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Introduction

This document provides instructions for entering transactions performed for parts.

Procedure

From the Optifacts Main Menu:

Select Option 12 – Frame Parts Inventory and press Enter.

Select Option 1 – Editor Utilities and press Enter.

Select Option 2 – Transaction Entry and press Enter.

The Transaction Entry screen is displayed.

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• Category - Press "P" for Parts and press Enter.
• Enter the Sales Rep or Warehouse Number.

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Transaction Type

• Enter the appropriate transaction type.

A-ADJ – Adjustment - The quantity entered here is stored as the quantity on hand in Optifacts.

I-Inc Adj – Increment Adjustment - The quantity entered here will either add to (if positive number) or subtract from (if a negative number) the current quantity on hand in Optifacts.

B-Brk – Breakage - The quantity entered here gets stored as breakage in Optifacts.

S-Short – Short Order - To order a non-stocked or stocked part with no Usage, you can choose a Short entry here.

R-Recpt – Receipt - When entering a Receipt, if the new cost of the part has gone up, enter the transaction units and the total cost in transaction dollars. Optifacts divide the two and update the Next Vendor Cost in the parts inventory table, so the new cost is used in the average when updating the unit cost.

• Receive Type - There are four types of receipts that you can do:

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R – Normal Receive

• An entry gets stored with a transaction type of "R."
• Prompt for a transport cost. Enter the cost, and get distributed among all products using Average Costing.
• Prompt for a supplier code. Enter the code. This code needs to have been set up in the Supplier Billing table through menu options 3-16.

G – Customer Return

• An entry gets stored with a transaction type of "G."
• Prompt for a transport cost. Enter the cost, and is distributed among all products using Average Costing.
• Prompt for a supplier code. Enter the code. This code needs to have been set up in the Supplier Billing table through menu options 3-16. The account number needs to be set up in the ar_xml table through menu options 3-1-13.

X – Receive from another Warehouse

• An entry gets stored with a transaction type of "X."
• Prompt for a transport cost. Enter the cost, and get distributed among all products using Average Costing.
• You must enter a Transfer number sent from the originating warehouse.

N – Return on Borrowed Instrument

• An entry gets stored with a transaction type of "N."
• Enter the account number when prompted. The Account Number needs to be set up in the ar_xml table through menu options 3-1-13.
• Prompt for a transport cost. Enter the cost, which gets distributed among all products using Average Costing.

U-Usg – Usage

• An entry gets stored with a transaction type of "U."

K-Adjust Order

• An entry gets stored with a transaction type of "K."

T-Transfer - Transfer

• An entry gets stored with a transaction type of "T."
• A transfer number is assigned automatically to this transaction.
• A message is displayed reminding the Operator to give this transfer number to the receiving party.

C-Cancel - Cancel

• Whatever amount entered here is taken away from the quantity on hand in Optifacts.

Procedure:

L-Loan – Loan

• When choosing "L," you are prompted for a "Holding Warehouse" and the "Borrowing Account number."

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Tray/Order #

• A reference number is auto-generated and populates the Tray/Order# field. This number is for tracking the orders in the background. The account number, SKU number, and serial number can also be used to track these entries.
• If the customer purchases the instrument after the 3 months, you should process an invoice in the stock pricing screen from the "holding" warehouse.

Note: Optifacts records a sale for the holding warehouse and not the originating one.

• If the customer returns the item instead of purchasing it, process a return for the instrument by choosing R-Recpt and then N-Return on Borrowed Instrument.
• A prompt for a serial number always displays on a "Loan" transaction.

Note: When the part set up, the Operator can choose: Always prompt for a Serial number, Serial number is optional, never prompt for a serial number.

Default Quantity / Transaction Unit

• For parts that have a serial number entered, the transaction units must be 1.

SKU or Description

• Enter or scan the SKU number. Alternatively, you can search by description.
• Continue to follow the on-screen prompts to complete the transaction.

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To view and, or download these instructions as a PDF file, click on the following document image.