Inventory

Complete inventory guide for COUNTERPOINT

Bump All Price levels

 

1. You will want to update the pricing on all items. This can be done via the following menu path:

6. Inventory > 4. Pricing > 5. On-Line Price Changes > 3. All Categories - By %age

In this screen, you will want to enter in the 3% increase against all price levels. Similar to this:

image-1598393755475.png

This is assuming you aren't updating your cost. Once you've entered the last set of price level info, F1 will bring you to the 'any change' message and another F1 will begin the process.

2. The next step will be to set the pricing parameters so that your next wave of price updates won't revert back to old pricing matrices. This is accomplished via the following menu path:

6. Inventory > 4. Pricing > 1. Data Maintenance > 4. Reset Multipliers By %

In This screen you can opt to modify Stocked item parameters, Non-Stocked parameters or both. In this case, I assume that you would be bumping the sell prices on both, so the screen would look like this:

image-1598393696021.png

Again, assuming you are only applying this to sell prices, not cost.

Common Problems / Troubleshooting

WRONG QUANTITY RECEIVED

ITEM NOT SHOWING ON SUGGESTED ORDER

ITEM IS NOT PRICING PROPERLY

ERROR 23 SHOWS WHEN RUNNING REPORT ON CATEGORY

Concepts

INVENTORY vs PRICEBOOK ITEMS

STOCKED vs NON-STOCKED ITEMS

Deleting Categories

There are two options to delete a category. One essentially will just 'flag' a category as deleted, but the items within that category are still held on the system. The other option wipes all of the information (Category and Part) out of the system.

Flag Category For Delete

This will only mark the category as deleted. All parts will still exist, but the category/parts will not show in reporting.

  1. Navigate to 6. Inventory > 1. Data Maintenance > 1. Master Files > 1. Category Master
  2. Select the Delete Category option
  3. Enter the category you wish to delete and you will be prompted with the question Is this the right record? Press Y

  4. The category has now been flagged for delete. This means it will be hidden from reporting and physical counts.
Deleting Entire Category, Including Parts

This option deletes the entire category, parts and all

Before deleting all items, you should confirm that none of the items within the category are on order and that none are on packing slips.. This can cause an issue if a PO with these items is received at a later date. Also, it is recommended (but not required) that you do a physical count to remove all on hands for a proper paper trail

If a category has only been flagged for delete, it has not been removed from the system. Revisiting this menu and opting to change a category will allow you to 'un-flag' the category. If you decide, after flagging a category for delete, that you want to fully remove the data you will need to follow the 'Unflagging A Deleted Category' instructions

  1. Navigate to 9. System Utilities > 6. Inventory > 3. Entire Category Delete
  2. Enter the category you wish to delete and 'Y' to confirm it is the correct category

  3. You will then be presented with 3 additional questions. 
    - Absolutely Positive? - Press Y to proceed
    - Any on packing slips? - Press N to proceed
    - Any in purchasing? - Press N to proceed
  4. There is one final confirmation presented. 'Y' will remove category. Press Y here to process the full delete of category and items

Unflagging A Deleted Category
  1. Navigate to 6. Inventory > 1. Data Maintenance > 1. Master Files > 1. Category Master
  2. Select the Change Category option.
  3. Enter the category you wish to delete and you will be prompted with the question MARKED 'DELETE'! IGNORE?  Press Y to un-flag the category. Press F1 to accept your changes and the category will be reactivated.


     

Home Hardware Barcode Receiving

The barcode receiving process is designed to allow the receiving of Home Hardware shipments based on the invoices sent by Home hardware. This process checks that the item is on the Purchase Order and has been invoiced by Home Hardware and does not allow items to be received if they are not on a PO or invoiced.

 

Procedures

Barcode Receiving On Screen

The barcode receiving is found in the Home Hardware menu.

The screen starts at the barcode where items are to be scanned. Using the F3 key from the barcode field will allow the part to be entered by category and part number.

Each time a unit is scanned the quantity received will be incremented by 1 unit.

After the item is scanned it will show in the body of the screen.

If the purchase order no longer exists for the item a message will appear “no PO 99999”. Press enter to pass these messages. Items not found on a purchase order will need to be received manually.

If the item has not been invoiced by Home Hardware or it has been fully received, a message will appear “not in received file”, these items will also have to be received manually if they were not previously received.

To enter a quantity received rather than scanning an item multiple times press the TAB key after scanning the item and you will be positioned in the Qty received field. The quantity entered here is the additional quantity to be received.

When all scanning is complete press the Ctrl A key to accept from the barcode field.

A prompt will appear “Print Edit List”. This will provide you with an edit list of the PO’s being received.

