Maintain Store & Section Definitions {FPMM-22}

The ITS PM Subsystem can handle any number of stores. Stores are typically established on each campus, and more than one store can be established on a campus to cater for different types of materials.

Within a store a number of sections can be defined; typical sections could be "paint", "timber" etc.
Every item that is defined as a store item under option {FPMM-23b1} must be linked to a store and a section under option {FPMM-23b2}.

This option allows the user to define the details of the stores and sections at the particular institution.

Fields in the option:

Block 1: Store Definition

The definition of a store requires the following information:

Field	Type & Length	Description
Code	A2	A code by which this store will be identified on the system.
Name	A40	The full name of the store.
Short Name	A10	The shortened version of the store name will be used on screens and reports where space is limited. The first 10 characters of the store name will default to this field, and may be amended.
Over/Under GLA	A4+A8	The GLA against which the possible profit or loss made by a store will be debited/credited. When a Cash Sale is made, the system automatically increases the unit price of the item with a specified percentage. This action results in a recalculated unit price and a "profit" on the sale. The option for Cash Sales, {FPMO4-1}, will therefore generate one additional transaction which will allocate the profit/loss to an "Over/Under" GLA. General Ledger Allocations are defined in option {FCSO-6}. On the <COMMIT> of cash sales, the system will generate the following transactions: Dt - Petty Cash GLA { With the Unit price, before the Cr - Stock GLA { calculated mark-up was added } Dt - Petty Cash GLA { With the calculated Cr - Overs/Unders GLA { mark-up amount }
Printer	A20	Specify the Printer Name (as define in option {GPRT-1b1}) of the default printer for this store. The system will direct all automatically generated printouts like Issue Vouchers and Credit Requests to this printer depending on the Printer Functions as define in option {GPRT-3}. To query a section definition, the store definition must be queried first and then the user can query the section definition.
E-mail	A60	The default store e-mail address use by the finance iEnabler to notify store user of approved user request for store items. Setup for this is done on (GROU-1) FREQ to route mails to the store form which the items must be issued.
Default Issue Price Indicator	A1	Indicates the price that will default on a credit sales issue for items in the store. The valis valus are Weighted Average Cost Sales Price

Example:

Block 2: Section Definition

The definition of a section within a store requires the following information:

Field	Type & Length	Description
Code	A2	A code by which this section will be identified. (It will be useful to select the code in such a way that it cannot be confused with the Store Codes).
Name	A40	The full name of the section.
Short Name	A10	The shortened version of the section name will be used on screens and reports where space is limited. The first 10 characters of the section name will default to this field, and may be amended.
Stock Movement GLA	A4+A8	The General Ledger Allocation of the Stock Movement Account. This account records all movements of stock received, sent back to the supplier, invoiced and credit notes and the net result of this account reflects the items received into stock but not yet paid for.
Stock GLA	A4+A8	The General Ledger Allocation of the Stock Account, and which records only ACTUAL stock movements.
Petty Cash GLA	A4+A8	The General Ledger Allocation of the Petty Cash Account for this store, and which records all "CASH" sales and purchases.
Sales GLA	A4+A8	The General Ledger Allocation used to record the stock sales transaction when stock items are sold for cash or on credit.
Cost of Sales GLA	A4+A8	The General Ledger Allocation used to record the cost of sales transaction when stock items are sold for cash or on credit.
Contact	A30	The name of the person who is responsible for this section. Note: Sections are linked to particular stores. The particular store's detail must be displayed in Block 1 when the Sections of that store are created. Report {FPMMR2-21}, "Store/Section Definition", will list the above information.

Example:

Block 3: Maintain Item Location

This block will only be visible if the SOD (LV/PM) - Item Location Structure Validation Active is set to 'Y'. If set to (Y)es the store location linked to an item {FPMM23-b2} must in exist in this option.

The definition of a section within a store requires the following information:

Field

Type
&
Length

Description

Store

An item must be linked to a particular Store, and the position in that store must also be defined. An Item code can only be linked to a store code once. Use the <LOV> to select the Store as defined on block 1.

Short Name

A10

This field display the Short Name of the Store as defined on Block 1.

