The SM system parameters are user-modifiable features that define how your system responds under certain conditions. It is strongly recommended that only the designated systems supervisor make changes to the system parameters. Changes to these parameters may have far-reaching consequences in the stock system. If in any doubt about the implications of such a change, contact Autoline Support.
Standard functionality exists that allows you to maintain records for the selected SM company. There are four or five tabs to complete:
To access the SM system parameters:
Warning: This option is a priority 8 function, and should be used with extreme caution.
Select the Stock management option and Company you require from the master menu.
The STOCK MANAGEMENT menu is displayed.
Select the System maintenance option and click OK.
The SM SYSTEM MAINTENANCE menu is displayed.
Select the System parameters option.
The SM System Parameters form is displayed.
This form is displayed when you select the System parameters option from the SM SYSTEM MAINTENANCE MENU. From this form, you can maintain the parameters for the selected SM company.
Max/min version: There are two methods of calculating maximum and minimum stock levels. Set this field to one of the following values to indicate which method you want to use:
1: Autoline standard version. This method uses a weighting derived from the current demand and the previous Average Monthly Demand.
2: Volvo-specific calculation. This method uses tables mapped to discount categories where, for up to ten break quantities, a minimum and maximum stock can be maintained manually.
Default lead time: The lead time has a direct relationship with the minimum level calculated on a part. This default value is only used for parts on file with an incorrect product group code, which also holds the default lead time. For a full description of the order of preference in which the system accesses records, refer to the topic Max/Min Calculation.
Period between orders: The period between orders value has a direct relationship with the maximum level calculated on a part. This default value is only used for parts on file with an incorrect product group code, which also holds the default period (days) between orders. For a full description of the order of preference in which the system accesses records, refer to the topic Max/Min Calculation.
Assembly parts max: This value controls the maximum number of components (part numbers) that can be held in a kit/assembly. Set to this field to 20. Do not change this value without prior consultation with support personnel.
Supersede re-order cat: This reorder category is automatically applied to any part that is superseded using the Supersede stock line program. This field is normally set to S, which prevents the part from being inadvertently ordered by the Generate stock order program, unless the All re-order categories box is ticked when the stock order is generated.
Supersede to non-stk: This check box controls whether or not superseded lines are flagged as non-stock items on the Description tab of the part record. A non-stock line has the potential of being automatically removed from the system when the stock file is consolidated if certain conditions are met.
Parts log retention: Number of days for which you want parts and labour details to be retained in the parts and labour log files, before the transactions are archived to their respective parts and labour archive files. It is normal to set this value to 45 (days), so that reports can be run across the files for the previous month's trading, up to the 15th of the current month.
Default franchise: franchise code defaulted to the Part number field of the Display stock card routine only. If this field is set, the franchise code can be omitted when entering a part number of this franchise. If left empty, the franchise code must be entered in front of each part.
Show other co stocks: This parameter determines whether or not you can see other company stocks in Point-of-Sale (POS). There are three possible settings:
Note: This parameter may be overridden at franchise level by setting the Show other co stocks parameter on the SM Franchise table.
N: This setting switches off the facility for this company to see other company stocks. However, other companies will be able to see this company's stock, assuming their flag is not set to N.
Y: This setting enables this company to see stocks of all other companies.
y (lowercase): This setting enables this company to see stocks of all other companies, but will not be automatically prompted by the other stock form in POS when entering a part that does not have enough stock in the current company.
B: This setting is used in conjunction with the depot file. It enables you to control the depots that are displayed in POS. In order to do this, you must set up the Buddy Branches tab on the depot record (for this company) correctly.
b (lowercase): This setting enables this depot to see stocks of all other buddy branches / depots, but will not be automatically prompted by the other stock form in POS when entering a part that does not have enough stock in the current branch / depot company.
Note: When you complete the fields in the Buddy branches group box on the depot record, add only the company numbers of other branches that you want to be shown in POS. The companies will be displayed within POS in the order in which they are entered on this tab.
Imprest stock location: If the Imprest stock option is utilised, this parameter determines which of the nine stock locations is used for stock held by your customers. By convention, this is normally set to location number 6. The quantity held in this stock location is the total quantity of each part held by all your customers.
Note: Set the Imprest stock location field to 0 (zero) if you are not using the Imprest stock option.
Transit stock location: Used by the transfer process used within Container Processing. It is the location from which the transfer takes place. Set to zero if container processing is not being used.
