STOCKROOM MODULE

11.1.1    Overview Of The Stock Transaction Module

The Stock Room Module allows users to: receive parts from receiving, issue parts and sub-assemblies to manufacturing, receive parts from manufacturing as completed assemblies, issue parts and assemblies to shipping, issue parts from one inventory area to another, and adjust the onhand quantity of any of the areas.

11.1.2    New (Issue/Receive Parts)

By Selecting Modules, Stockroom, and New pc/MRP will display the following menu. This menu lists all of the stockroom transactions available for users to enter. Simply click on the radio button or press the key of the letter you want. Moving the cursor will not change the default radio button. The user name, date, and time will be stored in the Entered By field for every transaction made. Comments for each transaction are also available. Following is a description of each type of transaction.

11.1.2.1   I - Issue Parts for an Assembly Infinite Levels Deep to Manufacturing

You must use this function once and once only to issue parts for every sales/work order that is issued to manufacturing.

Select the "I" transaction to issue a top level assembly(s) infinite levels deep for a sales/work order.

Select the stock room area you wish to issue the parts from.

Enter the account number to credit for these parts if required to do so by accounting, otherwise leave this space blank (pc/MRP's accounting package does not use this field).

pc/MRP will display the next available stock transaction number. Press OK to accept the number.

Answer Yes if there is a sales/work order number for this transaction. pc/MRP will then allow you to scroll by sales/work order number, part number, or account number for the correct sales/work order number.

Please Note: You must enter an existing Sales or Work Order Number, otherwise pc/MRP will not be able to decrement the WIP quantities correctly when the Sales/Work Order is received as assemblies from manufacturing.

pc/MRP will display the following screen:

By default, pc/MRP will automatically issue items. If you prefer to verify each item or record serial/lot numbers using pc/MRP's standard serial/lot number features, uncheck the "Issue parts automatically" check box.

pc/MRP must be told how you want issue the items. You can issue component parts only, sub-assemblies only or both part and sub-assemblies.

• Select Assembly (IF available) then parts if you want pc/MRP to issue sub-assemblies, if available, then parts when there are no more sub-assemblies available.
• Select Parts Only if you wish to issue parts only and no completed sub-assemblies.
• If you Select Subassemblies Only the following options are available:
• Never ask, will issue sub-assemblies only.
• Ask when short, will ask to issue parts or subassemblies if subassemblies are short.
• Always ask, will ask, parts or subassemblies when it comes to a subassembly.

Whenever users enter an "I" type transaction, pc/MRP creates a stock transaction record for each part or sub-assembly issued. Each stock transaction record created contains the following fields:

• The stock transaction number (stktrano)
• The sales/work order number (sono)
• The part or assembly number being issued (partno)
• The quantity required (qtyreq)
• The quantity issued (qtyissued)
• The quantity returned (returnqty)is left at 0, as this field is filled in when the sales order is received back as completed assemblies.

In addition, pc/MRP will reduce the stores quantity (onhand) and increase the WIP quantity (wipqty) in inventory for each part and assembly issued.

If you have activated pc/MRP's Advanced Serial/Lot Number module, pc/MRP will ask if you wish to enter serial numbers. If the serial numbers entered are past their expiration date the user will be warned to cancel or continue.

pc/MRP will produce an "Issued PIC List" report containing the details of all items issued. The report can be displayed, printed or saved as a file.

In versions 7.50 and higher users can create a flag file allowing labels to be created for the items being issued to manufacturing. The flag file is isstklab.flg. If this file is present in the pcmrpw directory the following screen will be created.

This option allows users to select various criteria, a specified work order, and multiple output types for the labels to be created.

11.1.2.2    L - Issue Part(s) and/or Assemblies one Level Deep to Manufacturing

Only use this function to issue extra parts or parts that were not on the bill of materials.

Select an "L" transaction to issue a part, or combination of parts and completed sub-assemblies for a sales/work order to manufacturing.