The next prompt will be “PO’s OK to update?”. Answer “Y” to this prompt and then proceed to the PO Update option in the main menu, Purchasing à Purchase Order Receipts à PO Receipts Update.

 

Barcode Receiving RF Gun

The barcode receiving is found in the RF menu, “Receive HH PO”.

The screen starts at the barcode where items are to be scanned. Using the Ctrl C key from the barcode field will allow the part to be entered by category and part number.

Each time a unit is scanned the quantity received will be incremented by 1 unit.

After the item is scanned it will show in the body of the screen.

If the purchase order no longer exists for the item a message will appear “cant find PO 99999” and then a message will appear “could not receive all qty”. Press enter to pass these messages. Items not found on a purchase order will need to be received manually.

If the item has not been invoiced by Home Hardware or it has been fully received, a message will appear “not in received file”, these items will also have to be received manually if they were not previously received.

To enter a quantity received rather than scanning an item multiple times press the TAB key after scanning the item and you will be positioned in the Qty received field. The quantity entered here is the additional quantity to be received.

When all scanning is complete press the F1 key to accept from the barcode field.

A prompt will appear “Print Edit List”. This will provide you with an edit list of the PO’s being received.

The next prompt will be “PO’s OK to update?”. Answer “Y” to this prompt and then proceed to the PO Update option in the main menu, Purchasing à Purchase Order Receipts à PO Receipts Update.

 

Report of Items Invoiced But Not Received

A report has been provided to show all items invoiced by Home Hardware that have not yet been received in the system. This report is found in the Home Hardware menu “Items_Invoiced_Not_Recd_List”. This report will show items invoiced by Home Hardware that were not received. This should be used to verify your receiving and report errors. Once the receiving is compete the Receiving file should be purged using the option in the Home Hardware menu.

Inventory Counts

OPTIONAL COUNTERPOINT SETTINGS

COUNTING WITH THE RF GUN (RECOMMENDED)

Counting with the RF gun is the recommended method of updating inventory counts. This method allows for consistent, real-time updating of inventory quantities without the hassle of printed count sheets and manual entry of quantities. This allows you to count lines in chunks, without worrying about messing up counts on update.

Getting Started:

  1. Log in to the RF gun.
  2. Select Option 9 from the RF menu.
  3. The RF count routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
  4. The count scan begins by asking whether you wish to use Autoscan or Not. Selecting “Y” for Autoscan indicates that you will scan each item individually. Selecting “N” for Autoscan indicates that you will scan an item and manually enter in a quantity.

  5. After you choose Y or N the cursor will move to the Bar Code field.

Scanning Product 

These are the options from the Bar Code field

If you are in AUTOSCAN mode pressing the ENTER key will perform the same as a second or subsequent scan.(Add 1 to the Qty)

Error Messages & Notices/Prompts

Variance Report;

The variance report allows you to view or print how any user is progressing

Update Count History

Updating the count history tells the system that you have completed counting all of the items you planned on counting at this time. Failure to update the count history will mean that, when you scan any of the items you have counted, you will be prompted with the “Recent Scans” screen popping up constantly.

  1. Select the same program as for Variance reporting
  2. Select ALL user ID’s by pressing Enter
  3. Input U and press Enter
  4. Select the type of report you want; A=All items scanned OR V=Variances only.
  5. Accept the options selected at the “Any change?” prompt.

COUNTING WITH WORKSHEETS

Getting Started

  1. Log in to COUNTERPOINT with your regular “menu-based” login
  2. Navigate to Inventory > 6. Physical Inventory

Creating Count Files

There are several different methods for creating Count Files. 

  1. Navigate into the Count File Create
  2. The first major one is Count File Create ‑ All Categories , which creates a single count file for the entire inventory. This method is best used when counting your entire inventory at one time. A single count file can be created for all categories, or all categories by location (bin location, not branch).  A third report will create by location, but the category is individual selected.
  3. The second option is Multi‑Category Count File/Worksheet, which is best used for cyclical counts or spot counts, creating individual count files for each category.
  4. NOTE: Please be sure there is an understanding of the different Count Methods and how they can be set up in the Parameters File for more efficient use.
  5. NOTE: When printing count sheets, an entry is added to the CARDEX, labelled “Physical Count Reset” this is NOT an adjustment of inventory, but a reporting of how many items were on hand at the time the sheet was printed. 

Count File Create ‑ All Categories

This program creates a Single count file of the entire inventory in the system at the current time.  It creates a work file that allows the user to create and print Count Sheets and adjust the On‑hand counts. It does noT adjust the On‑hand quantities in the Product Master File until the Update is run.

