general ledger category is a subset of the chart of accounts established in the General Ledger system. A general ledger category identifies the accounting units affected by the transactions created in the Inventory Control system. You must assign a general ledger category to each Item Location record you set up in IC12.1 (Item Location) or IC10.2 (Item Master and Location). General ledger categories specify the inventory and offset general ledger accounts that you post inventory transactions to. You can override the general ledger offset accounts when you · · process transactions using the reason codes defined in IC17.1 (Reason Codes), or type a new account number.

To define a general ledger category 1. Use IC04.1 (General Ledger Category). 2. Under the Account heading, select a general ledger department and account number for each transaction type. 3. Optional. Define subaccounts.

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4. Assign a general ledger category to each location defined in IC02.1 (Location). If you have multiple locations, you can define a unique general ledger category for each location. Tip To define more than one location with the same general ledger category, select the Inquire form action for the existing category and select another location; then select the Add form action. Optional report · Run IC204 (General Ledger Category Listing) to list general ledger categories.

Defining Bins

Bins represent a level of storage within a location. You must define bins if you want to issue, receive, or track item quantities by bin in the Inventory Control system. For more information, see "Bin Control" in chapter 1. If you set up bins, you can optionally assign bin usage types and storage codes. Bin usage types restrict issues and receipts. Storage codes define physical bin limitations. To define Bin usage types Use IC01.3 (Bin Usage Types). After you set up your company and period dates, you define bin usage types. Bin usage types let you control the type of transaction used against a bin, such as issues and receipts. Bin storage codes IC15.1 (Storage Codes). Bin storage codes define physical limitations by size, weight, and quantity. You assign storage codes to bins and to inventory items. Use IC51.1 (Available Bin Space) to inquire on bins by storage code.

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To define Inventory bins

Use Use IC15.2 (Bins). Inventory bins represent a level of storage that exists within a company location (for example, areas, racks, shelves, or rows). Bin tracking is optional and you assign bin tracking in IC12.1 (Item Location) or IC10.2 (Item Master and Location). If an item is set up for bin tracking, you must specify a bin for every transaction you define for that item. Run IC215 (Bin Listing) to prints by location, inventory class, or both.

Bin groups

Use IC15.3 (Bin Groups). Bin groups let you count physical inventory according to specific criteria. Before you can set up bin groups, you must define the bins in IC15.2 (Bins). You can use the groups to determine which bins to count for physical inventory. Different bin groups can be processed at different times for physical inventory counting on IC70.1 (Select IDs).

Defining Reason Codes

IC17.1 (Reason Codes) lets you optionally define reason codes for a company to override the default general ledger offset accounts during transaction processing. You can also use reason codes to explain variances for physical inventory counts. For more information, see "General Ledger Interface" in chapter 1. You cannot use reason codes to override the default accounts assigned to transfer transactions or physical inventory variances. In these cases, reason codes are used for reporting only. You cannot delete a reason code once it is assigned to a transaction; however, you can disable it by changing its status to Inactive. To define reason codes · Use IC17.1 (Reason Codes).

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Setting Up Items

Optional report · Run IC217 (Reason Code Listing) to list the reason codes defined in IC17.1.

Setting Up Items

Setting up items consists of performing several tasks. · · · · · · · · · · Setting Up Item Master Data Defining Item Master Information Setting Up Item Location Data Defining Item Location Information Customizing Item Setup Forms Defining Item Forecasts Creating Mass Update Requests Defining Item Substitutes Managing Kit Items Creating Bar Code Labels and Forms

Setting Up Item Master Data

Before you can use the Inventory Control system, you must set up items in IC11.1 (Item Master) and IC12.1 (Item Location). The Item Master file consists of item information that is not location specific. At least one location must be set up in the Inventory Control system and at least one Item Location record must be set up in IC12.1 for you to inventory the item. Note You can customize the item setup process to meet your specific company needs using IC10.1 (Formats). Customizing your own Item Setup format streamlines the process of adding an item to the Item Master file. For more information, see "Customizing Item Setup Forms."

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For information about stock and nonstock item setup, see "Stock and Nonstock Item Setup." If you are setting up par location items, see "Implementing Par Location Processing." If you are tracking patient charges, see "Implementing Patient Charge Processing" later in this chapter. To set up Item Master data 1. Use IC11.1 (Item Master). 2. On the Item Master form, select or type the following data. Field Item Group Description The item group identifies a group of inventory items for a company and can be shared by multiple locations. The item group must first be defined in IC00.1 (Corporate Item Group). The item number.

Item

3. Optional. To add comments about the item group, choose the Comments button. For instructions, see "Defining Item Comments." 4. Select the Add form action. 5. Optional. To attach item comments to an item number: a. To add the first item comment to an item number: 1) Put the cursor in the Item field and choose the Attachments button on the toolbar. 2) Select Comments. 3) Type the comments. b. To attach additional item comments to an item number: 1) Put the cursor in the Item field and choose the Attachments button on the toolbar. 2) Select Comments. 3) Choose the Add button. 4) Type the comments.

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Note Use IC30.1 (Item Search) to view (not add, change, or delete) the attached item comments. On IC30.1, select the company and the Inquire form action. Then, in the field for the line action next to the item, choose the Drill Around button. 6. Optional. Create a new item record by copying an existing item record. For instructions, see "Mimicking Items." 7. Define additional information for the item group. For more information, see "Defining Item Master Information." Use IC14.1 (Manufacturer Code) To Add information about the manufacturer. For instructions, see "Defining Manufacturer Codes." Group similar items under one name or define classes for inquiry, processing, and reporting. For instructions, see "Defining Generic Names." Define hazard codes. For instructions, see "Defining Hazard Codes." Define freight classes. For instructions, see "Defining Freight Classes."

IC08.1 (Generic Names)

IC09.1 (Hazard Codes)

IC39.1 (Freight Class)

Optional report and inquiry · · Run IC210 (Item Master Listing) to list the item groups. Use IC30.1 (Item Search) to display the item groups.

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Stock and Nonstock Item Setup

Stock items for which you want to track item quantities and costs in the inventory system require you to perform some setup in the Item Location file. A nonstock item might require special handling or storage only available in the using department. A nonstock item can be stock in one location and nonstock in another. Nonstock items do not require an Item Location record. Nonstock items use default cost and vendor information if the Inventory Tracking flag is set to No on IC12.1 (Item Location). For more information, see "Setting Up Item Location Data."

Defining Item Comments

Item records can have item comments and an active date range. The active date range indicates when to begin and end printing item comments on reports. Comment types, defined in IC00.2 (Item Comment Types), group item comments into user-defined types. You can use comment types to control which item comments print on reports selected in IC00.3 (Item Comment Report Options) and IC01.4 (Report Options). For each item, you can add comments in multiple languages. The Inventory Control system uses the language preference of the vendor or customer, as defined in AP10.1 (Vendor) or AR10.1 (Customer) to select the appropriate language version of the comments for printing. For more information on setting up language codes and language preferences in your Accounts payable or Accounts Receivable system, see chapter 2 of the Accounts Payable Procedures Manual or Accounts Receivable Procedures Manual. To define item comments · Use IC18.1 (Item Comments).

­ Or ­ 1. Use IC11.1 (Item Master). 2. Select the Inquire form action for an existing item group. 3. Choose the Comments button to add item comments.

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Optional report and inquiry · · Run IC212 (Item Comments Listing) to list the item comments. Use IC11.1 (Item Master) to view item comments.

Mimicking Items

IC11.1 (Item Master) lets you create a new item record by mimicking (adding selectively from or copying exactly) an existing item record. To add selected information from an existing item record 1. Use IC11.1 (Item Master). 2. Select the Inquire form action for an existing item group. 3. In the Item field, type a new item number. 4. Optional. Choose other form tabs as needed. 5. Select the Add form action to create a new item with selected information and the displayed date. IC11.1 creates a new item record with the following information: · · information displayed on the visible form and information from any other IC11.1 form tabs displayed for the existing item.

6. Optional. Select the Change form action to change field values. To copy exact information from an existing item record 1. Use IC11.1 (Item Master). 2. Select the Inquire form action for an existing item group. 3. In the Item field, type a new item number. 4. Optional. Change other item information as needed.

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5. Select the Copy (Y) form action to create a new item record exactly like the displayed item. IC11.1 creates a new item record with the displayed date. 6. Optional. Select the Change form action to change field values.

Defining Manufacturer Codes

IC14.1 (Manufacturer Code) lets you define manufacturer codes to uniquely identify the manufacturer of an item. This code, along with bar code technology, identifies the company that labeled the product. The Purchase Order system uses the manufacturer code as selection criteria for creating bid requests. To define manufacturer information 1. Use IC14.1 (Manufacturer Code). 2. In the LIC Code field, type the vendor Labeler ID Code (LIC) or manufacturer code and division.

Defining Generic Names

IC08.1 (Generic Names) lets you group similar items under one name, such as bandages. Generic names appear on selected inventory reports. To define generic names · Use IC08.1 (Generic Names).

Optional report and inquiry · · Run IC208 (Generic Name Listing) to list generic names. Use IC30.1 (Item Search) to view items by generic name.

To discontinue using a generic name 1. Use IC08.1 (Generic Names). 2. In the Status field, select the Inactive status.

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To delete a generic name 1. Use IC08.1 (Generic Names). Note Before you delete a generic name, make certain that the name is removed from all items to which it is assigned. 2. Select the Delete form action.

Defining Sales Classes

Sales classes let you further define inventory items in the Item Master file. You can use sales classes for three purposes: · · · As selection criteria on inventory reports and in IC30.1 (Item Search). To further classify inventory items by assigning minor sales classes to major sales classes. For pricing and sales analysis in the Order Entry system.

To define sales classes 1. Use IC05.1 (Sales Class). 2. In the Major Class field, select or type a major sales class. If you use the Order Entry system, you must assign a major sales class to the item for accounting purposes. 3. Optional. In the Minor Class field, select or type a minor sales class. Optional report · Run IC205 (Sales Class Listing) to list sales classes.

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Defining Inventory Classes

Inventory classes let you further define inventory items in the Item Master file. You can use inventory classes for five purposes: · · · · · To further define inventory items in IC11.1 (Item Master) or IC10.2 (Item Master and Location). As selection criteria on selected inventory reports and in IC30.1 (Item Search). As printed fields on selected inventory reports. To further classify inventory items by assigning minor inventory classes to major inventory classes. For reporting in the Order Entry system.

To define inventory classes 1. Use IC06.1 (Inventory Class). 2. In the Major Class field, select or type a major inventory class. 3. Optional. In the Minor Class field, select or type a minor inventory class. Optional report · Run IC206 (Inventory Class Listing) to list inventory classes.

Defining Purchasing Classes

Purchasing classes let you further define inventory items in the Item Master file. You can use purchasing classes for five purposes: · · · · · For assignment to inventory items in IC11.1 (Item Master) or IC10.2 (Item Master and Location). As selection criteria on selected inventory reports and in IC30.1 (Item Search). As printed fields on selected inventory reports. To further classify inventory items by assigning minor purchasing classes to major purchasing classes. For inquiry and reporting in the Purchase Order system.

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To define purchasing classes 1. Use IC07.1 (Purchasing Class). 2. In the Major Class field, select or type a major purchasing class. 3. Optional. In the Minor Class field, select or type a minor purchasing class. Optional report · Run IC207 (Purchasing Class Listing) to list purchasing classes.

Defining Hazard Codes

IC09.1 (Hazard Codes) lets you define hazard codes to assign to potentially dangerous inventory items in the Item Master file. If you assign hazard codes to items, their descriptions appear on selected inventory reports, receiving documents in the Purchase Order system, and Bill of Lading documents in the Warehouse system. To discontinue using a hazardous code, change the status to Inactive. You cannot delete a hazardous code once you have assigned it to an item. To define hazard codes · Use IC09.1 (Hazard Codes).

Optional report · Run IC209 (Hazard Code Listing) to list the hazard codes defined on IC09.

Defining Freight Classes

Freight classes let you group items together for Bill of Lading processing in the Warehouse system. Freight classes describe the kinds of items being shipped. You assign freight classes in the Item Master file.

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To define freight classes · Use IC39.1 (Freight Class).

Optional report · Run IC236 (Freight Class Listing) to list valid freight classes.

Defining Item Master Information

IC11.1 (Item Master) lets you define several kinds of Item Master information: main, classes, unit of measure, packing, and user fields. The UOM form tab on IC11.1 (Item Master) lets you define unit of measure and alternative unit of measure information. You define unit of measure information for four purposes. Purpose System activity Inventory Control Order Entry Purchase Order Function Track, Tran (transactions), Sell, Sell Price, and Buy Track and Tran Sell and Sell Price Buy

To define Item Master information · Use IC11.1 (Item Master). Choose from the following form tabs to add detail about an item. Choose this form tab Main To Define general information about the item, including stock unit of measure, replacement item, and serial number and lot tracking requirements. Assign sales, inventory, freight, and purchasing classes. Assign secondary units of measure, catch weight code, and conversion table.

Classes UOM

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Choose this form tab Packing

To Define unit of measure packing information, including the packing weight and cubic measurements. Add user-defined field values. For example, you can define fields to represent size, style, color, revision number, and release date.

User Fields

Assigning Alternative Units of Measure

Alternative units of measure let you track quantities, process transactions, order, and buy items in units of measure other than the stock unit of measure. You can decide whether you want the stock unit of measure to be the default unit of measure for a given system function. For example, if you buy in volume, such as cases, you might want the buy default unit of measure to be different from the inventory transaction default unit of measure. That is, you want the system to accept purchases of an item in cases and accept issues from inventory in the Each unit of measure. For more information, see "Units of Measure" in chapter 1. To assign alternative units of measure 1. Use IC11.1 (Item Master). 2. Choose the UOM form tab. 3. Select the Inquire form action for the item group and item you want to assign alternative units of measure to. By default, the system designates the stock unit of measure as the default unit of measure for all system functions (default is 1). There UOM are Each 1 Each Per Track Sell Trans Sell Price 1 1 1 Buy 1

Each X

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4. Assign alternative units of measure. a. Select the Change form action. b. In the first blank UOM field, select an alternative unit of measure. c. For the alternative unit of measure, type the conversion data. There are Per Track Trans Sell 1 1 Sell Price 1 Buy 1

UOM

Each 1 Doz 12

Each Each X Each Doz

The stock unit of measure must be included in the conversion data. For example, if the stock unit of measure is EACH and the alternative unit of measure is DOZ (dozen), the conversion data is "There are 12 EACH Per DOZ." 5. Assign default and alternative unit of measure indicators to the system functions (Track, Trans, Sell, Sell Price, Buy). Indicator X 1 Description Indicates to track item stock-on-hand quantities in the unit of measure. Indicates the default unit of measure for a system function (Track, Trans, Sell, Sell Price, or Buy). If you select conversion tracking, you must specify a default unit of measure indicator (1) for all except the Sell system function. Except for the Sell function, to activate unit of measure conversion, you must type a 1 (the default unit of measure indicator) for all system functions in one of the rows of units of measure shown in the UOM form tab of IC11.1 (Item Master).

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Indicator 1 (Continued)

Description If you select Tracking (see above), you must type a 1 (the default unit of measure indicator) under the Trans system function. If you specify two or more alternative units of measure, type a 1 in the row for the desired default unit of measure. A 1 is not required for the Sell system function.

2

Indicates a valid alternative to the indicated default unit of measure for the system function. If you list alternative units of measure with tracking (X), you must type a 2 (the alternative unit of measure indicator) under the Trans and Buy system functions to go with the default units of measure.

Blank

Indicates an invalid unit of measure for all system functions except the Sell system function. To deactivate unit of measure conversion data, remove all indicators for system functions.

For an example of using alternative units of measure, see the following table. UOM There are Per Track Trans Sell 2 1 1 2 Sell Price Buy 1 2 2 1

Each 1 Doz 12

Each Each X Each Doz X

Defining Catch Weight Items

A catch weight item is generally moved by one unit of measure but priced in a different unit of measure. The price is based on the weight, but the weight of each storage unit could vary. Therefore, the weight is "caught" (captured) when the item is moved. The

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system tracks quantities of catch weight items by the stock and secondary unit of measure. For example, blocks of cheese are moved by box or case but priced by the pound. The Inventory Control system tracks the quantities of catch weight items by the stock and a secondary unit of measure. Depending on how you set up the system, you must add the stock unit of measure quantity at the time of issue, upon receipt, or both times. You must purchase the item in the secondary unit of measure. The price or cost is based on the stock unit of measure. To define catch weight items 1. Use IC11.1 (Item Master). 2. Choose the UOM form tab. 3. Select the Inquire form action for the item group and item for which you want to define a catch weight. By default, the system designates the stock unit of measure as the default unit of measure for all system functions (default is 1). UOM LB There are 1 LB Per LB Track Trans X 1 Sell 1 Sell Price Buy 1 1

4. Define the catch weight item. a. Select the Change form action. b. In the Secondary UOM field, select the secondary unit of measure. c. In the Catch Weight Code field, select a code.

d. Optional. In the Variance Percent field, type a percent. e. In the UOM field for the stock unit of measure, remove the Sell and Buy system functions. f. In the UOM field for the secondary unit of measure, type the conversion data.

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The stock unit of measure must be included in the conversion data. For example, if the stock unit of measure is LB (pound) and the secondary unit of measure is BOX, the conversion data is "There are 40 LB per BOX." 5. Assign system functions to the base and alternative units of measure. For system function descriptions, see the following table. System function X 1 2 Blank Description Tracks item stock-on-hand quantities in the unit of measure. Indicates the default unit of measure. Indicates a valid unit of measure. Indicates an invalid unit of measure.

For an example of using catch weights, see the following table. UOM LB BOX There are 1 40 LB LB Per LB BOX Track X Trans 1 2 1 Sell Sell Price Buy 1 1

Setting Up Item Location Data

IC12.1 (Item Location) lets you define location-specific item information. This information includes item quantities and costs, item reorder information, general ledger category, and standard cost. Some of the data (such as standard cost, buyer, and vendor) defaults in the Purchase Order and Requisitions systems. Before you define location-specific item information, you must perform the following tasks. · Define at least one general ledger category in IC04.1 (General Ledger Category). For more information, see "Setting Up General Ledger Categories" earlier in this chapter. Define the item setup in IC11.1 (Item Master). For more information, see "Setting Up Items."

·

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·

If you manage par locations or track patient charges, define reorder information. For more information, see "Defining Item Location Reorder Information." If there are multiple locations, you must define an Item Location record for each location that stocks the item. Optional. You can set up Item Location records for nonstock items for which you want to default vendor and account information in the Requisitions and Purchase Order systems.

· ·

Note You can customize the item setup process to meet your specific company needs using IC10.1 (Formats). Customizing your own Item Setup format streamlines the process of adding an item to the Item Master file. For more information, see "Customizing Item Setup Forms." To set up Item Location data 1. Use IC12.1 (Item Location). 2. On the Item Location form, select or type the following data. Field Company Description The company number for the location. The company must first be defined in IC01.1 (Company). The location you want to add information for. The location must first be defined in IC02.1 (Location). The item number to associate with the location. The item number must first be defined in IC11.1 (Item Master) or IC10.2 (Item Master and Location).

Location

Item

3. Optional. Create a new Item Location record by copying an existing Item Location record. For more information, see "Mimicking Item Locations." 4. Define the Item Location information. For more information, see "Defining Item Location Information." 5. Select the Add form action.

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6. Optional. To attach item location or item comments to an item number: a. Put the cursor in the Item field and choose the Attachments button on the toolbar. b. Put the cursor on the applicable comment type and choose the Add button. c. Type the comments.

Note Use IC30.1 (Item Search) to view (not add, change, or delete) the attached item comments. On IC30.1, select the company and the Inquire form action. Then, in the field for the line action next to the item, choose the Drill Around button. Use IC31.1 (Item Location Balances), IC36.1 (User Defined Item Inquiry), IC40.1 (Availability by Location), IC40.2 (Secondary Quantity Availability), and IC45.1 (Stock Status) to view (not add, change, or delete) the added item location attachments. On those forms, fill in the key fields, including the Item field, and in the Item field choose the Drill Around button. 7. Optional. After you have defined items at one location, you can use IC16.1 (Mass Copy by Location) to mass copy them to another location. For more information, see "Creating Mass Update Requests." Optional report · Run IC211 (Item Location Listing) to list the item locations.

Mimicking Item Locations

Mimicking is one method of creating a new Item Location record by mimicking (adding selectively from or copying exactly) an existing Item Location record. Mimicking an existing record lets you copy all the item location information or selectively add the item location information. To add selected information from an existing Item Location record 1. Use IC12.1 (Item Location). 2. Select the Inquire action for an existing item location.

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3. Choose form tabs as needed. IC12.1 creates a new Item Location record with the following information: · · Information displayed on the visible form tab. Information from any other IC12 form tabs that were displayed for the existing item during this session.

4. Select the Add form action to create a new item location with selected information. ­ or ­ Select the Change form action to change field values. To copy exact information from an existing Item Location record 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item location. 3. In the Item field, type a new item number. 4. Optional. Change the other item information field data as needed. 5. Select the Copy (Y) form action to create a new item record exactly like the displayed item. ­ or ­ Select the Change form action to change the field values.

Defining Item Location Information

IC12.1 (Item Location) lets you define several kinds of locationspecific item information: main, miscellaneous, reorder, source, and user fields. For inventoried items, set up at least one location in the Inventory Control system with at least one Item Location record in IC12.1 (Item Location). Note You can customize the item setup process to meet your specific company needs using IC10.1 (Formats). Customizing your own Item Setup format streamlines the process of adding an item to the Item Master file. For more information, see "Customizing Item Setup Forms."

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To define Item Location information 1. Use IC12.1 (Item Location). 2. On the Item Location form, choose from the following forms. Choose the Main form tab To define General information about the item location. For instructions, see "Defining Item Location Main Information." Miscellaneous item location information. For instructions, see "Defining Item Location Misc Information." Reorder information for the item location. For instructions, see "Defining Item Location Reorder Information." Manufacturer information for the item location. For instructions, see "Defining Item Location Source Information."

Misc form tab

Reorder form tab

Source form tab

User Fields form tab User-defined field values for the item location. For instructions, see "Defining Item Location User Fields."

Defining Item Location Main Information

The Main form tab on IC12.1 (Item Location) lets you define general Item Location information. To define Item Location Main information 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item. 3. Choose the Main form tab. 4. In the GL Category field, type the general ledger category.

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5. Optional. If you are tracking inventory stock-on-hand quantities and costs (for an item set up as stock in one location and nonstock in another), set the Inventory Tracking flag to Yes. 6. Optional. If you are defining a patient-chargeable item, set the Patient Chargeable flag to Yes. 7. Optional. Under the Bin Control heading, define bin tracking. a. In the Bin Tracking field, select Yes. b. Optional. In the Preferred Bin field, select a preferred bin. c. Optional. In the Storage Code field, select a storage code.

You can define bin tracking at any time. For more information, see "Bin Control" in chapter 1. For instructions, see "Defining Bin Tracked Items" earlier in this chapter.

Defining Bin Tracked Items

Bin tracking is knowing the quantity of each inventory item in every physical location of storage. You define bin tracking at the Item Location level in IC12.1 (Item Location). Before you can define an item for bin tracking, define bins in IC15.2 (Bins). For instructions, see "Defining Bins" earlier in this chapter. To define bin tracked items 1. Use IC12.1 (Item Location). 2. Choose the Main form tab. 3. Select the Inquire form action for the company, location, and item you want to define bin tracking for. 4. Under the Bin Control heading, define the bin-tracked items. a. In the Bin Tracking field, select Yes. b. Optional. In the Preferred Bin field, select a preferred bin. c. Optional. In the Storage Code field, select a storage code.

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Optional report and inquiries · Run IC237 (Unapproved Bin Report) if the bin storage code does not match the assigned item storage code. (The item storage code must have been assigned previously to list items stored in a bin.) Use IC41.1 (Items Within a Bin) to display stock-on-hand quantities by bin. Use IC43.1 (Bin Type Inquiry) to display bins by usage type. Use IC51.1 (Available Bin Space) to help determine where to store new receipts.

· · ·

Defining Item Location Misc Information

The Misc form tab on IC12.1 (Item Location) lets you define miscellaneous Item Location information. To define Item Location miscellaneous information in the Misc form tab 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item. 3. Choose the Misc form tab. 4. If your company is a standard costing company, type a standard cost in the Standard Cost field.

Defining Item Location Reorder Information

Reorder information determines how, when, how much, and from what source to order. You can define item reorder information for par locations and for inventory locations. Define reorder information for par locations in IC81.1 (Cart/Par Location). Define reorder information for inventory locations in IC12.1 (Item Location). For information about determining where items come from, see "Defining Item Location Source Information." The following discussion explains defining reorder information for inventory locations. You define a reorder document to specify how the item is reordered. For example, you could specify a purchase order or a requisition.

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You have two choices for reorder policy. TPO (Time-Phased Order Point) replenishes inventory based on projected item availability. For more information, see "Replenishing Inventory Using TPO" in chapter 3. FOP (Fixed Order Point) replenishes inventory when an item's available quantity falls below a reorder point. For more information, see "Replenishing Inventory Using FOP" in chapter 3. If you use the FOP reorder policy, you use reorder points (ROP) to decide when to order inventory. Reorder points are based on item usage and average leadtimes. You decide whether the reorder point quantity is fixed or variable. The reorder point triggers an order when an item's available quantity drops below the reorder point quantity. When you calculate reorder points, the system updates reorder point quantities to item records with reorder point values calculated by IC120 (EOQ and Reorder Calculation). There are four different methods of determining reorder quantities. Reorder quantity codes, set up in IC12.1 (Item Location), determine which method to use. You use the reorder quantity code to decide the quantity to order. The code determines whether the reorder quantity is maintained by the user or by the system. Code Fixed Economic order quantity Difference Definition The system orders a fixed order quantity that you specify in IC12.1 (Item Location.) The system balances the cost of ordering against the cost of stocking an item. The system orders the difference between the available quantity and a specified reorder point. The system orders the difference between the available quantity and a maximum order quantity.

Maximum order

The Inventory Control system provides several options for updating reorder information. For more information on these options, see "Establishing Reorder Information."

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If you use inventory replenishment (from a vendor, another location, purchase order, or finished goods), define the related item reorder information using IC12.1 (Item Location). For instructions on replenishing inventory, see "Replenishing Inventory" in chapter 3. To define par location item reorder information 1. Use IC81.1 (Cart/Par Location). 2. Choose the More button to open the Cart/Par Location Item Detail subform and add additional par location item information. For information about defining par location item detail information, see "Defining Par Locations" later in this chapter. To define inventory location item reorder information 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item. 3. In the Location field, select an inventory location. Note For finished good replenishment of the item, select an inventory location set up as a production facility in the IC02.1 (Location) Work Order form tab. 4. Choose the Reorder form tab. Reorder information varies depending on how you replenish inventory. · For finished good replenishment: a. Choose the Reorder form tab. b. In the Reorder Policy field, select FOP (Fixed Order Point).

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c.

In the Reorder Document Type field, select W (Work Order) to show that finished goods are replenished from the Work Order system.

d. In the Reorder Point field, type the desired reorder point. For more information about inventory replenishment, see "Inventory Replenishment" in chapter 1. To process orders, see "Replenishing Inventory" in chapter 3.

Establishing Reorder Information

This table explains your options for updating reorder information. You can run a program To update only the reorder point code To update only the Economic Order Quantity (EOQ) for EOQ (Economic Order Quantity) reorder quantity code users only Note You must manually update the Reorder Quantity field in IC12.1 (Item Location). To update both the Economic Order Quantity (EOQ) and the reorder quantity fields for EOQ (Economic Order Quantity) reorder quantity code users only To have the system calculate EOQ and reorder quantities "Calculating Economic Order Quantities" For instructions, see "Calculating Reorder Points" "Calculating Economic Order Quantities"

"SystemCalculating EOQ and Reorder Quantities"

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Calculating Reorder Points

Use reorder points (ROP) to decide when to order inventory. Reorder points are based on item usage and average leadtimes. Ordering is triggered when an item's available quantity drops below the reorder point quantity. When you calculate reorder points, the system updates reorder point quantities to item records with reorder point values calculated by IC120 (EOQ and Reorder Calculation). For convenience, you can calculate economic order quantities (EOQ) at the same time you calculate ROP. For more information, see "Calculating Economic Order Quantities." For calculation formulas, see "Calculating EOQ and ROP" in chapter 4. To calculate reorder points 1. Use IC12.1 (Item Location) to define location-specific reorder information for an item. 2. Choose the Reorder form tab to add reorder information for the item location. a. In the Reorder Policy field, select FOP (Fixed Order Point). b. In the Reorder Point Code, select V (Variable). 3. Choose the Source form tab. · In the Average Leadtime field, type any amount greater than zero.

4. Optional. Define item forecasts. a. Use IC19.1 (Forecasts) to set up item quantity and amount forecasts for a location. For more information, see "Defining Item Forecasts." b. Use IC12.1 (Item Location) to assign the item forecast number.

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c.

Optional. Run IC130 (General Ledger Interface) to update the history file. For more information on running IC130, see "Closing the Period" in chapter 3.

5. Run IC120 (EOQ and Reorder Calculation) to calculate the reorder point quantity.

Calculating Economic Order Quantities

Use economic order quantities (EOQ) to decide how much inventory to order. The EOQ calculation balances the expected cost of ordering inventory against the cost of stocking inventory. Use this procedure to update reorder quantities to item records with EOQ values calculated by IC120 (EOQ and Reorder Calculation). For convenience, you can calculate reorder points (ROP) at the same time you calculate EOQ. For more information, see "Calculating Reorder Points" earlier in this section. For calculation formulas, see "Calculating EOQ and ROP" in chapter 4. To calculate economic order quantities 1. Use IC01.1 (Company) to assign some parameters for calculating EOQ. a. Define the average ordering cost. b. Define the carrying cost percent. 2. Use IC12.1 (Item Location) to assign location-specific item reorder information. a. Choose the Reorder form tab. b. In the Reorder Policy field, select FOP (Fixed Order Point). c. In the Reorder Quantity Code field, select EOQ (Economic Order Quantity).

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3. Optional. Define item forecasts. a. Use IC19.1 (Forecasts) to set up item quantity and amount forecasts for a location. For more information, see "Defining Item Forecasts" later in this chapter. b. Use IC12.1 (Item Location) to define forecast information. · Choose the Misc form tab to assign a forecast number to the item.

4. Optional. Run IC130 (General Ledger Interface) to update the history file. For more information on running IC130, see "Closing the Period" in chapter 3. 5. Run IC120 (EOQ and Reorder Calculation) to update the economic order quantity (EOQ).

System-Calculating EOQ and Reorder Quantities

If you use economic order quantities (EOQ), you can have the system decide how much inventory to order. If you use the fixed order policy (FOP) reorder policy, you can have the system calculate reorder points (ROP) to decide when to order inventory. To system-calculate EOQ and reorder quantities 1. Run IC120 (EOQ and Reorder Calculation) to systemcalculate. 2. In the Select All Points Codes field, select No to calculate and report reorder point quantities for only items with the variable reorder point code. ­ or ­ Select Yes to calculate and report reorder point quantities for all items, regardless of the reorder point code. The reorder point code is defined in IC12.1 (Item Location).

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3. In the Update Point field, select Yes to update the Reorder Quantity field in IC12.1 (Item Location) with the newly calculated quantity. ­ or ­ Select No to not update the Reorder Quantity field. In update mode, the report updates only items with the variable reorder point code. The reorder point code is defined in IC12.1 (Item Location). 4. In the Update EOQ field, select No to not update the Economic Order Quantity field in IC12.1 (Item Location). ­ or ­ Select Yes to update the Economic Order Quantity field with the newly calculated quantity.

Defining Item Location Source Information

The Source form tab on IC12.1 (Item Location) lets you define source information that indicates where items come from. To define Item Location Source information 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item. 3. Choose the Source form tab. 4. Optional. For item replenishment, in the Average Leadtime field, type any amount greater than zero. For instructions on replenishing items, see "Replenishing Inventory" in chapter 3.

Defining Item Location User Fields

The User Fields form tab on IC12.1 (Item Location) lets you define three alphanumeric fields and three numeric Item Location fields to meet your company needs. For example, these fields can represent size, style, color, revision number, release date, and so on. For information about using locale definition and language definition to customize field names, see System Administration .

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To define user field values in the Item Location file 1. Use IC12.1 (Item Location). 2. Select the Inquire form action for an existing item. 3. Choose the User Fields form tab. 4. Select the Change form action. 5. Define the user field values.

Customizing Item Setup Forms

When you customize your own form format, you combine two processes for maintaining items in the Item Master and Item Location files. You select the fields you want to use, indicate the display order, and specify the required fields. You can also define field default values. You cannot customize a format to set up alternative unit of measure information.

Important

Run IC180 (Dictionary Setup) to load the Item/Item Location Dictionary file before you use IC10.1 (Formats). To customize item setup forms 1. Use IC10.1 (Formats). 2. Add the company and format name. 3. In the Maintaining field, select Yes to indicate which files your system maintains. 4. Optional. Change the default values as needed. 5. Customize the form by selecting the Change form action and the Add line action for each line you want to customize. To use customized item setup forms 1. Use IC10.2 (Item Master and Location). 2. Select the Inquire form action for a format name. 3. Define the information on the selected customized form. 4. Select the Add form action.

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5. Optional. To attach item comments to an item number: a. Put the cursor in the Item field and choose the Attachments button on the toolbar. b. Put the cursor on the comment type and choose the Add button. c. Type the comments.

Note Use IC30.1 (Item Search) to view (not add, change, or delete) the attached item comments. On IC30.1, select the company and the Inquire form action. Then, in the field for the line action next to the item, choose the Drill Around button. Optional report · Run IC290 (Item Format Listing) to list item formats.

Defining Item Forecasts

Item forecasts represent the future demand for an item. You can use future demand to determine reorder quantities. The two ways to create item forecasts are to define them manually or load them by running a batch program, IC519 (Forecast Interface). Before running IC519 (Forecast Interface), however, you must create or populate the Inventory Forecast file. For information about creating or populating the file or for IC519 logic and file layouts, see the Procurement Management Technical Guide. To define item forecasts manually · Use IC19.1 (Forecasts). You can add up to 14 forecast periods at a time. Each period represents one month. The number of periods you add depends on the number of inventory periods defined in IC01.2 (Dates). For example, if there are 12 inventory periods, you would add 12 forecast periods. If there are weekly periods, you would add 13 weekly periods one at a time by quarter.

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Note Use action codes (Spread or Duplicate) to speed up the process of defining item forecasts. The codes determine how to process the number of units entered for all periods set up for the company in IC01.2 (Dates). Optional report · Run IC219 (Forecast Listing) to list item forecasts.

To load item forecasts 1. Run IC519 (Forecast Interface). 2. Optional. Use IC19.1 (Forecasts) to maintain the data after you update the database. Optional report · Run IC219 (Forecast Listing) to list the item forecasts.

Creating Mass Update Requests

You can perform mass copy and change requests to add new item locations or change existing item location information. You can set up requests by company, request number, and effective date. You can set up five kinds of mass copy and change requests. · Set up a mass change to change par item information for more than one par location at a time. For more information about mass changes, see "Mass Changing Par Location Items." Set up a request to copy items from one location to another. For more information on copying items, see "Copying Items by Location." Set up a request to copy a new item from one location to every location that has a similar item. For more information copying similar items, see "Copying a New Item to Locations with Similar Items." Set up a request to mass change field values for a selected class of items. For more information on mass changing selected field values, see "Changing Fields for Selected Items."

