Add a Receiver
Below are some detailed instructions for Adding a Receiver against a PO.
Open the Receiving Manager
To add a receiving against an open Purchase Order in the system, first click the Add Receiving link from the Inventory Main Menu.
Select the PO#
Your cursor will automically be placed in the PO# field. Use the drop down menu to select the PO you are receiving against. The system will automatically add a Receiving#.
Enter Who the Items Were Received By
Press the Tab button on your keyboard to go to the RecBy field. Enter the initials or code for the person receiving the goods. The RecDate (Receiving Date) is automatically populated with today's date.
Enter Receiver Notes
Press the Tab button on your keyboard to go the Notes field. If needed, enter in any specific Notes regarding this receiving. Press the Tab button on your keyboard to go the Vendor ID Notes field. This field displays any default notes that have been entered into the system for the specific Vendor.
Enter the Quantity of the Item Received
Press the Tab button on your keyboard to go the QtyRec field. Enter the quantity of the particular item that was received.
Enter Location to Credit Inventory To
Press the Tab button on your keyboard to go the Location field. If the default Inventory Location has been set in the Preferences, then the Location field will be populated with that default location. If there is no default Inventory Location, then you must use the drop down menu to select the Inventory Location, and you may get an error notice. If you need to add or edit inventory locations, you need to go to the Inventory Location Manager that is accessed from the Inventory Main Menu. Note: Do not remove or edit the Stock Inventory Location (ST).
Finish Receiving for the Item
Press the tab key or enter key on your keyboard to add the receiving against that Item. After you do so, the Qty B/O field is automatically debited the quantity received, and the QtyRec field is changed to Zero.
Receive Any Additional Items
Continue tabbing through each line entry until all receivings for the PO have been added to Inventory. To begin another Add Receiving, press the Add button and repeat the steps.
Close Receiving Entry Manager
When you are finished adding receivers, press the close button. When you close the Receiving Manager, the Purchase Order report, and Receiver report will automatically open. If you wish to print these, press the print button. Pressing the escape key on your keyboard will close the reports.
Note
In the event that you partially receive a line item, do not receive that line item again, even if you have made a mistake! If you need to decrease the Quantity received for a line item you received, then close the Receiving Entry Manager and go to the Receiving Edit Manager. Bring up the Receiver and enter in correct Quantity Received. Then go to the Purchasing Manager, bring up the PO and add back the correct Quantity that is still on Back Order for the Line Item. If you need to increase the Quantity received for a line item you received, then the easiest method is to add another Receiver from the Receiving Entry Manager and receive the rest. Optionally, you could close the Receiving Entry Manager and go to the Edit Receiving Manager and bring up the Receiver and enter in the correct Quantity received, but then make sure to go to the PO and subtract the Back Order Quantity for the Line Item.
Here is a screenshot of the Receiving Entry Manager:
Edit a Receiver <Top>
Below are some detailed instructions for Editing a Receiver against a PO.
Open the Receiving Manager
To Edit a Receiver, first click the Edit Receiving link from the Inventory Main Menu. NOTE: The only fields that may be edited from the Edit Receiver Manager are the QtyRec and Location fields.
Open Receiver by the PO# or Receiving#
Upon opening the Receiving Manager, your cursor will automically be placed in the PO# field. Press the Find button on the form, or use the keyboard shortcut {Ctrl+F} to bring up the Find tool. From the Find tool, type the PO# for the Receiver you want to edit into the Find What field. This will open the Receiver in the Edit Receivings form. If you want to search by the Receiving# instead of the PO#, then click with your mouse inside the Receiving# field and then Press the Find button and enter the Receiving# in the Find What field. If you are searching for a # that has been previously searched for, you may also find it in the Find What drop down menu. Press the Esc key on your keyboard to close the Find tool, once you have found the receiver you wish to edit.
Edit the Quantity of the Item Received
Click with your mouse cursor inside the QtyRec field for the line item you want to edit. Edit the quantity of the particular item that was received.
Edit the Inventory Location
Press the Tab button on your keyboard to go the Location field. Use the drop down menu to select the desired Inventory Location, if different from the default.
Edit Any Additional Items
Continue tabbing through each line entry until all receivings for the PO have been edited appropriately. To edit another receiver, click with your cursor inside the PO# or Receiving# fields and use the Find tool to pull up the receiver.
Close Receiver Edit Manager
When you are finished editing receivers click the close button.
Here is a screenshot of the Receiving Edit Manager:
Inventory Locations <Top>
To add or edit Inventory Locations in BusinessMaster, use the Inventory Locations Manager. See below for detailed instructions:
Add an Inventory Location
Open the Inventory Location Manager from the Inventory Main Menu.
