automan - stock & inventory module
TRANSCRIPT
Automan.
Inventory & Stock
AUTOMAN (Inventory & Stock Management)
For Manufacturing & Distribution Organization
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Inventory & Stock
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Welcome
We hope that by the time you finish this guide you will not only be able to survive, but thrive in your role as an Automan-ERP User. Our goal is to make you the hero of your team, the one person everyone goes to for answers. This component will enable you to be able to handle all activities that have to do with inventory and stock management with Automan ERP. So what are we waiting for? Let's get started…
Items and inventory with Automan-ERP
DASHBOARD: This is the dashboard menu for the item and inventory component.
To use a particular function under the item and inventory component:
Click on the items and inventory component Choose a function from the list of functions
(transactions, inquiries and reports, maintenance, pricing and cost).
Select the desired function.
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1 | TRANSACTIONS
Use items and inventory transactions to perform “Inventory Location Transfers” and “Inventory Adjustments”.
o Inventory Location Transfers To perform a new inventory location transfer:
Select ITEM AND INVENTORY on the Main Navigation. Choose Transactions from the drop-down menu. Click on Inventory Location Transfers from the list displayed. Fill the form displayed
From location: Specifies a source Location for the Inventory Location Transfers. Select a Location from the list provided.
To location: Specifies a destination Location for the Inventory Location Transfers. Select a Location from the list provided.
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Reference: Automatically generated reference number for the Inventory Location Transfers to be made. It is recommended to leave this unchanged.
Date: indicates the date on which the Inventory Location Transfers was performed
Transfer type: specifies the type of transfers to be made for the Inventory Location Transfers. Select a transfer type from the list provided.
Item code: specifies a code value for identifying each item in the Inventory Location Transfers. Enter item code manually in the field provided.
Item description: provides a description for an added item which is to be used during Inventory Location Transfers. Select an Item description from the list provided
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Quantity: defines the amount of the item to be added for Inventory Location Transfers. Enter quantity manually
ADD ITEM: specify a particular item to be used in the Inventory Location Transfers.
Click on to add the item to the Inventory Location Transfers
Memo: specifies a particular description for an item added for Inventory Location Transfers
Update: used to register an item to the Inventory Location Transfers.
Click on the button to register an item which is to be used for an Inventory Location Transfer.
Process transfer: used to complete the process of Inventory Location Transfers with an item(s).
Click on the button to perform the completion of an Inventory Location Transfers.
Update: used to register or collect currently entered field values.
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o Inventory Adjustments To perform a new inventory Adjustment
Select ITEM AND INVENTORY on the Main Navigation. Choose Transactions from the drop-down menu. Click on Inventory adjustments from the list displayed. Fill the form displayed
Location: Specifies a Location for the Inventory Adjustment. Select a Location from the list provided.
Reference: Automatically generated reference number for the Inventory Adjustment to be made. It is recommended to leave this unchanged.
Date: indicates the date on which the Inventory Adjustment was performed
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Type: specifies the type of Adjustment to be made for the Inventory Adjustment. Select a transfer type from the list provided
Item code: specifies a code value for identifying each item in the Inventory Adjustment. Enter item code manually in the field provided.
Item description: provides a description for an added item which is to be used during Inventory Adjustment. Select an Item description from the list provided
Quantity: defines the amount of the item to be added for Inventory Adjustment. Enter quantity manually
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Unit cost: specifies the cost for each unit of the item. Manually enter a value to define the cost of an item.
Detail: provides added information to an item adjustment note. Select detail option from the drop-down menu.
ADD ITEM: specify a particular item to be used in the Inventory Adjustment.
Click on to add the item to the Inventory Adjustment.
Memo: specifies a particular description for an item added for Adjustment.
Update: used to register an item to the Inventory Location Transfers.
Click on the button to register an item which is to be used for an Inventory Location Transfer.
Process transfer: used to complete the process of Inventory Location Transfers with an item(s).
Click on the button to perform the completion of an Inventory Location Transfers.
Update: used to register or collect currently entered field values. Click on the update button to register the newly made entries.
