8.1E
First Edition
Trademark
Adagio® is a registered trademark of Softrak Systems Inc.
All product names mentioned are trademarks or service marks of their respective owners.
Copyright
The programs and printed materials are copyright 2000-2014 by Softrak Systems Inc. All rights reserved.
The Adagio suite of software products and this manual are protected by applicable copyright laws.
Warranty
This software and manual are sold “as is” and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software.
Developed, Published & Supported by:
Softrak Systems Inc.Web site: www.softrak.com Email: [email protected]
Phone: (604) 736-3741
Adagio Inventory — License Agreement
The use of Adagio Inventory from Softrak is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Adagio Inventory and its associated materials. You may terminate this agreement at any time by sending a letter to Softrak Systems Inc. stating that all copies of the software have been destroyed. The letter must be signed by an officer of the company.
This license in not transferable.
Usage Rights
For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on a single computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Adagio Inventory or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Adagio Inventory, in whole or in part, except for archival and backup purposes.
Registration and Support
To receive technical support and notices of upgrades and announcements, your copy of Adagio Inventory must be registered.
To register, install Adagio Inventory as you would any other Windows application. When you start up Adagio Inventory for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc.
This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code.
Liability
Introduction
Chapter 1
About Adagio . . . 1-2 Adagio Fundamentals . . . 1-2 Adagio Softrak . . . 1-2
Configuring Adagio Inventory
Chapter 2
Creating Data Files . . . 2-4 Logging into Inventory . . . 2-6 Changing the Workstation Options. . . 2-11 Security Settings . . . 2-12 User Audit Settings. . . 2-12
Setting Up Your Inventory
Chapter 3
Using Advanced Features
Chapter 4
Alternate Price Lists . . . 4-99 Updating Price Lists . . . 4-104 Entering Reorder Data . . . 4-107 Editing Sales History . . . 4-109 Using Tax Groups . . . 4-112 Working with Bills of Material. . . 4-115
Transactions & Inquiries
Chapter 5
Entering and Editing Receipts . . . 5-123 Entering Shipments . . . 5-134 Entering Adjustments. . . 5-141 Entering Stock Transfers . . . 5-146 Editing Physical Inventory . . . 5-150 Item Assembly. . . 5-160 Item Inquiry . . . 5-168 Receipts Inquiry . . . 5-183 Transaction History Inquiry . . . 5-184 Bills of Material Inquiry . . . 5-186 Adagio GridView . . . 5-187 Day End Processing . . . 5-188
Period Processing
Chapter 6
Period End Processing . . . 6-190 Year End Processing . . . 6-192
Printing Reports
Chapter 7
Lesson 2: Receipts . . . 8-233 Lesson 3: Shipments . . . 8-242 Lesson 4: Stock Transfers . . . 8-245
Importing and Exporting
Appendix A
Exporting Items. . . A-249 Importing Items . . . A-253
User Defined Codes
Appendix B
Introduction
Adagio Inventoryis a complete multi-location stock management and control system that tracks purchases, receipts, shipments, returns and adjustments.
• 16 character part number, with user defined segmentation (maximum 4 segments), allows powerful reporting
• Moving average, FIFO, LIFO, standard and user specified costing methods • Five markup / discount levels by customer type or quantity purchased with
date sensitive special pricing by customer • Alternate price lists and part numbers • Menu level security by Group and User
• Detailed inventory movement summary with 13 period sales history and selective history purge
• Extensive range of management reports with broad range of options for selecting, sorting, and subtotaling information.
• Backs up data directly from within the program
• Launches other Adagio programs from a special Adagio menu
• Includes Smart Finder with ability to print the results, or to save the results in the Smart Finder list until the next time a search is conducted
• Customizes the grid displays through the Column Editor
About Adagio
Adagio Accounting is designed for organizations that manage over $1 million in sales/revenue, with significant transaction volume and at least one person responsible for managing those transactions. This modular accounting system combines a batch interface that is easy to understand and control with online processing in order entry and inventory control. Additionally, Adagio provides dynamite-looking invoices, checks and statements on blank paper. All of this without being forced to use a mouse during data entry or any of the other accounting
procedures. Simple procedures and built-in software make it a snap to email or fax invoices and customer statements.
Adagio Fundamentals
Other important information about Adagio Inventory is included in your Adagio
Fundamentalsmanual. Adagio Fundamentals covers information and functions that are similar across all Adagio applications, such as data backup, security settings, and keyboard shortcuts for data entry. Be sure to read Adagio Fundamentals for valuable information about working with Adagio Inventory.
Adagio Softrak
For over 25 years, Softrak has created accounting and reporting software to make the tasks required in the accounting department simple and straightforward, even in high volume businesses. If you have any suggestions about how we can improve this module, please visit our web site at www.softrak.com.
Configuring Adagio
Inventory
Before you can start using Adagio Inventory, you must take the time to complete the setup procedures in this chapter and in the next. This chapter explains how to configure Adagio Inventory and the next chapter explains how to set up your inventory. It can take some time to perform all of the steps, but a complete setup will ensure that you benefit from all the features of the software.This procedure is usually completed by a system administrator. This person should be knowledgeable about both your computer system and your company’s inventory and accounting procedures.
If you need to create new data files, see the Adagio Fundamentals manual, which is included with all Adagio products.
In this chapter, we will explain the following procedures: • Creating data files
• Logging into Adagio Inventory • Workstation options
Creating Data Files
Data files are the files that will contain your accounting data. Before creating the data files, you should determine the drive, directory/folder and filename extension that you will use. We recommend you use the same location and extension as files from other programs that will integrate with Adagio Inventory. If you are using other Adagio programs, you might choose the folder c:\Softrak\Data.
1) When you start Adagio Inventory from the Windows Start menu, the Open
Adagio Inventory Datadialog will automatically appear. This allows you to enter your user ID and password, and select a data set to open.
2) Enter your userID and password.
The system administrator’s default username is SYS and the password is SYS. You should change this password before you allow others to access the system.