Warning: It is crucial that the value of this parameter matches the default stock location of the operator code used in the receipting process. You should exclude this location number from the Sell from field on the SO Controls tab of the POS operators record for general sales staff.
ICT stock location: This parameter controls which stock location numbers are included when the free stock of other companies is calculated, for instance if a value of 5 is entered, only stock location 5 is considered to determine the total free stock quantity when an Inter-Company Transfer (ICT) request is made.
Note: Entering a Stock location of 0 (Zero) defines that all locations are to be considered.
Returns location: This default stock location is used by the menu option in Purchase Control called Generate returns order, which automatically creates a negative order for parts found in the Returns location. It is recommended to set up a point of sale operator code whose default location matches the Returns location. For this feature to be successful, the SM.rtrns file must be in place, so that the Generate returns order program can determine whether a part in this bin has already been processed, and is still waiting to be physically returned to the supplier. For importers, the SM.rtrns file generates a hidden menu called SM CUSTOMER RETURNS in the SM MISCELLANEOUS OPTIONS menu.
Warning: You should exclude this location number from the Sell from field on the SO Controls tab of the POS operators record for general sales staff. Set the Returns location field to 0 (zero) if you are not using the Generate returns order option.
ICT free stock only: In multi-company operations, this check-box determines whether the stock at other branches is always shown in POS, or only shown if the branch in question has free stock available. This parameter should be reviewed together with the parameter Show other co. stocks.
Default zone: If you are required to carry out bin location maintenance by your manufacturer, it is possible to specify a bin zone against each bin location. Enter a value in the range A-T, or leave the field empty if you do not want to specify a default bin zone.
Create bin mode: If you are required to carry out bin location maintenance by your manufacturer, this parameter dictates the action taken when you edit one of the bin locations on the stock record. Set this field to one of the following three values:
Prompt. A prompt is displayed asking for the zone and description of the bin, upon selection of which the bin location record is created.
Auto. The record is automatically created with a blank description and a zone value is taken from the parameter Default zone.
- None. No new bin location is created.
Returns import directory: Unix directory to hold data sent on floppy disk by suppliers. The data may contain a list of parts to be returned. For example, a manufacturer may request obsolete parts to be returned. For further details, refer to the topic on Customer Returns.
Franchise length: Normally the franchise code is a single alpha character, such as H for Honda, N for Nissan, V for Vauxhall, etc. Where necessary the franchise code can be up to three characters. This parameter controls the maximum length of the franchise code.
Unknown part franchise: This parameter holds the franchise code to be used to control the ordering of parts where the part numbers are unknown (typically in the bodyshop). These parts are initially entered onto a WIP with this franchise followed by a hash sign (#). The system creates a temporary part number made up of this franchise code followed by the WIP number/line number. The operator is also required to enter a description of the part. When the parts are receipted into stock, the operator is prompted to enter the true part number. The temporary part number (WIP number/line number) is superseded to the true part number received on both the order and the relevant WIP.
Sensitive controller: User ID or hunt group to whom mail about sensitive parts should be sent. When an operator completes the Sensitive field on the Other tab of a part record that has not previously held a value for sensitive months, an E-mail is automatically created and sent to the controller. This E-mail contains the part number, description, sensitive period, date requested, requested by, date created, created by, date last amended, amended by, and a request or value status. However, if installed, the Sensitive Parts Generation parameter will override this as the email id/group.
Supersession default: When a part supersession is carried out, eight questions are presented to you in the form of check-boxes. This parameter allows you to specify which boxes are selected by default. Enter Y (for Yes) to select a box by default, and N or blank for No to leave a box unselected. The first character position of this field represents the first question, and the third character position represents the third question, and so on. The questions are:
- Transfer stock?
- Transfer P/O?
- Transfer B/O?
- Transfer history?
- Zero demand on old part?
- Reset reorder category on old part?
- Transfer part description?
- Transfer assemblies & kits?
Non stock bin type: This parameter is used in conjunction with the SM bin location files SM.locat and SM.binlo to identify a default storage type for non-stock items.
EOM generate max/min: This check-box determines whether the Timed Operations routine run at the end of each day should use the standard generate maximum and minimum levels program. If this check-box is left empty, a bespoke report generator must be scheduled into the Timed Operations chain to perform the calculations required. This box is selected by default.
EOM rebuild ord cats: This check-box determines whether the Timed Operations routine run at the end of each day should use the standard Autoline stock re-categorisation program. If this check-box is left unselected, a bespoke report generator must be scheduled into the Timed Operations chain to perform the calculations required. The procedure that you use is determined by an Autoline consultant.