2 | Inquiries and reports
Use items and inventory inquiries and report to perform:
Inventory item movement Inventory item status Inventory reports
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O Inventory Item Movement
To perform a new inventory item movement:
Select ITEM AND INVENTORY on the Main Navigation. Choose inventory inquiries and report from the drop-down menu. Click on inventory item movement from the list displayed. Fill the form displayed
Item: specifies or identifies a particular item in the inventory item movement. Select the item in the drop-down menu.
From Location: Specifies a Location for the inventory item movement. Select a Location from the list provided.
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From: indicates and marks the date on which the inventory item movement was performed
To: indicates and marks the final date on which the inventory item movement can be performed for a particular item.
Show movements: used to show an inventory item that has been moved.
Click on the button to perform the item movement.
O Inventory Item Status
To perform a new inventory item status:
Select ITEM AND INVENTORY on the Main Navigation. Choose inventory inquiries and report from the drop-down menu. Click on inventory item status from the list displayed. Fill the form displayed
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Item: specifies or identifies a particular item in the inventory item status. Select the item in the drop-down menu.
Location: defines the location for the inventory item status
Quantity on hand: defines the total amount of item read for use in the inventory item status
Re-order level: defines a set of orders that was made for an item after an initial order was made.
Demand: defines the amount of the item that was requested.
Available: defines the amount of an item that is available.
On-order: defines the amount of an item that has been ordered.
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o Inventory Reports
To perform a new inventory item status:
Select ITEM AND INVENTORY on the Main Navigation. Choose inventory inquiries and report from the drop-down menu. Click on inventory report from the list displayed. Select a “report classes” Then select the desired “report for class: inventory” Fill the form displayed
Report Classes: Customer Supplier Manufacturing Inventory Dimensions Banking
General Ledger
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Reports For Class: Customer
Reports For Class: Supplier
Reports For Class: Inventory
Reports For Class: Manufacturing
Reports For Class: Dimensions
Reports For Class: Banking
Reports For Class: General Ledger
Customer Balances
Aged Customer Analysis
Customer Detail Listing
Sales Summary Report
Price Listing
Order Status Listing
Salesman Listing
Print Invoices
Print Credit Notes
Print Deliveries
Print Statements
Print Sales Orders
Print Sales Quotations
Print Receipts
Supplier Balances
Aged Supplier Analyses
Payment Report
Outstanding GRNs Report
Supplier Detail Listing
Print Purchase Orders
Print Remittances
Printable Check
Cheque Printing
Inventory Valuation Report
Inventory Planning Report
Stock Check Sheets
Inventory Sales Report
GRN Valuation Report
Inventory Purchasing Report
Inventory Movement Report
Costed Inventory Movement Report
Item Sales Summary Report
Assets List
Inventory History
Dated Stock Sheet
Sales Summary Report
Bill of Material Listing
Work Order Listing
Print Work Orders
Dimension Summary
Bank Statement
Cash Flow Statement
Bank Statement w/Reconcile
Chart of Accounts
List of Journal Entries
GL Account Transactions
Annual Expense Breakdown
Balance Sheet
Profit and Loss Statement
Trial Balance
Tax Report
Audit Trail
Tax Details (Cash Basis)
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Customer: 1. Customer balances
Display: customer balances: performs the process of “customer balances” to completion.
Click on the to display customer balance.
Start date: shows the initial period on which the report and analysis was made for customer balances.
NOTE: Each report class has its corresponding reports for class table options
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End date: shows the final period on which the report and analysis is open for customer balances.
Customer: you can search for a customer and select the customer from the drop-down menu. Filter customer by name and more options.
Show balance: use this option to choose weather balances should be displayed after report analysis. Select yes or NO from the drop-down menu to set a balance option.
Currency filter: you can specify the type of currency you want to use. Select the currency you want to use from the drop-down menu.
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Suppress zeros: use this option to remove number of default zeros that appears before you fill values in the fields. Select yes or NO from the drop-down menu to apply option.
Comments: enter additional information or slang about customer report in this field.
Orientation: this provides you with the kind of report document you want to be displayed. Select portrait or landscape from the drop-down menu.
Destination: this provides the kind of report document to be created and printed. Select document type (pdf or excel) from the drop-down menu.
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2. Aged customer analysis.
Display: aged customer analysis: performs the process of “aged customer analysis” to completion.
Show also allocated: this attribute provides you with other analysis which are allocated with the aged customer analysis. Select option yes or no to apply or avoid for the allocation option.
