Traverse Standard v11.0

Inventory Transactions

Use the Inventory Transactions function to enter information for sale, purchase, and adjustment transactions. When you select a tab, unposted transactions appear. Once you enter and save a transaction, you cannot change the Type, Item ID, Location ID, or Unit fields.

If you use Inventory as a stand-alone system, use the Inventory Transactions function on the Transactions menu for the following tasks:

Adjust quantities.
Reflect sales when a new order is placed, an order is verified (shipped), a sale is invoiced, or items are returned.
Reflect purchases when a new order is placed, an order is verified (received), a purchase is invoiced, or items are returned.
Edit unposted purchase, sale, and adjustment transactions.

If Accounts Payable and Accounts Receivable are interfaced with Inventory, inventory items are updated automatically as purchases and sales are entered. If you have these applications and you do not want corrections to affect Accounts Payable and Accounts Receivable, use the Inventory Transactions function to make corrections. You cannot make adjustments for service items.

The following chart illustrates how each type of inventory transaction affects inventory quantities.

Transaction/Status	Quantity Committed	Quantity in Use	Quantity on Hand	Quantity on Order	Quantity Available
Adjustment: Increase			Increase		Increase
Adjustment: Decrease			Decrease		Decrease
Sale: New Order	Increase				Decrease
Sale: Verify Order	Decrease	Increase
Sale: Invoice		Increase			Decrease
Sale: Post Invoice		Decrease	Decrease
Sale: Misc. Credit		Decrease			Increase
Purchase: New Order				Increase
Purchase: Goods Received			Increase		Increase
Purchase: Invoice			Increase		Increase
Purchase: Misc. Debit			Decrease		Decrease

Select the Batch Code to put the transactions to and the Sale, Purchase, or Adjustment tab to enter transaction information. When you select a tab, unposted transactions are displayed.

Once you enter and save a transaction, you cannot change the Type, Item ID, Location ID, and Unit fields.
The Batch Code is only available if you selected the option to use batching in the Business Rules function.
The item ID is entered on the transaction line.

Working with Sales Transactions (Sale tab)

Sales transactions update inventory when entered. Use this tab to enter sales transactions if you do not have the Accounts Receivable or Sales Order application.

NOTE: Entering Invoice type sales transactions is recommended. When a 'New' type transaction is entered and posted, the transaction is deleted, then a matching Verify transaction needs to be entered. With the two transaction method there is a good chance transactions can be missed and the committed and on hand and available amounts will not get updated correctly.

Entering Sales Transaction Information

Entering Sales Transactions Information (Summary)

Select the type of sales transaction from the Type field.

Select	To
New Order	A customer places an order invoiced and shipped at a later date. A new order increases the quantity committed and decreases the quantity available. When you post transactions, no entries are made to General Ledger accounts for new orders. You must do a matching verify order when the items have shipped to correctly update your committed and in use fields.
Verify Order	Record the shipment of items for sales orders. Verify Order status decreases the quantity committed and decreases the quantity on hand. Never do a verify order without a matching new order transaction. If you do not put in a matching new order transaction, quantity committed will be incorrect.
Invoice	Record the sale of items invoiced and shipped at the same time. An invoice decreases the quantity on hand and available. If you do a new transaction and a verify order transaction, DO NOT do an invoice transaction. An invoice transaction has the same effect on inventory quantities as doing a new order, then a verify order.
Misc Credit	Record a customer's item return. A miscellaneous credit decreases the quantity in use and increases the quantity available.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
The item's default unit of measure appears in the Unit field. Accept or select a different unit of measure.
Enter the quantity of items sold in the sales transaction in the Quantity field.
The Unit Price of the item is displayed and can be changed. If the transaction is a miscellaneous credit, the unit cost of the item is displayed.
The Extended Price of the item is displayed. If the transaction is a miscellaneous credit, the unit cost of the item is displayed.
Click the Save button, on the toolbar, to save the inventory transaction.
Note: When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering Sales Transactions Information (Detail)

Click the >> button to toggle to the Detail view.

