Inventory Module

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5.1.1 Inventory Module Overview

 

The Inventory Module in pc/MRP allows you to store, edit, and track information and pictures for each part and assembly number in your inventory. Part number information is automatically imported into sales orders, purchase orders, sales quotes, and purchase requests for quotes. The inventory module will be your primary source for part and assembly information.

 

5.1.2 Defining your Part Number Size

 

Prior to entering part numbers, the size and configuration of the part number must be defined using pc/MRP's Configuration Menu. pc/MRP's part numbers can be numeric and/or alphanumeric.

 

Part number size - pc/MRP's configuration menu, option 28, allows the part number size to be set from 6 to 15 characters, see section 15.1.28 in this manual.

 

Part number prefix size - pc/MRP's configuration menu, option 29, allows the first X characters of the part number (including any dash) to be set as a prefix (product code), see section 15.1.29 in this manual.

 

Part number suffix size - pc/MRP's configuration menu, options 48 and 49 allow the last X characters of the part number (including any dashes) to be set as a suffix, see section 15.1.48 and 15.1.49 in this manual.

 

Below are some additional ideas to think about if you are free to define the part number size and structure:

 

A straight non-encoded numeric part-numbering scheme can be employed. It is easier to maintain and expand a stock room with a non-encoded numeric part numbering system. However, with this method it is not easy to find part numbers by scrolling the inventory file.

Encoding the first two or three characters of the part number as a product code, will allow scrolling to start with the product code. The size of the product code can be set on the in the Settings and Utilities Module.

 

Large part number structures slow down data input and lead to data input errors. Supermarkets do not trust people to put in $6.99 let alone a 15-character part number. In addition, large part number structures could make it difficult to switch over to bar coding in the future.

Alphanumeric part number structures can lead to errors due to upper and lower case letters and 0's versus O's.

 

Companies selling to retail markets would do well to consider using a 9 or 10-digit numeric part number to match retail UPC bar coding structures. Many retailers request their products be shipped with UPC bar code labels.

 

An 8-character part number structure could be optimal for companies that plan to use Auto Cad to generate and store their drawings.

 

Companies dealing with consignment parts should read the chapter in section 15.9.5 which covers part numbering schemes (methods) for companies who carry a large number of consignment parts.

pc/MRP defaults to a 9-character part number size and a 2-character product code size unless modified by the user in the Configuration Menu.

 

If your part numbers are larger than 15 characters, put the large part number in the ‘Model Numbers 1’ field and a new abbreviated partnumber in the ‘Part Number’ field. Purchase Orders and Invoices will include both the new Part Number and the Model Number.

 

Do not put your customer or vendor’s part number in the Part Number field. Create and use your own part numbers. Put the Vendor and customer part numbers in the Model Number fields. If you do not want your customers to see the vendor’s model number, go to Option 22 in ‘Settings & Utilities’, select Invoice, and select ‘Serial Number’ for ‘Include on Printout’.


5.1.3.1 Enter a New Part Number, Step 1

 



To enter a new part number, select Modules, Inventory and New. to enter a new part number, brings up the screen shown below.

 

 

If you have no fixed part number scheme, select Next Available Part Number and enter the new part number.

 

You will be asked, “Do you want to import information from another part number?.   If you have a similar part number such as a series of resistors,  answer Yes and enter the similar part number.

 


5.1.3.2 Enter a New Part Number, Step 2, Enter Part Type, Revision and Description

 



 

The Part Number (partno) contains the part number and can not be changed from this screen.  To change a part number you must select Inventory and then Change Part Number.

 

Select the correct Part Type from the Type Drop Down List Box.

Part – Inventory (part_assy = “P”, outsource = .F.)

Part – Non Inventory (part_assy = “P”, outsource = .T.)

Assembly (part_assy = “A”, outsource = .F.)

Labor Inside (part_assy = “L”, outsource = .F.)

Labor Outside (part_assy = “L”, outsource = .T.)

 

Enter the Revision Level (revlevel) of the part or assembly, i.e. A, B, C etc. If the part or assembly is changed such that it is still backwards compatible roll the Rev. If the part or assembly is not backwards compatible, change the part number. pc/MRP's ECN module will automatically increment the revision level for a part number whenever a new ECN is created for that part number.

 

Enter the Description (descript).   Descriptions should be such that similar items appear together in any report sorted by description.

 

The Inspection Criteria Button is available for users who have purchased pc/MRP’s Optional Inspection Module.   It allows users to set when and where the inspection criteria will be displayed.

 

The Displayed Currency Drop-Down List Box is available for users who have purchased pc/MRP’s Optional Alternate Currency module. It allows users to  display the cost and pricing information in alternate currencies.

