Item Journal – Adjusting Quantities

Purpose of this document

Item Journals are used to conduct several types of transactions. This document describes Adjusting Item Quantities, which is useful when discrepancies arise between the quantity in Ceres and the actual quantity in the warehouse. This may also include adjustments made because of disposal of product (TRASH). See related documents for additional information on these tasks.

Ceres Object release 6.00.00 is required for the functionality described in this document. 

TABLE OF CONTENTS

•  Creating and Posting Item Journal Adjustments

Creating and Posting Item Journal Adjustments

1. Items Journals can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Item Journals” in “Tell me what you want to do” then selecting “Item Journals” from the results in the Go to Pages and Tasks section OR by selecting the “Item Journals” menu action (if present) from your Role Center home page.

2. If using multiple Item Journal Templates, select your template from the Item Journal Template List and click OK.

3. If using Item Journal Batches, select your batch from the “Batch Name” field at the top of the Item Journal form and click OK.

Note: The following columns may be in different locations on your window or may not be showing. If you wish to add any that may be missing, please do so before continuing.

4. Fill in the “Posting Date” field with the date you wish to show the adjustments as being made.

5. Fill in the “Entry Type” field with either ‘Positive Adjustment’ or ‘Negative Adjustment’, depending on whether you wish to increase or decrease the quantity on hand.

6. If desired, enter a “Reason Code” to describe why the adjustment is being made. This field may be required if Ceres has been configured to require reason codes. Regardless of whether Ceres is configured to require a reason code it is recommended that you use reason codes whenever possible. Accurate recording of transactions will allow you to run reports by Reason Code later to help better track your inventory adjustments.

For example, if you are negatively adjusting an item due to a TRASH adjustment, you may wish to select a Reason Code that corresponds to the type of Trash adjustment you are making. When you run the Receipts and Distribution report, it will find the transactions labelled with your designated Reason code for Trash for proper reporting.

7. Enter a document number in the “Document No.” field. If you have assigned a “Document No.” series for your journal template or batch, the number will automatically populate for you.

8. Enter the “Item No.” you wish to adjust or press the down arrow to the right of the field to get a list of your items.

9. In the “Location Code” field, enter the location that the adjustment will take product from (negative adjustment) or put product into (positive adjustment). If using Branches, be sure to show the Branch Code column and to select the appropriate Branch.

10. Enter the quantity to be adjusted in the “Quantity” field.

11. If the “Entry Type” is ‘Negative Adjustment’, enter or select the Pallet No. you wish to adjust.
    1. If you are not palletizing items, then your Pallet No. field will be blank.  In this case, you may wish to select Lot No. you are adjusting.
    2. Once the Pallet No. (or Lot No.) is selected, the Bin, Lot and other information from the original Pallet will auto-fill on the line.

12. If the “Entry Type” is ‘Positive Adjustment’, enter or select the Pallet (or Lot if not using Pallets) for which you wish to increase the quantity. Then enter Tiers and Height information to facilitate creating a new Pallet and Lot.
    1. If selecting an existing Pallet/Lot, the other information associated with that original pallet/lot will auto-fill on the line.
    2. If creating a new Pallet / Lot, be sure to fill in the Bin Code where the product is to be stored, Lot Consume By Date, Lot Expiration Date, Lot Ship by Date, FBC Product Source, FBC Product Category and any other pertinent information. Enter the Tiers and Height to determine how many pallets need to be created for this entry.
    3. Click on Actions à Functions à Assign Lots to assign a lot number for the positive adjustment line. If more than one positive adjustment line exists, the function will create lots for all such lines.

4. A dialog box will display asking if you want to assign lot numbers. When yes is selected, the lot number will be generated, and a confirmation prompt will display that the assignment is complete.

5. If using Pallets, click on Actions à Functions à Create Pallets.

6. Select Create Pallets, Print Labels, or Create Pallets & Print Labels. If the labels are not printed when the pallets are created, they can be printed later using the same function or from a report.

13. Be sure to confirm that all the data has been entered correctly, paying close attention to the Posting Date, Entry Type and Quantity and then Post or Post & Print the journal.

14. To print a test report, click on Actions à  Posting à  Test Report from the Menu.

15. To post and/or print the journal, click on Post/Print from the Menu, and then select Post, Post and Print, or Print.