Inventory Adjustment Post

Menu Path: Warehouse Management $Images\bluerarw.gif$ Posting and Period Controls $Images\bluerarw.gif$ Inventory Adjustment Post

Purpose

Create accounting transactions.
Resolve incorrect accounts.
Post inventory to the general ledger.

Overview

Use Inventory Adjustment Post to post inventory-related transactions. To post inventory adjustments to the general ledger, general ledger resolutions for inventory adjustment transactions are reviewed to make sure that proper accounting entries can be made. This is accomplished on the Resolve Transaction tab. If there are faulty general ledger resolutions for inventory adjustment transactions, you must correct any errors that occurred on the Account Exceptions tab. After the errors have been corrected you may post your inventory to the general ledger. For more information, see Unbalanced General Ledger Entries from Other Modules FAQ.

Creating Accounting Transactions

To create accounting transactions:

Select the product, location and date for which you want to resolve transactions.
Select the posting period and year. When an inventory adjustment is created, the posting period and year are automatically assigned to it based on the default inventory period and year. For example, the default inventory period and year are 10 and 2020 and an inventory adjustment is created. To create an accounting transaction for the inventory adjustment, you must enter 10 in the Posting Period field and 2020 in the Year field.
Select a batch ID using the Batch tab in the ribbon.
Click the Print Options tab.
Select a process and output option.
Click the Resolve Transactions tab.
Click the OK button in the ribbon to create the transactions. The I/C G/L Transaction Creation Status Report is output based on the options you selected in step 5. If the report indicates that there are errors, you must use the Account Exceptions tab to resolve the errors. If there are no errors, you can click the Posting tab and post the transactions. The number of created transactions and the number of errors are displayed.

Resolving Incorrect Accounts

The Account Exceptions tab allows you to correct and update accounts or projects. Errors must be corrected using the adjustment number found on the resolve transaction report.

To correct an account error:

Enter an adjustment number from the I/C G/L Transaction Creation Status Report.
Enter the batch ID.
Double-click the error account.
Enter the correct general ledger account in the New G/L Account or Account Description field.
Click the Correct Account button in the ribbon. The account is updated.

After all general ledger resolution errors are corrected, you can use the Posting tab to post the entries to the general ledger.

Posting Inventory Transactions

After all accounts have been corrected the entries can be posted to the general ledger.

To post inventory transactions:

Click the Posting tab.
Select the posting period and year.
Select which transactions to include. If you want to post for a specific batch, enter the batch in the Inventory G/L Transactions Batch # field.
Click the Print Options tab.
Select a process and output option.
Click the Posting tab.
Click the OK button in the ribbon to post the transactions to the general ledger. The Post Confirmation dialog box appears, and asks you to confirm that you want to post.
Click Yes. The I/C Posting to G/L Report displays with information on the posted transactions. At this time general ledger journal postings are made with a prefix of I/C. These journal numbers are noted on the posting report.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Inventory Adjustment Post window.
OK	If the Resolve Transactions tab is displayed, click this button to create accounting transactions based on the selected criteria. If the Posting tab is displayed, click this button to post transactions to the general ledger.
Correct Account	Click this button to save a correction to an account number. This button is only available if you click the Account Exceptions tab, and if the Correct and Accounts radio buttons are selected.
Update Account	Click this button to save changes to an account number. This button is only available if you click the Account Exceptions tab, and if the Update and Accounts radio buttons are selected.
Correct Project #	Click this button to save a correction to a project number. This button is only available if you click the Account Exceptions tab, and if the Correct and Project # radio buttons are selected.
Update Project #	Click this button to save changes to a project number. This button is only available if you click the Account Exceptions tab, and if the Update and Project # radio buttons are selected.
Previous	Click this button to display the previous adjustment number. This button is only available if you click the Account Exceptions tab.
Next	Click this button to display the next adjustment number. This button is only available if you click the Account Exceptions tab.

Ribbon Batch Tab Buttons

Button	Description
Select Batch	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open Batch	Click this button to display Open a New Batch, which allows you to create a new batch.
Close Batch	Click this button to display Close A Batch, which allows you to close a batch.
Edit Batch	Click this button to display Edit A Batch, which allows you to edit an existing batch.