Summary only: this attribute allows you to choose whether or not to show the full aged customer analysis or to show only the summary.
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Graphics: this attribute allows you to choose the type of design format to display the results of the aged customer analysis. Select your desired option from the drop-down menu.
3. Customer Detail Listing:
NOTE: the other attributes for this interface is explained in the earlier attribute above
(Customer balances)
)
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Display customer detail listing: performs the process of “Display customer detail listing” to completion.
Activity since: use this field to define/specify the time when a customer detail listing began
Sales areas: this field specifies the location of sales for which the customer detail listing is made. Select the sales area from the list in the drop-down menu (“All UAE” and “global”).
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Sales folk: use this field to specify whether or not someone is to perform the customer detail listing. Select the sales folk from the drop-down menu. i.e. either (HYTHAM, sales person, no sales person). or any other added sales folk.
Activity greater than: defines the least number of activities performed for a customer detail listing. Enter the amount of activity manually in the field provided.
Activity less than: defines the maximum number of activities performed for a customer detail listing. Enter the amount of activity manually in the field provided
4. Sales Summary Report
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Display: sales summary report: performs the process of sales summary report to completion.
Tax Id Only: use this field to define the tax status of the sales summary report. Select yes or no from the drop-down menu to specify tax status
5. Price listing
NOTE: the other attributes for this interface is explained in the earlier attribute above
(Customer balances)
)
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Display: pricing list: performs the process of price listing to completion
Sales Type: use this field to select the kind of sales for the price listing. Select the sales type from the drop-down menu.
Inventory category: use this field to choose the specific inventory option you wish to work with. Select the inventory category option from the drop-down list (check options in drop-down box in the diagram above).
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Show pictures: use this field to decide whether or not you want pictures to be part of the price listing
Show GP %: This field allows you to choose whether or not you want to see the gross profit (GP) value. Select the yes or no option from the drop-down menu.
6. Order: status listing:
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Display Order: status listing: performs the process of Order: status listing to completion. Click on the blue button labeled “Order: status listing”
Stock Location: use this field to specify the site for which the Order: status listing b is been made for. Select the stock location option from the drop-down menu.
Back Orders only: choose whether or not the orders should be done only for back orders or not. Select the Back Orders only (yes or no) option from the drop-down menu.
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7. Salesman Listing
Display: salesman listing: performs the process of salesman listing to completion. Click on the blue button labeled “Display: salesman listing”
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Click on the to complete process.
8. Print Invoices
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Display: print invoice: performs the process of print invoice to completion. Click on the blue button labeled “Display: print invoice”
Click on the to complete process.
From: use this field to specify the contact/person for which the invoice report from. Select from the drop-down menu to select a contact.
To: use this field to specify the contact/person for which the invoice report is meant for. Select from the drop-down menu to select a contact.
Email customer: use this field to choose if messages should be sent to customers about invoice reports.
Payment link: use this field to define the mode of payment for the customers on delivery of the invoice reports.
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9. Print Credit Notes
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Display: print credit notes: performs the process of print credit notes to completion. Click on the blue button labeled “Display print credit notes”
Click on the to complete process.
10. Print Deliveries
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Display: Print Deliveries: performs the process of Print Deliveries to completion. Click on the blue button labeled “Display: Print Deliveries”. Click
on the to complete process.
Print as Packing Slip: use this field to choose whether or not the print deliveries should be printed as a packing slip. Select the option from the drop-down menu.
11. Print Statements
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Display Print Statements: performs the process of Print Statements to completion. Click on the blue button labeled “Display Print Statements”
Click on the to complete process.
12. Print Sales Orders
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Display: Print Sales Orders: performs the process of Print Sales Orders to completion. Click on the blue button labeled “Display Sales Orders”
Click on the to complete process.
13. Print Sales Quotations
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Display: print sales quotations: performs the process of print sales quotations to completion. Click on the blue button labeled “Display print sales quotations”
Click on the to complete process.
14. Print Receipts
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Display Print Receipts: performs the process of Print Receipts to completion. Click on the blue button labeled “Display Print Receipts”
Click on the to complete process.
