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Inventory: Using CounterPoint

Creating Adjustments
Overview
Adjustments allow you to adjust an items quantity on-hand up or down to match your
actual physical inventory. Adjustments should be entered to account for breakage, theft,
loss, incorrect receivings, overshipments, etc.
This document explains how to create inventory adjustments.

Entering adjustments
Select Inventory / Adjustments / Enter.

Adjustment transactions can also be created using Inventory / Physical Count. (See
Performing a Physical Count for more information.)

1. Item #
Enter the item number (or barcode) for this adjustment.
Press F1 to scan through the existing adjustments.
When an existing adjustment transaction is displayed, press F3 to delete this adjustment.
NOTE: Adjustments cannot be entered for miscellaneous items because on-hand
quantities are not tracked for these items.
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Location
If you are not using multi-location (as specified in Setup / Inventory / Control), this field
defaults to the Main location specified in Setup / Inventory / Control, and entry is not allowed.
Enter the location where the on-hand quantity should be adjusted.
NOTE: The value you enter here will be loaded as the default for the next adjustment
you enter.

[Color/Size]
This field appears if the item entered in field 1 is a gridded item.
Enter the color/size information for this adjustment.
Press:
F1 To leave this field blank.
F2 To select the color/size from a selection list.

Color/size information must be entered before this transaction can post.

Stock unit:
This field appears after you enter an item number in field 1. It displays the stocking unit of
the item from the Item file, and cannot be changed.

Qty available:
Average cost:
Last cost:
These fields appear after you enter a location in field 1. They display information from the
inventory record for the item and location entered, and cannot be changed.
You can change the average cost of an item through multiple adjustment transactions.
The easiest way to do this is to use two adjustment transactions in two separate posting
runs. The first transaction would adjust the quantity to zero. The second transaction
would adjust the quantity to the correct amount, and the cost entered for the second
transaction would become the new average cost for the item.
You can also use multiple adjustment transactions to change the cost of a serialized item
when using serial costing. The first adjustment transaction would adjust the serial
number downward. The second transaction would adjust the serial number upward,
using the new cost.

2. Trx date
For the first transaction in this session, the current system date displays as the default.
After at least one transaction has been entered in this session, the previous Trx date
displays as the default.
Enter the date of the adjustment transaction.

3. Document #
If a previous adjustment transaction has been entered in this session, the Document #
entered on the previous transaction displays as the default.
Enter the document number for this adjustment transaction.
Inventory: Using CounterPoint - Creating Adjustments 3

Press F1 to scan through the existing adjustments that match the information entered in
fields 1 and 2.

4. Qty adjusted
Enter the adjustment quantity.
A negative adjustment (negative quantity) decreases the quantity on-hand.
A positive adjustment (positive quantity) increases the quantity on-hand.
The quantity adjusted cannot be changed from positive to negative (or vice verse) for
serialized or lot-controlled items if serial and lot numbers have already been entered.

5. Cost per [stocking unit]

Enter the cost per stocking unit of this item.
Press F1 to use the average cost for this item from the Item file.
If this adjustment is for a serialized item, and you specified in Setup / Inventory / Control to
use serial costing, this field defaults to the average cost from the Item file. The cost may
be changed only for positive adjustments, using Field number to change ? For negative
adjustments, the correct serial cost is used when posting, after serial numbers have been
entered.

New qty avail:

New avg cost:
These fields appear after you enter a cost per stocking unit in field 5. Their values are
calculated automatically based on your entries on this screen, and cannot be changed.

6. Adjust acct #
Enter the account to use for this adjustment.
Press F1 to use the adjustment account specified in the account code associated with
this item.
NOTE: The value you enter here will be loaded as the default for the next adjustment
you enter.

7. Comment
Enter any comment regarding this adjustment.
NOTE: The value you enter here will be loaded as the default for the next adjustment
you enter.

Entering serial and lot number information

Entering serial number information:
See Entering serial number information in Working with Serial Numbers for more
information.
Inventory: Using CounterPoint - Creating Adjustments 4

Entering lot number information:

See Entering lot number information in Working with Lot Numbers for more
information.

Importing adjustment transactions

Select Inventory / Adjustments / Import.

