The Tracking Inquiry form provides a way for users to examine an item's activity in varying degrees of detail and for either on-hand or committed quantities. Begin by entering or selecting an item using the Item drop down. Some summary information regarding the item's current status is displayed for reference (on-hand, current costs, etc.). Summary quantities are always displayed relative to the item's BASE unit of measure. The sign (+/-) of the quantity does not always reflect how that quantity affects on-hand. For example, "charge return" type documents have a positive quantity, but increase on-hand whereas a credit sale would be reflected as a negative quantity and also increase on-hand. Pricing and Cost summaries are displayed using the item's PRICING unit of measure. Quantities and price/cost figures may be reflected using a different unit of measure and may not match the original document's units of measure.

On-hand Tracking

Once populated, the grid lists tracking records in descending order by date and time. The most recent transactions are listed first (at the top of the grid).

Remember it's possible to double-click on any document # listed in the grid to view the transaction in the Document Viewer.

You may notice that there are two (2) columns that are not labeled in the grid, each one appearing next to the Quantity and Price/Cost columns. In many cases, these columns will be blank; however, an asterisk (*) is displayed when the document's Units of Measure (UM) don't match the measures displayed in the summary area of the form for the item. The asterisk is only used for the following documents and situations:

•For a receipt, an asterisk is displayed next to the quantity when the quantity UM on the receipt is not represented in the same UM as the item’s BASE UM.

•For a receipt, an asterisk is also displayed if the receipt’s cost UM is not the same as the item’s Receiving UM.

•For a transfer (in or out), an asterisk is displayed when the transfer quantity UM is not the same as the item’s BASE UM.

•For a sale (invoice), the asterisk is displayed when the item’s "entered price" UM is not the same as the item’s PRICING UM.

Committed Details

This view displays all documents for the selected item that are committing quantities. These may be customer orders, pending transfers, or work orders (manufacturing). In this case, no date range is considered, so all documents that are committing quantities are listed.

Functions

Use the Next (F1) function to view the next sequential section or group in the tree listing (based on the last selection made). The Totals (F5) function can be used to toggle the form display between either price and cost information or transaction totals. The Select (F8) function can be used to filter the tracking grid based on transaction type (excluding document types can cause the on-hand figures no longer be accurate). The Cancel (F9) function clears the form of any selections but leaves the form open. The Exit (F10) function closes the form window. Process (F12) populates the grid with tracking documents based on the user's selections.

Totals (F5)

The Totals (F5) function toggles the upper area of the form replacing both the price and cost summaries with quantity counts for the selected item by transaction (document) type. A "net total" for all activity is provided for the selected range as well. This replaces the default price and cost displayed above the grid. The net total will add or subtract quantities based on whether they resulted in an increase or decrease on-hand. Note: Individual transaction totals are listed as positive numbers regardless of whether or not they increase or decrease on-hand quantity.

Totals for committed quantities are also available. This displays the totals for customer orders, pending transfers, and work orders (manufacturing).

Select (F8)

If you want to limit the inquiry to specific types of documents from the on-hand tracking, you can use the Select (F8) function to choose the types of transactions to include when populating the grid with the item's activity. Choices include: receipts, adjustments, physical counts, transfers in/out, manufacturing, sales, returns, and open tickets. For accuracy, ALL document types are included by default. Excluding any document types can cause on-hand figures to no longer be accurate. The Select function is not used or applied for the Committed tracking option.

Use the Select All (ALT-S) or Clear All (ALT-C) buttons in the form to quickly mark or clear selections. Choose Accept (ALT-A) to finalize the selections or Cancel (ALT-C). If changes have been made to document selections after item entry, it is necessary to choose Process (F12) in order to apply those changes.