Supplier
Reports For Class: Supplier
Supplier Balances
Aged Supplier Analyses
Payment Report
Outstanding GRNs Report
Supplier Detail Listing
Print Purchase Orders
Print Remittances
Printable Check
Cheque Printing
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Inventory
Reports For Class: Inventory Inventory Valuation Report
Inventory Planning Report
Stock Check Sheets
Inventory Sales Report
GRN Valuation Report
Inventory Purchasing Report
Inventory Movement Report
Costed Inventory Movement Report
Item Sales Summary Report
Assets List
Inventory History
Dated Stock Sheet
Sales Summary Report
Manufacturing
Reports For Class: Manufacturing Bill of Material Listing
Work Order Listing
Print Work Orders
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1. Bill of Material Listing
Display: Bill of Material Listing: performs the process of Bill of Material Listing to completion. Click on the blue button labeled “Bill of Material
Listing”. Click on the to complete process.
From product: use this field to specify bill of material listing from a particular product.
To product: use this field to specify bill of material listing made for a particular product.
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2. Work Order Listing
Display: Work Order Listing: performs the process of Work Order Listing to completion. Click on the blue button labeled “Display: Work Order Listing”
Click on the to complete process.
Outstanding only: use this field to specify the kind of display you want in the Work Order Listing. Select yes or no option from the drop-down menu.
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3. Print Work Orders
Display: Print Work Orders: performs the process of Print Work Orders to completion. Click on the blue button labeled “Display: Work Order Listing”
Click on the to complete process.
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Dimensions
Reports For Class: Dimensions 1. Dimension Summary
Display: Dimension Summary: performs the process of Dimension Summary to completion. Click on the blue button labeled “Display: Dimension Summary”
Click on the to complete process.
From Dimension: use this field to specify the dimension option to be displayed in the dimension summary. Select the dimension option from the drop-down menu.
To Dimension: use this field to specify the dimension option to be displayed in the dimension summary which will be displayed. Select the dimension option from the drop-down menu.
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Show Balance: use this field to specify whether or not you want the dimension summary balance to be displayed. Select the option from the drop-down menu (yes or no).
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Banking
Reports For Class: Banking Bank Statement
Cash Flow Statement
Bank Statement w/Reconcile
1. Bank Statement
Display: Bank Statement: performs the process of Bank Statement to completion. Click on the blue button labeled “Display: Bank Statement”
Click on the to complete process.
Bank Accounts: use this field to specify the account name for the bank statement. Select the account name from the drop-down menu.
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Zero values: use this field to specify the account values options of the bank statement. Select the yes or no option from the drop-down menu to decide whether the values can have zeros added to it.
2. Cash Flow Statement
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3. Bank Statement w/Reconcile
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General Ledger
Reports For Class: General Ledger Chart of Accounts
List of Journal Entries
GL Account Transactions
Annual Expense Breakdown
Balance Sheet
Profit and Loss Statement
Trial Balance
Tax Report
Audit Trail
Tax Details (Cash Basis)
NOTE: for the following report for class: inventory .check the field definitions in the
report for class: General Ledger above.
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3 | MAINTENANCE
To perform maintenance on one of its sub-components such as items:
Select maintenance on the Main Navigation. Choose items from the drop-down menu. Click on items from the list displayed.
Fill the form displayed
This component is the one that is used to arrange/fix/enable/make available values to be to be
used by other components in the item and inventory component. It is often used to provide
values to fields in this component where values are not entered manually i.e. those values
selected from the drop-down-menu from all the other sub-components in the item and inventory
component.
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1. Items
Insert new item: performs the process of item maintenance to completion. Click on the blue button labeled “Insert new item”
Click on the to complete process.
Select an item: use this field to specify the item you want to perform maintenance on. Click on the drop-down menu and select the item you want to use. The “item name” and “item code” will appear in the field box provided.
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Show inactive: use this check box to decide whether or not the items that are not currently being used can also be displayed in the drop-down menu. Tick the check box to show inactive item.
Item code: use this field to specify a particular value usually a combination of numbers that can be used to represent or search for the item. Enter the value manually in the field provided.
Name: use this field to specify a particular name usually a combination of letters/words that can be used to represent or search for the item. Enter the value manually in the field provided.
Description: use this field to provide a brief idea about the item which can be used as a guide to any user during the process of selecting an item. Enter the value manually in the field provided.
