Part Ledger

The Part Ledger Report screen is used to generate the 'Part Ledger Report' and the 'Part Ledger Cost Edits Report'.

 

The 'Part Ledger Report' is used as an inventory security safeguard to track and report every change that occurs to the stock quantity of a part number through the Invoicing, Purchasing, or Inventory module.

 

The 'Part Ledger Cost Edits Report' is used to track and report transactions that have had manual edits to any of the all nine cost fields (seven part costs and two core costs).

 

The screen displays with all changes to the stock quantity through sales, purchases, and edited changes in the Inventory module.

 

Menu Path: Reports, Inventory, Part Ledger, Part Ledger Report screen

 

Quick Reporting Options

Part Ledger Report
Reports the Part Ledger Report.


Part Ledger Cost Edits Report
Tracks and reports transactions that have had manual edits to any of the nine cost fields (seven part costs and two core costs).  


The report is available when the 'Audit Part Cost Edits' settings in the System General Setup screen, is checked.  

 

The 'Part Ledger Cost Edits Report' User Security proc controls access to the 'Part Ledger Cost Edits Report'.

 

  • When set to 'Not Visible', the 'Part Ledger Cost Edits Report' button does not display and the functionality is not available. 

  • When set to 'Allow Edit', the 'Part Ledger Cost Edits Report' button displays and the functionality is available. Default is 'Allow Edit'. 

  • When set to 'View Only', the 'Part Ledger Cost Edits Report' button displays but the functionality is not available.

Report Criteria

Location
Filters by the selected store location(s). May be one, multiple or all locations. Click the button to display the 'Browse Locations' window to search for a specific location(s) if multi-store permissions exist. Defaults to the store that the user is logged into.


Note: If assigned to a 'Store Group' that contains more than one location, the 'Browse Locations' window will only allow selection of stores that are part of the store group. If only assigned to a single store and not a store group, the location is set to

'Current' and the button is unavailable; the user is only able to access his default store.


Line Code
Filters by a line code. Click the button to display the 'Browse Line Codes' window to search for line codes. Displays the word 'Multiple' when more than one line code is specified. 


Start Part No/End Part No
Specifies the Start Part Number and the End Part Number to report data by a range of part numbers within a specific line. When only one match is found for the entered part number, the part number is loaded. When multiple matches are found, the 'Available Matches' window displays with all matches. Click the 'Start Part No' and 'End Part No' lookup button to display the 'Find Part' window to search for a specific part number.


When the 'Customer Lookup Stripped Match' flag is checked in the System General Setup screen, only letters and numbers are searched; spaces, special characters and punctuation are "stripped-out" of the search and ignored.


Description 1
Filters by a part number description to report parts with the same description or click the button to display the 'Find Part' window to search for parts with the same description.


Account
Filters by an account number, if an account was selected using the 'Customer Lookup' button. Displays 0, meaning all accounts, if no account was selected. This report can be run for either one account or all accounts.


Customer Lookup
Filters by an account name, if an account was selected. Field is blank if no account was selected; all accounts are reported. Click the button to display the 'Find Account' window.


P/N Code
Filters by an P/N Code(s). Displays the word 'Multiple' when more than one code is specified. Field remains grayed out until a 'Line Code' is selected. Click the button to display the 'Browse P/N Codes' window to search for a specific P/N Code within a specific Line.


Employee
Filters the parts with inventory changes created by the specified employee. Field is blank if no account was selected, meaning all accounts are reported. Click the button to display the 'Browse Employees' window to search for an employee.


Start Date
Indicates the start date and time for the search for reporting purposes. Click the small down arrow to display a calendar. Click the desired date to select. Use the small left and right arrows to display previous/next months. Transactions created or submitted within the date range display.


Automatically populates with the appropriate date when a 'Calendar' or 'Fiscal' option is selected. 


When saving as a profile, using the relative date option is recommended rather than selecting dates from the pop-up calendar. If the profile is saved with a fixed date range, then whenever the report is run using the saved profile, the report’s output always contains the same information for that fixed date range only. If the profile is saved with a relative date range, the dates included are adjusted based on when the report is run.


End Date
Indicates the end date and time for the search for reporting purposes. Click the small down arrow to display a calendar. Click the desired date to select. Use the small left and right arrows to display previous/next months. Transactions created or submitted within the date range display.


Automatically populates with the appropriate date when a 'Calendar' or 'Fiscal' option is selected.


Calendar
Uses Relative Calendar dates, when selected. Works in conjunction with the 'Start Date' and 'End Date' fields. 


