Field Definitions: IN Company Parameters Form

The following is a list of field descriptions for the IN Company Parameters form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

IN Company

Enter the IN company (must be a valid HQ Company) in which Inventory processing will occur.

GL Co#

Specify the GL company to update when materials are bought, sold, or transferred from this location.

Journal

Specify the journal to update when posting adjustments, transfers, or production entries in Inventory.

Burdened Unit Cost - include AP Misc Amt and Tax

The Burdened Unit Cost–Include AP Misc Amt and Tax check box in the IN Company Parameters form.

Check this box if you want unit costs for stocked materials to include tax and miscellaneous amounts (for example, freight) that have been posted in AP. The system uses this 'burdened unit cost' to update both last and average unit cost for the material and posts these costs to the Inventory GL Account.

If unchecked, tax and freight costs are not included in the unit cost of a material, but are tracked separately. Freight costs are posted to the specified "Misc GL Account,” with overrides by location (IN Locations) or location/category (IN Location Category Override). Tax amounts are posted to the company "Tax GL Account", with overrides by location.

Misc GL Account

Specify the GL expense account to debit with miscellaneous amounts posted in AP. Must be an active GL Account with a subledger type of ‘I’ (Inventory) or null.

Note: If you are using burdened cost, and you enter freight amounts on AP invoices with the "Inc" flag set to N, the freight amounts will be credited to this account to offset the charge to inventory. When the freight bill is entered, it will be debited to this same account.

Tax GL Account

Specify the GL expense account to debit for sales tax when posting transactions in AP. Must be an active GL Account with a subledger type of ‘I’ (Inventory) or null.

Audit Options

The audit options determine when new records of changes are added to the HQ Master Audit (HQMA) database table. For example, if you change a setting on the company parameters form, the system creates a new record of the change in the HQMA table.

You can view records in the HQMA table using the HQ Audit Detail report in the HQ module. See About Viewing the Master Audit Log for more information about viewing audit records in the HQMA table.

The list below details the audit options.

  • Company Parameters – Company Parameters will always be checked. Any changes made to the IN Company Parameters program will be tracked in the Master Audit file.

  • Locations - Check this box to record changes to Inventory locations in the Location Master, Location Groups, Location Company Overrides, Location Category Overrides, and Location Company/Category Overrides.

  • Materials - Check this box to record changes to material information in IN Materials and IN Material U/Ms. This does not include system updates to material quantities and unit costs (i.e. On Hand, On Order, Allocated, etc.).

  • Bill of Materials - Check this box to record changes made in IN Bill of Materials and IN Bill of Materials Override.

  • Material Orders – Check this box to record changes made to material orders and material order items in IN Material Order Entry. Does not include updates posted via material order 'confirmation' or 'close' batches.

Auto Generate MO#s

Check this box to have the system automatically generate material order numbers. When a material order is entered, the system will generate a material order number based on the Last Used MO # (specified below).

Leave this box unchecked if you:

  • do not want to auto generate material order numbers

  • use alpha/numeric material order numbers

  • use the Project Management module and have elected to use the Project/Seq option for generating MO numbers.

Last Used MO#

This field is only applicable if you checked the Auto Generate MO#s box above.

When setting up Inventory, specify a starting material order number, up to 10 digits. When entering material orders, the system assigns material order numbers sequentially based on this number.

After the initial setup, this field is automatically updated by the system each time a material order number is generated, and should not need editing. This field is NOT updated by manually assigned material order numbers.

Attach batch reports to HQ Batch Control

Check this box if the batch reports should be attached to the batch record that displays in the HQ Batch Control form.

The reports are stored using the Attachment Storage Location and Subdirectory Structure parameters defined in DM Attachment Options.

  • The system will attempt to export batch reports before posting the batch. If the export is successful, it will then post the batch. However, if errors occur for any batch report, the system will display an error message and abort the posting process. You will need to correct the error before you can revalidate and post the batch.

  • Because you can secure audit reports (in VA Report Security), access to attachments generated through this process is restricted to HQ Batch Control. If you have secured the HQ Batch Control form, users will only be able to access batch reports if they have access to HQ Batch Control. Unlike regular attachments, indexes are not created for batch report attachments and you cannot access them using DM Attachment Search.

GL Month Close validation check for IN transactions posted after monthly reconciliation

GL Month Close Validation Check for IN Transactions Posted after Monthly Reconciliation check box on the Info tab of the IN Company Parameters form.

Select this box to validate that transactions have not been posted after monthly reconciliation when GL Month End Close is run.

Valuation Method

  • 0-As posted – Month-end value set equal to beginning value plus sum of net activity posted throughout the month. No correcting entries will be made.

  • 1-Average Cost – Month-end value calculated using beginning value and monthly average cost. Monthly average cost calculated based on the ‘posted’ costs of all ‘ins’.

  • 2-FIFO (First In First Out) – Month-end value calculated based on actual dates and costs, outgoing inventory relieved from oldest to newest stock on hand.

  • 3-LIFO (Last In First Out) – Month-end value calculated based on actual dates and costs, outgoing inventory relieved from newest to oldest stock on hand.