WARNING: Before using this selection, be sure to make a backup copy of the IMATXF
data file. If you have to re-import the data for any reason, you will need to
restore this file to its original state before the re-import.
If you have previously saved parameters for this import, these parameters display
automatically in fields 2-7. After you have completed field 1, press:
F1 To clear the default parameters from the screen.
F2 To define the import file format. (See the Defining the import file format
section on page 6 for more information.)

1. Review or update ?
Select:
Review import To print the Adjustments Edit List without actually importing the data.
records
Update To import data and update adjustment transactions.
adjustments
Inventory: Using CounterPoint - Creating Adjustments 5

Multiple adjustment transactions can exist for the same item. If you specify to Update, new
adjustment transactions are created regardless of whether there are existing transactions
for the same items.

2. Import filename
Enter the path and filename of the file containing the adjustment information to import.

3. Transaction date
Enter the date to use for the resulting adjustment transactions.
Press F1 to use the current system date.

4. Location
Enter the location for the resulting adjustment transactions.

5. Document #
Enter the document number for the resulting adjustment transactions.

6. Adjustment account #
Enter the adjustment account number for the resulting adjustment transactions.

7. Default comment
Enter any default comment to use for the resulting adjustment transactions.

Field number to change ?

Press:
Enter To begin the import.
F1 If default import parameters have been saved, to clear the default entries
from the screen.
F2 To define the import file format. (See the Defining the import file format
section on page 6 for more information.)

Save as/Replace default import parameters ?

This question appears after you press Enter at Field number to change ? if you made any
changes on this screen.
Specify whether to save the information on this screen for use with future imports.
If you answer Yes, the import parameters on this screen are saved.
The import file format, which is entered on the second import screen, can only be saved
from the second import screen.

OK to import adjustments?
This question appears after you press Enter at Field number to change ?
Specify whether to begin the import.
During the import process, a status screen displays showing how many records have
been imported.
Inventory: Using CounterPoint - Creating Adjustments 6

Any errors in the import are reported in the Adjustments Register, which prints when the
import is complete.

Defining the import file format

This screen appears when you press F2 at the import parameters screen.
If you have previously saved an import file format, this format displays automatically.
Press F1 to clear the default screen in order to enter a new import file format.

1. Record format
Select:
Fixed length If the import file contains Fixed length records (each record has the
same number of characters).
Variable length If the import file contains Variable length records (each record has a
different number of characters).

Record length
This field appears only if you specified a Record format of Fixed length.
Enter the length of each record in the import file.

2. Field format
Select:
Delimited If the fields in each record are Delimited (separated by a delimiting
character).
Fixed position If the fields in each record always start in a specific Fixed position.
Inventory: Using CounterPoint - Creating Adjustments 7

Delimiting char
This field appears only if you specified a Field format of Delimited.
Enter the hexadecimal code for the delimiting character.

Text in quotes ?
This field appears only if you specified a Field format of Delimited.
Specify whether each text field in the import file is enclosed in quotation marks.

--- Item numbers ---

This section defines the item number (or barcode) field in the import file, and determines
how each imported item is looked up in the Item file.

3. Primary lookup by
Select:
Item number To look up items in the Item file by Item number.
Barcode To look up items in the Item file by Barcode.

Gridded items
For gridded items, each import record must contain a grid barcode and quantity for a
specific color/size. If the majority of your counted items are gridded, specify Barcode as
the primary lookup method. Import records for gridded items that contain only the item
number or item barcode will be rejected.

Secondary lookup by
Select:
Item number If the primary lookup is by barcode, and the barcode is not found, to look
up the item by Item number.
Barcode If the primary lookup is by item number, and the item number is not
found, to look up the item by Barcode.

Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the item number (or barcode) field in an import record.
For example, enter 4 in this field if the item number (or barcode) for each item is found in
the fourth field, preceded by three occurrences of the delimiting character.

Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the item number (or barcode) field in an import
record.
For example, enter 15 if the item number (or barcode) field starts in the 15th column of an
import record (Import record columns are numbered 1, 2, 3, etc).

Length
This field appears only if you specified a Field format of Fixed position.
Inventory: Using CounterPoint - Creating Adjustments 8

Enter the length of the item number (or barcode) field.

For example, enter 10 if the item number (or barcode) field extends for 10 characters in
an import record.

--- Quantities ---

This section defines the quantity field in the import file, and determines how many
decimal places are imported for each quantity.

