The Parts Log Transaction form is displayed when you double-click a sales or purchase transaction on the Movement tab of a stock record. From this form, you can view information about the part extracted from the Parts log file. This information is displayed on the following four tabs:
The Account tab displays sales information about the part.
Account no: The customer's Sales Ledger account code.
Supplier account: The supplier's Purchase Ledger account code.
Sale type: This is the sale type held against the Sales Ledger (SL) account used on the WIP. (Sale types are identified in the Analysis code 1 and 2 fields on the Other Details tab of the SL account, and are verified against the Sales type codes identified on the Main tab of the POS Parameters.)
Parts discount code: The up to 3-character discount code for the part.
Original discount: The original discount given to the customer on this WIP line.
Discount category: This is the single-character discount transaction code displayed in the POS discount map, e.g.:
- C: Collect
- I: Intermediate
- S: Stock
- V: VOR
These codes are validated against the discount types entered in the WIP header discount type field in the SO System Parameters.
Invoice number: The sales invoice number or credit note number.
Original invoice: If a credit is raised on this WIP line, this field holds the original invoice number.
Last credit note: If a credit note has been raised against the invoice, this is a record of the last credit note number generated.
Invoice status: The status of the WIP line, which may be set to one of the following:
- X: Fully invoiced
- C: A financial credit has been raised and an invoice is pending
Analysis code: A letter between A-Z which may be used both to analyse parts sales through the Nominal Ledger or to differentiate between types of parts purely for parts sales analysis reporting.
VAT code: The VAT code applied to the part. This is normally Standard.
Salesman: The operator number of the salesman that sold the part in Point-of-Sale.
This tabs shows details from the WIP for the transaction.
Description: If this is a purchase transaction, this is the purchase order number. If this is a sales transaction, this is the Description of the part from the Description tab of the stock record.
WIP number: The Point-of-Sale Work-in-Progress record number on which the part was bought or sold.
Line number: The WIP line number on which the part was bought or sold.
Order status: The current status of the order.
Record type: The type of transaction, i.e. Sale, Purchase or Audit.
Purch tran sequence: The line number of this item within the Goods Received Note (GRN) document received from the supplier.
Vehicle magic: The vehicle record number.
Carriage: The carriage code used in POS.
Lost sale reason: The lost reason code selected for the part at the time the lost sale code was entered on the WIP.
Return parts: If this part is to be returned to the supplier, this field is ticked.
Lost sale: The lost sale code that denotes the type of lost sale.
Menu: The code used to link menu items together in the Menu column of the WIP.
Menu part flag: If this is a menu item, this field is set to Y. If this is not a menu item, the field is left empty.
Contribution %age: If no contribution has been applied, this field defaults to 100. If a contribution has been applied, this field shows the percentage of contribution applied to the WIP line.
Flag (back ordered): This field is updated with the backorder type code when an invoiced line has been ordered and received in Purchase Control.
Route: The van route number identified in POS on the Codes tab of the WIP, which can also be held on the Other details tab of the Sales Ledger record.
Department code: The POS department code entered on the Codes tab of the WIP, e.g. P, W or B.
This tab shows various references involved in the sale or purchase of the item.
Purchase reference: The purchase reference comprises the Goods Received Note (GRN) number and part number (which may be truncated).
Advice (P/O) number: The advice number/purchase order number.
Batch/Serial number: The batch or serial number assigned to the part when it was received or sold, if applicable.
Credit reason: If a credit note was raised, this is the reason for the credit selected in POS.
Order reference 1: In POS, it is possible to enter up to two lines of free text against a part, by clicking the in the WIP line group box of the Part Details form. Any text entered in the Free text 1 field is displayed here.
Order reference 2: In POS, it is possible to enter up to two lines of free text against a part, by clicking the References button in the WIP line group box of the Part Details form. Any text entered in the Free text 2 field is displayed here.
Picking note number: The picking note number generated in POS.
Record type: The type of transaction, i.e. Sale or Purchase or Audit.
Bin location: The bin location in which the part is normally held.
ICT reference Co: If the transaction involved an Inter-Company Transfer (ICT) request, this field displays the company number of the supplying depot.
ICT Reference WIP: If the transaction involved an Inter-Company Transfer (ICT) request, this field displays the WIP number on which the part was issued by the supplying depot.
This tab shows information that specifically relates to the stock record.
Order quantity: If this is a purchase transaction, this is the number of parts ordered from the supplier. If this is a sales transaction, this is the number of parts ordered for the customer.
Supply quantity: If this is a purchase transaction, this is the number of parts supplied by the supplier. If this is a sales transaction, this is the number of parts supplied to the customer.
To follow quantity: If this is a purchase transaction, this is the number of parts on back order from the supplier. If this is a sales transaction, this is the number of parts on back order for the customer.
Resulting stock: The resulting stock quantity after the transaction has taken place.
Quantity credited: If this is a sales transaction, this field is populated with the quantity credited back to the customer.
Stock audit number: The audit number allocated by the system at the time the part was de-carded/added to stock.
Location number: The stock location (1-9) of the part from the Quantities tab of the stock record.
Sale surcharge: If the system is set up to utilise different values for the Sale and Cost of Sale (COS) of surcharges, this field holds the surcharge sale value determined by the manufacturer or the operator for a single unit of the part. If the system is set up to utilise the same values for Sale and Cost of Sale of surcharges, this field is not populated.
Surcharge: If the system is set up to utilise different values for the Sale and Cost of Sale (COS) of surcharges, this field holds the purchase price of the surcharge (Cost of Sale) as defined by the manufacturer/supplier. If the system is set up to utilise the same values for Sale and Cost of Sale of surcharges, this field displays the value for both.
Retail price: The retail price for a single unit of the part.
Selling price: The selling price for a single unit of the part.
Cost price: If this is a purchase transaction, this was the latest cost from the Prices tab of the stock record at the time the part was purchased. If this is a sales transaction, this was the average cost at the time the part was sold.
Date inserted: The date the backorder was raised.
Date last edited: The date that the stock record was last amended.
Date decarded: The date the part was issued from stock.
Time decarded: The time the part was issued from stock.
Date required: If this is a purchase transaction, this is the date that the part is required by the dealer. If this is a sales transaction, this is the date on which the part was sold.
Update demand: In POS, it is possible to indicate whether the system should generate a sales history for the part, by ticking the Update demand field on the Part Details form or the Options tab of the WIP. If the field is ticked, the system updates the Demand since field, and the Requests and Units columns on the Demand tab of the stock record. If unticked, the sale does not affect the sales history/order demand. (This field is normally unticked for freak demands that are not part of the normal demand pattern.)