·

·

·

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·

Set up a request to mass change field values for one or more locations for a specific item or vendor. For more information on mass changing field values, see "Changing Fields by Item or Vendor."

Note The locations involved in a mass copy by location or item must have the same general ledger category. The system processes requests based on criteria used in IC116 (Item Mass Update). For processing instructions, see "Processing Mass Update Requests."

Mass Changing Par Location Items

IC82.1 (Par Location Item Mass Change) lets you mass change par location item information such as par level, unit of measure, charge flag, shelf location, sequence, general ledger category, vendor, and replenish location bin. You can also change the flags for purchasing and replenishing to indicate whether you are ordering items from a vendor or replenishing location. To mass change par location items · Use IC82.1 (Par Location Item Mass Change). Note If you choose the MassChg button on IC81.1 (Cart/Par Location), the system performs mass changes across all par locations for that item.

Copying Items by Location

IC16.1 (Mass Copy by Location) lets you set up a request to copy items from one location to another. To copy items by location 1. Use IC16.1 (Mass Copy by Location) to define the company, request, and effective date. The form displays the message "Copy all items from Location A to Location B." 2. In the Location A field, select the location you want to copy the items from.

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3. In the Location B field, select the location you want to copy the items to. 4. Under the Change These on Location B heading, leave the fields blank to copy the associated field values from location A. ­ or ­ Change the desired field values for location B. Optional report · Run IC216 (Mass Update Parameters Listing) to list mass copy and change requests.

Copying a New Item to Locations with Similar Items

IC16.2 (Mass Copy by Item) lets you set up a request to copy a new item from one location to every location that has a similar item. To copy a new item using an existing item 1. Use IC16.2 (Mass Copy by Item). 2. In the Location A field, select the location where the new item is set up. 3. In the Item A field, select the new item. 4. In the Item B field, select an item that exists at every location. 5. Optional. If you want to override the GL category for item B, you can enter a replacement GL category of choice in the GL Category for Item B field. If you leave the field blank, the GL category for item B will not change.

Important

In order to override the GL category for item B, the GL category that you enter in this field must be a valid category for the locations that contain item B (defined in IC04.1).

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6. In the remaining fields under the Update Following from Item A or B heading, select A to copy the associated field value from item A. ­ or ­ Select B to copy the associated field value from item B.

Changing Fields for Selected Items

IC16.3 (Mass Change) lets you set up a request to mass change field values for a selected class of items. To change field values for a selected class of items 1. Use IC16.3 (Mass Change). 2. To limit the items affected by the field change, select a location. 3. Optional. Select a usage, inventory, or purchasing class. 4. In the remaining fields under the Change Value of heading, select the new values. If you select a new value for the buyer code, indicate whether you want to change all items or only the current value if it is equal to a selected value.

Changing Fields by Item or Vendor

IC16.4 (Change by Item or Vendor) lets you set up a request to mass change field values for one or more locations, for a specific item, or for a vendor. To change fields by item or vendor 1. Use IC16.4 (Change by Item or Vendor). 2. To limit the items affected by the field change, select a location, item, or primary vendor. 3. In each remaining field, select the new value. If you select a new value for the buyer code, leadtime control, or primary vendor, indicate whether you want to change all items or only the current value if it is equal to a selected value.

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Processing Mass Update Requests

IC116 (Item Mass Update) lets you update mass copy and change requests to the Item Location file. To set up mass copy or change requests, see "Creating Mass Update Requests" earlier in this chapter. To process mass copy and change requests 1. Run IC116 (Item Mass Update). 2. In the Request field, select the request number. ­ or ­ In the Effective Date field, type the date to begin processing. If you type a date, the system processes only the requests with an effective date less than or equal to the date defined. Optional report · Run IC216 (Mass Update Parameters Listing) to list mass copy and change requests.

Defining Item Substitutes

The Case Carts, Work Order, and Order Entry systems use substitute items when an original item does not have sufficient stock. When this happens, the systems look for a replacement item in the Item Master file. If one is not defined or it does not have sufficient stock, the systems look for substitute items. To define item substitutes 1. Use IC13.1 (Substitute Items). 2. Optional. To attach item comments to an item number: a. After selecting the item number, choose the Attachments button on the toolbar. b. Choose the Add button. c. Type the comments.

Note Use IC30.1 (Item Search) to view (not add, change, or delete) the attached item comments. On IC30.1, select the company and the Inquire form action. Then, in the field for the line action next to the item, choose the Drill Around button.

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Optional report · Run IC213 (Item Substitutes Listing) to list item substitutes.

Managing Kit Items

You define kit items and their components in IC11.1 (Item Master) or IC10.2 (Item Master and Location). Components are set up in multiple kits or as a kit in itself. For example, a lighting company might set up a lamp as a kit item consisting of three components: light bulb, lamp shade, and base. The company might also set up the lamp base as a kit. Two kinds of kit items are available: · · make-to-order kits and finished goods (formerly called make-to-stock kits).

A make-to-order kit is assembled with kit components after it is ordered or requisitioned. Component items are stocked separately. A finished good is produced and is meant to be stored as a kit item. Finished goods are used in the Work Order and Order Entry systems. Make codes determine the kind of kit that is created. You can change a make-to-order kit to a finished good by changing its make code. However, you cannot change make-to-order kits to finished goods when the kit item has instructions or options. Make code O S Indicates Make-to-order kit Finished good (formerly called make-to-stock kit)

Defining Make-to-Order Kits

You can set up make-to-order kits in two ways. The first is at the item group level to be valid for all companies and locations. The second is by company and location. If you set up a kit by company and location, the components must be inventory tracked at the location.

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As you add components to make-to-order kits, the system assigns sequence numbers. The sequence in which you add components determines the order in which components are allocated and print on pick lists. During setup, you indicate whether the component is required (nonrequired components are considered kit accessories). You cannot assign options to kit accessories. To define make-to-order kits 1. Use IC60.1 (Kit, Assembly). 2. On the Kit, Assembly form, select or type the following data. Field Item Group Description The item group for which you want to set up a kit. The item group must first be defined in IC00.1 (Corporate Item Group). The item number for the kit. The item number must first be defined for the kit item in IC11.1 (Item Master) or IC10.2 (Item Master and Location).

Kit Item

3. Optional. To attach item location or item comments to a kit item number: a. After selecting the item number for the kit, choose the Attachments button on the toolbar. b. Put the cursor on the desired comment type and choose the Add button. c. Type the comments.

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Note Use IC30.1 (Item Search) to view (not add, change, or delete) the attached item comments. On IC30.1, select the company and the Inquire form action. Then, in the field for the line action next to the item, choose the Drill Around button. Use IC31.1 (Item Location Balances), IC36.1 (User Defined Item Inquiry), IC40.1 (Availability by Location), IC40.2 (Secondary Quantity Availability), and IC45.1 (Stock Status) to view (not add, change, or delete) the added item location attachments. On those forms, fill in the key fields, including the Item field, and in the Item field choose the Drill Around button. 4. In the Make Code field, select O (Make-to-Order) for assembly as needed. Note You can change the make code to S (Make-to-Stock) after adding the kit, but if you do so, you must maintain the kit on IC62.1 (Finished Good). 5. Optional. In the Mimic Kit Item field, select a kit item to copy. 6. Select the Add line action and add the components, quantity, unit of measure, start and stop dates, and indicate whether components are required. 7. Optional. Use IC60.2 (Options) to assign kit options. In the Seq field, inquire on a component. Select the Add line action to assign optional components. 8. Optional. Use IC60.3 (Instructions) to write instructions for a kit item or kit component. For a make-to-order kit, leave the Sequence field blank. ­ or ­ For a component, in the Sequence field, inquire on a component assigned in IC60.1 (Kit, Assembly). In the Instruction field, type the instructions. Optional report and inquiries · Run IC260 (Kit/Assembly Listing) to list make-to-order kit assemblies.

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·

Use IC65.1 (Component Where Used) to inquire on all kits (both make-to-order and finished goods) that are associated with a component. Use IC67.1 (Kit Availability) to view item component availability for a specific number of make-to-order kits.

·

Replacing Kit Components

You can replace or delete components and calculate new component quantities for both · · make-to-order and finished good kits.

To replace kit components 1. Use IC61.1 (Kit Component Replacement). 2. On the Kit Component Replacement form, select or type the following data. Field Item Group Description The item group for which you want to replace kit components. The item group must first be defined in IC00.1 (Corporate Item Group). The current kit component item number. If you are replacing the component, select a new component. Optional. The new quantity factor. If specified, the original component quantity is multiplied by this factor to determine a new component quantity.

Current Component New Component New Quantity Factor

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Field Select Status

Description The kits you want to replace, selected by status code. Select A (Active) or I (Inactive). Active replaces active kit components. Inactive replaces inactive kit components. Note If you leave this field blank, all kits are replaced.

3. Select the Replace form action. The system replaces the selected component. If you select a new quantity factor, the system also calculates a new component quantity. Optional inquiries · Use IC65.1 (Component Where Used) to inquire on all kits (both make-to-order and finished goods) that are associated with a component. Use IC67.1 (Kit Availability) to view item component availability for a specific number of make-to-order kits.

·

Adding Burdens

Burdens are the cost of production, such as labor, utilities, and machine setup. You assign burden types to each burden to determine how the system calculates the total cost associated with a burden. Burdens are assigned to finished goods to determine what your non-inventory production costs are. Four burden types are available on IC63.1 (Burden). Kind of burden Flat amount Burden cost becomes The flat amount you enter for the burden.

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Kind of burden Amount per finished good unit Percentage of finished good inventory cost Amount per burden unit

Burden cost becomes The quantity of the finished good multiplied by the number of units required. The percentage of finished good inventory cost (which is the total of all inventory components). The unit cost multiplied by the quantity and multiplier.

When you define burdens in IC63.1 (Burden), you can attach comments to burden templates. The following table shows how the attachment feature works. To attach comments to Burden templates Put the cursor In the Burden Code field. Choose the Attachments button on the toolbar and type the burden template comments. Note The burden template comments default to IC62.1 (Finished Good). To add burdens 1. Use IC63.1 (Burden) to define a burden. In the Status field, if you select Inactive, the burden cannot be added to a finished good or work order. 2. In the Burden Type field, select the method the system should use to calculate burden cost (flat amount, amount per finished good unit, percent of finished good inventory cost, or amount per burden unit).

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3. Choose the form tab that matches the burden type you selected. Enter the appropriate amount. Note You receive an error message if, for example, you select a burden type of flat amount and try to enter an amount on the Per Burden Unit form tab. Optional report · Run IC263 (Burden Listing) to list burdens for a production facility.

Defining Finished Goods

Finished goods consist of components, packaging, byproducts, burdens, and comments. They are stocked on the shelf as a kit, unlike make-to-order kits. You can define a finished good for a company and production facility (which must be set up as an inventory location). Before you can define a finished good, you must have already added the components, kit item, byproduct, and burden.

Components

All components for finished goods are required. Component types indicate the kind of component you are assigning to the finished good. The three component types are shown in the following table. Component type Component (C) Indicates A normal component; you must enter a non-zero quantity on IC62.1 (Finished Good). The component must be inventory tracked. A packaging item; you can enter either a zero quantity or a non-zero quantity on IC62.1 (Finished Good). The packaging components must be tracked in inventory.

Packaging (P)

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Component type Offsite (O)

Indicates A component that is supplied by an offsite location (the offsite location does part of the finished good production). You must enter a non-zero quantity on IC62.1 (Finished Good).

Offsite locations are external locations that add components to a finished good. They are defined in IC02.1 (Location) but not as a production facility.

Byproducts and Burdens

Byproducts are products that are created as a result of producing a finished good. For example, for a finished good consisting of a box of hamburger patties, a byproduct could be edible fat. The fat can be ground up to use in chicken feed (you can sell byproducts in addition to selling the finished good). Byproducts must be set up as inventoried items and must be assigned to a location. A burden assigned to this finished good could be the machine setup time.

Attachments

When you define finished goods using IC62.1 (Finished Good), you can attach comments to · · · · burdens, finished goods, components, and byproducts.

The following table shows how the attachment feature works on IC62.1 (Finished Good). To attach comments to Burdens Put the cursor In the Code field on the Burdens form tab. Choose the Attachments button on the toolbar and the Add button. Type the burden notes.

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To attach comments to Finished goods

Put the cursor In the Item field. Choose the Attachments button on the toolbar and type the assembly instructions for the finished good. In the Item field on the Components form tab. Choose the Attachments button on the toolbar and type the component notes. On the Byproducts button within the Finished Good form tab. Choose the Byproducts button and put the cursor in the Item field. Choose the Attachments button on the toolbar and type the byproduct notes.

Components

Byproducts

Note The comments you attach on IC62.1 (Finished Good) are copied to the Work Order system during work order explosion. For information, see the Work Order Procedures Manual.

Creating Finished Good Kit Items

Use the following procedure to define finished goods. To define finished goods 1. Use IC62.1 (Finished Good) to add a finished good. In the Status field, if you select Inactive, the finished good cannot be produced in the Work Order system.

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2. Choose one of the following form tabs to add details to a finished good. Choose this tab Finished Good To add Stock unit of measure, quantity and cost tolerance percentages. You can copy a finished good that is set up at one company and location to another company and/or location. Choose the Byproducts button to add byproducts that are produced as a result of producing the finished good. Components Components, locations, quantities, start and stop dates, component types, and zero quantity tolerance. Choose the Account button to select an account for posting component waste and material expense. Burdens Burdens and burden type estimates (flat amount, amount per finished good unit, percent of finished good inventory cost, or amount per burden unit). Finished good quantity limits and the length of scheduling periods. These two values default to WO20.1 (Production Schedule). General ledger accounts to a finished good. These accounts default to work orders that make a specific finished good. Note If the days in which you produce a finished good must occur one immediately after another, select the Contiguous Process flag on the Finished Good form tab.

Scheduling

Accounts

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3. Optional. To attach assembly instructions to a finished good item number: a. After typing the item number, choose the Attachments button on the toolbar. b. Type the assembly instructions. 4. Optional. To change a finished good to a make-to-order kit, select the Make Code form action. Finished goods have a make code of S (Make-to-Stock). To change a finished good to a make-to-order kit, you must first delete any byproducts, burdens, and comments assigned to the finished good. Optional report and inquiries · Run IC262 (Finished Good Listing) to list finished goods for a company and location. Leave the Finished Good field blank to list all finished goods for a company and location. · Use IC65.1 (Component Where Used) to inquire on all kits (both make-to-order and finished goods) that are associated with a component. Use IC68.1 (FG Component Availability) to inquire on components that are available for a finished good. Note To inquire on availability at substitute locations, you must define substitute locations and select Yes in the Chk Sub Loc field.

·

Creating Bar Code Labels and Forms

IC521 (Bar Code Item Master Interface) lets you create bar code labels and forms. You use IC521 to extract items from the Inventory Control database. IC521 creates an export file that contains information for printing labels and forms that can include bar codes. You can define the format of the information and print almost any size. You can use the information in the file as follows: · You can use the export file with PC label software to print on a bar code or laser printer.

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·

You can print labels for needs such as items or bins within a warehouse, shelves, supply products, or patient-chargeable items. You can print forms for needs such as · · · requisition documents for entry of paper-based requisitions, purchase orders for collecting receiving information during the check in process, or lists of patients at each nursing station for defining patient ID numbers during patient charge entry.

·

For information about creating bar code labels, see the Procurement Management Technical Guide.

Converting Non-Lawson Data

After you have completed the LAWSON INSIGHT II Inventory Control system setup, you can convert your non-Lawson inventory data to the Inventory Control system. For information on setting up the Inventory Control system, see chapter 1, "Considerations Before Setup." For complete information on the conversion process, use the Inventory Control system documents listed in the following table. Document Description User guides for the data conversion process. Specifically, the conversion workbooks provide considerations for data conversion, diagrams that illustrate the conversion process, and detailed instructions for converting your data. Conversion workbooks are available on the Lawson client Internet site; contact your account representative for information.

Inventory Control Conversion Workbook

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You can use a Lawson format file to convert several kinds of data from a non-Lawson system to the Inventory Control system. You perform the conversion procedures in the order listed. · · · · · · · · Converting Item Master and Comments Converting Item Location and Receipts Defining Beginning Balances Converting Cart Par Locations Converting General Ledger Categories Converting Inventory Transactions Defining Item History Converting Patient Charge Items

Converting Item Master and Comments

You can convert Item Master and Comments data from your nonLawson system to the Inventory Control system. Before you convert Item Master and Comments data, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson Item Master and Comments data. · IC811 (Item Master Load)

In update mode, IC811 loads only records with no errors into the database.

IC811 Conversion Table

The IC811 conversion table lists the file names that IC811 (Item Master Load) inputs and updates, depending on the kind of data you convert. File names and descriptions Item Master Maintenance program and database files IC11 (Item Master) ITEMMAST Database file status Updated

Input files FFITEMWK IC811Y

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Input files FFCOMMENTWK IC811Z

File names and descriptions Item Comments Item/Item Location Audit

Maintenance program and database files IC11 (Item Master) ITCOMMENT ICAUDIT

Database file status Updated

Updated if Audit Item Master Flag in IC00.1 (Corporate Item Group) is set to Yes.

Converting Item Location and Receipts

You can convert Item Location and Receipts data from your nonLawson system to the Inventory Control system. Before you convert Item Location and Receipts data, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson Item Location and Receipts data. · IC812 (Item Location Load)

In update mode, IC812 loads only records with no errors into the database and prints an error report.

IC812 Conversion Table

The IC812 conversion table lists the file names that IC812 (Item Location Load) inputs and updates, depending on the kind of data you convert. File names and descriptions Item Location Maintenance programs and database files IC12 (Item Location) ITEMLOC

Input files FFITEMLOCWK IC812Z

Database file status Updated

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Input files FFRECEIPTSWK IC812Y

File names and descriptions Costing Record (Receipts)

Maintenance programs and database files IC28 (Cost Adjustments) ICRECEIPTS

Database file status Updated ­ or ­ Created if Costing Record (Receipts) file does not exist. For further information, see the note below. Updated if Audit Item Master Flag in IC00.1 (Corporate Item Group) is set to Yes.

Item/Item Location Audit file: ICAUDIT

Note For the Last In, First Out (LIFO) or the First In, First Out (FIFO) costing method, if the Costing Record (Receipts) file does not exist, IC812 creates one receipt record for each item using information in the Item Location input file.

Defining Beginning Balances

When you are setting up the Inventory Control system, beginning balances are the stock-on-hand quantities. Define beginning balances using one of the following methods: · · Converting beginning balances. For more information, see "Converting Beginning Balances." Taking a physical inventory count. Note Use this method only if you are not converting beginning balances or defining receipt quantities through an inventory transaction program. For more information, see "Taking Inventory Manually" in chapter 3. · Defining receipt quantities through an inventory transaction program. Note Use this method only if you are not converting beginning balances or taking a physical inventory count. For more information, see "Receiving Inventory" in chapter 3.

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Converting Beginning Balances

As a method of defining beginning balances, you can convert Item Location and Receipts data from your non-Lawson system to the Inventory Control system. Note Load beginning balance conversion data only if you are not taking a physical inventory count or defining receipt quantities through an inventory transaction program. Before you convert beginning balances, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson Item Master and Comments data. · IC820 (Beginning Balance Load)

In update mode, IC820 loads only records with no errors into the database.

IC820 Conversion Table

The IC820 conversion table lists the file names that IC820 (Beginning Balance Load) inputs, creates, or updates, depending on the kind of data you convert. File names and descriptions Stock On Hand Detail Serial Numbers control file stock-on-hand quantity fields Lots with Expire Date/On Hold Lot control file stock-on-hand quantity fields for lot-controlled items Item Location Maintenance program and database files SOHDETAIL ITSERIAL Database file status Created and updated Created

Input file FFBALANCEWK IC820Z

ICLOT

Updated

ITEMLOC

Updated

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Input file

File names and descriptions Costing Record (Receipts)

Maintenance program and database files IC28 (Cost Adjustments) ICRECEIPTS

Database file status Updated ­ or ­ Created if average or standard costing method used.

Note If you use the average or standard costing method, the system creates one receipt record for each item when you run IC820 (Beginning Balance Load) to load stock-on-hand quantities.

Converting Cart Par Locations

You can convert Cart Par Locations data from your non-Lawson system to the Inventory Control system. Before you convert Cart Par Locations data, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson Cart Par Locations data. · IC840 (Cart Par Location Conversion)

In update mode, IC840 loads only records with no errors into the database.

IC840 Conversion Table

The IC840 conversion table lists the file names for files that IC840 inputs, creates, or updates, depending on the kind of data you convert. Input file The user determines the file name File description Item Master Database file ITEMMAST Database file status Updated

Inventory Location

ICLOCATION Updated

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Input file

File description Inventory Bin Group Item Location Inventory Bin Inventory Bin Group Detail

Database file BINGROUP ITEMLOC ICBIN BINGRPDTL

Database file status Updated Updated Updated Updated

Converting General Ledger Categories

You can convert General Ledger Category data from your nonLawson system to the Inventory Control system. Before you convert General Ledger Category data, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson General Ledger Category data. · IC841 (General Ledger Category Conversion)

In update mode, IC841 loads only records with no errors into the database.

IC841 Conversion Table

The IC841 conversion table lists the file names for files that IC841 inputs, creates, or updates, depending on the kind of data you convert. Input file The user determines the file name File description Item Master Database file ITEMMAST Database file status Updated

Converting Inventory Transactions

You can convert inventory transactions from your non-Lawson system to the Inventory Control system. Before you convert inventory transactions, make certain that conversion prerequisites

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are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson inventory transactions. · IC850 (Transaction Load)

In update mode, IC850 loads only records with no errors into the database.

IC850 Conversion Table

The IC850 conversion table lists the file names that IC850 (Transaction Load) inputs, creates, or updates, depending on the kind of data you convert. Input file FFICTRANSWK IC850Z File names and descriptions Maintenance programs and database files IC20,21,22,23,2 4,26,28,90 (based on type of transaction) Inventory Transaction Inventory Transaction Detail Item Location ICTRANS ICTRANSDTL Database file status Created and updated

FFICTRANSREC Record 1 FFICTRNDTLREC Record 2

ITEMLOC

Updated with transaction counts

Defining Item History

You can define item history. Item history (summarized transaction history) is an audit trail of all inventory item transactions. A transaction is a record that includes item receipts, issues, and transfers. You can define item history using one of two methods. · Converting item history. For more information, see "Converting Item History."

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·

Building item history from the existing transaction file. For more information, see "Building Item History."

Converting Item History

As a method of defining item history, you can convert item history from your non-Lawson system to the Inventory Control system. Note Load item history conversion data only if you are not building item history from a transaction file. Before you convert item history, make certain that conversion prerequisites are complete. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson item history. · IC851 (History Load)

In update mode, IC851 loads only records with no errors into the database.

IC851 Conversion Table

The IC851 conversion table lists the file names that IC851 (History Load) inputs, creates, or updates, depending on the kind of data you convert. Input file FFICHISTWK IC851Z File name and description Summarized Transaction History (item history) Database file ICHISTORY Database file status Updated

Building Item History

As a method of defining item history, you can build item history from transaction history records created in IC850 (Transaction Load). For more information about IC850, see "Converting Inventory Transactions." Note Build item history only if you are not converting transaction history.

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Before you build item history, make certain that IC850 ran successfully to create the Inventory Transaction file. After you review your conversion options and get your data ready to convert, run the following program to build item history. · IC851 (History Load)

In update mode, IC851 loads only records with no errors into the database. The IC851 conversion table lists the file names for files that IC851 inputs, creates, or updates, depending on the kind of data you convert. Input file FFICHISTWK IC851Z File description Summarized Transaction History (item history) Database file ICHISTORY Database file status Updated

Converting Patient Charge Items

You can convert patient chargeable items from a non-Lawson system into an item charge record in the Inventory Control system. After you review your conversion options and get your data ready to convert, run the following program to convert your non-Lawson patient chargeable data. · PC810 (Patient Charge Item Conversion)

In update mode, PC810 loads only records with no errors into the database. Note Before you run the conversion job, make sure that the ITEMMAST and HCPRCLASS tables are populated

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PC810 Conversion Table

The PC810 conversion table lists the file names for files that PC810 inputs, creates, or updates, depending on the kind of data you convert. Input file The user determines the file name File description Patient Charge Item (reference file) Database file Database file status

HCCHRGITEM Updated

Implementing Par Location Processing

You must implement par location processing before you can replenish par locations. If you are using handheld terminals for replenishing par locations, see appendix C "Setting Up Handheld Inventory" and appendix D "Handheld Terminal Processing" for information about using the handheld terminal and the Handheld Inventory program.

Steps to Implement Par Location Processing

Use the following steps to implement par location processing. 1. Determine which locations to track. 2. Choose a par location to define. 3. Define a par location. 4. Define par location items. 5. Set up par location reorder information. 6. Add copies of the location as needed. 7. Print an alphabetic locator list. 8. Mass change par location information as needed.

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Determining Which Locations to Track

Track the location as a par location if it meets one or more of the following criteria: · · · Needs routine replenishment. Routinely uses the same set of items. Has a steady stream of usage.

Choosing a Par Location to Define

If multiple cart or par locations stock similar items, you can set up items for one as a template. After you define the information, copy it from the template and change the individual copies.

Defining Par Locations

A par location is a specialized kind of location that represents supply cupboards, exchange carts, and par level supply carts that store established quantities of supplies in predefined arrangements. You can define sequence numbers, item numbers, par levels, units of measure, general ledger categories, and set the charge flag. To define par locations · Use IC81.1 (Cart/Par Location).

Note If you received the message "No GL category" when you selected the Add line action in IC83.1 (Par Location Counts) or in the RQ500 (Requisition Interface) error report when you uploaded data from the handheld terminal, the system did not find a general ledger category for the item at the line level or in the requesting location.

Defining Par Location Items

Some par location items are supplied from exchange carts. Exchange carts are identical floor and stocking carts used to quickly replenish supplies by swapping the cart with another fullystocked cart. For inventory valuation purposes, the system doubles item quantities for each pair of exchange carts in IC283 (Par Location Valuation).

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To define par location items 1. Use IC81.1 (Cart/Par Location). 2. Define par location item information as necessary. 3. In the Location Type field, select E (Exchange) if you are setting up an exchange cart.

Setting Up Par Location Reorder Information

The system reorders items when the par quantity falls below the par level. To set up par location reorder information 1. Use IC81.1 (Cart/Par Location). IC81.1 displays the leadtime days (set on the IC12.1 (Item Location) Reorder form tab), primary vendor, purchase from location, replenish from location, replenish from bin, and suggested par level. Note If the Repl from Loc flag is set to No, IC81.2 (Cart/Par Location Item Detail) searches the contract file (or other files if not found on a contract) to find the vendor. 2. Choose the More button to open the IC81.2 (Cart/Par Location Item Detail) subform. 3. Define the reorder information. 4. Select the Copy form action to create a new par location. The program creates a new par location and copies all Item Location records to the new location. You must maintain the new par location separately from the copied-from par location.

Adding Copies of the Par Location

IC16.1 (Mass Copy by Location) lets you use an existing par location as a template by adding copies of the location. To add copies of the par location · Use IC16.1 (Mass Copy by Location).

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Printing an Alphabetic Locator List

You can check the items in a par location by printing an alphabetic locator list in shelf sequence order, sequenced by description. To check items in a par location · Run IC281 (Par Inventory Worksheet) to view an alphabetic locator list.

Mass Changing Par Location Information

IC81.1 (Cart/Par Location) lets you mass change the following par location information: sequence, shelf location, par level, unit of measure, charge flag, general ledger category, and replenishfrom location. To mass change a par location 1. Use IC81.1 (Cart/Par Location). 2. Choose the Mass Chg button to open the Par Location Item Mass Change subform. 3. Change the information as needed.

Implementing Patient Charge Processing

You must implement patient charge processing before you can track patient charges.

Steps to Implement Patient Charge Processing

Use the following steps to implement patient charge processing. 1. Set up the Price Class table. 2. Set up patient charge items. 3. Calculate supply charge-prices. 4. Obtain charge item pricing feedback. 5. Optional. Load patient demographic data.

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Setting Up the Price Class Table

The price class or Charge Description Master (CDM) table contains a list of chargeable items with charge prices and a specific charge number. The organization's patient billing system uses the charge number to represent a supply item and its associated patient charge. To define price class information · Use PC08.1 (Price Class).

Optional report · Run PC120 (Price Calculation) in list mode to print the Charge Item Price List.

Setting Up Patient Charge Items

A patient-chargeable item has a charge (CDM) number, an item number, and a price class or specified price. To set up patient charge items · Use PC10.1 (Patient Charge Items).

Optional report · Run PC120 (Price Calculation) in list mode to print the Charge Item Price List.

Calculating Supply Charge Prices

When you calculate supply charge prices, the system · · · calculates prices for all patient charge items with a price class, updates patient charge item records, and prints the Charge Item Price List.

To calculate supply charge prices · Run PC120 (Price Calculation) in update mode.

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Obtaining Charge Item Pricing Feedback

If required by your site, obtain charge item pricing feedback. To obtain charge item pricing feedback 1. Review charge prices in a copy of the Charge Item Price List printed in PC120 (Price Calculation). 2. Define feedback as needed. a. Change the Price Class table using PC08.1 (Price Class). b. Recalculate supply charge prices by running PC120 (Price Calculation) in update mode.

Loading Patient Demographic Data

If your site interfaces an Admission, Discharge, Transfer (ADT) system, load patient demographic data. To load patient demographic data · Load patient demographic data from a Lawson format file. For instructions, see "Loading Patient Data from a Lawson Format File." ­ or ­ Load patient demographic data from a Health Level Seven (HL7) format file. For instructions, see "Loading Patient Data from a Lawson Format File."

Note Lawson Software recommends using an HL7 format file instead of a Lawson format file when it is appropriate to use ADT events.

Loading Patient Data from a Lawson Format File

PC520 (Patient Upload) lets you load Admission, Discharge, Transfer (ADT) data into the Inventory Control system from a Lawson format file. The system uses the data to track and report charges to a patient in a healthcare facility. For information about implementing a Lawson format file, or for PC520 logic and file layouts, see the Procurement Management Technical Guide.

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To load patient data from a Lawson format file 1. Run PC520 (Patient Upload). 2. On the Patient Upload form, select or type the following data. Field Company File Name Optional inquiry · Use PC20.1 (Patient Charges) to inquire on patient charges. Description The identifier for the organization. The input filename.

Loading Patient Data from an HL7 File

PC521 (HL7 ADT Patient Interface) lets you load Admission, Discharge, Transfer (ADT) data into the Inventory Control system from a Health Level Seven (HL7) file. HL7 is the interface standard between different vendor software systems in the healthcare environment. The Inventory Control system uses the data to track and report charges to a patient in a healthcare facility. For PC521 logic and file layouts, see the Procurement Management Technical Guide. To load patient data from an HL7 file 1. Run PC521 (HL7 ADT Patient Interface). 2. On the HL7 ADT Patient Interface form, select or type the following information. Field Company Location Description The identifier for the organization defined in IC01.1 (Company). The location defined in IC02.1 (Location). The report defaults to all locations. If you define a location, the report prints only those items assigned to this location in IC12.1 (Item Location). The input filename.

File Name

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Optional inquiries · · Use PC20.1 (Patient Charges) to inquire on patient charges. Use PC20.2 (Patient) to inquire on patient information.

~ END OF THIS SECTION ~

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Chapter 3

Procedures

This chapter gives instruction on Inventory Control procedures you perform on a routine basis. · · · · · · · · · · · · · Maintaining Inventory Balances Processing Inventory Transactions Replenishing Inventory Closing the Period Using Strategic Ledger Maintaining Inventory Information Reviewing Inventory Information Extracting Item Master Data for Healthcare Systems Counting Par Locations Picking Par Locations Processing Department Issues and Returns Processing Patient Charges Reviewing Par Distribution Management Reports

Counting and picking par locations, processing department issues and returns, and processing patient charges can also be performed using the handheld terminal. For complete information about using the handheld terminal, see appendix C "Setting Up Handheld Inventory" and appendix D "Handheld Terminal Processing."

Maintaining Inventory Balances

The Inventory Control system tracks stock-on-hand quantities and costs by location. The location is the central point to

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· ·

conduct and record transactions and track item quantities and costs.

Interfacing Inventory Transactions

IC500 (Transaction Interface) enables you to process inventory transactions from an input file. IC500 performs the following functions: · · · Updates successfully processed transactions to the appropriate transaction form(s) Releases the transactions to the Inventory Control system Updates inventory stock-on-hand quantities

Note Lawson Software assumes that you have implemented the Transaction Interface file. If not, see the Procurement Management Technical Guide. You can upload inventory transactions into IC500 if you used the handheld terminal data for par location replenishment or for processing department issues and returns. For more information on uploading the data from the handheld terminal, see "Uploading Handheld Data" in appendix D. For instructions on running IC588 (Handheld Processing) as part of handheld processing, see "Routing Uploaded Handheld Data" later in this chapter. To interface inventory transactions 1. Use IC500 (Transaction Interface) to input receipt, issue, transfer, intransit receiving, and adjustment transactions. 2. Optional. In the Edit and Report Only field, select Yes. Test run in report only mode until you are satisfied with the input data. 3. In the Edit and Report Only field, select No load interface transactions into the Inventory Control system. IC500 processes inventory transactions from an input file.

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Optional reports and inquiries · · · · · · · Use IC20.1 (Receipts) to directly define receipt transactions. Use IC21.1 (Issues) to directly define issue transactions. Use IC22.1 (Transfers) to directly define transfer transactions. Use IC23.1 (Intransit Receiving) to receive intransit transactions. Use IC24.1 (Adjustments) to adjust (add or subtract) stock-onhand quantities. Use IC28.1 (Cost Adjustments) to change the unit cost of a receipt record after it is released (updated). Use IC50.1 (Transaction History) to audit transaction history records by update date (IC50.1), in detail (IC50.2), or by transaction date (IC50.3). Use IC53.1 (Inventory Documents) to display transaction records for all document types, except for the document type PO, created in the Inventory Control system. Use IC90.1 (Detail Bin Transfer Entry) to review, adjust, and release bin transfer documents created in IC138 (Bin Replenishment Report). Run IC220 (Transaction History Report) to print the Activity Management Transaction History Report. Run IC222 (Unreleased Documents) to print the Open Intransit Report.

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Routing Uploaded Handheld Data

IC588 (Handheld Processing) routes uploaded handheld terminal transaction files to the appropriate interface program: · · · IC500 (Transaction Interface) for issues and returns information RQ500 (Requisition Interface) for par count and pick information PC540 (Patient Charge Upload) for patient charge information

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You must select the Use Host Agent To Run Jobs field on the Upload Options setup tab (located in the Options dialog box on the Handheld Inventory toolbar) to use IC588 (Handheld Processing). In addition, you must also specify a number in the Maximum Number of Files field. This number limits the number of files from interface programs that can be transferred and stored on the host at one time. If you enter the number ten in the Maximum Number of Files field, your system is able to transfer and hold up to ten IC500 files, ten RQ500 files, and ten PC540 files at one time without causing an error. However, if you have more than ten IC500 files, and ten PC540 files you will receive an error message and your system will be unable to transfer additional files. Before and after you start IC588, collect the following kinds of data as part of your daily processing: · · · Inventory par count and pick data Department issues and returns data Patient charge data

You can upload the inventory data throughout the day as needed. IC588 produces a log file that you can view from the handheld desktop program. For instructions on setting up your handheld terminal desktop software, uploading handheld data, and defining job parameters for processing handheld data in IC500, PC540, or RQ500, see "Setting Up Host Jobs for Handheld Data" in appendix C. To route handheld transactions with IC588 1. Run IC588 (Handheld Processing) to activate the batch transaction routing program. ­ or ­ Use IC89.1 (Handheld Start - Stop of IC588) to start running IC588. Note IC588 remains active until you stop the program.