4. Use 1 if blank ?
Specify whether to import a default quantity of 1 for any record that has spaces in the
quantity field.
NOTE: Non-numeric quantities other than spaces will be reported as errors.

Implied dec places

Enter the number of decimal places contained in the import quantity, from 0 to 4.
If the import quantities are always expressed as whole numbers, enter 0.
NOTE: If a decimal point is contained in the import quantity in an import record, the
decimal point is used to determine the number of decimal places, and your entry
in this field is ignored.

Force signs to be
Select:
Positive If all quantity figures in the import file should be considered positive
quantities, regardless of whats in the import file.
Negative If all quantity figures in the import file should be considered negative
quantities, regardless of whats in the import file.

Select None if you dont want to force all signs to be wither positive or negative and the
quantities should be used exactly as they appear in each import record.

Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the quantity field in an import record.

Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the quantity in an import record.

Length
This field appears only if you specified a Field format of Fixed position.
Enter the length of the quantity field.
Inventory: Using CounterPoint - Creating Adjustments 9

--- Costs ---

This section defines the cost field in the import file, and determines how many decimal
places are imported for each cost.

5. Use default when

Select:
Always To Always use the Last cost from the Item file, regardless of any cost in
the import record.
Blank To use the Last cost from the Item file only if the cost is blank (spaces) in
the import record.
Never If only costs in the import record should be used.

If you answer No, any blank costs are imported as zero.

Implied dec places

(N/A) displays if you answer Always to Use default when.
Enter the number of decimal places contained in the import quantity, from 0 to 5.
If the import quantities are always expressed as whole numbers, enter 0.
NOTE: If a decimal point is contained in the import cost in an import record, the decimal
point is used to determine the number of decimal places, and your entry in this
field is ignored.

Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the cost field in an import record.

Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the cost in an import record.

Length
This field appears only if you specified a Field format of Fixed position.
Enter the length of the cost field.

--- Serial numbers ---

This section defines the serial number field in the import file.

6. Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the serial number field in an import record.
Leave <blank> for None, if you dont use serial numbers.
Inventory: Using CounterPoint - Creating Adjustments 10

6. Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the serial number in an import record.
Leave <blank> for None, if you dont use serial numbers.

Length
This field appears only if you specified a Field format of Fixed position. If you specified None
for Start position, this field defaults to None, and cannot be changed.
Enter the length of the serial number field.

--- Lot numbers ---

This section defines the lot number field in the import file.

7. Field number
This field appears only if you specified a Field format of Delimited.
Enter the relative field number of the lot number field in an import record.
Leave <blank> for None, if you dont use lot numbers.

7. Start position
This field appears only if you specified a Field format of Fixed position.
Enter the starting column number of the lot number in an import record.
Leave <blank> for None, if you dont use lot numbers.

Length
This field appears only if you specified a Field format of Fixed position. If you specified None
for Start position, this field defaults to None, and cannot be changed.
Enter the length of the lot number field.

8. Delete import file after creating trx ?

Select:
Always To always delete the import file after the adjustment transactions have
been created.
Never To never delete the import file after the adjustment transactions have
been created.
No errors To delete the import file only if there were no errors in the import.

Save as/Replace default format ?

This question appears if you changed the existing import file format on this screen or
entered a new format.
Specify whether to save this import file format for use with future imports.
If you answer Yes, the import file format on this screen is saved.
Inventory: Using CounterPoint - Creating Adjustments 11

Import parameters, which are entered on the first import screen, can only be saved from
the first import screen.

Printing the Adjustments Edit List

Select Inventory / Adjustments / Edit list.

The Adjustments Edit List allows you to review existing adjustment transactions before
posting these transactions. Warning messages appear on this report for all transactions
that will not post (e.g., Transaction will not post - invalid serial count).

Posting adjustment transactions

Select Inventory / Adjustments / Post.
When adjustment transactions are posted, the Item, Inventory, Distributions, and
Merchandise History files are updated to reflect the new transactions (The Merchandise
History file is updated only if you specified in Setup / Inventory / Control to keep inventory
history).
If you entered transactions for serialized items, the Serial file is updated to reflect the new
transactions. Serial numbers entered for positive adjustments are added to the Serial file
with a status of Unsold, and serial numbers entered for negative adjustments are removed
from the Serial file.