NOTE: If using or are planning to use QuickBooks for accounting, the allowable ASCII characters for the Part Number and Description fields are as follows:

"(dbl quote), Upper & Lowercase alpha, space,

and these special characters:     ,./<>?;':()[]{}-=_+!@#$%^&*

 

5.1.3.3 Enter a New Part Number, Step 3, Enter Average, Standard and Last PO Costs

 



 

The Ave Cost/Unit (cost) contains the average cost per unit. The value in this field is recalculated every time a receiver is entered for that part number. The cost averaging formula and conditions are covered in the receiving section of this manual. The cost averaging defaults can be set with option 50 in the configuration settings and utilities module.

 

The Std Cost/Unit (stdcost) field contains the list cost of the part. If your company's accounting department is using standard costs to value inventory, standard costs should only be entered and changed with their permission.

 

The Last PO Cost (lastpocost) field contains the cost of the last PO for this part. pc/MRP automatically enters the last PO cost whenever a purchase order is created for a part number. If the PO cost is changed after saving the new PO, you must manually edit the part’s Last PO Cost.

 

The Cost Detail Button will display the sum of the component, labor, and overhead costs for an assembly. This button will not respond for a component or labor part numbers.  The standard cost of labor is stored in the stdlabcost field. The average cost of labor is stored in the avelabcost field.   . The last PO cost of labor is stored in the lplabcost field.  

 

Option 60 in the configuration settings and utilities menu sets the overhead percentage.

 

Option 35 in the configuration settings and utilities menu, sets whether the average or standard cost will be inserted into sales orders and invoices as the cost of sales.   Option 35 will also set what is included during cost roll ups, Component costs, Component costs + labor costs, or Component costs + labor costs + labor x %overhead.

 

5.1.3.4 Enter a New Part Number, Step 4, Enter On Order and On Demand Quantities

 



 

The On Order (onorder) field contains the quantity on order from purchase orders. As explained above the quantity on order in inventory will be increased by the quantity ordered x the purchase ratio. When the PO is received, the quantity on hand will increase by the quantity received x the purchase ratio.

 

The On Demand (ondemand) field contains the quantity on demand from open work orders and sales orders. Whenever a work order or an "Order Entry" sales order is entered, the quantity on demand for that specific assembly is increased. It is important to note, the quantity on demand for the component parts that go into that assembly do not increase. Instead, whenever an MRP is generated, pc/MRP decreases the quantity available field for the component parts to satisfy the demand from the open sales and work orders. Creating an invoice for a sales order will decrease the quantity on demand for the assembly listed in that sales order. Using the stockroom's "Receive completed assemblies from manufacturing" for a work order will decrease the quantity on demand for the assembly listed on that work order.   The On Order and On Demand can be displayed and updated by pressing the Display and Update button.

 

The MRP Available (avail) field contains the quantity available after allocation. This field is updated by running pc/MRP's Single or Infinite Bucket MRP program. The MRP programs will allocate parts on hand and on order and fill in the quantity available field with the quantity after allocation. For example, if a company has 1200 bearings on hand, the quantity available might be 800 after allocation. The MRP Available field will consist of the onhand quantity + PO quantity (on order) - the allocated quantity (future issues and sales) - the minimum quantity. pc/MRP dynamically adjusts the MRP Available field (new purchase orders increase the quantity available of component parts and invoices decrease the quantity available of finished assemblies). MRP Available is based upon the stores areas checked when generating the MRP Action items.

 

The Estimated Usage/Week (usage) field is used by pc/MRP's Inventory Cycle Count Module to automatically determine which parts are to be reclassified as Class A, B, or C parts based on usage and unit cost. pc/MRP's optional Sales Analysis Report will fill this field in automatically based on past sales (invoice) history.

 

The Min Qty (minqty) field contains the quantity at which a part should be reordered. For example, if you use 2 parts per week and it takes 3 weeks to receive the part the min qty field should be set to 6. pc/MRP's optional sales analysis module has an option that will study your sales (invoices), related BOMs for a specified period, and automatically fill in this field.   If the Catindex Field contains the word “SAV” the sales analysis will not update that part’s min qty.

 

The Max Qty (maxqty) field contains the maximum quantity to re-order. This field is used by the min/max report found in pc/MRP's purchasing report module.

 

The Std Order Qty (ordqty) field is used by pc/MRP's Infinite Bucket module. If the infinite bucket module needs to create a buy action item for a part number, it will use the actual quantity required. However if the standard order quantity for that part number is greater than actual quantity required, it will use the standard order quantity.   If the part issued to manufacturing for a sales order and the parts lead-time exceeds the final assembly lead-time, pc/MRP will issue a buy action item for the quantity required.

 

The Infinite Bucket Module uses the Order Multiple Qty (ordmult) field if a part is required to be ordered in a multiple. For example if eggs came one dozen to a carton, it will increment the buy to the next highest multiple.

 

The Stock and Issue Unit (unit) field contains the unit of measure (each, ft, lb, hrs, etc) that the part is issued to manufacturing and sold in.

