Using ‘Missing On-hand’

When an item that is supposed to be in stock and available has been allocated on an order but cannot be located, CODIS can put the missing allocated quantity into the “missing on-hand” field in the respective stock file record.  This reduces the available quantity of the item and thus may prevent allocation to another order or the release of the backorder that’s being created from the current order the next time a backorder allocation runs, thus preventing another trip to the bin for the “missing” item.

Using the “Missing On-hand” feature in CODIS requires some setup to be done before it becomes functional. 

Step 1 is to edit field 51 of the “Client Options” codes record to “Y”.


Step 2 is to add a “TX” codes record similar to the one below, except using your GL account for “Inventory” instead of the one indicated in the screenshot.


Setup is complete. Now, when you finalize an order (via Pick Ticket Exceptions/Invoice) and you change the actual quantity shipped to something less than the quantity that was allocated, CODIS will add the difference to the ‘Missing On Hand’ field in the Stock File, it will also leave that quantity allocated and therefore it will not show as ‘available to ship’.

You can override this behavior by typing ‘MO’ at the ‘Verify’ prompt. You will want to do this override if you intentionally ship less than what was allocated (part number in short supply).


To get a listing of items with a “missing on-hand” you can use the “/MO” option in Product Stock Inquiry.


Enter the shipping warehouse you want to list. Enter the manufacturer code you want to list or “/ALL”.


A report can be printed from the display by typing “//P” <enter> then selecting the printer.

When you either find or don’t find the missing quantity, you can update your stock file record by using the Inventory Adjustments program, 20/10 from the main menu. The transaction code you enter at the “TXN” prompt will be “MIS” (the new code you added in step 2).


The item in the screenshot shows a ‘Missing On Hand’ quantity of 1 and a ‘On Hand’ quantity of 1. When you physically check stock, you confirm that the part is missing. When you enter the ‘MIS’ transaction, the program asks ‘How many of the missing parts did you find?’. Since the part is in fact missing, you would enter ’0′.


The program informs you that the adjustment will be ‘-1′ and asks you to confirm. When you confirm, the program reduces the the ‘On Hand’ quantity, the ‘Allocated’ quantity and the ‘Missing On Hand’ quantity by 1.


The item in example 2 shows a ‘Missing On Hand’ quantity of 1 and an ‘On Hand’ quantity of 150. There could be one of several different resolutions for this condition.

When you physically check stock, you find 150 of the part in a different part of the warehouse (the order filler didn’t find them so he zeroed the item). In that case, when you make the ‘MIS’ adjustment you answer the question ‘How many of the missing part did you find?’ as ’1′. The program now reduces the ‘Missing On Hand’ quantity and the ‘Allocated’ quantity by 1 and it leaves the ‘On Hand’ quantity at 150.

When you physically check stock you find 0. In this case you would make the ‘MIS’ adjustment and answer the question ‘How many of the missing part did you find?’ as ’0′. This reduces the ‘Missing on Hand’ quantity, the ‘On Hand’ quantity, and the ‘Allocated’ quantity by 1. Next you make an ‘ADJ’ adjustment for ‘-149′ to reduce the ‘On Hand’ quantity to 0.

When you physically check stock you find none in the primary location, but you find 50 somewhere else in the warehouse. In this case you would make the ‘MIS’ adjustment and answer the question ‘How many of the missing part did you find?’ as ’0′. This reduces the ‘Missing on Hand’ quantity, the On Hand quantity, and the Allocated quantity by 1. Next you make an ‘ADJ’ adjustment for -99 to reduce the On Hand quantity to 50.

 
 

 
 

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Change to Ship Confirmation Process

We’ve made a change to the ‘Ship Confirmation’ screen, changing what was previous a ‘F’ for finish to an “I’ for invoice. To provide for backward compatibility we are temporarily respecting the ‘F’ and treating as if you entered an ‘I’. If you have any external processes that look specifically for ‘F’ then you should modify them as soon as possible to avoid any interruption of correctly processing the ship confirmation. The change is to provide a clear indication of what is happening in the ship confirmation process.

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Charging Freight Charges to a Customer’s ‘Special Freight Account’

When a customer requests that outgoing freight charges be billed to their own UPS/FEDEX/ etc. freight account then CODIS will pass the customer’s freight account information to your manifest system. To correctly set the account up to accomplish this requires you add the appropriate flags to the customer’s account.

In Customer File Maintenance, screen 2, line 14 set the appropriate flag.

The program prompts for the customer special freight account number (UPS is being used as a generic description – enter the customer shipper account even though it may not be a UPS account).

On screen 6, line 1 set the ‘H’ as a default order option. This prevents CODIS from adding freight charges to the customer’s invoice that are passed back from your manifest system.

NOTE – DO NOT USE THE DEFAULT ORDER OPTION OF ‘P’. Previously, a default option of ‘P’ would accomplish the same result HOWEVER use of the ‘P’ will NOW result in no special freight account information being passed to your manifest system and no freight charges will be added to the customer’s invoice. This change allows you to ship an order to the customer as a true PREPAID order (not charging the customer’s special freight account and not adding the freight charges to the customer’s invoice) when making use of the ‘P’ at order entry time or in your freight policy.