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2. Use IC89.1 (Handheld Start - Stop of IC588) to stop IC588. ­ or ­ Run IC289 (Batch Handheld Stop of IC588) to stop processing of IC588.

Taking Inventory Manually

Taking inventory manually is the process of performing physical inventory cycle counts. For information about determining how to take inventory, see "Physical Inventory Methods" in chapter 1. Note If you are processing physical inventory counts from an interface file, see "Loading Counts from a Non-Lawson Source (External)" later in this section. If you are counting par locations, see "Counting Par Locations" later in this chapter. If you are taking a physical inventory as a method of defining beginning balances, do so only if you are not converting beginning balances or defining receipt quantities through an inventory transaction program.

Selecting Items to Count

A select ID identifies the items to count. You use select IDs throughout the inventory count procedure. You can define multiple select IDs for different kinds of counts, such as complete physicals, counts by bin group, counts by movement class, or counts for selected items. For example, you could · · · select items with a high turnover rate, select a count accuracy less than a specified percentage, or select items not counted in a specified number of days.

To select items to count 1. Use IC70.1 (Select IDs) to define select IDs for physical inventory cycle counts. 2. On the Select IDs form, type a unique identifier for the select ID. 3. Choose the Initial form tab to define select ID information.

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In the All Locations field, select the locations you want to include. To include all locations in a company, select Yes. ­ or ­ To include locations by select ID, select No. If you selected No in the All Locations field, choose a report group to determine which locations to process.

4. Optional. Choose the Class, Bin form tab to define select IDs for inventory classes and bin groups. If you define select IDs for bin groups, you cannot specify logic selections or append items to the select ID. · Select the Add form action.

5. Optional. Choose the Logic form tab to define select IDs by logic. 6. Optional. Choose the Items form tab to append items to a count. Optional report · Run IC295 (Count Control Status) to list items that have not been counted since a specified date.

Creating a Freeze File

Before you count inventory, you must create a freeze file. A freeze file is a snapshot of current stock-on-hand quantities. Use select IDs to create freeze files. Note Once a freeze file is created, do not define inventory transactions until after you have physically counted the item. The system does not allow transactions dated before the freeze date. To create a freeze file · Run IC170 (Freeze Selected Items) to generate a freeze file for current item stock quantities.

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Printing Count Sheets or Tags

IC270 (Count Sheets) lets you print count sheets or tags for items you selected to count. Count sheets and tags print by select IDs. Before you can print, you must create a freeze file for the select ID in IC170 (Freeze Selected Items). For instructions, see "Creating a Freeze File." To print count sheets or tags · Run IC270 (Count Sheets) to print count sheets or count sheets and tags for a select ID.

Recording Counts

You can use one of two methods to record item counts. You can define them manually or load them from an interface file. For information about loading counts from an interface file, see "Loading Counts from a Non-Lawson Source (External)" later in this section. How you define item counts depends on how you set up the select ID. For example, by default, select IDs require entry of count quantities and are set up for all locations or by report group. For more information, see "Selecting Items to Count" earlier in this section. You can define item count quantities with or without reason codes. Use reason codes for reporting purposes to explain count variances. You cannot use reason codes to override the default general ledger accounts for physical inventory variances. If you define item count quantities without reason codes, you can define reason codes after updating the item counts in IC76.1 (Variance Reasons). You can use one of three methods to define item counts manually. To record counts · Use IC72.1 (Counts by Page) to define item counts by page. Page numbers are created when you create a freeze file in IC170 (Freeze Selected Items). The page numbers correspond to page numbers on item count sheets in IC270 (Count Sheets). ­ or ­ Use IC73.1 (Count Detail) to define item count detail

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information. You can define count quantities for catch weight items. The catch weight code in IC11.1 (Item Master) determines whether both secondary and stock unit of measure quantities are required. You can also display count variances, delete items from the freeze file, and add detail information to existing count records. ­ or ­ Use IC74.1 (Random Counts) to randomly define item counts. Tip If the select ID does not require count entries, the item freeze quantity displays. Define only the counts that are different. If the select ID requires page totals and the page total is zero, select Yes in the Page Total Zero field.

Updating Count Variances

Updating count variances updates the inventory with count variances, creates and reports on variance transactions, calculates count accuracy, and, optionally, deletes freeze records. IC175 (Update Variances) lets you control the count variances that you consider acceptable (not a variance) such as shrinkage. You specify acceptable accuracy percentages by select ID. Count accuracy is based on the number of items with a variance and the number of items counted. IC175 lets you generate a count variance listing to explain variances by reason code in any Inventory Control program in which you define counts. The steps you use to update count variances depend on when you explain count variances, before or after updating. If you explain count variances before updating, you can have the system automatically delete freeze records during updating. If you explain count variances after updating, you must delete freeze records after updating. To explain and then update count variances 1. Run IC175 (Update Variances) to generate a count variance listing. · In the Update field, select No.

2. Use IC72.1 (Counts by Page), IC73.1 (Count Detail), and IC74.1 (Random Counts) to explain count variances by reason code.

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3. Run IC175 (Update Variances) to generate a count variance listing. a. In the Update field, select Yes. b. Optional. In the Delete Records field, select Yes to have the system delete freeze records after updating. The system updates count variances. Note If you selected No in the Delete Records field, you must delete freeze records. For instructions, see "Deleting Freeze Records" later in this section. Optional report · Run IC284 (Variance Explanations) to review and analyze the reasons for variance.

To update and then explain count variances 1. Optional. Run IC175 (Update Variances) to generate a count variance listing. · In the Update field, select No to run in report only mode.

2. Run IC175 (Update Variances) to generate a count variance listing. a. In the Update field, select Yes. b. In the Delete Records field, select No. The system updates count variances and does not automatically delete freeze records after updating. 3. Use IC76.1 (Variance Reasons) to define variance explanations. 4. Run IC179 (Delete Freeze Records) to delete freeze records. For more information, see "Deleting Freeze Records." Optional report · Run IC284 (Variance Explanations) to review and analyze the reasons for variance.

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Deleting Freeze Records

Delete freeze records in the following instances: · · · You did not explain count variances before updating counts. You need to restart an interrupted physical inventory process. You plan to use a select ID for a different inventory count.

Note If you explain count variances before updating counts, you can have the system automatically delete freeze records when you update. For more information, see "Updating Count Variances." You can collectively or individually delete freeze records by company and select ID. To collectively delete freeze records 1. If you updated the count variances but have not explained variances after updating, use IC76.1 (Variance Reasons) to define variance explanations. 2. Run IC179 (Delete Freeze Records) to delete freeze records for a select ID in IC170. To individually delete freeze records 1. If you have updated count variances but have not explained variances after updating, use IC76.1 (Variance Reasons) to define variance explanations. 2. Use IC73.1 (Count Detail) to enter item count detail for a select ID. 3. Select the Delete form action to delete the freeze record.

Loading Counts from a Non-Lawson Source (External)

IC574 (Physical Inventory Interface) lets you use the Physical Inventory file to load physical inventory counts from a non-Lawson system. Lawson Software assumes that you have implemented the Physical Inventory file. For more information, see the Procurement Management Technical Guide.

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To load counts from an interface file 1. Run IC574 (Physical Inventory Interface) process physical inventory counts from an interface file. 2. Optional. In the Edit and Report Only field, select Yes to report only and run a test run. 3. In the Edit and Report Only field, select No load physical inventory counts into the Inventory Control system. For IC574 logic and file layouts, see the Procurement Management Technical Guide. Optional reports and inquiries · · · Use IC72.1 (Counts by Page) to define item counts by the page for a select ID. Use IC73.1 (Count Detail) to define item count detail for a select ID. Run IC175 (Update Variances) to update physical inventory counts to the Inventory Control system and print the count variance report.

Processing Inventory Transactions

A transaction is the act of moving item quantities in and out of inventory. Each inventory transaction has a system-generated code. The code identifies transaction type and source in reports and inquiries. For example, RC is an item receipt defined in the Inventory Control system. PO is a purchase order receipt created in the Purchase Order system. RR is a requisition return created in the Requisitions system. When you view transaction history in IC50.1 (Transaction History), you can see the code in the Trans Type field. For a list of codes, see "Inventory Transaction Codes" in chapter 4. The Inventory Control system processes transactions created in Inventory Control and other Lawson Software systems. For information about processing transactions in par locations, see "Par Location Processing" in chapter 1.

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This table lists the four Inventory Control programs for defining inventory transactions. To Receive item quantities into inventory Issue item quantities out of inventory Transfer item quantities from one location to another Adjust (add or subtract) available item quantities Use IC20 (Receipts) For instructions, see "Receiving Inventory" "Issuing Inventory" "Transferring Inventory" "Defining Quantity Adjustments"

IC21 (Issues) IC22 (Transfers)

IC24 (Adjustments)

Receiving Inventory

Receipts (RC) are items received into inventory. Typically, you define inventory receipts to receive items that were not purchased from a vendor or receive items manufactured within the company. You can use catch weights when you receive items. You purchase the item and assign transaction quantities in the secondary unit of measure quantity. The price or cost is based on the stock unit of measure quantity. The catch weight code defined in IC11.1 determines whether both secondary and stock unit of measure quantities are required. Code A I N R Description All transactions require both secondary and stock unit of measure quantities. Issue (outgoing) transactions require both secondary and stock unit of measure quantities. The transaction is not a catch weight transaction. Receipt (incoming) transactions require both secondary and stock unit of measure quantities.

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If catch weight (stock unit of measure) quantity entry is not required, the system automatically calculates the quantity using the predetermined conversion quantity defined in IC11.1. Whether or not both are required, always define the secondary unit of measure quantity. If the stock unit of measure quantity is also required, define it. If both the secondary and stock unit of measure quantities are required but not defined, a message displays when you release a transaction document. You define catch weight information differently in speed and detail transaction entry forms. · The speed entry form IC20.1 (Receipts) contains a Catch Weight button for accessing the Catch Weight subform. The button appears for items that have a catch weight code other than N (Not Catch Weight Item). The detail entry form IC20.2 (Detail Receipts) contains the Quantity and Secondary Quantity fields.

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Note You may receive a "ratio" warning message. The message displays when the ratio between the stock quantity you typed and secondary unit of measure quantity is less than or greater than the ratio between the defined conversion ratio by the variance percent in IC11.1. The message does not stop the transaction from being released. However, you should review the stock and secondary unit of measure quantities to maintain accurate stock-on-hand counts. After you release a document for receiving for lots, serial numbers, or bins, the system transfers to a transaction detail form. To receive inventory 1. Use IC20.1 (Receipts) for speed receipt entry. ­ or ­ Use IC20.2 (Detail Receipts) for detail receipt entry. IC20.2 lets you define or override detail items on receipt transactions. 2. Select the Add form action and select a document ID.

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3. In the Quantity field, type the receipt quantity. ­ or ­ If you are defining a catch weight item, type the secondary unit of measure quantity. If both the secondary and stock unit of measure quantities are required, the system displays the message "Catch weight item - must enter both quantities." · If you are using IC20.2, in the Secondary Qty field, type a secondary unit of measure quantity. ­ or ­ If you are using IC20.1, choose the Catch Weight button to open the Catch Weight subform. · In the Secondary field, type the stock unit of measure quantity. ­ or ­ Optional. Type a quantity to override the stock unit of measure receipt quantity defaulted by the system.

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4. Optional. In the UOM field, type a transaction unit of measure. 5. Optional. In the Unit Cost field, type a unit cost. The last received or standard cost defaults to the Unit Cost field unless you type a unit cost. 6. In the Bin field, if you want to split an item quantity among multiple bins, type an asterisk (*). For other transaction types, define a separate item line for each bin. 7. Release the document. If you are receiving for lots, serial numbers, or bins, the system transfers to the transaction detail form. Tip You can access detail forms only from the program where the transaction originated. To complete an out-of-balance situation, select the Walkthru form action. To change item detail, transfer to the detail form. 8. Optional. Define transaction detail if you are receiving for lots, serial numbers, or bins.

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a. Use IC29.1 (Lots) to allocate quantities for a transaction line into multiple lots or multiple lots and sublots. b. Type the expiration dates. c. Use IC27.1 (Lot Hold Control) to define such lot information as lot expiration dates. IC27.1 also lets you put lots on hold, release lots on hold, and maintain lot expiration dates. d. Use IC29.2 (Serials) to issue serial numbers to item quantities. The system displays form fields based on the transaction origination. e. Use IC29.3 (Bins) to split item quantities among multiple bins. ­ or ­ Define multiple unit of measure details for one line. The system displays form fields based on the transaction origination. · If the detail quantity is equal to the transaction quantity, the system transfers back to the original transaction form. Select the Release form action. ­ or ­ If the detail quantity is not equal to the transaction quantity, follow the system prompts until transaction detail quantities are equal to the original transaction quantity.

Optional inquiries · Use IC40.2 (Secondary Quantity Availability) to inquire on catch weight item availability by location and display available, stock-on-hand, demand, supply, and intransit quantities. Use IC41.1 (Items Within a Bin) to inquire on stock-on-hand quantities in a bin. Use IC42.2 (Stock by Lot) to inquire on lot stock-on-hand quantities.

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Use IC42.3 (Serial Numbers) to inquire on item serial numbers. Use IC42.4 (Secondary Detail) to inquire on stock detail information for catch weight items.

Issuing Inventory

Issues (IS) are items taken out of inventory. Typically, you define issues if you do not use the Order Entry or Requisitions systems. You can review and adjust issue transactions as needed before you release and update them to inventory. If you are issuing lot or serial number tracked items, the system displays detail forms which require completion before release. When you release issue transactions, the system immediately updates the stock-on-hand quantities. To issue inventory 1. Use IC21.1 (Issues) for speed issues entry. ­ or ­ Use IC21.2 (Detail Issues) for detail issues entry. IC21.2 lets you define or override detail items on issue transactions. 2. You can override the default debit offset account unit for all transactions or individually by line item. Tip To force a debit account override, define the account unit assigned to inventory issues in the General Ledger system as Inactive. This forces you to override the issue account unit when you issue items in the Inventory Control system. 3. Release the document. If you are issuing for lots, serial numbers, or bins, the system transfers to the transaction detail form. Tip You can access detail forms only from the program where the transaction originated. To complete an out-of-balance situation, select the Walkthru form action. To change item detail, transfer to the detail form.

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4. Optional. Define transaction detail if you are receiving for lots, serial numbers, or bins. a. Use IC29.1 (Lots) to enter lot or lot and sublot information and allocate quantities for a transaction line into multiple lots or multiple lots and sublots. b. Type the expiration dates. c. Use IC27.1 (Lot Hold Control) to define such lot information as lot expiration dates. IC27.1 also lets you put lots on hold and release lots on hold, and maintain lot expiration dates. d. Use IC29.2 (Serials) to issue serial numbers to item quantities. The system displays form fields based on the transaction origination. e. Use IC29.3 (Bins) to split item quantities among multiple bins. ­ or ­ Define multiple unit of measure details for one line. The system displays form fields based on the transaction origination. · If the detail quantity is equal to the transaction quantity, the system transfers back to the original transaction form. Select the Release form action. ­ or ­ If the detail quantity is not equal to the transaction quantity, follow the system prompts until transaction detail quantities are equal to the original transaction quantity.

Optional inquiries · · Use IC41.1 (Items Within a Bin) to inquire on stock-on-hand quantities in a bin. Use IC42.2 (Stock by Lot) to inquire on lot stock-on-hand quantities.

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Use IC42.3 (Serial Numbers) to inquire on item serial numbers. Use IC42.4 (Secondary Detail) to inquire on stock detail information for catch weight items.

Transferring Inventory

You transfer an inventory item to move it from one storage location to another. Depending on the origin and destination of the item, there are two methods for defining transfers: · For transfers between locations, you define direct or intransit transfers. For instructions on defining transfers, see "Defining Transfers." If you define an intransit transfer, you must process the transfer as an intransit receiving. For instructions, see "Processing Intransit Receivings." Note Transfers that involve the movement of goods between European Union countries require you to collect Intrastat statistical data. For more information, see "Defining Transfers Subject to Intrastat Reporting" later in this chapter. · For transfers within a location, you can define detail transfers. For instructions, see "Defining Detail Transfers."

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Defining Transfers

A transfer item is moved from one location and received at another location. You can transfer items directly or as an intransit transfer. This table shows the differences between direct and indirect transfers. Transfer types Direct Description Use a direct transfer when there is no significant time lapse between sending from one location and receiving at the other location. For a direct transfer, the system updates the stock-on-hand at both the sending and receiving location upon release. The system creates two direct transfer transaction types. IT (Issues) types at the location moving the items and RT (Receipt or Receiving) types at the location receiving the items. Intransit An intransit transfer is stock that is moving between two locations. Use an intransit transfer when there is a significant time lapse between sending from one location and receiving at the other location. For intransit transfer, the system reduces the stockon-hand quantity at the issuing location and put into an intransit quantity at the receiving location. Upon release of the receiving document, the system moves the quantity from the intransit quantity to the stock-onhand quantity at the receiving location. The system creates two intransit transfer transaction types: Temporary IR (Intransit Receipt) types to create an intransit transfer at the issuing location and RT (Receiving Transfer) types. After you receive the items, the system changes the transaction type to RT. You can use speed IC22.1 (Transfers) or detail IC22.2 (Detail Transfer) for detail transfer entry. Both forms allow you to review and adjust transactions as many times as necessary before you update the inventory.

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IC22.2 lets you define or override detail items on transfer transactions. You can also use IC22.2 to attach a reason code for tracking purposes, enter additional comments, or enter both the stock and secondary unit of measure quantities for catch weight items. IC22.2 calculates a variance percentage and displays a message if it exceeds the item's variance tolerance defined in the IC11.1 (Item Master) UOM form. To define direct transfers 1. Use IC22.1 (Transfers) for speed transfer entry. ­ or ­ Use IC22.2 (Detail Transfer) for detail transfer entry. 2. Optional. Define an intransit transfer. a. In the Intransit field, select Yes. b. In the Estimated Delivery Date field, type a date. 3. Release the document. If you are transferring for lots, serial numbers, or bins, the system transfers to the transaction detail form. 4. Optional. Define transaction detail. Tip You can access detail forms only from the program where the transaction originated. To complete an out-of-balance situation, select the Walkthru form action. To change item detail, transfer to the detail form. a. Use IC29.1 (Lots) to enter lot or lot and sublot information and allocate quantities for a transaction line into multiple lots or multiple lots and sublots. b. Type the expiration dates. c. Use IC27.1 (Lot Hold Control) to define lot information. IC27.1 lets you put lots on hold, release lots on hold, and maintain lot expiration dates. d. Use IC29.2 (Serials) to issue serial numbers to item quantities. The system displays form fields based on the transaction origination.

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e. Use IC29.3 (Bins) to split item quantities among multiple bins. ­ or ­ Define multiple unit of measure details for one line. The system displays form fields based on the transaction origination. · If the detail quantity is equal to the transaction quantity, the system transfers back to the original transaction form. Select the Release form action. ­ or ­ If the detail quantity is not equal to the transaction quantity, follow the system prompts until transaction detail quantities are equal to the original transaction quantity.

Note If you have defined an intransit transfer, you must process the transfer as an intransit receiving. For instructions, see "Processing Intransit Receivings." Optional inquiries · · · · Use IC41.1 (Items Within a Bin) to inquire on stock-on-hand quantities in a bin. Use IC42.2 (Stock by Lot) to inquire on lot stock-on-hand quantities. Use IC42.3 (Serial Numbers) to inquire on item serial numbers. Use IC42.4 (Secondary Detail) to inquire on stock detail information for catch weight items.

Defining Transfers Subject to Intrastat Reporting

Intrastat data collection is required for all transactions involving the movement of goods across borders within the European Union (EU). You add Intrastat data to a transfer at the same time that you add a transfer. You add Intrastat data by selecting the appropriate Intrastat code for each Intrastat field. For more information on Intrastat codes, see chapter 5 of the Tax Procedures Manual. For information on setting up your Lawson applications for Intrastat reporting, see "Intrastat Setup" in chapter 2 of this manual.

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To add Intrastat data for a transfer 1. Use IC22.2 (Detail Transfer). 2. To add Intrastat information related to the transfer, choose the Intrastat form tab. 3. To add Intrastat information about individual items in the transfer, choose the Line Item form tab. Intrastat line-item information includes the commodity code, the weight in the EU standard unit of measure, and, if required for the commodity, a secondary quantity and secondary unit of measure. Note The secondary quantity and secondary unit of measure are also used by the Inventory Control system and are defined for the transfer item on IC11.1 (Item Master). However, when the Intrastat system determines that Intrastat data must be collected, it compares the secondary unit of measure with the units of measure defined on IN05.1 (UOM Maintenance) and displays an error message if the secondary unit of measure is not also defined as an Intrastat unit of measure. 4. Add the transfer. If the origin and destination countries are both members of the European Union, you automatically create an Intrastat transaction when you add your transfer, and the Intrastat number for this transaction displays in the Intrastat Nbr field. Use this number on IN20.1 (Intrastat Data Maintenance) to verify and modify the data. To maintain Intrastat data for a transfer · Use IC22.2 (Detail Transfer) to change the Intrastat data before releasing the transfer. The inventory is not updated until the form is released.

­ or ­

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Use IN20.1 (Intrastat Data Maintenance) to change the Intrastat data after releasing the transfer. Intrastat data does not affect inventory and can therefore be changed until the time of reporting.

Processing Intransit Receivings

You process intransit receivings for intransit transfers. An intransit transfer is defined as Yes in the Intransit field and has an estimated delivery date in IC22.1 (Transfers). You use an intransit transfer to transfer items between locations when there is a significant time lapse between sending from one location and receiving at the other location. You use the Intransit Shipping report as a receiving document for verifying incoming receivings. The report lists intransit inventory for one or all intransit documents. You can check the actual received item quantities against the quantities shipped. You can print the report · · at the shipping location and include it with the shipped items or at the receiving location and include it with the received items.

You use IC23.1 (Intransit Receiving) to receive items using intransit transfers. You can also use IC23 to schedule resources and plan for space requirements. IC23.2 (Detail Intransit Receiving) lets you add intransit receivings and define or override detail items on intransit receiving transactions. If the transferred item is set up as lot, multiple bin, or serial number tracked in IC11.1 (Item Master), IC23.1 transfers you to an associated form. You can use catch weights when you process intransit receivings. The catch weight code in IC11.1 (Item Master) determines whether both secondary and stock unit of measure quantities are required. You define catch weight information differently in speed and detail transaction entry forms. · The speed entry form IC23.1 (Intransit Receiving) contains a Catch Weight button for accessing the Catch Weight subform. The button appears for items that have a catch weight code other than N (Not Catch Weight Item). The detail entry form IC23.2 (Detail Intransit Receiving) contains the Quantity and Secondary Quantity fields.

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If you partially received the items, you can set a flag to reprint the Intransit Shipping report in IC23.1 (Intransit Receiving). To finish processing intransit transfers, you can use the Open Intransit Report. IC221 lists deliveries expected to arrive on or before a specific date. The report lists intransit inventory that has not been received in IC23.1. To process intransit transfers 1. Optional. Run IC110 (Intransit Shipping) to process intransit shipments. You can print one intransit document or all intransit documents. 2. Use IC23.1 (Intransit Receiving) to speed define the received item quantities. ­ or ­ Use IC23.2 (Detail Intransit Receiving) to detail define the received item quantities. a. Select the Inquire form action for the receiving location and intransit document. b. Select the Add form action and type a receiving document number. c. Select or type the following data. Select or type Whether to receive all item quantities as displayed. Select Yes or No. The default is No. Yes adds all items listed on the intransit document to the receiving document with the open quantity filled in as the received quantity. If you select No, you must type the quantities received for each line item in the Quantity field. Bin If you are receiving inventory and want to split an item quantity among multiple bins, type an asterisk (*).

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Field Quantity

Select or type The received quantity for the line item. If you selected Yes in the Receive All field, leave this field blank. If you are receiving to multiple bins or received lot or serial number tracked items, the system transfers to the associated form.

3. Optional. If the system transferred to an associated form in step 2, the following table summarizes how to process the intransit receiving. To process By lot Use IC23.3 (Intransit Receiving by Lot) IC23.4 (Intransit Receiving by Bin, UOM) To Receive quantities for a transaction line into multiple lots/sublots. Split intransit item receivings into multiple bins and define multiple unit of measure details for one line. Define serial numbers for intransit receivings and, if needed, receive serial numbers into multiple bins.

To multiple bins

By serial numbers

IC23.5 (Intransit Receiving by Serial)

4. In the Quantity field, type the receipt quantity. ­ or ­ If you are defining a catch weight item, type the secondary unit of measure quantity. If both the secondary and stock unit of measure quantities are required, the system displays a message. · If you are using IC23.2 (Detail Intransit Receiving), in the Secondary Qty field, type a secondary unit of measure quantity.

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­ or ­ If you are using IC23.1 (Intransit Receiving), choose the Catch Weight button to open the Catch Weight subform. · In the Secondary field, if both units of measure are required, type the stock unit of measure quantity. ­ or ­ Optional. Type a quantity to override the stock unit of measure receipt quantity defaulted by the system using the conversion factor.

5. In UOM field, select or type the received unit of measure. 6. Optional. If you are using IC23.2, define detail information for multiple units of measure. a. In the FC field, select the X (Select) line action. b. From the Window menu, select Local Form Transfer. c. From the Transfer menu, select Intransit Receiving by Bin, UOM. The IC23.4 (Intransit Receiving by Bin, UOM) form appears. 1) In the UOM field, type any valid unit of measure. Note The line is in balance when the detail lines total quantity (converted to the stock unit of measure) equals the quantity (converted to the stock unit of measure) you typed for the line. 2) Choose OK and close the form. d. If the line is out of balance, select the Walkthru form action to redisplay IC23.4 from IC23.2. Tip To redisplay IC23.4 when the line is in balance, select Local Form Transfer in IC23.2. 7. Optional. Run IC221 (Open Intransit Report) to list deliveries expected to arrive on or before a specific date. Optional inquiries · Use IC40.1 (Availability by Location) to list open intransit receivings by location.

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· · · ·

Use IC41.1 (Items Within a Bin) to inquire on stock-on-hand quantities in a bin. Use IC42.2 (Stock by Lot) to inquire on lot stock-on-hand quantities. Use IC42.3 (Serial Numbers) to inquire on item serial numbers. Use IC48.1 (Open Intransits) to display open intransit quantities.

Defining Detail Transfers

Detail transfers are bin-tracked items moved from one bin to another within a location. You can use detail transfers for three functions as described in this table. To Define bin transfers for bin-tracked items moved from one bin to another within a location. Convert stock-on-hand quantities from one unit of measure to another. Define bin transfers by serial number to transfer serialized item quantities from one bin to another within a location. To define detail transfers · Use IC26.1 (Detail Transfers) to define bin transfers for bintracked items moved from one bin to another within a location. You must specify unit of measure values if required in your company setup in IC01.1 (Company). To convert stock-on-hand units of measure · Use IC26.1 (Detail Transfers) to convert stock-on-hand quantities from one unit of measure to another. When you convert stock-on-hand quantities from one unit of measure to another, both units of measure must be defined for tracking in IC11.1 (Item Master). Use IC26.1 (Detail Transfers) IC26.1 (Detail Transfers) IC26.2 (Bin Transfer by Serial)

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To define bin transfers by serial number 1. Use IC26.2 (Bin Transfer by Serial) to transfer serialized item quantities from one bin to another within a location. 2. Select the Transfer form action. 3. In the FC field, select the Add line action next to the serial number you want to transfer. 4. In the Serial field, type the serial number you want to transfer. 5. Repeat steps 3 and 4 for each serial number you want to transfer. Optional inquiries · · Use IC42.2 (Stock by Lot) to inquire on bin and lot stock-onhand quantities. Use IC42.3 (Serial Numbers) to inquire on item serial numbers.

Adjusting Inventory

Adjusting inventory consists of adjusting (adding or subtracting) stock-on-hand inventory quantities or changing the unit cost of a receipt record after it is released. · · Defining Quantity Adjustments Defining Cost Adjustments

Defining Quantity Adjustments

Inventory quantity adjustments (AJ) adjust minor stock-on-hand count discrepancies. Inventory quantity adjustments are transactions that cannot be classified as issues, receipts, or transfers. Examples of transactions are returns, salvage, miscounts, theft, and damaged goods. To define quantity adjustments · Use IC24.1 (Adjustments) for speed entry. A unit cost is required for adjustments into inventory (positive quantity). It is not necessary to define a unit cost for adjustments out of inventory (negative quantity). ­ or ­

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Use IC24.2 (Detail Adjustments) to add a quantity adjustment and define or override detail items on quantity adjustment transactions. IC24.2 displays stock-on-hand (SOH) quantities before and after adjustments. You can use the last issue cost for the unit cost.

Defining Cost Adjustments

Cost adjustments change the unit cost of a receipt record after it is released. You can adjust receipts processed from the Inventory Control, Purchase Order, Requisitions, and Order Entry systems. A cost adjustment transaction changes the unit cost of a receipt record, adjusts the item average cost, and credits or debits the appropriate general ledger transaction account to reflect the change in inventory value. To define a cost adjustment 1. Use IC28.1 (Cost Adjustments) to change the unit cost of a released receipt record. 2. Select the Inquire form action for the company, location, item, document ID, document type, system code, and document line number. 3. Select the Change line action and type the new unit cost or adjust to zero. You can override the offset accounts, general ledger posting date, and define a reason code, activity, and comments.

Replenishing Inventory

You can replenish inventory at three levels: · · · Replenish bins within a location Replenish one location from another Order from a vendor

You can use all three replenishment levels in the same company. For example, you can replenish picking bins from larger storage bins in the same location, replenish inventory manually, and set up automatic replenishment.

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Replenishing inventory consists of · · Defining Item Location Reorder Information and Replenishing Inventory Using FOP ­ or ­ Replenishing Inventory Using TPO

Replenishing Inventory Using FOP

Use fixed order point (FOP) to replenish inventory when an item's available quantity falls below a reorder point. Item availability is calculated as follows:

Item Availability = Stock-on-hand Quantity + (On Order + Intransit + Work in Progress) - (Allocated + Backordered + In Process)

The reorder point quantity is defined in IC12.1 (Item Location) and can be calculated in IC120 (EOQ and Reorder Calculation). For more information, see "Calculating Reorder Points" in chapter 2. You can use FOP to replenish inventory in the following ways. · Transfer items from larger storage bins to smaller picking bins in a location. For more information, see "Replenishing from One Bin to Another Within a Location." Create purchase orders in the Purchase Order system. For more information, see "Replenishing from a Vendor" later in this section. Transfer inventory from one location to another location. For more information, see "Replenishing from Another Location" later in this section. Create purchase orders through the Requisitions system. For more information, see "Replenishing by Requisition Purchase Orders" later in this section. Create forecast demand for finished goods through the Inventory Control system. For more information, see "Replenishing Finished Goods" later in this section.

·

·

·

·

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Replenishing from One Bin to Another Within a Location

Fixed Order Point (FOP) is one method of replenishing items from larger storage bins to smaller picking bins within a location. Replenishing bins in a location consists of establishing bin reorder policy and maintaining bin transfer documents. To replenish from one bin to another within a location 1. Establish bin reorder policy. a. Use IC38.1 (Bin Reorder Policy) to define bin reorder policies. b. Run IC138 (Bin Replenishment Report) to calculate bin replenishment quantities for a location. c. In the Create Document field, select Yes to create unreleased transfer documents. The system assigns document IDs in number sequence based on the current date. 2. Use IC90.1 (Detail Bin Transfer Entry) to maintain bin transfer documents. IC90.1 (Detail Bin Transfer Entry) lets you review, adjust, and release bin transfer documents created in IC138 (Bin Replenishment Report). Tip Use IC25.1 (Document Release) as a speed method for releasing bin transfer documents.

Replenishing from a Vendor

When you replenish inventory bins in a location from a vendor, you review and update reorder needs. You also create purchase orders in the Purchase Order system. Note You can also use time-phased ordering (TPO) to replenish inventory bins in a location by running DR100 (Distribution Requirements Report). For instructions, see "Replenishing Inventory Using TPO."

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To replenish from a vendor 1. Use IC12.1 (Item Location) to establish suggested Fixed Order Point (FOP) replenishment quantities by buyer. 2. Choose the Reorder form tab and select or type the following data. Field Reorder Policy Reorder Document Description FOP How the item is reordered. Select P (Purchase Order).

3. Choose the Source form tab and select or type the following data. Field Purchase From Loc Automatic Purchasing Description The vendor purchase from location. Whether the Purchase Order system can automatically order this item at this location. Select Yes. Yes automatically orders the item. The Order Entry system uses the item reorder information defined in IC12.1 (Item Location). 4. Calculate the order quantities. a. Run IC140 (Vendor Reorder Advice) to calculate replenishment quantities for items with an available quantity less than the reorder point. b. Optional. In the Update field, select Yes to update the Purchase Order Interface file. 5. If you updated the Purchase Order Interface file, run PO100 (PO Interface) to create purchase orders in the Purchase Order system. For instructions on running PO100, see the Purchase Order Procedures Manual.

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Replenishing from Another Location

Replenishing from one location to another consists of creating interlocation replenishment documents. You can use the Fixed Order Point (FOP) to replenish inventory from another location. To replenish from another location 1. Use RQ04.1 (Requesters) to define the requesting location as a requester. · In the Requester field, define the requester based on the form ID and location. For example, in step 5 you run IC141 (Location Replenishment Report) to replenish from another location. To define the requester based on the form ID (IC141) and the Minneapolis location, in the Requester field type IC141MPLS 2. Use IC12.1 (Item Location) to define location-specific reorder information for an item. 3. Choose the Reorder form tab and select or type the following data. Field Reorder Policy Reorder Document Description FOP How the item is reordered. Select N, I, P, R, T, or X. N (No Document Created) I (Issue Document) P (Purchase Order) R (Requisition) T (Transfer) X (Intransit)

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4. Choose the Source form tab and select or type the data in the following fields. Field Automatic Purchasing Description Optional. This field indicates whether the Purchase Order system can automatically order this item at this location. Select No. Required. The location from which the item is replenished.

Replenishment Location

5. Run IC141 (Location Replenishment Report) to calculate replenishment quantities. a. In the Create Unreleased Document field, select Yes to create an unreleased document. b. In the Estimated Delivery Date field, type a date to create intransit documents. 6. Select the Add form action to create unreleased documents. 7. Use one of the following forms to release the documents. · IC21.1 (Issues) to release issue transactions. ­ or ­ IC22.1 (Transfers) to release transfer transactions. ­ or ­ RQ10.1 (Requisitions) to release requisitions.

Replenishing by Requisition Purchase Orders

You can use Fixed Order Point (FOP) to replenish inventory. You select items to reorder from vendors and creating purchase orders through the Requisitions system. To replenish by requisition purchase orders 1. Use RQ04.1 (Requesters) to define the requesting location as a requester. · In the Requester field, define the requester based on the form ID and location.