 

The Lead Time (ltime) field is used by the Infinite Bucket optional module. This tracks lead-time by days. For component parts, this represents the delivery time needed to receive the part for the vendor. For assemblies, it represents the build time for the assembly. The default lead times for parts and assemblies can be set in Configuration, Settings, and Utilities, Option 67. If pc/MRP's Infinite Bucket Module finds a 0 in the lead-time it will use the default lead times found in option 67. If it takes two weeks to build an assembly or order a part, enter 14 days, not 10 days. If any date starts or ends on a weekend, pc/MRP’s Infinite Bucket MRP adjusts that date back to Friday.


5.1.3.5 Enter a New Part Number, Step 5, Enter Stores Quantities and  Locations

 



 

The warehouse Area Names such as TEST/MRB, ENGINEER, and R&D can be changed using option 34 in the configuration, settings and utilities module. It is important to note that these are areas that store parts & assemblies, not manufacturing areas. pc/MRP has one area representing manufacturing and that area is WIP (work in progress).

 

Enter the initial Stores Quantities in the warehouse areas (onhand, area2qty-area6qty).   After the initial entry, it is advisable to use Option 62 in the configuration settings and utilities to prevent people from editing the quantities.   Instead they should use the Stockroom’s “Adjusting Quantities” Option to adjust quantities as this leaves a record of the adjustment.   The quantity of a part number is automatically increased whenever the receiving module receives it. The quantity of a part number is e automatically decreased when they are "Issued to Manufacturing" and/or "Invoiced". Much of this depends on how you set your inventory adjustment method (see option 4 in the configuration, settings and utilities menu).

 

Do not enter WIP Quantities (wipqty) instead use the Stockroom’s “Issue Parts to Manufacturing” an “Lower Level Issue” as pc/MRP will only remove parts from WIP when a sales or work order is “Received back from manufacturing as completed assemblies”.    

 

The Parts Location Fields (locate, locate2-locate6) can contain any six-digit code you care to come up with to aid in locating parts.

5.1.3.6 Enter a New Part Number, Step 6, Enter PO Ratio, PO Unit, Buyer

 



 

 The Purchase Ratio (poratio) field is the ratio of the number of issued units required for one purchase unit. For example, if you issue in feet and purchase in yards, the PO Ratio would equal 3. The PO Ratio must be a positive number greater than zero. A zero could cause a divide by zero overflow error. Whenever a part number is created or data is imported into the partmast.dbf file, pc/MRP automatically inserts 1 into this field.   We recommend keeping it simple.   Leave the PO Ratio at 1 and enter the same unit of measure into the Unit and PO Unit fields.

 

The Purchase Unit (pounit) field is the purchase unit of measurement. Referring to the example above this would be one yard. When entering a PO, enter the quantity of purchase units you require. pc/MRP will insert the purchase unit and multiply the vendor's unit cost by the purchase ratio. The quantity on order in inventory will be increased by the quantity ordered x the purchase ratio. When the PO is received, the quantity on hand will increase by the quantity received x the purchase ratio.

 

The Buyer (buyer) field contains the name of the buyer responsible for purchasing this part. Pc/MRP’s Infinite Bucket action item reports allows you to print out all buy action items by buyer or for a specified buyer.


5.1.3.7 Enter a New Part Number, Step 7, Enter Vendors and Price Qty Breaks

 



 

The Vendor Lookup (id1-id3) allows you to enter vendor(s) from the address book for each part. Click on the "Vendor ID #” ellipsis button and enter the first few characters of the Vendor Name, Phone Number, or ID Number. Select the address you wish to enter and press the "Ok" key. That vendor's name, phone number, and ID number will then be filled in automatically.

 

The Quantity (qtyl2-qtyl5, qtyl2_v2-qtyl5_v2, and qtyl2_v3-qtyl5_v3) fields contain the quantity breaks for the three primary vendors.

 

The Cost (stdcost1-stdcost5, stdcost1b-stdcost5b, and stdcost1c-stdcost5c) fields contain the cost breaks for the three primary vendors. These fields will store the costs in your base currency if you have the alternate currency module. Changing the displayed currency to an alternate currency will display the vendor costs in that currency.

 

The Vendor Currency (vendcurncy, vendcur2, vendcur3) drop-down list boxes are available for each vendor if pc/MRP's optional Alternate Currency module has been activated. This allows the user to set the vendor's base currency. If you change a currency rate in the alternate currency module, pc/MRP will change the vendor cost (stdcost1-stdcost5, stdcost1b-stdcost2b, etc.) for every vendor whose base currency is set at that currency. pc/MRP will calculate the new cost by using the following formula: OLD COST*(OLD RATE/NEW RATE). If you display the vendor costs in the base currency, pc/MRP displays the base currency as stored in those fields. If you select to display the cost in another currency, the standard costs for each vendor will be displayed as a multiple of the standard cost for that vendor and the selected currency.