Category: use this field to specify the particular group in which you want to place the item you are creating. Select the item “category” from the drop-down menu.
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Item tax type: use this field to specify the particular kind of tax in which you want to place the item you are creating. Select the item “tax type” for the item from the drop-down menu.
Item type: use this field to define the particular kind of item you are creating. Select the “item type” for the item from the drop-down menu. The following item types are available: (manufactured, service, purchased)
Units of measure: use this field to define the measurement unit for item you are creating. Select the “Units of measure” for the item from the drop-down menu. The following units of measure are available (each, hours).
Editable description: use this check box to decide whether or not the description for an item that is being created can be changed. Tick the check box to make the item description editable.
Exclude from sales: use this check box to decide whether or not the item that is being created should be part of sales or items that can be sold. Tick the check box to exclude the item from sales.
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Dimension1: use this field to specify the dimension option you want to apply for the item you are creating. Select the dimension option from the drop-down menu. The following options are available (support, development).
Sales account: use this field to specify the particular account for which the item that is being created will be sold under. . This account will be used as the “Sales account” under which that item will be sold. Select the desired sales account from the drop-down menu.
Inventory account: use this field to specify the particular account for which the item that is being created will be stored under. This account will be used as the inventory account under which that item is stored. Select the desired sales account from the drop-down menu.
C.O.G.S account: This means cost of goods sold (C.O.G.S). Use this field to specify the particular “cost account” for which the item that is being created will be sold under. This account will be used as the” C.O.G.S account” under which that item is sold. Select the desired sales account from the drop-down menu.
Inventory adjustments account: use this field to specify the particular account for which the item that is being created will be adjusted under. This account will be used as the “inventory adjustment account” under which the item can be reregistered or kept. Select the desired sales account from the drop-down menu.
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Image file: With this field you can use the “browse” button to select a file from your desktop which will serve as an image for the item that is being created.
Item status: Use this field to decide whether or not the item which is being created should be “active” or ”inactive”. Select the item status from the drop-
down menu.
2. Foreign item codes
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Add new: performs the process of foreign item codes to completion. Click on the blue button labeled “Add new”
Click on the to complete process.
Item: specifies or identifies a particular item to be used in the foreign item code. Select the item in the drop-down menu.
UPC/EAN code: use this field to define a specific code which will serve as the product code for an item that has been created. Every item that is created must have a product code. Enter the “UPC/EAN code” manually in the space provided.
Quantity: use this field to define the amount of the selected item for which a foreign item code is been placed on. Enter the quantity value manually in the space provided.
Description: use this field to provide a brief idea about the item that is been used in the foreign item code in order to provide basic knowledge about an item. Enter item description manually in the field provided.
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Category: use this field to define the specific group under which the item to be used for foreign item codes should be. Select the category for the item from the drop-down menu.
3. Sales kits
Add new: performs the process of sales kits and Alias codes to completion. Click on the blue button labeled “Add new”
Click on the to complete process.
Select a sale kit: use this field to specify the product information or folder which you want to work with. Select the sales kit from the drop-down menu.
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Alias/kit code: The kit item code is the item code of a kit-type item. If this kit item code has been previously entered, the kit information originally recorded appears, and can be modified. Use this field to define or give a particular value to represent a sale kit. The sale kit can be queried using this code. Enter the kit code for the particular sales kit manually.
Component: use this field to define the tool group in which you want the sales kit to be applied with. Select the component from the drop-down menu.
Description: use this field to provide a brief idea about the item that is been used in the sales kits and Alias codes in order to provide basic knowledge about an item. Enter item description manually in the field provided.
Category: use this field to define the specific group under which the item to be used for “sales kits and Alias” codes should be. Select the category for the item from the drop-down menu.
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Quantity: use this field to define the amount of the selected item for which a sales kits and Alias codes is been placed on. Enter the quantity value manually in the space provided.
4. Item categories
Check the explanation for the attributes of item categories in the
other maintenance components above.
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5. Inventory locations
Update: use this field to begin the process of entering new values for
“inventory locations”. Click the button to clear old values and prepare to enter new ones.