Audit write-off NL: Cost centre code and balance sheet account to receive automatic write-offs from Point-of-Sale.
Tip: Click the Ellipsis button
to search for an expense code followed by the cost centre.
The most common scenarios for a write-off are as follows:
Selling stock causing a negative stock balance followed by the purchase, where the actual purchase cost is different to the cost of sale when the item was issued/invoiced.
Correcting/amending purchase costs in Purchase Control, when the quantity of the part in stock is zero, forcing the quantity to go into negative stock and then back to a zero quantity (un-receive followed by receive).
Audit variance NL: Cost centre code and balance sheet account to receive automatic variances from Point-of-Sale.
Tip: Click the Ellipsis button
The most common scenarios for a variance are as follows:
Carrying out supersessions
Stock check adjustments
Amending the surcharge value when receipting into stock when there is already stock on hand
Rounding differences are incurred because the average cost is held to four decimal places in Stock Management but the cost of sale posted to the Nominal Ledger from Point-of-Sale is only held to two decimal places
Amending the average cost on a stock record with stock on hand
Amending the surcharge value on a stock record with stock on hand
Amending the stock quantity on a stock record
Consolidate superseded part: Check-box unselected to prevent parts from being deleted if they are part of a supersession chain, even though the part meets all other criteria for deletion. For details of the deletion criteria, see the topic Consolidating the Stock File.
Excess stock percent: This percentage is multiplied by the Average Monthly Demand of the requested part and compared with the customer order quantity on a WIP to determine if this order is excessive. If the order quantity is greater, it is deemed to be excessive and not recorded as a demand. This excessive demand does therefore not influence the new Average Monthly Demand and re-order levels when next calculated. If this parameter is not to be used, leave this value at zero.
Note: The Demand tab of the part record also holds a field called Excess stock percent which, if greater than zero, overrides this system parameter.
Excess min demand: The Excess stock calculation will not be performed if the Average Monthly Demand of the part is less than the minimum demand entered here. This prevents very slow moving parts being flagged as excessive due to percentage calculations being made on very small monthly demands.
Excess demand days: This field contains the minimum number of days that a new line should be live before the Excess stock calculation is performed. This ensures that all parts are given sufficient time to build up their history pattern.
VOR reserve percentage: This percentage is multiplied by the Average Monthly Demand of each part to derive the minimum quantity (VOR reserve level) to be kept in stock for urgent (VOR) orders. It is not possible for operators who do not meet or exceed the Point-of-Sale parameter VOR stock priority to issue parts where the resultant stock is equal to or falls below the VOR reserve level.
Note: The Quantities tab of the part record holds a field called VOR reserve quantity which, if greater than zero, overrides this system parameter. Be aware that there is also a parameter to define the VOR order types to be used in conjunction with this functionality held on the Main tab of the POS parameters.
Batch log retention: Number of days that the system keeps a record of the Batch and Serial parts movements in the Parts log archive file, prior to these records being nibbled by the normal day-end process.
Make/Break Assembly Priority: This determines the priority of the operator required in order to make or break assemblies from the Make / Break assemblies option in the Assemblies and Kits menu.
Priority to access 'Free bins only': This determines the priority of the operator required in order to remove the flag from the 'Free bins only' tick box when searching for available bin locations in bin location maintenance from Stock File Maintenance.
Note: In addition to the priority setting you can set the parameter to N - Never, which means that whatever the priority of the User they will never be able to select a bin that already contains a part number.
Tab Priorities Group:
Display stock: Each character position in the Display stock field represents the position of a tab on the Display Stock Card form. Enter the priority required in the correct position to enable users of that priority or above to see the tab information.
Display Stock Card Tab Sequences:
- Description
- Other
- Quantities
- Prices and costs
- Demand
- Movement
- Lost sales
- Kit
- Purchase Orders
- Back Orders
- Best Buy
- Imprest
- Text
- Price file
- Audit
Tip: If only Priority 5 users should be able to see the Lost sales tab, enter a 5 in the seventh position of the Display stock data field.
Warning: Whilst a priority can be assigned to the Prices and costs tab this priority can be overridden by Point-of-sale > System parameters > General Priorities > Cost visibility.
Edit stock: Each character position in the Edit stock field represents the position of a tab on Stock File form. Enter the priority required in the correct position to enable users of that priority or above to see/maintain the tab information.