You will be asked whether the information is to be manually entered or imported from an ASCII file. Manual entry is the most often used method and will be explained first.

pc/MRP will reduce the onhand quantities and increase the WIP quantities of the parts and finished sub-assemblies issued.

Manual Part Number and Quantity entry

Select the stock room area you wish to issue the parts from.

Enter the account number to credit for these parts if required to do so by accounting, otherwise leave this space blank.

pc/MRP will display the next available stock transaction number. Press OK to accept the number.

Answer Yes if there is a sales/work order number for this transaction.

Please Note: You must enter an existing Sales/Work Order number, otherwise pc/MRP will not be able to decrement the WIP quantities correctly when the Sales/Work Order is received as assemblies from manufacturing.

Enter the Part or BOM number and the quantity you wish to issue.

Enter Yes if you wish to track lot numbers.

If the number entered was a BOM number pc/MRP will ask if you wish to issue the BOM to the floor as a completed assembly or as component parts.

If you choose to issue as a completed assembly, pc/MRP will issue the assembly(s) as a completed assembly(s).

If you choose to issue the assembly as component parts, pc/MRP will issue the component parts. Once again enter the date and quantity of the assembly you wish to issue (pc/MRP will not change the onhand quantity of the assembly at this time).

Answer Yes if you wish parts to be issued automatically.

When it comes to a sub-assembly for that kit, pc/MRP will ask "Issue parts or Sub-Assemblies?". Answer G if you wish to issue the sub-assembly as completed sub-assemblies. Answer B if you wish to issue the sub-assembly as parts on another lower level "L" type transaction that you will enter after you have finished issuing parts at this level.

Importing Part Number and Quantity information

Importing creates a series of "L" type Stockroom transactions from a comma separated ASCII file. This file may be generated by a barcode reader or produced by another program. The ASCII file must contain the Part number and Quantity information and may contain other optional information.

The data structure of the ASCII file is:

DATA	TYPE
Part Number   Quantity Issued   SO/WO Number (leading zeros)   SO/WO Item Number (leading zeros)   Issue Area (same as area name)   Lot Number   Quantity Required	6-15 Character   Numeric   6 Character (optional)   4 Character (optional)   8 Character (optional)   6 Character (optional)   Numeric (optional)

The following screen allows configuration of the import process.

Enter the location and name of the import file or use the FIND button to pick it from the directory tree.

Configure the Sales/Work Order info to meet your situation.

The Automatic setting will draw the sales/work order number from the import file. If the sale/work order number does not exist in the import file or it is invalid, the program will halt at each item and prompt the user to enter the correct sales/work order for that part.

If all the items to be issued are against the same sales/work order, selecting Manual allows a one-time entry of the sales/work order number, which is then applied to all items issued.

Lot tracking has three possible settings:

Automatic pulls the information from the source file.
Manual stops at each issue item and prompts the user to enter the Lot Number.
Off turns off lot number tracking

Any of the six storage areas can be manually selected as the issuing area or it can be set to automatically draw the issuing area from the import file.

Pressing OK will begin the import process.

If any errors are detected during the importation process an error report will be available after completion.

11.1.2.3    M - Issue Makeup or Shortage Parts to Mfg

Use this function to issue make up shortages for items that were short when the original "I" type transaction was issued for a sales/work order number.

Enter an "M" type transaction to issue make up or shortage parts for a sales/work order.

Enter the stock transaction number of the part that is short. The stock transaction number can be located on the stock transaction report for that sales/work order number.

pc/MRP will allow you to enter the lot number and the quantity required to fill the shortage. pc/MRP will then reduce the onhand quantities and increase the WIP quantities of the parts issued.

For stockroom transactions P, M, and F if option 66 in the settings and utilities is set to yes, the original transaction date will be replaced by the date of when the makeup shortage issue is performed.

11.1.2.4    P - Issue Multiple Makeup Shortages from a Single Inventory Area

The P option allows users to fill stock room shortages from a list of possible stockroom transactions that were issued short. When users select this option pc/MRP will create the screen above. This screen allows users to select the criteria to generate the list of shortages to be filled.

