Inventory Pick Tickets Inventory Pick Tickets
This menu option allows the entering of Batches of Pick Tickets to the Inventory file. After selecting Pick Tickets from the Inventory Menu, the following screen will come into view.
Batch Information
This screen shows a list of all available Batches. For more information, see Batch Management.
Proof List Tagged Batches (button)
This report is a list of Pick Tickets. These are the Pick Tickets which have been entered but not yet posted. This printout is useful as a verification or proof list of the Pick Ticket entries so that corrections can be made before posting. Use this option to print a Pick Ticket Proof Listing of the tagged Batches.
Post Tagged Batches (button)
See Post Tagged Batches.
Pick Tickets Included in Batch
This screen shows all the Pick Tickets that have been entered into the system for the highlighted Batch. For more information, see Pick Tickets Included in Batch. Filled orders will be preceded by a full blue square. Partially filled orders will be preceded by a partially filled squared. Unfilled orders will be preceded by an empty square.
Add or Change (button)
To modify the information for this Pick Ticket, press the Add button or highlight the desired Pick Ticket and press the Change button. For more information, see Add or Change a Pick Ticket.
Delete (button)
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
Close (button)
This button closes the program and returns to the main screen.
Help (button)
See How to use help
"This invoice Batch is already in use by another user" message
This message will come into view anytime there is someone in the Batch or the accounting system is shut down improperly.
If this message occurs and there is someone in the Batch, then press the OK button.
If this message occurs and there is no one in the Batch, press the letter "O".key It will override this message and allow access to the Batch.
The last step of the process is to post the information to the desired fiscal period. During this posting, the information is written to permanent job cost, General Ledger and history files. Reports are generated which describe the transactions and their effect on the permanent files. Press the Post Tagged Batches button and the following screen will come into view.
Backup Now
Click Backup Now button and the Utilities Backup/Restore screen will come into view.
Skip Backup
Click the Skip Backup button to skip the backup and continue to the next screen.
Don't prompt for pre-posting backups in the future
Check this box to turn this prompt off for future postings. To turn the prompt on again, see Setup: Preferences.
Select the Fiscal Period to which the Pick Tickets should be posted. Press the lookup button, and the Fiscal Period Maintenance screen comes into view. Highlight the desired fiscal period and press the Select button. The program will return to this screen. Then press the Proceed with Posting button.
The system will post the Pick Tickets in the tagged Batches. After the posting process is finished, two reports will print: 1.General Ledger Summary of Inventory Posting and 2. Inventory Detail Posting Report. The following screen will come into view.
Finish (button)
Press the Finish button to make the posting permanent.
Undo (button)
Press the Undo button to return all accounting data to the conditions prior to posting.
NOTE: If the transaction did not affect the General Ledger, the General Ledger Summary and Detail Posting Reports will not print. This does not affect the posting.
Pick Tickets Included in Batch
This screen shows all the Pick Tickets that have been entered into the system for the highlighted Batch. Note: If this is a repeating Batch, the Pick Tickets will remain after posting. For more information, see Pick Tickets Included in Batch. The Add, Change, and Delete buttons under this heading are used for entering and deleting a group of Pick Tickets.
All Pick Tickets in the highlighted Batch are shown under the heading Pick Tickets Included in Batch. The Add and Change buttons under the same heading are used for entering and editing a group of Pick Tickets. When the Add or Change button is pressed, the following screen will come into view.
This screen shows general information about the Pick Tickets being entered or edited, as well as a list of all the individual distributions in the group.
Ticket Number
Enter the ticket number.
Description
Enter up to 22 characters of description for the item being billed.
Date
Enter the date of the transaction. Press the lookup button and a Calendar will come into view. Highlight the desired date, and press the OK button.
This is the location where the items are currently located.
As line items are entered, the user may wish for the detail type on all the line items to default to a specific location, job or piece of equipment. Use these fields to set up this default.
1. Location
This type would be used if this item is being transferred from one non-job location to another.
Location ID
Enter the Location ID. Press the lookup button and the Location Screen comes into view. Highlight the desired Location, and press the Select button.
2. Job
This type would be used if the items are being sent to a specific job.
Job ID
Enter the Job ID. Press the lookup button and the Job Setup screen comes into view. Highlight the desired Job, and press the Select button.
3. Equipment
This type would be used if the items are being used on a piece of equipment.
Equipment ID
Enter the Equipment ID number. Press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired Equipment ID, and press the Select button.
4. GL Account
This type would be used if the items are being charged directly to a GL Account.
GL Account Number
Enter the GL Account number. Press the lookup button and the GL Accounts window comes into view. Highlight the desired account, and press the Select button.
Item ID
The ID number for this item will be displayed.
Item Description
This is the description of the item.
Quantity
This is the number of items to pull from inventory.
From
This is the location from which the item will be pulled .
