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This function is used to define inventory stores per division and identifies all physical areas where materials, components, assemblies, tools, fixtures, consumables etc can be stored.

 

This function is also applied to grant access rights to the store employees to perform selected movements to/from a particular store.

 

The store description, store manager and stock account are specified on the store record, as well as an indicator as the whether inventory in the store is to be viewed by MRP when calculating "available stock".

 

A store may allow material backflushing.  A store can be defined as an in transit store.  This can be useful when transferring stock from one store to another.  The "In Transit" store acts as an intermediate store.

 

A store is always linked to a division and the store has it's own or collective stock account for the Division against which all movement journals from and into store are performed.

 

INQUIRE

The user must have a security profile linked to the function Store with an access allowed of Inquire.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Account

It is populated with the account and division code from the Accounts table and description from the Account Codes table where:

 

The account code status is Active (A) and the status change date is equal to or smaller than today's date, or

The status is Suspended (S) and the status change date is greater than today's date,

The account position is Divisional (D),

The account status is Active (A),

The account code class must be Balance Sheet (B), and

The account code setting "Stock" is "yes" (1).

The account belongs to the selected division.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).   This Store account is used by the following journals:

 

Inspection to Stores Journal

production to Store journal

Requirements to Store Journal

Requisition Journal

Rework to Stores Journal

Supplier to Stores Journal

Stock Transfer Journal

Unplanned Receipt Journal

Scrap to Stores Journal

Stock Adjustment Journal

Stock Cash Sales Journal

Transfer Order to Store Journal

Part Revaluation Journal

 

The account can only be changed if the store does not exist on the Location table.

hmtoggle_plus1Add

The user must have a security profile linked to the function Store with an access allowed of Add.

 

The "Add" button is enabled when adding a new store. When the "Add" button is clicked, the new store record is inserted in the Store table.

 

BUSINESS RULES WHEN ADDING A STORE:

 

1.The store code must be selected/entered.
2.The description must be at least 3 characters.
3.The division code must exist.
4.The store manager must be a valid active employee.
5.The account must be an active divisional balance sheet account.

 

When added, mail will be send to the Divisional Accountant to inform him/her about the Averaging Method so that the Divisional Accountant can change it if needed.

hmtoggle_plus1Address

The user can enter an address for the selected Store.  It is 7 character alphanumeric fields.

 

If only a Division is selected the Division Shipping Address will default in this address.

hmtoggle_plus1Averaging Method

This field specifies how the averaging of the stock must be applied when stock is being received into this specific store.  It will populate with the following options:

L        for        Average Per Location.

S        for        Average Per Store.

D        for        Average Per Division.

 

The settings will have the following effect on the insert or update of the average cost column on the location table: -

Average per Location,

The insert of each location record at a different unit cost will result in a unique Average unit cost per stock  location.  This will result in the following example:  in the case of serialised parts where the movement unit cost is different for each serial number, the location average cost for each location will be unique.  If this setting is applied the Average unit cost for each location record will not be averaged out by other location records.

Average Per Store

All the location records with a setting per store for the same part number, Stock status and external organisation code within the selected Division and Store, will be included in the calculation  of the average location  cost for the stock after a movement into store. This will result in the same average cost for each location record for the part within the store and stock attributes. In other words the cost will be  spread  evenly over all the part's locations in the same store.

Average Per Division

All location records with a setting per Division for the same stock status and external organisation code within the selected Division where the stores all share the same stock account will be included in the calculation of the new location average cost of the part after a movement into store. This will result in the same average cost for each location record for the part within the Division and stock attributes. This setting will spread the cost evenly over all the part's locations in the Division, providing the stores have the same stock account.

 

Movements into store will effect location average cost by applying the movement unit cost and the movement quantity on a weighted average to the average cost of the part in conjunction with the settings above. The average cost is not effected where stock is moved from a location.. The average cost will be used to determine the movement out of the location's average cost.

Regardless of the settings above, location records with a negative quantity on hand will be averaged out as if the setting is per Location.

Please take note that as soon as a location becomes negative, movements from store will effect the location average cost and movements into the location will have no effect on the location average cost. If stock is taken into a negative, the movement and therefore the location average cost will be updated by applying the Last average cost for the part.  If the latter does not exist, the part's budget price will be used as the movement unit cost. (In an average costing scenario, the part's financial year data will be regarded as the part's budgeted cost and will be used as last resort).  Differences between the location's average unit cost and the movement unit cost of movements into a negative location will be journalised to the Division's over and under provision account.

 

This field is mandatory when average costing is allowed on the Apply Average Cost setting on the System Configuration function. If Average Costing is disallowed on the System Configuration this field will be disabled

 

Only the Divisional Manager or Divisional Accountant of the selected store's Division, may update the Averaging Method and account.

hmtoggle_plus1Classified As A Magazine

If clicked, this store can be used to store dangerous goods provided there is a predefined location specified on the Part Stock Location function. Only stock classified Dangerous goods may be stocked in a Magazine in accordance with the Approved  Dangerous Goods Licence linked to tha Magazine.

hmtoggle_plus1Change

The user must have a security profile linked to the function Store with an access allowed of Change.