Resolve Transactions Tab Fields and Buttons

Field or Button	Description
Posting Period	Click the Lookup button to select the posting period of the inventory transactions you want to resolve. When an inventory adjustment is created, the posting period is automatically assigned to it based on the default inventory period. This field defaults to the default inventory period entered in Inventory Period Update.
Year	Click the Lookup button to select the posting year of the inventory transactions you want to resolve. When an inventory adjustment is created, the posting year is automatically assigned to it based on the default inventory year. This field defaults to the default inventory year entered in Inventory Year Update.
Batch ID	This field displays the current batch ID. You can use the Select Batch, Open Batch, Edit Batch, and Close Batch buttons in the ribbon to work with batches.
All (Products)	Select this check box to create accounting transactions for all products. This check box is selected by default.
Product	Enter a product code or name for which to create accounting transactions, or click one of the Lookup buttons to select a product code or name. These fields are only enabled if you clear the All check box.
Elements	Click this button to display Product Prompting, which allows you to enter a product code by element. This button is only enabled if you clear the All check box.
All (Locations)	Select this check box to create accounting transactions for all locations. This check box is selected by default.
Location	Enter a location prefix or name for which you want to create accounting transactions, or click one of the Lookup buttons to select a location prefix or name. These fields are only enabled if you clear the All check box.
All (Dates)	Select this check box to create accounting transactions for all dates. This check box is selected by default.
From Date	Enter the first date in a range of dates for which to create accounting transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To Date	Enter the last date in a range of dates for which to create accounting transactions, or click the drop-down arrow to select a date. This field is only enabled if you clear the All check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.

Posting Tab Fields and Buttons

Field or Button	Description
Posting Period	Click the Lookup button to select the posting period of the inventory transactions you want to post. When an inventory adjustment is created, the posting period is automatically assigned to it based on the default inventory period. This field defaults to the default inventory period entered in Inventory Period Update.
Posting Year	Click the Lookup button to select the posting year of the inventory transactions you want to post. When an inventory adjustment is created, the posting year is automatically assigned to it based on the default inventory year. This field defaults to the default inventory year entered in Inventory Year Update.
Adjustment G/L Transactions	Select which transactions you would like to post. Select one of the following options: Transactions for Batch - Post transactions from a specific batch. If you select this option, enter the batch in the Inventory G/L Transactions Batch # field. All Transactions - Post all transactions. No transactions - Post no transactions.
Inventory G/L Transactions Batch #	Enter an inventory general ledger transactions batch number, or click the Lookup button to select a batch number. This field is only available if you select the Transactions for Batch radio button.

Account Exceptions Tab Fields and Buttons

Field or Button	Description
Correct/Update	Select whether to correct or update accounts or project numbers.
Accounts/Project #	Select whether to correct or update accounts or project numbers.
Adjustment Number	Enter the adjustment number that you want to correct or update, or click the Lookup button to select an adjustment number.
Batch	Enter the batch of the entry you want to correct or update, or click the Lookup button to select a batch number.
Accounts	This grid displays accounts associated with a selected adjustment number. This grid is only available if the Accounts radio button is selected. If the Correct radio button is selected, error appears in the Bad Account grid column for accounts that were not properly resolved.
Accounts in I/C G/L Transaction (That Require a Project Number)	This grid displays accounts for which you are correcting or updating the project number. This grid is only available if the Project # radio button is selected.
Mask 1	This field displays the first account mask for the account you double-clicked in Accounts grid.
Mask 2	This field displays the second account mask for the account you double-clicked in the Accounts grid.
Mask 3	This field displays the third account mask for the account you double-clicked in the Accounts grid.
Resolves to	This field displays the resolved account number for the account you double-clicked in the Accounts grid.
New G/L Account	Enter a new general ledger account, or click the Lookup button to select the new account.
G/L Elements	Click this button to display G/L Prompting, which allows you to enter a general ledger account by element.
Account Description	Enter a general ledger account description for the account to use, or click the Lookup button to select an account description.
Project Number	This field displays the current project number.
New Project Number	Enter the new project number, or click the Lookup button to select a new project number.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.