To Create a Count File for the entire inventory select [2] from the Physical Inventory Menu and the program will create the count file. Upon completion the screen will display:              

                   records extracted  =  999999

                   press ENTER to continue

When printing count sheets, an entry is added to the CARDEX, labelled “Physical Count Reset” this is NOT an adjustment of inventory, but a reporting of how many items were on hand at the time the sheet was printed.

Create and Print the Physical Count Worksheets

Once you have created the count file, select Physical Count Worksheets.

Simply press [ENTER] if you have created the count files with Count File Create ‑ All Categories using menu option [2].  It is not necessary to enter a category here.

-OR-

If you are re‑printing a specific category that had been created with Multi‑Category Count File Create (menu option 4) type that category code and press [ENTER].  When complete, move to the next step of printing the count sheets.

Multi‑Category Count File/Worksheet

This program creates individual work files for each category designated. This program is designed for those users who do cyclical counts or are "just checking" particular lines. It automatically creates the Physical Count Work Sheet print file.

When printing count sheets, an entry is added to the CARDEX, labelled “Physical Count Reset” this is NOT an adjustment of inventory, but a reporting of how many items were on hand at the time the sheet was printed.

To create and print individual work files, select option 4 from the Physical Inventory Menu and the following screen will display:

Physical Count Input

This program is used to enter the adjusted counts to inventory. It does not immediately adjust the Product Master file but allows the user to print an Edit List to check for input errors before Updating.

 

If the All Category Count file create menu option was used, reply [y] to the All categories work file question, otherwise answer [N].

Any part numbers which are NOT in the Product File but have been noted on the Count Sheets should be entered to the Product Master File AFTER the Physical Count updates have been run.

Physical Count Edit List

This program creates and prints an Edit List to check for errors during Input before actually updating the new counts to the Product Master File.

NOTE: A Category cannot be accessed by more than one person at a time!

Physical Count Update

This program updates the entries made in the Physical Count Input program, either by Category or for the entire Inventory File depending on the method selected.  The Physical Count Edit Lists should be printed and verified before the update is run. When the update is complete, it produces a Journal that shows the discrepancies between the System Count and the Actual Count.

The screen will list up to 126 of the available work files that are on the system. The default is [Y] to update. Make the necessary changes for which categories are NOT to be updated.

There must be NO BACKGROUND GROUPS running, no one using the Inventory Control system, no one in Invoicing, and ALL INPUT MUST BE COMPLETE before the update may be run.  The Update will proceed and a Physical Count Journal will print upon successful completion.

Physical Count Reports – Print (Optional)

As many of the reports and worksheets created in the Physical Count Routines are deemed unnecessary, the user may select to print only those reports that are required.

Item Maintenance

PRODUCT MASTER MAINTENANCE

 

 

ADD/CHANGE/DELETE ITEM

BARCODES

Kit Maintenance

The inventory system has been enhanced greatly with the introduction of Kit items.  A kit is defined as either a counter kit: one that is created at the time of sale, or a manufactured kit, one that is created and placed on the shelf ready for sale.  A counter kit has no inventory on hand, a manufactured kit does.

 

A kit item may belong to any category, or a separate category may be created for manufactured kits, if desired.  There is no difference between a regular category record and one that is created for kit items.

 

Add the kit item

Identifying a kit item involves two steps.  First, enter [k] (not displayed as an option) in the reorder field on the item record in inventory control à file maintenance à product master maintenance.  Then differentiate the item as a counter [c] kit or a manufactured [m] kit in the kit type field directly below.  The remainder of the fields may be set up as usual.

 

Attach components to the kit

Once the kit item has been created and [F1] accepted, the user is prompted with maintain kit definition?  If [n], the function is complete and the user is able to add a new kit number.  The kit definition will have to be set up at a later date using the change product menu option.  If the response to maintain kit definition?  Is [y], a secondary input screen is presented for entry.  The category, part number, description and barcode are displayed, as well as the average cost and kit type.  Changes are not permitted to these fields. 

 

The user will enter the category/part number combination for each product that will be used in the manufacture of this new item and the quantity that will be used. If the kit type is [m], the default for the sub field will be [n] and may not be changed.  If the kit type is [c], then the sub field is available for entry and may be either [y] or [n]. 

 

A sub refers to the user’s ability to substitute another item for the one listed in the kit definition at the time of sale.  Since a manufactured [m] kit is created and assembled prior to sale, no substitutions are permitted.  However, a counter [c] kit is assembled at the time of sale and by its nature, requires the ability to sub out items on the fly.