Scroll down to the last row of fields that starts with an asterik (*) and click with you mouse inside the empty field.
Type in a LocationID in the first empty field.
Press the tab key on your keyboard to go to the Description field and type in a Description for your new Location.
If you want the Location to be active in MRP reports, check off the MRPLocation check box with your mouse cursor.
To delete a Location, click on the far left column, on the row that contains the Location you want to delete, and press the {delete} key on your keyboard.
Close the form. Your changes will be automatically saved.
Edit an Inventory Location
Open the Inventory Location Manager from the Inventory Main Menu.
Find the entry to want to edit from the list of LocationIDs. Click with your mouse cursor in any field you want to edit and type in your changes.
If you start by editing a LocationID, then press the tab key on your keyboard to go to the Description field and type in any edits to the description for your new Location.
If you want the Location to be active in MRP reports, check off the MRPLocation check box with your mouse cursor. Conversely, if you don't want it active in MRP reports, then make sure the box is not checked.
To delete a Location, click on the far left column, on the row that contains the Location you want to delete, and press the {delete} key on your keyboard.
When you are done editing, just Close the form. Your changes will be automatically saved.
Note: Do not remove or edit the Stock Inventory Location (ST).
Here is a screenshot of the Inventory Location Manager:
Add an Inventory Adjustment <Top>
There are three basic Inventory Adjustment functions that can be accomplished with the Inventory Adjustment Manager:
1. Adjust the Inventory Quantity for an item.
2. Adjust the Inventory Location of an item.
3. Transfer Inventory from one item to another.
1. Steps to Adjusting Inventory Quantity for an Item
Open the Inventory Adjustment Manager by clicking on the Inventory Main Menu and then clicking on the Add Inventory Adjustment link.
Type in the InternalPart# you wish to Adjust for, or pull it up from the drop down menu.
If you wish to adjust the Standard Cost of the Item, then enter it in the Adjustment StdCost field.
Enter in the quantity of the Item you want to add or subtract in the QtyTransacted field.
From the Location drop down menu, select the Location to add the inventory to or subtract the inventory from.
If you would like to add a description for the transaction, enter one in the Transaction Desc field.
Add or Subtract the set quantity by clicking the Add button or the Subtract button.
If you Add the quantity, the system will bring up a confirmation message asking if you wish to Receive Inventory Now. If you select "No" then you will remain in the current transaction. If you select "Yes", then another confirmation will appear asking if you wish to Add Another Transfer. If you select "Yes", then you can proceed in the Form to add another adjustment. If you select "No", then the Form will close.
If you Subtract the quantity, the system will bring up a confirmation message asking if you wish to Decrement Inventory Now. If you select "No" then you will remain in the current transaction. If you select "Yes", then another confirmation will appear asking if you wish to Add Another Transfer. If you select "Yes", then you can proceed in the Form to add another adjustment. If you select "No", then the Form will close.
2. Steps to Adjusting the Inventory Location for an Item
Open the Inventory Adjustment manager by clicking on the Inventory Main Menu and then clicking on the Add Inventory Adjustment link.
Type in the InternalPart# you wish to Transfer, or pull it up from the drop down menu.
If you wish to adjust the Standard Cost of the transfered item(s), then enter it in the Adjustment StdCost field.
Enter in the quantity of the Item you want to transfer in the QtyTransacted field.
From the Location drop down menu, select the current inventory Location of the item(s).
Select the new Inventory Location for the item(s) from the LocationToTransfer drop down menu.
If you would like to add a description for the transaction, enter one in the Transaction Desc field.
Transfer the Inventory by clicking the Transfer button.
When you click on the Transfer button, the system will bring up a confirmation message asking if you wish to Transfer Inventory Now. If you select "No" then you will remain in the current transaction. If you select "Yes", then another confirmation will appear asking if you wish to Add Another Transfer. If you select "Yes", then you can proceed in the Form to add another adjustment. If you select "No", then the Form will close.
3. Steps to Transfering Inventory from one Item to Another
Open the Inventory Adjustment Manager by clicking on the Inventory Main Menu and then clicking on the Add Inventory Adjustment link.
Type in the InternalPart# you wish to Transfer, or pull it up from the drop down menu.
Type in or select the item you wish to transfer the inventory to from the NewInternalPart# drop down menu.
If you wish to adjust the Standard Cost of the transfered item(s), then enter the adjusted cost in the Adjustment StdCost field.
Enter in the quantity of the Item you want to transfer in the QtyTransacted field.