Edit Stock File Tab Sequences:
- Description
- Other
- Quantities
- Prices and costs
- Demand
- Movement
- Lost sales
- Kit
- Purchase Orders
- Back Orders
- Best Buy
- Imprest
- Text
- Price file
- Audit
Tip: if only Priority 5 users should be able to see the Other tab, enter a 5 in the second position of the Edit stock field.
Warning: Whilst a priority can be assigned to the Prices and costs tab this priority can be overridden by Point-of-sale > System parameters > General Priorities > Cost visibility.
Re-order Calculation Parameters:
Note: Seasonal part cat, Sporadic period, Excess demand, and Days before calculation collectively introduce a third method of forecast demand calculations. If they are completed, the values take precedence over the values set in the standard month end report, but they only work with the SM/EOP program. Please check with an Autoline consultant whether this feature is available to you.
Seasonal part cat: This parameter is used to ensure that chosen parts from the stock file are not updated by the stock management month end report, and are therefore maintained manually by parts personnel. Set this parameter to a re-order category letter not used by the month end program, and then update the chosen parts manually or via report generator.
Sporadic period: This parameter is used during the stock management month end program. If a part has moved this month and has been dormant for the same number of periods set in this parameter, the part is printed and flagged (with a signal code) to highlight this event. Typically this value may be set between two and five months.
Excess demand: This parameter is used during the stock management month end program. If a part whose newly calculated Average Monthly Demand compared with the previous monthly demand, has moved by the same or greater percentage held in this parameter, the part will be printed showing the percentage variance to highlight this event.
Days before calculation: The stock management month-end program will only categorise or manage parts which have been in the stock file for a minimum of 180 days. The value of days set in this parameter overrides the program value. This enables users to define their own period for new lines before being subjected to various rules.
Note:The following five parameters are used by the stock management month end program to determine whether part lines should be moved to a moving category or the obsolete category.
Obsolete re-order cat: Use this parameter only in order to designate an alternative letter to O to define the obsolete reorder category in stock management. If left blank, the default letter O is used.
Obsolete Min qty requested: Minimum number of requests which will cause the part to be moved to the obsolete reorder category. If the number of requests on the part record is equal to or less than the value held here, then the part is deemed to be potentially obsolete. If this value is set to zero, then the default value of three is used.
Max obsolete periods: Number of periods scanned when checking the Obsolete Min qty requested, to determine if a part is obsolete. If this value is set to zero, then the value held in Number of history periods from SM Controls is used.
Min req override for new lines: This parameter is specifically used for reorder category N (new) lines, which are of sufficient age. If this field is set to zero, the part is categorised by using the fields Obsolete Min qty (OBMINREQ) and Max Obsolete period (OBMAXPER). If this parameter is greater than zero, it determines whether the New Line should be moved to a moving category or the obsolete category. If the number of requests is equal to or less than this value, the part is moved to obsolete, assuming it is of sufficient age. (see parameter above: Days before calculation.
Minimum month no movement: This value is used to ask the question, Is the cumulative total of units (History) including negatives, equal to or greater than one over the period held in this parameter?. If the result is less than one, then the part is deemed to be obsolete. If this value is set to zero, then a default of three periods is used.
Warning: A part whose Manufacturer's Recommended quantity held on the Description tab of a part record is greater than ZERO will NOT be moved to the Obsolete category, even if it has met all the criteria to do so.
Adjust re-order category: This parameter is used to determine whether or not a lower-case re-order category against a part record will be amended to an upper-case re-order category when SM/EOP runs at month end. Parts with lower-case re-order categories are not taken into account when a Generated stock order is produced in Purchase Control. Set this field to one of the four possible following values:
- 0: End of Period
- 1: Last purchased
- 2: Last moved
- 3: Never
If set to 0. When SM/EOP is run at month-end any part record that contains a lower-case re-order category will be amended to an uppercase re-order category. This is the default setting.
If set to 1. When SM/EOP is run at month-end the system will determine if a lower-case re-order category is to be amended to an upper-case category based upon the last purchased date on the parts record. The last purchase date is compared with the date last EOP run. If the last purchased date has occurred since the last run date the re-order category will be amended to an upper-case.
If set to 2. When SM/EOP is run at month-end the system will determine if a lower-case re-order category is to be amended to an upper-case category based upon the last moved date on the parts record. The last moved date is compared with the date last EOP run. If the last moved date has occurred since the last run date the re-order category will be amended to an upper-case.
If set to 3. Lower-case re-order categories will never be amended to an upper-case category by the system. Any amendments will have to be made manually in Stock File maintenance.
