Table Of Contents

Flow Chart

Inventory Highlights

Dictionary of Terms

Procedures and Facilities

Multiple Warehouses

Regular Functions

Maintenance Functions

Update Parts Catalog

Update Inventory Management

Code Tables

The Database

Reports

Parts Catalog

Inventory Management Report

Technical Notes

Application Start Up

Application Configuration

Implementation and Start Up

Management Functions

General

Systems Parameters

Features of the AERIS/400 Inventory include:

• 20 character Part Number that is formatted by the user.
• Parts Catalog with unit pricing and unit weights.
• Inventory management by warehouse and bin.
• Preferred supplier and part number for each location.
• Order management quantities by location.

Dictionary of Terms

Console

The master terminal for the computer. Certain operating functions are reserved to the console on some computers. e.g. diskette and printer control. On some computers the console can also serve as a Work Station.

Job Queue

A series of procedures which are run one at a time as the system has sufficient resources available. Reports are often produced this way.

Menu

A list of options that are available to be performed. The user enters the number of the option to be selected.

Work Station

A terminal that communicates with the computer. It is used to enter input to application systems and select the sequence in which functions are to be performed.

Procedures and Facilities

The Inventory system can be simple to operate and very effective. However, some thought is required in order to use the features of the system effectively. This section provides a guideline for successful use of the basic functions of the system.

Multiple Warehouses

The Inventory database is designed to support inventories stored in several warehouses, and even to manage the same part stored in several bins in the same warehouse. The initial implementation is for a single warehouse so the warehouse does not appear on screens or reports. The Bin Number is used in Inventory Management and on parts lists to help locate the part in storage.

Regular Functions

This section contains descriptions of the functions that are used regularly in the course of Inventory processing.

MAINTENANCE FUNCTIONS

This section contains descriptions of the functions that are used infrequently in the course of Inventory processing. Some of the functions appear only on the Management Functions menu and are not available to the general user.

Update Parts Catalog

The Parts Catalog is a list of valid Part Numbers.

This update is on both the MASTER and TABLES menus.

1. It comes up immediately with a list of existing Part Numbers.
2. Press F6 to add a new Part Number.
   1. Enter a new Part Number, or press F4 to select an existing Part Number from a list.
   2. If the Part Number is not on the table, a new Part record is created, Otherwise, it is considered an update.
   3. A screen is displayed showing the Description and other codes for update.
3. To select a Part Number to update, put U in the Select column on that line. A screen is displayed showing the Description and other codes for update.
4. Enter changes to any or all fields. See Part Details, below.
5. Press F10 to store the changes.
6. An existing Part record can be deleted by pressing F18. You are asked to confirm the deletion but no further edits are performed by the system before the record is deleted.

Part Details

1. Description is required.
2. Category must be on the Parts Category table.
3. Unit of Measure must be on the Unit of Measure table.
4. Unit of Weight must be on the Unit of Weight table.
5. Preferred Bin. Combination of Part Number and Preferred Bin must exist in Inventory Management, or you are given the option to add it. See below.
6. Preferred Supplier and Supplier (Part) Number must exist in the Supplier Parts Catalog, or you are given the option to add it. Press F5, Show, with the cursor in these fields to see a list of alternate suppliers and their Supplier (Part) Numbers. (The Supplier Parts Catalog can be updated from here as well.)
7. The Status, which controls input and other processes, is A for active or I for inactive.

Update Inventory Management

Inventory Management is a list of stocking information. It is orgnized by Warehouse, Bin and Part Number. However until a second warehouse becomes active only the Part Number and Bin Number are used for access.

This update is on the TABLES menu.

1. Enter the Part Number and Bin. Press F4 to see a list of existing Inventory Management Masters. Press F16 to see a list of existing Part Numbers.
2. If the selected master is found, it is processed as an update. If the Part Number is not in the Parts Catalog, you are given the option to create a new Part record using the Update Parts Catalog, Normally only one Part is assigned to each Bin. However, this error message can be overridden.
3. A screen is displayed showing the Preferred Supplier and other codes for update. The quantities provide the guidelines for doing restocking. The Status, which controls input and other processes, is A for active or I for inactive.
4. Enter changes to any or all fields.
5. Press F9 to update the Parts record. Note: Changes are not stored at this time.
6. Press F10 to store the changes.
7. An existing Inventory Management record can be deleted by pressing F18. You are asked to confirm the deletion but no further edits are performed by the system before the record is deleted.

Code Table Update

Used for the definition of various codes used in system which are handled through a common code table mechanism.

This update is used to update any or all of the code tables used in this application.

1. The Application Code is preset to "I" for the inventory.
2. Select the table from the Table of Tables by putting "Y" beside it.
3. If the code to be updated is on the table listed, put "U" beside it to update it.
4. If the code is not on the table, press F6 to add it. Then enter the new code.
5. A screen will be displayed which prompts for entry of the Description which is the long version of what the code means. The Abbreviation which is the short version of what the code means. A Rate and a Cross Reference code may also be attached. The Status indicates if the code can be used for input. The Status is A for active or I for inactive.

The Database

Reports

All reports can be produced separately by selecting them from one of the report menus. Some reports are also an integral part of other system functions like month-end processing. The reports listed below are available to all users. Some installations may have additional custom reports.

Parts Catalog

The Parts Catalog can be printed at any time. It is a printout of the details of each part in the selected range.

Inventory Management Report

This report can be printed at any time. It is a printout of the inventory management parameters of each part in the selected range for the selected warehouse. The key parameters are the quantities used for restocking.

Technical Notes

Application Start Up

The Inventory system is contained in 2 program libraries, usually named IN and UT. The standard entry point to the system is a procedure called SETUP in IN. The corporate database consists of a corporate library, e.g. CO01, and two data libraries, e.g. CO01IN and CO01UT. The system uses the Payables functions in program library XP to access the Supplier Master in data library CO01XP.

The system comes with a model database. This can be adjusted or cloned to become the production database. Once the system is installed, the user takes the following steps to prepare for operation:

Application Start Up assumes that the AERIS Corporate environment is already in place and that the Inventory was never installed before.

To do application startup:

1. Update the Inventory portion of the Application Configuration.
2. Load the Inventory program library.
3. Load model Inventory data base
4. Implement the Inventory

Application Configuration

INV0001 Program Libraries
INV0002 Data Base Libraries
INV0011 Application Name

Implementation and Start Up

1. The System Manager sets up the System parameters, if any.
2. Use the General Code Table Update to define the values in tables for Units of Measure, I-UM, and Units of Weight, I-UW.
3. Use Update Parts Catalog to define all Parts Numbers.
4. Print the Parts Catalog.
5. Use Update Inventory Management to define stocking quantities.
6. Print the Inventory Management Report.

The Inventory is now ready for use shop job costing.

Management Functions

General

In the normal course of operation, the functions used are described under Regular and Maintenance Functions. There are other functions that need to be performed from time to time but only under controlled circumstances. i.e. by a System Manager.

These have been assembled on a special menu called MANAGE. This menu is not linked into the standard menu set as a security measure. The functions are implemented on the principle that if the user can initiate them (i.e. has access to the MANAGE menu), so no further access control is necessary.

The flexibility of the application is implemented at two levels - system configuration, and system parameters. The system parameters are controlled by the user manager through updates on the MANAGE menu.

Systems Parameters

There are no systems parameters for the Inventory at this time.