Use the Inventory Posting screen to post physical counts, orders, receivings, reductions, and transfers of your Inventory Items.
On the Inventory tab, you post all inventory changes to the location associated with your RecTrac user (i.e. your Location Profile to which your User ID is linked).
Use the Warehouse tab to post inventory changes to the selected Warehouse Location.
See Also: Topic Doc - Inventory Posting
Inventory
Posting Option (InventoryPosting_PostingOption)
Expand the Drop-down list to select the Inventory Posting Option to use. Your options are:
- Physical Count: Use after completing a physical inventory to update the system's item counts.
- Post Orders: Use to track the items and quantities that are currently on order.
- You will use one of the three Post Receivings methods when stocking your inventory. Posting Receivings reduces the Quantity on Order and increases the Quantity on Hand.
- Post Receivings - Individual Item: Use to post your receivings on an item-by-item basis without referencing Invoices or POs.
- Post Receivings - Invoice Balancing: Use this method to start with the Invoice Amount, manually select the items shown on the invoice and while the system tallies them up. You cannot post the new inventory until the sums match.
- Post Receivings - PO Match: Use this method to start with a PO Number, have the system list the items, quantities, and per unit prices ordered for that PO. Post everything when it matches your shipping invoice.
- Post Reduction: Use to decrease inventory at cost for items that have been reduced or damaged. For Example: Spoilage of fresh foods requires periodic inventory reductions.
- Post Transfers: Use to decrease inventory at cost for items that have been transferred to another department. For Example: Transferring cases of soda between your park concession stands to match demand.
Note:
The options in this list are determined by selections made in the Inventory Posting Options field on the permissions profile • Module Settings group.
Warehouse Location (InventoryPosting_WarehouseLocation)
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Uncommon click the Picklist to select the Warehouse Location from which you are receiving this Inventory Item.
Default Date (InventoryPosting_DefaultDate)
Accept the default entry (Today's" Date) or click the Calendar icon to select an alternate date if desired. The date entered in this field is your date on which Inventory will be posted.
PO Number (InventoryPosting_PONumber)
This field is applicable for use with the "Post Orders" Process Option.
Enter the Purchase Order Number associated with this posting. Entering your Purchase Order Number gives you additional capabilities when receiving the order see Post Receivings - PO Match.
PO Number (InventoryPosting_POMatchNumber)
This field is applicable for use with the "Post Receivings - PO Match" Process Option.
Enter the Purchase Order Number associated with this posting. When you click Process PO the system uses this PO Number to find the Inventory Items ordered with this PO.
Item Count (InventoryPosting_POItemCount)
You will not visit this field. This field is applicable for use with the "Post Orders" or "Post Receivings - Individual Item" Process Options.
Sum of the unique Inventory Codes posted on this screen as part of this order or receiving. For Example: If you ordered/received one case of Pepsi Diet Pepsi Coke Diet Coke and Sprite then the Item Count would be 5.
Approx Cost (InventoryPosting_ApproxCost)
You will not visit this field. This field is applicable for use with the "Post Orders" and "Post Receivings - Individual Item" Process Options.
Sums the Average Cost for all of the Inventory Item codes unit costs and quantities you are posting. For Example: It costs you $25 for one case of soda. You ordered one case each of five different types of soda (i.e. Pepsi Diet Pepsi Coke Diet Coke and Sprite). The Estimated Cost would be $125.00 ($25.00 per case x 5 Inventory IDs = $125.00.
Invoice Number (InventoryPosting_InvoiceNumber)
This field is applicable for use with the "Post Receivings - Invoice Balance" and "Post Receivings - PO Match" Process Options.
Enter the Invoice Number for the order that you are posting.
Invoice Amount (InventoryPosting_InvoiceAmount)
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Enter the amount billed from the shipping invoice. This program requires the Invoice Amount Posted to match the Invoice Amount before you can click Post Invoice. As you add items to the invoice refer to the Invoice Amount Posted and Invoice Amount Left sums.
Invoice Amount Posted (InventoryPosting_InvoiceAmountPosted)
You will not visit this field. This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Sums the running cost for all of the Inventory Codes new unit costs and quantities that you have posted thus far for this Invoice. For Example: You have posted one case of Pepsi and one case of Sprite to this invoice. Each case costs you $25.00. The Invoice Amount Posted = $50.00. As you post the Invoice Amount Posted increases and you will see a decrease in the Invoice Amount Left. You can only use Post Invoice once the Invoice Amount Posted matches the Invoice Amount.