5.1.3.8.1 Enter a New Part Number, Step 8.1, Enter Selling Prices (Option 1, Default Method)

 



 

Option 67 in pc/MRP's Configuration Settings and Utilities Menu, allow users to set the method pc/MRP will use to determine the selling prices for sales orders and invoices.

 

Sales Level and Quantity Price Method (first option)

With this method, selecting the Sale Prices Tab will display the sale price screen shown below.

 

The Sale Price Quantity fields (qtyl2-qtyl5, qtyl2a-qtyl5a, qtyl2b-qtyl5b, qtyl2c-qtyl5c, qtyl2d-qtyl5d, qtyl2e-qtyl5e,) contain the sales price quantity breaks for various levels (types) of customers.

 

The Sale Price fields (saleprice, salepric2-salepric5, salepriceb, salepric2b-salepric5b, salepricec, salepric2c-salepric5c, etc.) contain the sales prices based on quantity and customer's sales level as per that customer's sales level found in the customer's address book record.

 

The Salesman (salesman) and Sales Commission (%) (commiss), fields are automatically inserted into sales orders, invoices, and accounting transactions to allow pc/MRP to track and report on sales commissions. A sales commission of 5.00 would represent 5%.

 

The Licensor (licensor) field is automatically inserted into sales orders and contains the name of the company that may have licensed this part number for resale.

 

The Royalty Rate (royalrate) field contains the royalty rate charged for this part number.


5.1.3.8.2 Enter a New Part Number, Step 8.2, Enter Selling Prices (Option 2)

 

With this method, selecting the Sale Prices Tab will display the third page of the inventory data entry screen.

 



 

Each part can be assigned a category (A-9). The part in the above screen has been assigned as a category B type part. Each part can be assigned up to 25 different prices (A-Y). In the above example, customer's whose key assigns them level D pricing for B type parts would pay $7.00 per part.

 

By selecting the Sales Contact Info tab in any address entry and pressing the Sales Level button within that tab, the price key screen will pop up as shown below.

 



 

 In this case, the customer shown would pay the level G price for category B type parts. As such, his price would be $9.00. We do not recommend using this pricing method, as it is not simple and straightforward.   If a sales price level is left blank like E or F in the address entry or if the sales price category is left bank in inventory the sales price will default to sales price level A.


5.1.3.9. Enter a New Part Number, Step 9, Enter Manufacturer and Manufacturer Part Number

 

Selecting the Manufacturers\Models\Alternate Part Number Tab will then display the fourth page of the inventory data entry screen as shown above.

 

Enter Manufacturers (manufacter, mfg2-mfg9) and their respective Model Numbers (modelno, modelno2-modelno9) are self-explanatory.

The Alternate Part Numbers (altpart1 - altpart6) allow users to store up to six alternate part numbers that can be used in place of this part number. Option 54 in pc/MRP's configuration settings and utilities menu will set the alternate part numbers in inventory to update or not update the alternate part numbers in the BOM file.



If the manufacturing part number is distributed by Arrow, Digi-Key or Mouser the standard price quantity breaks and vendor can be automatically inserted into the Vendor Price/Quantity Breaks provided the vendor (Arrow Electronics, Digi-key, Mouser Electronics) is listed in the Address Book.

 




5.1.3.10. Enter a New Part Number, Step 10, Enter Miscellaneous Information

 



 

 

Selecting the Miscellaneous Tab will then display the fifth page of the inventory data entry screen as shown above.

 

The Image File (image_file) field is used to store and display pictures of each part. GIF and JPG files are displayed directly within pc/MRP, while all other file types, (BMP, PDF, AVI, DOC...) are viewed by clicking the External Viewer button. Plug-ins for your browser must be loaded to view file types other than GIF and JPG. We recommend that all files be deposited into a sub-directory of pc/MRP's main directory labeled BMP. This will eliminate difficulties that may occur when trying to view the image from workstations that have a different drive designation for the server. The size of the BMP file cannot exceed 280k. You can use Microsoft's Paint program to decrease the size of you BMP file. Select Accessories, Paint, Image, Stretch/Skew, and reduce the % horizontal and vertical size. If you wish to view PDF picture or document files, you must install Adobe Acrobat Reader. Adobe Acrobat Reader can be downloaded from http:\\www.adobe.com/products/acrobat/readstep.html. In Addition a URL can be entered into this field. The URL must however contain the full URL. (http:\\www.xxxxx.xxx)

The General Info (altpartno) field is sort of a wild card field. It can be used to store information such as purchasing specifications, additional description, alternate part numbers, etc. Option 22 in pc/MRP's configuration settings and utilities menu can be set to automatically import the contents of this field into sales and purchase order comments field. Computer manufacturers and retailers who wish to increase the length of their descriptions by including 30 gig hard drive, 128 Megs RAM, etc. can use this option.