To
This is the location where the item will be delivered to and/or used.
Use this button to generate purchase orders for the items included in the pick ticket. The following window will appear:
Click Yes to confirm the creation of purchase orders.
Create Assemblies (check box)
If the Create Assemblies check box is checked, the screen will allow Assemblies to be created instead of normal pick ticket line items. The screen will appear as follows:
Press the Print Ticket button and the accounting system will generate a Pick Ticket print preview.
Tag as Filled
Press the Tag as Filled button to mark the highlighted line items as filled.
Tag All
Press the Tag All button to tag all line items.
Untag All
Press the Untag All button to untag all line items.
Add or Change a Pick Ticket Detail Line Item
All Pick Tickets line items are shown under the heading Distribution Detail. The Add and Change buttons under the same heading are used for entering and deleting a Pick Ticket detail line item. When the Add or Change button is pressed, the following screen will come into view.
The Item ID number is used to select the item from the Item Price File. Enter the ID number. Press the lookup button and the Item Price file screen comes into view. Highlight the desired item, and press the Select button. Once the item is selected, the description will be listed after the lookup button.
This is the number of items to pull from inventory.
This is the location where the items are currently located.
This is the area where the items are located.
This is the location where the items are going to be used. The type selected will determine the next available fields. There are three possible types.
1. Job
Enter the Job ID where the item will be used. Enter the Cost Codes where the cost for the item will be distributed for the Job.
2. Equipment
Enter the Equipment ID where the item will be used. Enter the Cost Category for the Equipment.
3. Location
Enter the Location where the item should go. Enter the Area within the Location where the item will be placed.
Creating Assemblies
If the Create Assemblies check box is checked, the Add or Change button will bring the following screen into view:
Item ID
The Item ID number is used to select the assembly item from the Item Price File. Enter the ID number. The system will search for all the component parts of the item, and display them in the list box.
Quantity
Enter the number of units to assemble. If two or more units are desired, the quantities of the component items in the list box will be adjusted accordingly.
Location and Area
Enter the Location and Area where the assembled unit should reside when completed.
The makeup of the assembly can be altered at this point by adding, deleting, or modifying existing component items. Use the Add Change and Delete buttons to make the necessary changes. When this Assembly Pick Ticket is posted, Inventory will be relieved of the listed component parts, and the specified number of units of the Assembly item will be added to inventory.
Report Description - Inventory Detail Posting Report
This posting report contains a detailed listing of each Pick Ticket. The Pick Ticket ID & description, date, item ID & description, quantity, amount, destination and source of the item are listed.
Ticket ID & description
This is the Pick Ticket ID number and description.
Date
This is the date the Pick Ticket was entered into the system.
Ticket ID
This is the Pick Ticket number assigned by the system.
Batch ID
This is the Batch number in which this Pick Ticket is located.
Item ID & Description
This the ID number and description of the item
Serial Number
This is the serial number of the item. This space will be blank if there is no serial number.
Quantity
This is the number of items for this Pick Ticket detail line item.
Destination
This is the job and cost code to which this Pick Ticket is charged.
Source
This is the location where the items are currently located.
Grand Totals
Item ID & Description
For each item, the ID number and description is listed.
Quantity Posted
This is the total quantity for each item posted.
Quantity on Hand
This is the total quantity of items on hand.
Report Description - General Ledger Summary of Inventory Posting
This report shows the transactions made to the General Ledger. Each transaction is shown in a standard G/L format.
Account
The number of the General Ledger account.
1. If this a piece of equipment, the account number will be one of the six G/L Accounts setup for Job Costing in Setup Job Cost 2.
2. If this a Job, the account number will be one of the six G/L Accounts setup for Job Costing in Setup Job Cost 2.
Period
The fiscal period is listed in this column.
Date
The date of the invoice is listed in this column.
Journal ID, Number, & Line
The journal ID, number and line are printed in this column. This number and ID are automatically assigned by the system during posting.
Description
The description for each Pick Ticket entry is listed.
Cost Disbursement
The control account and subsidiary account are listed for each Pick Ticket. In the case of equipment or job related transactions, the job number and cost code or equipment ID and cost category are listed for the subsidiary account. If there is no cost disbursement, 'None' will be listed.
Quantity
The quantity for each Pick Ticket is listed if applicable.
Amount
The amount for each Pick Ticket is listed. Debits are listed as positive amounts and credits are listed as negative amounts.
Subtotal
Each transaction is added to the subtotal as it is listed. The final transaction will make the Subtotal zero.
Record #
The record number is the General Ledger transaction number. As transactions are posted, they are appended to the ‘General Ledger Master Transaction File’ and assigned the next record number. This number is used by the system to refer to this transaction.
Report Sample - Inventory Detail Posting Report
Report Sample - General Ledger Summary of Inventory Posting
