IKONOMIKAL

Sunday, May 31, 2020

HOW TO RELEASE CUSTOMER'S STOCK WITHOUT VALUE FROM YOUR WAREHOUSE

The company has an agreement with the customer to receive, store, deliver and transfer the latter’s no value inventory items. The activities are done in the Inventory Control and Assembly Modules, the Warehouse Management System, of iKonomikal Cloud ERP. The company derives revenues for this agreement on rental storage facility of the warehouse and the handling fees.

The agreement includes giving limited access to their customer to the company’s iKonomikal Cloud ERP. The user from the customer is restricted by iKonomikal to only see, do transactions and print documents or reports on the items they stored in the warehouse or multiple warehouses.

The knowledge to gain is as follows:

1. Put frequently used programs in the Shortcuts of Favorites Modules

2. Quick Access to the Programs

3. Create IC C/S Delivery Request by the company’s customer

4. Line Items DataGrid Export and Import in Excel format

5. Save and Print IC C/S Delivery Request document

6. Do DayEnd of IC C/S Delivery Request document to create automatically the IC Delivery transaction

7. Check and Print IC Delivery transaction program by the company user

8. Post IC Delivery

9. Print Analysis Reports such as:

a) IC Stock Ledger

b) IC Item Balances

c) IC Item Balances with Lot and Storage

d) IC Stock History

e) IC Stock Aging

The two programs to use in shipping are

1. IC C/S Delivery Request document, and

2. IC Delivery transaction

C/S means Customer/Supplier. While IC means Inventory Control. and Assembly

The IC C/S Delivery Request program is being filled up and day ended by customer’s authorized user to appear in the IC Delivery program.

No accounting entries is expected as the action is only to request and no item movement will happen yet. Besides, the items have no values.

The images below are the ways to go to the IC C/S Delivery Request of iKonomikal Cloud ERP.

A click of IC C/S Delivery Request in the Favorites Modules under Shortcuts list on the right side is the fastest way to go to the desired program.

But this needs first to put the user program in the Shortcuts list of the Favorites for the quick access. How to do it is just to click the dark star icon to make it yellow. The yellow star indicates that the program is already listed in the Shortcuts Favorites module as shown below. To remove is just click the star icon into dark color.

While the step by step procedure has to start by clicking and following the flow of the arrows from the top:

Programs>Main>Core Business>Inventory Control and Assembly>Documents (Non Transaction) >IC C/S Delivery Request

HOW TO CREATE IC C/S DELIVERY REQUEST

1. Click the IC C/S Delivery Request program from the Document (Non Transaction) group of the Inventory Control and Assembly Modules, the Warehouse Management System (WMS) of iKonomikal Cloud ERP. Then click the create icon of New Document/Entry

2. Fill the required information of the General Tab

as follows:

Document Code (Automatically generated upon saving or being inputted

before saving)

Notes (Brief description of the request)

For Branch (Company or Branch having the warehouse)

C/S Code (Customer/Supplier who owns the inventory)

Deliver To (Address of the Customer’s Customer)

Document Date (Date of this request)

Line Item Icons to Choose:

+ (plus) to add line for new items

- (minus) to remove item

Arrows up and down are to move the line item up or down

Add multiple items (self explanatory)

Options (threaded wheel) icon is for DataGrid to export, import and

Check icon is to select what item to minus, put up and minus

Line Item Columns to Fill:

Item Code

W/H (Warehouse Code)

Department (Code)

Quantity

UOM (Unit of Measure)

Notes

Lot (Production reference or Batch number)

Prod Date (Production)

Exp Date (Expiry)

Level (location height code)

Area (site or block code)

Aisle (passage or street code)

Rack (structure or cabin code)

Shelf (bin, pallet, or holder code)

3. Filling the Line Items through Export and Import filled Excel Template of DataGrid

Click the “Options” , “Excel DG Export” and “Save” icons per images below to open empty DataGrid Template in excel

EMPTY DATAGRID TEMPLATE

To fill the Excel Line Items DataGrid Template

Click “Excel DG Import”, select the file then click “Open” icons per images below to open filled DataGrid Template in excel

Filled IC C/S Delivery Request

4. Click the “Save” icon to save the filled Document/Entry

Automatic reference number of the Document/Entry appears after saving

5. Click the “Print” icon to print the IC C/S Delivery Request

Printed IC C/S Delivery Request

HOW TO TURN IC C/S DELIVERY REQUEST DOCUMENT TO IC C/S DELIVERY TRANSACTION PROGRAM

The IC C/S Delivery Request document is accomplished by the user of company’s customer. While the company’s user is for the IC Delivery transaction. The latter releases the stock thereby moving it from company’s warehouse without value to the customer’s customer or to whom the request is stated.