Add new: performs the process of inventory locations to completion. Click
on the blue button labeled
Location code: use this field to specify a value to represent the inventory locations that will be used to query for the location. This values entered here will be selected in the drop-down menu in other items and inventory sub-components where needed. Enter the location code manually in the field provided.
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Location name: use this field to specify the name for the “inventory locations “that is to be created. Enter the location code manually in the field provided.
Contact for deliveries: this field is meant to be used in providing the contact details of the “inventory locations “which are to expect deliveries.
Address: use this field to specify the personal home details of the “inventory locations”. Enter the address information manually in the space provided.
Telephone number: use this field to enter the number for a particular the “inventory locations”. This will ease the job of locating a customer during deliveries.
Secondary phone number: use this field to enter the number for a particular the “inventory locations”. This will ease the job of locating a customer during deliveries.
Facsimile N0: use this field to define the value for the transmitted document for a specific item/ product which is been transferred using the “inventory locations”.
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Email: use this field to specify the particular online address of the customers to easy deliveries to “inventory locations”
6. Inventory movement types
7. Units of measure
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Update: use this field to begin the process of entering new values for “units
of measure”. Click the u button to clear old values and prepare to enter new ones.
Add new: performs the process of units of measure to completion. Click on
the blue button labeled
Unit Abbreviation: use this field to define the value of abbreviation for a particular unit of measure. Enter the abbreviation letters in the space provided.
Descriptive name: use this field to specify a name which will describe the kind of “units of measure”. Enter the descriptive name manually.
Decimal place: use this field to define the number of decimal places that the unit of measure can apply to its values.
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8. Reorder levels
Update: use this field to begin the process of entering new values for
“reorder levels”. Click the button to clear old values and prepare to enter new ones.
Item: specifies or identifies a particular item in the reorder levels. Select the item in the drop-down menu.
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Newtown: use this field to define the new reorder level value. Enter the value manually.
Default: use this field to set the default reorder level value. Enter the value manually.
4 | PRICING AND COSTS
To perform maintenance on one of its sub-components such as sales pricing:
Select pricing and costs on the Main Navigation. Choose sales pricing from the drop-down menu. Click on sales pricing from the list displayed. Fill the form displayed
1. sales pricing
Add new: performs the process of inventory item sales prices to completion.
Click on the blue button labeled
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Item: specifies or identifies a particular item in the inventory item sales prices. Select the item in the drop-down menu.
Currency: use this field to specify the type of currency you want to use. Select the currency you want to use from the drop-down menu.
Sales type: use this field to select the kind of sales for the inventory item sales prices. Select the sales type from the drop-down menu.
Price: use this field to define the cost of a specific item that is selected. This amount is usually for only one unit of the item.
2. purchasing pricing
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Add new: performs the process of Supplier purchasing data to completion.
Click on the blue button labeled
Supplier: use this field to define the retailer for the selected item. Select the supplier from the drop-down menu.
Price: use this field to define the cost of a specific item that is selected. This amount is usually for only one unit of the item.
Supplier unit of measure: use this field to specify the unit of measure which is been defined by the supply for the item. Enter the values manually.
Conversion factor (to our UoM): use this factor to define the values which will be used to convert the units of measures. Enter the values manually.
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Supplier’s code or description: use this field to describe or provide specific information about the supplier. Enter this information manually.
3. Standard cost
Update: use this field to begin the process of entering new values for
“inventory item cost update”. Click the button to clear old values and prepare to enter new ones.
Item: specifies or identifies a particular item in the inventory item cost update .Select the item in the drop-down menu.
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Standard Material Cost Per Unit: use this field to define the new inventory cost for a unit of an item. Enter the new value manually.
Standard Labour Cost per Unit: use this field to define the new inventory cost for a unit of an item. This value shows the cost of producing one unit of an item which is selected. Enter the new value manually.
Standard Overhead Cost Per Unit: use this field to define the new inventory cost for a unit of an item. This value usually shows the difference in expenses and revenue which is realized in the process of making the specific item selected. Enter the new value manually. Contact
More details about Automan ERP or live demo, please contact us.
Coderobotics Studio., No. 16, Officers Colony, First Main Road, Adambakkam, Chennai 600088, Tamil Nadu, INDIA.
E-mail: [email protected] Mobile: (91)-99403-67824 Website: www.coderobotics.com