Select the type of sales transaction from the Type field.

Select	To
New Order	A customer places an order invoiced and shipped at a later date. A new order increases the quantity committed and decreases the quantity available. When you post transactions, no entries are made to General Ledger accounts for new orders. You must do a matching verify order when the items have shipped to correctly update your committed and in use fields.
Verify Order	Record the shipment of items for sales orders. Verify Order status decreases the quantity committed and decreases the quantity on hand. Never do a verify order without a matching new order transaction. If you do not put in a matching new order transaction, quantity committed will be incorrect.
Invoice	Record the sale of items invoiced and shipped at the same time. An invoice decreases the quantity on hand and available. If you do a new transaction and a verify order transaction, DO NOT do an invoice transaction. An invoice transaction has the same effect on inventory quantities as doing a new order, then a verify order.
Misc Credit	Record a customer's item return. A miscellaneous credit decreases the quantity in use and increases the quantity available.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
Select the general ledger account number from the GL Acct field. If Inventory interfaces with General Ledger, the AR GL Offset account number you selected in the Business Rules function appears.
Enter the sales transaction date, or use the default workstation date, in the Date field.
Enter the general ledger period and year of the sales transaction, or use the default workstation period and year, in the Fiscal Period and Year field.
The item's default unit of measure appears in the Unit field. Accept or edit it.
Enter the quantity of items in the sales transaction in the Qty field.
In the Unit Cost field, the costing method (FIFO, LIFO, average, or standard) you are using is displayed if you selected yes to the Show Cost In Transaction Entry option in the Business Rules function. You can change the unit cost if the sales transaction is a miscellaneous credit.
The Extended Cost of the item is displayed if you selected yes to the Show Cost In Transaction Entry option in the Business Rules function.
In the Unit Price field, the unit price of the item is displayed and can be changed. If the transaction is a miscellaneous credit, the unit cost of the item is displayed.
The Extended Price of the item is displayed. If the transaction is a miscellaneous credit, the unit cost of the item is displayed.
Enter any comments about the sales transaction in the Comments field. These comments are saved in history.
Click the Save button, on the toolbar, to save the inventory transaction.

When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering a Serialized Item Sale

Select the sales type for the serialized item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Qty fields.
Note: The Ser No Entry dialog box appears, if applicable, when you try to go to the next record or when you select Ser No Entry.
Enter/Select the following if you selected

If You Selected	Then
New Order	Do not enter/select a serial number.
Verify Order	*Select the serial number.
Invoice	*Select the serial number.
Misc Credit	**Enter the serial number or select a serial number with a Sold status to return to inventory.
* Only serial numbers with an Available status can be sold from inventory. Once you select a serial number, the status changes to In Use and you cannot select it again. The unit cost appears and cannot be changed. The unit price is the base price, but you can change it if necessary.
** The unit cost appears and can be changed. The unit price is the base price, but you can change it if necessary.

Click the Save button, on the toolbar, to save the serialized item sale information.

Entering a Lotted Item Sale

Select the sales type for the lotted item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Qty fields.
Note: The Lot No Entry dialog box appears, if applicable, when you try to go to the next record or when you select Lot No Entry.
Enter/Select the following if you selected

If You Selected	Then
New Order	Select Lot No Entry and enter the lot number.
Verify Order	*Enter the lot number.
Invoice	*Enter the lot number.
Misc Credit	**Enter the lot number.
* The unit cost from the costing method you use appears, and you cannot change it. If you select a lot number with a Sold status, the system warns you that the quantity will be negative and the cost (base, average, last, or standard) you selected in the Zero Quantity Sales Costing field in the Business Rules function appears.
** The unit cost from the costing method you use appears and you cannot change it.

Click the Save button, on the toolbar, to save the lotted item sale information.

