Reset Warehouse YTD Figures

A regular FISCAL year-end procedure in Inventory Control is to clear the year-to-date (YTD) figures from the Warehouse Master file records (Task 19). If this is not done, the YTD and PYR information in fields 28-37 will be made up of both current year and prior year figures. The following discusses how to correct the current year and prior year fields in the Warehouse Master files. The most obvious clue that the clearing of the Warehouse Master was not performed, is the current year-to-date figures in the Warehouse Master file are larger than they would expect, and they do not match other reports.

 For the example (and please substitute the “real” current and prior year when running the programs) the Prior Year is 2014, the Current Year is 2015.

The following steps will move the current year figures to the prior year and set the correct figures in the current year fields.   

Step 1:   This program clears YTD information from the I/C Warehouse Master file.  The information is reset from the P/O Purchased item history, Received items, Shipped items, and O/E Item history , Open orders (Invoiced only), and Invoiced Orders Holding files..

• Inventory Control (Module 5)
  • Special I/C processing menu (Task 25)
    • Reset warehouse YTD figures from O/E & P/O   (Sub-task 16)               

The system prompts for the following:

• Reset YTD, MTD, or Both? [Y,M,B]:   (If resetting the figures is being done in the first period (i.e. January) , use B, otherwise run the program first using Y for Year-to-date, then re-run the program using M for Month-to-date.)
• Please enter
  • starting item activity date

  • ending item activity date:

Enter the dates for the PRIOR FISCAL YEAR, i.e. 010114 to 123114 for the YTD dates and the PRIOR FISCAL MONTH, i.e. 120114 to 123114 for the MTD dates…  this will reset the PYR fields to reflect what is in the various history files (remember to substitute Prior & Current YTD and MTD with the correct years)

Step 2.  Clear the following fields in:

• Inventory Control (Module 5)
  • ​System Management Functions (Task 32)
    • ​Clear Warehouse MTD/YTD Fields (Sub-task 1)

Make the selections as follows:

• Do you wish to clear MTD fields? Y
• Do you wish to clear YTD fields?  Y             
• Do you wish to clear SALES info?   Y
• Do you wish to clear PURCHASE info?   Y (* note: If no is answered to both Sales and Purchases, nothing will clear.)
• Are YOU SURE you want to clear the YTD FIELDS ?   Y

Step 3.   This will recalculate the information needed for the Year to Date (YTD) fields.

• Inventory Control (Module 5)
  • Special I/C processing menu (Task 25)
    • Reset warehouse YTD figures from O/E & P/O                      T

The system prompts for the following:

• Reset YTD, MTD, or Both? [Y,M,B]:   (If resetting the figures is being done in the first period (i.e. January) , use B, otherwise run the program first using Y for Year-to-date, then re-run the program using M for Month-to-date.)
• Please enter
  • starting item activity date:
  • ending item activity date:

Enter the dates for your CURRENT FISCAL YEAR, i.e. 010115 to 123115 for YTD and the ‘current’ month dates for MTD…  this will reset the YTD and MTD fields to reflect what is in the various history files.