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Build A Simple Inventory SystemIn this sequence of slides we’re going to take you through building a
rudimentary inventory systemWe will skip over many formatting niceties, such as titles, additional fields and
the likeThis system has four basic components:
– A form to create an Inventory Item with a code– A form to add to the count of Inventory Items– A form to subtract from the count of Inventory Items– A report to give us the current count in Inventory
Build A Simple Inventory SystemThis presentation will assume you’ve already gone through the basics of setup
in Admin Mode, that you have:– Created at least one year of fiscal calendar– Designated your home currency– Switched from admin mode to the first period
Starting Off in YSP15• Double Click on the
“Master Form” Icon to open the form designer
Creating the First Form• Unlock the Master
Form Designer by clicking on the “Locked” button (it will switch to “Unlocked”)
Creating the First Form• Open a blank master
form by clicking on the “Get Blank Master Form” button
Creating the First Form• Give the form a
name by typing it into the line marked “Form Name”
• Click on the blue text “Not Set Yet” and it will change to “Entity”
Creating the First Form• Click on the
blue text, “Click here to continue set up of master form”
Formatting the Inventory Item Form• Right Click on
the “Description” widget and drag-and-drop it onto the form, below the code field, to create a description field
Formatting the Inventory Item Form• Click on the
description field to edit it
Parts of the Description Field• The description
field has three components:– The “label”
part– The “data”
part– The grey box
which defines the visible area (things inside the box show up on the form, things outside it don’t)
Grey “Visible Area” Box
Name Part Data Part
Formatting the Description Field• Click on the
name part of the field to edit it
Formatting the Description Field• Click on the
existing name and type over it to customize the name. Let’s Call it “Inventory Item Name”
Formatting the Description Field• Click
anywhere in the white space to close the name part editor and go back to the description editor
Formatting the Description Field• The name part
and data part are now outlined in red because they are overlapping
• Fix this by right clicking on the data part and dragging it to the right until they don’t overlap anymore
Formatting the Description Field• The name field is
still outlined in red because it overlaps the grey “visible area” rectangle
• Right click on the thick blue arrow and drag it to re-size the “visible area” rectangle so there’s no overlap
Filing the Inventory Item Form• Again, click on
the white space to return to the form designer
• We won’t bother with further design, simply click on the “File” button to finalize creation of the form
Filing the Inventory Item Form• You will see a
confirmation notice
• Press the “Alt” button and the number 1 at the same time to confirm creation of the form
Selection List on the Desktop• Now that you’ve
created the form, you will see on your desktop a selection list for this form. Right now it’s empty because we haven’t filled in any forms
Creating the Next Form• Click on “Get
Blank Master Form” again
• Give it the name “Inventory Addition”
• Click on the type until it says “Transaction”
• Give it the two letter initials code “IA”
Adding Detail Lines• Right click on
the “Detail Lines” widget and drag-and-drop it onto the form, below the “Transaction Date” field
Formatting the Detail Lines• Click on the
detail lines field to begin formatting it
Formatting the Detail Lines• Give the detail
lines a custom name by over-typing on the label, change it to “Inventory Addition Details”
Formatting the Detail Lines• Click on the
detail field to open the detail editor to customize the individual lines
Formatting the Detail Lines• Right click on
the blue arrow and drag it to resize the detail line box
• Right click on the “Form Reference” widget, drag-and-drop it onto the detail line to create a reference field
Formatting the Form Reference• Click on the
reference field to edit and customize
Formatting the Form Reference• Click on the
name field to customize
Formatting the Form Reference• Click on the
name and type over it, let’s call it “Item Being Added”
Formatting the Form Reference• Right click on
the name field and drag it outside the grey box so it doesn’t show up on the detail line
• Then click on the reference part (the hash marks)
Formatting the Form Reference• Click on the
blue text to select which form we’re going to reference
Formatting the Form Reference• Since there’s
only one form we can reference, there’s only one item in the list
• Click on the blue text to select “Inventory Item”
Formatting the Form Reference• Now that we’ve
selected a form, we have to select a field from that form as an identifier
• Click on the part with green question marks to select the identifier
Formatting the Form Reference• Now that we’ve
selected a form, we have to select a field from that form as an identifier
• Click on the part with green question marks to select the identifier field
Formatting the Form Reference• Since there’s
only one valid field on the form, there is only one item in the list
• Click on the blue text to select “Inventory Item Name”
Formatting the Form Reference• Now the
refrence shows green x’s instead of question marks
• Make sure no fields are overlapping each other or the grey visible area box
• Click on the white space to return to the detail line editor
Adding a Quantity• Right click on
the Quantity widget and drag-and-drop it onto the detail line to create a Quantity field
Formatting a Quantity• Right click on
the name part and drag it outside the visible area (grey box)
• Edit it to re-name it “Quantity Added”