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For example, in step 5 you run IC142 (Replenishment by Requisition PO's) to replenish by requisition purchase orders. To define the requester based on the form ID (IC142) and the Minneapolis location, in the Requester field type IC142MPLS 2. Use IC12.1 (Item Location) to define location-specific reorder information for an item. 3. Choose the Reorder form tab and select or type the following reorder information. Field Reorder Policy Reorder Document Description FOP Requisitions

4. Choose the Source form tab and select or type the following data. Field Automatic Purchasing Description This field indicates whether the Purchase Order system can automatically order this item at this location. Select Yes. The location from which the item is replenished. This field indicates that the item is normally supplied from another location, not purchased from a vendor. This field is required if an item is replenished from another location. 5. Run IC142 (Replenishment by Requisition PO's) to select items to be reordered from vendors. 6. Use RQ10.1 (Requisitions) to release requisitions. If you select the ZipRelease form action, you can batch create purchase orders.

Replenishment Location

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For instructions on zip releasing requisitions, see the Requisitions Procedures Manual. 7. After you have released requisitions, you create purchase orders from requisitions in batch mode or online. a. Run RQ125 (PO Generation) to create purchase orders in batch mode. You can run RQ125 for requisitions that were Zip Released in RQ10.1 (Requisitions) or for requisitions from selected vendors. b. Run PO100 (PO Interface) to create released or unreleased purchase orders. ­ or ­ · Use RQ20.1 (Speed Entry) to create and release purchase orders.

­ or ­ · Use RQ20.2 (Buyer Requisition Review) and RQ20.3 (Purchase Order Create) and RQ20.4 (Model PO Select) to create purchase orders from requisitions online.

For instructions, see the Requisitions Procedures Manual and the Purchase Order Procedures Manual.

Replenishing Finished Goods

You can automatically keep your finished goods inventory at acceptable levels and schedule related work order production with adequate leadtimes by running IC143 (Finished Good Replenishment). When available quantities of a finish good drop below the reorder point for the finished good, running IC143 in update mode creates forecast demand for the applicable goods. This demand is created at multiple or individual work order production locations. IC143 generates forecast demand used exclusively in the Work Order system. You use the Work Order system to review and release forecast demand generated by this program. You then schedule work orders for released forecast demand and receive finished goods into inventory automatically as part of the production feedback process.

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You can run IC143 in report or update mode. In either mode, the program calculates forecast demand quantities for finished good replenishment. In report mode, the program calculates replenishment quantities and prints a report of finished goods that need replenishing. Report mode helps you monitor whether your finished good quantities are depleted. If no demand is generated in the report, you know that available quantities are not below the reorder point. In update mode, the program calculates replenishment quantities and creates a demand record for each applicable finished good. To review the formula IC143 uses to calculate forecast demand quantities, see "Calculating Finished Good Replenishment" in chapter 4. Before you run IC143, production facilities and finished good reorder points must exist in your Inventory Control setup. Use the IC02.1 (Location) Work Order form tab to define production facilities. Use IC12.1 (Item Location) to define each finished good and its reorder point. For instructions on defining a finished good, see "Defining Inventory Locations" and "Defining Item Location Reorder Information" in chapter 2. Before you run IC143 in update mode, you must take the following actions. First, use WO10.1 (Forecast Demand) to inquire on existing forecast demand and to release unreleased forecast demand records. Then, use WO20.1 (Production Schedule) to schedule all existing forecast demand in the Work Order system. If there is existing forecast demand from an earlier run of IC143, running IC143 in update mode with the Impact on Forecast Demand field set to A (for "add to forecast demand quantity") causes the resulting demand to be overstated. Prevent such an overstatement by releasing and scheduling existing demand in the Work Order system. Second, view the available quantities to be used by IC143 to calculate replenishment demand quantities. This helps you to know whether you are close to your reorder point, used to trigger replenishment of finished goods. Use IC31.1 (Inventory Location Balances) to view available quantities. Also, use the Drill Around

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feature to view item availability information in the Item field of IC12.1 (Item Location) or of other Inventory Control system forms where the item and inventory location appear. After you run IC143 to create the demand records for depleted finished goods, you can release any unreleased forecast demand in the Work Order system. Note Not releasing the demand when you run IC143 and instead using the Work Order system to review and release the demand can give you more control over which demand is released. Then, you can schedule work orders for each finished good, using Work Order production scheduling. To complete the replenishment process, you must complete production feedback in the Work Order system, which automatically receives the finished goods into inventory. For instructions on using the Work Order system, see the Work Order Procedures Manual. To create demand to replenish finished goods 1. Run IC143 (Finished Good Replenishment) to do one of the following: · · print a Finished Good Replenishment report or create demand for finished goods.

2. Select the applicable company. 3. Optional. Select the applicable production location. 4. Optional. Select the projected production date. 5. Select the applicable mode in the Update field: Select No to print a Finished Good Replenishment report. ­ or ­ Select Yes to create demand for finished goods. 6. If you selected Yes in the Update field, select the impact on forecast demand: Select R to replace forecast demand with the newly calculated forecast demand. ­ or ­

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Select A to add to forecast demand quantity. ­ or ­ Select L to leave alone the existing forecast demand. 7. If you selected Yes in the Update field, select the release status for created forecast demand: Select No to create unreleased forecast demand. ­ or ­ Select Yes to create released forecast demand. Note If you select No, use the Work Order system to review, release, and schedule the forecast demand created by IC143.

Replenishing Inventory Using TPO

You can replenish inventory items designated as Time-Phased Order (TPO) in the Reorder Policy field in IC12.1 (Item Location). For instructions on designating an item as TPO, see "Defining Item Location Reorder Information" in chapter 2. You can use TPO to replenish inventory based on projected item availability by periods. TPO normally applies to items with long leadtimes. You can plan orders for up to 52 periods. The system calculates projected item availability as follows:

Projected Item Availability = Stock-on-hand Quantity - (Firm Demand + Remaining Forecasts) + Scheduled Receipts

The system calculates replenishment orders when the projected available quantity falls below the safety stock quantity. The following example shows how the system calculates item availability. For the first period, the projected availability is 61 = (94 - 23 - 60 + 50). Because the safety stock is 40, the system creates an order quantity of 100. Action Start Minus Minus Value type Stock on hand Firm demand Remaining forecast 8/12 94 23 60 8/19 61 20 63 8/26 118* 45 38 9/02 135 20 46 66 9/09 169

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Action Plus

Value type Scheduled receipts Projected available Planned order

8/12 50 61

8/19 40 18

8/26

9/02

9/09 30

35

69

133 100

Plus

Firm planned order

100*

100

100

* Based on a leadtime of 14 days, the system adds the 8/12 firm planned order quantity (100) to the 8/26 stock-on-hand quantity for a total of 118. The system creates firm planned orders until the firm order period cutoff date, which is specified in DR100 (Distribution Requirements Report). You can use a report group with total groups as a method of replenishing inventory for a company with a distribution hierarchy. Planned orders generated to supply one location are used as demand to the location in the next level in the replenishment supply chain. Using this method, you can filter down the demand from the highest level to the lowest level in the chain.

Creating Planned Orders

Replenishing inventory using TPO consists of creating and maintaining planned orders. To create planned orders 1. Use IC12.1 (Item Location) to establish planned orders. 2. Choose the Reorder form tab and select or type the following reorder information. Field Reorder Policy Description TPO

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Field Reorder Document

Description How the item is reordered. Select N, I, P, R, T, or X. N (No Document Created) I (Issue Document) P (Purchase Order) R (Requisition) T (Transfer) X (Intransit)

3. Choose the Source form tab and select or type the following data. Field Primary Vendor Automatic Purchasing Replenishment Location Description Required for purchase orders. The primary vendor for the location. Yes indicates purchase orders. The location from which the item is replenished. This field indicates that the item is normally supplied from another location, not purchased from a vendor. This field is required if an item is replenished from another location. 4. Optional. Define item forecasts. a. Use IC19.1 (Forecasts) to define item forecasts. For more information, see "Defining Item Forecasts" in chapter 2. b. Use IC12.1 (Item Location) to enter location-specific forecast information. · Choose the Misc form tab to assign a forecast number to the item.

5. Run DR100 (Distribution Requirements Report) to calculate orders.

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6. Use DR25 (Planned Orders) to maintain planned orders. For more information, see "Maintaining Planned Orders." 7. Use the appropriate program to release documents for firm planned orders. Use PO100 (PO Interface) and PO20.1 (Purchase Order) IC21.1 (Issues) IC22.1 (Transfers) RQ10.1 (Requisitions) Optional inquiries · · Use DR40 (Time Phased Order Point) to inquire on planned orders. Use DR42 (Time Phased Order Point by Buyer) to inquire on planned orders by buyer. To release Purchase orders Issues Transfers Requisitions

Maintaining Planned Orders

You can display and adjust planned orders if they are input for another run of DR100 (Distribution Requirements Report). Optionally, planned orders can be part of distribution hierarchy processing. To maintain planned orders · Use DR25.1 (Planned Orders) adjust planned order dates and quantities.

Closing the Period

Closing the period creates general ledger transactions, updates accounts, and closes the Inventory Control system. Lawson recommends that you use this procedure at the end of each period. You can run some of the reports more frequently. For example, you can run IC130 (General Ledger Interface) to report but not update.

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Lawson recommends that you release all outstanding transaction documents before closing an inventory period. Unreleased documents identify item transactions that have not been released (updated) to the Inventory Control system. Maintaining the documents consists of printing lists of unreleased documents or viewing them online. After you release unreleased documents, you create general ledger transactions, run the inventory close process, run the subsystem close if required, and, optionally, reconcile general ledger inventory balances. The following table summarizes those programs. This program IC130 (General Ledger Interface) Has these functions Generates three reports: · The General Ledger Transaction Register report provides an audit trail of transactions created in the Inventory Control system. The General Ledger Posting Report lists the general ledger transactions created as a result of inventory transactions. The General Ledger Summary Posting Report is a summary of totals for the company, departments, and accounts.

·

·

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This program IC130 (General Ledger Interface)

Has these functions Handles posting dates as follows: · The program posts transactions with a general ledger posting date less than or equal to the post-thru date. The general ledger posting date tells the system which general ledger period to post transactions to. If the posting date is earlier than the current general ledger period, IC130 backposts the transactions if the appropriate general ledger period is open. Otherwise, IC130 posts transactions to the current general ledger period. If the posting date is later than the current general ledger period, IC130 allows the transactions to remain in the General Ledger file until the appropriate general ledger period becomes current.

·

·

IC190 (Closing)

Captures period end balances, calculates average stock-on-hand quantities, and updates inventory history. Opens a new period, increments the current period, and increments the year at end of year. Lists the open data if unposted transactions exist.

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This program IC199 (Subsystem Close) required for companies that use subsystem control

Has these functions Closes the inventory subledger before you close the general ledger period in the General Ledger system. Makes certain that all inventory activity has been updated in the General Ledger Interface file and that no outstanding activity exists for the period you are closing. Lists the outstanding data if any outstanding activity exists. Makes certain that the Order Entry and Purchase Order systems have been closed first. Closes the subsystem period.

Optional. IC234 (Period End Valuation)

Reconciles general ledger inventory balances.

Optionally, you can run end-of-period inventory analysis reports. Two of the reports calculate inventory turnover and gross margin return on investment (GMROI). The third report calculates inventory movement classes. For instructions, see "Running Inventory Analysis Reports." To close the period 1. List unreleased documents. · Run IC222 (Unreleased Documents) to print a list of unreleased documents for a company. ­ or ­ Use IC25.1 (Document Release) to view online unreleased transaction documents for a location. IC25.1 includes open intransit receivings. 2. If you are using intransit transfers, a. Run IC221 (Open Intransit Report) to list open intransit items.

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b. If transfers have been delivered, process intransit receivings. For instructions, see "Processing Intransit Receivings" earlier in this chapter. 3. Release all open issue and receipt transaction documents for the period. (You can leave intransit receivings open.) a. Use IC25.1 (Document Release) or one of the following originating programs: · · · · · IC20.1 (Receipts) IC21.1 (Issues) IC22.1 (Detail Transfer) IC23.1 (Intransit Receiving) IC24.1 (Adjustments)

b. Select the Inquire form action for the transaction type you want to release. c. Select the Change form action.

d. Select the Release line action next to the document you want to release. ­ or ­ To display and review transaction detail before releasing a document, 1) Select the Select line action next to the document you want to transfer. 2) Transfer to the appropriate program. ­ or ­ In the GL Date field, change the general ledger posting date to a date after the period-end date. 4. Run IC130 (General Ledger Interface) to create general ledger transactions. a. In the Update field, select No to review transactions. ­ or ­ Select Yes to update the general ledger interface. b. In the Post Thru Date field, type a date.

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IC130 creates general ledger transactions for inventory transactions with a general ledger posting date that is less than or equal to this date. IC130 also updates the summary history file. 5. Run IC190 (Closing) to close out the inventory period. a. If this is the last period of the year, in the Period End Dates for New Year field, type the period dates for the new year. b. If unposted transactions exist: 1) Release outstanding transactions. For instructions, see step 3. 2) Update the General Ledger Interface file. For instructions, see step 4. Tip IC190 uses period-end balances for analysis on several inventory reports. It is important that you run these reports immediately after you close an inventory period to make certain that numbers are accurate. 6. If you use subsystem control, run IC199 (Subsystem Close) to close the inventory subledger before you close the general ledger period. 7. Optional. Use IC234 (Period End Valuation) to capture end of period values. Note You can optionally run end-of-period inventory analysis reports. For instructions, see "Running Inventory Analysis Reports." Optional report and inquiries · Use IC01.2 (Dates) to view period dates. You can use IC01.2 (Dates) to update dates for any period except the last period in a year. However, if you update dates in IC01.2, the system will not calculate average inventory. · Use IC40.1 (Availability by Location) to list open intransit receivings by location.

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· · ·

Use IC48.1 (Open Intransits) to display open intransit quantities. Use IC49.1 (Usage History) to display summarized transactions by period. Run IC233 (Period End Valuation Report) to print valuation for a specific period of time.

Using Strategic Ledger

The LAWSON INSIGHT II Strategic Ledger system provides analysis and reporting on organizational profitability. The Strategic Ledger system interfaces with the Inventory Control system through · · · · IC20.2 (Detail Receipts) IC21.2 (Detail Issues) IC24.2 (Detail Adjustments) IC130 (General Ledger Interface)

IC20.2, IC21.2, and IC24.2 provide User Analysis fields where you can assign values to your inventory transactions. Once you have assigned profitability values and finished processing your inventory transactions, you can use IC130 to transfer the profitability values to the Strategic Ledger system. The process of specifying and transferring profitability values to the Strategic Ledger system occurs when you update the General Ledger File with inventory transactions processed in the Inventory Control system. Once the profitability values are transferred to the Strategic Ledger system, Strategic Ledger will analyze and report on your organizational profitability. For more information on Strategic Ledger, see the Strategic Ledger Procedures Manual. You can determine whether strategic ledger information is processed separately from your daily processing. This lets you bypass strategic ledger to minimize the potential for increasing daily routine performance. For more information, see the General Ledger Procedures Manual.

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Maintaining Inventory Information

Maintaining inventory information consists of six tasks: · · · · · · Updating Material Safety Data Sheets Controlling Item Activity Updating Standard Costs Reviewing Item Leadtimes Listing Potentially Obsolete Items Listing Potentially Overstocked Items

Updating Material Safety Data Sheets

The Inventory Control, Purchase Order, and Warehouse systems track Material Safety Data Sheets (MSDS) for hazardous items. For each item, you can specify a date on which an MSDS form is required. The system automatically requests an MSDS form when you create a purchase order for the item after the required date. In the Warehouse system, you enter the date the form was sent to a customer during picking, packing, or shipping feedback. At receipt time, you can indicate whether the MSDS form was received. The system calculates the next date when a new MSDS form is required and updates the MSDS date in IC12.1 (Item Location). The system calculates the new date by adding one year to the current system date. This process is repeated each year a new MSDS form is required. For more information, see the Purchase Order Procedures Manual and the Warehouse Procedures Manual. To update Material Safety Data Sheets 1. Use IC11.1 (Item Master) to update item information. a. Choose the Main form tab. b. In the MSDS Required field, select Yes. 2. Use IC12.1 (Item Location) to update location-specific item information.

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a. Choose the Misc form tab. b. In the Date field, type the date on which a new MSDS must be received from the vendor.

Controlling Item Activity

The Inventory Control system has four methods for controlling item activity: · · · Stopping issues and receipts at a specific location. For more information, see "Stopping Issues and Receipts." Stopping all transactions at all locations or a specific location. For more information, see "Stopping All Transactions." Deleting item history from the system. For more information, see "Deleting Item History." Because of the restrictions of the third option, Lawson Software recommends that you review the other options first. · Deleting an item from the system. For more information, see "Deleting an Item."

Stopping Issues and Receipts

IC12.1 (Item Location) lets you stop item issues, receipts, or both, by location in the Procurement Management systems. To stop issues and receipts 1. Use IC12.1 (Item Location) to change location-specific information about the item. a. Select the Inquire form action for the item you want to change. b. Select the Change form action. 2. Choose the Main form tab. 3. In the Allow Receipts field, select No to stop item receipts. ­ or ­ In the Allow Issues field, select No to stop item issues.

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Stopping All Transactions

You can stop transactions at all locations or at a specific location in the Procurement Management systems. After you stop transactions at a location, you cannot define new transactions. However, the system processes pre-existing transactions. To stop all transactions at all locations 1. Use IC11.1 (Item Master) to change item information. 2. Choose the Main form tab. a. Select the Inquire form action for the item you want to change. b. Select the Change form action. 3. In the Status field, select I (Inactive). To stop all transactions at a specific location 1. Use IC12.1 (Item Location) to change location-specific information about an item. a. Select the Inquire form action for the item you want to change. b. Select the Change form action. 2. Choose the Main form tab. 3. In the Status field, select I (Inactive).

Deleting Item History

The Inventory Control system lets you delete item history up to a specified date. To delete item history 1. Run IC222 (Unreleased Documents) to print a listing of unreleased documents for a company. ­ or ­ Use IC53.1 (Inventory Documents) to list the unreleased transaction documents for the item.

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2. Use IC25.1 (Document Release) to release unreleased documents. a. Select the Inquire form action for the transaction type you want to release. b. Select the Change form action. c. In the FC field, select the Release line action next to the document you want to release. ­ or ­ To display and review transaction detail before releasing a document, 1) Select the Select line action next to the document you want to transfer. 2) Transfer to the appropriate program. 3. Use IC21.1 (Issues) to issue all stock quantities. ­ or ­ Use IC24.1 (Adjustments) to set the stock-on-hand quantity to zero. For more information, see "Issuing Inventory" or "Adjusting Inventory" earlier in this chapter. 4. Run IC300 (Inventory Purge) to delete the item history.

Deleting an Item

The Inventory Control system lets you delete an item after first deleting the · · · Item history, item locations, and items found on open requisitions, orders, or purchase orders.

For information on deleting an item's history, see "Deleting Item History" earlier in this chapter.

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To delete an item 1. Use IC11.1 (Item Master) and inquire on the item to be deleted. Select the Delete form action. If the item is part of an open requisition, order, or purchase order, the system displays an error message indicating the item cannot be deleted because lines exist for the item. 2. Optional. Manually delete the item (or select substitute items) from any open requisitions, orders, or purchase orders. 3. Optional. For inventory items and nonstock items assigned to item locations, use IC12.1 (Item Location). Select the Delete form action to delete the item from item locations, one at a time. 4. Optional. Use IC11.1 (Item Master) and inquire on the item to be deleted. Select the Delete form action to delete the item after deleting its item history and locations.

Updating Standard Costs

IC125 (Standard Cost Valuation) values inventory by the current and future standard costs defined in the Item Location file. You can use IC125 to update item records with future standard costs and create general ledger cost variance transactions. If you use the update option, the system places the general ledger transactions directly into the General Ledger Transaction file. IC125 lists by item number, the stock unit of measure, stock-onhand quantities, current and future standard costs, extended costs, and cost differences. Note Before you use IC125, make sure future standard costs exist in IC12.1 (Item Location). You can adjust the future standard cost of items by an amount or percentage. For instructions, see "Creating Mass Update Requests" in chapter 2. To update standard costs · Run IC125 (Standard Cost Valuation) based on standard and future standard costs defined for items in IC12.1 (Item Location).

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By default, this report runs in nonupdate mode. This lets you verify future standard costs before updating them to item records. To run this report in update mode, select Yes in the Standard Cost Update field.

Reviewing Item Leadtimes

Lawson Software recommends that you review item leadtimes as part of your daily processing procedures. Leadtime review applies only to items defined for system leadtime control in IC12.1 (Item Location). System leadtime control means the average item leadtime is automatically calculated and updated to item records each time a purchase order is received in PO30 (Receiving). If there is a 50 percent variance between the new average leadtime and the previous average leadtime, the system sets the leadtime control indicator to Review and does not update the average leadtime to the item records. Lawson Software recommends that you review items with a variance and manually change their leadtime requirements in IC12.1 (Item Location). To review item leadtimes · Run IC226 (Leadtime Review Report) to review and adjust the number of leadtime days required for inventory items.

Listing Potentially Obsolete Items

IC227 (Potential Obsolete) lists items with no inventory movement history from the last specified issue date. You can select the items you want to list by location, report group, and inventory class. IC227 includes the unit cost, extended cost, and last issue date for each item. To list potentially obsolete items · Run IC227 (Potential Obsolete) to list items with no movement history since a specific last issue. By default, this listing includes all items with zero stock-onhand quantities and lists potentially obsolete items by extended cost totals (from highest to lowest).

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Listing Potentially Overstocked Items

IC228 (Potential Overstock) lists items with stock-on-hand quantities greater than reorder plus safety stock quantities. You can select the items you want to list by location, report group, and inventory class. IC228 includes the unit cost, last issue date, movement class, leadtime, stock-on-hand, safety stock, and overage percentage for each item. To list potentially overstocked items · Run IC228 (Potential Overstock) to list overstock percentages for items with stock-on-hand quantities that are greater than the quantity of the reorder plus the safety stock.

Reviewing Inventory Information

Reviewing inventory information consists of four tasks: · · · · · Listing an Audit Trail of Item Changes Reporting Item Forecast Variances Analyzing Stock Status Listing Item Availability Running Inventory Analysis Reports

Listing an Audit Trail of Item Changes

Audit trail reports show all the item maintenance activity that has affected item records within a specified time period. The reports show the before and after values for each affected field. Audit trail reports include the date, time, and operator. You can print audit trail reports for a specific item or for all items set up in the Item Master or Item Location file.

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The system maintains an activity audit trail only if set up to do so. Setup form Activity audit trail

IC00.1 (Corporate Item Group) Item Master IC01.1 (Company) Item Location

Note To conserve system space, Lawson Software recommends that you delete audit records after they print. To list an audit trail of changes in the Item Master file 1. Run IC191 (Item Master Audit Trail) to list all field maintenance activity which occurred in the Item Master file. 2. Optional. Delete audit records after they print. To delete the records, select Yes in the Delete Audit Records field. To list an audit trail of changes in the Item Location file 1. Run IC192 (Item Location Audit Trail) to list all field maintenance activity which occurred in the Item Location file. 2. Optional. Delete audit records after they print. To delete the records, select Yes in the Delete Audit Records field.

Reporting Item Forecast Variances

IC239 (Forecast Variance) checks the effectiveness of item forecasts currently used to calculate reorder quantities. IC239 compares actual usage quantities (transaction history) with the item forecast quantities defined in IC19.1 (Forecasts). Only items assigned to the forecast number in IC19.1 (Forecasts) and in IC12.1 (Item Location) are affected. For more information about item forecasts, see "Defining Item Forecasts" in chapter 2. Note Run IC130 (General Ledger Interface) for the most current usage total. For information on running IC130, see "Closing the Period" earlier in this chapter. To report on item forecast variances · Run IC239 (Forecast Variance) to compare actual usage quantities to item forecast quantities.

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Analyzing Stock Status

Stock status is based on the actual supply and demand of an item. Supply quantities are item quantities currently on order and in transit. Demand quantities are item quantities that are picked, allocated, unallocated, or backordered. IC145 (Stock Status Report) shows an item record in three parts: · · · General item information Supply and demand quantity totals Open transactions

The system calculates projected stock-on-hand (SOH) on a cumulative basis. To analyze stock status 1. Run IC145 (Stock Status Report) to determine item availability based on the actual supply and demand. 2. Optional. In the Select Items with Net Change field, select Yes to reset the transaction activity flag. The system sets an internal transaction activity flag when there is transaction activity. When you select Yes in the Select Items with Net Change field, you reset the flag. If you reset the flag, IC145 (Stock Status Report) lists only those items that had transaction activity since the last time you ran IC145. Optional inquiry · Use IC45.1 (Stock Status) to inquire on item availability based on supply and demand.

Listing Item Availability

Item availability is based on the availability calculation you select in IC01.1 (Company). To list item availability · Run IC223 (Availability Report) to list item availability by location.

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Optional inquiry · Use IC31.1 (Item Location Balances) to inquire on balance totals for an item.

Running Inventory Analysis Reports

Inventory analysis reports are optional and can be run in report only mode. IC190 (Closing) uses period-end balances for analysis on several inventory reports. It is important that you run these reports immediately after you close an inventory period to make certain that numbers are accurate. Two inventory analysis reports calculate inventory turnover and gross margin return on investment (GMROI). To Calculate and report inventory turnover rates Run IC135 (Inventory Turnover by Issues) Description IC135 calculates inventory turnover rates based on issue quantities, average stock-on-hand quantities, and, optionally, on transfer and adjustment quantities. IC134 calculates inventory turnover rates based on sales quantities and average stock-on-hand quantities. IC224 calculates GMROI.

­ or ­

IC134 (Inventory Turnover)

Use gross margin return on investment (GMROI)

IC224 (Gross Margin Return on Investment) for Order Entry system users only

The third inventory analysis report calculates inventory movement classes. Inventory movement classes define item use by value and transaction quantity. You can use inventory movement classes for inventory cycle counts. You can create a movement class based on the total inventory cost, usage, or gross margin return on investment (GMROI).

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You determine what percentage of the total inventory is represented by movement classes 1, 2, and 3. You do not have to assign a percentage to each movement class. However, if you assign a percentage to more than one movement class, the total percentage assigned must equal 100 percent. For example, if you assign the percentages 70, 20, and 10 to movement classes 1, 2 and 3, respectively, the program assigns classes as shown in the following table. Class 1 2 3 Assigned to items consisting of XX percent of the total issue costs 70 percent Next 20 percent Last 10 percent

To run inventory analysis reports 1. Optional. Calculate inventory turnovers. · If you use the Order Entry system, use IC134 (Inventory Turnover) to calculate inventory turnovers. ­ or ­ Use IC135 (Inventory Turnover by Issues) to calculate inventory turnovers.

2. Optional. For Order Entry system users only. Run IC224 (Gross Margin Return on Investment) to calculate gross margin return on investment (GMROI). 3. Optional. Run a program to calculate movement classes.

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This table shows you which programs to run to calculate movement classes. To calculate movement classes based on Cost of issues

Run IC150 (Movement Analysis - Cost)

Description This program uses the total issue and sales cost. Optionally, you can include transfer and adjustment costs. Summarized inventory history does not include sales prices for make-to-order kit components. This report is invalid for these items. This program uses the GMROI calculated in IC224 (Gross Margin Return on Investment).

Cost of sales

IC151 (Movement Analysis - Sales)

GMROI

IC152 (Movement Analysis GMROI)

a. Optional. In the Update field, select No to run the program in report only mode. Note Lawson Software recommends that you run the program in report only mode to verify suggested classes before updating. b. In one or more of the Movement Class fields, assign a percentage.

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c.

Run the report until you are satisfied with the movement classes. The report lists items in descending order by total (cost of issues or cost of sales or GMROI) and suggests movement classes based on those percentages.

d. In the Update field, select Yes to run the program in update mode. The program updates suggested movement classes in IC12.1 (Item Location).

Extracting Item Master Data for Healthcare Systems

You can extract Item Master data from the Inventory Control system in six formats for healthcare software systems: · If your site extracts Item Master information for the Atwork surgery system interfaces, see "Extracting Item Master Data for the Atwork Surgery Systems." If your site extracts Item Master information for the OmniCell surgery system interface, see "Extracting Item Master Data for the OmniCell Surgery System." If your site extracts data for the PYXIS, Atwork, or Par Excellence systems, see "Extracting Item Master Data for the PYXIS, Atwork, and Par Excellence Supply Systems." If your site extracts Item Master information for the HBOC/ESI surgery system interfaces, see "Extracting Item Master Data for the HBOC/ESI Surgery Systems." If your site extracts Item Master information for the HBOC/SSG surgery system interfaces, see "Extracting Item Master Data for the HBOC/SSG Surgery Systems." If your site extracts Item Master information for the DeRoyal surgery system interfaces, see "Extracting Item Master Data for the DeRoyal Surgery Systems."

·

·

·

·

·

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Extracting Item Master Data for the Atwork Surgery Systems

IC522 (HL7 Item Master - Atwork) lets you extract Item Master information for the Atwork surgery system interfaces. IC522 selects all items (based on parameters) and extracts Item Master and related information to create a Health Level Seven (HL7) format file. For information about interface logic or IC522, see the Procurement Management Technical Guide. To extract Item Master data for the Atwork surgery systems · Run IC522 (HL7 Item Master - Atwork) to extract Item Master information. In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name IC522WK. The program creates an HL7 format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT® users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

Extracting Item Master Data for the OmniCell Surgery System

IC523 (HL7 Item Master - OmniCell) lets you extract Item Master information for the OmniCell surgery system interface. IC523 selects all items (based on parameters) and extracts Item Master and related information to create a Health Level Seven (HL7) file. For information about interface logic or IC523, see the Procurement Management Technical Guide. To extract Item Master data for the OmniCell Surgery System · Run IC523 (HL7 Item Master - OmniCell) to extract Item Master information.

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In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name ITEMSUPL. The program creates an HL7 format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

Extracting Item Master Data for the PYXIS, Atwork, and Par Excellence Supply Systems

IC524 (CSV Item Master) lets you extract Item Master company number and Item Location picking location information for the PYXIS, Atwork, and Par Excellence system interfaces. The program creates a comma separated value (CSV) export file to interface to these three supply systems. To extract Item Master data for PYXIS, Atwork, and Par Excellence supply systems · Run IC524 (CSV Item Master) to extract Item Master information. In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name IC524WK. The program creates a CSV format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

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Extracting Item Master Data for the HBOC/ESI Surgery Systems

IC525 (HL7 Item Master Interface) lets you extract Item Master information for the HBOC/ESI surgery system interfaces. IC525 selects all items (based on parameters) and extracts Item Master and related information to create a Health Level Seven (HL7) format file. For information about interface logic or IC525, see the Procurement Management Technical Guide. To extract Item Master data for the HBOC/ESI surgery systems · Run IC525 (HL7 Item Master Interface) to extract Item Master information. In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name IC525WK. The program creates an HL7 format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

Extracting Item Master Data for the HBOC/SSG Surgery Systems

IC526 (HL7 Item Master - HBOC/SSG) lets you extract Item Master information for the HBOC/SSG surgery system interfaces. IC526 selects all items (based on parameters) and extracts Item Master and related information to create a Health Level Seven (HL7) format file. To extract Item Master data for the HBOC/SSG surgery system · Run IC526 (HL7 Item Master - HBOC/SSG) to extract Item Master information.

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In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name IC526WK. The program creates an HL7 format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

Extracting Item Master Data for the DeRoyal Surgery Systems

IC527 (HL7 Item Master - DBS) lets you extract Item Master information for the DeRoyal surgery system interfaces. IC527 selects all items (based on parameters) and extracts Item Master and related information to create a Health Level Seven (HL7) format file. To extract Item Master data for the DeRoyal surgery system · Run IC527 (HL7 Item Master - DBS) to extract Item Master information. In the File Name field, specify a file name for the output file. If you leave the field blank, the system uses the default file name IC527WK. The program creates an HL7 format file and stores it in the following directory: For UNIX users: $LAWDIR/productline/interface For Windows NT users: %LAWDIR%\productline\interface For file layout information, see the Procurement Management Technical Guide.

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Counting Par Locations

Counting par inventory consists of maintaining par location data and counting manually or with the handheld terminal. The tasks for counting par locations manually are listed below. · · · · Adding or Changing Par Location Information Maintaining Par Levels Checking Items in a Par Location Counting Par Inventory Manually

For instructions on using the handheld terminal to count par inventory, see the Procurement Management Technical Guide.

Adding or Changing Par Location Information

IC81.1 (Cart/Par Location) lets you add or change par location information. To add or change par location information 1. Use IC81.1 (Cart/Par Location) to define or maintain par location information. 2. On the Cart/Par Location form, select or type the following data. Field Company Par Location Copy from Location Description Optional. The company defined on IC01.1 (Company). The valid stock location within the company inventory. Optional. If you are setting up a new par location by copying information from another location, type the location The location code type indicates whether the location is a par cart location (P) or an exchange cart location (E).

Location Type

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Field Replenish From GL Category

Description The location from which items are replenished. The general ledger category defined for the item in IC04.1 (General Ledger Category).

3. Optional. Define or change line information as needed.

Maintaining Par Levels

Maintaining par levels includes examining par utilization and changing levels as needed. To maintain par levels 1. Look at par utilization. a. Optional. Run IC182 (Par Location Utilization) in nonupdate mode to review recommended par levels. b. Optional. Run IC283 (Par Location Valuation) in nonupdate mode to identify the items and value of the inventory stored at each par location. c. Optional. Run IC281 (Par Inventory Worksheet) to print an alphabetic locator list sequenced by description.

2. Change par levels. a. Optional. Use IC81.1 (Cart/Par Location) to update the suggested par level. b. Optional. Run IC182 (Par Location Utilization) in update mode to update the suggested par level in the Item Location file and print new recommended par levels. c. Optional. Run IC183 (Par Level Load) in update mode to update the par level from the suggested reorder point in the Item Location file.

d. Optional. Run IC283 (Par Location Valuation) in update mode to update the par value in the Company Location file and to identify the items and new value of the inventory stored at each par location.

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Checking Items in a Par Location

You can use an alphabetic locator list sequenced by description as a checklist for checking items in a par location. To check items in a location · Run IC281 (Par Inventory Worksheet) to print the report as a data entry worksheet.

Counting Par Inventory Manually

Replenishing par locations manually requires using a worksheet and defining counts in the Inventory Control system. To count par inventory manually 1. Run IC281 (Par Inventory Worksheet) to print par inventory worksheets sequenced by shelf for use as count sheets in manual counting. 2. Record counts for each bin on the Par Inventory Worksheet. 3. Manually record the counts in the Inventory Control system. a. Use IC83.1 (Par Location Counts) to manually record counts. b. Select the List form action to display items and par levels in a par location. c. Select the Add form action to create a requisition for defined counts. Note If you receive the message "No GL category" after selecting the Add line action, the system did not find a general ledger category for the item at the line level or in the requesting location.

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d. Select the Release form action to release the requisition. Note If you want to avoid backordered items when you release the requisition, you can set up the "@k" process type. This process type automatically cancels line item quantities that are not currently in stock and then closes the requisition. For more information on using the "@k" process type to close requisition lines, see the Requisitions Procedures Manual.

Picking Par Locations

You can pick from central stores and restock a par location manually or with the handheld terminal. If you pick manually, you process inventoried and noninventoried items in the Requisitions system. For more information, see the Requisitions Procedures Manual. If you pick using the handheld terminal, follow the instructions provided in the Procurement Management Technical Guide.

