Cetec Menu D Functions

Inventory Control

INVENTORY FILE MAINTENANCE        D-1

This menu selection performs the addition, change, or deletion of part numbers to the inventory master file.  Detailed records of all quantity and cost changes are stored in an inventory activity file for inquiry and month end reporting (D-4).  Additional options include Technical Description Maintenance, Product Code Master File Maintenance, and part number key changes, where the old part number is entered, then the new part number, and all system information is transported from the old number to the new.

CUSTOMER RETURNS MENU  D-2

Customer Returns can be status checked, in option 1, and new requests data entered in option 2. Return authorizations are approved by management using option 3.  Approved return requests are printed/faxed to customers using option 4.  Option 5 prints an internal copy of the RMA.  Option 6 prints reports regarding open and closed RMA’s.  The maintenance and set up flags are maintained in option 8.  Individual RMA’s can be maintained using options 9 through 13.

INVENTORY INQUIRY        D 3

This powerful inquiry program displays extensive inventory information and related data.  It allows access to the inventory by entering the product code, then the part number, or, by rolling (scrolling) using several different access methods:  P) by product code+ part number, N) by part number/product code, G) by part description (generic description), and S) by stripped part number (no dashes, spaces, extra characters).  

Additional data  including: supplier purchase orders, customer backlog, cross references, resale and cost pricing, top assembly breakdown to components, sales history, purchasing history, quotation history, special pricing, future stock on hand (based on today’s inventory and current backlog and open supplier purchase orders – the waterfall), and bin locations can be accessed once a specific part is selected, without re-entry of the part number.

Each time a specific part number is selected, cross references are automatically displayed, along with the technical description notes (unique to the part number), and quantity break resale pricing.  Hot links then take you to other display options.

INVENTORY ACTIVITY        D-4

This program displays or prints a report of inventory quantity and cost changes for part numbers.  An option is a report of inventory maintenance adjustments for accounting purposes.  Information reported includes: transaction date, program reference, transaction quantity and balance remaining after transaction.  The report should be printed at month end.

INVENTORY REPORTS        D-5

There are three (3) options to this menu selection.  Each option is a different sort sequence.  The first option is by product code + part number, with product code sub-totals.  The second option is in generic description sequence, and the third option is in part number + product code sequence.  

Option 1, product code + part number, offers all warehouse locations, or single location, or a weekly summary by product code (compared to the total inventory dollars on hand the prior week).  This option includes a “short” 8 ½ x 11 (letter size version), and can skip items with zero stock on hand.  The option also allows for printing a selected commodity code, or all commodity codes.  The report may be printed with or without the generic part number descriptions and bin locations.  

Option 2, generic description sequence, offers all locations or a single location, and has options to exclude items with no quantity on hand, and a “short” 8 ½ (letter size) version.  The report may be printed with or without part number descriptions and bin locations.

Option 3, part number + product code sequence, offers all locations or a single location, and has options to exclude items with no quantity on hand, print only items with available (to sell) stock, print with or without costing, and a “short” 8 ½ (letter size) version.

INVENTORY ANALYSIS REPORT        D-6

This program prints an analysis of inventory for all or a single location.  The program options include starting product code, ending product code, selected commodity code or all, print items if quantity on hand and open supplier purchase orders are zero, and minimum extended cost on hand to print.  Report is sorted by product code + part number.  The report columns include:   PRC, part number, location, quantity on hand, open supplier PO quantity, quantity owed to customers (backorders), projected future inventory (on hand + on order –backlog), 6 months average usage, # months stock, # months future stock, abc class code, current extended value on hand, future extended value on hand, last buy date, last sale date.

INVENTORY LISTING BY ABC CLASS        D-7

This menu option prints a report or labels, from the inventory master file, sorted by product code/part number, for a selected ABC class code.  The report can be for one or  all locations.  The report includes the product code, part number, the warehouse location, the quantities available, on hand, and on order, the unit of measure, the cost, the lead time, the reorder point, the current and prior year usage and the extended value.  The labels can be used to move material, or re-label bin boxes.

DAILY RECEIVING AND ALLOCATION TO BACKORDERS        D-8

This program has 3 steps to its operation.  The first step is the entry of incoming material on open purchase orders into inventory and re averaging the cost.  Date codes/references (optional) can be entered at this time.  The second step prints a report of the times received and total values.  The third step allows the user to allocate the material just received to open customer backorders.  Options include the printing of multiple bar code labels for material received.