• Then click on the $ sign to edit the units
Formatting a Quantity• Click on the
blue text, “Change to Unit” to switch from currency type to a unit type
Formatting a Quantity• Click on the
blue text, “Change unit” to switch from the default of hours to another kind of unit
Formatting a Quantity• Click on the
blue text, “Dimensionless”
Formatting a Quantity• Click on the
blue text, “Dimensionless Standard”
Formatting a Quantity• Click on the
blue text, “unit” (we’re going to work with single units for all of these items)
Formatting a Quantity• Click on the
white space to return to the quantity editor
Formatting a Quantity• Click on the
number signs to edit the number part
Formatting a Quantity• Click on the
upper, green portion to increase the number
• Click on the lower, red portion to decrease the number
• Click on the blue text until you reach “No sign”
Formatting a Quantity• Set the digits to
the left of the decimal point to “6”
• Set the digits to the right of the decimal point to “0”
• Set the sign type to “no sign”
• Click on the white space to return to the quantity editor
Formatting a Quantity• Right click on
the blue arrow to re-size the grey visible area box so that the number part is inside and the other parts are outside
• Click on the white space to return to the detail line editor
Formatting a Quantity• Right click on
the blue arrow to re-size the grey visible area box
• Click on the white space to return to the quantity editor
Formatting a Quantity• Click on the
“Column Header” field to format the Header Line
Formatting a Quantity• Set the column
headers “Inventory Item” and “Quantity” above the matching fields in the detail line
• Click on the white space to return to the form editor
Filing the Additions Form• Click on the
“File” button to create the form
• Press “Alt” and 1 together when prompted to confirm creation of the form
Cleaning up the Desktop a Little• There is now a
new selection list for the “Inventory Addition” form on your desktop
• Double Click on the headers of the two selection lists to turn them into icons (to de-clutter the space a little)
Creating the Inventory Pull Form• Click on the
“Get Blank Master Form” to create the third form
Creating the Inventory Pull Form• Name the form,
“Inventory Pull”• Click on the
blue text to select form type “Transaction”
• Enter a two letter form code of “IP”
Creating the Inventory Pull Form• Right click on
the “Detail Lines” widget and drag-and-drop it on the form to create a detail lines field
Formatting the Detail Lines• Customize the
name by over-typing “Inventory Pull Details”
• Click on the detail line editor to customize the detail lines
Formatting the Detail Lines• Right click on
the form reference widget and drag-and-drop it onto the detail line to create a form reference field
Formatting the Form Reference• Click on the blue
text, “Select a form”
• This time there are two items in the list – select the blue text “Inventory Item”
• Click on the white space to return to the form reference editor
Formatting the Form Reference• Set the form
reference identifier to Inventory Item Name
Formatting the Form Reference• Right click on
the blue arrow and drag to re-size the grey visible area box so that the form code and identifier are included but the name is outside the visible area
Adding a Quantity Field• Right click on
the Quantity widget and drag-and-drop it onto the detail line box to create a quantity field
Formatting the Quantity Field• Set the name
part to “Quantity Pulled”
• As before, set the units to “unit” (dimensionless) and the number of digits to 6, with no sign
Resizing the Detail Line• Right click on
the blue arrow to resize the detail line box so it fits neatly around the two fields
Adjusting the Column Headers• Click on the
Column Header Line to format the Headers
Adjusting the Column Headers• Type in the
headers “Inventory Item Pulled” and “Quantity”
• Line them up over the appropriate fields
• Click in the white space to return to the form editor
Filing the Inventory Pull Form• Click on the file
button to create the form
Minimizing the Selection List to an Icon• Double click on
the header of the “Inventory Pull” selection list to minimize it to an icon
Editing Definitions on the Master Form• From the
“Master Forms” list, click on the label “Inventory Item” to call up the Inventory Item Master Form
Editing Definitions on the Master Form• Click on the
“Edit” button
Editing Definitions on the Master Form• Click on the
“Turn Form Over” button
Editing Definitions on the Master Form• Click on the
blue “twiddle” beside Form Definitions
Editing Definitions on the Master Form• Click on the
blue text “click here to add a form definition”
Editing Definitions on the Master Form• Click on the
blue “twiddle” beside the blue text “Definition”
Editing Definitions on the Master Form• Click on the
blue text “Not Defined Yet”
Editing Definitions on the Master Form• From the list,
select the option “Operate Over a Form Stack”
Editing Definitions on the Master Form• Click on the
blue text “Select a Form Stack”
Editing Definitions on the Master Form• From the list
that appears, select the form, “Inventory Addition Details”
Editing Definitions on the Master Form• Click on the
blue text “Select Field”
Editing Definitions on the Master Form• Select from the
list, “Quantity Added”
Editing Definitions on the Master Form• Using the green
half to go up, and the red half to go down, adjust the number of digits to “6” and “0”
• Click on blue text to cycle through sign type choices, to “no sign”
Editing Definitions on the Master Form• Click on the text
beside “Definition” and over-type to customize the name of the definition. Set it to “Inventory Added Total”
Editing Definitions on the Master Form• Click on the
blue “twiddle” beside the definition to close it back up
Editing Definitions on the Master Form• Click on the