Invoice Amount Left (InventoryPosting_InvoiceAmountLeft)
You will not visit this field. This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Sum of this order's Invoice Amount minus the Invoice Amount Posted. For Example: The Invoice Amount is $150.00 you have posted $50.00 and the Invoice Amount Left = $100.00. As you post the Invoice Amount Posted increases and you will see a decrease in the Invoice Amount Left. You can only click Post Invoice once the Invoice Amount Left is zero.
Shipping Cost (InventoryPosting_ShippingCost)
This field is applicable for use with the "Post Receivings - Invoice Balance" and "Post Receivings - PO Match" Process Options.
Enter the shipping costs listed on the Shipping Invoice.
Discount (InventoryPosting_Discount)
This field is applicable for use with the "Post Receivings - Invoice Balance" and "Post Receivings - PO Match" Process Options.
When applicable enter the discount listed on the Shipping Invoice.
Receive Pay Code (No Pay Code = US Dollars) (InventoryPosting_ReceivePayCode)
This field is applicable for use with the "Post Receivings - Invoice Balance" and "Post Receivings - PO Match" Process Options.
Click the Picklist icon to select the Payment Code associated with this Purchase Order.
Vendors are maintained in Payment Code Management.
Vendor Code (InventoryPosting_VendorCode)
This field is applicable for use with the "Post Orders Post Receivings - Individual Item Post Receivings - Invoice Balancing and Post Receivings - PO Match Process Options.
Click the Picklist icon to select the Vendor associated with this Purchase Order, if any.
Vendors are maintained in Vendor Management.
Inventory Code (InventoryPosting_InventoryCode)
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click the Picklist to select the Inventory Code that you would like to add to this Invoice. Afterwards click Add item to add it to the Posting Items DataGrid.
Alternatively enter the Inventory Code in the field beneath the grid and then click Quick Pick.
Inventory Items (InventoryPosting_DataGrid)
This DataGrid is applicable for use with the "Physical Count Post Orders Post Receivings - Individual Item Post Reduction and the Post Transfers" Process Options.
The DataGrid lists all of the Inventory Items that are available select an inventory item and then post your update.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Highlight an Inventory Item and then click Select.
Enter the Inventory Code into the field beneath the DataGrid by hand or use a barcode scanner. Afterwards click Quick Pick.
Click Report to generate the Inventory Posting Journal report which lists your Inventory Postings.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Posting Items (InventoryPosting_DataGridPosting)
This DataGrid is applicable for use with the "Post Receivings - Invoice Balance" and the "Post Receivings - PO Match" Process Options.
The DataGrid lists Inventory Items that are associated with the selected Invoice or Purchase Order (PO).
Note: The Posting Data Items DataGrid is empty until you click Process PO or Process Invoice.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
This field is applicable for use with the "Post Receivings - PO Match" Process Option.
Click Process PO to have the system load the Inventory Items into the DataGrid that were ordered for this PO.
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click Process Invoice to begin selecting items you want to associate with this invoice. See the Inventory Code field.
Enter the Inventory Code into the field beneath the DataGrid by hand or use a barcode scanner. Afterwards click Quick Pick.
Click Quick Pick to open the Inventory Receivings Post screen for the Inventory Code entered into the field beneath the DataGrid.
This field is applicable for use with the "Post Receivings - PO Match" Process Option.
Click Select to open the Inventory Receivings Post screen for the item selected within the DataGrid.
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click Add Item to add the item you selected in the Inventory Code pull down menu into the Posting Items DataGrid. See the Inventory Code field.
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click Update Item to change the information for the item selected within the DataGrid and the Inventory Receivings Post screen opens.
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click Delete Item to remove the item selected within the DataGrid from the invoice.
This field is applicable for use with the "Post Receivings - Invoice Balance" Process Option.
Click Post Invoice to post all of your inventory receivings related to this Invoice. Afterwards you can proceed to the next Invoice and repeat this process.
This field is applicable for use with the "Post Receivings - PO Match" Process Option.