  • 4-Standard Cost – Month-end value calculated based on ending ‘quantity on hand’ times current standard unit cost. Should match ‘posted’ ending value unless standard cost has been changed during the month.

Cost Method

Indicate the costing method that will be used to relieve inventory when materials are sold, transferred, or produced.

  • 1-Average Cost – Relieve inventory using the material's average unit cost at the time of transfer, usage, or sale. Purchases and other increases to stock are valued at their actual cost (may include freight and tax if the ‘burdened unit cost’ option is selected below).

  • 2-Last Cost – Relieve inventory using the material's last unit cost at the time of transfer, usage, or sale. Purchases and other increases to stock are valued at their actual cost (may include freight and tax if the ‘burdened unit cost' option is selected below.)

  • 3-Standard Cost – All ‘ins’ and ‘outs’ to inventory are valued at the material's standard unit cost. Purchases and other increases to stock post the difference between standard and actual costs into a Cost Variance GL Account.

Note: The Cost Method defined here will only be used if the Cost Method defined for a location in IN Locations is set to ‘No Override’.

Pricing Option: Customer Sales

Select the method that be used to calculate the unit price when selling materials to customers in Material Sales. See Pricing Options for an overview of the pricing options.

  • 1-Average Cost Plus Markup

  • 2-Last Cost Plus Markup

  • 3-Standard Cost Plus Markup

  • 4-Standard Price Less Discount

Note: If a markup/discount rate is specified for the customer in AR Customers , that rate will be used in the calculation of the unit price. If no rate is specified at the customer level, then the Customer Markup/Discount Rate specified for the material in IN Location Materials is used.

Pricing Option: Job Sales

Select the method that will be used to calculate the unit price when selling materials to jobs in Material Sales. See Pricing Options for an overview of the pricing options.

  • 1-Average Cost Plus Markup

  • 2-Last Cost Plus Markup

  • 3-Standard Cost Plus Markup

  • 4-Standard Price Less Discount

Note: If a markup/discount rate is specified for the job in JC Jobs , that rate will be used in the calculation of the unit price. If no rate is specified at the job level, then the Job Markup/Discount Rate specified for the material in IN Location Materials is used.

Pricing Option: Inventory Sales

Select the method that will be used to calculate the unit price when selling materials to inventory locations in Material Sales or when Usage Option is set to Sales. See Pricing Options for an overview of the pricing options.

  • 1-Average Cost Plus Markup

  • 2-Last Cost Plus Markup

  • 3-Standard Cost Plus Markup

  • 4-Standard Price Less Discount

Note: Uses the Inventory Markup/Discount Rate specified for the material in IN Location Materials .

Pricing Option: Equip Sales

Select the method that will be used to calculate the unit price when selling materials to equipment in Material Sales. See Pricing Options for an overview of the pricing options.

  • 1-Average Cost Plus Markup

  • 2-Last Cost Plus Markup

  • 3-Standard Cost Plus Markup

  • 4-Standard Price Less Discount

Note: Uses the Equipment Markup/Discount Rate specified for the material in IN Location Materials .

Pricing Option: Service Sales

Select the method that will be used to calculate the unit price for stocked materials used on a service work order (in SM Work Orders). See Pricing Options for an overview of pricing options.

  • 1-Average Cost Plus Markup

  • 2-Last Cost Plus Markup

  • 3-Standard Cost Plus Markup

  • 4-Standard Price Less Discount

When entering work completed Inventory lines (in SM Work Orders), the system will use the last, average, or standard unit cost or unit price defined for the location/material in IN Location Materials (depending on the pricing option selected here), along with the Service Markup/Discount rate specified for the location (also in IN Location Materials) to determine the Cost Rate for the work completed line.

Usage Option

Indicate how component materials are handled during production posting when the source location of the component material is different than the production location of the finished good.

Sale - Select this option if component materials will be “sold” to the production location. Unit price will be determined by the Pricing Option specified for Inventory.

Transfer - Select this option if component materials will be “transferred” to the production location. Value will be determined by the Cost Method specified above.

Allow Unit Cost Overrides

Check this box to allow overrides to a material’s unit cost when posting sales, transfers, or production usage.

Do not check this box if overrides to a material’s unit cost are not allowed.

Display warning if Qty On Hand is negative

Check this box to display a warning when the sale, transfer, or usage of a material causes the 'on hand' quantity at the specified location to be exceeded. The message will indicate that the transaction will result in a negative “on hand” quantity. Entry will still be allowed.

Leave this box unchecked to suppress the "negative quantity" warning when entering sales, transfers, or usage of a materials that exceed the 'on hand' quantity at the specified location.

Note: The setting defined here does not control the "negative on-hand quantity" warning displayed in MS Ticket Entry when the quantity specified for material will exceed the on-hand quantity for a location; to provide a warning on MS tickets, check the Display warning if Qty On Hand is negative in MS Ticket Entry box in IN Location Materials.

Allow GL Account Overrides

Check this box to allow overrides to the Inventory account when entering Inventory transactions in PO Entry, AP Transaction Entry, AP Recurring Invoices, and AP Unapproved Invoice Entry.