blue “arrow down / + sign” symbol to add a new definition
Editing Definitions on the Master Form• Click on the
blue “twiddle” beside the new definition to open the selection list
• Select “Operate over a form stack” from the list
Editing Definitions on the Master Form• Select the form
stack “Inventory Pull Details”
• From the list of fields, select “Quantity Pulled”
Editing Definitions on the Master Form• Adjust the digits
before and digits after the decimal point to be “6” and “0”
• Adjust the unit position by clicking on the blue text until the selection reads “no sign”
Editing Definitions on the Master Form• Customize the
definition name by over-typing the name field to “Inventory Pulled Total”
Editing Definitions on the Master Form• Add another
definition (as before, click on the “arrow down / + sign” symbol)
• As before click on the blue twiddle to drop down the list of operations
• Select “Add/Subtract”
Editing Definitions on the Master Form• Click on the
blue text “Select Field”
Editing Definitions on the Master Form• From the list,
click on the blue text “Inventory Added Total”
Editing Definitions on the Master Form• Click on the
“down arrow / + sign” symbol to add another term to the addition
Editing Definitions on the Master Form• Click on the
blue text “Select Field”
Editing Definitions on the Master Form• From the list
that appears, select “Inventory Pulled Total”
Editing Definitions on the Master Form• Click on the
blue text “PLUS” so that it changes to “MINUS” – now the second field will be subtracted from the first field
Editing Definitions on the Master Form• Customize the
definition name to “Inventory on Hand”
This means that “Inventory on Hand” is defined as Inventory Added minus Inventory Pulled• Click on the
“Turn Form Over” Button
Filing the Revised Form• Click on the
“File” button, and press “Alt” and “1” to confirm
Creating a Report• Double click on
the “Report Design” icon
Creating a Report• Click on the
“locked” button to change it to “Unlocked”
Creating a Report• Click on the
“Create Report” button
Creating a Report• Give the report
a name by typing over the name field – call it “Inventory Tally Report”
Creating a Report• Click on the
blue text “select form stack”
Creating a Report• From the list
select “Inventory Item”
Creating a Report• On the display
type line, click on the blue “twiddle” beside Detail
Creating a Report• The pink area is
the print block• Click on the
print block
Creating a Report• A question mark
appears• This marks the
spot where the field or text will start
• Click on the blue text “Select a field”
Creating a Report• From the list
select “Inventory Item Name”
Creating a Report• The line of x’s in
the print block indicate how much space is reserved for the Inventory Item Name field
• Click on the print block again to add another field
Creating a Report• Click on “Select
a field”
Creating a Report• From the list
select “Inventory on Hand”
Creating a Report• Click on the
blue text “Unit Behind” and cycle through the options until you reach “no unit”
Creating a Report• Click on the
“File” button to create the report
Creating a Report• Confirm the
filing by pressing “Alt” and “1”
Report Requestor Now Active• You’ll now see a
new widget on your desktop – “Report Requests”
• Double click on it to open it
Change Fiscal Periods• In order to run a
report, we’ll need to enter some data
• For data entry in the transaction forms, switch to a regular fiscal period
• Double click on the “Change Period” widget to open it
Change Fiscal Period• Click on the “+”
symbol beside the Target Accounting Period Display, so that it changes from YSP 15 to Jan15
Change Fiscal Period• Click on the
“Move to Target Period” to actually switch fiscal periods
Data Entry• Notice the
watermark on the background now says “Jan15”, showing we’ve moved to the correct fiscal period
• Double click on the “Inventory Item” icon to open selection list
Data Entry• Click on the
“Get Blank Form” button (you can also press F4 for the same result)
Data Entry• Type in a 4 digit
code. Let’s start with “1000”
Data Entry• Press Tab, or
click on the Inventory Item Name field
• Give the Item a name – let’s use “Widgets, large steel polished”
• Click on the “File” button to create the entry
Data Entry• Double-click on
the “Inventory Addition” icon
• Click on the “Get Blank Form” button
Data Entry• Enter a date.
Since this is a January transaction let’s enter “15/01/21”
• Next, click on the “+” button on the details section to add a new detail line
Data Entry• Enter a valid
code for Inventory Item (in this case there is only one, “1000”)
Data Entry• Tab or click over
to the quantity field – let’s enter “2500”
Data Entry• Click on the
“File” button• We have now
entered 2500 widgets into inventory
Data Entry• The Inventory
Addition now shows up in the selection list(we can format the display of the selection list to give us more information, but that’s a topic for later)
Data Entry• Double click on
the Inventory Pull icon to open up the selection list
• Click on the “Get Blank Form” button (or press F4)
Data Entry• Enter a
Transaction Date – let’s use 15/01/23
• Click on the “+” button to add a new detail line
Data Entry• Enter a valid
Inventory Item code (again, there’s only one right now, 1000)
Data Entry• Tab or click over
to the quantity field and enter an amount – let’s use 1,000
• Click on the “File” button to enter the form
Running a Report• Now we can run
a report• Go to the Report
Requester and click on the box beside our report, “Inventory Tally Report”
• Click on the “Generate Selected Report” button
Running a Report• Here is our
report, and we can see that we have 1,500 widgets on hand (which is the net of 2,500 added minus 1,00 pulled)
Running a Report• As we add more
data, we get more lines in our report, each one using the same formatting
Thank You!