Inventory

Inventory Posting Guide
Overview
The BilTAY Teknoloji SCIENTA system has a very comprehensive inventory system that can support organizations of all sizes. All inventory is stored in bins, and each warehouse can have an unlimited number of bins, and each company can have an unlimited number of warehouses.
Please review the screens in the "Inv" tab in the demo system for more Inventory related functions and screens.
Posting Overview
All of the posting within the BilTAY Teknoloji SCIENTA Application is done through the use of stored procedures. The stored procedures are passed accounting documents and are then reviewed by the posting procedures to make sure all of the data necessary is accounted for and then the procedure updates the proper accounts in the system.
Stored procedures within the system are designed to be as autonomous as possible, so the same procedures that are called right after a user enters an order for example can also be used, for example, to post EDI Documents automatically without user intervention.
Inventory by Warehouse Table
The central location for all item inventory information is the Inventory By Warehouse table. It is very important that you take the utmost care and test a lot when you adjust any code that affects this table or your systems inventory can be adversely affected.
Inventory Costing
 
BilTAY Teknoloji SCIENTA handles FIFO, LIFO, and Average costing methods.
You are allowed to select one of these costing methods as the default costing method of your inventory.
Most companies use FIFO costing to manage their inventory. Our system tracks all three inventory costs per item, but only posts the costing you select as your default to the General Ledger.
Of course, we store all of the Order Information, Invoice information, and all of the Purchase Order Information in the system, so you can implement any kind of costing method you like if these three regular methods don't appeal to you.
Defining Inventory Costing in the system
You can set the system's default costing method in the "Companies" table. The field that holds the value is "DefaultInventoryCostingMethod" and the values for the field are "F" for FIFO (System Default), "L" for LIFO, and "A" for Average. "O", "E", and "C" are reserved for future use, but you can use any other letter to define custom costing methods within the system.
 
Costing is calculated using the InventoryLedger table in the system. This table is updated with every inventory transaction and all proper related costs are updated as well.
Inventory Assemblies
The BilTAY Teknoloji SCIENTA has a simple system for managing inventory assemblies. Here is how assemblies are handled in the system::
For example, here is a simple assembly:

This Assembly makes Item:
Teddy Bear
So to assemble this item, first check to make sure you have all of the necessary parts in stock, and then take the amount of this item to make, and then debit the assembly items from inventory, so you debit 1 bear body, 1 beat hat, 2 bear shoes, and you credit to inventory 1 teddy bear, all for the warehouse that the items come from. All of the items must be in the same warehouse. If they are not in the same warehouse, use the Warehouse Transfer to get the items together.
The costing of the items for the assembly also needs to be adjusted. The cost of the item teddy bear is equal to the cost of the items, times the amount of each item used in the assembly, plus the additional labor cost, so the cost for the teddy bear would be:
bear body cost, times bear body parts in assembly (1) , plus the labor cost for the assembly
bear hat cost, times bear hats in assembly (1) , plus the labor cost for the assembly
bear shoes cost, times bear shoes in assembly (2) , plus the labor cost for the assembly
The final cost should then be calculated and put into the proper FIFO, LIFO and Average cost fields if need by. Remember that the cost that gets posted to the GL is the default cost method in the companies table.

Inventory Serial Number Processing
The BilTAY Teknoloji SCIENTA System supports serialized inventory and lot numbers.

Inventory By Warehouse
This is where you record your company's inventory by warehouse.

Items  

Inventory Items
This is where you enter your company's inventory items.

Item Types
The Item Types screen displays a list of all the types of Inventory Items in the BilTAY Teknoloji SCIENTA system. This table is used by the system to classify the types of Inventory Items that the company has.
The Item Types screen can be accessed from the Inventory menu. The BilTAY Teknoloji SCIENTA system comes shipped with basic Item Types that are suitable for most businesses. During the Setup and Installation process, and as one of the items on the Setup Checklist, it is recommended that this screen be reviewed to ensure that the Item Types entered meets the way your company does business.
Additional Item Types can be entered by clicking the New button and entering data in the following fields:
Item Type ID: Enter the Type of the Item. For example, if the Item is is a normal stock item, then Stock would be entered for the Item Type ID.
Item Type Description: Enter the description of the Item in this field. This description can be longer then the Item Type ID but should not be too long.
When you are finished, click OK to close the screens.

Inventory Item Families and Categories
This is where you can enter inventory according to families and categories.  At this screen you can record, manage and categorize inventory by families and categories.

Inventory Adjustments

Inventory Adjustments
The system allows you to enter various types of inventory adjustments to account for changes in your inventory.  This is the screen where you would enter inventory adjustment and track them.

Inventory Adjustments by Types
This is where you would enter the types of inventory adjustments made to your inventory.

Inventory Assemblies

Inventory Assemblies
This is where you enter information about your inventory assemblies.

Inventory Lot & Serial Numbers

Inventory Serial Numbers and Lot Numbers
Inventory Serial Numbers and Lot Numbers can be tracked in the BilTAY Teknoloji SCIENTA System. The following information details how the BilTAY Teknoloji SCIENTA system tracks and maintains serial/lot numbers.
Tracking Serial/Lot Numbers during the Purchasing Process:
1. Beginning with the Purchase Order Process, serial/lot numbers are entered on the purchase order. When they are entered, they are stored in the InventorySerialNumbers table related to the InventoryByWarehouse table. In other words, each warehouse bin can have several records in the InventorySerialNumbers table.
2. When new inventory is received with serial/lot numbers, it is distributed among the inventory bins using the standard method. If all the inventory items cannot be placed into one bin (including the Overflow bin), then the serial numbers are distributed between bins.
3. The quantity of inventory related to a specific serial number is stored in the InventorySerialNumbers.
4. The InventorySerialNumbers primary key contains the PurchaseNumber of the purchase for that piece of inventory.
5. If the serial/lot number in the new purchase already exists in any bin, the new record to the InventorySerialNumbers table is not added. Instead, InventoryQty is adjusted accordingly.
Tracking Serial/Lot Numbers during the Ordering Process
1. When a new order is created, the serial/lot number for the item being ordered is entered on the order. The system then searches the bin selected on the order for the inventory that has the matching serial/lot number. If the corresponding serial/lot number is not found, serial number field is left empty on the order.
2. Inventory is pulled from the inventory bins in the standard method. If there is not enough inventory in one bin to fulfill the order that matches the serial/lot numbers, then the rest of the inventory bins are searched for the corresponding serial/lot number.
3. When the order is posted, the current inventory quantity with the corresponding serial/lot number is adjusted accordingly in the InventorySerialNumbers table for each bin where the inventory is being taken out of.