 

The following fields, Part Type, Value, Tolerance, Rating, Package Type, Schematic and Footprint were included to match similar fields in Orcad.

 

The Draw #/Size fields contain the part number’s drawing number (drawingno) and drawing size (drawsize).

 

The Debit Account (dacct1) field is automatically inserted into purchase orders and receivers. If a receiver's debit account field contains an 8-character chart of accounts number, pc/MRP will debit that account when posting the accounts payable voucher (receiver). If option 11 (multi-div) is set off or the division field is empty, pc/MRP will debit the default chart of account (inventory or purchases) found in option 9's account template file.

 

The Credit Account (cacct1) field is automatically inserted into sales orders and invoices. If an invoice credit account field contains an 8-character chart of accounts number, pc/MRP will credit that account when posting the accounts receivable voucher (invoice). If option 11 (multi-div) is set off or the division field is empty, pc/MRP will credit the default chart of account (business income) found in option 9's account template file.

 

The Division (division) field is automatically inserted into sales orders and purchase orders. pc/MRP uses this field to determine what division or department chart of accounts to credit or debit for sales orders and purchase orders.

 

The Weight/Unit (weight) field is self-explanatory. This is the weight per unit.

 

The Shelf Life (shelflife) field contains the shelf life in days for that part number. If you have activated pc/MRP's optional serial/lot number module, receive completed assemblies back from manufacturing, and select to enter serial/lot numbers, pc/MRP will insert the expiration date into that serial lot/number based on the date and the shelf life.

 

The Class Field (class) is used by pc/MRP's Inventory Cycle Count Module. All Class A parts are counted every 30 days. All Class B parts are counted every 90 days. All Class C parts are counted every 180 days. This field must be filled in with an A, B, or C. See the Cycle Count Module section in this manual for additional details on automatically filling this field.

 

The Catindex (catindex) field is utilized in the optional Sales Analysis module. This allows the end-user to leave min quantities for part numbers or assemblies unchanged regardless of usage figures by entering "SAV" into that part or assembly's catindex field.

 

Checking the Floor Stock Item check box (floorstk) will prevent this part number from being decremented when the stock room module is used to issue parts to manufacturing. If a part number is stored on the manufacturing floor (such as nuts and bolts) and is not issued with the assembly, you would check the floor stock check box. Use the stock room's "Adjust Quantity" method to decrement the stores quantity when refilling the bin box on the manufacturing floor.

 

Checking the Web Item (webitem) check box will allow you to mark a part number that is to be listed on your web site.

 

If you have the Optional Serial/Lot Number module and the Serialized Item (serialitem) check box is checked, pc/MRP will display a window allowing you to enter or pick serial numbers when issuing, receiving, or invoicing for this part number.

 

To obsolete a part, check the Obsolete Item checkbox. The date field is automatically set to the current date (you may change this). This will display a warning if a part is marked as obsolete and it's obsolete date is <= the current date if you try to purchase it. The part will also be highlighted in yellow in the Inventory scroll window.

 

The Start Date (startdate) references to the date the part was first entered into the Part Master.

 

The Reliability Factor (relfact) field (for parts) contains the number of parts per million that would fail in a one hour time period.

 

The MTBF ((1/sum of the part reliability factors in the assembly)*(1,000,000/8769)) field (for assemblies only) contains the resulting mean time between failure for that assembly in years.   The MTBF field for assemblies is read only.   It can be automatically calculated and populated by entering all of the reliability factors for part numbers and then running the Cost and MTBF Roll Up option on the inventory menu.   The MTBF option is available on pc/MRP versions 7.73 and higher.  

 

Checking the Issue Subs Only Check Box (subonly) forces pc/MRP to issue sub-assemblies only when issuing this assembly.  The Issue Subs Only Check Box is only visible for assemblies.  The Issue Subs Only Check Box forces pc/MRP to issue sub-assemblies only for a top assembly or for sub-assemblies marked Issue Subs Only.

 

If a part is obsolete, check the Obsolete Check Box (Obsolete) and enter the date the part is to be obsoleted, Obs. Date (obsdate).  pc/MRP will display a warning message if a part is marked as obsolete and it's obsolete date is <= the current date if you try to purchase it. The obsolete parts will be highlighted in yellow in the scroll window.

 

Check the RoHS Compliant Checkbox if part is RoHS Compliant (lead free, etc.).

 

The Delete button allows the deletion of and existing part.   Must run Remove Marked Records to remove parts marked for deletion from disk.

 

The Logbook button opens an ASCII text file where additional comments or instructions regarding the part may be recorded. Important: Do not change the filename assigned to the log file. pc/MRP would no longer be able to associate the file with the part number.

 

The Where Used Button will open a pop up window listing all BOMs that use this part and the quantity per assembly.

 

The Cancel button does not save the changes to the record and returns you to the main menu.

