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Before you begin using Almyta Control System, you must populate existing “lookup lists.” These lists contain information that you use frequently and that is shared between different modules of the program. Once created, the lists facilitate consistent and rapid data entry as well as easy reference to information in your system. Lists appear in dropdown boxes throughout Almyta Control System.
To pre-populate the lists, follow these steps:
1. Select a heading from the main menu bar (“Inventory,” “Purchasing,” etc.). All lists appear in the bottom section of the dropdown menu.
2. Choose a list you would like to edit—for example, Inventory/Categories.
3. Click the “Add New” button.
4. Type the category description in the “Category Description” field.
5. If you would like this description to appear in the dropdown box whenever you have to categorize an item, check the “Use” box (it is checked by default).
6. If you would like a particular description to head the list in the dropdown box, check the List Top box.
Follow these same steps to populate all the lists you will be using. Some of the lists include more options or require more information than the Inventory Categories list does. Additional fields are included in the description of the various lists found below.
The “Category” field is one way of classifying your inventory. For example, if your business makes pens, you may use “ballpoint,” “felt tip,” “gel writer,” etc., as your categories. If this list is left blank, the category will be listed as “all” for your inventory items.
The center code is another way of classifying your inventory items, by cost center instead of category. Center codes are used for accounting purposes. For example, if you receive the same item from a number of sources, you can use the center code to track the source of each item for cost purposes. Many users of Almyta Control System choose to treat the center code as a secondary category list rather than as an accounting feature.
Almyta Control System tracks each inventory item through negative and positive adjustment codes. Both the positive adjustments (receipts) and negative adjustments (issues) can be viewed at any time on the screen as well as in a report. Negative adjustments—for example, “Transfer to Other Warehouse” or “Warehouse Shipping Order”—represent any instance when an item is being taken out of current inventory. Positive adjustments—for example, “Returned from Rework”—represent any instance when an item is entering current inventory. When creating the “Adjustment Codes” lists, check the “Use in Calculations” box if you wish for this adjustment code to be used in the system calculations.
This list contains the different sorts of packages in which you store your inventory—for example, boxes, cans, and barrels. Package type is a reference-only list. It is not used in any calculations but indicates how items are packaged when they are received and shipped.
This list contains the units you use to measure your inventory—for example, yards, feet, pounds, and ounces. Almyta Control System will also allow an item to be inventoried as feet but ordered in yards. Once you have entered the conversion factors of different units in this list, Almyta Control System will be able to convert units of measure automatically. See Chapter 5—Inventory for more information on how these are used.
This list is necessary only if you will be using repair orders in Almyta Control System. In addition to “Use” and “List Top” options, you may select “Log Event” if you wish for the event to be recorded in the history log of the item.
This list allows you to get full use of all your warehouse space by tracking the locations and their contents. After entering the location ID, enter a description in the “Description” field and select “Hold” if you wish for items in this location to always be on hold. If using multiple warehouses enter the physical locations for each warehouse.
Information about your suppliers, their addresses, and payment terms is contained in this list.
Depending upon your individual operation, ship via can mean
two things to you. This list is primarily used for the type of transportation:
railcar, truck, or overseas container. You may add specific carriers for
shipping purposes under “Carriers” (found under “Shipping” in the main menu
bar).
Shipping manifests, or bills of lading, are available at http://systems.almyta.com as custom add-ins.
The “Payment Terms” list contains information regarding discounts and payment deadlines. Enter the term of payment in the “Term” field and the number of days in which the order must be paid in the “Days” field. In the “Disc. Days” field, enter the number of days a discount will be available to you if you pay early. Enter the amount of the available discount in the “Discount %” field.
The “Suppliers’ Catalog” list should be populated with the suppliers from whom items are bought and the items that are bought from them. It also contains lead-time, price, and the supplier’s unique item number. Setting up the suppliers’ catalog is optional. It is very useful to set this up if your item ID number differs from the number assigned to the same item by your supplier. Keep in mind that before you set up your suppliers’ catalog, you must set up your “Item Master” List (Inventory/Item Master List) and your “Suppliers” List (Purchasing/Suppliers) by entering into those lists, respectively, the kind of items you deal with and the suppliers you buy from.
You can access this catalog from a few locations in Almyta Control System. The route you take to access the catalog will alter the information that is displayed.