• Select the area where the parts will be issued from.
• Select the desired sort order.
• The Include option allows users to select data to be present to assist in the decision process. Users can choose from: the Date Required, Custom Account ID, and, Customer Name to be present on the selection screen.

The Issue Shortage selection screen is provided below.

The Issue Shortage Make-ups screen allows users to choose from a list of shortages that can be filled and fulfill them by entering the desired quantity to be issued.

• Highlight the shortage that you wish to issue and enter the quantity in the Issue Qty field.
• Continue this process until you have selected all of the shortages you wish to fulfill.
• Users can also select to have the Issue Shortage option generate a report. This report can be sent to several output types.
• If the serial lot number module is being utilized once the item(s) has been selected and the user presses OK the user will be prompted to track serial numbers as needed.

For stockroom transactions P, M, and F if option 66 in the settings and utilities is set to yes, the original transaction date will be replaced by the date of when the makeup shortage issue is performed.

11.1.2.5    F - Issue Multiple Makeup Shortages to Mfg Automatically

Use this function to automatically issue make up shortages for items that were short when the original "I" type transaction was issued for a sales/work order number. It will fill as much of the shortage as the inventory level allows while giving priority to the sales/work orders by with the earliest date required. This function looks at shortages for open sales and work orders (complete does not equal Y) that have been issued (issuedtmf = Y) that now have stock available to be issued (onhand greater than 0).

The user may select the inventory area(s) to consider when issuing items. The user also has the ability to issue only to sales order transactions or work order transactions.

Two reports are available after completion. The Action report details all of the stockroom shortages that were filled. The Make-up shortage Pick list produces an inventory list of material from each inventory area to be transferred from inventory to WIP.

The user may elect to actually issue shortage make-ups or to simulate the shortage make-ups. Actually issuing will produce the reports described above while reducing the quantity of the parts from the issuing area and increasing the quantity in WIP. Simulating the shortage make-ups will produce the same reports as the actual issue without transferring inventory. This allows the user to check the shortage make-ups before they are transacted.

An example of a Make-up Shortage Pick List is shown below.

For stockroom transactions P, M, and F if option 66 in the settings and utilities is set to yes, the original transaction date will be replaced by the date of when the makeup shortage issue is performed.

Below is an example of the Stock Shortage Makeup report.

11.1.2.6    S - Issue Parts or Assemblies to Shipping

Enter an "S" to issue parts or assemblies to shipping.

pc/MRP will issue each line item as you have configured it on this screen. The onhand quantity of each part shipped will be reduced if pc/MRP is configured to do so in the configuration menu.

In the upper left corner of the window:

The Sales Order number against which the material is to be issued can be manually entered or you may elect to pull the number in by scrolling the Sales database.

This is where the Inventory area from which the material is to be issued is selected.

Users who have purchased the optional Serial/Lot Number module can elect to track the serial or lot numbers of the material that is issued.

In the upper right corner of the window:

Displays the customer address so the user can verify that the correct Sales Order is to be processed.

In the center of the window:

Displays a scrollable list of all open items in the Sales Order with the order quantity and the quantity that you want to issue. Items will not be included on the list if the Complete field on the Sales Order contains a "Y" or if the quantity previously issued against the item equals or exceeds the order quantity.

If the quantity to be issued exceeds the quantity available in the selected inventory area, an exclamation point "!" will appear to the right of the issue quantity number. See Item 0001 on the example picture on the previous page.

In the lower left of the window:

The Full Fill button will automatically set the issue quantities for all the items to equal the order quantities.

The Limit Fill button will automatically set the issue quantities to issue as much of the item as is available in the selected Inventory area, up to the order quantity.

The Zero All button will reset all issue quantities to zero.

The More Detail button is not used when issuing to shipping.

In the lower center of the window:

This section displays information about the item currently highlighted in the center section. It also displays the quantity of this item currently available in the selected Inventory area.