Click “DayEnd” icon located in the bottom near the left corner. The data is being completed and transferred during DayEnd into transaction program. Click also the succeeding icons to complete the DayEnd process.

HOW TO VERIFY AND PRINT THE TRANSFERRED IC C/S DELIVERY REQUEST DOCUMENT DATA TO IC DELIVERY TRANSACTION PROGRAM

A click of “IC Delivery” Transaction program in the Favorites Modules under Shortcuts list on the right side is the fastest way to go to the desired program.

While the step by step procedure has to start by clicking and following the flow of the arrows from the top:

Programs>Main>Core Business>Inventory Control and Assembly>Transactions >IC Delivery

1. Clicking the IC Deivery from the Shortcuts or from Program Groups will show a blank document. See below

2. The easy way to see the most recently DayEnded IC C/S Delivery Request in the IC Delivery transaction program is by clicking the Batch (to the right >I) arrow key or Last Record. Batch Number and Document Entry Number represent the reference of the IC Delivery.

4. Click the “Printer” icon to start the process of printing.

Printed IC Delivery

HOW TO POST THE BATCH ENTRY OF IC DELIVERY TRANSACTION PROGRAM

Post or Posting in iKonomikal Cloud ERP is the activity of permanently recording the transaction in their respective registers such as the Subsidiary Ledger and the General Ledger History. The post automatically generates a posting reference number. The posting is being done in the Batch which may contain one or multiple entries.

1. Click the “SET” icon to show the reminder message. Click “Yes” if correct. The SET becomes “UNSET”. At this point the Document/Entry is unchangeable. The purpose of clicking UNSET is to go back to make a change.

2. Click “Request To Post” icon on the mid left bottom side. Then click the 2 succeeding “Yes” icons.

BATCH 3 ENTRY 1 PS#301

The Posting Sequence Number also appears in the printed document.

PRINTED ANALYSIS REPORT

1) IC Stock Ledger

2) IC Item Balances

3) IC Item Balances with Lot and Storage

FIRST PAGE

LAST PAGE

4) IC Stock History

1) IC Stock Aging

END OF BLOG

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Links:

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Friday, May 15, 2020

HOW TO RECEIVE NO VALUE ITEM/S IN WAREHOUSE IC RECEIPTS PROGRAM

There are many ways to receive or enter warehouse item in the IC RECEIPTS Program of the Inventory Control And Assembly modules, the Warehouse Management System, of Ikonomikal Cloud ERP. The ways are:

a) Create a batch entry and fill with data

b) Import entry or entries from Excel file format (this is automatically generated from uploading process)

c) Text from a simple mobile phone (this is also automatically generated from a received text)

d) Transfer from another 3^rd Party software using iKonomikal Application Programming Interface or API (this is likewise automatically generated)

e) Uploading from CSV file format is also possible upon request (also automatically generated)

The knowledge to gain is as follows:

1) Put Program in the Shortcuts List

2) Quick Access to the Program

3) Create Batch and Entry

4) Receive No Value Items

5) Upload in hundreds of lines the Items and its Lot and Storage using DataGrid

6) Save, Post and Print IC Receipts Document/Entry

7) Print Analysis Reports such as

a) IC Item Balances

b) IC Item Balances with Lot and Storage

c) IC Stock Ledger Card

d) IC Stock History

The IC RECEIPTS program has 4 windows or tabs to fill as follows:

1) General

2) Line Items

3) Lot And Storage

4) Additional GL Entries

5) Currency

No accounting entries will be generated as the items to enter have no values. The items are from the company’s customer. The purpose is only to store the items inside the warehouse of the company. Their customer will request to stock, transfer and deliver. The revenues derived by the company are the storage and handling fees.

The create manual entry is the process to explain here on a step by step. While the rest are on their respective separate blogs.

