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 tabs to complete:
To access the SM system parameters:
Warning: This option is a priority 8 function, and should be used with extreme caution.
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.
The SM System Parameters 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 10 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 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: This is the number of days that 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: This is the 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 you can see other company stocks in Point-of-Sale (POS) and make inter-company requests. It can be set to one of the following three modes:
N: This setting switches off the facility for this company to see other company stocks and make inter-company requests. However, other companies will be able to see this company's stock, assuming their flag is not set to N.
Y: This setting allows this company to see stocks of all other companies and make inter-company requests.
B: This setting is used in conjunction with the depot file. It allows 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.
Note: When you complete the fields in the Buddy branches group box on the depot record, only add the company numbers of other branches that you want to be shown in POS. The companies will be displayed within POS in the order 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: This field is 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 locations 1, 2, 3, 4 and 5 are considered to determine the total free stock quantity when an Inter-Company Transfer (ICT) request is made.
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: This is the 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 #. 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: Enter a 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 tick boxes. This parameter allows you to specify which boxes are ticked by default. Enter Y (for Yes) to default a tick into a box, and N or blank for No to leave a box unticked. The first character position of this field represents the first question, and the third character position represents the third question, etc. 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 tick 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 ticked by default.
EOM rebuild ord cats: This tick 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 empty, 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: This is the cost centre code and balance sheet account to receive automatic write-off's 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: This is the 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 4 decimal places in Stock Management but the cost of sale posted to the Nominal Ledger from Point-of-Sale is only held to 2 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: Leave this field unticked 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: This is the 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.
Tab priorities:
Display stock/Edit stock: In order to complete these two fields, go to the Display Stock Card form using a priority 8 login and note down all the tab descriptions. Each character position in the Display stock and Edit stock fields represent the tabs on the Display Stock Card form. Enter the priority required in the correct position to allow users of that priority only to see/edit the tab information. For example, if only Priority 5 users should be able to see the Prices tab, enter a 5 in the 4th position of the Display stock field.
Re-order calculation parameters:
Note:The following four parameters were specifically written for Daimler/Chrysler. They were introduced to add a third method of forecast demand calculations. If they are completed, the values will take preference over the values set in the standard month end report, but will 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 2 and 5 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/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 the user to define their own period for new lines before being subjected to various rules.
Note:The following 5 parameters are used by the stock management month end program to determine if part lines should be moved to a moving category or the obsolete category.
Obsolete re-order cat: Only use this parameter 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: This is the 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 3 is used.
Max obsolete periods: This is the 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 if 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 1 over the period held in this parameter?. If the result is less than 1, then the part is deemed to be obsolete. If this value is set to zero, then a default of 3 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 lowercase re-order category against a part record will be amended to an uppercase re-order category when SM/EOP runs at month end. Parts with lowercase 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 lowercase 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 lowercase re-order category is to be amended to an uppercase 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 uppercase.
If set to 2. When SM/EOP is run at month end the system will determine if a lowercase re-order category is to be amended to an uppercase 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 uppercase.
If set to 3. Lowercase re-order categories will never be amended to an uppercase 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 allows 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.
These boxes are used for free text to request information that must be input at the time of issuing/selling a part or ordering a part, for instance 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.
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 allows stock quantities to be held in the bin, issued/sold and stock-checked to a specified number of decimal places. Typically this value is set to 2. 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 3 to 2) when a system is live. This will result in stock losses. To avoid this situation, stock adjust all 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. You must have an access level equal to or greater than the setting here in order to create a stock record. Set to 0 for no priority or 1 to 9 to set access level.
If installed the following stock depreciation parameters are available. They may be used to determine the behaviour of various aspects of the Stock provision option in the Stock Management Miscellaneous options menu.
Stock provision account code: Sets the cost centre and expense code combination to be used when postings are made to the Nominal ledger when the stock depreciation / provision option is run in Stock Management. Click the Ellipsis button
Stock write-off account code: Sets the cost centre and expense code to be used when postings are made to the Nominal ledger when the stock provision option is run in Stock Management. Click the Ellipsis button
Stock provision/depreciation type: Sets the type of Stock provision or depreciation to be carried out when the Stock provision option is run in Stock Management. Select one of the four available settings from the drop-down menu.
0: Not run at all. This effectively switches stock depreciation off. The option is not available from the Stock Management, miscellaneous menu.
1: Stock provision by percentage. This setting is used if you want to make only a provision (allowance) against a part or parts when running the stock provision option in Stock Management. This is a percentage of the stock value of the part or parts specified at the time of running the option. Postings are made to the Nominal ledger using the cost centre and expense code set against the stock provision account code above. Additionally, the calculated value for each part concerned is written to the Stock provision value and Provision date fields on Audit tab of the Stock Card. Actual stock valuation and average costs are not affected in this mode.
2: Stock write-off by percentage. This setting is used if you want to write off stock values as a percentage of the overall value of each part selected. Again the percentage is entered at the time of running the option in stock management. Postings are made to the Nominal ledger using the cost centre and expense code Stock write-off account above. The average cost of the part or parts is recalculated and therefore the stock valuation is changed.
3: Stock write-off to a nominal amount. This setting is used if you want to write off stock values by entering a specific new average cost value at the time of running the option in stock management. Postings are made to the Nominal ledger using the cost centre and expense code Stock write-off account above. The average cost of the part or parts is amended and therefore the stock valuation is changed.
Stock provision journal type: Select from the drop-down menu the appropriate journal type to use when making stock provisions only, mode 1 above.
Stock provision selection date type: Set the date type, from the stock card, that the system should use for comparison with the date entered when running the Stock provision option in stock management. There are three possible dates available from the drop-down menu.
- 0: Date last purchased
- 1: Date last sold
- 2: Date last moved
