Inventory conversion ticket

There are certain parts that you may buy in bulk that you would like to breakdown into smaller quantities for resale.  This conversion can be done using a conversion ticket with a special order type.  For example, you may purchase a 500′ roll of rope that you would like to split into 100′ loops.  I will walk you through what needs to be set up and what steps need to be taken to accomplish this.

First you will need to have a special DC code for the conversion ticket.  This DC code will only point to the inventory GL account.  The image below shows how this record should look.  Be sure to use your Inventory GL account in field 13.

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You will need a second DC code to clear any possible change in inventory value during the conversion.  Here is a snap shot of what the DC (debit credit) code should look like.

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This same DC code will be used in a surcharge codes record.  The surcharge record will be added to the conversion ticket to clear 100% of the ticket value.  The surcharge record should look like the image below.

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Next you will need a special OT (order type) codes record for the conversion ticket.  Fields 9-12 of the order type will use the first DC code you set up.  You will also need to set various other fields to the settings you see in the example below.

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Now that you have set up the order type, we need to set up the account that will be used for the conversion ticket.  This account will need to have a default order type, invoice type, and credit type using this same order type.  See the image below for reference.  You will also want to use cost (5) as the default price code, and zero as the default backorder code.

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Next you will need to set up an order add-on codes record.  This record will automatically add the surcharge we set up to all orders, credits, invoices, and backorders for this account.

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We also need to add a password codes record in order to enter a negative order quantity.  This record should look like the image below.  The actual password used is in field 7.

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Now that you have set up all of the necessary records to properly handle a conversion ticket we may now create a ticket.  Enter the account number and start a new order or invoice.  An invoice will not need to be invoiced later but an order WILL need to be invoiced when you finish.  Once you are at the part number prompt enter the part you would like to convert.  Now enter the quantity.  Next, enter the part you are adding to stock.  You will enter a quantity but this will be changed at the verify prompt (end of the line).  Once you are at the end of the line for the part you are adding to stock you will need to change the quantity to a negative number.  In my example below I am creating five so I put -5 in the quantity field.  Once you do this you will be prompted of the password you set in the codes record for ‘NEGATE’, my password was ‘MINUS’.  The image below shows my example ticket. (Note: In INVOICE entry you do not have to go to the verify prompt to enter a negative quantity, nor enter a password.  This is a safeguard exclusive to order entry.)

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Once complete your order you will need to invoice the order to convert the inventory.  If you entered an invoice or credit your inventory will be converted immediately.

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