 

The Ok button saves changes to the record and returns you to the main menu.


5.1.3.11. Enter a New Part Number, Step 11, Enter QuickBooks Information

 



 

If you have activated pc/MRP’s Optional QuickBooks Interface Module, Select the QuickBooks Tab to enter/edit QuickBooks information for this part number.

 

See chapter 16.16 in this manual for details on the implementing the QuickBooks Interface Module.

 

The Ok button saves changes to the record and returns you to the main menu.

 


5.1.4 Edit/View a Part Number

 



 

This option allows users to scroll, edit, delete, undelete or run queries against Inventory records.   Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  Partnumbers highlighted in red are marked for deletion and yellow if they are obsolete (5.3.10).

 

To perform an Indexed Search select the:

Indexed Search tab

Desired Sort Order, Partnumber, Model Number, Description, or Manufacturer

Enter the applicable data in the Begin Scrolling At: field

Select the desired Action, View or Edit

Press Search

pc/MRP will automatically scroll to the desired record or the nearest match

Select the correct record by scrolling

Press Ok to proceed to the edit screen for that record.

 

If you decide to Sort on Model Number, do not check the Nearest Match checkbox, and pc/MRP cannot locate your Model Number in the first model number field, it will allow you to search the remaining model number fields.

 

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Inventory table.  For further details, see chapter 15.14.

 

Pressing the Save Settings button will allow pc/MRP to default to the scroll screen settings you like the next time you decide to edit/view a part number. Your screen default preferences will be saved in a file with your log in name with an .usm extension.

 

Every field within the inventory edit screen is editable.  Configuration, Settings and Utilities, Option 62 can be used to set various fields (costs, quantities, etc.) to be read only.

 

Within the inventory edit, screen users can also mark inventory items for deletion or unmark inventory items for deletion. (you must have “Action=Edit”) If users press the delete or undelete button, pc/MRP will locate and mark for deletion or un-deletion every occurrence of that part in every BOM. By pressing “OK”,pc/MRP will then ask for permission to remove those records from disk for both the inventory and BOM database files. If you have a number of parts to mark for deletion and wish to save time, do not check the check boxes to remove marked records from the BOM or Inventory tables until you are finished marking inventory parts for deletion. Mark the remaining parts for deletion, and then on the last part number allow the program to remove the marked records from disk. If you determine you do not want to remove the marked records at this time, the partnumbers will be highlighted in red until deleted via the menu (Modules. Inventory (or BOMs), Remove Marked Records 5.15.1 & 12.1.16).

 

5.1.5 Change Part Number

 

This option will change the part number in both the Inventory Database File and the BOM Database File.

 

5.1.6 Find Parts (Matching a Partial Description)

 

Allows users to search for all parts matching a specified description in the Inventory Description Field or Memo Field. For example, to search the Inventory Description Field for all elbows you could select D, for search on description and enter the letters ELB.

 


5.1.7 Reports (Print/Display Inventory Reports)

 



 

To display or print an inventory report, select Modules, Inventory, Reports and the screen shown above will display.

 

There are a variety of standard un-costed (part.frx), standard costed (part$.frx) and custom (cuspart*.frx) reports to choose from.  See section 15.4.1 to create custom reportsAll parts uncosted (part.frx) and cuspart0-cuspart9.frx with partmast.dbf)

The Inventory Movement Report (parmov.frx with movement.dbf, invmove.prg) summarizes all part movements for a time period you specify and categorizes as Received (component parts received, AP vouchers that receive component parts, debit memos for negative quantities, and assemblies received from manufacturing), Invoiced, Issued, and Adjusted Quantities. The Initial and Ending Quantities will be calculated if the part number's last physical inventory date and last physical quantity fields are populated. If you check the include WIP Qtys checkbox, the WIP Qtys from the last Physical Inventory will be taken into account when calculating initial quantities. This report can back calculate to the initial quantity if the physical inventory was taken after the report's start date. These two fields are automatically populated when you take a physical inventory or you enter the quantity when the part number is initially entered into inventory. The Inventory Movement Report has the following columns, part number, initial quantity, received quantity, adjusted quantity, invoiced quantity, issued quantity, and ending quantity. The initial quantity column will display the word "Unavailable" if the initial qty cannot be displayed due to the lack of a physical inventory count. A "*" will be displayed next to the initial qty if the part's initial qty had to be back calculated to a date prior to the date the last physical inventory was taken. If a physical inventory was taken on the same day as the Inventory Movement Report Start-Date, the movements made on that date will show up in the movement columns and not in the Initial Qty Column. The Inventory Movement report also includes both inventory and non-inventory items.