Working with Purchase Transactions (Purchase tab)

Purchase transactions update inventory quantities online and are used to process purchases you make from vendors. Use this tab to enter purchase transactions if you do not have the Accounts Payable application.

NOTE: Entering Invoice type sales transactions is recommended. When a New type transaction is entered and posted, the transaction is deleted, then a matching Goods Received transaction needs to be entered. With the two transaction method there is a good chance transactions can be missed and the on order amounts will not get updated correctly.

Entering Purchase Transaction Information

Entering Purchase Transaction Information (Summary)

Select the type of purchase transaction from the Type field.

Select	To
New Order	You place an order with vendors to be invoiced and shipped at a later date. A new order increases the quantity on order and does not affect the quantity available. When transactions are posted, no entries are made to general ledger accounts for new orders. If you do a new order transaction you need to do a matching goods received, when the items arrive, this will decrease the quantity on order and increase the quantity on hand.
Goods Received	Update the quantity and cost of the items you receive from the vendor. Goods received increase the quantity on hand, decrease the quantity on order, and increase the quantity available. Never do a goods received transaction without a matching new order transaction or your quantity on order will not be correct. A goods received transaction decreases the quantity on order and increases the quantity on hand.
Invoice	Record the purchase of inventory items. An invoice increases the quantity on hand and the quantity available. If you do a new order transaction and goods received transaction DO NOT do an invoice transaction. An invoice transaction has the same effect on inventory quantities as a new order and matching goods received transaction.
Misc Debit	Record the return of items to a vendor. A miscellaneous debit decreases the quantity on hand and the quantity available.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
The item's default unit of measure appears in the Unit field.
Enter the quantity of items in the purchase transaction in the Quantity field.
The last cost of the item is displayed in the Unit Cost field. Accept or edit the cost.
The Extended Cost of the item appears.
Click the Save button, on the toolbar, to save the inventory transaction.
Note: When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering Purchase Transaction Information (Detail)

Click the >> button to toggle to the Detail view.

Select the type of purchase transaction from the Type field.

Select	To
New Order	You place an order with vendors to be invoiced and shipped at a later date. A new order increases the quantity on order and does not affect the quantity available. When transactions are posted, no entries are made to general ledger accounts for new orders. If you do a new order transaction you need to do a matching goods received, when the items arrive, this will decrease the quantity on order and increase the quantity on hand.
Goods Received	Update the quantity and cost of the items you receive from the vendor. Goods received increase the quantity on hand, decrease the quantity on order, and increase the quantity available. Never do a goods received transaction without a matching new order transaction or your quantity on order will not be correct. A goods received transaction decreases the quantity on order and increases the quantity on hand.
Invoice	Record the purchase of inventory items. An invoice increases the quantity on hand and the quantity available. If you do a new order transaction and goods received transaction DO NOT do an invoice transaction. An invoice transaction has the same effect on inventory quantities as a new order and matching goods received transaction.
Misc Debit	Record the return of items to a vendor. A miscellaneous debit decreases the quantity on hand and the quantity available.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
Select the general ledger account number from the GL Acct field. If Inventory interfaces with General Ledger, the AP GL Offset account number you selected in the Business Rules function appears.
Enter the purchase transaction date, or use the default workstation date, in the Date field.
Enter the general ledger period and year of the purchase transaction, or use the default workstation period and year, in the Fiscal Period and Year fields.
The item's default unit of measure appears in the Unit field. Accept or edit.
Enter the quantity of items in the purchase transaction in the Quantity field.
The last unit cost of the item is displayed in the Unit Cost field. Accept or edit the cost.
The Extended Cost is displayed.
Enter any comments about the purchase transaction in the Comments field. These comments are saved in history.
Click the Save button, on the toolbar, to save the inventory transaction.
Note: When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering a Serialized Item Purchase

Select the purchase type for the serialized item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Qty fields.
Note: The Ser No Entry dialog box appears, if applicable, when you try to go to the next record or when you select Ser No Entry.
Enter/Select the following:

If You Selected	Then
New Order	Do not enter/select a serial number.
Goods Rcvd	*Enter the serial number to add to inventory.
Invoice	*Enter the serial number to add to inventory.
Misc Debit	**Enter the serial number to remove from inventory.
* The last cost for the item location defaults in the Unit Cost field, but you can change it if necessary. If you need to add more than one serial number and the numbers are sequential, select Auto Gen.
** The unit cost appears, but you can change it if necessary.

