Stock Trace Receipting
Stock Tracing Component Only
When entering purchase orders and stock receipts, items with stock trace properties assigned to them may automatically prompt you for assignment selection information. The assignment input window appears when:
You enter a quantity in the Qty column.
When you click on the heading of the Qty column with the mouse and a quantity other than zero has been assigned.
When the Qty column is selected and you press F12, provided that the Qty column entry is not zero.
When you attempt to move off a stock item that has stock trace properties and you have not yet assigned them.
When the stock allocation window appears, use the arrow keys to move up or down one entry at a time in the list of available assignments. To move a page at a time use the PgUp and PgDn keys.
Once you have highlighted the entry you wish to assign, enter the quantity to assign by pressing the appropriate number or numbers. For example, if you wanted to assign 5 units of property "RED", then you would highlight the "RED" entry and type 5 followed by .
Once you have made the correct number of assignments CAPITAL will let you move forward if you press or the button.
You
will not be allowed to move forward until you have assigned the required number of properties.
Before you will be able to proceed, the quantity (see the bottom left corner of the input window) must match the quantity.
If you are creating a purchase order and do not yet know what type of allotments your order will consist of, or you wish to specify the allotments at some later date, move to the UNALLOTTED row and enter the quantity here.
For example, imagine you are ordering 5 items, and three of these are to be allotted to the property/colour BLUE. The remaining 2 you are unsure of. In this situation, highlight BLUE by using the arrow keys and then type 3 followed by Then move to the UNALLOTTED row and enter 2 followed by The remaining two Unalloted units will be assigned to the 'Unalloted pool'.
Adding New Assignments On The Fly
When producing purchase orders or receipting stock, it is common that the assignment you wish to allocate doesn't yet exist. For example, a new colour or style, or batch number may be related to what you are about to place into stock. If this is the case, you will need to create the new property assignments first. This can easily be done by pressing the button and entering an appropriate description.
Serialised
items that have already been allocated by other parts of the system or to other transactions will not
be displayed on your assignment list.
When the Assign Entry window appears, enter your assignment, e.g., the colour, size, style, batch or serial number, etc., into the Assignment field. Then press the key and enter the quantity to order or receive in the Qauntity field.
If you allot more items then you have ordered or are expecting to receive, you must unallocate the excess quantity. Do this by typing 0 (zero) and pressing over the highlighted entry or by typing in a smaller number.
When
you have a large number of possible allocations but do not wish to assign them right away, you can move
quickly to the UNALLOTED row by pressing the key.
Allocating Serial Numbers At Time Of Delivery
This section describes the procedure for entering serial numbers, batch numbers and other extended stock properties when delivering purchase orders.
Firstly, make sure that the Allocate In Purchasing setting is ticked for the serial number property you have assigned to the stock you are about to deliver. This is done inside INSTALLATION Workshop.
For information on setting up your stock properties see: Stock Tracing Specifications.
Enter the purchase order into the system if this has not already been done. If this has been done previously, then it is likely that the all serial numbered items have been assigned to UNALLOTTED (because the serial number was not known at the time of order placement.)
Switch to Deliver mode.
Enter the quantity delivered in the Deliver column.
The Stock Trace Assignment window will appear:
If the assignment does not yet exist, press the button and add it and enter the quantity to order.
Repeat step 5 for each assignment to be delivered.
If the column does not match the column, enter the quantity in the column as well.
Move to UNALLOTTED row by pressing and type 0 (zero) here to clear the previous assignments. (Or change it to the correct number if you are not fully allocating the quantity delivered to your list of assignments.)
When you are finished, press the button.
Multi-User Entry Feature
Entering assignments for extended stock properties is a live multi-user process. As soon as a serial number is delivered, deleted, assigned or allotted, all users on your network are made aware of the update. Since updates are processed immediately, you do not have to press the button on your transactions in order to make other users aware of your selections. Also, as updates are immediate, there is no opportunity for mistakes to occur, such as two users assigning the same serial number to the same product.
However, this does mean that you cannot leave your assignments in an 'undecided' state during data entry. You must either allocate the assignments you wish to use OR cancel your assignments. This is why pressing Esc or pressing the < button will clear any partial or unconfirmed assignments.
Hints & Tips
If you are working with serial numbers and the system does not allow you to move forward (because you are over-allotted) and the UNALLOTTED entry is ticked, move to the UNALLOTTED entry by pressing the key. Enter 0 (zero) and press . This will clear off your previous assignment quantity for this entry. Remember that the quantity to Deliver must equal the quantity Picked before you will be permitted to move forward.
You may prefer to enter serial numbers, batch numbers, etc., at time of invoicing or after delivery has occurred. Prompting for extended properties can be turned off for purchase orders by changing your Property Specification settings in INSTALLATION Workshop.
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