At the bottom of this area, you can manually set the issue quantity and enter a serial or lot number to be associated with this item. The serial/lot number will be retained as part of the Stock transaction record.

The Full, Limit and Zero, buttons function just like the Full Fill, Limit Fill and Zero All buttons but affect only the highlighted item.

The Item Detail button, like the More Detail button, is not used when issuing to shipping.

In the lower right corner of the window:

The OK button begins the issue process for the items you have specified while the Cancel button exits the screen without making any changes.

The Default button opens a second window where some of the behavioral characteristics can be set.  The Default Settings window: (The initial default settings are shown.)

When a Sales Order is loaded into the first window for processing, the issue quantities for all items will be automatically entered based on the default Issue Quantities setting displayed in this window. The default Inventory issuing area can also be specified.

If the Update quantities when Area changes box is checked, changing the Inventory area on the first screen will automatically update the issue quantities based on the Issue Quantities setting.

If the Warn if over issuing against order box is checked, a warning message will appear before transaction processing begins if the issue quantity of any of the items exceeds the order quantity. You then have the option to continue with the over-issue condition or return to the window for further editing.

If the Warn if insufficient quantity in Area box is checked, a warning message will appear before transaction processing begins if the issue quantity of any of the items exceeds the quantity available in the selected Inventory area. You then have the option to continue with the over-issue condition (which will drive the Inventory quantity negative) or return to the window for further editing.

The Track Serial/Lot Numbers box will be activated for those users who have purchased the optional Serial/Lot Number module. When this box is selected, the Track SN/Lot check box on the first window will start in the checked condition.

11.1.2.7    B -  Issue Transfer Parts Between Inventory Areas

This transaction allows users to transfer inventory parts and assemblies between inventory areas. You can rename the alternate storage areas using the configuration menu, option 34.

11.1.2.8    R - Receive Completed Assemblies from Manufacturing

This module allows completed assemblies to be received from manufacturing back into the stock room. pc/MRP uses the following pseudo code when completed assemblies are returned from manufacturing to the stock room:

1. Find the stock transactions records for that sales/work order number
2. Reduce the quantity in WIP by the quantity issued to the sales/work order based on the BOM and the parts and sub-assemblies issued. The return quantity field contains the quantity WIP was reduced by.
3. When the final assembly is returned pc/MRP reduces WIP by the difference of the quantity issued and the returned quantity. It also increases the quantity returned to match the quantity issued. pc/MRP versions 7.00 and lower do not alter the original quantity required. Jobs that are received back in full with shortages still outstanding will still show up as short as the quantity required is still greater than the quantity issued. The stockroom record can be edited so that the quantity issued equals the quantity required. pc/MRP versions 7.01 and higher decrease the quantity required to match the quantity issued. As such versions 7.01 and higher will not leave shortages in the stock room records for sales/work order that were completed and returned to the stock room before all the parts had been issued to that sales/work order.

The above method allows overages and waste to be deducted from WIP. It also does not require all parts to be issued before part of the sales/work order is returned as finished assemblies.

pc/MRP will ask for the sales/work order number that you wish to turn in as completed assemblies. It will then locate the original sales/work order record to determine how many assemblies were originally ordered and issued. pc/MRP will ask for the quantity being received and then increment the onhand quantity of the assembly listed on the sales/work order. Next it will then search the stock transaction data base file and decrement the WIP quantities of all parts issued to manufacturing for that sales/work order. If you are turning in a partial order it will make a partial deduction of the parts issued to manufacturing for that sales/work. For example, if you are turning in 6 completed assemblies for a sales/work order for 10 assemblies. pc/MRP would decrement the exact quantity of bolts, nuts, wheels, etc. for six assemblies.

Please note:

• All parts for all 10 of the original assemblies do not have to be issued to the manufacturing, before any completed assemblies can be turned in.
• If you plan to turn in completed sub-assemblies for a sales order, issue the sub-assemblies under their own work order numbers.
• If you are utilizing the Serial Lot Number Module you can also issue serial numbers to returned assemblies with this transaction.