From the Location drop down menu, select the current inventory Location of the item(s) to be transfered.
If applicable, select the new Inventory Location for the item(s) from the LocationToTransfer drop down menu.
If you would like to add a description for the transaction, enter one in the Transaction Desc field.
Transfer the Inventory by clicking the Change Inernal Part Num button.
When you click on the Change Internal Part Num button, the system will bring up a confirmation message asking if you wish to Add Another Transfer. If you select "Yes", then you can proceed in the Form to add another adjustment. If you select "No", then the Form will close.
Edit an Inventory Adjustment <Top>
Edit an Inventory Adjustment:
Click Edit Adjustment on the Inventory menu. Using the mouse, select the field in which you wish to change the data. You may change any of the data except for the TransactionID field.
When you have entered the correct quantity, click the "Add" button for a credit to the Inventory, or click the "Subtract" button for a debit to the Inventory. BusinessMaster will automatically process the data, and exit the form.
Edit a Transfer
When you wish to Transfer between locations, press the "Transfer" button.
1. Open the Edit Adjustment form by clicking on the Inventory Main Menu and then clicking on the Edit Adjustment link.
2. Find the Transaction you wish to edit. You can do this by clicking in the field you want to search by, and then pressing the Find button. If it is a transaction you did in the same day or week, you may want to click in the date field and filter by date by pressing the Apply Filter button.
3. Proceed to make the necessary edits, whatever they may be.
Physical Inventory Adjustment <Top>
When you run a Physical Inventory Count, you may want to change all items in one step without making individual Inventory Transfers. In this case use the Physical Inventory Manager. This form will create an Inventory Transfer entry for each Part you enter with the current date.
Steps to Making Physical Inventory Adjustments
Open the Physical Inventory Manager by clicking on the Inventory Main Menu and then clicking on the Physical Inventory link.
To begin making adjustments to the inventory, click on the New Records button. This will make all items in your inventory available for adjusting.
Either go through the items one at a time using the record selector, or use the DataSheet view to edit the inventory amounts.
If desired, double-click on the StockItem check box to list the Stock Items.
Either go through the items one at a time using the record selector and scrollbar, or you can use the DataSheet view to edit the inventory amounts:
To adjust the inventory amount for an item, type in the desired amount in the Phy Inv field. (This is what you want the new total for the item to be.)
When finished entering your new quantities, press the Update Records button then press the Close button to exit the form.
Physical Inventory by Product Code, Inventory Code, Stock Items, and/or Cycle Count
If you would like to conduct a Physical Inventory only for a specific Product Code, Inventory, Stock Items, Cycle Count, or any combination of these, then you want to use the Filter by Form tool. Here are the basic steps:
Open the Physical Inventory Manager by clicking on the Inventory Main Menu and then clicking on the Physical Inventory link.
First click the New Records button then click the Filter by Form button from the main toolbar:
Go to the Categories you wish to filter by and select the Product Code, and/or Inventory Code, etc. If you would like to filter for two or more of the same Code or Criteria, click the "Or" tab at the bottom of the screen and select the additional criteria there:
Now click the Apply Filter button:
This will run the filter and list items that match the criteria you filtered by.
Either go through the items one at a time using the record selector and scrollbar, or you can use the DataSheet view to edit the inventory amounts:
To adjust the inventory amount for an item, type in the desired amount in the Phy Inv field. (This is what you want the new total for the item to be.)
When finished entering the quantities, press the Update Records button to adjust the quantities. To conduct another filter, click the Remove Filter button and repeat the process with other criteria:
When finished making adjustments, press the Close button to exit.
MRP Report Manager <Top>
There are different approaches and levels of complexity for conducting MRP (Material Resource Planning) in BusinessMaster. These instructions should help you in generating some basic MRP reports to start, but the right method for conducting all the necessary MRP for your operation is best determined through interactive training sessions with our training staff.
Open the MRP Control Panel from the Inventory Main Menu.
1. Select the Data
The first step is to select the appropriate information you wish to use to drive your MRP reports from the MRP Control Panel. We have detailed four basic options here, based on the buttons at the bottom of the MRP Control Panel.
Typical Production
To run MRP for a typical production scenario, based on active Sales Order demands and open Work Order production, put checks in the Open S/O Line Items and Open W/O boxes. This will drive the MRP reports based on demands for parts and assemblies, and the supply available from Work Order production. (Click on the Typical Production button at the bottom of the form to automatically select this set of options.)
To include breakdowns for the BOMs and Stockbills that make up your Sales Order Line Items demands, put a check in the Stockbills/BOM box in the Open S/O Line Items row.