Processing Department Issues and Returns

Par location issues and returns processing lets you remove an item from or return an item to inventory. Issues (IS) are items taken out of inventory. Typically, you define issues manually if you do not use the Order Entry or Requisitions systems. A return is an item put back into inventory. The system treats the return as a negative issue. Note If the return is from a requisition issue, use RQ35.1 (Requisition Returns). You can either manually take items out of inventory or put them back into inventory.

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To define department issues manually · Use IC21.1 (Issues) for speed entry. You can override the default debit offset account for all transactions or individually by item line. ­ or ­ Use IC21.2 (Detail Issues) for detail entry. Tip To force the debit account override, define the account assigned to inventory issues in the General Ledger system as I (Inactive). This forces you to override the issue account when you issue items in the Inventory Control system. To define department returns manually 1. Use IC21.2 (Detail Issues) to define a department return as a negative issue. 2. In the Quantity field, define a negative quantity to create a negative issue.

Processing Patient Charges

You can process patient charges manually or with the handheld terminal. The tasks for processing patient charges manually are listed below. · · Maintaining Supply Charge Prices Defining Patient Demographic Information Manually ­ or ­ Loading patient demographic data if your site interfaces an Admission, Discharge, Transfer (ADT) system. For instructions, see "Loading Patient Demographic Data" in chapter 2. Defining Patient Charges Manually (Optional) Reconciling Patient Charges Extracting Patient Charges if your site interfaces a patient billing system. (Optional) Purging Patient Charges

· · · ·

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For instructions on using the handheld terminal to process patient charges, see" Entering Patient Charges" in appendix D.

Maintaining Supply Charge Prices

Maintaining supply charge prices revolves around PC120 (Price Calculation). PC120 calculates, optionally updates, and prints the Charge Item Price List. Maintaining the supply charge prices consists of · · · · · changing the Price Class table as needed, changing patient charge items as needed, running PC120 (Price Calculation) to print the Charge Item Price List as needed, (optional) sending a copy of the Charge Item Price List to the patient billing department, and handling charge item price changes.

The following table summarizes supply-charge price maintenance activities. To Change the Price Class table Change patient charge items List charge item prices Report charge item prices Calculate but not update charge item prices Update charge item prices Use PC08.1 (Price Class) PC10.1 (Patient Charge Items) Run PC120 (Price Calculation) in List mode List mode

List mode List mode Report mode Update mode

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To Optional. Obtain pricing feedback from the patient billing department

Use

Run PC120 (Price Calculation) in

Use a printed NA copy of the Charge Item Price List printed above in PC120 (Price Calculation) PC08.1 (Price Class) to change the Price Class table Update mode to recalculate supply charge prices

Handle charge item price changes

Defining Patient Demographic Information Manually

PC20.2 (Patient) lets you define patient demographic information manually. To define patient demographic information manually 1. Use PC20.2 (Patient) set up information about a patient. 2. On the Patient form, select or type the following data. Field Company Patient Acct Nbr Description The company to bill the patient charges to. A unique number to identify a patient in a company.

Defining Patient Charges Manually

Patient charge information consists of patient demographic information and information about items or services used for the patient. Before you enter patient charges, make certain that your site has updated the patient demographic data. If your site loads patient demographic from an interface file, see "Loading Patient

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Demographic Data" in chapter 2. If you need to manually define patient demographic information, see "Defining Patient Demographic Information Manually" earlier in this section. To define patient charges manually 1. Use PC20.1 (Patient Charges) to set up patient charge information. 2. On the Patient Charges form, select or type the following data. Field Company Visit Nbr Description The company to bill the patient charges to. The unique number to identify a visit with a company.

3. Choose the Charges form tab to inquire on and maintain patient charge information. 4. Choose the Visit form tab to define patient visit information. Optional inquiry · Use PC20.1 (Patient Charges) to inquire on patient charges.

Reconciling Patient Charges

PC210 (Patient Charge Reconciliation) lets you reconcile patient charges and track lost charges. To reconcile patient charges · Run PC210 (Patient Charge Reconciliation) to print an audit list that indicates whether patient charges are greater than or less than issues for an item.

Extracting Patient Charges

PC530 (Patient Charge Download) lets you extract patient charge information from the LAWSON INSIGHT II database to create a file for handoff to a patient billing system. For PC530 logic and file layouts, see the Procurement Management Technical Guide.

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Processing Patient Charges

To extract patient charges 1. Run PC530 (Patient Charge Download) to create an export file for a patient billing system. 2. On the Patient Charge Download form, select or type the following data. Field Company Revenue Center File Name Type of File Description The identifier for the organization. The code for the revenue center that receives the credit for the items issued to a patient. The output file name. The output file format. Select 1 or 2. Select 1 (flat file) for a Lawson format file. Select 2 (HL7 file) for a Health Level Seven Standard Version 2.2 format file. 3. Choose the patient charges data. · Choose the Send to Billing form tab to select a batch of data to send to billing. ­ or ­ Choose the Resend to Billing form tab to select a batch of data to resend to billing. ­ or ­ Choose the Select by Date Range form tab to select patient charges for use other than sending to billing.

Purging Patient Charges

PC320 (Patient Charge Purge) lets you purge patient charges.

Important

You must run PC320 (Patient Charge Purge) before you purge patient demographic information. To purge patient charge records · Run PC320 (Patient Charge Purge) to purge patient charge information.

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To purge patient demographic information · Run PC310 (Patient Purge) to purge patient demographic information.

Reviewing Par Distribution Management Reports

The following table describes the par location replenishment reports available. Run IC182 (Par Location Utilization) To Update the suggested par level in the Item Location file. IC182 lists the par level, the average daily utilization, and the par level value for each item at a par location. The report totals the amounts for each par location. You can report by report group or par location. Update the par level using the suggested reorder point in the Item Location file. The suggested reorder point is calculated in IC182 (Par Location Utilization).You can run the report by company. You must select a report group, a location, or both. Print an inventory count worksheet (listing items in a par location in shelf order) or an alphabetic locator list. The locator list shows items in a par location sorted alphabetically by description. The report serves as a reference for a location's supplies. Identify the items and the value of the inventory stored at each par location. For each item at a par location, IC283 lists the par quantity, item cost, extended cost, the chargeable flag, and a total value for the location. You can print the report for a single location or a group of locations determined by report group.

IC183 (Par Level Load)

IC281 (Par Inventory Worksheet)

IC283 (Par Location Valuation)

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Reviewing Par Distribution Management Reports

The patient charge reports are shown in the following table. Run PC120 (Price Calculation) To Print the Charge Item Price List in three versions, update, report, and list. The update version reports recalculated prices for all patient charge items with a price class. The report version reports prices as they would appear if they were recalculated using the latest pricing information. The list version reports current prices. PC210 (Patient Charge Reconciliation) Produce an audit or exception list. The variance column indicates the patient charges status as greater than (+) or less than (-) issues for this item.

The department usage report RQ230 (Department Usage Report) lists all issued items and reports month-end usage by department.

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Chapter 4

System Logic

This chapter contains the following topics. · · Calculations Inventory Transaction Codes

Calculations

Lawson Software does not calculate carrying cost or ordering cost. The following entries describe the logic for calculating · · · · carrying cost percent, average ordering cost, EOQ and ROP, and finished good replenishment quantities.

Calculating the Carrying Cost Percent

The carrying cost percent is a user-defined number that determines how much it costs to carry inventory. After you define the carrying cost percent in IC01.1 (Company), the system calculates economic order quantities (EOQ) in IC120 (EOQ and Reorder Calculation). One method of calculating the carrying cost percent includes using the inventory overhead cost percent. You can calculate the inventory overhead cost percent manually using the following formula.

Inventory overhead cost percent = Inventory overhead annual total cost / Inventory total value * 100

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You can then calculate the carrying cost percent manually using the following formula.

Carrying cost percent = Cost of money percent + Inventory overhead cost percent

Calculating the Average Ordering Cost

You must define the ordering cost in IC01.1 (Company) to calculate economic order quantities (EOQ) in IC120 (EOQ and Reorder Calculation). The ordering cost is the cost that increases as the number of orders placed increases. You can use a formula, such as the following one, to calculate the average ordering cost.

(Annual Purchasing Cost) + (Annual Receiving Cost) / Total Number of Items Ordered for the Year

Calculating EOQ and ROP

You can calculate economic order quantity (EOQ) and the reorder point (ROP).

EOQ Formula

To calculate the economic order quantity (EOQ), the reorder quantity code selected on the Reorder form tab in IC12.1 (Item Location) must be E (Economic Order Quantity). You determine the unit cost by selecting a costing method (STD, AVG, LIFO, or FIFO) in IC01.1 (Company). The system uses the following formula to calculate the economic order quantity (EOQ).

EOQ = ((2 * Annual Usage * Ordering Cost) / (Carrying Cost Percent * Unit Cost))

Note The sign indicates square root.

ROP Formula

To calculate the reorder point (ROP), the reorder point code selected on the Reorder form tab in IC12.1 (Item Location) must be V (Variable Reorder Point). The reorder point determines when

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to reorder. The system uses this quantity with the fixed order point (FOP) reorder policy. The system reorders the item when its available quantity falls below the reorder point quantity. Use the following formula to calculate the reorder point (ROP).

ROP = (Annual Usage * Leadtime-Days) / 365 + Safety Stock

Calculating GMROI

To calculate the gross margin return on investment (GMROI), specify the period and year range to analyze. The form also provides an update option which enables you to update suggested movement classes to Item Location records in IC12.1 (Item Location). Use the following formula to calculate the gross margin return on investment (GMROI).

GMROI percentage = ((Price - Cost) / Price) * (Turnover / (1((Cost - Price) / Price)))

Calculating Finished Good Replenishment

When you run IC143 (Finished Good Replenishment), the Inventory Control system calculates replenishment quantities for finished goods when available quantities fall below defined reorder point quantities. The available quantity is a system maintained, undisplayed quantity based on the following formula:

Available Quantity = Current Stock-on-Hand - (Allocated + In Process (including picked quantities) + Backordered + Work Order, + On Hold) + On-Order + Intransit

The Inventory Control system creates demand records for the replenishment orders. To determine the date needed for the replenishment, IC143 uses the projected production date typed on form IC143 and subtracts the leadtime days defined in the IC12.1 (Item Location) Source form tab. (Leadtime days are defined in work days.) IC143 places the date needed for replenishment in the demand record that

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Inventory Transaction Codes

becomes available in the Work Order system. For information on defining leadtime days, see "Defining Item Location Source Information" in chapter 2.

Inventory Transaction Codes

Transactions represent the act of moving item quantities in and out of inventory (inventory activity). When you release item transactions, the system performs two tasks. · · The system updates stock-on-hand balances. The system creates a general ledger transaction. For each transaction, the general ledger category assigned to the Item Location record identifies the inventory and offset accounts for the general ledger.

You can define inventory transactions through the Inventory Control system or through other Lawson systems. Each transaction has a transaction type code that identifies the transaction type and origin. Note Transaction types marked with an asterisk (*) are not valid for IC850 (Transaction Load). Transaction type AJ BT

Description Adjustment Bin transfer

Origin IC24.1 (Adjustments) IC26.1 (Detail Transfers) or IC90.1 (Detail Bin Transfer Entry) IC28.1 (Cost Adjustments) or MA40.1 (Invoice) OE30 (Returns) WH32.1 (Shipping Feedback by Shipment)

CA

Cost adjustments

CR DT

Customer return Direct transfer

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Inventory Transaction Codes

Transaction type IR IS

Description Intransit receipt (temporary, until received) Issues

Origin IC22.1 (Transfers) IC21.1 (Issues) or WH32.1 (Shipping Feedback by Shipment) IC22.1 (Transfers) or WH32.1 (Shipping Feedback by Shipment) IC175 (Update Variances) PO30.1 (PO Receiving) PO33.1 (Receiving Adjustment) IC20.1 (Receipts) PO34.1 (Inspection Accept or Reject) RQ35.1 (Requisition Returns) IC22.1 (Transfers) or IC23.1 (Intransit Receiving) or WH32.1 (Shipping Feedback by Shipment) WH32.1 (Shipping Feedback by Shipment)

IT

Issue transfer ("from location")

PI PO* RA* RC RJ*

Physical inventory variance Purchase order receipt Receiving adjustments Receipts Rejects (Purchase Order inspection) Requisition return Receiving transfer (to location)

RR RT

SH

Shipment

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Inventory Transaction Codes

Transaction type VA VR

Description

Origin

Vendor return adjustments PO31.1 (Vendor Return) Vendor returns PO31.1 (Vendor Return)

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Appendix A

System Programs

This appendix lists the programs for the Inventory Control system. · · Programs Listed by Function List of Forms and Subforms

Programs Listed by Function

The programs listed in this section are grouped by system function. For information on what you need to define in other Lawson systems that interface with the Inventory Control system, see chapter 1, "Considerations Before Setup."

System Setup

Use these programs to set up the Inventory Control system. Form ID IC00.1 IC00.2 IC00.3 IC01.1 Name Corporate Item Group Item Comment Types Item Comment Report Options Company Rules form tab Available form tab IC01.2 IC01.3 IC01.4 Dates Bin Usage Types Report Options

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Programs Listed by Function

Form ID IC02.1

Name Location Address form tab PO Ship To form tab Returns form tab Misc form tab Work Order form tab

IC03.1 IC04.1 IC05.1 IC06.1 IC07.1 IC08.1 IC09.1 IC14.1 IC15.1 IC15.2 IC15.3 IC17.1 IC39.1

Report Group General Ledger Category Sales Class Inventory Class Purchasing Class Generic Names Hazard Codes Manufacturer Code Storage Codes Bins Bin Groups Reason Codes Freight Class

Item Setup

This table lists the programs used to set up and maintain inventory items. Form ID IC10.1 IC10.2 Name Formats Item Master and Location

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Form ID IC11.1

Name Item Master Main form tab Classes form tab UOM form tab Packing form tab User Fields form tab

IC12.1

Item Location Main form tab Misc form tab Reorder form tab Source form tab User Fields form tab

IC13.1 IC16.1 IC16.2 IC16.3 IC16.4 IC18.1 IC19.1 IC38.1 IC81.1 IC81.2* IC82.1 IC83.1 IC116 IC180 IC216 PC08.1 PC10.1

Substitute Items Mass Copy by Location Mass Copy by Item Mass Change Change by Item or Vendor Item Comments Forecasts Bin Reorder Policy Cart/Par Location Cart/Par Location Item Detail Par Location Item Mass Change Par Location Counts Item Mass Update Dictionary Setup Mass Update Parameters Listing Price Class Patient Charge Items

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Programs Listed by Function

Form ID PC20.1

Name Patient Charges Charges form tab Visit form tab

PC20.2

Patient

* A subform, which you cannot access directly by its form ID.

Inventory Transactions

Inventory transaction programs consist of more than one form. Some forms are optional. The system takes you through required detail forms when you process transactions for lot, bin, and serial number tracked items. Form ID IC20.1 IC20.2 IC21.1 IC21.2 IC22.1 IC22.2 IC23.1 IC23.2 IC23.3 IC23.4 IC23.5 IC24.1 IC24.2 IC25.1 IC26.1 IC26.2 Name Receipts Detail Receipts Issues Detail Issues Transfers Detail Transfer Intransit Receiving Detail Intransit Receiving Intransit Receiving by Lot Intransit Receiving by Bin, UOM Intransit Receiving by Serial Adjustments Detail Adjustments Document Release Detail Transfers Bin Transfer by Serial

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Form ID IC27.1 IC28.1 IC29.1 IC29.2 IC29.3 IC90.1 IC95.1* IC95.2* IC95.3* IC110 IC130 IC190 IC199

Name Lot Hold Control Cost Adjustments Lots Serials Bins Detail Bin Transfer Entry Catch Weight Catch Weight Catch Weight Intransit Shipping General Ledger Interface Closing Subsystem Close

* A subform, which you cannot access directly by its form ID.

Physical Inventory Cycle Count Processing

This table lists the programs used to process physical inventory counts. Form ID IC70.1 Name Select IDs Initial form tab Class, Bin form tab Logic form tab Items form tab IC72.1 IC73.1 IC74.1 IC76.1 Counts by Page Count Detail Random Counts Variance Reasons

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Programs Listed by Function

Form ID IC78.1 IC83.1 IC170 IC175 IC179 IC270 IC271

Name Select ID Status Par Location Counts Freeze Selected Items Update Variances Delete Freeze Records Count Sheets Select ID Listing

Kit Processing

This table lists programs used to create and process make-toorder and finished good kits. Form ID IC60.1 IC60.2 IC60.3 IC61.1 IC62.1 Name Kit, Assembly Options Instructions Kit Component Replacement Finished Good Finished Good form tab Components form tab Burdens form tab Scheduling form tab Accounts form tab IC62.2* IC62.3* IC63.1 Finished Good Byproducts Component Accounts Burden Flat Amount form tab Per Unit form tab Per Burden Unit form tab Inventory Cost form tab IC65.1 Component Where Used

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Programs Listed by Function

Form ID IC67.1 IC68.1 IC68.2* IC68.3* IC260 IC262 IC263

Name Kit Availability FG Component Availability FG Component Availability FG Component Sub Loc Availability Kit/Assembly Listing Finished Good Listing Burden Listing

* A subform, which you cannot access directly by its form ID.

Inquiries

In addition to these programs, the system lets you create inquiry form formats to meet your specific needs (such as IC35.1 and IC36.1). Form ID IC30.1 IC31.1 IC35.1 IC36.1 IC40.1 IC40.2 IC41.1 IC42.1 IC42.2 IC42.3 IC42.4 IC43.1 IC45.1 Name Item Search Item Location Balances Inquiry Formats User Defined Item Inquiry Availability by Location Secondary Quantity Availability Items Within a Bin Stock by Detail Stock by Lot Serial Numbers Secondary Detail Bin Type Inquiry Stock Status

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Programs Listed by Function

Form ID IC47.1 IC48.1 IC49.1 IC50.1 IC50.2 IC50.3 IC51.1 IC52.1 IC53.1

Name Cost History Open Intransits Usage History Transaction History Detail Transaction History Transaction Date History Available Bin Space Serial or Lot History Inventory Documents

Reordering

Reorder information defines the reorder method, when to reorder, order calculation, and order quantity. Form ID IC120 IC138 IC140 IC141 IC142 IC143 IC225 IC226 IC227 IC228 IC519 Name EOQ and Reorder Calculation Bin Replenishment Report Vendor Reorder Advice Location Replenishment Report Replenishment by Requisition PO's Finished Good Replenishment Inventory Reorder Advice Leadtime Review Report Potential Obsolete Potential Overstock Forecast Interface

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Time-Phased Order Point

This table lists programs that use the time-phased reordering (TPO) method. Form ID DR25.1 DR40.1 DR42.1 DR100 Name Planned Orders Time Phased Order Point Time Phased Order Point by Buyer Distribution Requirements Report

Reporting

This table lists Inventory Control reports. Form ID IC125 IC134 IC135 IC143 IC145 IC150 IC151 IC152 IC182 IC183 IC190 IC191 IC192 IC199 IC200 IC201 Name Standard Cost Valuation Inventory Turnover Inventory Turnover by Issues Finished Good Replenishment Stock Status Report Movement Analysis - Cost Movement Analysis - Sales Movement Analysis - GMROI Par Location Utilization Par Level Load Closing Item Master Audit Trail Item Location Audit Trail Subsystem Close Item Group Listing Company Listing

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Programs Listed by Function

Form ID IC202 IC203 IC204 IC205 IC206 IC207 IC208 IC209 IC210 IC211 IC212 IC213 IC215 IC217 IC219 IC220 IC221 IC222 IC223 IC224 IC226 IC227 IC228 IC229 IC230 IC232

Name Location Listing Report Group Listing General Ledger Category Listing Sales Class Listing Inventory Class Listing Purchase Class Listing Generic Name Listing Hazard Code Listing Item Master Listing Item Location Listing Item Comments Listing Item Substitutes Listing Bin Listing Reason Code Listing Forecast Listing Transaction History Report Open Intransit Report Unreleased Documents Availability Report Gross Margin Return on Investment Leadtime Review Report Potential Obsolete Potential Overstock Transactions by Reason Code Lot Status Report Serial Status Report

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Form ID IC233 IC234 IC236 IC237 IC238 IC239 IC240 IC241 IC242 IC263 IC280 IC281 IC283 IC284 IC286 IC290 IC295 PC120 PC210

Name Inventory Valuation Period End Valuation Freight Class Listing Unapproved Bin Report Bin Stock on Hand Report Forecast Variance General Ledger Audit Report Bin Reorder Policy Listing Transaction Audit Report Burden Listing Distribution History Report Par Inventory Worksheet Par Location Valuation Variance Explanations Accuracy Progress Item Format Listing Count Control Status Price Calculation Patient Charge Reconciliation

Interface Programs

Run the following programs to interface data into the Inventory Control system. Form ID IC500 IC519 IC520 Name Transaction Interface Forecast Interface Handheld Item Master Interface

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Programs Listed by Function

Form ID IC521 IC522 IC523 IC524 IC525 IC526 IC527 IC550 IC574 IC588 IC589 IC590 PC520 PC521 PC530

Name Bar Code Item Master Interface HL7 Item Master - Atwork HL7 Item Master - OmniCell CSV Item Master HL7 Item Master Interface HL7 Item Master - HBOC/SSG HL7 Item Master - DBS Overallocated Items Physical Inventory Interface Handheld Processing Forecast Transfer Out of Stock Extract Patient Upload HL7 ADT Patient Interface Patient Charge Download Send to Billing form tab Resend to Billing form tab Select by Date Range form tab

PC540

Patient Charge Upload

Conversion and Initial File Loads

Run the following programs to load non-Lawson data files into the Inventory Control system or to convert current inventory data to a new release level. For more information about conversion programs, see the Inventory Control Conversion Workbook. Form ID IC811 IC812 Name Item Master Load Item Location Load

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Form ID IC820 IC840 IC841 IC850 IC851 PC810

Name Beginning Balance Loads Cart Par Location Conversion General Ledger Category Conversion Transaction Load History Load Patient Charge Item Conversion

Handheld Terminal Uploading

Use the following programs to upload data from the handheld terminal and to route the data for processing. Form ID IC89.1 IC289 IC588 Name Handheld Start - Stop of IC588 Batch Handheld Stop of IC588 Handheld Processing

Purge

Use the following programs to purge information in the Inventory Control system. Form ID IC300 PC310 PC320 Name Inventory Purge Patient Purge Patient Charge Purge

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List of Forms and Subforms

List of Forms and Subforms

Form ID DR25.1 DR40.1 DR42.1 IC00.1 IC00.2 IC00.3 IC01.1 Type Form Form Form Form Form Form Form Form tab Form tab IC01.2 IC01.3 IC01.4 IC02.1 Form Form Form Form Form tab Form tab Form tab Form tab Form tab IC03.1 IC04.1 IC05.1 IC06.1 IC07.1 IC08.1 IC09.1 IC10.1 IC10.2 Form Form Form Form Form Form Form Form Form Name Planned Orders Time Phased Order Point Time Phased Order Point by Buyer Corporate Item Group Item Comment Types Item Comment Report Options Company Rules Available Dates Bin Usage Types Report Options Location Address PO Ship To Returns Misc Work Order Report Group General Ledger Category Sales Class Inventory Class Purchasing Class Generic Names Hazard Codes Formats Item Master and Location

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Form ID IC11.1

Type Form Form tab Form tab Form tab Form tab Form tab

Name Item Master Main Classes UOM Packing User Fields Item Location Main Misc Reorder Source User Fields Substitute Items Manufacturer Code Storage Codes Bins Bin Groups Mass Copy by Location Mass Copy by Item Mass Change Change by Item or Vendor Reason Codes Item Comments Forecasts Receipts Detail Receipts Issues Detail Issues Transfers

IC12.1

Form Form tab Form tab Form tab Form tab Form tab

IC13.1 IC14.1 IC15.1 IC15.2 IC15.3 IC16.1 IC16.2 IC16.3 IC16.4 IC17.1 IC18.1 IC19.1 IC20.1 IC20.2 IC21.1 IC21.2 IC22.1

Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form

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List of Forms and Subforms

Form ID IC22.2 IC23.1 IC23.2 IC23.3 IC23.4 IC23.5 IC24.1 IC24.2 IC25.1 IC26.1 IC26.2 IC27.1 IC28.1 IC29.1 IC29.2 IC29.3 IC30.1 IC31.1 IC35.1 IC36.1 IC38.1 IC39.1 IC40.1 IC40.2 IC41.1 IC42.1

Type Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form

Name Detail Transfer Intransit Receiving Detail Intransit Receiving Intransit Receiving by Lot Intransit Receiving by Bin, UOM Intransit Receiving by Serial Adjustments Detail Adjustments Document Release Detail Transfers Bin Transfer by Serial Lot Hold Control Cost Adjustments Lots Serials Bins Item Search Item Location Balances Inquiry Formats User Defined Item Inquiry Bin Reorder Policy Freight Class Availability by Location Secondary Quantity Availability Items Within a Bin Stock by Detail

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Form ID IC42.2 IC42.3 IC42.4 IC43.1 IC45.1 IC47.1 IC48.1 IC49.1 IC50.1 IC50.2 IC50.3 IC51.1 IC52.1 IC53.1 IC60.1 IC60.2 IC60.3 IC61.1 IC62.1

Type Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form Form tab Form tab Form tab Form tab Form tab

Name Stock by Lot Serial Numbers Secondary Detail Bin Type Inquiry Stock Status Cost History Open Intransits Usage History Transaction History Detail Transaction History Transaction Date History Available Bin Space Serial or Lot History Inventory Documents Kit, Assembly Options Instructions Kit Component Replacement Finished Good Finished Good Components Burdens Scheduling Accounts Finished Good Byproducts Component Accounts

IC62.2* IC62.3*

Subform Subform

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Form ID IC63.1

Type Form Form tab Form tab Form tab Form tab

Name Burden Flat Amount Per Unit Per Burden Unit Inventory Cost Component Where Used Kit Availability FG Component Availability FG Component Availability FG Component Sub Loc Availability Select IDs Counts by Page Count Detail Random Counts Variance Reasons Select ID Status Cart/Par Location Cart/Par Location Item Detail Par Location Item Mass Change Par Location Counts Handheld Start - Stop of IC588 Detail Bin Transfer Entry Catch Weight Catch Weight Catch Weight Price Class Patient Charge Items

IC65.1 IC67.1 IC68.1 IC68.2* IC68.3* IC70.1 IC72.1 IC73.1 IC74.1 IC76.1 IC78.1 IC81.1 IC81.2* IC82.1 IC83.1 IC89.1 IC90.1 IC95.1* IC95.2* IC95.3* PC08.1 PC10.1

Form Form Form Subform Subform Form Form Form Form Form Form Form Subform Form Form Form Form Subform Subform Subform Form Form

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Form ID PC20.1

Type Form Form tab Form tab

Name Patient Charges Charges Visit Patient Distribution Requirements Report Intransit Shipping Item Mass Update EOQ and Reorder Calculation Standard Cost Valuation General Ledger Interface Inventory Turnover Inventory Turnover by Issues Bin Replenishment Report Vendor Reorder Advice Location Replenishment Report Replenishment by Requisition PO's Finished Good Replenishment Stock Status Report Movement Analysis - Cost Movement Analysis - Sales Movement Analysis - GMROI Freeze Selected Items Update Variances Delete Freeze Records Dictionary Setup Par Location Utilization

PC20.2 DR100 IC110 IC116 IC120 IC125 IC130 IC134 IC135 IC138 IC140 IC141 IC142 IC143 IC145 IC150 IC151 IC152 IC170 IC175 IC179 IC180 IC182

Form Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report

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List of Forms and Subforms

Form ID IC183 IC190 IC191 IC192 IC199 IC200 IC201 IC202 IC203 IC204 IC205 IC206 IC207 IC208 IC209 IC210 IC211 IC212 IC213 IC215 IC216 IC217 IC219 IC220 IC221 IC222

Type Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report

Name Par Level Load Closing Item Master Audit Trail Item Location Audit Trail Subsystem Close Item Group Listing Company Listing Location Listing Report Group Listing General Ledger Category Listing Sales Class Listing Inventory Class Listing Purchase Class Listing Generic Name Listing Hazard Code Listing Item Master Listing Item Location Listing Item Comments Listing Item Substitutes Listing Bin Listing Mass Update Parameters Listing Reason Code Listing Forecast Listing Transaction History Report Open Intransit Report Unreleased Documents

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Form ID IC223 IC224 IC225 IC226 IC227 IC228 IC229 IC230 IC232 IC233 IC234 IC236 IC237 IC238 IC239 IC240 IC241 IC242 IC260 IC262 IC263 IC270 IC271 IC280 IC281 IC283

Type Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report

Name Availability Report Gross Margin Return on Investment Inventory Reorder Advice Leadtime Review Report Potential Obsolete Potential Overstock Transactions by Reason Code Lot Status Report Serial Status Report Inventory Valuation Period End Valuation Freight Class Listing Unapproved Bin Report Bin Stock on Hand Report Forecast Variance General Ledger Audit Report Bin Reorder Policy Listing Transaction Audit Report Kit/Assembly Listing Finished Good Listing Burden Listing Count Sheets Select ID Listing Distribution History Report Par Inventory Worksheet Par Location Valuation

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Form ID IC284 IC286 IC289 IC290 IC295 IC300 IC500 IC519 IC520 IC521 IC522 IC523 IC524 IC525 IC526 IC527 IC550 IC574 IC588 IC589 IC590 IC811 IC812 IC820 IC840

Type Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report

Name Variance Explanations Accuracy Progress Batch Handheld Stop of IC588 Item Format Listing Count Control Status Inventory Purge Transaction Interface Forecast Interface Handheld Item Master Interface Bar Code Item Master Interface HL7 Item Master - Atwork HL7 Item Master - OmniCell CSV Item Master HL7 Item Master Interface HL7 Item Master - HBOC/SSG HL7 Item Master - DBS Overallocated Items Physical Inventory Interface Handheld Processing Forecast Transfer Out of Stock Extract Item Master Load Item Location Load Beginning Balance Load Cart/Par Location Conversion

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Form ID IC841 IC850 IC851 PC120 PC210 PC310 PC320 PC520 PC521 PC530 PC540 PC810

Type Report Report Report Report Report Report Report Report Report Report Report Report

Name General Ledger Category Conversion Transaction Load History Load Price Calculation Patient Charge Reconciliation Patient Purge Patient Charge Purge Patient Upload HL7 ADT Patient Interface Patient Charge Download Patient Charge Upload Patient Charge Item Conversion

* A subform, which you cannot access directly by its form ID.

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Appendix B

Typical Questions

What happens when I change an item from bin tracking to no bin tracking, or vice versa?

When you change an item from bin tracking to no bin tracking, all existing bin detail records are deleted after a warning message displays. If the item tracks lots, sublots, or serial numbers, the appropriate detail records are summarized. When you change an item from no bin tracking to bin tracking, you must define the preferred bin field for the items you are changing. A bin detail record is created with all the stock-on-hand quantity in the preferred bin. If the item being changed tracks lots, sublots, or serial numbers, the preferred bin number is added to all detail records. A comment displays and indicates that all stock-on-hand is in the preferred bin.

I have a special item that needs a lot and sublot classification and a serial number. How do I do this?

Combine references to both lot, sublot, and serial number in the Serial Number field.

How do I count only one or two items during a physical inventory?

The best way to update stock-on-hand quantities for just one or two items is to use IC24 (Adjustments). Inventory adjustments represent transactions that cannot be classified as issues, receipts, or transfers. For example, returns, salvage, miscounts, theft, damaged goods, and so on. You can select individual items to count on the Items form tab in IC70.1 (Select IDs). However, these items are included with other selected items based on selection criteria specified on either the Class, Bin or Logic form tab in IC70.1.

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How do I set up valid general ledger accounts if we do not use the LAWSON INSIGHT II General Ledger system?

Use GL20.1 (Accounting Units-Accounts). GL20.1 is part of the program subset delivered as part of the Inventory Control system. For information about setting up accounts, see "General Ledger Setup" in chapter 1. For further information, see the General Ledger Procedures Manual.

I have simple needs for my inventory. Is the Inventory Control system too complex?

No. Inventory Control gives you the ability to design your own input and inquiry forms. The system can address your current needs and has additional features for you to grow into.

I want to use the average or standard cost for financial reporting but need FIFO inventory valuation for tax reporting. How can I get both?

The Inventory Control system lets you select average, standard, LIFO, or FIFO for gross profit and general ledger purposes. If you select either average or standard, the system keeps FIFO active for inventory valuation reporting. If you select standard, the system keeps the average cost for you.

I noticed that when I do a direct or intransit transfer, the system asks if I want to track intransit or not. What is the difference?

· Direct transfer When you release the document, the system subtracts the transfer quantity from the stock-on-hand at the "from" location and adds it to the stock-on-hand at the "to" location. The system generates the appropriate general ledger postings from inventory to inventory. Intransit transfer When you release the document, the system subtracts the transfer quantity from the stock-on-hand at the "from" location and adds it to the intransit quantity at the "to" location. The quantity stays at the "to" location until you receive it. Use IC23 (Intransit Receiving) to move the quantity from intransit to stock-on-hand at the "to" location.

·

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Use intransit transfers to monitor and control, in detail, all transfers for which there is a time lag between transfer shipment and receipt. The system generates general ledger transactions to reflect movement into and out of the intransit state.

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Appendix C

Setting Up Handheld Inventory

The Lawson handheld terminal (HHT) provides a convenient way for you to gather inventory control and patient charge data. You can interface data from multiple inventory or charge locations to the Lawson database on the host. This process is called the handheld inventory process.

Understanding the Handheld Inventory Process

The handheld inventory process uses programs on the host, the PC, and the handheld terminal. The process includes the following tasks: · · Downloading par quantities from the host to the handheld terminal Collecting information using the handheld terminal You collect information by scanning bar code labels or manually entering the data for par counts and picks, department issues and returns, and patient charges. · Uploading the data to the host

Note The Handheld Inventory program, which resides in the LAWSON INSIGHT II Desktop program group, performs the download and upload tasks. For instructions on downloading data or uploading data, and using the handheld terminal, see appendix D, "Handheld Terminal Processing."

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Understanding the Handheld Inventory Process

Handheld Inventory Setup Process

When you set up the handheld inventory process, you must perform setup tasks on the host, on the PC, and on the handheld terminal. The following flowchart shows the setup tasks that need to be performed. PC Handheld Inventory Program

Host

Handheld Terminal

Set up the host directories, user logins, jobs

(Optional) Enable the modem

Set up the handheld terminal hardware, load, configure

Set up the Handheld Inventory Program Options

The following sections describe the handheld inventory process and the setup steps required to implement it: · · · Setting Up the Host for Handheld Inventory Processing Setting Up the PC for Handheld Inventory Processing Setting Up the Handheld Terminal

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Setting Up the Host for Handheld Inventory Processing

Before you download data from the host to the handheld terminal or upload data from the handheld terminal to the host, you must set up the host. The following sections provide requirements and procedures for setting up the host: · · · Creating a Directory for Each PC Creating Logins for Handheld Inventory Users Setting Up Host Jobs for Handheld Data

Creating a Directory for Each PC

On the host, create one directory in your UNIX $LAWDIR or Windows NT %LAWDIR% directory for each PC that you will use for handheld inventory processing. To determine where your Lawson directory resides on the host, type env at a command line. This command displays a listing of the environment paths. Find LAWDIR in the listing (the entire pathname for LAWDIR will be listed).