3) Enter the data path for the data files. Alternately, you can click the File folder button to browse through existing drives and directories or you can click the Directory button to see a list of previously opened paths.
4) Enter an extension which will be applied to all the data files you create.
Creating Data Files
5) Click the Create button. The Data Creation screen appears indicating the directory you selected:
6) Click OK. You are prompted to confirm the data creation.
7) Click Yes. Adagio Inventory will create the data files.
Once you have set up data files, each time you start Adagio Inventory the most recently opened data files will automatically appear in the Open Adagio Inventory
Datadialog. All you will have to do is enter your user ID and password, then click the Open button
For Adagio OrderEntry Users
If you have installed Adagio OrderEntry before Adagio Inventory, OrderEntry will have assumed that you wish to use it as a stand-alone order entry and inventory program. When you installed OrderEntry as a stand-alone program, certain inventory functions were also installed.
Logging into Inventory
Each time you start up the program the Open Adagio Inventory Data dialog appears each time you start Adagio Inventory.
Adagio Inventory comes preloaded with the user ID of SYS and a password that is
also SYS. You must log in with this user ID and password the first time you use Adagio Inventory. This is the default Adagio system administrator user ID. It cannot be deleted but it can be changed. Since it provides access to all Adagio Inventory screens and functions, you may want to change the Adagio system administrator password for security purposes. Refer to Adagio Inventory online Help documentation or your Adagio Fundamentals manual for more information on doing this.
The following table describes each field:
Field
Description
UserID / Password Each Adagio Inventory user should be assigned a unique user identification code. Refer to your online Help or
Adagio Fundamentalsmanual for more information about setting up users.
Remember user name
Turn this option on to have the Adagio user name
remembered and authenticated by the Window user. This allows you to default your Adagio user name by logging into Windows (on the same station).
Field
Description
Remember user password
Turn this option on to have the Adagio user password remembered and authenticated by the Window user. This allows you to default your Adagio user password by logging into Windows (on the same station).
Date This is the session date. It defaults to the current system date. If you need to change the date, use the calendar button to the right, or type in the desired date.
NOTE: If you want to log into Inventory using a session date
within the last used session date month and year, all you need do is type one or two numbers representing the date you want to use. (E.g. If your last session date was 04/04/2009 and you now want to log in using 04/15/2009, all you need do is type 15 in the date field. The month and year are remembered from the last time you logged in. This feature is available in date fields throughout Adagio Inventory.
Field
Description
Data path Enter the drive and data path for your company's data by clicking once in this field and typing the information in, or by clicking the Browse button (or using Alt/b on the keyboard) and selecting the correct drive and data path from the Data Selection dialog box that appears.
There is another button to the far right of this field. Click this 'multiple folder' button (or use Alt/f on the keyboard) to view a list of Previously Opened data sets. This feature is especially helpful if you are maintaining multiple data sets (e.g. Adagio Inventory data for multiple companies). If you wish to use one of these previously-opened data sets, simply click the desired Company Name to select it, then click Open.
NOTE: Adagio Inventory can remember what datasets have
been accessed by each Adagio user. The first time each user logs
into Inventory, they will be prompted to respond whether or not they want Adagio Inventory to also load a default list of companies (historical access list). Respond Yes to the prompt to have Inventory retain the original list of companies all users have accessed and then remember which subsequent
companies/datasets have been accessed by each user separately. Select No to begin with a blank Previously Opened window and have only the list of datasets accessed by each user since the installation of Inventory 8.1B display each time the Previously
Opened window is opened by that user.
Extension Enter the extension used by your company's data here. For example, to use the sample data, you would enter SAM in this field.
Click Open to open the data files and begin using Adagio Inventory.
Converting to Adagio Inventory 8.1C
For companies upgrading to Adagio Inventory 8.1C, Adagio Inventory converts their inventory data from the earlier version the first time it is opened by Adagio
Inventory. It is always recommended that, before installing the upgrade, you do a backup of your Adagio data and run a Data Integrity Check. Read your Adagio
Fundamentalsmanual for more information on doing backups in Adagio or refer to your online Help.
The first time you open your existing Adagio Inventory data, you will receive the following message:
If you are ready to proceed, click on Yes; other wise, click No.
Once the conversion process has begun you should not interrupt (cancel) it. If you do, you will need to restore from a backup and do the conversion again.
The following message will appear:
If you do not have a backup of your 'current' data, please select the Backup Now button.
If you click the Backup Now button, the Adagio Backup window will display. Clicking the Start button will backup your inventory data to the data directory displayed on your screen.
After, the following window will appear:
From the Finder, select the Location you want to use as your default reorder data location. Any items for which you had entered reorder data 'prior' to converting to Adagio Inventory 8.1C, will have that item's reorder data stored in the default location specified. (Refer to pages 3-87 and 4-107 for more information about Reorder data.)
Changing the Workstation Options
To configure the workstation options for this program, select Workstation Options from the File menu. The Options window will open.
The following table describes the fields on this window.
Field
Description
Print/Preview Options Enter the zoom factor you want used as the default when you preview Receivables reports on this workstation.
Additionally, select Full screen to have the Preview window itself use your entire screen size. Select Partial screen to have the Preview window use part of the screen only.
Report Printer If you use a different printer than the Windows default for printing reports, select Specific, then select the printer you use for reports.
For detailed information about setting up individual user preferences for various report and display options, please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual.
Security Settings
Adagio Inventory includes a User Setup function that allows the system to prevent unauthorized users from entering the system and restricts user from accessing certain areas of the system.
To do all this, you must first set up user groups, which define what parts of the program the uses within the group are allowed to access. For example, you can allow only senior staff members to access functions such as the company profile, period and year end processing, user and group setup, and the data integrity check. Then you can set up the individual users and assign them to the appropriate group level depending on the access privileges you want to grant them.
See the Adagio Inventory online Help documentation or your Adagio Fundamentals manual for complete information on setting up user groups and users.