Section

The section within the above Store must be entered here. Use the <LOV> to select the Section Code as defined on block 2.

The layout of a store and the sections within the store may change from time to time or may be created incorrectly. Should it be required to change the section of an item within a store, the section may be changed provided that that the in stock and on order quantities is zero (0).

Short Name

A10

This field display the Short Name of the Section as defined on Block 2.

Row, Rack, Shelf, and Bin

A1, A1, A1, A1

The exact location of this item in the Store must be defined here. The "Row" field is mandatory, whilst the other three are optional if the item is not linked to a function. The combination of rack, row, shelf and bin is unique per store and item and combinations containing null values constitute valid store location that may be linked to item. The following example illustrates valid combinations for a row A and rack / shelf / bin a .

Row	Rack	Shelf	Bin
A	null	null	null
A	a	null	null
A	null	null	a
A	null	a	null
A	a	null	a
A	a	a	null
A	null	a	a
A	a	a	a

If all four location fields are used, users should do careful planning and consider the following:

An alternated mix of alpha/numeric values

For example:
Row = A to Z
Rack = 1 to 9
Shelf = A to Z
Bin = 1 to 9
This convention offers a less confusing reference for reports and other documentation.

The user should further take note of the limitations of each range and the layout of the store, for example:

Rows Are there are more than 9 rows of racks in the store
Rack Refers to the front and back of row, thus < 9
Shelf Refers to the horizontal sections (Length)
Bin Refers to the vertical section (Height). Consider numbering from the floor for expansion at the top.

Example: Store Layout Numbering

Active

Is this Store Item Active or Non-active? If this indicator is set to Non-active, the system will not allow processing of this item.

Count Used

Indicates the number of items linked to the store location i.e number of items linked to the row.

Example:

Block 4: Personnel Agent Store Codes

Agent may be involved in the distance eduction registration process.This screen is used to link a agent to a store should the agent be required to keep and issue study material.

Field	Type & Length	Description
Personnel Number	N9	The personnel number of the agent.
Title	A5	Displays the agents title as defined in the personnel system.
Initials	A6	Displays agents intitials as defined in the personnel system.
Surname	A30	Displays agents surname as defined in the personnel system.
Store Code	A2	The store code of the store the agent is linked to. A agent can only be linked to a single store.

Example:

Processing Rules
Block 1 On changing the profit and loss GLA on the first block the program validates that all cost centres on the store definition belongs to the same VAT registration. The user is not allowed to commit an Over’s / Under GLA where the VAT registration differs from the VAT Registration on the GLA’s on the store section definition. The program further warns the user to check historic transaction profits or losses as the over GLA is changing. Block 2 On changing a GLA in block 2 the program validates that all cost centres on the store definition belongs to the same VAT registration. The user is not allowed to commit an GLA where the VAT registration differs from the VAT Registration on the other GLA’s on the store section definition.

Processing

Rules

Block 1

On changing the profit and loss GLA on the first block the program validates that all cost centres on the store definition belongs to the same VAT registration. The user is not allowed to commit an Over’s / Under GLA where the VAT registration differs from the VAT Registration on the GLA’s on the store section definition. The program further warns the user to check historic transaction profits or losses as the over GLA is changing.

Block 2

On changing a GLA in block 2 the program validates that all cost centres on the store definition belongs to the same VAT registration. The user is not allowed to commit an GLA where the VAT registration differs from the VAT Registration on the other GLA’s on the store section definition.

Date	System Version	By Whom	Job	Description
29-Jan-2007	v01.0.0.0	Charlene van der Schyff	t134635	New manual format.
02-May-2007	v01.0.0.0	Charlene van der Schyff	t134635	Change menu option FPMO-22 to FPMO4-1 a.p Amanda Nell
12-Sep-2008	v01.0.0.1	Marchand Hildebrand	t152121	System Owner Proofread changes
14-Jul-2009	v02.0.0.0	Marchand Hildebrand	t158613	Add the sales price to be used with credit sale issues from stock
22-JUN-2011	v02.0.0.1	Marchand Hildebrand	t174257	Add the default store e-mail adress
09-Apr-2013	v02.0.0.2	Brilliant Tleane	t189973	Add New Block "Maintain Item Location"