Fiscal
Uses Relative Fiscal dates, when selected. Works in conjunction with the 'Start Date' and 'End Date' fields.


Note: Fiscal Periods refer to the most recently completed (closed) instance. 

 

Invoice Modifier
Filters by the parts sold with the specified modifier. 


Modifiers are:

 

  • 'All Modifiers'

  • 'C - Clearance'

  • 'RTN - Resellable Return'

  • 'RC - Return Clearance'

  • 'S - Sell'

  • 'RP - Purchase Return'

  • 'RF - Forward Return'


Status
Reports only the parts with the specified 'Status'.


Options are: 

 

  • 'Not Selected' - Reports parts regardless of whether price was edited at Point-of-Sale. 

  • 'Sell' - Only reports parts where price was not edited at Point-of-Sale.

  • 'Overstrike' - Only reports parts where the price was edited at Point-of-Sale.


Line Type
Filters by a line type, as set in the 'Type' field in the Line Code Entry screen. 


Click the button to display the 'Line Types' pop-up used to select specific line type(s). 


Options are: 

 

  • 'Freight'

  • 'Gift Cards'

  • 'Labor'

  • 'Parts'


Include any 'Line Type' by checking the box(es). Check the checkbox in the header to report all line types. Uncheck the checkbox in the header to deselect all line types.

 

  • When all are checked, 'All' displays in the 'Line Type' field. 

  • When more than one but less than all types are checked, 'Multiple' displays in the 'Line Type' field. 

  • When only a single line type is checked, that type displays in the 'Line Type' field.


Note: Reports both gift cards and merchandise cards when 'Gift Cards' is selected.


Report Pricing
Filters by preferred pricing. 


Options are: 

 

  • 'Avg Cost'

  • 'Cur Cost'


Defaults to the value in the 'Cost at POS' field in the Store Invoice Options screen, 'Standard' tab.


Sort By
Sorts the 'Part Ledger Report' by 'Account #', 'Change', 'Changed By', 'Date', 'Detail', 'Employee', 'Line Code', 'Line Type', 'PN Code', 'Location', 'Modifier', 'Part Number', 'Qty Before', 'Reference', 'Cur Cost', 'Core', 'Time', and 'Total $'.


Sorts the 'Part Ledger Cost Edits Report' by 'After $', 'Before $', 'Changed By', 'Date' (default), 'Description', 'Detail', 'Employee', 'Line Code', 'Line Type', 'Location', 'Part Number', 'Qty Before', 'Qty Change', 'Reason', and 'Time'.


Invoice Ref #
Filters by the parts on the specified Reference Number.


Detail
Filters by invoice transactions based on specific entered details.


Options are:

 

  • 'Edit' - Recalled line items and edited sell quantity
  • 'Multi-Mass' - Multi-Mass Update transactions 
  • 'New' - New changed-over parts 
  • 'Old' - Old changed-over parts
  • 'Qua' - Quantity Adjusted transactions
  • 'ShelfSrc' - Shelf Sourced transactions 
  • 'Undo' - Undo transactions
  • 'Void' - Voided Sales Orders 
  • 'Xfer' - Transfer transactions  


Changed By
Filters by how the parts were changed. 


Options are:

 

  • 'All'

  • 'New Parts'

  • 'Invoicing'

  • 'Reports'

  • 'Purchasing'

  • 'Manifest'

  • 'Supersession'

  • 'Vendor Changeover'

  • 'Part Number Fix'

  • 'Consignment'


Qty Change
Filters on how the change impacted the quantity on hand.


Options are:

 

  • 'All' - Reports both negative and positive impacts to quantity on hand. (Default)

  • 'Increases Only' - Reports only transactions that had a positive impact to quantity on hand (where the 'Change' column contains a positive number).

  • 'Decreases Only' - Reports only transactions that had a negative impact to quantity on hand (where the 'Change' column contains a negative number).


Sort Order
Sorts the report in 'Ascending' or 'Descending' order.

 

Columns Displayed

Limit the reporting by checking specific fields. Default column items are:

 

  • 'Date'

  • 'Modifier'

  • 'Time'

  • 'Change'

  • 'Location'

  • 'Changed By'

  • 'Employee'

  • 'Detail'

  • 'Line Code'

  • 'Account'

  • 'Line Type'

  • 'Reference'

  • 'PN Code'

  • 'Cost'

  • 'Core'

  • 'Part Number'

  • 'Qty Before'

  • 'Total'


Full Screen
Displays a full screen view of the grid located on the lower half of the screen. Available only after the 'Display' button is clicked. 


