Enter Pre-Posting, Inventory Receipt

Explanation

Whenever a financial transaction takes place in the system the postings concerning it are created by the predefined posting types and rules defined in IFS/Accounting Rules. This means that you do not have to do anything manually as long as you have defined your rules correctly.

However, sometimes you want to decide a code part value, depending on specific information, i.e., you choose not to decide a rule for this code part for all posting types affected or it is not possible to decide a rule. In these cases, you can define a pre-posting which will not allow you to proceed with the inventory receipt until a relationship is established between the code part and the inventory part line. The code part value that you enter as a pre-posting will then affect several postings created for this inventory part. An example of this is when you want to charge a specific Cost Center for the inventory parts received.

The postings that will be affected by the pre-posting are generally all postings concerning expenses, revenues, and WIP. This is determined in Business Event/Posting Info where you can see whether a posting for a specific system event is affected by the pre-posting on the inventory receipt, or not. Note that pre-posting will generally not affect the inventory cost postings (M1 posting). Pre-posting will be used when posting transactions registered for non-inventory parts, no-number parts and eventually overheads. An exception to this are transactions related to material connected to a project.

Basic financial data and sets of rules for IFS Applications are managed in the IFS/Accounting Rules. Besides the regular rules you also have to define whether you want to use the pre-posting functionality in IFS/Accounting Rules. This is done by entering a specific posting type for each order type (see Prerequisites) and what code parts for which it should be possible to enter pre-posting.

Prerequisites

• In Posting Control, you must define which code parts should be affected by pre-posting. Add the posting type M111, Pre-Accounting for Receipt into Inventory. You also have to specify a control type using the List of Values.

System Effects

A relationship is established between the code part and the inventory receipt line. The code part value that you enter as a pre-posting will then affect several postings created for this inventory receipt line. The postings that will be affected by the pre-posting are generally all postings concerning expenses, revenues, and WIP.

Window

Receive Inventory Part

Related Window Descriptions

Pre-Posting
Receive Inventory Part

Procedure

Initiate pre-posting for different code parts in IFS/Accounting Rules.

1. Open Posting Control and add a new record.
2. Enter the posting type M111.
3. Enter the code part for which you want to use pre-posting or use the List of Values.
4. Enter the appropriate control type or use the List of Values.
5. Save when completed.

Enter pre-posting when receiving inventory part:

1. Open the Receive Inventory Part window and query for the required part.
2. In the Received Qty field, enter the received quantity. If you want to use another inventory location, create a new record and enter the quantity and inventory location.
3. If the part is catch unit enabled, enter the catch quantity you have received.
4. Optionally, you can enter the expiration date.
5. If you have chosen to indicate a location other than that displayed, you can enter the W/D/R number.
6. Save your changes.
7. On the Pre Posting dialog box that appears, enter a value or select one from the list for the relevant fields.
8. Click OK.

If you do not have a defined standard cost for the part or if the part is set up with Zero Cost Only, you must manually define the cost structure for the part. This should be done in the Define Cost Structure dialog box that opens upon saving the line.

To define the cost structure, follow procedure in Option 1 or 2. The Define Cost Structure dialog box will re-appear once for each line that you have entered on the Receive Inventory Part window:

• Option 1:

1. As the Define Cost Structure dialog box appears, a cost structure will be suggested and displayed by default. The suggestion is based on the inventory part unit cost or the last inventory transaction, and dependent on the inventory part cost level setting on the Inventory Part/Costs tab. If you want to use the suggested cost structure, skip over to step 6. If not, continue from step 2.

Note: The first time a part is received, the dialog box will not show a suggested structure.

2. If required, update values in the Cost/Unit fields of existing lines.
3. Click Remove to remove any unnecessary lines.
4. To add a new line, click the New. Click on the Cost Bucket ID field and select a suitable cost bucket from the list of values.
5. If you using cost details, enter suitable values in the Cost Source ID and OH Accounting Year fields.
6. Enter a value in the Cost/Unit field.
7. Repeat steps 4-6 and enter as many new cost detail lines as required. Note that you should always maintain at least one line with a material type cost bucket in your cost structure.
8. Click OK.

• Option 2:

1. Click Split Cost.
2. In the Split Costs into Details dialog box that props up, enter a value in the Total Unit Cost field.
3. Click OK. The total cost will be split up into cost detail lines in accordance with the settings in IFS/Costing.