In this lesson we look into one of the simplest inventory tasks we could think of. It is a real task handled by a test lab of a major copy machine manufacturer. The lab is testing and tuning up next generation copiers. The process consumes a significant amount of copier paper. The lab needs to keep track of all paper consumed by each project (copier) and to make sure that there is always enough paper at its storage room.

In Almyta Company Selector, create a new company with clean data and name it "XYZ Corp Test Lab" (lesson 1 paragraph 2). Open your new company.

Before we can proceed with the business, let's configure the company.

1. Pre-populate the following lists: Warehouse Locations, Categories, Packages, Units of Measure, Positive/Negative Adjustment Codes, Center Codes, and Suppliers. As we learned in lesson 2 paragraph 1, the fastest way is to go to the System/Initialized Data menu. Add a single entry to each list as specified in this table:

List Name	List Entry
Warehouse Locations	BIN-1
Categories	Copy Paper
Packages	Box
Units of Measure	Ream
Positive Adjustment Codes	Depot shipment
Negative Adjustment Codes	Copier X3000
Center Codes	Consumables
Suppliers	ID: CD, Name: Corporate Depot)

Close the Initialize Data screen.

2. To finish with this company setup, we need to add a few inventory items to our company's database. Each inventory item must have its own unique Item ID. The term Item ID is used in Almyta Control System for its generality. Depending on your industry, you are probably calling it Part Number, SKU (Stock Keeping Unit), UPC (Universal Product Code), or something else. To create a new item, go to the Inventory/Item Master List menu. Click on the Yellow Plus Sign button located in the top left corner of the screen and input CP8.5X11 for a new Item ID. Press the Enter key. Input "Copy paper letter size" for the description. Select values for the lists we populated above: Copy Paper for the Category, Box for Package, etc. After you are done, save the record and select "Copy this record into a new one" in the list located at the left-bottom of the screen. Input a CP8.5X14 as a new Item ID. Change the description to "Copy paper legal size".

Close the Item Master List screen.

Now we are ready to proceed with our everyday business.

3. Let's receive some copy paper and put it into our storage room, BIN-1 location.

a) Go to the Inventory/Receive menu.

b) Select "Depot Shipment" for the Adjustment Code. In this lesson we assume that copy paper is being shipped to us by the headquarters' depot. However, you can create as many adjustment codes as necessary.

c) From the Item ID dropdown list select letter size paper CP8.5X11. Use the TAB or ENTER keys to go to the next field. Specify a number of units (measured in Reams) and select BIN-1 for the Location. If you need to keep track of each inbound shipment, modify the receiving Reference to your tracking number. It could be the shipment packing slip number for instance. Otherwise, leave the Reference alone. TAB to the Item ID on the next line and select another item CP8.5X14. Input a number of units and select BIN-1 for the location.

d) If you need a printed copy of your receipt, click the Stowlist button and print the report.

e) Click the Receive button to save your transaction.

It is important to remember that all information on the Receive Inventory screen is kept in temporary files. It is not written into your permanent files until you click the Receive button.

Close the Receive Inventory screen.

4. Let's find the received inventory units. There are many ways of locating inventory units in ACS. We will walk you though a few of them.

a) Click the Footprints button located in the middle of the top toolbar. The Locate and Move screen pops up. Click the View button. On the next screen you should see the received copy paper. This operation shows all units in stock. It seems easy because we have just two units.

b) Go to the Inventory/Locate and Move. You will see the same screen as in a previous example because the footprints button is a shortcut to this menu choice. There are a few fields on the Locate and Move Screen. To narrow the search, you can supply data in one or more fields. Select CP8.5X11 in the Item ID field and click the View button.

c) In the toolbar at the top click the Inventory Item Master List. It is located just left of Yellow Plus Sign button. The Item Master List will appear. In the ID Field (top left), find and select the CP8.5X11 record. Click on the Magnifying Glass button located on the left next to the In Stock field.

d) To print a report with units in stock, go to the Reports/Inventory/Items in Stock Reports menu. You should see the same Locate and Move screen but expanded to the right. Supply a filter to narrow your report, select an appropriate report in the Type and Sort Order (top right), and click the Print button.

Each report in ACS can be previewed on screen or sent directly to the Windows default printer. The default output for the ACS reports is the screen. If you want a report to be sent directly to a printer, select "Printer" before running a report. If you outputted a report to the screen and want to send it to a printer, click the Printer button located on the toolbar (top left) or go to the File/Print menu and print from there. These two commands are different. The toolbar command sends a report to the default printer immediately, whereas File/Print command allows printing only certain pages, changing margins, printers, input/output trays, etc.

5. At the end, let's issue some copy paper and assign it to the Copier X3000 project.

a) Go to the Inventory/Issue menu.

b) Select Copier X3000 for the Adjustment Code.

c) From the Item ID dropdown list select letter size paper CP8.5X11.

d) Specify how many reams you want to issue towards the project.

e) Double-click the Location field and then double-click actual reams you are issuing.

f) If you need a pick ticket, click on the View Pick Ticket button (bottom center).

g) Click the Issue button (screen bottom).

It is important to remember that all information on the Issue Inventory screen is kept in temporary files. It is not written into your permanent files until you click the Issue button.

6. To quickly find out what paper, how much, and when was issued to our Copier X3000 project, go to the Reports/Inventory/Negative Adjustments menu. Select Copier X3000 project in the Adjustment Code dropdown list and click the View button.