 

Reports can be Sent To Display, Print, HTML, ASCII, XLS, and DBF files.    If the Database, Comma Delimited or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file, which mirrors the actual report. Any portion of the printed report, which normally appears in bold, will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

 

5.1.8 Labels (Print Part Labels)

 

Prints out labels for the following items:

All parts (parlabel.lbx or cparlab.lbx with pastmast.dbf)
Product Code (parlabel.lbx or cparlab.lbx with pastmast.dbf)
Part number (parlabel.lbx or cparlab.lbx with pastmast.dbf)

 

NOTE: For “All Parts” Barcode labels, see section 15.4.3 and choose the custom label you created when printing labels. For a single part, choose the Barcode radio button. This uses parlabbar.lbx.


Division (parlabel.lbx or cparlab.lbx with partmast.dbf)
Assembly (bomlb.lbx or cusbomlb.lbx with bomtemp.dbf)
Receiver (reclabel.lbx with reclbtmp.dbf)
Work/Sales Order Serial Numbers (lblwo-sn.lbx with tmptable.dbf)

You can customize pc/MRP labels using Configuration Utility, option 24 or Visual FoxPro 7.0, see Customizing pc/MRP for Windows, and section 15.4.1 of this manual.

The standard labels can be purchased at any office supply store selling 15/16" high by 3-1/2" wide single row pin fed labels designed for dot matrix printers. These labels are also available from Rapid Forms in white (5K350151), yellow (5K350151), blue (5K350151), or green (5K350151). To order from Rapid Forms call 800-257-8354.

The labels can be used to accurately label part bins, parts, etc.

pc/MRP labels are designed for dot matrix and laser printers. If you are using a laser printer, answer no when prompted to align labels, as laser labels do not require alignment. If you are printing out labels with a laser printer, use 1"x4" labels 20/sheet. Use your laser printer to print the first row of labels, and then reverse the sheet to print out the second row of labels.

The Work/Sales Order label option creates a MEM file (wosernum.mem) to store the last serial number issued. It increases the serial number and prints out as many labels as received for the Work/Sales order line item.

 


5.1.9 Sales Price Markup

 

Automatically mark up every part's sale price by a specified % of each parts current cost or sales price.

 

5.1.10 Cost and MTBF Roll Up

 



 

The “Cost and MTBF Roll Up” option will allow users to roll up costs (average, standard or last PO) and mean time between failures for all assemblies or a single assembly.   The Cost and MTBF Roll Up screen is displayed above:

 

Select All Assemblies or a single assembly.   If you select a single assembly, you can scroll and lookup the assembly by pressing the … button.

 

If you do not check any of the Update check boxes, pc/MRP will display the current assembly(s) cost and MTBF.   However, it will not update the cost and MTBF in the partmaster file.   If you do check these boxes, pc/MRP will update the cost and MTBF in the partmaster.    You must have enter/edit rights in the partmaster file, to check the “Update” checkboxes.   In addition, “Configuration”, “Settings and Utilities”, “Option 47” can be set so that only users with accounting enter/edit rights can check the “Update the Assembly Costs” checkbox.   If you are not going to allow users without accounting rights to roll up assembly costs, be sure to set option 61 to not allow users to update assembly costs when displaying/printing out a costed exploded BOM.

 

Before performing a cost roll-up, check with Accounting to see if they are using Average or Standard Costs and if it is OK with Accounting to perform a cost roll-up. Accounting should be provided with an inventory value report before and after the cost roll-up. This will allow Accounting to adjust the inventory Asset and Cost-of-Goods accounts. Option 59 can be used to set the cost roll-up default settings (average, standard, last PO costs).   Option 47 can be set to allow only users with accounting rights to perform cost rolls ups.

 

The “Cost Type” drop down list box allows users to roll up average, standard or last PO costs.

 

The “Output To” drop down list box allows users to send the report to “Display”, “Print” or “None”.

 

The MTBF option is available on pc/MRP versions 7.73 and higher. The mean time between failures is calculated as follows:

 

MTBF (years) =1/ ((part1qty x part1RF) + (part2qty x part2RF) + ….)X (1,000,000/8760)

The Reliability Factor (# of parts per million that would fail in a 1 hour time period) can be entered under the Miscellaneous Tab for each part.

 

5.1.11 Physical Inventory (and Cycle Count Programs)

 

This option allows users to take a physical inventory and/or cycle count of all parts that have not been issued to the floor (WIP). See the Physical Inventory Section of this manual for a more complete description of the Physical Inventory and Cycle Count Programs.

 

5.1.12 Audit-Inventory Data

 

Of the multiple functions, the first one searches inventory for duplicate part numbers. You will be asked if you want to remove duplicate part numbers. If you answer yes, and it finds duplicate part numbers, it will mark the second part number for deletion. The program will continue searching the inventory database file for additional duplicate part numbers until it has marked all duplicate part numbers for deletion. The program will then remove the part numbers marked for deletion from the disk. If you answer no, pc/MRP will display or print a list of duplicate part numbers.