User Audit Settings
Adagio Inventory maintains user audit settings such as Last Edited Date, Last Editing Time and Last Edited by User for items. These can be shown in the Item and Item Inquiries grids using the Column Editor.
Invoice batches sent to Adagio Payables created by posting Receipts in Inventory update the Batch Created Date, Time and User fields in Payables.
For more information about using the Column Editor, please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual.
Security Settings
Setting Up Your Inventory
Once you have set up your data files, completed the Company Profile and registered users, you can begin to set up your inventory. There are five required steps and three optional steps:• Entering the Company Profile • Adding categories
• Adding locations
• Defining control account sets • Defining report groups (optional) • Adding Units of Measure
• Adding items
• Editing items for location (optional) • Assigning picking sequences (optional)
Entering the Company Profile
The Company Profile contains information about your company that is used
throughout Adagio Inventory. There is a lot of information you will need to enter but you only need to enter this information once, unless changes occur in your company. When you create new data, the Company Profile screen will automatically open. This window has seven tabs:
• Company Data • System Options • Pricing Options • Sales History • GL Integration • Processing Options • Tax Information • Optional Fields
Company Data Tab
The Company Data tab allows you to enter general information about your company, such as your company name, address and contact numbers.
Complete each field according to the following table:
Field
Description
Field
Description
Format phone? Select this checkbox if you want Adagio Inventory to automatically format phone and fax numbers in the following fields. It will us the format (xxx) xxx-xxxx.
Phone Enter the telephone number of your company.
Fax Enter the fax number of your company.
ID number This field is provided for your internal use. You can enter a number (up to 15 alphanumeric characters) for your company.
Company number Enter a company number to represent your company (up to six alphanumeric characters).
Contact Enter the name of a contact person who is in charge of the inventory system for your company.
Use multicurrency Turn this checkbox on if you want this data set to be able to read in, post, and process data from multiple currencies. When you turn this option on, certain fields and functions specific to multi-currency data sets will become available to you. Refer to your
Adagio MultiCurrencymanual for more information.
NOTE: Once you turn the multicurrency option on, you cannot turn it off again. You may choose not to use the multicurrency functions in the future, but you cannot simply turn it off at a future date.
Home currency This field is not editable, except when creating a new database.
When you are creating a new database, you must choose the same currency that Adagio Ledger and other applications in the database use.
Home decimals This field is not editable and defaults to 2. Adagio Inventory does not currently support multiple currencies but future versions will include this feature.
System Options Tab
The System Options tab allows you to set several options that affect the way Adagio Inventory deals with fractional quantities, negative inventory levels, units of measure and other features.
In the Item Number format section of this screen, you can specify how item numbers will be formatted. For example, you may wish the first two digits to indicate the type of item, and the last digit to indicate the color.
Complete each field according to the table below:
Field
Description
Handles fractional quantities?
If items in your inventory can be stocked in fractional quantities (to two decimal places), click a checkmark in this box. Adagio Inventory will then keep track of fractional quantities in your inventory. Quantities will display with two decimal places on all screens and reports.
NOTE: This option can be turned on at any time, but once it is selected, it cannot be turned off.
Allow inventory levels to be below 0?
If you want to allows inventory levels to go negative, turn this option on.
If not, inventories can never be below zero in quantity. This will prevent you from shipping an item that has not been “received” into inventory.
NOTE: Allowing quantities to go negative may result in inaccurate costing.
Allow items at all locations?
You must allow items to be stocked at a location before you can post transactions which include those items and locations.
To control which items are stocked at which
locations, leave this box empty. You can then specify allowable locations for each item in the Edit Item List
for Locationfeature.
However, if you want to be able to post transactions regardless of the items’ locations, click a checkmark in this box, which will allow items at all locations. Allow stock transfer
between items
Turn this option on to allow stock transfers from one item code to another item code. You must also select the To Item Number field. Allowing these transfers may be useful if an item was accidentally received to the wrong item code.
Turn this option to disallow stock transfers from one item code to another item code. If turned off, stock transfers will be allowed for the same item code between locations only.
Field
Description
Auto insert new items This option affects the way you enter items in your inventory. If you turn this option on, the New item window will remain open so that you can add several items. The window will only close when you click the
Cancelbutton.
If you turn this option off, the New item window will close when you press OK or hit Enter on your keyboard.
NOTE: If Auto increment segment field is turned on,
'Auto insert new item' is automatically turned on as it must be on for the 'Auto increment segment field' option.
Auto increment segment fields
If you are adding a number of similar items to your database at one time, you can have Adagio Inventory automatically increment a particular segment of the item number.
For example, if you are adding ten items to your inventory and each one is the same except for the color, you can turn this option on, then select the color segment of your item number using the
Incrementradio buttons at the bottom of this tab.
NOTE: If this option is on, Auto insert new item is
automatically turned on as it must be on for the 'Auto increment segment field' option.
Week starts on This option allows you to specify the day of the week you would like the Grid Filters function to begin with, when the Filter uses the Floating Date operation to update dates by week.
Please refer to the online Help documentation or your Adagio Fundamentals manual for information on Grid Filters.
Retain transaction history?
If you want Adagio Inventory to collect all
Field
Description
Definable cost 1 name Definable cost 2 name
Using these fields, you can change the default names for costs in the item record.
You can use one of these two cost fields to track costs for an item (in addition to regular costing for the item) when receiving items. These costs exclude discounts and taxes.
To select the default definable cost displayed on receipts, go to the Processing Options tab of the
Company Profile. In the Receipt costing default field, select Last invoice cost.
Weight unit of measure Indicate the default unit of measure to use for items in your inventory. For example, enter lbs. for pounds or kg. for kilograms.
When you add items to your inventory, this will be entered as the default unit of measure. If you want nothing to appear as the default, leave this field blank.
NOTE: Unit weights are used to calculate the total weight of an order in Adagio OrderEntry or a shipment in Adagio Inventory.