M-T-D RECEIVING PRINT/DISPLAY        D-9

This program displays or prints month to date material received by location, including quantity, date received, the purchase order and line number, and the inventory cost.  At month end the report should be printed and the file cleared.

PRODUCT CODE MASTER MAINTENANCE        D-10

This program maintains the product  code master file.  All product codes must be defined in this file before being used in the system.  This prevents entering orders for non existent manufacturers.  Additional options include maintenance of commodity codes, focus groups, and product managers initials.  Commodity codes are used to create "families" of parts, such as connectors, RAM, resistors, and sales reporting of these breakdowns are a part of the month end process.  Focus groups allow you to group lines together, such as all resistive lines, all battery lines, all wire & cable, etc.  Product managers initials are maintained to allow assignment of a product manager to each line, and purchasing reports requested for a given product manager.  The maintenance programs have standard options of: New, Change, Delete, Inquire, Display, and Print.

INVENTORY AVERAGE COST ADJUSTMENTS        D-11

This program is used to re average the inventory master file average cost for material received at the wrong cost.  The material receipts program uses the purchase order cost when it re-averages newly received parts.  If the purchase order cost was wrong, this program will correct the error for the parts on hand.  If material has already shipped, use the F-7 cost change program.

INVENTORY AGING BASED ON RECEIPT DATE        D-12

This program generates a report that ages the on hand inventory based on receipt dates from purchasing history.  Options include one warehouse or all warehouses, starting product code, ending product code, and print totals only.  Inventory is aged into year of purchase:  less than 1 year, less than 2 year, less than 3 years, less than 4 years, less than 5 years, and equal to or greater than 5 years.

INVENTORY TURN REPORT        D-13

This program prints a report for one location or all, showing inventory turn over based on today’s inventory on hand.  Program options include:  print zero on hand items, print descriptions, selected commodity code or all, starting product code and last product code to print.  The formulae used are:

If zero on hand, no calculation.

Usage is calculated at 52 weeks averaged (1 year).

Turnover = 52 Weeks Average Usage divided by quantity on hand

PRODUCT LINE MONTH BY MONTH ANALYSIS        D-14

This program prints a report showing monthly sales by product code, cost, and inventory turns, based on 12 month’s of rolling history

PRODUCT MANAGERS INITIALS MAintenance…………………..D-15

This program maintains the product managers initials file.  It offers the standard New, Change, Delete, Inquire, Display and Print options.  A product managers initials must first be set up in this program before that product manager can place a purchase order, and to allow purchasing reports for their respective product codes.

EXTENDED VALUE OF INVENTORY DISPLAY        D-16

This program has three options:  1) Current extended inventory total by location, as of the last invoice posting cycle; 2)  Product code totals, with options for one or all warehouses, ABC class filter, one commodity code or all, and display all items, display items if stock, or totals only; and 3) Rolling 12 month ending inventory by product code, for one location or all, with display and print options.

INPUT MINIMUM RE-ORDER POINTS        D-17

This program rolls through a selected inventory product code, enabling the user to enter the unit of measure and minimum inventory quantity for each part in inventory.  This minimum inventory level will then be used for recommending purchases for stock on all ABC class 7 items.

STANDARD COST MAINTENANCE        D-18

This program rolls through a selected inventory product code, enabling the user to maintain the standard cost field in the inventory master file.

M-T-D SALES BY PRODUCT CODE        D-19

This program displays month to date sales by product code.  Options include product code totals, or just value added totals.  The information presented includes prior day and month to date sales at resale, cost and gross profit percentages.  It breaks the sales down by location, with product code sub-totals.

LABEL PRINT MENU        D-20

This option displays a sub-menu, with label print selections.  The selections include: Label print by product code, print label scratch file and clear (a list of all new part numbers added, and any part numbers deleted), and a generic label print program where the user enters up to 5 lines of text, and specifies a number of labels to print (this is used for labeling customer parts, "bag & tag" operations, breaking down bulk stock, etc.).

INVENTORY BRANCH TRANSFER        D-21

This program allows immediate transfer of material from warehouse to warehouse.  It prints a report of items moved.  There is NO packing slip or invoice generated.  The transactions are recorded immediately (deducted from the sending warehouse and posted to the receiving warehouse).  Care should be used in the operation of this program, to insure the physical movement of material coincides with the operation of the program.