 

The Account and Average Method can only be changed by the Divisional Accountant.  An Account can only be changed if that Store does not have Location records yet.

 

If the selected store has been used and exists on the Location table, the in transit store indicator cannot be changed.

 

When an existing store is selected and the "Change" button is clicked, a join is done with the Location table to determine if stock exists and if the value of "In Transit Store" on the Location table is different from the value of "In Transit Store" on the Store table.

 

When an existing store is changed to an in transit store, a join is done with the Store Employee Access table to determine if employees have access to do movements against this store.

 

If the store exists the user is warned that his/her action will result in the deletion of the linked store employees.  If the warning is accepted, the linked store employees will be deleted, the "Store" tab is updated, and the "Store Employee Access" tab is disabled.

 

The Store Manager, Description, Address, Used by MRP indicator, In transit store Indicator, Predefined location format indicator and the Participate in backflushing indicator can be changed with the Change profile on Store.

 

The Account can only be changed if no stock of value exists on the Location table with a fixed account indicator on the part's part master equal to checked and stock status of new or used.

 

BUSINESS RULES WHEN UPDATING AN EXISTING STORE:

 

1.The store code must be selected/entered.
2.The description must be at least 3 characters.
3.The division code must exist.
4.The store manager must be a valid active employee.
5.The account must be an active divisional balance sheet account.
hmtoggle_plus1Country Code

If only a Division is selected, it will default the Country Code from the Shipping Address of the Division. The field values are populated from the Country table. This field is mandatory.

hmtoggle_plus1Delete Selected Store

The user must have a security profile linked to the function Store with an access allowed of Inquire. The "Delete" button is enabled where:

 

1.  The user is the Store Manager or Acting for Store Manager.

2.  "Show employee without access to." is checked.

3.  An employee(s) is selected in the list box.

4.  "Select store only" is checked.

 

When the "Delete" button is clicked, the selected employee and therefore his/her access, is removed from the selected screen or movement.

hmtoggle_plus1Delete

The user must have a security profile linked to the function Store with an access allowed of Delete.

 

This operation will not be performed if this Store Code exists on any of the following tables:

 

Table Name

 Field Name

Part Master

 Store Code

Location

 Store Code

hmtoggle_plus1Description

It is a short narrative description of the store code selected (mandatory).

 

Alphanumeric field where the length must be between 3 and 50 characters.

hmtoggle_plus1In Transit Store

When checked, it indicates that this store is not a geographically fixed store.  The stock in this store is in transit.

 

In transit stores can be used when stock is transferred from one store to another via StockTransfer Requisitions.  In transit stores cannot be used by any function other than the functions Stores To Cratingand Crating to Store.

 

The in transit store acts as an intermediate store for control purposes.

 

When a new store is added and this check box is checked, the "Store Employee Access" tab is disabled.  Unchecked is the default.

hmtoggle_plus1Predefine Location Format

This check box is enabled when "In Transit Store" is unchecked.

 

When checked, it determines, for stock movements to the selected store, what the format of the stock location is (it is mandatory to define at least the preferred format on the "Location Format" tab if this field is checked).

 

When the location format is checked, the location field on the Into Stores functions will enable a drop down list from which the user can select the location format he intends using. For further detail on the location format, see the help on the location format tab.

 

If this field is unchecked and you check the field, the "Change" button must first be clicked before the frames on the "Location Format" will be enabled.

 

When unchecked, the user can type any format for a stock location when performing a stock movement into store.  The preferred format frames on the "Location Format" tab are disabled, and the user cannot enter a preferred format.   When adding a new store, the setting is defaulted to unchecked.

hmtoggle_plus1Participate In Material/Component Backflushing

This check box is enabled when "Used by MRP" is checked and "In Transit Store" is unchecked.  It governs whether the selected store participates in the automatic back flushing (issuing) of material/components.

 

When checked, the back flushing routine will issue material/components from the selected store.

 

When unchecked (the default), the automatic WIP material/components back flushing routine will not issue any stock from the selected store and will search for other stores that do participate in back flushing.

 

When the movement Production to Store for production orders or the Production to Customer or Production to Crating movement for customer production, spares or special orders is done, all the issuing of material/component transactions are automatically done provided there is stock, and the setting on the Product Masterof the selected Order line indicates that the product participates in backflushing (Although the selected store may not participate in backflushing).

 

If the setting on Product Master indicates that the Product Definition allows for negative stock, a negative location can be created in the part's controlling store as defined on the

Part Master. The setting for negative stock is applied via the product code of the required

part on the order being completed.

 

Serialised material/components can not be automatically back flushed since the serial number(s) need to be recorded on issuing.

hmtoggle_plus1Store Manager

It is populated with the first name, surname, middle initial, and employee ID from the Employee Master table where the status is Active "A".

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

The Store Manager may do all movements against his/her store and allocate specific movement rights to other employees.  The Store Manager does not need any profiles to obtain the above mentioned rights.

hmtoggle_plus1Used By Mrp

When checked (Y), the MRP Selective and Global runs will include the stock from the selected store as part of the available stock when performing the supply and/or demand analysis.

 

When unchecked (N), the stock of the selected store will be ignored when the supply/demand analysis is performed.