Warn if date entered is more than XX days away from session date
If you always want to be warned that a transaction date varies from the date used when starting Adagio Inventory, enter 0. If you never want to be warned, enter 999. You have the option of selecting any number of days between 0 and 999.
You might enter a number such as 15 or 30, so you will only be warned if the date falls outside of a range of a couple of weeks or perhaps a month. Dimensions unit of
measure
Use this field to define the unit of measure that displays for the Length, Width and Height dimensions found on the Item, Units tab (see page 3-70).
Field
Description
Auto-backup after DIC? Turn this option on to ensure Adagio Inventory automatically performs a backup of Ledger data immediately after Data Integrity Check completes. If integrity is clean, it appends _Clean to the end of the backup file name.
In the event Data Integrity Check finds errors and presents the Rebuild button, a backup is performed prior to rebuilding errors in DIC. The backup will have _Prebuild appended to the zip file name. Please refer to the online Help documentation or your Adagio Fundamentals manual for more information on Data Integrity Check. Bypass transaction
history in DIC?
Turn this option 'on' to have Adagio Inventory skip checking I/C Transactions History files whenever a
Data Integrity Checkis run. If you retain a large volume of history, this may reduce the time it takes to complete the DIC.
Single user adjustment entry?
Turn this option on to indicate that no more than one user should be allowed in Adjustment transactions at a time.
If the option is turned off, more than one user will be able to enter Adjustment transactions at the same time. However, no one will be able to post
Field
Description
Verify user groups? Every user entered in the system is assigned a user group. User groups prevent unauthorized users from entering the system and restrict users from accessing certain areas of the system. If you use User groups, turn this option on.
If you turn Verify user groups on and subsequently add a user in another Adagio module with no user group or an invalid user group for Adagio Inventory, that user will not be able to enter Adagio Inventory. This may be a useful way to restrict users from accessing certain modules. (Refer to the online Help documentation or your Adagio Fundamentals manual for more information about Security Groups.)
NOTE: If you do not wish to use the security features in
Adagio Inventory, turn this option off. You can then add users to the system without specifying a user group.
Verify report groups? If you want entries in the Report groups field (see page 3-59) verified, select this checkbox.
NOTE: Report groups should be set up before you turn
this option on. If you do not have report groups set up, leave this option off.
Verify units of measure? If you want to be certain that units of measure are entered correctly (i.e. no typos), turn this option on. This will mean that for each item, the unit of measure entered has to be a unit of measure already set up in the system (refer to page 3-61).
We recommend that you turn this option on unless your database already has some items with incorrect or inconsistent units of measure (such as EA, not Ea or Each).
Field
Description
Sample item number If you are creating a new database, enter a sample of your item number including segment separators (blanks or - / \ . ( ) #). For example, you might enter
XXX.XXX-XXX.
Adagio will use the sample item number to automatically assign the length of each segment. You can enter up to four segments for a total of up to 16 characters (excluding separators).
NOTE: If you choose a single-segment item format, item numbers will display right-justified (flush with the right-hand margin).
Segment name Length
Enter a segment name, such as STYLE, COLOR or CLASS.
The length of this segment will appear in the Length field. This is calculated from your entry in the
Sample item numberfield.
Pricing Options Tab
The Pricing Options tab has several fields which allow you to set a default pricing system used when you enter new categories and items. This pricing system can be changed for each category and item, but it will save time if you enter the most commonly used pricing system as the default.
You can select either a discount or markup system and configure these systems using the fields on this tab. If most items in your inventory are sold using a discount system, follow the steps below. If you commonly use a markup system, skip to the next section titled “Markup Pricing Systems.”
Discount Pricing Systems
Complete each field according to the following table:
Field
Entry
Pricing based on Select Discount to indicate that you are using a discount pricing system.
NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Discount, the fields below change so that you can enter details about your discount pricing system.
Discount On Price By Select either Percentage or Amount to indicate how your discounts are calculated – by percentages or in amounts.
Pricing Determined By Select Customer type if your discounts are awarded by customer type, or select Qty purchased if your discounts are awarded according to the quantity purchased.
NOTE: Customer types A to E are maintained in Adagio Receivables.
Rounding method If you are using percentage markups or discounts, indicate how you want prices rounded. Select either
No rounding, Round up, or Round down. Round to the nearest Enter a decimal amount to indicate what amount
discounts should be rounded to. For example, to round to the nearest five cents, enter 0.05. Discount percent /
Discount amount
Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen discounts by amounts, the discount amounts.
Markup Pricing Systems
If your company uses a markup pricing system, select Markup in the first field of this tab, then follow the table below to complete the remaining fields.
Field
Entry
Pricing based on Select Markup to indicate that you are using a markup pricing system.
NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, when you select Markup, the fields below change so that you can enter details about your markup pricing system.
Markup On Cost By Select either Percentage or Amount to indicate how your markups are calculated – by percentages or in amounts.
Pricing Determined By Select Customer type if your markups are determined by customer type, or select Qty
purchasedif your markups are determined according to how much is purchased.
NOTE: Customer types A to E are maintained in Adagio Receivables.
Rounding method If you are using a percentage markup system, Indicate how you want prices rounded. Select either
No rounding, Round up, or Round down. Round to the nearest Enter a decimal amount to indicate what amount
markups should be rounded to. For example, to round to the nearest five cents, enter 0.05. Markup percent /
Markup amount
Indicate up to five levels of markups by entering the markup percentages or, if you have chosen discounts by amounts, the markup amounts.
NOTE: If your system calculates markups by amount and by quantity purchased, you will have two columns to fill out – one column for markup amounts and the other for quantity purchased.
Sales History Tab
This tab does not appear when you are entering the Company Profile for newly created data.
The Sales History tab of the Company Profile allows you to edit fiscal periods for your company. For example, you can use either a 12 or 13 fiscal period year by entering an ending date for each period. If you want to use a 12 period fiscal year, leave the 13th field blank.