 

The hide field refers to whether or not to hide the component items on the printed invoice.  If the items are hidden on the printed invoice, then only the kit item will appear as with a normal item.  When the items are not hidden on the printed invoice, then the kit item is printed as usual, and the component items are listed underneath.  No pricing information is printed for the component items.

 

Kit Master File Listing

A new report has been added to the inventory control à inventory reports à additional inventory reports menu, called Kit Master File Listing.  The user enters a specific category, a category range or [enter] to default to all categories. 

 

For each kit item, the 5 price levels and the associated GP % are printed, as well as the cost and core price.  Then, the details of the components for the kits are presented with category / part number and description, the quantity required for each kit and the costs, unit, extended and core.  Totals per kit are provided.

 

Inventory considerations

As stated previously, no inventory is held on hand for counter [c] kits.  The components are subtracted from inventory at the time of the sale, just as if each individual item was sold separately. 

 

Manufactured [m] kits, however are held on the shelf ready for sale and therefore must be received prior to being able to be sold.  Increases in inventory levels for [m] type kit items are done through Purchase order à Purchase Order Receipts processing à rush receiving.  As the inventory of the full good is increased, the inventory of the component goods is reduced.

Multiple Bin Locations

Multiple Bin Locations

There is now the option for setting up alternate bin locations for each item.  Before proceeding, make sure that the flag to allow multiple bin locations (field # 45) has been set to [y] in SYSTEM UTILITIES > Systems Setup > Sales Desk > parts billing parameters > Screen 2.

Bin Location Maintenance

This option is used to set up, view a specific location or view all locations for a specified product.  Deleting an alternate bin location is also available from this menu.  This option is found in the menu inventory > Data Mantenance > Master Files > Bin Location Maintenance.

Bin Location maintenance can also be performed when in the Product Master maintenance by selecting “B(ins)”.

The Bin Type “R”, Retail, is used to identify product in the retail space of the store. Nightly reporting is available to indicate which retail products currently have zero available and need to be replenished from other locations.

The retail bin location can only be the primary location if it is the only location for the product and POS transactions will update the on hand in the Retail location.

Receiving and Stock Transfers will update the quantity on hand in the primary location which is the location shown on screen in Product Maintenance and Inquiry.

Any product with multiple bin locations and the Retail location that has a negative on hand quantity will have the Retail location adjusted up to zero and the primary adjusted down by the same quantity nightly.

 

Stock Relocation Adjustment       

inventory > Data Mantenance > Inventory Adjustments > Stock Relocation Adjustment

Use this option to adjust the on-hand quantities for each alternate bin location.  Enter the category and part number.  All of the locations will be displayed.  At the any change prompt, press enter to get to the quantity to adjusted by field.  Enter the quantity (followed by a minus sign) that is to be moved to other locations.  Then distribute that amount to the alternatives.  The total field at the bottom must be 0 in order to [f1] accept the entry. Pressing enter after the accept will allow you to continue with further adjustments and “N” will exit to the menu

 

Stock Relocation Report           

This will report all Retail Locations that have and On Hand Quantity of 0 or less which is to be used to replenish these locations. This report will be run automatically each night.

 

On Dock Purchase Orders

To flag a purchase order as On Dock use Purchasing > Purchase Order Receipts > On Dock Assignment. Enter the PO Number then confirm it is the correct PO, the first page of lines on the PO will be displayed and answer “Y” to create the Dock locations for this PO.

image-1631834919475.png

The Dock locations are automatically removed when the PO Receipts Update is completed for the PO.

 

P.O. Receipts Relocation Listing  

Multiple bin location items are automatically received to the primary bin location as listed on the  product master maintenance screen.  This report provides the information necessary for the user to relocate the quantity received to different locations.

This report is Purchasing > Purchase Order Receipts > P.O. Rec. Relocation Listing

 

P.O. Receipts Relocation Adjustment

Similar to the Stock relocation adjustment, the user is able to move the recently received quantity from the primary (default) location to multiple locations.

 

P.O. Receipts Relocation Update   

The adjustments made in the above step will be updated.

Alternatively the adjustments can be made using the Stock Relocation Adjustment described earlier in this document.

 

Inventory Adjustments

When entering Inventory Adjustments, inventory >

 

Data Mantenance > Inventory Adjustments > Stock Adjustments, if a part is assigned to multiple bin locations you will need to enter the quantities adjusted by bin location when completing the adjustment

image-1631834946264.png

The default is to adjust the primary bin but you can change the quantities however the adjusted quantity for the bin locations must equal the total adjustment quantity.