Number of Transactions
Indicates the number of reported transactions.


Net Quantity Change
Indicates the number of changed transactions.

Grid

Columns displayed are based on the columns selected in the 'Columns Displayed' section. Click on the column heading to sort by the selected column in ascending order. If 'Date' is selected, the date is the primary sort and time is secondary. If 'Time' is selected, time is the primary sort and date is the secondary. For all other 'Sort By' selections, the selected item is the primary sort, date is the secondary sort, and time is the tertiary sort.

 

Date
Displays the date of the transaction.


Time
Displays the time of the transaction.


Loc
Displays the location being reported.


Emp
Displays the employee who created the transaction.


Line
Displays the line code.


Typ
Displays the line type.


PN Cd
Displays the PN Code for the part. 


Part Number
Displays the part number.


Q Before
Displays the quantity before the change.


Mod
Displays the invoice modifier.


Change
Displays the quantity that the transaction was changed by.


By
Indicates the action that triggers writing a record to the Part Ledger, such as 'N (New Parts – editing a part record), 'I (Invoicing)', 'R (Reports)', '(P) Purchasing', and 'M (Manifest)'.


Detail
Displays information about the transaction, if applicable, such as 'Undo' (Undo transaction), 'Void', recalled line item with an edited sell quantity ('Edit'), 'ShelfSrc', voided sales order ('Void'),  multi-mass update ('Multi-Mass'), or transfer ('Xfer').


When 'Inv Adjustment' is selected from the reason code field on the Quantity Adjust screen, the 'Detail' column will report 'Qua', and when the 'Cycle Count' field is selected, the 'Detail' column will report 'CCA'.


Acct
Displays the account number or account code, determined by the 'Use Account Codes' flag setting in the AR Control Setup screen, 'Store Settings' tab.


Ref
Displays the invoice reference number.


Current Cost
Displays the value selected in the 'Report Pricing' field. 


Current Core
Displays the value selected in the 'Report Pricing' field.


When the 'Report Pricing' drop-down selection is 'Cur Cost', the value of 'Core Cost' displays.


When the 'Report Pricing' drop-down selection is 'Avg Cost', the value of 'Average Core Cost' displays.


Total
Displays the total of the sale or the return.


Calculation:
Total = Cost + Core 


Uses the 'Cost / GP % on Part Ledger' cost security proc to report/not report the cost.

Right-Click Menu

Right-click on any line item within the grid to display a list of menu options. Click any option to display the appropriate screen with the line item part number displayed.

 

View In LISA
Displays the LISA Transactions Report screen used to track and report customer sales by part number.


View In PATI
Displays the PATI Reports screen used to report on received items for order analysis.


View Invoice Image
Displays the Invoice Image screen used to display and reprint invoices.


General Part Info
Displays the Main Part Entry screen used to add and maintain part record information.


Part Prices
Displays the Part Price Entry screen used to display profit on the inventory value.


Order / Cost
Displays the Order / Cost screen used to view information from the Main Part Entry and Part Price Entry screens.


UPC Setup
Displays the Part UPC Entry screen used to enter and maintain UPC codes or long EOM numbers for any parts in file.

Part Ledger Report

The 'Part Ledger Report' can be run by selecting 'Preview' or 'Print'. It reports changes to the stock quantity of a part number through the Invoicing, Purchasing, or Inventory module. The report is available in both single and multi-location versions.


The following is an example of the 'Part Ledger Report':

 

 

 
Date Range
Reports the reporting date and time range.

Location
Reports the store number and location.

Sort By
Reports the order that the report results are being sorted.

Trans Date
Reports the transaction date.

Trans Time
Reports the transaction time.

Loc
Reports the store location being reported.

Emp
Reports the employee who created the parts with inventory changes.

Line
Reports the manufacturer line.

Line Type
Reports the specified line type of the part.

PN Code
Reports the PN Code associated to the part.

Part Number
Reports the part number.

Qty Before
Reports the quantity before the change.

Mod
Reports the invoice modifier used in the change.

Qty Change
Reports the quantity that the part was changed by. 

When a Sourced or AutoSourced PO is received into stock, reports the quantity sold to the customer and the balance of the buy quantity received.

When a Shelf Sourced PO is received into stock, reports the quantity received into stock. 