In Period 2, enter the date of the last Period End that was run for this company. In Period 3, enter the date of the period end that was run previous to the one entered into period 2 -- and so on, in descending order.
You can also specify an ending date for the last year, which will be used to calculate the last year’s totals. Use the Last year field to enter this date (i.e. the date you last ran Year End Processing for this company).
GL Integration Tab
The GL Integration tab allows you to control how Adagio Inventory integrates with Adagio Ledger or other general ledger programs. Using this screen, you can specify default general ledger accounts and department codes.
You can also indicate whether you use job costing or not. If you select this option, you can use the Edit Shipments function to assign goods to a job. See the section on Shipments in Chapter 5 for more information.
Complete each field according to the following table:
Field
Description
Job Costing integration If you will use job costing with your inventory
Field
Description
Inventory control Select a default account and/or department to use for inventory control.
AP Clearing Select a default account and/or department to use for accounts payable clearing.
NOTE: For Inventory data that interfaces with Payables,
IC Control Account sets that will have receipts posted should use the AP clearing account from the Company Profile.
Adjustment/write-off Select a default account and/or department to use for adjustments and write-offs.
Assembly cost credit Select a default account and/or department to use for assembly cost credits.
Cost of goods sold Select a default account and/or department to use for the cost of goods sold.
Sales revenue Select a default account and/or department to use for sales revenue.
Sales return Select a default account and/or department to use for sales returns.
Cost variance Select a default account and/or department to use for cost variances.
Job cost clearing Select a default account and/or department to use for job cost clearing.
Field
Description
Un-Assembly cost This field only appears if you are using the BoM (Build of Material) add-on product for Adagio Inventory.
Select an expense account to which any differences in costs between when the BOM was assembled and when it was unassembled will be applied. As well, any additional Unbuild cost you choose to assign at the time of unassembly will be applied here.
NOTE: If this field is blank, the Assembly Cost
Creditaccount shown on the Item's Account Set (see page 3-55) will be used.
Send to G/L Description Depending on the version of Ledger you are using, you will see one or two G/L Description fields. You are given two choices in this field:
Default(this is either the Receipt code entered fro receipts or the reference number for shipments, adjustments, stock transfers, item assembly and physical inventory), or
User defined(see Appendix B for a complete list of user defined codes and how they may be used). Your choice will affect which detail information appears in the Description column of the G/L Transactions.
NOTE: Stock transfers always use the Default selection
only.
Receipts These three fields are only active if User defined is selected in the Send to G/L Description field. See Appendix B for a complete list of user defined codes and how they may be used.
NOTE: Other includes adjustments, item assembly and
physical inventory.
Shipments
Other
Field
Description
Prompt to consolidate? Turn this option off if you never want to be prompted to consolidate transactions after printing the
Print/Consolidate GL Transactions report. It will prevent users from accidentally consolidating transactions.
Validate closed periods Adagio Inventory will respect Adagio Ledger 9 fiscal periods that have been closed to further posting. Choose one of three options for determining how you want Inventory to handle transaction that would be posted to a closed period in the general ledger:
Allow- Users may post Inventory transactions to any period whether or not it has been closed within the general ledger.
Warn only- A warning will display when the user clicks OK to accept transaction entered. Select No to revise the date. Selecting Yes will allow the batch to be posted.
Processing/Report Options Tab
On this tab, you can set various options and defaults for entering Receipts, such as the default aging periods for receipts and the type of batch created for Adagio Payables when receipts are dayended during Day End Processing (see page 5-188). You may also set options that affect how information is reported.
If Adagio ePrint is also installed, you will have additional report options (refer to the online Help documentation).
Complete each field according to the following table:
Field
Description
Delete completed receipts after . . . days.
If you want receipts deleted after a certain number of days when Day End is run, enter the number of days in this field. The default is 30 days.
Field
Description
Default ship-via description Enter a description of the most commonly used shipping method for the company. This will be displayed as the default shipping method on new receipts.
If you want no default shipping method, leave this field blank.
Default receipt comment. If you want a standard comment added to all receipts, enter a default comment here. This default can be edited on each receipt when needed.
Allow invalid vendors? NOTE: This field will only appear if you have Adagio Payables integrated with Adagio Inventory.
Turn this option on if you want to be able to enter receipts in Adagio Inventory for vendors that you have not added to Adagio Payables.
NOTE: You must add all the vendor codes you use in Adagio Inventory transactions to Adagio Payables before you can post Inventory batches in Payables that include the invalid vendors.
Adagio Payables Batch Type Select what kind of batch is created when running day end processing.
If you have Adagio Payables data present, a third option will appear here: Direct. Select this option to create an invoice batch directly in Adagio Payables.
No batchindicates that you do not want to create a batch. Import indicates that you want to create a batch that can be imported into Adagio Payables.
Field
Description
Last Invoice Cost Default If the Receipt Cost Default field above is set to
Last invoice cost, this option appears. Select either
Cost 1or Cost 2.
NOTE: Cost 1 and Cost 2 are definable cost names. You can change these names on the System Options tab in the Company Profile.
Allow history purge? If you don't want users printing the Transaction History report to accidentally purge transaction history for an item(s), leave this option turned 'off'.
In order to purge transaction history from Adagio Inventory, you must turn this option 'on' -- even if only temporarily.
Auto print audit list after post?
Audit lists can be printed automatically after posting batches. If you want to take advantage of this time-saving auto-print feature, turn this option on.
Allow audit list purge? Turn this option on if you want to allow Inventory audit lists to be purged after printing.
Turn the option off and Inventory will not prompt to clear audit lists after they are printed. (Audit list data will continue to accumulate until you elect to have them purged.)
Tax Information Tab
The Tax Information tab is used to indicate how taxes are calculated on receipts and it allows you to create tax descriptions for up to ten tax statuses.
You will use the item tax statuses when you add items to your inventory. You can use the purchase tax statuses if your company purchases items with varying taxes. For example, if you occasionally purchase non-taxable items from a vendor, you will want to create a Taxable and a Non-Taxable purchase tax status.