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Displaying Child Warehouse Inventory

The displaying of child warehouse inventory as a default in Product Stock Inquiry has been changed. We’ve added option ‘/CW’ to toggle the display of child warehouse inventory.

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Consolidated Data Welcomes Menominee Industrial Supply

Menominee Industrial Supply of Menominee Michigan has joined the CODIS Community. Menominee Industrial Supply was founded in September of 1980 as a local industrial supply distributor with only four employees. Through decades of dedicated service and support to customers, Menominee Industrial Supply has grown into a multi-state distributor of Industrial, Timber Harvesting and Power Equipment supplies with over thirty employees. Our experienced and educated outside sales staff span the upper Mid-West covering and supporting our product lines in 11 states. Please join us in welcoming our newest members to the CODIS community.

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Editing an Automated Job

You can edit automated jobs from within the “Auto Jobs” function. Previously, many users would edit auto jobs by transferring the auto job to an external text editor such as notepad, making the changes, then transferring the auto back to CODIS. Transferring the auto job to an external text editor is no longer necessary.

Select the auto job to be edited.

Select the ‘M’ (more) option.

Select the “E’ (edit) option.

Scroll to the text you want to edit using the appropriate scroll key(s).

Edit the area(s) of the auto job as needed.

I’ve edited the number of days from 20 to 30.

Use Ctrl Z to save and exit the text editor.

Your changes have been saved.

A word of caution – the text editor does not validate your changes (no sanity check) so you should be aware of exactly what effects your changes will have on the auto job.

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Changing Date Ranges in the Price Matrix Editor

When promotional pricing exists in a price matrix and the valid date range for the promotional pricing has expired or is incorrect you can change the expiration date to extend the promotional pricing or make any necessary corrections to the date range.

From within the Price Matrix Editor, while displaying the price matrix you will see an ‘H’ option at the bottom of the screen. This option allows you to make the date range changes.

The date range defined for the item (BS, 4101) on line 2 has expired. We want to extend the promotion through the end of the month. Type ‘H’ <enter>.

Type ‘E’ <enter> since we only want to change the end date.

Type the end date to be replaced and press <enter>.

All records in the price matrix with a previous end date of 1-10-13 have been updated to 01-31-13.

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Placing Orders on Zip Code Hold

There are times when an interruption of delivery to an area/region of the country occurs due to storms and other occurrences beyond our control. CODIS allows you to accept orders and place them on zip code hold thereby making them available for release once the carriers resume delivery to the area/region. In order entry, use order option “!” to place the order on zip code hold.

You can automatically place orders and backorder releases on zip code hold to a specific zip code by flagging the daszip.das record. A ‘Y’ in field 10 of the record indicates the zip code is on hold.

Records can be flagged in mass when necessary using input from a csv file and utility program.

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Purchase Order Quantity Sanity Check

When finishing a purchase order and an item(s) order quantity exceeds a 12 month supply (adjusted by backorder quantity, open order quantity, allocated quantity, on hand quantity, quarantine quantity, and missing on hand quantity) of an item(s), CODIS will alert the user. The intention of the alert is to help prevent accidentally ordering an erroneous quantity that would result in an overstock situation. The following screen shot displays items on the purchase order whereas the quantity ordered exceeds the previous 12 months movement. The setup date of the stock file record is also displayed. Enter “Y” to accept the purchase order ‘as is’. Enter “N” to return to the purchase order if you need to change the order quantities. Enter “A” to change the warehouse code(s) used in the ‘sanity check’ calculation (useful in combining warehouse movement).

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Associating an Item with a Sales Type Code

Sales Analysis can be done based on Sales Type Codes. Report Writer reports can be done based on Sales Type Codes. An item can be associated with multiple Sales Type Codes. For example, an item may be defined as a ‘captive’ item but also be defined as a ‘filter’.

Associating an item with a Sales Type Code is done in Product file Maintenance however the Sales Type Code must exist before it can associated with the item. Add a Sales Type Code in the Codes File Editor. Go to 70/50 and enter code type TYPE_CODES.

In “A”, add mode and at the 6-chr filename prompt enter PRODCT.

Enter “50″ at the Field# in file prompt.

Enter the reference number you want to associate with the Sales Type Code at the Field type code prompt. This determines where the new Sales Type Code is displayed when associating items with the new code in Product File Maintenance.

Enter a description for the new code.

Enter the same reference previously entered as Field type code at the Reporting code prompt.

The new Sales Type Code designated as Filter has been added. From the main CODIS menu, go to Product File Maintenance, 20/30/70. Enter the manufacturer code and part number of the item you are associating with the code.

Enter “37″ to view or change the Sales Type Code on the item being displayed.

Enter “C” to change/associate the item to the new code.

The newly added code, FILTER appears on reference line 24. That’s the number you associated with the code when you added it earlier. Enter “24″ to flag/associate the item with the new code.

The flag has been set. Press <enter>.

Press <enter> when done.

Type “Y” to save your changes.

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