After entering R type transaction pc/MRP will ask for the number of labor hours required to complete this assembly. The amount of hours entered will be multiplied by the average hourly labor rate, found in pc/MRP's Configuration Menu. This way of tracking labor is only utilized in the Stockroom Module reports.

pc/MRP will display the next available stock transaction number. Press OK to accept the number.

If there is a sales or work order number for this transaction enter Yes and enter the sales order number. pc/MRP will use the Sales/Work Order Number to determine which and how many part(s) or assembly(s) should be received.

pc/MRP will ask if you wish to track Lot Numbers.

Enter the Quantity of assemblies or parts being returned from manufacturing. If the quantity of assemblies being turned in matches the quantity of assemblies originally issued to manufacturing, all of the items issued to manufacturing for the sales/work order number will be deducted from WIP. If a partial quantity of completed assemblies are turned in, pc/MRP reduces the quantity in WIP as described above.

The Onhand quantity of the assemblies or parts will increase in inventory.

The Quantity Assembled will be increased in the Sales/Work Order.

If it is for a Work Order, and the quantity assembled is equal to or greater than the original quantity required, a "Y" will be placed in the Complete Field.

11.1.2.9    U -  Receive Unused Returned Parts from Manufacturing

This option allows users to return unused parts back into inventory. When users select this option the choices above will appear. This selection screen allows users to enter the criteria for the jobs to be returned. The next screen will generate a list of all material allowing the user to choose which items and the quantity to be returned.

• Select the storage area that will receive the returned parts.
• Sort the data as needed.
• Select the Include field to add additional information to help you make the decision on what to return.
• Select Multiple work orders/sales orders or select a specific order.
• Press OK.

• Highlight the part number that you wish to return and enter the quantity in the Un-issue Qty field.
• Continue this process until all of the items to be returned have been selected.
• Users can select to Reduce Requirement and Issued Quantities or simply Reduce the Quantity Issued only.
• Users can also select to have the Un-issue option generate a report. This report can be sent to several output types.
• If the serial lot number module is being utilized once the item(s) has been selected and the user presses OK the user will be prompted to track serial numbers as needed.
• This type of transaction must be done before the final return of completed assemblies is transacted.

11.1.2.10    V -  Receive Parts from Receiving

· Enter a "V" to receive parts from receiving.

· pc/MRP will display the next available stock transaction number. Press OK to accept the number.

· If there is a receiver for this transaction enter Yes and enter the receiver number.

· pc/MRP will ask if you wish to track Lot Numbers.

· pc/MRP will display and receive each line item from the receiver. The onhand quantity of each part received will be increased provided pc/MRP is configured to do so in the configuration menu.

11.1.2.11    A -  Adjust Onhand Quantities

This option allows the onhand quantity of parts to be adjusted (increased or decreased). It leaves a record of the adjustment, where as editing the part number would not leave a record of the adjustment. Increasing the onhand quantity in stores or in another area creates RECFA stock transaction record(s). Decreasing the onhand quantity in stores or in another area creates ISSFA stock transaction record(s). If you are utilizing the Serial Lot Number Module, this transaction will also automatically adjust quantities in the Serial Lot Number database.

11.1.2.12    T -  Return all Parts/Assemblies Issued to a Sales/Work Order

This option returns all parts and or assemblies issued to a sales or work order from WIP back into the original issuing area.

11.1.3    Edit/View (Delete/Undelete A Stock Transaction)

Allows you to edit an individual stock transaction record.

Use the delete button to mark a record for deletion with the Windows version of pc/MRP. With pc/MRP for DOS once you have finished editing the record, pc/MRP will ask Do you wish to mark this record for deletion? Once the record has been marked for deletion, return to the menu and select REMOVE ALL DELETED RECORDS FROM DISK AND REINDEX.