From the main menu bar, select “Purchasing” and “Supplier Catalog.” This route will display the full catalog. From the Item Master List, click the White Page button next to the Supplier field. This will display only the entry in the supplier catalog for the item on the master list that you are viewing.
If you are creating a new purchase order, after specifying a supplier, you can click the notebook icon next to the “Supplier” field. This will display all entries in the supplier catalog that come from the supplier you selected on the order.
Term Agreements or contracts go to this list. If you have a commitment to buy part A from supplier Z, add a record to this list, enter the term number (T) and description, select supplier Z in the list, and specify an expiration date. In the Supplier Catalog create a new record. Select supplier Z, part A, Terms T. This will allow generation of correct purchase orders.
The “Work Order Types” list is used to store descriptions that will be attached to work orders describing the work that is to be done.
A carrier in Almyta Control System is the name of the company carrying the freight, regardless the type of transportation. Be sure to complete the “Type” field so that the carrier will appear as an option when shipping. A carrier’s type indicates which transportation method (“ship via”) the carrier uses.
You can store the names and addresses of your customers in
this list. You need to add each address that you will bill or ship to in this
list. Once you have added all the addresses, you can link certain bill to and
ship to addresses. At the bottom of the “Customer Header” tab of the
“Customers/Contacts” list are the words “This address is a ‘Ship to’ location
of this company (Bill to).’” In the dropdown box to the right, select a billing
address that corresponds with the shipping address you have just entered. Keep
in mind that only addresses that you have already entered in the
“Customers/Contacts” list will appear in the dropdown box. It is possible that
one billing address will be linked with more than one shipping address. If this
is the case, when you complete a shipping order, all the shipping addresses
linked with the billing address that you enter will appear in the dropdown box
as options; however, only the shipping addresses for the particular company
will appear. If you choose not to link billing and shipping addresses, all the
addresses that you enter on the “Customers/Contacts” list will appear as
possible shipping addresses in the “Shipping Order” dropdown box.
This is the same list as that under “Purchasing” (entered earlier). The types of transportation from the “Purchasing/Ship Via” list will already be under “Shipping.” If you need additional types for outgoing transportation, use the procedure already listed for creating lists to add more options to the “Ship Via” list.
The system-related lists are found under “System Related
Lists” under “System” on the main menu bar.
Under “[your company name] Information,” you can add as many addresses for your company as you need. There are four check boxes on the right side of the screen: “’Bill To’ Address,” “’Ship To’ Address,” “This Location,” and “Warehouse.” You can use the boxes to set certain addresses as default addresses for certain fields. For example, if you mark one address as your billing address, this address will automatically appear on forms as your company’s billing address. (Keep in mind that you can always edit this on a particular form if necessary). If you only have one location, check all options. If you are using the “Multiple Warehouse” feature of Almyta Control System, you will need to enter all of your warehouses in this list.
On this screen, you can add fiscal months if necessary. You can also overwrite any date or quarter on the screen if you need to change information.
You can enter various memos into Almyta Control System so they will always appear and print on your supplier information, purchase orders, customer information, invoices, and shipping orders. After entering your memo, choose which areas of the system you want the memo to apply to. For example, if the memo pertains only to shipping matters, choose shipping. If you want to be able to attach the memo to any form, select all of the areas listed.
If an inventory item that your operation will be making or distributing is to have a warranty, you can input information about the warranty in list form. Be sure to make the identification one that will be recognized because the policy ID will be what shows on the Item Master List.
Almyta Control System allows you to store a list of customers and their lines of business. This reference can then be included on the shipping order.
This list stores the sales taxes that pertain in the various locations that you ship to/buy from.
Follow these procedures to make a selection from the dropdown box:
1. Click the down arrow located on the right of the field that you want to place a value in. The dropdown box displays.
2. If the list is more than a few items long, there will be arrowheads located within the scroll bar on the right side of the dropdown box. Click on the arrowheads to scroll up and down within the dropdown box.
3. Left click an item from the dropdown box to enter it into the field.
Figure 3.1 - Using a Dropdown Box
You can print your complete list by selecting “Lists” under “Reports” on the main menu bar and selecting a list from the dropdown menu that appears. See Chapter 14—Reports for more information on the reports available in Almyta Control System.