Do not check this box if not allowing overrides to the Inventory account when entering Inventory transactions in AP and PO.

Note: It is suggested that this option remain unchecked to ensure that Inventory and General Ledger stay in balance on Inventory accounts.

GL Adjustments Interface Level

Specify the GL Adjustments interface level.

  • None - If selected, no update to GL will occur. This option is typically only used during initial setup.

  • Detail - If selected, one GL entry will be made for each inventory transaction. Use the “Select Available Items for Detail Level GL Description” box below to define the detail description that will be used for these entries.

  • Summary - If selected, entries will be summarized and one entry will be posted for each unique GL account. Use the “Summary GL Description” field below to enter the description that will be used for these transactions.

Note: The interface level selected here will also be used when updating Cost and WIP accounts for work completed inventory lines (type 4-Inventory) on SM work orders; however, the update will only occur if the IN interface box is checked in SM Company Parameters.

Summary GL description - Adjustments

This field is enabled when the Adjustments Interface Summary radio button has been selected.

When the Summary radio button has been selected, entries are summarized and one entry is posted for each unique GL account. Use this field to enter the description used for these transactions.

GL Transfers Interface Level

Specify the GL Transfers interface level.

None - If selected, no update to GL will occur. This option is typically only used during initial setup.

Detail - If selected, one GL entry will be made for each inventory transaction. Use the “Select Available Items for Detail Level GL Description” box below to define the detail description that will be used for these entries.

Summary - If selected, entries will be summarized and one entry will be posted for each unique GL account. Use the “Summary GL Description” field below to enter the description that will be used for these transactions.

Summary GL description - Transfers

This field is enabled when the Transfers Interface Summary radio button has been selected.

When the Summary radio button has been selected, entries are summarized and one entry is posted for each unique GL account. Use this field to enter the description used for these transactions.

GL Production Interface Level

Specify the GL Production interface level.

  • None - If selected, no update to GL will occur. This option is typically only used during initial setup.

  • Detail - If selected, one GL entry will be made for each inventory transaction. Use the “Select Available Items for Detail Level GL Description” box below to define the detail description that will be used for these entries.

  • Summary - If selected, entries will be summarized and one entry will be posted for each unique GL account. Use the “Summary GL Description” field below to enter the description that will be used for these transactions.

Summary GL description - Production

This field is enabled when the Production Interface Summary radio button has been selected.

When the Summary radio button has been selected, entries are summarized and one entry is posted for each unique GL account. Use this field to enter the description used for these transactions.

Material Order Interface Level

Specify the Material Order interface level.

None - If selected, no update to GL will occur. This option is typically only used during initial setup.

Detail - If selected, one GL entry will be made for each inventory transaction. Use the “Select Available Items for Detail Level GL Description” box below to define the detail description that will be used for these entries.

Summary - If selected, entries will be summarized and one entry will be posted for each unique GL account. Use the “Summary GL Description” field below to enter the description that will be used for these transactions.

Summary GL description - Material Order

This field is enabled when the Material Order Interface Summary radio button has been selected.

When the Summary radio button has been selected, entries are summarized and one entry is posted for each unique GL account. Use this field to enter the description used for these transactions.

JC Interface Level for Material Orders

Specify the level of update to JC that will occur when posting material order confirmation entries.

None – Select this option if you do not want to update actual units or costs to JC. You will typically only use this option when initially setting up your system and entering confirmations for Material Orders whose actual costs are already reflected in JC.Batches must be validated and posted, but no transactions will be created in JC for actual units or costs.(Committed units and costs are always updated to JC.)

Detail – Select this option to update JC with one entry for each confirmation entry. The material order, item, location, material, job, phase, cost type, etc. will be recorded with each JC Cost Detail entry.

Summary – Select this option to update JC with one entry per JCCo#/Job/Phase/CostType/Material Order/UM/TaxCode/JCUM.Material order item and material-specific information will not be included in JC Detail.

NOTE:If committed costs are updated in detail, then actual costs will be also be updated in detail, unless this interface flag is set to ‘None’.

Document Type

The Document Type drop-down on the IN Company Parameters form, Workflow tab.

Select the type of document that the workflow applies to - currently only P-Purchase Order is available.

You can have only one process for each document type.

This field relates to the Process Workflow feature. For more information about the workflow feature , see Process Workflow.

Process

The Process field on the IN Company Parameters form, Workflow tab.

Press F4 to select the workflow process that should be performed on the PO.

Workflow processes are created and maintained using the WF Workflow Process form, which you can open from this field by pressing F5.

You can only select a workflow process that:

  • is associated with the same document type selected in the Document Type field
  • isn't associated with a specific document type
    Note: When a workflow is created in the WF Workflow Process form, it can be associated with a specific document type, or it can be a generic workflow that isn't associated with a document type.

    Click here for an overview of workflow processes.

Active

The Active check box on the IN Company Parameters form, Workflow tab.

Select this check box to apply this workflow when creating new purchase orders.

This field applies to the Process Workflow feature. Click here for an overview.

Notes

The Notes field on the IN Company Parameters form, Workflow tab.

Enter any notes about the workflow process.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.