USAGE VALUE ANALYSIS SINGLE/ALL LOCATIONS SORT & UPDATE        D-22

This option sorts and prints the entire inventory master file in descending dollar value, for selected location or all,, including the units sold and their immediate cross references, using average cost times 52 weeks annualized units sold.  The report includes the product code, part number, usage, and usage index ( # 1 through the last sequence number printed).  The ABC class code is then automatically posted back to the inventory master file.

USAGE VALUE ANALYSIS FOR A SINGLE PRODUCT CODE SORT & UPDATE        D-23

This option sorts and prints all items for a product code in the inventory master file, in descending dollar value, for selected location or all,, including the units sold and their immediate cross references, using average cost times 52 weeks annualized units sold.  The report includes the product code, part number, usage, and usage index ( # 1 through the last sequence number printed).  The ABC class code is then automatically posted back to the inventory master file.

USAGE VALUE ANALYSIS BY PRODUCT CODE, ALL PRODUCT CODES-SORT AND UPDATE        D-24

This option sorts and prints all items for a product code in the inventory master file, in descending dollar value, for selected location or all,, including the units sold and their immediate cross references, using average cost times 52 weeks annualized units sold.  The report includes the product code, part number, usage, and usage index ( # 1 through the last sequence number printed).  The ABC class code is then automatically posted back to the inventory master file.

Open        D-25

CROSS REFERENCE MAINTENANCE        D-26

This programs allows full maintenance capability to the inventory cross reference master file.  The program has New, Change, Display, Inquire, and Print.  Each time a product code + part number is stock checked, the cross reference file is reviewed for exact crosses, and the results displayed.  Cross references can be within the same product code, or different product codes, and product codes used here do not have to be in the product code master file.

RECALCULATE QUANTITY ON ORDER &RESERVE QUANTITY        D-27

This program is used periodically to recalculate the quantity on order total in the inventory master file (from the open purchase order file), and the quantity reserved field (from open customer sales orders)..  NO inventory file access is permitted during this rebuild.

OPEN        D-28

BUILD INVENTORY EXPORT FILES        D-29

This program creates am ASCII flat file in the format requested.  Current output formats include ILS (Inventory Locator Service), Electronet, NetBuy, and simple.  The formats are available in the program under option (S) Show Formats.  Options include (B) Build the file, and (V) View the export file.

UPDATE ABC CLASS CODE        D-30

This program allow the user to change the ABC class code for all part numbers in a product code for a specified warehouse location or all locations.  The program offers the user the ability to do these mass changes, with an additional option that if the unit of measure for EA items should be changed to EH.  EH unit of measure is a temporary inventory item, and will be purged from the system if it is a class 3 or class 4 item by the EHPURG program.  You can use this report to delete a product line, by changing all items to class 4, and unit of measure to EH, then purging.

PRINT PHYSICAL INVENTORY COUNT SHEETS        D-31

This program prints count sheets for requested product code(s), which are used to record physical inventory counts.  As the count sheets are printed, the current quantity on hand is posted to a variance file, for later comparison to actual count on the Physical Inventory Variance Report.  It is important to clear the variance file ONLY when STARTING a new physical inventory.

UPDATE QUANTITY ON HAND OR CHANGE PART NUMBER (KEY)        D-32

This program has two options:  1) Enter selected product code + part number and roll through for updating the quantity on hand from inventory count sheets; and 2) Enter an existing inventory product code + part number and then the NEW product code + part number to transfer the data too.  The inventory will be moved, all open customer backorders, and all open supplier purchase orders will be changed to the NEW product code + part number.

PRINT PHYSICAL INVENTORY VARIANCE REPORT        D-33

This program prints a variance report between computer quantities and updated physical inventory count quantities.  The count sheet print (D-31) freezes the computer quantities in the variance file.  This file should be cleared at the completion of printing the variance report.

PURGE TEMPORARY (EH) ITEMS FROM INVENTORY        D-34

ALL new inventory items entered in order entry will have a unit of measure of EH.  This denotes a temporary inventory item.  If the item proves to be a class A or class B item, the unit of measure will change automatically to EA (each).  Items remaining with a EH are candidates to be deleted from the inventory, since they are not moving.  This option removes all 'EH' inventory items for which there is no quantity on hand, quantity on order and no reserved quantity.