This is the same procedures as used in the Stock Relocation Adjustment

 

Bin Location Lookup in Invoicing

Products with Multiple Bin Locations that have an on hand quantity will be identified on the invoice screen with a comment of “*MANY*” and products that have zero on hand but are included in an On Dock PO will have a comment of “*DOCK*”.

 

To check the available quantities for multiple bin locations within the invoicing screen press Shift F4 from the line Type field and you will be prompted for a line number to search. The bin location quantities for the selected part will be displayed in the Information Window. The sale of a product will always reduce the on hand quantity for the Retail bin location if one exists and if no retail location exists the Primary location will be adjusted.

All bin locations will be included on the printed invoice.

Pricing Guide

Overview

This document outlines the files and processes involved in updating and applying pricing to items and/or customers in the COUNTERPOINT ERP system. We will discuss the very basic fundamentals of pricing (stocked vs. non-stocked) down to some very specific utilities that can add significant dollars to your bottom line. This document will also define the various places where parameters need to be set up, the behind-the-scenes updating of prices and some common issues that can occur in the pricing module.

Supporting Files/Information

BILLING PARAMETERS

 

CATEGORY FILE

Pricing the Item

 

PRICE PARAMETERS

 

RETAIL ROUNDING

Pricing Updates

UPDATE INQUIRIES

AUTOMATIC UPDATES

 

MANUAL UPDATES

ONLINE PRICE CHANGES

 

 

By Category By Part

 

 

By Category By %age

Discounts For Point-Of-Sale

One thing to note in this section is that, discounts take president based on their specificity. So, the hierarchy for what discount will take effect (from highest precedent to lowest) is:

  1. Special (If Price is lower than calculated)
  2. Contract (If billing parameter is set. More in the contracts/specials section)
  3. Customer Discount By Category
  4. Industry Discount By Category
  5. Customer Discount (All Categories)
  6. Industry Discount (All Categories)
  7. List Price (Or alternate list price, if set in billing parameters as described in ‘Billing Parameters’ section)

Separate to all of those though, is Price Point Pricing, which is applied BEFORE any customer specific discounts or specials are applied.

INDUSTRY DISCOUNTS

CUSTOMER DISCOUNTS

CONTRACTS / SPECIALS

 

 

PRICE POINT (VELOCITY) PRICING

QUANTITY PRICE BREAKS

Utilities

RESET MULTIPLIERS BY %

UPDATE MULTIPLIERS

DELETE PRICEBOOK VENDOR

Troubleshooting

COMMON PROBLEMS

Product Popularity Listing

As a normal part of working with your inventory there will be times when you need to understand the contribution to sales being made by the items within a line. Counterpoint provides a report specifically for this purpose. The report is accessed via the following menu path.

  1. Inventory…-> 7. Reporting…-> 2. Performance Reports…-> 2. Product Popularity

Which brings up the following screen.

image-1631748531300.png

Enter data into fields as follows.

1 Based on – Click the drop down box arrow to see available options. Enter your choice as appropriate to your needs. Click the close button to close the popup.

2 Report By – Enter Enter % or Q as appropriate to your need.

3 Report On  – Enter the number of parts you wish to see analyzed or hit [Enter] to see all parts in the line.

4 Price Level -  Enter the Price level to be used in for reporting purposes.

5 Use Branches? – Enter Y if you wish to include branch sales in the computations on ranking. Enter N to compute based on your store only.

6 Inventory Quantities? – Enter Y to have report include On hand balances. Enter N to suppress printing of on Hands..

Fields 7 thru 65 – Enter categories you would like included in the printout

When you have entered all desired fields hit [F1] to run the program.

 

Report can be displayed on screen or printed out as appropriate to your intended usage.

Receiving Product

The purchasing module, specifically the receiving portion, is how all items will be brought in to inventory. There are two main methods of bringing product in, those items on a purchase order, and those items NOT on a purchase order. Regardless, for proper tracking of product, it is recommended that all product be introduced into the system.

 

OPTIONAL COUNTERPOINT SETTINGS

 

PO RECEIVING WITH THE RF GUN (RECOMMENDED)

As long as barcodes are on all of the product, the recommended method of receiving product into inventory is via the RF gun. Even if there are no barcodes in the COUNTERPOINT system, the RF gun will allow you to add a barcode to an item when receiving

 

Getting Started:

  1. Log in to the RF gun.
  2. Select Option 3 from the RF menu.
  3. Once in the PO receiving menu, the program will list all of the outstanding Purchase orders on the system and will allow you to select one to be received.

 

Scanning Items In

  1. The first question to be answered is if you wish to use “Autoscan” Y or N.. The use of “Autoscan” prompts you to scan each item and it defaults the received quantity to 1 unit for each scan and then goes back to the barcode field for the next scan. Alternatively if “Autoscan” is turned off N you will be prompted for a quantity each time you scan an item. You will have to accept each entry with CTRL followed by A.