Click the Save button, on the toolbar, to save the serialized item purchase information.

Serial Number Entry screen

Enter the Serial Number to add to inventory. The last cost for the item location defaults in the Unit Cost field and can be changed. If you need to add more than one serial number and the numbers are sequential, select Auto Gen.

When you click the Auto Gen button, a notification dialog box will appear stating a Starting Serial Number is required. Click OK to close the dialog box. In the Serial Number Entry screen, enter the first serial number you want to appear in the serial number sequence into the Serial No field, then click the Auto Gen button to open the Generate Serial Numbers screen.

Generate Serial Numbers screen

The Serial Number Creation screen appears when you select Auto Gen on the Serial/Lot Number Entry screen and select Simple or By Example in the dialog box, if applicable.

The starting serial number you entered on the Serial/Lot Number Entry screen is displayed in the First Serial Number field.

In the Quantity text box, use the default quantity, which is the number of serial numbers left to create for the item or enter a different quantity of serial numbers to generate.
Enter the First Serial Number you want to use.
The next serial number appears in the Next Serial Number text box. You can generate serial numbers sequentially or in a way specified using the Next Serial Number text box, for example, even numbers only or using letters.
The system ignores separator characters such as hyphens when serial numbers are generated. For example, generate five serial numbers beginning with 1-5 and 1-6. The system generates 1-7, 1-8, 1-9, 2-0, and 2-1. The system reads 1-5 as 15.
The system is also limited by the number of digits. For example, generate five serial numbers beginning with 6. The system displays an out of range message and generates the numbers 7, 8, and 9. The number 10 cannot be generated because the beginning serial number is one digit. To generate all the serial numbers in this example you will need to enter 06 as the first serial number.
To generate serial numbers sequentially, leave the serial numbers as they are and click Generate.
To generate serial numbers in a way other than sequentially, change the Last Serial Number and click Evaluate. Serial numbers based on the first and next serial numbers appear in the box. If they are acceptable, click Generate. If not, continue making changes.
Once you click Generate the Ser No Entry screen reappears, with the generated serial numbers in the Serial No field.

You are returned to the Serial/Lot Number Entry screen. The generated serial numbers are displayed in the Serial No field.

Entering a Lotted Item Purchase

Select the purchase type for the lotted item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Qty fields.
Note: The Lot No Entry dialog box appears, if applicable, when you try to go to the next record or when you select Lot No Entry.
Enter/Select the following:

If You Selected	Then
New Order	Select Lot No Entry and enter the lot number.
Goods Rcvd	*Enter the lot number.
Invoice	*Enter the lot number.
Misc Debit	*Enter the lot number.
* The last cost defaults in the Unit Cost field, but you can change it if necessary.

Click the Save button, on the toolbar, to save the lotted item purchase information.

Working with Adjustment Transactions (Adjustment tab)

Adjustment transactions update inventory online and are used to correct differences in quantities that do not result from the purchase or sale of an item, such as a decrease in inventory because of damaged items. Adjustment transactions also adjust quantities and costs of transactions from other applications.

You cannot make adjustments to service items.

Entering Adjustment Transaction Information

Entering Adjustment Transaction Information (Summary)

Select the type of adjustment transaction from the Type field.