The images below are the ways to go to the IC RECEIPTS of iKonomikal Cloud ERP.

A click of IC Receipts in the Favorites Modules under Shortcuts list on the right side is the fastest way to go to the desired program.

But this needs first to put the user program in the Shortcuts list of the Favorites for the quick access. How to do it is just to click the dark star icon to make it yellow. The yellow star indicates that the program is already listed in the Shortcuts Favorites module as shown above. To remove is just click the star icon into dark color.

While the step by step procedure has to start by clicking and following the flow of the arrows from the top:

Programs>Main>Core Business>Inventory Control and Assembly>Transactions>IC Receipts

HOW TO RECEIVE ITEM/S IN IC RECEIPTS

Click the IC Receipts program from the Transactions group of the Inventory Control and Assembly Modules, the Warehouse Management System (WMS) of iKonomikal Cloud ERP.

Click the create New Batch icon.

Then put the date, write the description and select the branch or company,

Click Save and Close to show15 as the batch number and 02001 as the branch or company number

Click the icon New Document/Entry

1.General

It has the following boxes to fill:

Document Code (Automatically generated or inputted before saving)

Entry Date (Recording date)

Document Date (Source) Fiscal Period (YYYYMM)

Notes (Description)

For Branch – or company

Proj # (Check or Uncheck)

Supplier (Code and name)

Deliver From

DN Reference

Document Total

(Src) Total (Fnc) Total

2.Line Items

This is where to put the items to receive.

On top are the (Src) Total and (Fnc) Total amounts of all items if with value, otherwise the total is zero.

The plus icon is the starting step to add. The minus icon is to remove the checked item. The arrow up and down are for sorting arrangement. There is icon for Add Multiple Items.

The option icon is used to download the checked item details, to add through upload more items, and to update existing items.

The columns are:

Item Code (and Description)

BR (Branch or Company Code)

W/H (Warehouse Code)

Qty (Quantity)

U/C (Unit Cost)

(Src) Total (Source Currency)

(Fnc) Total (Functional Currency)

GUOM (Group Unit of Measure)

UOM (Unit of Measure)

Notes

Expense Acc’t

DP (Department)

CC (Cost Center)

OG (Object Group)

3.Lot And Storage

This is where to put the Lot and Storage details of items to receive in the Line Items tab.

On top are the present reference of the item code with check in the Line Items tab.

The plus icon is the starting step to add. The minus icon is to remove the checked item.

The arrows single left and right shift direction refers to the item number from the Line Items. The extreme left or the first record item and right shift or the last record item direction is just beside. The item code appearing is the subject to indicate Lot and Storage details in the line below.

Next is the List icon to show. Then select information of pre recorded Add Lot with Storage and Serial Numbers should there be any.

The columns are:

Lot (or related reference such as Batch #)

Qty (Quantity)

Prod Date (Production)

Exp Date (Expiry)

Level (Height, Floor)

Area (Block, Site, Brgy)

Aisle (Alley, Street)

Rack (Storage Structure, Building)

Shelf (Bin, Box, Container, Cabinet, Pallet)

Source (Manually entered or from other sources)

The option icon is used to download the checked item details, to add through upload more items, and to update existing items. While the check icon is to select the line to remove.

4.Additional GL Entries

This is an optional extension of the GL JV Batch Entry of the General Ledger. Modules of iKonomikal Cloud ERP. The accounting entry entered here affects only the General Ledger History. The entry DOES NOT AFFECT the Subsidiary Ledger such as Warehouse Item Code values.

The most common use of this is to reverse the accounting entry during the setup of beginning balance of the warehouse item with values. The reversal is required in order to zero the accounting entry and therefore to avoid affecting the General Ledger History balance. This is so because the item balance in amount is already a part of the set up of beginning Trial Balance in the system. Without reversal will double the amount of the inventory and the contra account in the General Ledger History, an overstatement as a result thereby unreconciled with the Subsidiary Ledger of inventory.

