Inventory Status Report

Menu Path: Purchasing $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Inventory $Images\bluerarw.gif$ Inventory Status Report

Alternate Menu Path: Warehouse Management $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Inventory $Images\bluerarw.gif$ Inventory Status Report

Purpose

Output a report of inventory status information.

Overview

Use Inventory Status Report to create a report that lists the current status of your inventory. The report lists inventory grand totals, costs, quantities, monthly averages, months supply, and discontinued status. It also lists the quantity of inventory that is allocated, backordered, on hand, and on order. The report can display the calculated monthly average of inventory based on a specified number of months. You can filter the report to see if current inventory of a product falls above or below a specific number of months' supply based on the product's monthly average sales history.

Example In the last four months, your monthly average sales of product A is 100 units and you want to know if your current stock is above 2 months supply. To display this in the report, select the Above radio button, and enter 2 in the months of supply based on field. When you run the report, product A is shown only if its current inventory is above 200 units.

For more information, see Inventory Status Report FAQ.

Outputting the Report

To output an inventory status report:

Select locations, categories, products, suppliers, styles, and/or product lines for the report.
If you want to filter the report, select options to add quantity on order to quantity available, suppress discontinued products without inventory, subtract future quantity from available quantity, display products with no sales history, display products with no activity, or exclude discontinued products.
If you want to filter the report to only display products with available inventory above or below a specific number of months supply based on the monthly average sales history, select the Above or Below radio button, and enter the number of months supply.
Enter the number of months to use for calculating the monthly average sales and monthly supply.
Select a method for sorting the report.
Select the unit of measure for products on the report (display, stocking, or purchasing).
If you are allowed to view costs, select the cost type for costs on the report (Average or Standard).
Click the Print Options tab.
Select a report output option and processing option.
Click the Print button in the ribbon to output the report.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Inventory Status Report window.
Print	Click this button to display, output, email, or print the report.