Click Post PO Number to post all of your inventory receivings related to this PO. Afterwards you can proceed to the next PO and repeat this process.
This field is applicable for use with the " Post Receivings - Invoice Balance " Process Option.
Click New Invoice to start a new Invoice You are informed that you have not posted the items in the current invoice and asked if you want to Void Post or Cancel.
This field is applicable for use with the "Post Receivings - PO Match" Process Option.
Click New PO Number to start a new PO. You are informed that you have not posted the items in the current invoice and asked if you want to Void Post or Cancel.
Click Report to generate the Inventory Posting Journal report which lists your Inventory Postings.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
(InventoryPosting_QuickEntry)
If you know the item number, enter it into the field beneath the DataGrid and then click the Quick Pick button.
Warehouse
Posting Option (InventoryPosting_PostingOption2)
This option is applicable for use with the Warehouse tab.
Expand the Drop-down list to select the Inventory Posting Option to use. Your options are:
- Physical Count: Use after completing a physical inventory to update the system's item counts.
- Post Orders: Use to track the items and quantities that are currently on order.
- Post Receivings - Individual Item: Use to post your receivings on an item-by-item basis without referencing Invoices or POs.
- Post Reduction: Use to decrease inventory at cost for items that have been reduced or damaged. For Example: Spoilage of fresh foods requires periodic inventory reductions.
- Post Transfers: Use to decrease inventory at cost for items that have been transferred to another department. For Example: Transferring cases of soda between your park concession stands to match demand.
Note:
The options in this list are determined by selections made in the Inventory Posting Options field on the Permissions profile • Module Settings group.
Warehouse Location (InventoryPosting_WarehouseLocation2)
This field is applicable for use with the Warehouse tab.
Click the Picklist to select the Warehouse Location that you are posting inventory.
Default Date (InventoryPosting_DefaultDate2)
This field is applicable for use with the Warehouse tab.
Accept the default entry ("Today's" Date) or click the Calendar icon to select an alternate date if desired. The date entered in this field is your date on which Inventory will be posted.
PO Number (InventoryPosting_PONumber2)
Warehouse tab: This field is applicable for use with the "Post Orders" Process Option.
Enter the Purchase Order Number associated with this posting. Entering your Purchase Order Number gives you additional capabilities when receiving the order see Post Receivings - PO Match.
Item Count (InventoryPosting_POItemCount2)
Warehouse tab: This field is applicable for use with the "Post Orders" or "Post Receivings - Individual Item" Process Options. You will not visit this field.
Sum of the unique Inventory Codes posted on this screen as part of this order or receiving. For Example: If you ordered/ received one case of Pepsi Diet Pepsi Coke Diet Coke and Sprite then the Item Count would be 5.
Approx Cost (InventoryPosting_ApproxCost2)
Warehouse tab: You will not visit this field. This field is applicable for use with the "Post Orders" and "Post Receivings - Individual Item" Process Options.
Sums the Average Cost for all of the Inventory Item codes unit costs and quantities you are posting. For Example: It costs you $25 for one case of soda. You ordered one case each of five different types of soda (i.e. Pepsi Diet Pepsi Coke Diet Coke and Sprite). The Estimated Cost would be $125.00 ($25.00 per case x 5 Inventory IDs = $125.00.
Vendor Code (InventoryPosting_VendorCode2)
Warehouse tab: This field is applicable for use with the "Post Orders" and "Post Receivings - Individual Item" Process Options.
Click the Picklist icon to select the Vendor associated with this Purchase Order if any.
Vendors are maintained in Vendor Management.
Warehouse Items (InventoryPosting_DataGrid2)
Warehouse tab: This DataGrid is applicable for use with the "Physical Count Post Orders Post Receivings - Individual Item Post Reduction and the Post Transfers" Process Options.
The DataGrid lists all of the Inventory Items that are available select an inventory item and then post your update.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Highlight an Inventory Item and then click Select.
Enter the Inventory Code into the field beneath the DataGrid by hand or use a barcode scanner. Afterwards click Quick Pick.
Click Report to generate the Inventory Posting Journal report which lists your Inventory Postings.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
(InventoryPosting_QuickEntry2)
This field is applicable for use with the Warehouse tab.
If you know the item number enter it into the field beneath the DataGrid and then click the Quick Pick button.