Select	To
Increase	Increase both the on-hand and available quantities.
Decrease	Decrease both the on-hand and available quantities.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
Enter the quantity of items in the adjustment transaction in the Adj Qty field. The item's default unit of measure appears in the Unit field.
Adjust the unit cost in the Unit Cost field, as needed. If you enter an adjustment to increase the quantity of an item, the last cost of the item is displayed and can be changed. If you enter an adjustment to decrease the quantity of an item, the cost from the costing method (FIFO, LIFO, average, or standard) you use appears, but you can change it if necessary.
The Extended Cost is displayed.
Click the Save button, on the toolbar, to save the inventory transaction.
Note: When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering Adjustment Transaction Information (Detail)

Click the >> button to toggle to the Detail view.
Select the type of adjustment transaction from the Type field.

Select	To
Increase	Increase both the on-hand and available quantities.
Decrease	Decrease both the on-hand and available quantities.

Select an item ID from the Item ID field. The item description appears.
Select a location ID from the Location ID field. The location description appears.
Select the general ledger account number affected by the adjustment from the COGS Adj field. The default GL COGS Adj account is the COGS Adjustments account set up in the account code for this item in the location selected.
Note: If Inventory interfaces with General Ledger and the adjustment is an increase, the AR GL Offset account number you selected in the Business Rules function appears.
Enter the adjustment transaction date, or use the default workstation date, in the Date field.
Enter the general ledger period and year of the adjustment transaction, or use the default workstation period and year, in the Fiscal Period and Year fields.
The item's default Unit of measure appears. Accept or edit the unit.
Enter the quantity of items in the adjustment transaction in the Adj Qty field.
Adjust the unit cost in the Unit Cost field, as needed. If you enter an adjustment to increase the quantity of an item, the last cost of the item is displayed and can be changed. If you enter an adjustment to decrease the quantity of an item, the cost from the costing method (FIFO, LIFO, average, or standard) you use appears, but you can change it if necessary.
The Extended Cost is displayed.
Enter any comments about the adjustment transaction in the Comments field. These comments are saved in history.
Click the Save button, on the toolbar, to save the inventory transaction.

Note: When you select a lotted, serialized, or lotted/serialized item, click the Lot/Ser No Entry button when it appears to view or enter lot and serial number information.

Entering Serialized and/or Lotted Item Transactions

Entering a Serialized Item Transaction

Select the adjustment type for the serialized item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Adj Qty fields.
Note: The Ser No Entry dialog box appears.
Enter/Select the following if you selected

If You Selected	Then
Increase	Select the serial number with Sold* or Lost status to add.
Decrease	Select the serial number with Available** status to remove.
* The unit cost appears, but you can change it if necessary. If you enter a new serial number, the last code defaults in the Unit Cost field, but you can change it if necessary.
** The unit cost appears and you cannot change it.

Click the Save button, on the toolbar, to save the serialized item adjustment information.

Entering a Lotted Item Transaction

Select the adjustment type for the lotted item from the Type field.
Enter the required information in the Item ID, Location ID, Unit, and Adj Qty fields.
Note: The Lot No Entry dialog box appears.
Enter/Select the following:

If You Selected	Then
Increase	*Select the lot number if the item is in stock or enter a new lot number if item is not in stock.
Decrease	**Select the lot number if the item is in stock or enter a new lot number if item is not in stock.
* The last cost of the item appears in the Unit Cost field. If the item is not in stock, enter a new lot number and the unit cost.
** The unit cost appears, but you can change it if necessary. If different costs exist for the lot number, the unit cost from the costing method you use appears, but you can change it if necessary.

Click the Save button, on the toolbar, to save the lotted item adjustment information.

Serial/Lot Number Entry screen

The Serial/Lot Number Entry screen appears when you enter a transaction record for a serialized, lotted, or serialized and lotted item, or when you select Lot No Entry, Ser No Entry, or Lot/Ser No Entry. If you do not enter information on this screen, the transaction line is deleted.

The Quantity field on the Inventory Transactions screen is adjusted if you enter a different quantity of lotted items or a different number of serialized item records on this screen.

Use the delete hot key to remove serial and lot number records, F3, or the delete record button on the navigation bar.