Complete each field according to the following table:
Field
Description
Default item tax status Enter a default item tax status in this field. This tax status will appear as the default when creating new inventory items.
The tax status is used to control taxes calculated on receipts according to the tax table, below.
Default purchase tax status
Enter a default purchase tax status for new transactions in receipts.
NOTE: Enter the descriptions of your purchase tax statuses in the fields below.
Calculate terms discount base with tax included?
This option only displays if Payables data is not present. Turn this option on to include taxes in the discount base used for terms calculation.
Normally, the similar option within Payables is used by Adagio Inventory instead.
Item tax status descriptions
Enter descriptions for item tax statuses according to the tax codes which are displayed along the left hand side of the table.
Purchase tax status descriptions
Enter descriptions for purchase tax statuses according to the tax codes which are displayed along the left hand side of the table.
Tax Levies section
Tax Levies descriptions Use these fields to define the names of additional cost names used for calculating levies such as
environmental fees within Tax Groups in Adagio OrderEntry. Rates for Tax Levy fields are stored within the Inventory item.
Optional Fields Tab
This tab allows you to specify other unique fields that you wish to use for your inventory items. This gives you the flexibility of saving additional information about your inventory items, in ways that are specific to your company or industry.
When you add a field title for any of the optional fields here, it automatically appears in the Items function, under an Optional tab, where you can then store information appropriate for that field for each individual item. Additionally, for String fields 1
thru 3, you may create certain rules for validating the information entered into these fields in an item. (Please refer to the Adagio Inventory online Help documentation or your Adagio Fundamentals manual for more information on Optional Fields
Validation.)
Saving Changes to the Company Profile
Adding Categories
Categories are used to organize your inventory so that similar items are grouped together. For example, if your inventory contains many different bicycles, you might make a category for bicycles. All bicycles will then be entered as items in this category.
Categories allow you to determine if commission will be paid to salespersons when items within the category are sold. You are also able to determine pricing as well as separate cost of goods and sales revenue transactions for the general ledger by groups of items.
If you do not already categorize your inventory, think of the different categories you can use to group similar items together. When you are ready, click the New button on the Category list to create a new category. The Edit Category window will open.
Defaults for the pricing fields on this screen can be created in the Company Profile on the Pricing Options tab. See Chapter 2 for more information.
Category Info Tab
Complete the first four fields of the Category Info tab according to the following table.
If you have already entered your Company Profile as described in Chapter 2, you will be familiar with many of the following fields as you will have entered default values for these fields in the Company Profile.
Field
Description
Category code Assign a category code to your new category. You can use up to three characters using letters and numbers.
If you want to view a list of present category codes, click the Finder button.
You should also enter a description of the category in the field to the right.
Default tax status Enter a default tax status in this field. This tax status will appear as the default when creating new inventory items in this category. It can be changed in the Edit Item window for the new item if required. Commission paid? If commissions will be paid to salespersons for items
in this category, turn this option on.
Commission rate If the Commission rate is greater than 0.00 and the
Commission paid?option is turned on, commissions will be paid to salespersons in Adagio OrderEntry based on this rate set in the category.
If the Commission rate is 0.00 and the Commission
paid?option is turned on, commissions will be paid to salespersons based on the rates set in the
Salesperson record within Adagio OrderEntry. Refer to your Adagio OrderEntry manual for more information on Salesperson commissions.
If you are creating a category that uses a discount pricing system, complete the remaining fields according to the following table. If you are using a Markup system for this category, use the next table labeled “Markup Pricing.”
Discount Pricing
If your company uses a discount pricing system for most items, select Discount in the first field of this tab, then follow the table below to complete the remaining fields.
Field
Description
Pricing Based On For discount pricing systems, select Discount.
NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, if you select Discount, the fields below change so that you can enter details about your discount pricing system. The fields will be different if you choose
Markup.
Discount On Cost By Select either Percentage or Amount to indicate how your discounts are calculated – by percentages or in amounts.
Pricing Determined By Indicate how discount amounts are determined. Select Customer type if discounts are awarded by customer type, or select Amount purchased if discounts are awarded according to how much is purchased.
Discount percent / Discount amount
Indicate up to five levels of discounts by entering the discount percentages or, if you have chosen
discounts by amounts, the discount amounts.
Markup Pricing
If your company uses a markup pricing system for most items, select Markup in the first field of this tab, then follow the table below to complete the remaining fields.
Field
Entry
Pricing Based On For markup pricing systems, select Markup.
NOTE: When you select an option from this field, other fields on this tab will change to accommodate your choice. For example, if you select Markup, the fields below change so that you can enter details about your markup pricing system. The fields will be different if you choose
Discount.
Markup On Cost By Select either Percentage or Amount to indicate how markups in this category are calculated – by percentages or in amounts.
Pricing Determined By Select Customer type if markups in this category are usually determined by customer type, or select
Amount purchasedif your markups are determined according to how much is purchased.
Markup percent / Markup amount
Indicate up to five levels of markups by entering the markup percentages or, if you have chosen discounts by amounts, the markup amounts.
NOTE: If your system calculates markups by amount and by quantity purchased, you will have two columns to fill out – one column for markup amounts and the other for quantity purchased.
GL Accounts Tab
This tab allows you to control how Adagio Inventory integrates with Adagio Ledger or other general ledger programs. Using this screen you can specify general ledger accounts and department codes for Cost of goods sold, Sales revenue, Sales return and Cost variance.
This tab is similar to the GL Integration tab of the Company Profile, where you entered defaults for these fields.
If you want to change any of the accounts or departments for this category, do so now. When you are finished editing all fields, click the OK button to add this category to the list.
To facilitate departmentalizing sales, the Department codes entered with the
Locationrecord of Adagio Inventory will override a Department code entered within the Category.