Select Tab Fields and Buttons

Field or Button	Description
All Locations	Select this check box to include inventory status for all locations on the report. This check box is selected by default.
From (Location)	Enter a location prefix for which to include inventory status on the report, or click the Lookup button to select a location prefix. If you want to include inventory status for a range of locations, enter the first location in the range. This field is only enabled if you clear the All Locations check box. For more information on locations, see Location Code/Name.
To (Location)	Enter the last location prefix in a range of locations for which to include inventory status on the report, or click the Lookup button to select a location prefix. If you want to include inventory status for a single location, you can leave this field blank. This field is only enabled if you clear the All Locations check box. For more information on locations, see Location Code/Name.
List (Locations)	Click this button to display Location List, which allows you to select specific locations to include on the report. This button is only enabled if you clear the All Locations check box. If you click this button and select locations, the check box to the right of the button is selected.
All Categories	Select this check box to include inventory status for all product categories on the report. This check box is selected by default.
From (Category)	Enter a product category for which to include inventory status on the report, or click the Lookup button to select a product category. If you want to include inventory status for a range of categories, enter the first category in the range. This field is only enabled if you clear the All Categories check box.
To (Category)	Enter the last product category in a range of categories for which to include inventory status on the report, or click the Lookup button to select a product category. If you want to include inventory status for a single category, you can leave this field blank. This field is only enabled if you clear the All Categories check box.
List (Categories)	Click this button to display Category List, which allows you to select specific categories of products to include on the report. This button is only enabled if you clear the All Categories check box. If you click this button and select categories, the check box to the right of the button is selected.
All Product Codes	Select this check box to include inventory status for all products on the report. This check box is selected by default.
From (Product)	Enter a product code for which to include inventory status on the report, or click the Lookup button to select a product code. If you want to include inventory status for a range of products, enter the first product code in the range. This field is only enabled if you clear the All Product Codes check box. For more information on products, see Product Code and Name.
To (Product)	Enter the last product code in a range of product codes for which to include inventory status on the report, or click the Lookup button to select a product code. If you want to include inventory status for a single product, you can leave this field blank. This field is only enabled if you clear the All Product Codes check box. For more information on products, see Product Code and Name.
List (Products)	Click this button to display Product List, which allows you to select specific products to include on the report. This button is only enabled if you clear the All Product Codes check box. If you click this button and select products, the check box to the right of the button is selected.
All Supplier Codes	Select this check box to include inventory status for all suppliers on the report. This check box is selected by default.
From (Supplier)	Enter a supplier code for which to include inventory status on the report, or click the Lookup button to select a supplier code. If you want to include inventory status for a range of suppliers, enter the first supplier code in the range. This field is only enabled if you clear the All Supplier Codes check box. For more information on suppliers, see Supplier Code and Name.
To (Supplier)	Enter the last supplier code in a range of supplier codes for which to include inventory status on the report, or click the Lookup button to select a supplier code. If you want to include inventory status for a single supplier, you can leave this field blank. This field is only enabled if you clear the All Supplier Codes check box. For more information on suppliers, see Supplier Code and Name.
List (Suppliers)	Click this button to display Supplier List, which allows you to select specific suppliers of products to include on the report. This button is only enabled if you clear the All Supplier Codes check box. If you click this button and select suppliers, the check box to the right of the button is selected.
All Styles	Select this check box to include inventory status for all styles on the report. This check box is selected by default.
From (Style)	Enter a style for which to include inventory status on the report, or click the Lookup button to select a style. If you want to include inventory status for a range of styles, enter the first style in the range. This field is only enabled if you clear the All Styles check box.
To (Style)	Enter the last style in a range of styles for which to include inventory status on the report, or click the Lookup button to select a style. If you want to include inventory status for a single style, you can leave this field blank. This field is only enabled if you clear the All Styles check box.
List (Styles)	Click this button to display Style List, which allows you to select specific styles to include on the report. This button is only enabled if you clear the All Styles check box. If you click this button and select styles, the check box to the right of the button is selected.
All Product Lines	Select this check box to include inventory status for all product lines on the report. This check box is selected by default.
From (Product Line)	Enter a product line for which to include inventory status on the report, or click the Lookup button to select a product line. If you want to include inventory status for a range of product lines, enter the first product line in the range. This field is only enabled if you clear the All Product Lines check box.
To (Product Line)	Enter the last product line in a range of product lines for which to include inventory status on the report, or click the Lookup button to select a product line. If you want to include inventory status for a single product line, you can leave this field blank. This field is only enabled if you clear the All Product Lines check box.
List (Product Lines)	Click this button to display Product Line List, which allows you to select specific product lines to include on the report. This button is only enabled if you clear the All Product Lines check box. If you click this button and select product lines, the check box to the right of the button is selected.
Add Quantity on Order to Quantity Available	Select this check box to include on order quantities in the available quantities on the report. This check box is selected by default.
Suppress Discontinued Products without Inventory	Select this check box to exclude discontinued products that have no inventory from the report. This check box is cleared by default.
Subtract Future from Available	Select this check box to exclude future quantities in the available quantities on the report. This check box is cleared by default.
Display Products with No Sales History	Select this check box to include products that have no sales history on the report. This check box is selected by default.
Display Products with No Activity	Select this check box to include products that have no activity on the report. This check box is selected by default.
Suppress All Discontinued Items	Select this check box to exclude discontinued products from the report. This check box is cleared by default.
Show	Select whether to include products on the report with available inventory above or below a number of months of supply (based on the monthly average sales history), or select to include all products. If you select the Above or Below radio button, enter the number of months supply in the months of supply based on field, and the number of months of sales history to use for calculating the monthly average sales history in the months history field. Example You want to include products on the report that have over 6 months supply of inventory available, and you want to use sales history for the last 12 months to calculate the monthly average sales. To do this, select the Above radio button, enter 6 in the months of supply based on field, and 12 in the months history field.
months of supply based on	Enter the number of months supply that you want to use to filter products for the report. This field is only enabled if you select the Above or Below radio button.
months history	Enter the number of months used to calculate the monthly average sales.
Location	Select this check box to sort the report by location. This check box is cleared by default.
Sort by	Select one of the following methods for sorting the report: Product Code - Sort by product code. Category/Subcategory/Product Code - Sort by category, subcategory, and product code. The report displays total quantities for each category and subcategory. Category/Product Code - Sort by product category, and then by product code. Supplier Code/Product Code - Sort by supplier code, and then by product code. Style/Product Line - Sort by product style, and then by product line. Note If the Location check box is selected, the report is sorted by location, and then by one of these methods.
Display Quantities in	Select a unit of measure for quantities on the report. The report can be generated to display products by display unit of measure, stocking unit of measure, or purchasing unit of measure.
Cost Type	Select whether to display average or standard costs for products/locations on the report. For information on the difference between average and standard costs, see Cost Basis. Note These radio buttons are only available if the Allowed to View Costs check box is selected for your user ID in User Profile Maintenance.

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.