To factor in safety stock to your MRP report, put a check in the Safety Stock box. This will add a demand (negative amount) for any part that has a SafetyStock quantity in the ItemMaster form.
If yield is a factor you need to keep in consideration, put a check in the Include Yield box. This takes all demands and multiplies them by the yield for Items as indicated per Item in the ItemMaster form.
Put a check in the Single Level MRP box if you want to process the MRP report one level at a time for your Assemblies.
If you want to run your MRP report against a particular Sales Order, Customer or (top level) Part number, then make those selections from the SO Num, Customer and PartNum drop down menus.
Typical Materials
To run MRP for your typical materials scenario, based on production supply, put checks in the Open W/O, Open W/O Stockbill, Open P/O and Safety Stock boxes. This will help you to plan for your materials needs based on what's in production, what's on backorder and what's in stock. (Click on the Typical Materials button at the bottom of the form to automatically select this set of options.)
To include breakdowns on the BOMs and Stockbills that make up your open Work Order requirements, put a check in the Stockbills/BOM box in the Open W/O row.
If yield is a factor you need to keep in consideration, put a check in the Include Yield box. This takes all demands and multiplies them by the yield for Items as indicated per Item in the ItemMaster form.
Put a check in the Single Level MRP box if you want to process the MRP report one level at a time for your Assemblies.
If you want to run your MRP report against a particular Sales Order, Customer or (top level) Part number, then make those selections from the SO Num, Customer and PartNum drop down menus.
Click on the Run MRP Report button when you are ready to launch the MRP Report Selection Screen.
Custom MFG MRP
To run MRP for a custom manufacturing scenario, based on Open Job phases, put checks in the Open Phase Materials, Open Phase Materials Stockbill, Open P/O and Safety Stock boxes. This will help you to plan for your materials needs based on demands for parts and assemblies in open jobs, including what is on backorder and what's in stock. (Click on the Custom MFG MRP button at the bottom of the form to automatically select this set of options.)
To include breakdowns on the BOMs and Stockbills that make up your job Phase Materials requirements, put a check in the Stockbills/BOM box in the Open Phase Materials row.
If yield is a factor you need to keep in consideration, put a check in the Include Yield box. This takes all demands and multiplies them by the yield for Items as indicated per Item in the ItemMaster form.
Put a check in the Single Level MRP box if you want to process the MRP report one level at a time for your Assemblies.
If you want to run your MRP report against a particular Sales Order, Customer or (top level) Part number, then make those selections from the SO Num, Customer and PartNum drop down menus.
Custom MFG WO
To run MRP for a custom manufacturing scenario, based on Work Order production, put checks in the Open Phase Materials, Open W/O, Open W/O Stockbill, Open P/O, Safety Stock and Single Level MRP boxes. This will help you to plan for your materials needs based on demands for parts and assemblies in open jobs, including what is in production, what is on backorder and what's in stock. (Click on the Custom MFG WO button at the bottom of the form to automatically select this set of options.)
To include breakdowns on the BOMs and Stockbills that make up your job Phase Materials requirements, put a check in the Stockbills/BOM box in the Open Phase Materials row. To include breakdowns on the BOMs and Stockbills that make up your open Work Order requirements, put a check in the Stockbills/BOM box in the Open W/O row.
If yield is a factor you need to keep in consideration, put a check in the Include Yield box. This takes all demands and multiplies them by the yield percent for Items as indicated per Item in the ItemMaster form.
Put a check in the Single Level MRP box if you want to process the MRP report one level at a time for your Assemblies.
If you want to run your MRP report against a particular Sales Order, Customer or (top level) Part number, then make those selections from the SO Num, Customer and PartNum drop down menus.
2. Generate the MRP Report
Once you have selected the data you wish to drive MRP with, click on the Run MRP Report button when you are ready to launch the MRP Report Selection Screen.
From the Report Selection Screen, and under the Reports tab, select TotalMRP from the MRP Reports Listing:
You may also select a date range, if you want to report on a narrower scope than "All":
Under the Advanced Selection Tab, you may also custom filter the report to be based on Stock or Non Stock Item, Product Code, Internal Part number, and/or PartType, by selecting them from the drop down menus:
For further information on using the Report Manager, click here.
When ready to generate the report, click the Preview button at the bottom of the screen to generate the report.
The MRP reports are basically organized by parts, demand quantities and projected inventory. Quantities in Red are negative, quantities in Blue are positive, and quantities in Black are even.
Here is a screenshot of the MRP Control Panel:
Here is a screenshot of a MRP report ran against the options checked off above, using a sample database:
