1. Distribution Deep Dive
Ian Richardson BA CPA CGA
Colin Pich CPA CGA

2. Distribution Deep Dive
Agenda
Link a Sales Order to a Purchase Order
Allocation
Effects of allocation on a stock count
Stock count with serialized items
Barcoding
VBA Stock Count Tool
Using Smartlist
PO Creator
Distribution Deep Dive

3. Change Session Name In Master Slide
Link a SOP to POP
To purchase shortages of items on a Sales Order
After entering in an order in Sales Transaction Entry go to Actions  Purchase to link a Purchase Order to the Sales Invoice
Opens the Purchase Order Preview window
Change Session Name In Master Slide

4. Purchase Order Preview Window
Tabs:
Vendor – shows vendor information
PO – choose vendor, PO Date and Shipping Method
Item – change cost, required date or add a comment
Sales – shows the Sales Order that was created
Distribution Deep Dive

5. Distribution Deep Dive
Linked SOP
Created link between the Sales Order and Purchase Order
Identified by link icon in the Qty Ordered column of the Sales Order
Deleting the Link
Link must be broken to void either document
Click on the link icon next to the yellow triangle
Opens PO Commitment for Document window
Click the Delete button to break the link
Distribution Deep Dive

6. Financial Reporting Tools
Link PO to SOP Demo
Financial Reporting Tools

7. Distribution Deep Dive
Allocation
An amount of portion of a resource assigned to a particular recipient
Allocating an inventory item means that the item is no longer available
Distribution Deep Dive

8. Distribution Deep Dive
Allocation
When the quantity allocated is different from the detail records it is time to reconcile the inventory item
As with any maintenance task you should have a current back up prior to running reconcile
Reconcile in this order
Sales Order Processing
Purchase Order Processing
Inventory
Distribution Deep Dive

9. Distribution Deep Dive
Allocation
Reconcile
When quantities are reconciled, the quantities recorded for the item will be reset to match purchase receipt and serial number or lot number quantities. Purchase receipts won’t be removed during the reconcile procedures.
Item quantities for unposted transactions are included in the reconciliation.
Distribution Deep Dive

10. Distribution Deep Dive
Allocation
If you use multiple bins
Keep in mind that allocated quantities for bins are not reconciled to the allocated quantities for the site, instead they are reconciled to the allocated quantities in unposted transactions
Why?
Items can be allocated at the site level before being allocated at the bin level
Drop ship PO’s have their own reconcile quantity so do not reconcile toward the on order quantity
Distribution Deep Dive

11. Distribution Deep Dive
Allocation
Reconciling items with Serial or Lot Numbers
If serial number or lot numbers are missing they will be added during the reconciliation process
You will have to determine which physical serial number was missing from the system and do an inventory adjustment to remove the system generated number and add in the correct number
Distribution Deep Dive

12. Distribution Deep Dive
Allocation
Allocations affect stock counts
In English
By allocating the inventory you have told GP that the inventory exists. The result of a stock count cannot take the quantity on hand lower than the quantity allocated
Distribution Deep Dive

13. Financial Reporting Tools
Allocation Demo
Financial Reporting Tools

14. Distribution Deep Dive
Stock Count
Serialized Items with negative variances
In inventory control you likely have turned on
Use Existing Serial / Lot Numbers Only on Decrease and Transfer Transactions.
This setting ensures you have assembled or bought a seral or lot tracked item prior to moving it. Thus ensuring costing is correct.
Distribution Deep Dive

15. Distribution Deep Dive
Stock Count
Where this will cause issue is if you count Serials 3 4
So you need a variance of negative 1
But GP thinks that you have serial 1 2
Distribution Deep Dive

16. Financial Reporting Tools
Stock Count Demo
Financial Reporting Tools

17. Distribution Deep Dive
Bar Coding
Use Smartfill to look up bar codes on an inventory item master field
Item Generic Description
Speed up data entry at sales
Speed up data entry at stock counting
Use a pivot table to calculate quantity counted
Distribution Deep Dive

18. Financial Reporting Tools
Bar Code Demo
Financial Reporting Tools

19. Distribution Deep Dive
VBA with Excel
Hey Colin – do you have a tool that will speed up data entry?
Distribution Deep Dive

20. Distribution Deep Dive
VBA with Excel
Stock Counting Tool
Can be used to generate Count Sheets that can be printed.
Can be used to push inventory count from excel into the Dynamics GP Stock Count Entry screen, in the Quantity Counted field.
Also to accompany the Excel Sheet is the Pre Post Stock Count Variance SSRS Report that we will deploy.
Cost shown will be current cost which is not necessarily the cost of the variance (FIFO)
Distribution Deep Dive

21. Financial Reporting Tools
Excel Demo
Financial Reporting Tools

22. Distribution Deep Dive
Smartlist
Negative Quantities
Consider effects of negative quantities on month end inventory balancing.
Indication of PO’s not received
Vendor invoice through a/p rather than PO’s
We now get an error in A/P if a vendor has an open PO against it
Distribution Deep Dive

23. Distribution Deep Dive
Smartlist
Are your costs reasonable?
Can use the field comparison tool on the SmartList Search window to compare Selling Price to Current Cost to see if you are selling any items below cost.
Distribution Deep Dive

24. Financial Reporting Tools
Smartlist Demo
Financial Reporting Tools

25. Purchase Order Creator
Site ID – values set for each Site ID item combination
Order Point Quantity
Includes Safety Stock
Quantity an item is reordered at to maintain desired stock
Reorder = 10, 8 in stock, order generated is 2
Order up to level
Order point quantity + the amount you choose
AKA target inventory
Safety Stock
Quantity you want on hand for this item site combination
If safety stock > Order Point then you won’t be prompted to buy until quantity reaches order point quantity
Distribution Deep Dive

26. Purchase Order Creator
Set the Primary Vendor for the item site combination
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27. Purchase Order Creator
For each field description no statement is made regarding allocations or back orders
The user can choose on an item by item basis
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28. Financial Reporting Tools
PO Generator
Financial Reporting Tools

29. Distribution Deep Dive
Questions?
Distribution Deep Dive

30. IanR@prophet.ca ColinP@prophet.ca