Editing and Deleting Categories
If you need to edit a category in the future, select the category in the list and click the
Editbutton. This opens the Edit Category window where you can make changes to any of the fields. When you are finished, click the OK button to save the changes, or click the Cancel button to close the window and cancel any changes you made. If you ever need to delete a category, select the category in the list and click the
Deletebutton. Adagio Inventory will ask you to confirm the deletion. Click Yes if you are certain that you want to delete the category.
You cannot delete categories that have items assigned to them. You must first delete all the items in the category, then you can delete the category.
Copying Categories
You can copy categories to create new ones based on categories you have already set up. To copy the details of a category to a new category code, highlight the category you want to copy and click the Copy button. Adagio Inventory will ask you for a category code for the new category. Type in a new code and click OK.
You will then want to edit the new category’s name. Highlight the new category in the list and click the Edit button. You can make changes to any of the fields. Click
OKwhen you are done.
Finding Categories
Use the Find button to quickly locate a particular Category code. Enter the Category code you are looking for or client the Finder button.
Then, select the Action you want Adagio Inventory to perform when it locates the Category code -- Highlight the record and wait for you to perform another function, or open the record for Edit.
Adding Categories
Adding Locations
The Locations function of Adagio Inventory is useful to keep track of items when you have more than one warehouse.
If your company has only one location, you will still need to add that location to the Location list as all items must be assigned a location.
Click the New button on the Location list to add a new location. The Add New
Locationwindow opens.
Location Tab
Complete each field of the Location tab according to the following table:
Field
Description
Location code Enter a new location code to identify this location. You can use up to three characters including numbers and letters.
Name Enter a descriptive name for the location.
Address Enter the address of the warehouse. You can use up to four lines of text for the address.
Zip/Postal Enter the zip code or postal code here.
Telephone Enter the telephone number here.
Fax Enter a fax number.
Field
Description
Contact Enter the name of someone to act as the main contact for this location.
GL Dept. Enter a general ledger department code for this location. This field is optional.
To facilitate departmentalizing sales, the Department codes entered with the Location record of Adagio Inventory will override a Department code entered within the Category.
Click the Items tab when you are finished editing these fields.
Items Tab
The Items tab displays what items are currently allowed at the location. The grid lists all items available. If there is a “Yes” next to the item, that means it is present at this location. If an item is marked not present, then the quantity at the location must be zero.
If you are setting up a new database from scratch, you will want to come back to this tab later, once you have added items to the database, to allow items at your locations.
To add an item to this location, click the Add button. To remove an item, click the
Removebutton. The All Items button will add all the items in the list, and the No
Itemsbutton will remove all items from the location. When finished, click the Item Range tab.
Item Range Tab
The Item Range tab is used to select a range of items to add to the inventory at this location.
The following table describes the fields on this window:
Field
Description
Select by You can select ranges by Category Code, Item Number, Item Segment, Report Group and Vendor.
Item number Starting / Ending
Enter a range of item numbers.
Select item? If you want to add the range of items, turn this box on. If you want to remove the range of items from this location, turn this box off.
Field
Description
Select (button) Once you have selected a range and decided if you want to add or remove the range from this location, click this button to carry out the procedure.
You can now return to the Items tab to make sure that you have selected the correct items for this location. When finished, click OK, which will close the window and save the changes you made.
Editing and Deleting Locations
If you want to make changes to a location, select the location in the list and click the
Editbutton, or just double-click on the location in the list. This will open the Edit
Itemwindow where you can make the desired changes.
Click OK when you are done, or click the Cancel button if you want to discard the changes you made.
If you want to delete a location, highlight the location in the list and click the Delete button. Adagio Inventory will ask you to confirm. Click Yes if you are certain that you want to delete the location.
You cannot delete locations that have items currently stocked. You must first disallow all items at that location (and have zero quantity) before you can delete the location.
Copying Locations
You can copy locations to create new ones based on locations you have already set up. To copy the details of a location to a new location code, highlight the location you want to copy and click the Copy button. Adagio Inventory will ask you for a location code for the new location. Type in a new code and click OK.
You will then want to edit the new location’s name. Highlight the new location in the list and click the Edit button. You can make changes to any of the fields. Click OK when you are done.
Costing Methods
Adagio Inventory can use five different costing methods. These costing methods are indicated in control account sets. This allows you to have different costing methods for different control account sets. For example, you might define one control account set with a moving average method, and another with a FIFO (first-in-first-out) costing method. You can then assign these different control account sets to items using the Edit Items function, which is described later in this chapter.
FIFO
FIFO stands for “First In First Out.” A FIFO costing method determines the Cost of
Goods Soldusing the first units received. This assumes that items that have been in the inventory for the longest will be the first items sold. Expressed as a formula, the FIFO costing method, for items in Lot 1, looks like this:
• Total Cost in First Lot / Total Quantity in First Lot = Average Cost of First Lot • Average Cost of First Lot x Quantity Shipped = Cost of Goods Sold
Additional items will us Lot 2 costs, and etc.
The receipt number, original receipt date, quantity and cost are maintained for the last five lots. If a Receipt adjustment or Return for a receipt is posted, the appropriate Lot is updated by matching the receipt number and receipt date (unless the receipt is complete or all items have been shipped). If the receipt is not found, the oldest bucket will be adjusted.
NOTES:
IC calculates the total cost of an item shipped by multiplying the units shipped per lot by cost for the items in the same lot. If the average unit cost is less than zero, Most recent cost will be used. For example:
If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the Most Recent Cost.
An exception is:
If the Unit cost is negative and the Average unit cost is 0 or less but the Quantity is positive, the Most recent cost is not used. Instead, the cost of sales account is credited by the Cost for the units from each Lot. The IC Control is debited to bring the cost back up to 0.
Costing Methods
The Most recent cost is displayed as the default Unit Cost on a Sales Return. For Sales returns, the cost entered on the return is used to update the oldest lot’s quantities and costs.
If you change the costing method on a Control Account set from LIFO or FIFO to another method, the five costing buckets collapse into one.
