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The Warehouse Master File (Task 19 in the Inventory module) contains information that prints on the End of Month Status by Location report (WHSEOM – found in the Inventory module, Task 10, Sub-task 2). The following is a summary of changes in the pertinent fields that occur in the Warehouse Master when a purchase order is generated for an item, the item is received into the warehouse, and then vouchered through Vendor Invoice Entry and Editing in the Purchase Order module. The WHSEOM report will reflect the changes in the record, dependent on the status of the order.
Warehouse Master file record before a Purchase Order is entered:
01. Item # 109-7 Pencil BLUE PENCIL
02. Warehouse # 01
03. Qty on hand 5
06. On order 0
13. MTD Qty prch 0
14. MTD Purch $ 0.00
31. YTD Qty prch 0
32. YTD Purch $ 0.00
Warehouse Master file record after a Purchase Order is entered and issued for 250:
01. Item # 109-7 Pencil BLUE PENCIL
02. Warehouse # 01
03. Qty on hand 5
06. On order 250
13. MTD Qty prch 0
14. MTD Purch $ 0.00
31. YTD Qty prch 0
32. YTD Purch $ 0.00
NOTE: Issuing a purchase order for 250 affects only the Quantity On Order field. No other fields are affected. Running the WHEOM report at this point will reflect this record as shown above.
Warehouse Master file record after the item has been received and posted to Inventory:
01. Item # 109-7 Pencil BLUE PENCIL
02. Warehouse # 01
03. Qty on hand 255
06. On order 0
13. MTD Qty prch 250
14. MTD Purch $ 0.00
31. YTD Qty prch 250
32. YTD Purch $ 0.00
NOTE: Committing the receiver put the 250 received into the Qty On Hand, MTD and YTD Qty purchase fields. The On Order field is now zero, since the items have been received and are no longer ‘on order’. The cost related fields (#14. MTD Purch $ and #32. YTD Purch $) are still zero because the cost information has not yet been entered using the Vendor Invoice Entry and Editing function. Also note: At this point, a record exists in the Task #22 - Received Items (no invoice) Master File.
If the WHSEOM report is generated now, it will show a $ Value of zero for the item, and it will show a $ Value (cost) variance equal to the cost of the items received because the invoice from the vendor has not been posted through the system. When closing the inventory module at month end, the $ value of this variance will need to be entered into the cost of goods sold General Ledger account associated with the item, and then be reversed out the following month, after the Vendor invoice is posted – the information for the entry can be also be obtained from the Received Items (no invoice) Master File – Task 22 in the Purchase Order module.
When the vendor invoice is entered and posted, the $ Value variance will be transferred to the $ Value field in the Calculated Net section of the report and the $ value associated with the cost of the items purchased will show in the MTD Purchase $ column of the report.
Warehouse Master File record after the Vendor invoice is entered:
01. Item # 109-7 Pencil BLUE PENCIL
02. Warehouse # 01
03. Qty on hand 255
06. On order 0
13. MTD Qty prch 250
14. MTD Purch $ 1250.00
31. YTD Qty prch 250
32. YTD Purch $ 1250.00
NOTE: The MTD Purchase and YTD Purchase fields now reflect the cost associated with the item and nothing else on the record has changed.