On top are Totals of Debit and Credit Balances

The columns are:

BB (Inter Base Branch or Company)

Account (Code and Description)

BR (Branch or Company)

DP (Department)

CC (Cost Center of Profit Center)

OG (Object Group)

(Src) Debit (Could be Fnc or Other Foreign Currency)

(Src) Credit (Could be Fnc or Other Foreign Currency)

(Fnc) Debit (Country or Local Currency)

(Fnc( Credit (Country or Local Currency)

Line Desc (Transaction Description)

5.Currency

iKonomikal Cloud ERP is a multicurrency system. Hence, any transaction with Source currency (Src) other than Local currency or Functional currency (Fnc) is possible.

The entry fields/columns of (Src) Debit and Credit are available which are automatically translated to the Functional Currency (Fnc) Debit and Credit based on the nearest recorded date of Exchange Rate originating from the TR Currency Rates of the Treasury Modules.

It is also possible to enter a desired exchange rate for the transaction by entering on the on the currency rate boxes of same transaction.

HOW TO ADD MORE ITEMS IN THE LINE ITEMS TAB

The Grid template download and upload is faster to use than the export when it comes to adding more items in the Line Items tab.

Click check the empty box of the item to download. Then click the Option icon to download the grid template of the Line Items tab. Click Excel DG Export (DG=DataGrid)

Click to open the downloaded excel file located at the bottom left corner of the screen.

Fill the Excel DataGrid Template then save the same excel file

Import the filled Excel DataGrid Import Template

Select the Filled Excel DataGrid Template

The background shows the imported/uploaded additional Items. The total number of Items increased to 399 in just few seconds. Click X of the DataGrid Options to close.

SAVE IC Receipts

Enter the manual reference number in the empty document box if automatic number is not applicable before saving.

Click the Save Document/Entry icon as directed by the arrow,

Document/Entry Reference number automatically appears after saving.

HOW TO PRINT IC RECEIPT DOCUMENT

Click the Printer icon to open the print engine. Click the Printer to display the PDF file format IC Receipt document.

PAGE 1

PAGE 52

The IC Receipt Document can also be downloaded in different electronic formats

PDF File

Text File

MS Excel File

MS Excel (Data Only)

Click to open the downloaded excel file located at the bottom left corner of the screen.

PAGE 1

PAGE 52

HOW TO POST AN IC RECEIPT DOCUMENT

Posting in iKonomikal Cloud ERP is an act of permanently recording the transaction into the General Ledger History and the corresponding Subsidiary Ledgers. Meaning, the transaction cannot be changed anymore after posting. The only way to correct is to reverse and reenter correctly or adjust.

It is assumed before posting that the transaction is already checked as to the correctness and completeness. Special attention is given to the Fiscal Period where the transaction is to be posted. Fiscal Period is the appropriate accounting month and year to post. Likewise, the automatic accounting entry MUST be correct.

It is important to follow that after the transactions has been entered, checked and saved the document must be posted. This is to avoid deleting the entry or unwanted modifications.

Click SET icon to set to post. Heed the warning o check the correctness of the Fiscal Period before clicking the icon Yes

The status of the document after clicking the Set and Yes becomes unchangeable. This is the point where the chance of returning to its original status is still possible by clicking the UNSET below.

Click Request To Post icon at the mid right bottom side of the screen, followed by clicking the yes icon of Submit to Post Que and Post Request Acknowledged and Scheduled.

The Posting Sequence appeared an indication that the IC Receipts Document is finally posted and permanently recorded to the Subsidiary Ledgers but without value since the entered items have no value

PRINTING OF POSTED IC RECEIPTS DOCUMENT

The previously printed above IC RECEIPTS document was on a saved status only. The manner of printing is the same as in the above printed document.

The below printed IC RECEIPTS document is already on a posted status. The difference is the posting sequence reference is shown beneath the upper left side box.

HOW TO PRINT THE INVENTORY ANALYSIS REPORTS

1.IC ITEM BALANCES

Go to the Shortcuts program of the Favorites Modules. Click IC Item Balances.

While the step by step process to go to the reports is to click the following icons:

Programs>Main>Analysis Reports>Inventory Control And Assembly

>IC Item Balances

>IC Inventory History

Put into the box or select the appropriate information from the box. Then click the Printer icon

2.IC ITEM BALANCES WITH LOT AND STORAGE

Select the IC Item Balances with Lot and Storage in the Report Box of same print engine of IC Item Balances. Put into the boxes or select the appropriate information from the boxes. Then click the Printer icon