 

5.1.13 Audit-WIP Quantities

 

pc/MRP’s Audit WIP Option allows users to correct the WIP Quantity Fields displayed in the Inventory Module to equal the quantity in WIP as per the stockroom issue records.   The WIP Quantity may be off because somebody edited this field or they edited a stockroom record without editing this field in the inventory module.   This option allows you to display the WIP Variance Report (WIPVAR.FRX) which contains the quantity in WIP based on the stockroom issue records and the quantity in WIP based on the WIP Quantity Fields in the Inventory Module.   In addition this report allows you to correct the WIP quantities (change the quantities in the WIPQTY Fields to equal the quantities based on the stockroom issue records).  

 

This report will only print or display open sales or work orders if it is not complete (the complete field does not contain a "Y"), the order was issued (in the stockroom there is an ISSTM record), and, the quantity issued is greater than the quantity returned.

 

To audit and correct WIP quantities follow the steps shown below:

 




5.1.13.1 Audit-WIP Quantities – Step 1

 

Run Audit WIP by selecting Modules, Inventory, Audit WIP or Physical Inventory.

 

5.1.13.2 Audit-WIP Quantities – Step 2

 



 

Do not select Correct WIP Variances as we want to just see what sales and work orders are out on the manufacturing floor (WIP).   Once we see what sales and work orders are on the floor, we will adjust WIP quantities by issuing additional sales and work orders to the floor and by receiving back sales and work orders from the manufacturing floor.


5.1.13.3 Audit-WIP Quantities – Step 3

 



 

Make a list of sales and work orders pc/MRP is reporting as being on the manufacturing floor from the WIP Variance Report (WIPVAR.frx) report shown above..

 

5.1.13.4 Audit-WIP Quantities – Step 4

 



Remove any sales/work orders that are not actually on the manufacturing floor by selecting Modules, Stockroom, New, Receive completed assemblies back from manufacturing.




5.1.13.5 Audit-WIP Quantities – Step 5

 

If there are any sale/work orders that are on the floor but not on the report, select Modules, Stockroom, New and Issue parts for a sales or work order for every sales order or work order that should be on the report.

 

5.1.13.6 Audit-WIP Quantities – Step 6

 



 

Once the report is correct, run Audit WIP one last time, this time, check the Correct WIP Variances Check Box.


5.1.13.7 Audit-WIP Quantities – Step 7

 



 The report should now display the correct sales/work orders on the manufacturing floor along with the correct WIP quantities.   Since you selected Correct WIP Quantities, the WIP Quantity Fields in the Inventory File will be correct as after the report is printed or displayed.   Reprinting the report again would show no variance between the stockroom WIP  Quantity and the Inventory (Partmast) WIP Qty.

 

The quantity issued column contains the quantity of that part number issued to that sales/work order. The quantity returned column contains the quantity returned (as part of the finished assemblies). The correct WIP quantity (stockroom) contains the quantity issued - (minus) the quantity returned. The current WIP quantity represents the quantity in the inventory WIP quantity field. The variance is the difference between the stockroom module and inventory module.

 

If you select the "Correct WIP Variances" option, pc/MRP will correct the WIP quantities in inventory as per the following pseudo code:

 

Replaces all partmast wipqtys with 0
Uses open sales and work orders (complete # Y)
Do while not end of file
   If the related stock transaction = ISSTM
      in_wip = qtyissued-qtyreturned in completed assys 
      If in_wip > 0 
         Increase partmast wipqty by in_wip
endif
   endif 
Enddo   

 

Once WIP is correct, you can run a physical inventory on the stores area(s) and correct the quantities for that area (do not include WIP quantities as they have already been corrected at this point).

5.1.14 Index (The Inventory File)

 

Allows users to re-index the inventory main index files. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message, or you cannot find a part number you know exists, re-indexing the index file is usually the cure.

 

5.1.15 Remove Marked Records

 

Removes all Inventory Records marked for deletion from the disk. The records will no longer be recoverable. The remaining records are then automatically re-indexed.

 

5.1.16 Un-displayed Inventory Fields

 

The Inventory table contains many un-displayed fields. The following is a list of those fields and the purpose for each of those fields.

 

pc/MRP's physical inventory program stores the physical inventory counts in the invarea1-invarea11 and invtot fields. Once the counts have been verified and the user pressed the update button. The counts are moved from the invarea fields to the stores and areaqty fields.

 

The lastphydat field stores the date the last time a physical inventory was taken with pc/MRP's Physical Inventory Module. The lastphydat field will also be filled when the part number is first entered.

 

The lastqty1-lastqty11, lastqtywip fields store the physical inventory quantities recorded on the date the last physical inventory was taken with pc/MRP's Physical Inventory Module. These fields will also be filled when the part number is first entered.

 

The above fields allow pc/MRP's inventory movement report to calculate the physical inventory at any date. However, for this to work, the following practices must be followed.