Creating Subdirectories for the Handheld Terminal

When you set up the Handheld Inventory program options, you will need to identify directory paths and PC names. Follow the format below: UNIX users: $LAWDIR/productline/hht/pcname Windows NT users: %LAWDIR%\productline\hht\pcname The pathname used above is dissected as follows: · · · · "$LAWDIR" (or %LAWDIR%) is your Lawson directory. "Productline" is the active Lawson product line (for example, dev70). "Hht" is the handheld terminal subdirectory. "pcname" is a unique name assigned to the PC.

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Creating Logins for Handheld Inventory Users

When creating new user logins for Handheld Inventory users, make sure all logins meet the following requirements: · · · · · · A unique login for each PC that downloads or uploads handheld data A maximum length of five characters for each user name Login access to the /hht subdirectory Login user profile for GUI or UNIVWIN Login onto a command line, not to a menu A login password

Setting Up Host Jobs for Handheld Data

Part of handheld inventory processing includes uploading the handheld data. The upload process automatically runs certain batch programs on the host. Before you can use IC588 (Handheld Processing) to upload the handheld data, you must create host jobs in the following batch programs: IC500 (Transaction Interface), RQ500 (Requisition Interface), and PC540 (Patient Charge Upload). The number of host jobs you need to create depends on the maximum number of files you set up in the Maximum Number of Files field on your Upload Options setup tab. (The Upload Options setup tab is located within the Options dialog box on the Handheld Inventory toolbar.) If you set your maximum number of files to three, for example, you need to create three host jobs prior to processing. If you set your maximum number of files to ten, you need to set up ten host jobs.

Creating Names for Host Jobs

Note This section uses IC500 in examples that explain how to create names for host jobs. You should use the same naming conventions for RQ500 and PC540. The job names you use when you set up your multiple host jobs must follow specific naming conventions. Each job name has three parts:

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·

The first part of the name must be the program code of the batch program. For example, if you are setting up the host job for IC500, the first part of the name must be IC500. The second part of the name must be the first two or three letters of the job name specified in the Job Name field on your Upload Options setup tab. For example, if your job name is BRYAN, the second part in the job name is BRY. If your job name is BD, the second part in the name is BD. The third part of the name must be a 2-digit number that indicates the file number of the job. For example, if your maximum number of files is set to three, the first job must end in 01, the second job must end in 02, and the third job must end in 03.

·

·

For example, if you create IC500 jobs, and your job name is BRYAN, and your maximum number of files is set to three, your job names will be: · · · IC500BRY01 IC500BRY02 IC500BRY03

Creating File Names

Note This section uses IC500 in examples that explain how to create file names. You should use the same naming conventions for RQ500 and PC540. Within each of your host jobs, you must specify a file name parameter in the File Name field. These file names, like the names for host jobs, must be numbered to match the value entered in the Maximum Number of Files field on your Upload Options tab. The file name parameters you set up within each of your jobs must adhere to the following naming conventions: · Each file name must begin with the file name for your batch program (IC500, RQ500, or PC540), as defined in the File Name field on your Upload Options tab. Each file name must end with the appropriate 2-digit number indicating which file number it is.

·

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For example, if you are setting up the file name for your IC500BRY01 job and your batch program file name is ICBD, your file name will be ICBD01. Likewise the file name for IC500BRY02 will be ICBD02, and IC500BRY03 will have the file name ICBD03. By setting up the jobs and file names as described in this section, you are enabling your PC to continue to send files regardless of how fast the host processes them. This prevents bottlenecks in processing. Follow the procedure outlined below to set up each of your batch program jobs. Use the job and file name naming conventions described earlier in this section to create your jobs. To set up a host job for Transaction Interface data 1. Use IC500 (Transaction Interface). 2. On the Transaction Interface form, type or select the following data. Field File Name Edit and Report Only Description The name of the file that contains the handheld data. Whether to run the job in test mode. Valid values are Yes and No. Yes performs a test run of this job. The Lawson database does not update, but error checking does take place. No runs the job in update mode and loads the data to the Lawson database. Release Documents Whether to release the documents after editing. Valid values are Yes and No. Yes releases the documents after editing. 3. To add the job, choose the Add form action.

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To set up a host job for RQ500 data 1. Use RQ500 (Requisition Interface). 2. On the Requisition Interface form, type or select the following data. Field Input File Name Description The name for the file that contains the handheld data. Note The file you specify in this field must reside in the following directory. UNIX users: $LAWDIR/productline/hht Windows NT users: %LAWDIR%\productline\hht Update Whether to run the job in test mode. Valid values are Report and Update. Report runs the job in test mode. You can review the file and correct any errors. Update runs the job in update mode and loads the data to the Lawson database. You cannot review the file or correct errors if you select Update. Released Requisitions Select R (Release), Z (Zip Release), or N (No). Select R (Release) to create released requisitions. Select Z (Zip Release) to create zip released requisitions. Select N (No) to create unreleased requisitions. 3. To add the job, choose the Add form action.

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Setting Up the PC for Handheld Inventory Processing

To set up a host job for PC540 data 1. Use PC540 (Patient Charge Upload). 2. On the Patient Charge Upload form, type or select the following. Field Revenue Center Description The code for the revenue center that receives the credit for the items issued to a patient. The name for the file that contains the handheld data.

File Name

3. To add the job, choose the Add form action.

Setting Up the PC for Handheld Inventory Processing

Handheld inventory processing uses the Handheld Inventory program and the hh32.ini file that reside in the LAWSON INSIGHT II Desktop on the PC. Note If the LAWSON INSIGHT II Desktop is not available, contact your site administrator. The Handheld Inventory program on the PC functions as a gateway to transfer data between the host and the handheld terminal. This program receives the IC520 (Handheld Inventory Item Master Interface) data from the host and stores it in your Microsoft Access database on the PC. You use this program to download the data to the handheld terminal. During the upload process, the Handheld Inventory program receives data from the handheld terminal and stores it in the Microsoft Access database on the PC. Both the Handheld Inventory program and the hh32.ini file require some setup before you can implement the handheld inventory process. On each PC that you plan to use for handheld inventory processing, perform the following steps: · · Checking System Requirements Enabling the Modem

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Enabling the Modem Setting Handheld Inventory Options

Checking System Requirements

The handheld inventory process has the following minimum PC system requirements for downloading and uploading. · · · · · · · 486/66 MHz processor or greater 16 MB RAM or more 10 MB available hard drive disk space VGA monitor Network connection between the host and PC Mouse US Robotics Sportster Voice 28.8 Fax/Modem, model 1172 (required only if using a modem, this is the only supported modem type) COM1 (default) or COM2 available for connection to the handheld terminal Windows 95, Windows NT 4.0 Workstation

· ·

Note File transfer processes require a TCP/IP stack (a file or group of files for transferring files). You must have a Windows Socket V1.1-compliant TCP/IP stack.

Enabling the Modem

If you plan on using a modem when you upload handheld data, you use the Handheld Modem Control program. The first time you use this program, it automatically configures the hh32.ini file for modem operation. You can perform the following steps during setup or wait until the first time you want to turn on the modem to receive calls. Typically, you should perform this procedure every day so that the modem is ready to receive transmissions from the handheld terminal.

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Note The currently supported modem type is US Robotics Sportster Voice 28.8 Fax/Modem, model 1172. The Handheld Modem Control is preset to this modem. To set up the modem for handheld inventory processing 1. In the Materials Management Desktop, choose the Handheld Modem Control icon. Note If the Handheld Modem Control icon does not appear in the Materials Management Desktop, find the Handheld Modem Control program on your PC hard drive and doubleclick it. The first time you run Handheld Modem Control, the system prompts you to configure the hh32.ini file. 2. To configure the hh32.ini file, choose OK. The Handheld Modem Control program sets the ShowCommand parameter in the hh32.ini file to Yes. Note The Handheld Modem Control program is preset to a baud rate of 2400. 3. If you do not want to keep the modem active, choose Exit from the File menu to exit the application. ­ or ­ To keep the modem active, leave the Handheld Modem Control program running. Once this program has been started, it waits for the telephone to ring and automatically answers any calls and begins processing the data that is sent.

Setting Handheld Inventory Options

The Handheld Inventory options enable you to set options that are specific to your organization for the following processes: download, upload, COM port connections, HHT loading, and login information.

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Setting Up the PC for Handheld Inventory Processing

To set Handheld Inventory options 1. On the Handheld Inventory toolbar, choose the Options button. ­ or ­ From the Handheld Inventory Edit menu, choose Options. The Options dialog box opens. 2. In the Options dialog box, choose the options you want to set. Choose tab For

Download Options Setting Handheld Inventory Download Options Upload Options COM Port Load HHT Login Info Setting Handheld Inventory Upload Options Setting Handheld Inventory COM Port Options Setting Handheld Inventory HHT Loading Options Setting Handheld Inventory Login Options

Setting Handheld Inventory Download Options

The download process is accomplished by running IC520 (Handheld Terminal Item Master Interface). Download options are defined in the Handheld Inventory program. The download options enable you to set the paths that will be used when downloading data from the host to the handheld terminal. You can also set the blind count option which would enable you to display par amounts on the handheld terminal screens.

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Setting Up the PC for Handheld Inventory Processing

To set handheld inventory download options 1. In the Options dialog box, choose the Download Options tab and type or select the following data. Field IC520 Path Description The directory location used by IC520 (Handheld Terminal Item Master) to store the file of data. For UNIX users: $LAWDIR/productline/hht/ For Windows NT users: %LAWDIR%\productline\hht\ The full path that the Handheld Inventory program will use combines the path you type in this field with the file name you type in the next PC Name field. PC Name The name of the PC. Note The name is case sensitive. This name must match the unique PC name you used when setting up the host for handheld inventory processing. For instructions on this setup, see "Creating a Directory for Each PC" earlier in this chapter.

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Field Default Blind Inventory Flag

Description This checkbox determines whether par amounts display on the handheld terminal screens. An X in the check box indicates that the handheld terminal does not display the par quantity. Therefore, the person using the handheld terminal must manually enter par location quantities. A blank check box indicates that the handheld terminal displays the par quantity. When you count the par location inventory, the handheld terminal defaults the par quantity to the count quantity unless you enter a value.

2. To set more options, choose the next tab for the options you want to set. ­ or ­ To save all option settings and close the Options dialog box, choose OK.

Setting Handheld Inventory Upload Options

Upload options set the paths, file names, and processing details used when uploading data from the handheld terminal to the host. To set handheld inventory upload options 1. On the Options dialog box, choose the Upload Options tab and type or select the following data. Field Product Line Description The host productline you are uploading data to. This field value must be lowercase. The Lawson user name used to submit jobs on the host during the upload process.

User Name

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Field Job Name Directory Path

Description The job name in uppercase. The directory location used to store the IC500, PC540, and RQ500 data that is uploaded. For UNIX users: $LAWDIR/productline/hht/ For Windows NT users: %LAWDIR%\productline\hht\

IC500 File Name

The IC500 (Transaction Interface) input file name. The file name must be unique for each PC that sends handheld data to the host and must match the File Name field in the IC500 job set up for this PC. The PC540 (Patient Charge Upload) input file name. The file name must be unique for each PC that sends handheld data to the host. The RQ500 (Requisition Interface) input file name. The file name must be unique for each PC that sends handheld data to the host. The form used to process the uploaded data. Select this field if you want to use IC588 (Handheld Processing) to process the IC500, PC540, and RQ500 data that is uploaded. Note You must specify a maximum number in the Maximum Number of Files field.

PC540 File Name

RQ500 File Name

Use Host Agent To Run Jobs

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Field Maximum Number of Files (Required)

Description The number of files that can be uploaded by IC588 for IC500, PC540, and RQ500 before a PC error occurs. If you enter a 10 in this field, the system uploads up to 10 files for IC500, 10 files for PC540, and 10 files for RQ500 without returning an error. If 10 files for IC500 already exists, however, the system sends an error message, saying it cannot upload the file. After filling in this field, you must set up the same number of jobs specified here in IC500, PC540, and RQ500. For example, if you specified 10 in this field, you must set up 10 jobs in IC500, 10 jobs in PC540, and 10 jobs in RQ500.

2. To set more options, choose the next tab for the options you want to set. ­ or ­ To save all option settings and close the Options dialog box, choose OK.

Setting Handheld Inventory COM Port Options

COM port options set the communication options used when downloading or uploading handheld data.

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To set handheld inventory COM Port options 1. In the Options dialog box, choose the COM Port tab and set communication port options to match those used for the handheld terminal. Type or select the following data. Field COM Port Description The PC communication port used to communicate with the handheld terminal. Select COM1 or COM2. The COM port setting must match the communications setting for the handheld terminal (set up in the Load HHT tab). Note The handheld terminal does not work with COM3 or COM4. For information about communication ports, see the hardware manual for your PC. Transfer Time Out How long the download or upload process waits after a successful transfer, an error, or a failure. After the time elapses, the Transfer dialog box closes and the Login dialog box is ready for user input. This field defaults to 10 minutes. Type a time or click the up or down arrow ( to change the time. ) 2. To set more options, choose the next tab for the options you want to set. ­ or ­ To save all option settings and close the Options dialog box, choose OK.

Setting Handheld Inventory HHT Loading Options

The HHT Load options set the COM port and transfer speed used when loading software to the handheld terminal.

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To set handheld inventory HHT loading options 1. In the Options dialog box, choose the Load HHT tab and set the load options to match the COM port and communication speed used on the handheld terminal. Type or select the following data. Field COM Port Description The PC communication port to use when loading software to the handheld terminal. Valid values are COM1 and COM2. The speed at which the handheld terminal communicates with the PC. Lawson recommends 9600. The baud rate must match the baud rate configured on the handheld terminal.

Baud Rate

Note The Load HHT button on this tab is used during the setup process of the handheld terminal to deliver the handheld terminal software to the handheld terminal and set up the handheld terminal database. 2. To set more options, choose the next tab for the options you want to set. ­ or ­ To save all option settings and close the Options dialog box, choose OK.

Setting Handheld Inventory Login Options

The Login options determine the host name and user login used to log into the LAWSON INSIGHT II Desktop during handheld inventory processing.

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Setting Up the Handheld Terminal

To set handheld inventory login options 1. In the Options dialog box, choose the Login Info tab and type or select the following data. Field Host User Name Password Description The host name where the host database resides. The login name used to log on to the LAWSON INSIGHT II Desktop. The password the user uses to log on.

2. To save all option settings and close the Options dialog box, choose OK.

Setting Up the Handheld Terminal

The handheld terminal enables you to record par location counts, department issues and returns, and patient charges. After you collect information by scanning bar code labels or manually entering the data, you can upload the data back to the Lawson database on the host. Lawson supports the following handheld terminal hardware by Symbol Technologies · · PDT 3100 PDT 3300

For information about PDT 3300 hardware, see the PDT 3300 with ISM Operator's Guide, Symbol Technologies, 1992.

Connecting the Handheld Terminal

The handheld terminal can be connected to the PC using a null modem cable attached directly to the handheld terminal or to a handheld terminal cradle. The handheld terminal uses the Ymodem batch protocol. For information about communication ports, see the hardware manual for your PC.

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Note Lawson recommends a warm boot of the PC (restart the computer without turning the hard drive off) each time you connect or disconnect the cables for the handheld terminal. For complete information on rebooting the handheld terminal, see "Rebooting the Handheld Terminal" in appendix D. During the upload process, the handheld terminal can also communicate with the PC using a modem and the Handheld Modem Control program. However, a modem cannot be used when loading the handheld terminal or during the download process. For more information, see "Enabling the Modem" earlier in this chapter. To connect the handheld terminal 1. Connect the null modem cable from the handheld terminal, or its cradle, directly to the COM1 or COM2 communication port on the designated PC. Note The handheld terminal does not work with COM3 or COM4. 2. If you use a cradle, put the handheld terminal in the cradle.

Loading the Handheld Terminal Software

To load the handheld terminal software, you perform steps on the PC and on the handheld terminal. The loading procedure delivers the lawmed.hex program to the handheld terminal and initializes the handheld terminal database.

Important

Whenever you load the handheld terminal, the existing handheld terminal software and database are overwritten. To load the handheld terminal 1. Make sure the handheld terminal is connected and reboot the handheld terminal in command mode. a. Turn off the handheld terminal power switch. b. Determine if you have a 46-key or 56-key handheld terminal.

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c.

Reboot the handheld terminal. If you have a 46-key model, press and hold down F+I. ­ or ­ If you have a 56-key model, press and hold down A+D.

d. Press and release On/Off or PWR. e. Release the key sequence from step c. The Select Function screen appears. 2. On the PC, start the load handheld terminal process. a. Open the LAWSON INSIGHT II Desktop and choose the Handheld Inventory icon to open the Handheld Inventory main window. b. On the Handheld Inventory toolbar, choose the Options button. ­ or ­ From the Handheld Inventory Edit menu, choose Options. c. In the Options dialog box, choose the Load HHT tab and choose the Load HHT button. The PC displays the message, "Please make sure the handheld terminal is in command mode and placed in the cradle." 3. On the handheld terminal, prepare the hardware for the transfer of new software. a. On the Select Function screen, select Program Loader and press Enter. b. On the EEPROM message screen, select Yes and press Enter to continue. The handheld terminal displays "Erasing EEPROM, please wait." The Communications Parameters screen appears. c. On the Communications Parameters screen, set the handheld terminal communication parameters shown in the following table.

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Press the down arrow () to display the next parameter, then press Enter to accept the displayed parameter. Communication parameter Baud rate Default setting 9600 Requirements Lawson recommends a setting of 9600. This value must match the baud rate set in the Handheld Inventory options. For more information, see "Setting Handheld Inventory HHT Loading Options." Press Enter to accept displayed value. Data bits Parity Flow control 7 Odd None Press Enter to accept the default value. Press Enter to accept the default value. Press Enter to accept the default value.

4. On the PC, choose OK to begin loading. A DOS window opens and prompts you to begin the transfer. 5. On the handheld terminal, at the "Start?" prompt, press Enter. 6. On the PC, at the DOS prompt, press Enter. The PC displays the number of bytes sent and percentage of transfer completed. 7. On the handheld terminal, when the message "Status 0000" displays, press Enter. 8. On the PC, close the DOS window. 9. Warm boot the handheld terminal. a. If you have a 46-key model, press and hold down 4+5. ­ or ­ If you have a 56-key model, press and hold down L+Shift.

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b. Press and release On/Off or PWR. The Login screen appears on the handheld terminal.

Configuring the Handheld Terminal Software

To configure the handheld terminal software, you set the values for company, date and time, and communication parameters. This information is written on every record entered on the handheld terminal. To configure the handheld terminal software 1. Turn the handheld terminal on and log in. 2. From the handheld terminal main menu, select Configuration and press Enter. Press the up or down arrow ( to scroll to and select menu ) options. The Configuration menu appears. * CONFIGURATION * Enter company Enter date Enter time Baud rate Direct or Modem Phone Number Main Menu 3. Use the up or down arrow () to scroll to and select each of the following fields. 4. Enter a value in each field and press Enter. Field Enter company Value A valid company number (up to 9999) as defined in IC01.1 (Company). If the company number is only three digits, add a zero for the first digit. Press F4 to return to the Configuration menu.

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Field Enter date

Value A valid date in mm/dd/yyyy format. Press F4 to return to the Configuration menu.

Enter time

A valid time in hh:mm format (24-hour clock). Press F4 to return to the Configuration menu.

Note If you use a modem to communicate during the upload process, reset the next two fields immediately before uploading. Baud rate The speed at which the modem communicates. Press the up or down arrow ( to ) change rate. Lawson recommends using a baud rate of 9600. Press F4 to return to the Configuration menu.

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Field Direct or Modem

Value How the handheld terminal program communicates with the host. Valid values are D (Direct) and M (Modem). Note Press the up or down arrow ( ) to toggle the value to D (Direct). Direct indicates communication through a null modem cable. Modem indicates communication through a phone line. The handheld terminal program dials the host using the phone number defined through the Configuration Menu. Keep in mind that you can only use a modem when uploading data from the handheld terminal. Press F4 to return to the Configuration menu.

5. Optional. To upload handheld data using a modem, you must configure a phone number. a. On the Configuration menu, select Phone Number and press Enter. b. Set the values for modem use in the following fields. Press the up or down arrow () to scroll to the fields. Field Prefix Value Any digits that must be dialed to access an outside line. Pauses are automatically included here. The telephone number, including area code, for the modem line.

Phone

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Field Ext.

Value The number of pauses, if any, that are needed to help make the connection. 1. To clear the field, press the space (sp) key. 2. To enter a comma, press the decimal key. One comma is equal to a 2-second pause.

Note The handheld terminal software does not validate the telephone number. c. To return to the Configuration menu, press F4.

6. Press F4 to return to the main menu. The handheld terminal is now set up and configured. You are ready to begin the handheld inventory process. The procedures for this process are described in appendix D, "Handheld Terminal Processing."

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Handheld Terminal Processing

This chapter describes the procedures you use to enter data into the handheld terminal and share that data with the Lawson database on the host. Some of these procedures are performed on the PC using the Handheld Inventory program and some are performed on the handheld terminal. Before performing these procedures, the Handheld Inventory program must already be set up on the host, the PC, and the handheld terminal. For complete instructions on setup, see appendix C, "Setting Up Handheld Inventory." This chapter is organized into the following sections: · · · · · · Using the Handheld Inventory Program Getting Started with the Handheld Terminal Downloading Data to the Handheld Terminal Entering Data into the Handheld Terminal Uploading Handheld Data Monitoring Batches of Handheld Inventory Data

Using the Handheld Inventory Program

The Handheld Inventory program is an integral part of the entire handheld inventory process. The program resides on the PC as part of the LAWSON INSIGHT II Desktop. You use the Handheld Inventory program to download data to the handheld terminal and upload data from the handheld terminal. You can also use the program to display and manage the batch records stored on the PC during the download and upload processes. The following sections provide a short overview of the Handheld Inventory program interface: · Accessing the Handheld Inventory Program

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· · ·

The Handheld Inventory Window The Handheld Inventory Toolbar Closing the Handheld Inventory

Accessing the Handheld Inventory Program

You can access the Handheld Inventory program from the LAWSON INSIGHT II Desktop. To access the Handheld Inventory program 1. Open the LAWSON INSIGHT II Desktop. 2. Choose the Handheld Inventory icon. The Handheld Inventory window opens. Note Lawson assumes that the Handheld Inventory program is already installed. If the icon does not appear, see your site administrator. The Handheld Inventory toolbar appears under the menu bar. The status bar appears at the bottom edge of the main window.

The Handheld Inventory Window

The following table lists the components of the Handheld Inventory window. Component Menu bar Toolbar Description Contains four menu items: File, Edit, Process, and Help. Contains controls for moving data between the host and the handheld terminal and for monitoring batches of data. For descriptions of the Handheld Inventory toolbar buttons, see "The Handheld Inventory Toolbar" later in this chapter. Contains a batch record for each batch of data moved between the host and the handheld terminal. For more information, see "Viewing a Batch Record" later in this chapter.

Workspace

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Component Status bar

Description Displays the status of transfer activity at the bottom of the window.

The Handheld Inventory Toolbar

The following table describes the buttons that appear on the Handheld Inventory toolbar. Button Host to Handheld Handheld to Host Host to PC PC to Handheld Handheld to PC PC to Host View Log Used to Move data from the host to the handheld terminal. Move data from the handheld terminal to the host. Move data from the host to the PC. Move data from the PC to the handheld terminal. Move data from the handheld terminal to the PC. Move data from the PC to the host. View the log file created during the download or upload process. The log file contains records of the activity for data sent to the handheld terminal or data sent to the host. Find the next record that matches the selected criteria. Sort batch records by the selected criteria. Select batch records by selected criteria. Deselect selected records. Delete selected batch records.

Find Sort Select By Type Clear Selected Delete

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Button Options

Used to Set the Handheld Inventory options: Download, Upload, COM Port, Load HHT, and Login Info. For instructions, see "Setting Handheld Inventory Options" in appendix C. Exit the Handheld Inventory program

Exit

Closing the Handheld Inventory

Closing the Handheld Inventory program returns you to the LAWSON INSIGHT II Desktop Client program group. To close the Handheld Inventory · On the Handheld Inventory toolbar, choose the Exit button. ­ or ­ From the Handheld Inventory File menu, choose Exit.

Getting Started with the Handheld Terminal

To get started using the handheld terminal, you should be familiar with the following: · · · · Starting and Quitting the Handheld Terminal The Handheld Terminal Main Menu Navigating the Handheld Terminal Screens Rebooting the Handheld Terminal

Starting and Quitting the Handheld Terminal

When you turn on the handheld terminal, the User ID screen appears. For normal operation, you would enter your login on this screen. However, in some instances you might want to reboot the unit before proceeding. For instruction on rebooting, see "Rebooting the Handheld Terminal" later in this chapter. Note Neither the handheld terminal software nor the Handheld Inventory program perform any ID verification. However, the program records the ID on each transaction as an audit trail.

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To start the handheld terminal software 1. Turn on the handheld terminal. The User ID screen appears.

User ID:

x23456789x

Press Enter to Continue 2. On the User ID screen, use the keys on the handheld terminal to enter your user ID and press Enter. Note The user ID is a 1- to 10-character string. This ID must match a valid requester defined in the Requisitions system. For more information, see the Requisitions Procedures Manual. The Main menu appears. Par Location Pick Location Patient Charges Dept Issue/Return Load Handheld Send Data to Host Configuration Logoff System 3. Press the up or down arrow () to scroll to and highlight a menu option. 4. Press Enter to choose the highlighted menu option. To quit the handheld terminal program 1. Press F4 as many times as needed until the Main Menu appears. 2. Choose Logoff System. The Login screen appears. 3. Turn off the handheld terminal.

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The Handheld Terminal Main Menu

The following table describes the options on the Main menu, some of which are used only for the initial setup of the handheld terminal software. Option Par Location Used to Enter existing counts of inventory. For instructions, see "Entering Par Location Information" later in this chapter. Enter pulled inventory counts. For instructions, see "Entering Pulled Quantity Information" later in this chapter. Enter charges for items used by specific patients. For instructions, see "Entering Patient Charges" later in this chapter.

Pick Location

Patient Charges

Dept Issue/Return Track inventory that has moved between two locations. For instructions, see "Entering Department Issues and Returns" later in this chapter. Load Handheld Load IC520 (Handheld Inventory Item Master Interface) data from the host to the handheld terminal during the download process. For instructions, see "Downloading Data to the Handheld Terminal" later in this chapter.

Send Data to Host Move data from the handheld terminal to the host during the upload process. For instructions, see "Uploading Handheld Data" later in this chapter. Configuration Set the handheld terminal software options during the initial setup. For instructions, see "Loading the Handheld Terminal Software" in appendix C. Logoff the handheld terminal before turning off the unit. For instructions, see "Starting and Quitting the Handheld Terminal" earlier in this chapter.

Logoff System

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Navigating the Handheld Terminal Screens

You can use the following keys to navigate among the handheld terminal screens. Key Enter F1 F2 Task or status Accept the displayed value or choose the selected option. Display help for the handheld terminal. Search for an item to count (Par Location screen). If there is more than one instance of an item number, the program displays the first item number found. If the program does not find the item number, the handheld terminal beeps three times, pauses for three seconds or until you press a key, displays "ITEM NOT FOUND: The Item number was not found," and displays the current bin on the Par Location Count screen. F3 F4 F5 Move back one field. Move back one menu. Data entered on the current record is canceled. Clear all counted or picked quantities for the current location. For blind count items, the message "EXIT BLIND COUNT WARNING! Data will be erased! Are you sure you want to exit and clear the counts?" displays. To clear the completed counts for the current par location, choose Yes. F9 Delete the lot number or serial number (if you are on the Par Location Pick screen) ­ or ­ Delete the record (if you are on the Patient Charges or Dept Issues/Returns screen)

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Key Down arrow () Up arrow ()

Task or status Move to the next menu option. ­ or ­ Move to the next record or bin. Move to the previous menu option. ­ or ­ Move to the previous record or bin.

Rebooting the Handheld Terminal

There are times when you may need to reboot the handheld terminal. The following table describes three rebooting methods. Method Warm boot Description Restarts the handheld terminal without affecting the data. Use a warm boot when prompted by the handheld terminal software. Clears all data stored on the handheld terminal. Use a cold boot only if you want to clear out all data. The system automatically clears out all handheld terminal data when you upload Handheld data to the host. Command mode Starts up the handheld terminal with access to a special menu. Use command mode to set up the handheld terminal for the first time.

Cold boot

For more information about rebooting the handheld terminal or information about key sequences, see your handheld terminal operator's manual. To reboot the handheld terminal 1. Turn off the handheld terminal power setting. 2. Press and hold down the key sequence for the reboot method you want to perform, as shown in the following table. Method Warm boot 46-key keypad 4+5 56-key keypad L+Shift

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Method Cold boot Command mode

46-key keypad A+B+D F+I

56-key keypad F1+F4+Enter A+D

3. Press and release On/Off or PWR. 4. Release the key sequence from step 2.

Downloading Data to the Handheld Terminal

You should download data to the handheld terminal whenever item or par location data changes, or if the IC520 (Handheld Terminal Item Master Interface) parameters change. The download process extracts data from the host and transfers the data to the handheld terminal to set the electronic count lists. The data consists of item descriptions, par location items, and par location descriptions. When performing the download process, you use the following programs and utilities to transfer item data from the host to the handheld terminal. · On the host, run the Handheld Terminal Item Master Interface (IC520) program. IC520 extracts data from the Lawson database and creates a file that can be transferred to the handheld terminal. For instructions, see "Extracting Data from the Host" later in this chapter. On your PC, use the Handheld Inventory program to move the transfer file from the host to the PC and from the PC to the handheld terminal. On the handheld terminal, use the Load feature to write the IC520 data into the handheld terminal database. For instructions, see "Sending Data to the Handheld Terminal" later in this chapter.

·

·

For information on interface programs used in the download process, see the Procurement Management Technical Guide.

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Download Tasks Flowchart

The Download Tasks flowchart shows the tasks you perform as part of the Handheld Inventory download process.

PC Handheld Inventory Program

Host

Handheld Terminal

Place the handheld terminal in the cradle Start host session

Run IC520

Close host session

Open LAWSON INSIGHT II Desktop and choose the Handheld Inventory icon

speed method YES

Download complete

From the Main Menu choose Load the Handheld and follow the prompts

Choose the Host to Handheld button?

NO

Choose the Host to PC button

Export data to Handheld Terminal: From the workspace window, select the data to export and choose the PC to Handheld button

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Extracting Data from the Host

When IC520 (Handheld Terminal Item Master Interface) runs, it extracts par location and item descriptions, creating a transfer file for downloading to the handheld terminal. For IC520 logic and file layouts, see the Procurement Management Technical Guide. To extract data from the host 1. Run IC520 (Handheld Terminal Item Master Interface). 2. On the Handheld Terminal Item Master Interface form, type or select the following data. Field Company Report Group Description Identifier for the organization. The report group to which you are downloading. If you select a report group, you must leave the Location field blank. Location The location to which you are downloading. If you select a location, you must leave the Report Group field blank. File Name Name of the PC you are using. When PC520 writes the output file, it uses the this name to locate the file path. Note This name must match the PC name entered in the HHT Download Options tab in the Handheld Inventory program on the PC. For information, see "Setting Handheld Inventory Download Options" in appendix C. 3. Choose the Submit form action and submit the job. 4. Access the Lawson Job Scheduler and verify that the job was submitted. Note For instructions on job processing on the host, see Desktop Client Getting Started.

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5. Close the host session.

Sending Data to the Handheld Terminal

This part of the download process requires you to perform steps on the PC and the handheld terminal.

PC Steps for Downloading

Once you create a file of data from the host to download, use the Handheld Inventory program to extract the data from the transfer file, store it temporarily in the Microsoft Access database, and create a transfer file to download. There are two methods you can use to accomplish these steps: the speed download and the normal download. · · The speed download method automatically creates the transfer file of data after extracting the data from the host. The normal download method extracts the data from the host and stops. To continue, you must select the particular data to download and select the PC to Handheld button.

Handheld Terminal Steps for Downloading

Once the transfer file is created on the PC, select Load the Handheld option from the main menu on the handheld terminal to transfer the data to the handheld terminal. While data is sent to the handheld terminal, the Handheld Inventory program on the PC · · · shows the transfer file total size and the time elapsed block size for each block of data it processes, transfers the file to the handheld terminal, and displays "Database transfer successful."

At the end of the process, the handheld terminal displays the message "Transfer successful, press any key to continue." The handheld terminal stores the data in the handheld terminal database.

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Note If the PC displays "550 Pathname no such file or directory," the process cannot locate the correct directory location for the downloaded data. For information about setting download options, see "Setting Handheld Inventory Download Options" in appendix C.

Using the Speed Download Method

The speed download method transfers all data previously extracted by IC520 (Handheld Terminal Item Master Interface) from the host to the handheld terminal in one step. To download using the speed method 1. Prepare the handheld terminal. a. Make sure that the handheld terminal unit is cabled to the PC, either placed in its cabled cradle or cabled directly. b. Turn on the handheld terminal unit and log in. c. From the handheld terminal main menu, choose Load the Handheld. The Loading Terminal screen appears. 2. On the PC, open the LAWSON INSIGHT II Desktop and choose the Handheld Inventory icon to open the Handheld Inventory main window. 3. On the Handheld Inventory toolbar, choose the Host to Handheld button. The Host to PC dialog box displays the message "Start host to handheld transfer?" 4. Choose OK. When data is extracted from the transfer file, the Sending subform appears. 5. On the handheld terminal, from the Loading Terminal screen, choose Continue Loading. The message "Connected. Press any key to continue." displays. 6. On the handheld terminal, press any key.

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The transfer starts. The Loading Terminal screen remains open as data loads. To abort the transfer, choose the Cancel button. The handheld terminal displays the message "Transfer successful" and the PC status line displays the message "Transfer completed successfully." 7. On the handheld terminal, press Enter. The handheld terminal displays the message "Loading Database, please wait." After loading the database, the handheld terminal prompts you to "Press any key." 8. On the handheld terminal, press any key. The handheld terminal main menu appears. 9. Optional. On the PC, check the Handheld Inventory log file. For instructions on viewing the Log file, see "Viewing the Handheld Inventory Log File" later in this chapter.

Using the Normal Download Method

The normal download method sends the extracted data to the PC and then sends only the data that you select to the handheld terminal. To download using the normal method 1. Prepare the handheld terminal. a. Make sure that the handheld terminal unit is cabled to the PC, either placed in its cabled cradle or cabled directly. b. Turn on the handheld terminal unit and log in. c. From the handheld terminal main menu, select Load the Handheld. The Loading Terminal screen displays. 2. On the PC, open the LAWSON INSIGHT II Desktop Client and choose the Handheld Inventory icon to open the Handheld Inventory main window.

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3. On the Handheld Inventory toolbar, choose the Host to PC button. The Host to PC dialog box displays the message "Start host to PC transfer?" 4. Choose OK. Data is extracted from the transfer file and stored in the Microsoft Access database. 5. Optional. Type a batch record comment. For instructions on how to edit batch records, see "Changing Batch Records" later in this chapter. 6. Optional. Check the log file. For instructions on how to view the log file, see "Viewing the Handheld Inventory Log File" later in this chapter. 7. In the Handheld Inventory window workspace, select the data you want to export. For complete instructions on selecting batch records, see "Selecting Batch Records" later in this chapter. 8. Optional. Set the blind count download option. For information about blind counts, see "Setting the Blind Count Download Option" later in this chapter. 9. On the PC, on the Handheld Inventory toolbar, choose the PC to Handheld button. ­ or ­ From the Handheld Inventory Process menu, choose PC to Handheld. 10. On the handheld terminal, from the Loading Terminal screen, choose Continue Loading. The message "Connected. Press any key to continue." appears. 11. On the handheld terminal, press any key. The data transfer starts. The Loading Terminal screen remains open as data loads. To abort the transfer, choose the Cancel button.