90 day SLOW MOVING INVENTORY LIST-NO EXCLUSIONS        D-35

This option prints a report of slow moving inventory items in stock, with over a user defined days supply.  There are no items excluded from this report.  A good example of the use of this report is for preparing a stock return, or making a disposal list of inventory items which are NOT moving OR are overstocked, even though they may be selling.

2 YEAR SLOW MOVING INVENTORY LIST-NO EXCLUSIONS        D-36

This option prints a report of slow moving inventory items in stock, with over a two year supply at on hand at current sales rate.  There are no items excluded from this report, even if just purchased or if it is a new line!

2 YEAR SLOW MOVING INVENTORY LIST   1 YR DOLP EXCLUSION        D-37

This option prints a report of slow moving inventory items in stock, with over a two year supply on hand at current sales rate.  Items with a Date Of Last Purchase within one year are excluded from this report.

2 YEAR SLOW MOVING INVENTORY LIST-1 YEAR DOLP ONLY        D-38

This option prints a report of slow moving inventory items in stock, which were EXCLUDED from the D 37 report because they were purchased within one year.

BAR CODE MENU  D 39

The bar code menu includes label printing for 1)  Customer Sales Orders – part labels and shipping (box exterior) labels, 2)  Inventory stock (for the parts) labels, 3) Inventory bin box labels, 4) Portable Bar Code Terminal Programs, 5) Programming tool for creating bar code labels for the Datamax Printer, 6) Test screen for reading bar code labels with a terminal/keyboard wedge and scanner, and 7) Print simple bar code labels.

FIFO COSTING MAINTENANCE        D-40

This option maintains the FIFO (First In First Out) master file, which is layered based on date received.  The maintenance program allows changes to layer quantities, costs, date codes (lot codes), receiving purchase order number, and vendor.

NUMBER OF CUSTOMERS FOR PART NUMBER MAINTENANCE D-41

This maintenance program builds the # of customers for a part number file from sales history.  Each customer that has purchased the part one time or multiple times counts as one “customer” for the part for the year.  This information is displayed in Inventory Inquiry, when ever a stock check is performed.  Several purchasing reports show the information, which helps the buyer evaluate the customer base for a part.

BIN LOCATION UPDATE        D-42

This option allows the user to roll through a product code in the inventory master file to maintain the bin locations for each part.

INVENTORY REORDER POINT PARAMETER MAINTENANCE        D-43

This option maintains the inventory control parameters which are used in formulas, including the  re-order point, economic order quantity.  Also included is the minimum packing slip print value and the minimum and maximum gross profit percentages for the low gross profit exception report.

SHIPMENT FORECAST REPORTs        D-44

This set of programs prints reports of customer orders to be shipped within a given time frame.  The reports include customer name & number, sales order number, part numbers, quantity to be shipped, date due, cost and resale prices.  Options include sequencing the reports by product code + part number, customer, and totals only.

RECEIVING FORECAST REPORTs        D-45

This program prints a report of supplier purchase orders which are due to be shipped within a given number of days.  The report is in product code + part number sequence, and includes: vendor, purchase order number, part numbers, quantity to be shipped, date due, and cost price.  Program options include sequencing the report by product code or by vendor number.

INVENTORY ADJUSTMENT CODE MAINTENANCE         D-46

This program allows the user to maintain the inventory adjustments code file.  These codes are requested when making change to the inventory quantity on hand in inventory maintenance.

PLACE PARTS ON ALLOCATION        D 47

This program is used to maintain, display and print the allocation file.  When a part is on allocation, no automatic shipments are made by the system.  Each shipment must be manually released.  This program is used to control hard to get, high demand product which the system would otherwise automatically ship to the oldest orders in backlog.

PRINT INVENTORY FOR CUSTOMER DISTRIBUTION        D-48

This program prints a report of available inventory, without costs.  It features a start and stop product code + part number, and the ability to print the item if the quantity on hand is greater than zero, or if the quantity available for sale is greater than zero.

OPEN        D-49

OPEN        D-50

HI TO LOW INVENTORY REPORTS        D-51

This report will sort and print in descending dollar value sequence inventory on hand times average cost.  It is a great tool for finding costing mistakes, and for pinpointing overstock situations.