Note: The re-categorisation of re-order categories is unaffected by this parameter.
This group box enables you to create up to five user-defined buttons on the right-hand side of the Display Stock Card form. These buttons are used to run standard Autoline or user-defined reports written in Report Generator. To create a button, enter the three-character report ID in the left-hand field and a short title of the report in the right-hand field (up to 10 characters), for instance enter K08 as the ID and P B/o List as a title. This would display an additional button on the Display Stock Card form labelled P B/o List which runs the standard Autoline Purchase B/o listing report (K08) when clicked.
The fields displayed here may be used in two distinct ways. Either automatically add mandatory data to parts based upon fields within the MK.vehic file or manual entry of free text in Point of Sale.
Automatic: Enter a field name from the MK.vehic file to be used as mandatory data when issuing/selling or ordering parts. Alternatively click the
Note: The automatic entry of this data in Point-of-Sale is entirely dependant upon a vehicle being loaded to the WIP.
Manual: For manual entry of mandatory data against parts in Point-of-Sale the field box should be left blank. The description boxes should be used in isolation to enter a free text description to request information that must be input at the time of issuing/selling or ordering a part. For example Enter chassis number or Enter radio code. Each part number can be linked to any two of these descriptions via the Mandatory on order field on the Description tab of the stock record, so that when a part with linked descriptions is either put onto an order or entered onto a WIP, the operator is prompted for the relevant information.
Account: Enter a SL account that will be used as the parts stock adjustment account, alternatively click the
Note: Entering a customer account activates the Adjustment button within the Display Stock Card function.
Location name: The nine stock locations on the stock record can be individually personalised here. These descriptions are displayed on the Quantities tab of the stock record.
Decimal places: This parameter enables stock quantities to be held in the bin, issued or sold and stock-checked to a specified number of decimal places. Typically this value is set to two. Individual parts only use this parameter if the Decimal quantities box is ticked on the Description tab of the part record. It is worth noting that all Aftersales modules can use decimal places with the exception of Purchase Control. If a customer backorder is a decimal quantity, this value is rounded up in Purchase Control to an integer figure. The whole number quantity is ordered and received in the normal procedure, and the customer backorder will still be sold the decimal quantity as required. This setting can be switched on at any time on a customer's system. However, you cannot easily reduce the decimal places (for instance from three to two) when a system is live. This will result in stock losses. To avoid this situation, stock adjust a ll the stock with decimal places to zero stock on-hand, wait for an EOD and then amend the parameter and stock adjust the stock in again.
Create stock record priority: This parameter determines the user access level required in order to create a stock record in the aftersales modules. The aftersales modules referred to are Stock Management, Purchase Control and Point-of-Sale. The user must have an access level equal to or greater than the setting here in order to create a stock record.
Tip:Set to 0 for no priority or 1 to 9 to set access level.
Stock provision account code: This parameter defines the provision balance sheet cost centre and expense code from the Chart of accounts. An ellipsis search of available codes is offered. This should be used to set the appropriate account to be used to post values to the Nominal ledger.
Tip:This is only used when method 1 (Stock provision by, by percentage) is used in the Stock provision/depreciation type to process part(s) from the Stock provision option in the SM Miscellaneous options menu. If using method 2 or 3 the standard expense and account code from the SO Nominal codes tables is used as appropriate for the part(s) involved.
Stock write off account code: This parameter defines the write off Profit and Loss expense and account code from the Chart of accounts. An ellipsis search of available codes is offered.
Stock provision/depreciation type: This is used to determine the type of provision or depreciation that will be performed when the Stock provision option in the SM Miscellaneous options menu is run.
0 - Not run at all: Set to effectively switch this functionality off. Stock provision menu option is not available.
1 - Stock provision by percentage: Stock provision value will be calculated as a percentage of overall stock value of the part(s) concerned.
2 - Stock right off by percentage: Recalculates the average cost of the part(s) concerned using a percentage value.
3 - Stock right off to nominal amount: Sets the average cost directly to a value the user enters.
Stock provision journal type: Sets the journal type to be used for nominal ledger postings when method 1, stock provision by percentage has been selected. This will also determine the document number sequence used.
Stock provision selection date type: This is used to determine which date from the part(s) record will be compared with the date entered in the selection criteria at the time of running the Stock provision option. 3 possible settings are offered from the drop down menu.
1 - Date last purchased: LASTPURC column from the SM.stock table.
2 - Date last sold: LASTSOLD column from the SM.stock table.
3 - Date last moved: MOVED column from the SM.stock table