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The handheld terminal displays the message "Transfer successful." and the PC status line displays the message "Transfer completed successfully." 12. On the handheld terminal, press Enter. The handheld terminal displays the message "Loading Database, please wait." After loading the database, the handheld terminal prompts you to "Press any key." 13. On the handheld terminal, press any key. The handheld terminal main menu appears. 14. Optional. On the PC, check the Handheld Inventory log file. For instructions, see "Viewing the Handheld Inventory Log File" later in this chapter.

Setting the Blind Count Download Option

One of the Handheld Inventory download options is the blind count option. This option controls whether the par quantities display on the handheld terminal. You can set the download options before or during the download process. However, if you want to set the options during the download, make sure to use the normal download method and not the speed method. For instructions on how to use the normal download method, see the previous procedure "Using the Normal Download Method." To set the blind count download option 1. On the Handheld Inventory toolbar, choose the Options button. ­ or ­ From the Handheld Inventory Edit menu, choose Options. The Options dialog box appears. 2. Choose the Download Options tab. 3. In the Default Blind Inventory Flag field, set the blind count option.

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·

To turn on the blind count option, select the check box. This prevents the handheld terminal from displaying the par quantity, and, therefore, requires all count quantities to be entered. ­ or ­ To turn off the blind count option, clear the check box. This allows the handheld terminal to display the par quantities and does not require entry of all count quantities.

4. Choose OK to set the download options. Note For information about setting other download options, see "Setting Handheld Inventory Download Options" in appendix C.

Entering Data into the Handheld Terminal

The handheld terminal provides a convenient way to gather up-todate information about inventory counts and locations as well as patient charges. Once the handheld terminal is set up and data is downloaded from the host database, you are ready to perform the following procedures: · · · · Entering Par Location Information Entering Pulled Quantity Information Entering Patient Charges Entering Department Issues and Returns

Note Lawson Software assumes that handheld terminal hardware is set up and the handheld terminal software is loaded. For more information, see "Loading the Handheld Terminal Software" in appendix C.

Entering Par Location Information

Par location information is the quantity of each item that currently exists on each par cart or exchange cart. The par value represents the starting quantity of an item. Quantities less than par typically require replenishment. Depending on how the download options are set when the data is downloaded from the host to the handheld terminal, par quantities may or may not be displayed on the Par Location screen. When

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the par quantity is set up to not display, it is called a blind count. For more information, see "Setting the Blind Count Download Option" earlier in this chapter. Note For blind count items, you must enter a value in the Count Quantity field. When blind count is not used, par counts display and you can press Enter to accept the par count as the count quantity. To enter par location counts 1. From the Main menu, choose the Par Location option by pressing the up or down arrow () keys and press Enter. The Par Location screen appears. LOCATION TO COUNT xxxxx xxxxxxxxxxxxx >1W 2N >ICU ER West Floor North Wing Intensive Emergency

Locations that have already been counted are marked with a greater than (>) sign. 2. Select a par location and press Enter. 3. Press the up or down arrow ( to scroll to and highlight each ) field. The Par Location Count screen appears, displaying each item for the location one at a time. 4. If blind count is set, you are prompted to verify the location; enter Y to continue. Par Loc xxxxx PPPP Bin: xxxxxxx Itm:x23456789012345x x123456789x Chrg? Y Mfg:x23456789012345x Ven:x23456789012345x Par=99999 EA 99999

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5. In the EA field, enter a count quantity and press Enter. ­ or ­ To accept the count displayed in the Par field, press Enter. Note If you pressed Enter without entering a count quantity for a blind count item, the handheld terminal displays the current bin until you enter a count quantity. If you entered a count quantity greater than the par quantity displayed, the handheld terminal prompts you to enter the quantity again to verify it. · If you receive the "Account information required" message, you must enter the account information for the item at the Account field prompt.

After you enter a quantity or accept the displayed par quantity, the program displays the next bin. 6. Repeat step 5 until you enter count quantities for all items at this location. If this is the last bin, the handheld terminal beeps three times, pauses for three seconds or until you press a key, displays "END OF FILE: This was the last item in the Par Location," and accesses the Location to Count screen. Inventory count information updates in the handheld terminal database. If you press F4 to move back one screen while you are on the Par Location Count screen, the count quantities for the current location default to the par quantities for all items not yet counted. If blind count is set, you must complete the counts for the current location before returning to the previous screen. The program · · · checks all the bins for the current par location, displays each uncounted bin on the Par Location Count screen, and guides you through the counting process.

After all bins are counted, the handheld terminal accesses the Location to Count screen.

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Entering Pulled Quantity Information

Once you enter par counts for one or more locations, some locations will need replenishment. You can identify the replenishment amounts as pulled quantities by using the Pick Location option. Note You cannot use the Pick Location option until you finish entering the par location counts. To enter pulled quantity information for tracked items 1. From the Main menu, highlight the Pick Location option by pressing the up or down arrow () and press Enter. The Par Location screen appears. Only the locations needing replenishment are listed. LOCATION TO COUNT xxxxx xxxxxxxxxxxxx >1W 2N >ICU ER West Floor North Wing Intensive Emergency

2. Select a par location and press Enter. The Par Location Pick screen appears, displaying only the bins where the item count quantity is less than the par quantity. Par Loc xxxxx PPPP Bin: xxxxxxx Itm:x23456789012345x x123456789x Chrg? Y Mfg:x23456789012345x Pick= 99999 EA Pulled= 99999 3. In the Pulled field, enter the number of items you want to pull and press Enter. ­ or ­ To accept the count displayed in the Pick field, press Enter. If the number of items you enter is greater than the Pulled quantity, the system prompts you to enter the number again to verify it.

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After you enter a pulled quantity, the program displays the next bin. 4. Repeat step 3 to enter all pulled quantities. 5. Once you enter all pulled quantities, press F4 to return to the previous screen. Inventory count information is updated in the handheld terminal database.

Entering Pulled Quantity Information for Tracked Items

If an item that you enter on the Par Location Pick screen is lottracked or serial-tracked, you are prompted to enter lot or serial numbers. The sum of the lot or serial number quantities must equal the pulled quantity. To enter pulled quantities for tracked items If you are prompted for lot or serial numbers, the Lot or Serial Number screen displays. · Enter the lot or serial numbers for the number of items needed. This number should be equal to the pulled quantities. ­ Or ­ You can scan the items to enter the numbers. When you have entered the needed quantity of numbers, the next bin displays on the Pick Location screen. If you enter too many numbers on the Lot Number or Serial Number screen, the handheld terminal pauses for three seconds or until you press a key, displays "ERROR: The Pull Qty does not equal the sum of the Lot/Sublot quantities," displays the pulled quantity and displays the sum of the lot and sublot. · Enter the pulled quantity or press F9 to delete the lot and sublot entry from the list.

To delete tracked items 1. On the Lot Number screen or the Serial Number screen, press F9.

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The message "DELETE RECORD WARNING: Data will be erased! Are you sure you want to exit and clear the counts?" displays. 2. Choose Yes to delete the record currently displayed.

Entering Patient Charges

You can track charges for an individual patient using the Patient Charges option on the handheld terminal. You may use a scanner to enter the charge location, patient account, and item numbers on the Patient Charges screen. To enter patient charges 1. From the Main menu, choose the Patient Charges option by pressing the up or down arrow () and pressing Enter. The Patient Charges screen appears. Patient Charges Charge Date: dd/mm/yy Charge Loc: 99999 ID: x23456789012345x Item x123456789x Charge Qty: 99999 2. Enter the following data. Press Enter to move to the next field. Field Charge Date Charge Loc Description The date of the charge. The charge location. You can scan the charge location number to enter the number. The patient ID number. You can scan the ID number to enter the number. The item number. You can scan the item number to enter the number.

ID

Item

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Field Charge Quantity

Description The quantity of the item. To accept the default quantity of one, leave this field as is.

3. Press Enter. 4. Enter the next item number and quantity and press Enter. 5. After you enter all patient charges, press F4 to return to the previous screen. Patient charge information updates in the handheld terminal database.

Deleting a Handheld Patient Charge Record

The F9 key lets you delete a patient charge record. To delete a patient charges record 1. On the Patient Charges screen, press F9. Note To press F9, press Funct and F4 at the same time. The message "DELETE RECORD WARNING: Data will be erased! Are you sure you want to exit and clear the counts?" displays. 2. Choose Yes to delete the record currently displayed.

Entering Department Issues and Returns

Use the Dept Issues/Returns screen to track · · inventory that is moved from the inventory location to the requesting location (a department issue) and inventory that is moved from the requesting location back to the inventory location (a department return).

Note Department returns are represented by entering a negative number in the Qty field on the Department Issues/Returns screen.

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To enter department issues 1. From the handheld terminal main menu, choose Dept/Issues Returns and press Enter. For instructions on starting the handheld terminal, see "Getting Started with the Handheld Terminal" earlier in this chapter. The Dept Issues/Returns screen appears. Dept Issues/Returns Inv Loc: xxxxx Req Loc: xxxxx Item ID: x23456789012345x Qty: 99999 UOM: 99999 BIN: 9999999 2. Enter the following data. Press Enter to move to the next field. Field Inv Loc Req Loc Item ID Qty Description The inventory location. The requesting location. The item ID number. You can scan to enter the number. The number of items you want to issue from the inventory location to the requesting location. Leave this field as is to accept the default quantity of one. UOM The unit of measure. To accept the default standard Unit of measure, press Enter. BIN 3. Press Enter. 4. Repeat steps 2 and 3 for each department issue item. 5. After you enter all department issues, press F4 to return to the previous screen. The bin number for the item.

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Department issue information updates in the handheld terminal database. To enter department returns 1. From the handheld terminal main menu, choose Dept/Issues Returns and press Enter. For instructions on starting the handheld terminal, see "Getting Started with the Handheld Terminal" earlier in this chapter. The Dept Issues/Returns screen appears. Dept Issues/Returns Inv Loc: xxxxx Req Loc: xxxxx Item ID: x23456789012345x Qty: -99999 UOM: -99999 BIN: 9999999 2. Enter the following data. Press Enter to move to the next field. Field Inv Loc Req Loc Item ID Description The inventory location. The requesting location. The item ID number. You can scan to enter the number. Qty The number of items you want to return from the requesting location to the inventory location (the number must be a negative number). The unit of measure. To accept the default standard Unit of measure, press Enter. BIN 3. Press Enter. 4. Repeat steps 2 and 3 for each department return item. The bin number for item.

UOM

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5. After you have entered all department returns, press F4 to return to the previous screen. Department return information is updated in the handheld terminal database.

Deleting Department Issues or Returns

The F9 key lets you delete a department issue or return record. To delete a department issue or return 1. On the Dept Issues/Returns screen, press F9. Note To press F9, press Funct and F4 at the same time. A message prompts you to confirm that you want to exit the screen and clear the counts. 2. Choose OK. The system deletes the selected record and displays the next record.

Uploading Handheld Data

The upload handheld data process transfers handheld data to the host. The data includes requested and pulled inventory transactions and patient charge data. Note If you are both counting and picking par locations using the handheld terminal, do not upload handheld data until after completing picking. The basic steps for uploading handheld data are to extract data from the handheld terminal and then send the handheld data to the host. Note If you use a modem and the Handheld Modem Control program (HHMODM32.EXE) to extract the handheld data, the upload process is automatically started once you enable the modem. You do not need to perform a separate procedure to send the handheld data to the host.

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The handheld terminal software writes the handheld data to a transfer file. The Handheld Inventory program then moves the data from the handheld terminal to the PC and from the PC to the host. The data is moved to the host in the form of a parameter (.prm) file and data file. When IC588 (Handheld Processing) runs, it checks the following directory for any .prm files. UNIX users: $LAWDIR/productline/hht Windows NT users: %LAWDIR%\productline\hht When IC588 locates a .prm file that was moved to the host, it opens it and uses the parameters within it to start either IC500, PC540, or RQ500. The .prm file is then deleted. IC588 (Handheld Processing) is set up to run at consistent intervals throughout the day. For information about setting Handheld Inventory upload options, see "Setting Handheld Inventory Upload Options" in appendix C.

Upload Processes

The Handheld Inventory program extracts data from the handheld terminal and stores it in your Microsoft Access database. During the upload, the Handheld Inventory program on the PC does the following functions: · · · · Opens the File Transfer dialog box and displays the transferred total size and time elapsed block size Receives the handheld data Displays batch records for the handheld data, changing their status to None Loads data to the PC. IC588 (Handheld Processing Parameters), which is run at consistent intervals throughout the day, searches for handheld data on the PC and submits jobs to load the data onto the host.

The handheld terminal displays the message "Clearing system" as it resets counts and pulled quantities in the handheld terminal database to the last IC520 (Handheld Terminal Item Master Interface) data values loaded.

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The upload handheld data process deletes the IC500, RQ500, and PC540 interface files on the host after successfully loading them into the Lawson database. If the PC displays "No files to export to the host," there's nothing to export. (You can export only batches that have the batch record type Handheld and the status None. After a successful upload, the upload process deletes the uploaded file.) If the PC displays "550 pathname no such file or directory," the process cannot locate the IC500, RQ500, or PC540 path on the host. For information about setting up handheld terminal processing path names on the host, see "Creating a Directory for Each PC" in appendix C. If the PC displays "IC500 file exists," "RQ500 file exists," or "PC540 file exists," a previously uploaded file with the same name is still running or ran unsuccessfully. Check the job status on the host. After the previously uploaded file is finished processing, try uploading again. (For information about running jobs on the host, see the Desktop Client Getting Started.)

Par Location Replenishment

When the data you upload contains picked information, the handheld inventory upload process loads two kinds of transactions into the appropriate system, as follows: · Inventory transactions load into the Inventory Control system as released-issue documents. The system decrements the inventory to complete the process. Noninventory items load into the Requisitions system as released-issue documents. The system decrements the inventory to complete the process. After the handheld data successfully loads, you release unreleased requisitions in the Requisitions system.

·

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Upload Handheld Data Methods

The following table describes three methods you can use to upload handheld data: Method Modem Description You perform one step: extract the data. The modem transmits the date and immediately submits the host jobs. You perform two steps: extract the data and send the data to the host.

Speed upload (Two-step process) Normal upload (Three-step process)

You perform three steps: extract the data, send the data to the PC, and export the data to the host.

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Upload Tasks Flowchart

HOST PC Handheld Terminal

YES

Using a modem? *

NO

Place the Handheld Terminal in the cradle (if necessary) Extract handheld data Create the host transfer file (from the main menu, choose Send Data to Host)

Close all sessions on the host Open LAWSON INSIGHT II Desktop and choose the Handheld Inventory button

Upload complete Files transferred to Host

IC588 submits IC500, RQ500, PC540 jobs to load the data

YES speed method

Choose the Handheld to Host button?

Repeat process from the beginning using a different Handheld Terminal or PC

NO

Choose the Handheld to PC button?

YES

NO

Choose the PC to Host button * The modem must be enabled on the PC before you upload data.

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Extracting Data from the Handheld Terminal

Use the Send Data to Host option on the handheld terminal to extract data from the handheld terminal database. If you use a modem, the data is immediately transmitted to the host. If you do not use a modem, the data is stored in a host transfer file on the handheld terminal. When using a modem for uploading, you must reset the fields on the handheld terminal Configuration menu. Note To use a modem during handheld inventory processing, you must have already enabled the modem. For instructions, see "Enabling the Modem" in appendix C. To upload data using a modem 1. Turn on the handheld terminal and log in. 2. From the handheld terminal main menu, choose Configuration and press Enter. (Press the up or down arrow () to scroll to and highlight menu options.) The Configuration menu appears. 3. Reset the baud rate for the upload. a. Press the up or down arrow () to scroll to and select the Baud Rate field. b. Press Enter. c. Change the rate to 2400 by pressing the up or down arrow ( ).

d. To return to the Configuration menu, press F4. 4. Reset the connection method for the upload. a. Press the up or down arrow () to scroll to and choose the Direct field. b. Press Enter. c. To toggle the value to M (modem), press the up or down arrow ().

d. To return to the Configuration menu, press F4.

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Continue to the next procedure to create and transmit the host transfer file. To create a host transfer file 1. Turn on the handheld terminal and log in. 2. From the handheld terminal main menu, choose Send Data to Host. The Send Data to Host screen appears. All Data Par Location Patient Charge Dept Issues/Returns Exit to Main Menu

3. Select an option for the data you want to upload to the host. Option All Data Par Location Patient Charge Dept Issues/ Returns 4. Press Enter. The handheld terminal first displays the message "Creating upload file." then, displays the message "Transfer file created. Press any key to continue." If you use a modem to upload, the data transfer process accesses a dialing screen, automatically transfers the lawmed.txt file, and resets the handheld terminal database. No further steps are necessary for uploading. If you are uploading and not using a modem, continue to the next procedure, "Sending Handheld Data to Host," to move the extracted data to the host. Data Includes par location, patient charge, and department issues and returns. Includes counted (RQ500) or counted and picked (IC500 and RQ500) data. Includes patient charge (PC540) data. Includes department issues and returns (IC500) data.

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Uploading Handheld Data

Sending Handheld Data to Host

Note If you have used a modem and the Handheld Modem Control program (HHMODM32.EXE) to extract the handheld data, the data is automatically uploaded and you do not need to perform either of following procedures. There are two methods you can use to send handheld data to the host. · The speed upload method automatically initiates the jobs on the host to load the data after it is uploaded from the handheld terminal. The normal upload method uploads the data from the handheld terminal and stops. To continue, you upload additional data from other handheld terminals or choose the PC to Host button to initiate the jobs on the host to load the data. Use the normal upload method if you want to upload data from more than one handheld terminal or you want to perform uploading several times during the day and want to update the host at one time.

·

Using the Speed Upload Method

The speed upload method extracts the handheld data from the handheld terminal and loads it onto the PC. Then IC588 (Handheld Processing) is used to submit jobs to load the data onto the host. To upload using the speed method 1. On the host, close all sessions. 2. Open the LAWSON INSIGHT II Desktop and choose the Handheld Inventory icon to open the Handheld Inventory main window. 3. On the Handheld Inventory toolbar, choose the Handheld to Host button. The PC displays the message "Sending data. Press any key to continue."

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4. On the PC, press any key. 5. On the handheld terminal, when the message "Transfer file created. Press any key to continue" displays, press any key. The handheld terminal displays the message "Ymodem sending data" and sends the handheld data to the PC. Data is uploaded from the handheld terminal to the PC, stored on the Microsoft Access database, and immediately uploaded to the host. 6. Optional. On the PC, check the Handheld Inventory log file. For instructions, see "Viewing the Handheld Inventory Log File" later in this chapter. For a detailed description of what happens during the upload process, see "Upload Processes" earlier in this chapter. Note If necessary, you can resend data to the host if you change the status for the batch record from Exported to None. For instructions, see "Changing Batch Records" later in this chapter.

Using the Normal Upload Method

The normal upload method extracts the handheld data from the handheld terminal, loads it onto the PC, and stops for further direction from you. This method lets you accumulate data from multiple handheld terminals, or simply wait for a convenient time, before loading the data onto the host. To upload using the normal method 1. On the host, close all sessions. 2. On the PC, open the LAWSON INSIGHT II Desktop and choose the Handheld Inventory icon to open the Handheld Inventory main window. 3. On the Handheld Inventory toolbar, choose the Handheld to PC button. The PC displays the message "Sending data. Press any key to continue." 4. On the PC, press any key.

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5. On the handheld terminal, when the message "Transfer file created. Press any key to continue," displays, press any key. The handheld terminal displays the message "Ymodem sending data." Then, the handheld terminal sends the handheld data to the PC. Data is uploaded from the handheld terminal to the PC and stored on the Microsoft Access database. 6. Optional. On the PC, in the Handheld Inventory window, enter a batch record comment. For instructions on how to add or change a batch record comment, see "Changing Batch Records" later in this chapter. 7. On the Handheld Inventory toolbar, choose the PC to Host button. ­ or ­ From the Handheld Inventory Process menu, choose PC to Host. The Host to Handheld dialog box displays the message "Start handheld to host transfer?" 8. Choose OK. 9. Optional. On the PC, check the Handheld Inventory log file. For instructions, see "Viewing the Handheld Inventory Log File" later in this chapter. Note If necessary, you can resend data to the host if you change the status for the batch record from Exported to None. For instructions, see "Changing Batch Records" later in this chapter.

Monitoring Batches of Handheld Inventory Data

You can use the Handheld Inventory program to monitor batches of IC520 (Handheld Terminal Item Master Interface) records and handheld data. This section covers the following topics: · · · · Viewing a Batch Record Searching for Batch Records Sorting Batch Records Selecting Batch Records

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· · · · · ·

Changing Batch Records Deleting Batch Records Viewing the Handheld Inventory Location File Viewing the Handheld Inventory Log File Backing Up the Handheld Inventory Database Handling Handheld Inventory Database Errors

Viewing a Batch Record

The Handheld Inventory window contains a workspace that displays the Microsoft Access database status table. The table contains a record for each batch of data that was exported or is waiting for export. Each batch record remains in the Microsoft Access database until you delete it. To view batch records 1. On the PC, open the LAWSON INSIGHT II Desktop. 2. Choose the Handheld Inventory icon. Batch records are listed with the following detail: Field Type Description The source of the data. Valid options are IC520 (Handheld Terminal Item Master Interface) and the Handheld Terminal. The user ID from the handheld terminal. An X in this field indicates that IC500 (Inventory Transaction) data is in the batch. An X in this field indicates that PC540 (Patient Charge Upload) data is in the batch. An X in this field indicates that RQ500 (Requisition Interface) data is in the batch.

Operator ID IC500 PC540

RQ500

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Field Status

Description Whether the batch was exported. Valid values are None and Exported. None indicates the batch was exported. Exported indicates the batch was downloaded to the handheld terminal or uploaded to the host.

Status Date

The date the Handheld Inventory received the batch. ­ or ­ The date the Handheld Inventory exported the batch. The time the Handheld Inventory received the batch. ­ or ­ The time the Handheld Inventory exported the batch. A user-defined comment, up to 30 characters. For more information, see "Changing Batch Records" later in this chapter.

Status Time

Comment

Searching for Batch Records

You can search for specific batch records by choosing one or more values that define a search criteria. To search for a batch record 1. On the Handheld Inventory toolbar, choose the Find button. ­ or ­ From the Handheld Inventory Edit menu, choose Find. 2. In the Find dialog box, type or select the options to find the batch records. Text box or control Find Description The value you are searching for.

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Text box or control Field to Search Operation

Description Select a field: Type, Operator ID, Status, Status Date, or Status Time. The operation to use to compare the match criteria: equal to, less than, greater than, or like. The direction to search in. Up searches above the cursor. Down searches below the cursor.

Direction

3. To find the first record matching the criteria you set, choose the Find Next button. An arrow appears to the far left column of the Handheld Inventory window workspace, pointing to the found record. 4. To find the next matching record, choose the Find Next button again. 5. To close the Find dialog box, choose the Cancel button.

Sorting Batch Records

The Handheld Inventory Sort icon or option lets you sort batch records. To sort batch records 1. On the Handheld Inventory toolbar, choose the Sort button. ­ or ­ From the Handheld Inventory Edit menu, choose Sort. 2. In the Sort dialog box, select the options to sort the batch records. Option button Sort By Description The field by which to sort: Key, Type, Operator ID, Status, Status Date, or Status Time. Key consists of Status Date, Status Time, and Type.

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Option button Sort Direction

Description The order to sort the records in: ascending (0-9 and A-Z) or descending (Z-A and 9-0) sort order.

3. Choose OK. The Handheld Inventory program sorts the records and closes the Sort dialog box.

Selecting Batch Records

For Handheld Inventory batch records, you can · · select individual batch records or select batch records by type.

To select individual batch records 1. In the Handheld Inventory window workspace, select a batch record row. 2. To select additional records, repeat step 1. To select batch records by type 1. On the Handheld Inventory toolbar, choose the Select by Type button. ­ or ­ From the Handheld Inventory Edit menu, choose Select by Type. 2. In the Select By Type, select the options (Handheld, IC520, or All) for the type of records you want to display. 3. Choose OK to select those records that meet the criteria. To deselect batch record selection · · To clear selection of an individual batch record, select the batch record. To clear selection of all currently highlighted records: From the Handheld Inventory toolbar, choose the Clear Selected icon.

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­ or ­ From the Handheld Inventory Edit menu, choose Clear Selected.

Changing Batch Records

You can change Handheld Inventory batch records two ways. You can · · change the status of the record or add or change the comment associated with the record.

Note After you change the batch record status from Exported to None, you can send data to the host again and upload. To change batch record status 1. In the Handheld Inventory window workspace, double click the row in which you want to add or edit comments. ­ or ­ From the Handheld Inventory Edit menu, choose Edit Comment. 2. Select either the Exported or None status options. 3. Choose OK to change the status and close the Comment Edit dialog box. To change batch record comments 1. In the Handheld Inventory window workspace, double click the row in which you want to add or edit comments. ­ or ­ From the Handheld Inventory Edit menu, choose Edit Comment. 2. In the Edit Comment text box, add or change a comment. The comment can be up to 30 characters long. 3. Choose OK to add the comment and close the Comment Edit dialog box.

Deleting Batch Records

The Handheld Inventory Delete icon or option lets you delete batch records.

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To delete batch records 1. In the Handheld Inventory window workspace, select the batch records you want to delete. 2. On the Handheld Inventory toolbar, choose the Delete button. ­ or ­ From the Handheld Inventory Edit menu, choose Delete. 3. Choose OK to delete the records. ­ or ­ Choose Cancel to close the dialog box and exit without deleting.

Viewing the Handheld Inventory Location File

You can view Handheld Inventory Location file records to find details about where the batch record originated. To view the Handheld Inventory Location file 1. In the Handheld Inventory window workspace, select the batch records for which you want to view the Location file. 2. From the Handheld Inventory Edit menu, choose View Location File. The View Location File dialog box appears and displays the following details for each batch record with a status of None: Field Par Location Name Counted Flag Picked Flag Description The location that was counted, picked, or both. The par location name. An X in this field indicates that the par location was counted. An X in this field indicates that the par location was picked.

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Field Blind Inventory Flag

Description An X in this field indicates that blind count option was set in the Handheld Inventory Options dialog box. When the blind count option is on, the handheld terminal does not display par quantities. For information about setting the blind count option, see "Setting the Blind Count Download Option" earlier in this chapter.

3. Choose the Close button to close the dialog box.

Viewing the Handheld Inventory Log File

You can view the log file created during the handheld terminal download or upload process. The log file contains records of the activity for transferring data between the host and the handheld terminal. To view the log file · On the Handheld Inventory toolbar, choose the View Log icon. ­ or ­ From the Handheld Inventory Process menu, select View Log. The Handheld Inventory program puts a check mark next to the View Log menu option. The Handheld Inventory window workspace displays log file information. To close the log file · From the Handheld Inventory Process menu, select View Log. The Handheld Inventory program clears the check mark next to the View Log menu item. The Handheld Inventory window workspace no longer displays log file information.

Backing Up the Handheld Inventory Database

You should include the subdirectory that contains the handheld inventory database in your routine backup files.

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For more information about backups, refer to your site's backup policy, or see your computer operation guide.

Handling Handheld Inventory Database Errors

If you receive error message 3049 "HH32.MDB pathname is corrupted or not a Microsoft Access database," the Microsoft Access database named in the path is corrupt or inaccessible. After you choose OK to continue, the Database Repair dialog box displays two options: repair or cancel. You must then repair the Microsoft Access database or cancel and exit the program. To repair the database · In the Handheld Database Error dialog box, choose Repair. The Handheld Inventory program tries to repair the database. The process repairs recoverable data but does not identify lost data. (Lost data is data damaged beyond repair.) After repairing recoverable data, the Handheld Inventory window reappears. Note If the program cannot repair the database, you should call your Lawson Service Representative for help.

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Glossary

Accessories Component items that are not required for a make-to-order kit. For example, if you set up a stereo as a kit item in the Inventory Control system, an accessory for the kit could be the remote control. See also Kit; Component. Adjustment account The account against which adjustments to inventory are usually offset. A debit to the inventory account by an adjustment transaction usually results in a credit to the adjustment account and vice versa. This account is usually set up as a cost-of-goodssold account. Allocated inventoried item The reserved quantity for unprocessed demands of an inventoried item based on orders and requisitions. Allocated inventory is maintained by location in the Warehouse system. Allocation A Warehouse system process that reserves inventory quantity for an open case, requisition, customer order, or work order. See also Batch allocation; Online allocation. Allocation details The quantity of an inventoried item that is reserved from a bin, lot, serial number, or multiple unit of measure. For example, drug companies can allocate inventory by bin and lot. See also Allocation. Alternate location An alternate location for a vendor or customer that is used to track remit-to or purchase-from payment processing information under a single vendor or customer number.

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Available quantity The inventory quantity that can be allocated to customer orders, requisitions, or work orders. The Inventory Control system allows two different formulas for valuating the available quantity. You can select the formula during company setup in the Inventory Control system. Average cost The moving average unit cost of an item. Each purchase is combined with the former inventory balance so that a new average unit cost is calculated for future issues of inventory. With any addition to stock on hand, the average cost is always calculated regardless of the company costing method. Average inventory Average inventory refers to the average quantity of inventory in stock over a period of time. Historically, the average can be calculated as an average of several inventory observations taken over several time periods. For example, you can average periodend inventory quantities. Backorder allocation A process that reserves newly received inventory to fill backorders. Batch allocation A Warehouse system process in which a batch program allocates inventory for released customer orders, requisitions, work orders, and cases. The Inventory Control system provides two ways of allocating inventory, batch and online. See also Allocation; Online allocation. Bin The storage area for one or more items. This area is smaller than a location. Bin group A group of bins under one title or name. Bin groups facilitate cycle counting in physical inventory. A group can include bins in one or more aisles or bins of a particular type.

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Bin tracking A process that tracks an item by the bin from which it came. You define items that are tracked by bin in the Inventory Control system. See also Lot tracking; Serial number tracking; Multiple UOM tracking. Blind count A term that indicates that the count sheets or the handheld terminal (HHT) program does not display the current stock-onhand or par quantity. Burden A resource that has costs associated with it. In the Work Order system, burden refers to production costs in addition to the cost of components, such as the cost of labor, utilities, and machine setup. In the Case Carts system, burdens are assigned to cases. Burden type Burden types define the kind of calculation that the Work Order system uses to arrive at the total cost associated with a specific burden. The four burden types are the flat amount, per finished good, per burden unit, and percent of finished good inventory cost. Buy UOM The Unit of Measure in which you purchase an item. Buyer code A code that represents the person responsible for maintaining stock at a location within a company. The Purchase Order system requires a buyer code for creating a purchase order. Buyer codes can be assigned to vendors. Byproduct A product that is created as the result of producing a finished good. Byproducts have no cost and do not reduce the value of the finished good produced. See also Finished good. Carrying cost percent A term that defines the cost of carrying inventory as a percentage of the monetary value of inventory per unit of time (usually one year). The definition depends mainly on the cost of capital invested, and the costs of maintaining inventory such as taxes, insurance, obsolescence, spoilage, and space occupied.

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Cart/par A term that refers to par locations, exchange carts, and par level carts. Cart/par location A location that stores established quantities of supplies in predefined arrangements. Cart/par locations are generally referred to as par locations. Cart/par location processing simplifies transaction processing for frequent turnover areas in health care companies. See also Par location. Catch weight An item that is moved in one unit of measure (for example, box or case) but priced and costed in a different unit of measure. The price is based on the weight, but the weight of each unit can vary. Therefore, the weight has to be captured when the item is moved. The Inventory Control system tracks catch weight items by the stock and a secondary unit of measure. Comment type A user-defined code that groups item comments into user-defined types. For example, comment type S might represent shipping instructions, comment type A might represent assembly instructions, and so on. Component An item that is assigned to a kit item for production. Both item components and kit items must be defined in the Item Master file before the kit and component relationships can be defined. Cost variance account The account against which a variance from standard cost is posted. The Purchase Order system uses this account with the standard cost costing method or with the average cost costing method if the inventory quantity goes negative. The system uses this account when an item clears for invoicing at a cost other than the standard cost. Costing method A method that determines the unit cost for all outgoing inventory transactions, such as issues, adjustments, and transfers. The costing methods are standard, average, LIFO, and FIFO.

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Cycle counting A physical inventory counting technique that counts inventory on a periodic schedule rather than once a year. For example, a cycle inventory count is taken regularly. The count is usually more frequent for high-value, fast-moving items and less frequent for low-value or slow-moving items. Delivery ticket A document that lists the picked or received item quantities to be delivered to the requesting location. Details See Allocation details. Distribution code A user-defined code for defaulting one or more general ledger expense distribution accounts to an invoice. Distribution date The date to which the expense distributions on an invoice post in the general ledger. Distribution Requirements Planning (DRP) A method of determining the need to replenish inventory based on a time phased order point (TPO) approach. Document A user-defined document identification code the system uses for referencing a group of transactions. Document number A unique value that the user assigns to an adjustment or inspection for identifying the transaction on reports and inquiries. The document is used to create an audit trail of the transaction. The code can relate to the receiver number. For example, if the receiver number is 21, the document number for an associated rejection might be RJ21. DRP See Distribution Requirements Planning. Economic Order Quantity (EOQ) A fixed order quantity that is calculated based on balancing the expected cost of ordering inventory against the cost of carrying inventory.

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EDI See Electronic Data Interchange. Electronic Data Interchange (EDI) A method of transmitting data electronically. For example, you can use EDI to transmit purchase orders, advance ship notices, and invoices. EOQ See Economic Order Quantity. Exchange cart An exchange cart is an identical floor or stocking cart used to quickly replenish supplies by swapping it with another fully stocked cart. For inventory valuation purposes, the system doubles item quantities for an exchange cart. FIFO See First-In, First-Out. Finished good A finished good is composed of components, packaging, burdens, byproducts, and comments. The cost of a finished good is the sum of its components and its burden costs (costs of production such as machine setup time, labor, allocated rent, and so on). See also Make-to-order kit. First-In, First-Out (FIFO) First-In, First-Out is a method of inventory evaluation. The cost of the oldest inventory (first in) is used (first out) before more recently acquired stock. Fixed order point A predetermined quantity that indicates the placing of a replenishment order when the amount on hand (or available) falls below the specified quantity. Fixed order quantity An inventory ordering technique in which the size of the order is at least the fixed quantity. The ordered quantity can be more if the fixed order quantity is not enough to meet the required quantity. Forecast A forecast is an estimate of future demand. A forecast is similar to a budget as a way of projecting the quantity and monetary value of inventory items to be used at a specific location.