By
Reports by the following options:

 - 'N - New Parts'
 - 'I - Invoicing'
 - 'R - Reports'
 - 'P - Purchasing'
 - 'M - Manifest'
 - 'S - Supersession'
 - 'V - Vendor Changeover'
 - 'X - Part Number Fix'
 - 'K - Package or Unpackage a BOM'

Detail
Reports invoice transactions based on specific user-entered details.

Options are:

 - 'Edit' - Recalled line items and edited sell quantity
 - 'Multi-Mass' - Multi-Mass Update transactions 
 - 'New' - New changed-over parts 
 - 'Old' - Old changed-over parts
 - 'Qua' - Quantity Adjusted transactions
 - 'ShelfSrc' - Shelf Sourced transactions 
 - 'Undo' - Undo transactions
 - 'Void' - Voided Sales Orders 
 - 'Xfer' - Transfer transactions
 - 'Package' - Packaged a BOM
 - 'Unpackage' - Unpackaged a BOM

Account
Reports the account number.

Ref #
Reports the invoice reference number.

Cost
Reports the preferred pricing selected in the 'Report Pricing' field ('Avg Cost' or 'Cur Cost'). Note: A custom name may be defined for the 'Avg Cost' and 'Cur Cost' fields in the Field Name Setup screen.

Core
Displays the value selected in the 'Report Pricing' field.

When the 'Report Pricing' drop-down selection is 'Cur Cost', the value of 'Core Cost' displays.

When the 'Report Pricing' drop-down selection is 'Avg Cost', the value of 'Average Core Cost' displays.

Total $
Reports the total value of the sale or return.

Calculation:
Total = Cost + Core

Number of Transactions
Reports the total number of transactions.

Net Quantity Change
Reports net cost of the items that had a quantity change.

Cost of Net Quantity Change $
Reports the net cost of the items that had a quantity change.

Core Cost of Net Quantity Change $
Reports the net core cost of the items that had a quantity change.

Quantity Increase
Reports the total quantity of parts that had an increased quantity on hand.

Cost of Increase $
Reports the cost of the parts that had an increased quantity on hand.

Core Cost of Increase $
Reports the core cost of the parts that had an increased quantity on hand.

Quantity Decrease
Reports the total quantity of parts that had a decreased quantity on hand.

Cost of Decrease $
Reports the cost of the parts that had a decreased quantity on hand.

Core Cost of Decrease $
Reports the core cost of the parts that had a decreased quantity on hand.

Part Ledger Cost Edits Report

The 'Part Ledger Cost Edits Report' reports changes to the cost of a part number through the Invoicing, Purchasing, or Inventory module. The report is available in both single and multi-location formats. The multi-location version of the report is a consecutive report; therefore, a single location version of the report prints for each of the locations selected with a page break between each location. 

 

The following is an example of the 'Part Ledger Cost Edits Report' - Single Location:

 

 

 
Trans Date
Reports the transaction date.

Trans Time
Reports the transaction time.

Loc
Reports the store location being reported.

Emp
Reports the employee who created the parts with inventory changes.

Line
Reports the manufacturer line.

Line Type
Reports the specified line type of the part.

Part Number
Reports the part number.

Qty Before
Reports the quantity before the change.

Reports the same value as the 'Qty After' value whenever only part costs are changed.

However, if both values are changed at the same time, then the before and after values might be different.

Qty After
Reports the quantity after the change.

By
Reports by the following options:

 - 'N - New Parts'
 - 'I - Invoicing'
 - 'R - Reports'
 - 'P - Purchasing'
 - 'M - Manifest'
 - 'S - Supersession'
 - 'V - Vendor Changeover'
 - 'X - Part Number Fix'

Detail
Reports the cost field that was manually edited. Uses the custom name defined in the Field Name Setup screen. 

Before $
Reports the price value before the manual edit.

After $
Reports the price value after the manual edit.

Reason
Reports the entered reason for the edit.

Description
Reports a description of the edit.

Number of Transactions
Reports the total number of transactions being reported.

 

The following is an example of the 'Part Ledger Cost Edits Report' - Multiple Consecutive. A page break is applied between each location's report.

 

Procedure to Generate a Part Ledger Report

To generate a 'Part Ledger Report', follow the steps below:

 

  1. From the Menu, select Reports, Inventory, Part Ledger. The Part Ledger Report screen displays.

  2. Select the desired Part Ledger Report.

  3. Select the desired 'Report Criteria'.

  4. Click 'Display'. The grid populates with the requested results.

  5. Click 'Preview' to view the report prior to printing. A preview of the report displays.

  6. Click 'Print' to print the report. The report is sent to the default printer.