11.1.4    Scroll Inventory

Allows you to scroll or search for a part number. Select scroll if you know the first part of the part number, model number or description. Select search if you wish to find the part by entering a partial description. For example, entering "elb" would reveal all of the parts, such as elbow, that have the letters elb anywhere in their description.

11.1.5    Reports (Printout/Display Stock Transaction Reports)

Allows you to print out or display stock transactions reports using the following options:

All stock transactions (stocklog.frx and cusstk*.frx with stocktra.dbf)
All stock transactions for a sales/work order number
All stock transactions for a part number
All sub-totaled by sales/work order All for a product code
All for a related document #
Shippable sales orders

A single stockroom transaction

All stockroom transactions for a Debit Account #

All stockroom transactions for a Credit Account #

Any of the above (except Shippable sales orders) can include

All stock transaction
All transactions issued to manufacturing
All transactions issued to shipping
All transactions received from mfg
All transactions issued as make up shortage transactions
All transactions for a lot number

Stockroom transaction comments

Serial/Lot number detail

Any of the above (except Shippable sales orders) can include:

All records
All records for a specified date range

The report output options include:

• Displayed,
• Printed,
• Wide carriage print out,
• ASCII TXT file
• HTML file
• XLS file
• DBF file

The report format options include:

• Standard format
• Custom format (see custom report section Chapter 15.4.1)

11.1.6    Check Availability (Of Parts For A Specified Assembly)

Will print out the status (quantity on hand, quantity on order, and quantity required) for each part number in a specified assembly. pc/MRP will ask for the BOM number and the quantity required. Enter P to check for parts infinite levels deep or S for sub-assemblies and parts to one level deep. If any part is short the report will list it as, "SHORT". This report is not as thorough as the Consolidation Report in Purchasing as it only looks at what is currently on hand. A narrow carriage print out will include a purchasing history of parts that are short. A wide carriage printout will include reference designators. pc/MRP Version 7.01B and higher allow user to check availability from any area , all areas, quantity available and quantity available - on order quantity.

11.1.7    Convert Parts To Assemblies

Provides a short cut method that automatically converts parts into assemblies. This routine bypasses putting parts into WIP and using a work order number to record the transactions. If you select the print out option you will receive a printed record of the transaction that can double as a PIC list. If any of the parts are short, pc/MRP will stop and ask how parts you wish to issue? If you issue the full amount, the onhand quantity in inventory will go negative.

11.1.8    Index

Re-indexes the Stock Transaction Index File. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find a stock transaction record, re-indexing the index file is usually the cure.

11.1.9    Remove Marked Records

Removes all stock transaction records marked for deletion from the disk. The records will no longer be recoverable.

11.1.10    Remove Over X Years

Deletes and removes from the disk all Stock Transactions over a specified number of years old. Prior to running this command it is advisable to save the Stock Transaction Database File (stocktra.dbf) to disk and label it "Stock Transactions DBF as of MM-DD-YYYY". You should also generate a printout of the file prior to closing it out.

11.1.11    Special Cases - Issuing Reels

Reels containing thousands of electronic components that must be issued to an assembly vendor or the manufacturing floor present a special issuing and tracking problem as you must issue more than the quantity required to the machine picking off the required number of components. This can be resolved in one of the following ways:

• Let pc/MRP issue the required amount but physically issue the reel. Consider the reel as part of the stock room stock even though the reel(s) are on the manufacturing floor. If extra parts were issued from the reel, enter an L type stockroom transaction to cover the extra quantity issued.

Let pc/MRP issue the required amount (automatically or manually). Once you are finished with your I type issue for that sales/work order number, Enter an L type stockroom transaction and issue the remaining quantity on the reel. When the sales/work order is returned from manufacturing as finished assemblies to the stock room along with the reels. Enter the quantity remaining on the reels using the stockroom’s "U" type transaction ("Returned unused parts from manufacturing to stock"). Select "Over issue to an L type transactions" as the reason for the return. Once you have returned all the reel quantities with "U" type transactions, you can return the sales/work order as completed assemblies using the stockroom's "R" type transaction.