LIFO
LIFO stands for “Last In First Out.” A LIFO costing method determines the Cost of
Goods Soldusing the last units received. This assumes that items that have been in inventory the shortest will be the first items sold. Expressed as a formula, the LIFO costing method, for items from the last Lot, looks like this:
• Total Cost of Last Lot / Total Quantity of Last Lot = Average Cost of Last Lot • Average Cost of Last Lot x Quantity Shipped = Cost of Goods Sold
Additional items will use the previous Lot’s cost, and etc.
The receipt number, original receipt date, quantity and cost are maintained for the last five lots. If a Receipt adjustment or Return for a receipt is posted, the appropriate Lot is updated by matching the receipt number and receipt date (unless the receipt is complete or all items have been shipped). If the receipt is not found, the oldest bucket will be adjusted.
NOTES:
IC calculates the total cost of an item shipped by multiplying the units shipped per lot by cost for the items in the same lot. If the average unit cost is less than zero, Most recent cost will be used. For example:
If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the Most Recent Cost. If all the buckets are negative, posting the shipment will transfer all the negative amounts to Bucket #1.
An exception is:
If you change the costing method on a Control Account set from LIFO or FIFO to another method, the five costing buckets collapse into one.
FIFO and LIFO costing are kept to five levels. If items are received to more than five levels, the two oldest lots will be added together. The cost of the next unit shipped will be the average cost of the merged lots.
Moving Average
The moving average method bases the Cost of Goods Sold on the average cost of all items in the inventory. Expressed as a formula, the average cost is calculated by:
• Quantity on Hand / Total Cost = Average Cost
• Average Cost x Quantity Shipped = Cost of Goods Sold
NOTES:
For an item, the costs of all units are stored in the same costing lot. When new items are received, the total cost of the new units is added to the total cost of the units already on hand. The cost of units received on individual receipts are not maintained separately. Items that are shipped are assigned a unit cost that is an average of the cost of all units on hand at the time of the shipment. The result is rounded to the nearest penny.
The cost used for an item on a shipment is determined at the time of posting, not when the shipment is created. If any cost changes are made while the shipment is entered, they will be incorporated into the item cost. The new average is calculated by dividing the total units on hand by the total cost, and will be used during posting. If the average unit cost is less than zero, the most recent cost will be used. For example:
If Allow negatives option is turned on in the Company Profile and the Item Quantity and cost are 0 or negative, the Most Recent cost is used to credit IC Control and debit the Cost of Goods Sold.
An exception is:
If the Unit cost is negative and the Average unit cost is 0 or less but the Quantity is positive, the Most recent cost is not used. Instead, the Cost of Sales account is credited and the IC Control is debited to bring the cost back up to 0.
For Sales returns, the Most recent cost is used as a Default Unit Cost.
Costing Methods
Standard Cost
The standard cost method is similar to the moving average costing method except that the standard cost method calculates a variance between the moving average and standard cost.
NOTES:
For an item, actual costs are posted to inventory when items are received. Inventory is valued using moving average cost (see above).
When items are shipped, the cost of the item is calculated using the Standard Cost (defined on the Item record) multiplied by the units shipped.
The difference between the Actual Cost and the Standard Cost will be posted to the Cost Variance account (from the Category assigned to the item).
Adagio Inventory calculates the total cost of an item shipped by multiplying the units shipped by the standard cost. If the average unit cost is less than zero, most recent cost will be substituted for actual cost. For example:
If Allow negatives is on in the Company Profile and the Item Quantity and cost are 0 or both negative, the Most Recent cost is used to credit IC Control and the Cost of Goods Sold is debited with the extended Standard Cost. The difference is debited/credited to the Cost Variance Account.
An exception is:
If the Unit cost is negative and the Average Unit cost is 0 or less but the Quantity is positive, the Most Recent cost is not used. Instead, the Cost of Sales account is debited by the Standard Cost. The IC Control is debited to bring the cost back up to 0 and the Cost Variance Account is credited with the total.
For Sales returns, the Most Recent cost is used as a Default Unit Cost.
User Specified
This costing method allows you to enter the cost for each item when processing shipments. Use this costing method on items for which you wish to set a cost amount at the time the items are shipped.
You will not be able to change from User Specified Costing to another method if there are non stock items attached to the Control
NOTES:
For each item, you set the cost for the item as it is being shipped.
For Stock items, Receipts of inventory are valued as Moving Average cost.
For Stock and Non Stock Items, Shipments and Sales Returns will default to the Most recent cost (defined on the item record) but you can override this value.
If the cost exceeds the actual cost, there will be a warning message. This warning
message will appear whenever the Cost assigned to a shipment exceeds the actual cost for all the Items in stock not just the weighted average cost.
For Non Stock items, the Most recent cost field on the item record is updated when the shipment is posted.
Sales returns of Non Stock items will update the AP Clearing account and the Cost of Goods Sold account.
Defining Control Account Sets
Control account sets are useful to group similar transactions. If you use more than one costing method in your organization, you would set up more than one control account set to be assigned to appropriate items in your inventory. You could also, have groups of items post to separate GL accounts. If, for example, you create two inventory control accounts, you could produce two figures in your general ledger, each representing inventory transactions.
You can have up to 20 control account sets defined, but never more than 20.
To create a new account set, click the New button on the Account Sets list. The Edit
Account Setwindow will open.
Complete each field according to the following table:
Field
Description
Account set Assign a descriptive name to the new account set, such as Standard Inventory, or Assembled Items
Inventory.
Costing method Select a costing method from the drop-down list:
Moving average, LIFO, FIFO, Standard or User
Specified.
NOTE: Changing the costing method for an account set
that is 'in use' for one or more items will change the costing method for existing transaction history for that item(s) also. The transactions will be reported as using the new costing method. Changing the costing method will not, however, change the GL accounts that any of the existing transaction history has been posted to. Nor, will it change the values or quantities for the transaction history.
Inventory control Select an account and/or department for inventory control. The fields will display defaults from the Company
Profile.