If you are using the “Autoscan” mode you can correct the quantity after the item is scanned by pressing Tab or CTRL I. After entering the new quantity press CTRL A at “Any change” to accept the entry

  1. You will then be placed in the barcode field. From here you can begin scanning items from the order

Pressing CTRL C at the barcode will place you in the part number field, in case an item’s barcode does not scan. Once you enter the part, the cursor will move to the Received field, where you can enter the quantity received.

  1. Once you are done scanning all items, Pressing CTRL A at the barcode will start the completion process where you will be asked if the editing is complete where the options are Y or N. If the editing is complete the next option is to print the edit list Y or N. If the edit list is printed. The next option is to flag the P.O. for update. When Y is used the PO will be flagged for update at your work station.
  2. You may continue scanning more PO’s or go to your workstation and perform the update process. Purchasing > 6. Purchase Order Receipt processing > 4. Purchase Order Update.

 

PO RECEIVING VIA THE MENU

When receiving large orders, or for orders where minimal changes are needed, it would be more expedient to receive the product via the COUNTERPOINT PO menu options.

Getting Started

  1. Log in to COUNTERPOINT with your regular “menu-based” login
  2. Navigate to Purchasing > 6. Purchase Order Receipts

PO Receipts Input

The PO Receipts Input is an onscreen program that allows you to quickly accept large orders that have minimal changes or discrepancies. The program allows bulk receipts and the ability to add products to an order at the time of receiving.

  1. Enter the PO Receipts Input menu option
  2. Enter the Purchase Order number that you wish to receive
  3. Your first option is to make a bulk decision on what to do with all numbers on the PO
    1. B(ackorder All) – Will set the status of each item on the PO to Backordered.
    2. C(ancel All) – Will set the status of each item on the PO to Cancelled.
    3. R(eceive All) – Will set the status of each item on the PO to Received.
    4. enter to receive by line # - Will leave all items untouched and allow you to receive line by line.
  4. Once you have made an initial decision, you will be allowed to pick lines to alter, or begin updating the received quantity.
    1. Pressing Shift/F6 from this point will allow you to add a new item to the PO
    2. On each line, the D column defines the disposition of the item.
      1. C – Indicates that the item is Completed, and will update when you trigger the PO to update.
      2. K – Indicates to Keep the item on the PO and do NOT update it when you trigger the PO to update
    3. Once all lines have been properly received, Press CTRL/A until the OK to update prompt appears.
      1. A Y will initiate an update of the PO
      2. An N will NOT update the PO, and keep the PO open, allowing you to make changes later.

RUSH RECEIVING VIA THE MENU

Rush receiving is meant to handle the receipt of items NOT on a purchase order. This can range from drop ship, to special order items. The use of rush receiving allows you to quickly add items to inventory without the creation of a purchase order.

Getting Started

  1. Log in to COUNTERPOINT with your regular “menu-based” login
  2. Navigate to Purchasing > 6. Purchase Order Receipts > 5. Rush Receiving

Receiving Product

  1. The rush receiving program requires a PIN be entered, if you are unsure what your PIN is, contact AMS.
  2. You begin by entering a packing slip or invoice number that came with the product. Anything can be entered here.
  3. Next you will enter the Category, Part Number and quantity received. The Vendor field is optional
  4. For pricing, you can enter a Jobber price (with a discount to get your cost), or enter your cost. Then enter a core and/or levy if necessary.
    1. NOTE: If the supplier for this item (or the supplier you entered) is set to update the cost to inventory, and the item is a stocked item, then the cost of the item will be updated when finalizing the receipt
  5. If the item is non-stocked, you will be presented with a listing of any sales that may have been made on this item and an option to add the item to inventory.
    1. When electing to add the item, you will be brought to the product maintenance screen and any pertinent info from the receiving screen will be brought over.
    2. NOTE: If the item has recently been sold, and this is a receiving to cover that sale, be cautious about adding the item. If the item is on a completed invoice, the system has no way of knowing that this receiving is in regards to that invoice, and adding it to inventory will falsely up your quantity on hand.

 

RUSH RECEIVING VIA THE RF GUN

Getting Started:

  1. Log in to the RF gun.
  2. Select Option 10 from the RF menu.

  3. The RF rush receiving routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.
  4. The receiving scan begins by asking whether you wish to use Autoscan or Not. Selecting “Y” for Autoscan indicates that you will scan each item individually. Selecting “N” for Autoscan indicates that you will scan an item and manually enter in a quantity.
  5. After you choose Y or N the cursor will move to the Bar Code field.

