Abc accounting 11. 0 Reference Guide

Reference # (=)

This is a number from 1 to 999999. The computer automatically sets it to the next available number.

Date (=)

This is defaulted to the system date, but may be changed here.

Inventory Auto-Load Option (=)

An I entered in this field will automatically load the next item from the Inventory (I) screen on each new line. An L in this field will automatically load the next inventory item by location from the Inventory (I) screen. You will need to enter the first Item Code to start the sequence.

If you are entering quantities from Report # 1-35, PHYSICAL INVENTORY LISTING, you will probably want to auto-load the items on the screen in the same order the report is sorted.

Remark (=)

You may enter any remark of your choice.

Inventory Item (=)

Enter the Item # from the Inventory (I) screen for the item you want to adjust. When you press Enter the Item Description is displayed.

Count Quantity (=)

Enter the total quantity on physical inventory. After you press Enter, the computer will automatically load the next item.

One caution - pressing Enter without a quantity will have the same effect as entering 0 - it will zero the Stock Quantity when the record is saved. If you don't want to zero the Stock Quantity on an item that has come up, you must either enter the correct quantity, or remove the item from the screen, or enter another item in its place. The next paragraph explains the exception to this rule.

When you are ready to save your record, there will probably be an extra item at the bottom because the computer always brings up the next one. For this reason, the computer will ask you, "Do you want to save the last line? (Y/N)" If you press N the computer will remove the last line before saving the record.

Stock or Transferred Qty (=)

(S)tock or (T)ransferred Qty is two different methods of taking inventory. Both methods require that accounts payable bills have been entered in the system for all items being counted and receivable invoices have been entered for all items not being counted. Choose S if you wish to do the count and enter all items into the computer before making any transactions in the computer that affect inventory quantitys. If you use the T option, you need to do an Alt+T before starting the count. This saves all current stock quantitys into a special file. Now after you get the count quantitys for the items you are counting onto paper, you can resume sales and purchases on the computer. Since the computer knows what the stock quantity was when you counted and what transactions changed the inventory stock quantitys since you counted, you will ba able to enter the stock quantitys into the computer at your leisure. They do need to be entered before you run inventory value or before you do another Alt+T to count more items. For either method of counting, the above steps can be repeated, to count inventory by sections.

Inventory Auto Load Option (=)

This field allows you to choose how you want the computer to automatically load inventory. Enter an I to load sequentially. Enter an L to load the items from the specific group setup in the Inventory (I) screen. To load items manually leave this field blank.

Taking Inventory (=)

The Inventory Stock Adjustment screen is used, when taking inventory, to enter physical inventory count quantities. Following are described two methods of taking inventory.

TAKING INVENTORY, USING THE S OPTION - This option allows you to count your inventory one section at a time. It works best if you have the inventory location specified on the Inventory (I) screen. Follow these steps:

A. Establish Cutoff Point, this can be at any time in any month.

1. All items counted must have been entered in A/P, on the Bill Entry (B) screen, either on Shipping Tickets or on bills.

2. All items removed from inventory must be on A/R Invoices. This is done on the Receivable Invoice (R) screen. Do NOT include these items in your count.

B. Print Report # 1-35, Physical Inventory Listing.

1. Type L to sort by Location.

2. Type S if you only want to list items with a positive or negative Stock Quantity. Or, press Enter to include all items.

3. "The Skip Post Dates before" field allows you to skip items that have had no activity since a certain date.

C. Count one section of your inventory, without making any changes to that section, either by invoicing customers or by entering bills.

D. Enter the actual count on the sheet printed out in Step # B.

E. On the = screen, choose S for Stock Quantity.

F. Use the Auto-Load Option L if you want all the items listed by location.

1. Enter the first item code from your inventory sheet.

2. Enter the Count Quantity, even if it is the same as the Pre-Adjust Quantity.

3. When you press Enter on Count Quantity, the computer loads the next inventory item by location.

4. Enter the Count Quantity on EACH line.

5. If you let the Count Quantity field blank, the computer will adjust the stock to ZERO.

OR.....

1. Enter the first item code that needs a quantity adjustment.

2. Enter the Count Quantity.

3. Enter the next item code that needs a quantity adjustment.

4. Repeat steps b & c until you are finished with the section.

TAKING INVENTORY USING THE T OPTION - This option is used with Alt+T (Transfer) allowing you to count your inventory one section at a time or the entire Inventory. Use steps A and B that are used with the S option and then continue with the following procedure:

C. Go to the = screen, and press Alt+T to run the inventory transfer option. This makes a a copy of your current inventory quantities in a special file.

1. Press Y if you entered all stock adjustments since the last transfer, (the last time that you used the Alt+T option.)

2. Enter your password to start the transfer. Use PASS if no other password has been setup.

D. Count one section of your inventory, (or your entire Inventory) without making any changes to that inventory, either by invoicing customers or by entering A/P bills.

E. Enter the actual count on the sheet printed out in Step # B.

You can enter the count quantities into the computer at your convenience, but they MUST be entered before you can get an Up-to-date Inventory Value report, and they MUST be entered before you use Alt+T again to count another section of your inventory (or your entire inventory).

F. On the = screen, choose T for Transferred Quantity.

G. Use the Auto-Load Option L if you want all the items listed by location.

1. Enter the first item code from your inventory sheet.

2. Enter the Count Quantity, even if it is the same as the Pre-Adjust Quantity.

3. When you press Enter on Count Quantity, the computer loads the next inventory item by location.

4. Enter the Count Quantity on EACH line.

5. If you let the Count Quantity field blank, the computer will adjust the stock to ZERO.

OR.....

1. Enter the first item code that needs a quantity adjustment.

2. Enter the Count Quantity.

3. Enter the next item code that needs a quantity adjustment.

4. Repeat steps b & c until you are finished with the section, (or your entire inventory).

With either option, DO NOT ENTER THE INVENTORY ITEM TWICE.

Note the following comments about making inventory adjustments:

The message "Do you want to save the last line?" only appears if there is no quantity on the last line that has an inventory item loaded. If you press Y for Yes, the Stock Quantity for that item will be set to ZERO!!! The computer does not adjust the stock quantity of an "invisible" item.

You can also make adjustments to inventory on the Bill Entry (B) screen. Use .ADJUST as the Vendor and an A in the PayCode field.

Adjustments to Serial # items MUST be made on the Bill Entry screen. Use .ADJUST as the Vendor and put an A in the PayCode field.

A - Assemblies Screen
ASSEMBLY EDIT HELP

Add a blank line at the cursor if you are on the repeating fields at the bottom part of the screen. All lines below will be pushed down a line.

Erase the line at the cursor if you are on the repeating fields in the bottom part of the screen. This will move up all lines below if there are any.

Undo present changes to line cursor is on.

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