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Forecast demand The demand for finished goods that comes from an external source, generally a forecasting process or system. Freeze A term that indicates items that are actively selected for physical inventory at a particular location. You cannot process item transactions dated before the item's freeze date. Freight class A class that groups items for Bill of Lading processing in the Warehouse system. From location A location defined in the Inventory Control system that delivers requested inventory items or satisfies the demand for items. Future standard cost A new cost applied to items that reflects a change of value because of manufacturer or purchasing cost. General ledger category A method for attaching a series of standard general ledger accounts to an item location record. This link between inventory and general ledger extracts the proper account numbers for any inventory movement. General Ledger Transaction file A file used to create subsystem transactions for the general ledger. The General Ledger system processes this file, groups similar transactions, and creates journal entries. Generic name Generic name refers to a user-defined general name for an item in the Item Master file. The name is used to search for an item number. GMROI See Gross Margin Return on Investment. Gross Margin Return on Investment (GMROI) Gross Margin Return on Investment is the percentage of return on an investment. The Inventory Control system uses gross margin and turnover rate to calculate GMROI.

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Handheld Inventory Process The process used to gather inventory control and patient data with the handheld terminal. This process enables you to interface data from multiple inventory or charge locations to the Lawson database on the host. Handheld terminal (HHT) A handheld computer that captures inventory transactions such as issues, receipts, or cycle counts. Harmonize code A user-defined code defined in the Inventory Control system that represents an international item code used for governmental import/export reporting. Hazardous code A short code assigned to a description that indicates why an item can be hazardous. This code prints on documents where this information is useful or required. Health Level Seven (HL7) Health Level Seven is an applications protocol for Electronic Data Interchange (EDI). HL7 is standard in the health care environment. The protocol is a collection of standard formats that specify the implementation of interfaces between computer applications from different vendors. HHT See Handheld terminal. HL7 See Health Level Seven. Intransit account A temporary holding account for items being transferred from one location to another. Intransit transfer An indication that stock is moving between two locations. Intransit transfer is used when there is a significant time lapse between sending from one location and receiving at the other location. Intrastat The system for collecting statistics on the trade of goods between European Union (EU) countries. Intrastat came into operation in 1993 to replace customs declarations as the source of trade

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statistics within the community. Because Intrastat is a community-wide system, requirements are similar in all EU countries. Inventoried item An item for which the Inventory Control system maintains quantity and costs. You must define this item type in the Item Master and Item Location files. See also Nonstock item; Special order item. Inventory account The account to which transactions against an inventory item are posted. Receipts are debited and issues are credited. Inventory class A user-defined subdivision of inventory that groups by product as viewed from an inventory perspective. A major class and a minor class allow further subdivision, if needed. You can use inventory classes as a selection criteria in the item search inquiry program and in various report programs. Inventory tracking The process that tracks item quantity and cost by location. Issue transactions A transaction that decreases stock on hand at the from (delivery) location and expenses the to (requesting) location. If the requesting location is a nonstock or inventory location, it can create issue (IS) transactions. Issues allowed A flag that allows or prohibits an item from being issued. When prohibited, the item cannot be ordered by the Order Entry or Requisitions systems. The item is essentially placed on hold. Issues offset account Issues offset account is the default expense account used when an item is issued out of inventory. Item comment A message that has additional information about items. Item comments print on inventory reports and are used by the Purchase Order, Order Entry, and Work Order systems.

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Item group A method for sharing item definitions among companies. If the same item numbers, representing the same items, are used by many companies, those companies should be assigned to the same item group. If the same item number could represent different items for different companies, these companies should be assigned unique item groups. Item number An alphanumeric code that identifies an item. Item type The kind of item being requested. The four item types are inventoried, nonstock, special orders, and services. Kit An assembly that consists of multiple components. The kinds of kits available are make-to-order and finished goods. You can use kits in the Requisitions, Order Entry, and Work Order systems. Last-In, First-Out (LIFO) The Last-In, First-Out method of inventory evaluation assumes that the most recently received (last in) is the first cost to be used (first out). Last received date The date that indicates when an item was last received at a specific location. Leadtime A span of time required to procure an item from an outside supplier or from one's own manufacturing facility. Leadtime days An estimation that indicates the number of days from the order date to the receiving date. The system calculates leadtime days by adding the previous number of leadtime days for the item and the most recent number of actual leadtime days, and dividing by two. LIFO See Last-In, First-Out. Location A location is a place, in a company, where inventory is stored. A location can represent a physical place, such as a city, building, or floor of a building. It can also represent a logical classification,

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such as spare parts, office supplies, and consignment inventory. In the Work Order system, a location can also be a production facility or an offsite location. Lot number A lot number is a unique identification assigned to a homogenous quantity of material, such as batch number, mix number, or run number. Lot tracking A process that tracks an item by the lot from which it came. An item being tracked by lot is defined in the Inventory Control system. See also Bin tracking; Serial number tracking; Multiple UOM tracking. Major sales class A major group of items that you sell, such as frozen foods. When an item in a sales class is sold, the link defined for each process level and major sales class combination determines the general ledger accounts to post to. You define sales classes and assign items to them in the Inventory Control system. In the Billing system, you assign a sales class to each process level in a company. See also Minor sales class. Make-to-order kit A kit that is assembled with kit components after it is ordered or requisitioned. Component items are stocked separately. The Warehouse system checks kit component availability when trying to fill a demand created by the order or requisition. See also Finished good. Material Safety Data Sheet (MSDS) Material Safety Data Sheet is a form required by the government for hazardous items. Minor sales class A minor sales class is an optional subgrouping of a major sales class. For example, for a major sales class of frozen foods, a minor class might be frozen peas or corn. See also Major sales class. Movement class A classification that groups items in decreasing order by some criteria such as annual sales volume (Price multiplied by Sales Quantity).

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Moving average A costing method that combines each purchase with the previous inventory balance and the new average unit price is used to cost subsequent issues of inventory. With any addition to stock on hand, the average cost is recalculated as follows: New Average Cost equals (Stock-On-Hand Quantity multiplied by Current Average Cost ) plus (Transaction Quantity multiplied by Transaction Unit Cost) divided by (Stock-On-Hand Quantity plus Transaction Quantity). MSDS See Material Safety Data Sheet. Multiple UOM An alternate Unit of Measure assigned to an item in the Item Master file. You can use multiple units of measure to sell or price an item in more than one unit of measure. For example, beverages can be tracked and sold by the 6-pack and 12-pack. The Procurement Management systems use multiple units of measure to process transactions, and buy, sell, and track items. Multiple UOM tracking The process of tracking the quantity of an item in more than one unit of measure. You define an item as being tracked in multiple units of measure in the Inventory Control system. See also Lot tracking; Bin tracking; Serial number tracking; Catch weight. Nonstock item A nonstock item is defined in the Item Master file but not tracked in inventory. If you define this item type as being tracked in inventory in the Item Location file, the system defaults cost and vendor information. See also Inventoried item; Special order item. Offsite component A component that is owned and inventoried by an offsite location. These components are part of the bill of material for the Work Order system. See also Offsite location. Offsite location An external location that completes all or part of the finished good production. See also Offsite component.

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Online allocation Allocating inventory for an order, requisition, work order, or case. When defining a company in the Inventory Control system, you can select either the batch or online allocation method. See also Allocation; Batch allocation. Order multiple An order multiple is the minimal increment by which an item can be ordered. For example, if the calculated replenishment quantity is 49 and the item's order multiple is 12, the order quantity is rounded up to the nearest order multiple, which is 60. Order type An order type sets the path that an order goes through, all the way to invoicing. It defines the shipment processing steps and invoice processing steps for an order. See also Process type. Ordering cost In calculating economic order quantities, the ordering cost is the cost that increases as the number of orders placed increases. This includes costs related to the clerical work of preparing, issuing, following, and receiving orders; the physical handling of goods, inspections, and machine setup costs, if the order is being manufactured. The company parameter program maintains the ordering cost. Packing list A packing list is a list of packed items by inventory location. Printing the packing list is an optional processing step. Some companies send the form with the customer shipment. Par Par refers to a replenishment process. The replenishment process brings the items stored at a location up to a predefined (par) level. Par level An amount that indicates the maximum supply quantity based on established quotas from previous use for a particular supply item, in a particular department, for a specified time period. Par level cart A supply cart that is replenished to the par level. See also Par level.

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Par location A specialized kind of location that represents supply cupboards, exchange carts, and par level supply carts that store established quantities of supplies in predefined arrangements. The location can be a stationary or mobile supply area. The stationary supply area can be a closet, a shelf or shelves, or a non-moving cart. The mobile supply area can be a par level cart or an exchange cart. Par locations use a replenishment process that brings stock on hand quantities up to a par level. Par location replenishment A term that indicates the replenishing of a supply area to a par level. The replenishment quantity is the difference between the physical inventory count and the par level. See also Par level. Physical inventory variance account An account used as an offset to the inventory account for amounts that represent the difference between the actual physical inventory counts and what the freeze indicates was in the system. The amounts posted to this account are generated when a physical inventory freeze and update cycle is run. Pick list A document that lists suggested item quantities to pick from inventory. Pick quantity Pick quantity is the suggested quantity to pick from inventory. Picked quantity Picked quantity is the actual quantity picked from inventory. Picking The act of physically removing or pulling goods from inventory and, optionally, assembling them before they are used or shipped. For example, picking can be collecting all the goods that are shipped together. The items still belong to the company, but are no longer physically in inventory. Planned order A suggested order quantity based on the periodic supply (available quantities) and demand of inventory items using the time phased order (TPO) method. Planned orders are created by the DRP process and exist only within the computer. If conditions

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change, planned orders can be changed or deleted during subsequent DRP processing. See also Time Phased Order; Distribution Requirements Planning. Priority number Allocation priority used in the Warehouse system that determines the order in which inventory demand gets allocated. The priority ranges from 0 to 99 (high) and defaults to 50. Process type A user-defined code that determines the processing steps for a document (order or requisition). Process types are defined in the Warehouse system and can be assigned to order types in the Order Entry system. See also Order type. Production facility The location where finished goods are produced. The location must be set up as an inventory location. Purchase-from location A term that represents one of the multiple locations that can exist for a single vendor or customer. See also Alternate location. Purchasing class A user-defined subdivision that groups by product grouping, viewed from a purchasing perspective. A major class is defined and a minor class is available for further subdivision if needed. Reason code A user-defined code that represents a description you can use on transactions that require a reason. If an account is assigned to a reason code, that account overrides the normal offset account for the transaction. Receipts allowed A flag that allows or prohibits the use of an item with a receipt transaction. A prohibited item cannot be ordered by the Purchase Order system. Receipts offset account A receipt offset account is the default account used for inventory receipts. A receipt transaction creates a debit to the inventory account and a credit to the receipts offset account.

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Receive all The option that indicates receiving all the original quantities without manually entering quantities received for each line item. Reorder point A quantity that determines when to reorder. This quantity is used with the fixed order point (FOP) reorder policy. The system reorders the item when its available quantity falls below the reorder point quantity. Replacement item An item that replaces another inventory item. The replacement item is defined in the Item Master file. The Case Carts and Order Entry systems automatically use the replacement item when the normal item is out of stock. Report group A method that ties locations together for reporting, inquiring, and processing. If you specify a report group in inquiry or report programs, you access only the information related to the locations in that report group. Report subtotals can be grouped by total groups in a report group. The physical inventory cycle uses report groups to determine which locations to count. Requester A requester is the person, department, function, or location responsible for initiating request or demand for materials, supplies, or inventory items. Requesting location A requesting location is a location that can be a stock location defined in the Inventory Control system or a nonstock location. A nonstock location can be a department, cost center, store, and so on. For both stock and nonstock locations, the location is the originator of demand for supplies or other resources. Requisition A requisition is a request or demand for material to be purchased or supplied from inventory. Safety stock The quantity of extra inventory stock that protects against fluctuations in demand and supply.

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Sales class A user-defined subdivision of inventory by product that groups from a sales perspective. A major class can be further divided into minor classes, if needed. See also Major sales class. Secondary UOM A secondary Unit of Measure is an additional unit of measure by which an item is stocked, bought, or sold. Catch weight items require a secondary UOM. These kinds of items are tracked by the stock UOM and the secondary UOM. Usually the secondary UOM, such as cases and boxes, is the working UOM. The stock UOM, such as pounds or feet, is the valuation UOM. See also Stock UOM. Select ID Select ID is a form of identification for item groups and item selection parameters for physical inventory cycle counts in the Inventory Control system. Sell price UOM The default Unit of Measure that determines the price of an item in the Billing and Order Entry systems. For example, you can sell an item by the barrel but price it by the gallon. Sell quantity UOM The default selling Unit of Measure that the Billing and Order Entry systems use. For example, you can sell an item by the barrel even if it is stocked by the gallon. Serial number tracking The process that tracks inventory by serial number. Using serial numbers is a way of tracking individual items for identification. The serial number is usually provided by the manufacturer. See also Lot tracking; Bin tracking; Multiple UOM tracking. Service item A service item is a kind of item that is used for services, such as equipment repair or monthly copier maintenance. This item type is only approved for payment; it is not received. Ship-to location A receiving or inventory location in a company that indicates where to ship items.

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Shipping Shipping is the act of physically shipping the goods to the requester. When the items are removed from inventory, the shipment is ready to be billed or expensed by the requesting system. Shipping method Shipping methods describe how a shipment is to be sent. The method is used by companies that might not deliver their own goods. Single level BOM A Bill Of Material that shows only the components directly used in an upper-level item. It does not show relationships beyond one level down. SKU See Stock Keeping Unit. Special order item An item that is not defined in the Item Master file and is not tracked in inventory. It is usually a one-time buy item. Standard cost Standard cost is the normal expected costs on an operation, process, or product. The cost includes labor, material, and overhead charges. It is computed by past performance costs, estimates, purchases, or work measurement. Standard cost variance account The account against which a variance from standard cost is posted. The Purchase Order system uses this account only with the standard cost costing method when a standard cost item is received at no charge. Stock Keeping Unit (SKU) A term that indicates an item is stocked at a particular geographic location. For example, a product stocked at six different distribution centers would represent six SKUs. SKU is a term that is commonly used in the retail industry. Stock status A report or display that shows the inventory on hand and the current open supply and demand against the inventory.

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Stock UOM The item's base Unit of Measure that indicates how an item is stocked in inventory. The stock UOM is defined in the Inventory Control system. The unit costs for an item in inventory are based on this unit of measure. Unless otherwise specified, the stock UOM is the default UOM in the Inventory Control, Order Entry, and Purchase Order systems. See also Secondary UOM. Stock-on-hand The amount of an item physically in the warehouse based on inventory records. Stocking cart A stocking cart is a cart that is located in a distribution or central stores area. Identical floor and stocking exchange carts are used to quickly replenish supplies by swapping the fully-stocked cart with the used floor cart. See also Exchange cart. Stockless processing A method of materials replenishment that allows users to keep very low levels of inventory on hand. Vendors provide materials to facilities on a predefined basis. EDI with its quick communications with vendors, allows a more fully automated stockless process. However, EDI is not required for stockless processing. Storage code A user-defined code assigned to bins that indicates a particular kind of storage, such as shelf, rack, bin, and bulk. A storage code contrasts the kind and size of items that can be stored in the bin: large versus small, liquid versus dry, and so on. Substitute item A substitute item is used when the primary item is not available and the replacement item (if any exists) is also not available. Substitute items are used in the Requisitions, Order Entry, Work Order, and Case Carts systems. Supply area An area that contains patient care or other supplies routinely replenished from a central store (storage) location. The supply area can serve patient care areas or a department in one or many buildings, offsite clinics, or doctors' offices.

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Tax code A tax code is a code that identifies the tax authority that you pay tax to. Time Phased Order (TPO) A reorder policy that calculates reorder quantities by periodic supply and demand of inventory items. This reorder policy is used with the demand forecasting feature. TPO See Time Phased Order. Transaction type An identification for transactions created by the system. Transaction type examples for inventory items are issue, transfer, and return. There is one transaction type for nonstock, special order, and service type items. Turnover A term that indicates the number of times inventory is replaced during a time period. Turnover is also a measurement of investment inventory that supports a given level of sales. Turnover is calculated by dividing the quantity for the period by the average inventory for the period. Unallocated A status that indicates the total quantity of open orders, requisitions, cases, or work orders that were entered but do not have any inventory allocated to them. Unit cost The cost of an item that is based on the stock unit of measure. Unit cost hierarchy Unit cost hierarchy is the order in which the unit cost defaults. Unit cost variance A variance that indicates the difference between the ordered unit cost and the invoiced unit cost. If your company uses a standard cost method, this variance can also be the difference between the standard cost and invoiced cost. Unit of Measure (UOM) Unit of measure refers to the unit in which quantitative data about an item is expressed. For example, pounds, gallons, feet, each, and so on.

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Unit price The price of a line item in billing currency. UOM See Unit of Measure. Usage type A user-defined parameter assigned to a bin that indicates how the bin is to be used. For example, a bin can be used for inspection, picking, scrap, work in process, finished goods, spare parts, and so on. Variance The difference between the expected (or budgeted or planned) and the actual quantity. Waste Items that were picked but not actually used due to breakage, misplacement, theft, or other factors. In the Work Order system, waste is the number of components picked for the production of a finished good, but not actually used.

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~ END OF THIS SECTION ~

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Index

A

Accessories, assigning to make-to-order kits, 103 Adjustments cost adjustments, 159 department returns, 200 quantity adjustments, 158 ADT data loading HL7 file, 129 Lawson format file, 128 purging, 205 Alternate units of measure, assigning, 77 Atwork extracting Item Master data, 192, 193 surgery system interface, 192 Audit trail item changes, 185 location changes, 185 Available-to-allocate formula, 32 Available-to-sell formula, 34 Average ordering cost, calculating, 208 Baud rate Handheld Inventory HHT Loading options, 256 Handheld Modem Control program, 250 handheld terminal, 259, 262 Beginning balances converting, 117 defining, 116 Bins control, 36 defining, 65 for select IDs, 136 inventory bins, 66 storage codes, 65 tracked items, 86 usage types, 60, 65 establishing reorder policy, 161 groups, 37, 66 replenishing within location, 42, 161 transfers, 157 defining by serial number, 158 maintaining documents, 161 Blind count option, 251, 282, 283 Burdens adding, 106 attaching comments, 107, 109 kinds of, 106 listing, 108 Byproducts attaching comments, 110 example, 109

B

Bar codes extracting data, 112 overview, 46 Batch records of handheld inventory data changing, 306 deleting, 306 monitoring, 301 searching, 303 selecting, 305 sorting, 304 viewing, 302 viewing Handheld Inventory Location file, 307 viewing Handheld Inventory Log file, 308

C

Calculations average ordering cost, 208 carrying cost percent, 207 charge item prices, 201 economic order quantities, 92, 208 inventory control, 207 methods for reordering quantities, 45

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Calculations, (continued) reorder points, 91, 93, 208, 209 supply charges, 127 Carrying cost percent, calculating, 207 Cart/par locations, 36, 46, 124 Catch weights count quantities, 138 defining, 79 processing for intransit receivings, 153 transactions receiving, 142 speed entry, 144, 156 understanding, 38 units of measure, 79 Charge item prices changing, 128, 202 listing, 201 printing, 127 reviewing, 206 Classes freight, 75 inventory, 74 price, 127 purchasing, 74 sales, 73 select IDs, 136 Cold boot mode, handheld terminal reboot method, 274 Command mode, handheld terminal reboot method, 274 Comments burdens, 107, 109 byproducts, 110 components, 110 converting, 114 defining item, 70 finished goods, 110 Communications Parameters screen (handheld terminal), 259 Companies, considerations, 30 Components assigning substitute locations, 62 attaching comments, 110 displaying in kits, 105 example, 102 finished goods, 111 kinds of, 108 make-to-order kits, 104

replacing and deleting, 105 required and nonrequired, 103 viewing availability in make-to-order kits, 105 Configuration menu (handheld terminal), 262 Configuration, handheld terminal, 262 Conversion beginning balances, 117 inventory transactions, 119 item history, 121 items and comments, 114 locations and receipts, 115 Costs, defining adjustments, 159 Counting blind, 49 manually, 135, 198 methods for taking inventory, 39 preparing lists, 198 printing sheets, 137 recording item counts, 137 uploading counts, 140 variances, 139 explaining before updating, 138 updating inventory, 138 Creating logins for handheld terminal processing, 244 PC directories for handheld terminal processing, 243

D

Department issues defining manually, 200 processing, 199 returns defining manually, 200 processing, 199 usage reports, 206 Department issues deleting on handheld terminal, 292 entering on handheld terminal, 289, 290 Department Issues/Returns screen (handheld terminal), 289 Department returns deleting on handheld terminal, 292 entering on handheld terminal, 289, 291

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DeRoyal extracting Item Master data, 195 Detail defining transfers, 157 performing intransit receiving, 154 Downloading handheld data normal method, 278, 280 process overview, 275 speed method, 278, 279 task flowchart, 276

E

Economic order quantity calculating, 92 formula, 208 Enabling the modem on the handheld terminal, 262 on the PC, 249 Entering handheld data, 283 par location information, 283 patient charges, 288 Errors, handling in the Handheld Inventory Database, 309 Exchange carts, 124 Expiration dates, 145, 147, 150 Extracting data from handheld terminal, 297 from the host, 277

buyer review update, 161 creating purchase orders from requisitions, 164 from another location, 163 from bins within location, 161 ordering from vendor, 161 Forecast demand, 43 Forecasts defining manually, 96 listing, 97 loading item forecasts, 97 reporting variances, 186 Freeze files creating, 136 deleting, 140 Freight classes defining, 75 listing, 76

G

General Ledger categories, 64 converting, 119 interface, 45 Generic names defining, 72 listing, 72 viewing items by generic name, 72 GMROI, See Gross Margin Return On Investment Gross Margin Return On Investment, 189

F

Fax/modem, See Modem Finished goods attaching comments, 110 burdens, 106 defining, 108 inquiring, 105 listing, 112 make codes, 102 replacing and deleting components, 105 replenishment, 43 understanding, 102 Fixed order point method, 44 replenishing inventory

H

Handheld data clearing using cold boot, 274 deleting department issues and returns, 292 deleting lot or serial tracked items on handheld terminal, 287 deleting patient charges, 289 downloading, 275 entering, 283 entering department issues and returns, 289

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Handheld data, (continued) entering lot or serial tracked items on handheld terminal, 287 entering par location information, 283 entering patient charges, 288 entering pulled quantity information, 286 extracting from handheld terminal, 297 extracting from host, 277 monitoring batches of, 301 sending data to the handheld from the host, 278 sending data to the host from the handheld, 299 uploading, 292, 295 Handheld Inventory Location file, 307 Handheld Inventory Log file closing, 308 viewing, 308 Handheld inventory processing blind count option, 251, 282 creating file names, 245 deleting department issues and returns, 292 deleting lot or serial tracked items on handheld terminal, 287 deleting patient charges, 289 description, 242 download methods, 278 download tasks flowchart, 276 entering data on the handheld terminal, 283 entering department issues and returns, 289 entering lot or serial tracked items on handheld terminal, 287 entering par location information, 283 entering patient charges, 288 entering pulled quantity information, 286 extracting data from handheld terminal, 297 extracting data from host, 277 Handheld Inventory program, 248, 250 Handheld Terminal Item Master (IC520), 251, 277 handheld terminal setup, 258 hh32.ini, 248 host setup, 243 modem setup, 249

naming host jobs, 244 normal download method, 280 normal upload method, 299, 300 PC setup, 248 PC system requirements, 249 sending data to the handheld terminal, 278 sending data to the host, 299 setting Handheld Inventory options, 250 setting up host jobs, 244 setup tasks flowchart, 242 speed download method, 279 speed upload method, 299 upload tasks flowchart, 296 uploading, 292, 295 uploading methods, 295 user login criteria, 244 Handheld Inventory program accessing, 268 changing batch records of handheld data, 306 closing, 270 closing the handheld inventory log file data, 308 deleting batch records of handheld data, 306 handling database errors, 309 monitoring batches of handheld data, 301 options, 250 overview, 267 searching batch records of handheld data, 303 selecting batch records of handheld data, 305 sorting batch records of handheld data, 304 toolbar, 269 viewing batch records of handheld data, 302 viewing the handheld inventory location file, 307 viewing the handheld inventory log file data, 308 window, 268 Handheld Inventory, process setup, 29 Handheld Modem Control program enabling the modem, 249 setting up the modem, 249 Handheld Processing (IC588), 292, 299

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Handheld terminal command mode, 259 configuring, 262 connecting, 258 deleting lot or serial tracked items on handheld terminal, 287 deleting patient charges, 289 description, 258 enabling modem, 262 entering data, 283 entering lot or serial tracked items on handheld terminal, 287 entering par location information, 283 entering patient charges, 288 entering pulled quantity information, 286 extracting data, 297 function keys, 273 lawmed.hex, 259 loading software, 259 main menu, 272 navigating screens, 273 quitting, 270, 271 rebooting, 274 sending data to host, 299 setup, 258 starting, 270 supported hardware, 258 uploading data, 292 user ID, 270 using modem with, 295 Handheld Terminal Item Master (IC520), 251, 275 Hazard codes defining, 75 listing, 75 HBOC/ESI extracting Item Master data, 194 HBOC/SSG extracting Item Master data, 194 Health Level Seven patient demographic data, loading, 128 hh32.ini, 248, 249 HL7, See Health Level Seven Hold control for lots maintaining, 147, 150 releasing, 150

I

IC520, See Handheld Terminal Item Master IC588, See Handheld Processing Interfaces Atwork surgery system, 192 bar code labels, 46 DeRoyal surgery system, 195 General Ledger, 45 HBOC/ESI surgery system, 194 HBOC/SSG surgery system, 194 inventory transactions file, 132 OmniCell surgery system, 192 Par Excellence supply system, 193 PYXIS supply system, 193 Strategic Ledger, 178 Intransit printing shipping report, 154 processing receivings lots, 155 multiple bins, 155 multiple units of measure, 154 serial numbers, 155 processing shipments, 154 transaction types, 149 Intrastat data adding with transfer transactions, 151 Inventory adjusting, 158 bins, 66 calculating turnover, 189 classes defining, 74 listing, 74 closing periods, 177 count quantities for catch weights, 138 counts defining, 137 explaining variances after updating, 139 explaining variances before updating, 138 loading, 140 sheets, 137 creating movement classes, 189 freeze file, 136

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Inventory, (continued) information maintaining, 179 reviewing, 185 issuing, 146 loading item forecasts, 97 locations, 36 defining, 61 finished goods, 61 initial setup, 57 maintaining balances, 131 methods of taking, 39 quantities adjustments, 158 tracking, 131 updating, 131 receiving, 142 reordering, 159 replenishing, 159, 160 taking manually, 135 transactions codes, 210 converting, 119 defining, 141 loading interface file, 132 transfers, 148 updating using count variances, 138 Issues defining, 146, 200 inventory, 146 Item groups, considerations, 30 Items assigning serial numbers, 145, 147, 150 Atwork surgery system interface, 192 auditing item and location changes, 185 bin transfers, 157 calculating availability, 169 comments converting, 114 defining, 70 defining types, 58 controlling activity, 180 converting, 114 copying, 98 defining catch weights, 79 finished goods, 87 items, 67

kits, 102 substitutes, 101 transfers, 149 deleting, 182 deleting history, 181 extracting Item Master data, 191 forecasts defining manually, 96 loading item forecasts, 97 reporting variances, 186 groups, 58 history building, 121 converting, 121 defining, 120 interfaces Atwork supply system, 193 Atwork surgery system, 192 DeRoyal surgery system, 195 HBOC/ESI surgery system, 194 HBOC/SSG surgery system, 194 OmniCell surgery system, 192 Par Excellence supply system, 193 PYXIS supply system, 193 issues defining, 146 stopping, 180 leadtimes, 184 listing available, 187 for par locations, 126 obsolete, 184 overstock, 185 mimicking, 71 movement classes, 189 quantities splitting between multiple bins, 145, 147, 151 updating, 131 receipts defining, 142 stopping, 180 updating, 131 replenishing finished goods, 166 overview, 159 tracking, 81

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K

Kits components assigning, 102, 108 replacing and deleting, 105 finished goods, 108 kinds of, 102 make codes, 102 make-to-order, 102 understanding, 102

M

Major classes setup inventory, 74 purchasing, 74 sales, 73 Make-to-order kits assigning accessories, 104 defining, 102 inquiring, 105 listing, 104 make codes, 102 replacing and deleting components, 105 viewing component availability, 105 writing assembly instructions, 104 Manufacturer codes, 72 Mass changing par location information, 126 par location items, 98 update creating requests, 97 processing requests, 101 Material Safety Data Sheets, 179 Mimicking items, 71 locations, 83 Minor classes setup inventory, 74 purchasing, 74 sales, 73 Modem PC requirement for handheld inventory processing, 249 using to upload handheld data, 295, 297 Movement classes, analyzing items, 189 Multiple units of measure, processing intransit receiving, 154

L

Labeler ID codes, See LIC codes lawmed.hex, 259 Leadtimes, 184 LIC codes, defining, 72 Loading Terminal screen (handheld terminal), 280 Locations, 36 converting, 115 defining addresses, 62 general ledger categories, 64 inventory, 61 item locations, 84 reorders, 87 requesting, 29 source, 94 user fields, 94 mimicking, 83 par, 36 replenishing one location from another, 42 substitute, 62 Login screen (handheld terminal), 270 Lot Number screen (handheld terminal), 287 Lots defining transaction detail, 145, 147, 150 hold control maintaining, 147, 150 releasing, 147, 150 maintaining expiration dates, 145, 147, 150 processing intransit receipts, 155

N

Normal download method, 280 Normal upload method, 295, 299, 300

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O

Obsolete items, listing, 184 Offset accounts, reason codes, 66 OmniCell surgery system interface, 192 Ordering creating planned orders, 170 finished goods, 43 fixed order point, 44, 160 from a vendor, 42 maintaining planned orders, 170, 172 par level ordering method, 45 quantities to order, 45 time-phased ordering method, 44 Overstock items, listing, 185

P

Par inventory worksheets printing, 198 reviewing, 205 levels, 46 changing, 197 replenishment method, 45 reviewing load report, 205 locations, 36, 46 converting, 118 copying, 125 counting, 196 defining, 61, 124 determining locations to track, 124 listing items, 126 maintaining, 196 mass changing information, 126 mass changing items, 98 processing, 46 replenishing, 47 setting up, 123 templates, 124 utilization report, 205 Par counts, entering, 283 Par Excellence extracting Item Master data, 193 Par location entering, 283 replenishment, 294

Par Location Count screen (handheld terminal), 283 Par Location Pick screen (handheld terminal), 286 Par Location screen (handheld terminal), 283 Patient charge Items converting, 122 Patient charges changing items, 201 defining manually, 202 deleting on handheld terminal, 289, 292 entering on handheld terminal, 288 extracting, 203 implementing, 126 maintaining supply charge prices, 201 processing, 52 purging, 204 reconciling, 203 reports, 206 setting up items, 127 Patient Charges screen (handheld terminal), 288 Patient demographic data loading, 128 HL7 file, 129 Lawson format file, 128 manually defining, 202 purging, 205 Periods closing, 172 closing inventory, 177 inventory ending dates, 60 scheduling, 111 Physical inventory count sheets or tags, 137 freeze file, 136 manually performing cycle counts, 135 methods, 39 taking manually, 135 Planned orders creating, 170 maintaining, 170, 172 Prerequisites Accounts Payable company, 26 adding buyers, 29 currency codes, 25 defining items, 67

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Prerequisites, (continued) freight terms, 28 Intrastat setup, 27 purchase order vendors, 29 requesting locations, 29 Tax structure, 27 vendor groups, 26 vendors, 27 Prices changing supply charges, 202 classes changing table, 201 defining information, 127 obtaining feedback, 128 Pulled quantities, entering, 286 Purchasing classes defining, 74 listing, 75 PYXIS extracting Item Master data, 193 PYXIS supply system interface, 193

Q

Quantities, updating inventory, 131

R

Reason codes defining, 66 variances, 138 Reboot, handheld terminal, 274 Receipts converting, 115 defining, 142 recording, 142 updating, 131 Receiving inventory, 142 processing detail intransit, 154 processing intransit, 154 lots, 155 multiple bins, 155 serial numbers, 155 Reorders bin policies, 161

defining Item Location information, 87 factors, 43 finished good reorder point calculation, 209 finished goods, 43 fixed order point method, 44 from a vendor, 42 inventory, 159 methods, 44 par level replenishment method, 45 par locations setup, 125 quantities calculation methods, 45 system-calculated, 93 reorder point calculation, 208 reviewing needs, 161 time-phased ordering method, 44 updating needs, 161 using purchase orders created from requisitions, 164 Replenishment bin to bin within a location, 42, 161 finished goods, 166 from a vendor, 42 from a work order, 43 from vendors, 161 inventory, 159 one location from another, 42, 163 par locations, 47, 48 using purchase orders created from requisitions, 164 using TPO, 169 Report groups defining, 64 listing, 64 understanding, 37 Requests, mass update creating, 97 processing, 101 Requisition Interface (RQ500) used in handheld inventory processing, 292 Returns defining location information, 62 department, defining manually, 200

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S

Sales classes defining, 73 listing, 73 Select Function screen (handheld terminal), 259 Select IDs, defining bin information, 136 class information, 136 initial information, 135 item selections, 136 Send Data to Host screen (handheld terminal), 298 Serial Number screen (handheld terminal), 287 Serial numbers, 145 Setup bins, 65 burdens, 106 company, 59 creating bar code labels, 112 customizing forms, 95 finished goods, 108 freight classes, 75 general ledger categories, 64 generic names, 72 hazard codes, 75 inventory classes, 74 inventory locations, 61 item comments, 70 item forecasts, 96 item groups, 58 item locations, 81 items, 67, 76 make-to-order kits, 102 manufacturer codes, 72 par location processing, 123 patient charge processing, 126 purchasing classes, 74 reason codes, 66 report groups, 64 sales classes, 73 substitute items, 101 Speed download method, 279 Speed upload method, 295, 299 Standard costs, updating, 183 Stock-on-hand

conversion, 117 projected, 187 unit of measure conversion, 157 Storage codes, 65 Strategic Ledger interface, 178 Substitute items defining, 101 listing, 102 Supply charges calculating, 127, 201 pricing changing, 202 obtaining feedback, 128 updating, 201

T

Time-phased order, replenishment method, 44, 169 Tracked items deleting lot or serial tracked items on handheld terminal, 287 entering lot or serial tracked items on handheld terminal, 287 Tracking bin quantities, 86 location records, 81 Material Safety Data Sheets, 179 Transaction Interface (IC500) used in handheld inventory processing, 292 Transactions defining detail, 144 receipts, 142 inventory codes, 210 defining, 141 loading interface file, 132 performing intransit receivings for catch weights, 153 processing interface, 132 receiving catch weights, 142 stopping, 181 Transfers bins defining, 157

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Transfers, (continued) bins, (continued) defining by serial number, 158 maintaining documents, 161 defining, 149 Intrastat data for, 151 inventory, 148 kinds of, 149 Turnover, calculating, 189

process overview, 292 speed method, 295, 299 task flowchart, 296 using modem, 295

V

Variances counts explaining after updating, 139 explaining before updating, 138 reporting for item forecasts, 186 Vendors mass changes for vendors, 100 replenishment, 161 replenishment. ordering from a vendor, 42 setup, 26, 27, 29 Viewing handheld data batch records, 302 Handheld Inventory Location file, 307 Handheld Inventory Log file, 308

U

Unit of measure assigning, 76 assigning alternate units of measure, 77 converting stock-on-hand, 157 defining for catch weights, 79 processing multiple in intransit receiving, 154 understanding, 38 validating for Intrastat, 152 Uploading handheld data extracting data from handheld terminal, 297 methods, 295, 299 normal method, 295, 299, 300 par location replenishment, 294

W

Warm boot, handheld terminal reboot method, 274

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