Receiving Product

 

  1. Scanning product from the barcode field will receive the item on to the rush receipt transaction.
    1. All defaults for an item will be accepted, and you should not need to do anything else on any of the items
  2. Once all items are scanned CTRL/A will accept the receiving, and you will be presented with an option to print your journal.

RF Count 'Cheat Sheet'

Getting Started

Scanning Product

These are the options from the Bar Code field

Error MESSAGES

Variance Report

To view or print how any user is progressing select the following menu path from any workstation;

6. Inventory / 6. RF Count Reporting / 6. Update RF Count Detail / 1. Update RF Count Detail

Update Count History

Select the same program as for Variance reporting

Stock Adjustments

For one-off changes to inventory, it is recommended that you use the Stock Adjustment routines. It is NOT recommended to use this option to do any type of inventory count, as the audit trail is not as verbose.

 

ADJUSTING INVENTORY VIA THE MENU

In the Inventory > File Maintenance > Product Master Maintenance options, the on-hand, committed and on-order quantities are audited fields and may not be changed.  In order to alter the quantities outside of Invoicing, Purchasing or Physical Count functions, stock adjustments must be entered and updated.

Getting Started

  1. Log in to COUNTERPOINT with your regular “menu-based” login
  2. Navigate to Inventory > 1. Data Maintenance > 2. Inventory Adjustments > 1. Stock Adjustments

Adjusting Inventory

  1. Inventory Adjustments require a [PIN] when starting the program. While entering the [PIN] nothing will be displayed on the screen and you must press [ENTER] to complete the entry.  If you do not have a PIN type [QUIT] to exit the function.  PINs are assigned in sales desk controL > file maintenancE > counterman maintenance.

 

  1. When the transaction is complete, the user will be asked whether or not to Print adjustment journal [y] will print the journal [n] will bypass the printed journal and [p] prints for this packing slip only (normally used for rush receiving)
  2. Adjustments to inventory levels through stock adjustments update to the General Ledger with the end of day Those entries are printed on the report called General Ledger Summary Edit list that is automatically printed at that time.

ADJUSTING INVENTORY ON THE RF GUN

Getting Started

  1. Log in to the RF gun.
  2. Select Option 5 for Stk Adjustment.
  3. The RF count routine requires a PIN before starting the program. This is the same as used for physical adjustments, etc. If you cannot remember your code please call AMS support.

Adjusting Inventory

  1. Scan the item in question and fill in the fields as necessary

If recording a sale adjustment using type [5], enter in the associated customer number for the history records.  If the adjustment type is either [3] or [7], the default vendor will be displayed from the product record.

Stock Transfer Reconciliation

Basic Overview

This document outlines the recent discrepancy report and the new listing report that will print at your branch each night and how they relate to the reconciliation of inter-branch stock transfers, and the effort to try and catch on hand problems.

Packing Slip Confirmation Report

This report will print each night at each location, and is a listing of any unconfirmed Packing Slips & Stock Transfers sent from your location as of that night. Stock transfers will be identifiable by the customer they are assigned to with all stock transfers will be assigned to another branch.

Any stock transfers listed on this report are unconfirmed. If the stock transfer is over 24 hours old, it may be outstanding and should be reviewed with the contact at the receiving branch to ensure that the product was properly received. Any issues of product not being received, or quantities less than requested should be dealt with via the stock transfer confirmation so that the discrepancies can be properly recorded and presented back to the sending branch.

Stock Transfer Discrepancy Report

This report will also print each night at each location, and is a listing of any stock transfers that were confirmed by the receiving branch, but with discrepancies.

These discrepancies will need to be reviewed to ensure inventory levels are correct. If a stock transfer was requested, but the requested quantity was unavailable from your branch, this report will act as a trigger to go and review the on hand levels for that item. In the case where the system shows an on hand that is different than what is physically on the shelf, a stock adjustment should be made to correct the error.

If you know of an error that is not reported on the discrepancy report, you should review the Packing Slip Confirmation report to ensure that the transfer was, in fact, confirmed by the receiving branch.

Supporting Files/Information

BILLING PARAMETERS

CATEGORY FILE

Transferring Parts

Transferring single items

The utilities used for transferring product at an item level from one number or category to another are found in the Inventory > 1. Data Maintenance > 5. Utilities menu

Product/Part # Transfer

6. Inventory > 1. Data Maintenance > 5. Utilities > 2. Product/Part # Transfer

This option takes your old number and moves it to a new number. Does not need to be within the same category. This should be used when creating a new number

  1. Enter the Category / Part of the item you wish to transfer
  2. Enter the Category / Part where you would like to transfer the part to

Product History Transfer

6. Inventory > 1. Data Maintenance > 5. Utilities > 3. Product History Transfer

This option takes only the history of an old number, and merges it with an existing number. No on hand information is transferred in this routine.

  1. Enter the OLD part number
  2. Enter the NEW part number
  3. Choose whether to append to or replace the history of the new part with the old part. 
  4. Optionally change the description of the number you are transferring to
  5. Optionally change the alternative description

Transferring ranges of items

Before running any category based transfer routines, it is always suggested to run a category resequence
Inventory > 1. Data Maintenance > 5. Utilities > 1. Category Resequence

Category Transfer

9. System Utilities > 6. inventory > 4. Category Transfer

This utility should be used when moving all or part of a category to a NEW category. In this routine, the new category should not yet exist. You can, however, choose only a portion of the old category to move.

A stock status report can be very useful in determining the start and end of a category

  1. Enter the old category which you want to move product out of.
  2. Select the starting and ending part number for the range that you wish to move. If you are moving the entire category, you can press ENTER to default to start/end of the category.
  3. Enter the new category into which you want to move the product.

Category Merge

9. System Utilities > 6. Inventory > 4. Category Merge

This utility should be used when moving all or part of a category to an EXISTING category. This routine will add items to to the new category and merge the history of any duplicated items

A stock status report can be very useful in determining the start and end of a category

  1. Enter in the category you wish to add the parts to. (it should skip past field 3 (Part number)
  2. Enter the category you wish to move parts out of.
  3. Select the starting number you wish to move
  4. Select the ending number you wish to move
  5. Overwrite on dup?  Y = replace any duplicates;   N = merge any duplicates

Uploading Min/Max/Reorder

This document will outline the steps required to extract an inventory list, manipluate the Min/Max/Reorder in excel and then upload the values back in to COUNTERPOINT.

  1. Navigate through the menu to 6. Inventory > 1. Data Maintenance > 5. Utilities > 6. Inventory Item Extract

  2. Select your starting and ending categories
  3. A .csv file named pmdelim.csv will be placed on your Z: drive in html > b1
  4. Either use windows explorer to browse to the file, or open excel and open the file via excel
    The file layout is as follows
    Cagegory Part Description Branch Reorder Rank On Hand On Order Min Max Shelf Cost Purchase Qty SALES (13 columns)
  5. Edit the Reorder/Min/Max Quantities in the excel spreadsheet as needed

    DO NOT reorder the columns in the file. The upload works with a specific layout and this can cause serious issues with your inventory

  6. Save the file back to the Z drive under html > b1. Save the file as a "Comma Delimied (.csv)" file named pmload.csv

    A reminder that the file contains all branches. Remember to remove any branches you do not want to update before you save the file

  7. To upload the infomation back in to COUNTERPOINT, navigate to 6. Inventory > 1. Data Maintenance > 5. Utilities > 7. Min/Max/Reorder Upload

    The menu option starts the upload right away and there is no screen interaction. 

Zero Category On-Hands

In Some cases, it becomes necessary to zero out the entire inventory within a category. The recommended way to do this so that you have a proper paper trail is to do a 'zero' physical inventory count. You can accomplish this by following these steps.

  1. Navigate to 6. Inventory > 6. Physical Inventory > 1. Parameters Maintenance

  2. Adjust field 2 Print On Hand (Y/N) to N. With this set to N, when you print an inventory count sheet, it will print a zero as the onhand in the inventory count file.
  3. Navigate to 6. Inventory > 6. Physical Inventory > 2. Count File Creates > 5. Multi-Cat. Count Worksheets
  4. Enter in the category you wish to zero on hands for

  5. Pres F1 to accept the category and F1 again when asked Any change? to create the count files
  6. When the print preview shows up, you can close the window without printing the count sheets
  7. Navigate to 6. Inventory > 6. Physical Inventory > 5. Count Update
  8. You will be presented with 2 different questions to confirm that you wish to update. Please answer them accordingly to proceed:
    - Press RETURN to continue Y: Press the Enter key
    - Are you sure?: Press Y
  9. You will now see a screen with any outstanding count files. Press Enter to go into the list. 
  10. Press N next to ALL categories you do not wish to update

    This is VERY important. Updating old count files can severely throw out your counts on categories

  11. Ensure that the category you DO wish to update has a Y next to it.
  12. Press F1 to accept the changes to the list and F1 again to start processing the update.
  13. You will now be presented with a listing of all items whose onhand was zeroed out. This gives you a proper paper trail for inventory adjustment and financial purposes