Inv Itf Overview

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ITF Overview03-February-2005


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OM S&T Order CIS/CBS

Upon Shipmentfrom CIS/CBS

ERP/INV

ITF File

Unisys Extractto CISCBS


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Shippableflag


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Must be99-904


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Purchasableflag


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MODES OF RECEIPT

DIRECT - US ONLY, PO receipt is automatic anddone by the system. This is because orders areshipped directly to the customers in US from

manufacturing.

STANDARD International. PO is receiptedmanually. The pick, pack and ship confirm are

done manually at the appropriate time.

The mode is specified by default on the inventory

org DFF and on the PO header DFF.


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Custom Po receipt

form


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Tables involved in ITFProcessing

URCV_INTRANSIT_HEADERS

URCV_INTRANSIT_LINES

Tables linked by ci_number and ci_datecolumns

Tables loaded from file by sql loader

Validation process validates the file dataand populates key columns in tables likeorg_id,order_line_id,po_line_location_id


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Operation_status column values

After ITF file is imported, the processed_flag is null and theoperation_status=P

After validation, the processed_flag is null andoperation_status is R (if valid), E (if in error), Z (is

ismad/softsys orders) or I (for insertions) After PO receipt, the processed_flag is null and

operation_status is C this means that the po lines are inthe interface table it does not mean that the po is receipted.

After reservation, processed_flag is R (if okay), U (if inerror) and operation_status remains at C

After ship confirm, processed_flag is S (if okay),E (if in

error) and operation_status remains at C.


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Modules involved in ITF Processing

USTDINVITFLOAD - shells script to load file into custom tables. Italso calls the validation routine as part of the shell script.

USTDPOIFTPP.spp.obj this is the validation routine called by theshell script above.

USTDPOSNTRECEIVE.sql this program performs the automaticreceipt for the DIRECT receipts.

USTDPORCV.fmb PO receipt form for STANDARD receipts.

USTDPOOPER.fmb PO operations form for handling quantitymismatches

USTDPOFIN.fmb PO financials form for resolving financialmismatches

USTDPOITF_CTRL.sql Inbound transaction control report

USTDINVINTRS.sql In-transit report


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Inventory in Transit

Unisys SNT Products will be distributed from Manufacturing in US to various sites

worldwide. Oracle Purchase Orders will be automatically created when RequisitionImport is run for customer orders demanding Unisys SNT products. The PurchaseOrders for S&T products will use supplier UNISYS MFG. POs will flow to CBS/CISin order to be fulfilled.

The inter-company invoice created when the S&T items are shipped to the

subsidiary has to be booked by the subsidiary as an Inter-company Payable in thesame month the invoice is issued.

Even if the purchased products have not yet been received, the Inter-companyPayable has to be booked. When this happens, the inventory is in-transit. That is,the AP invoice has been booked but the product has not been received.


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ITF File

The detail making up the Inter-company Invoice is called the ITF file. It

includes among other things:

QuantityStyleCost in Local Currency or USDReserve (US only) when previously used and depreciated equipment isshipped on an order.Freight and Shipping chargesOracle PO NumberOracle PO Line NumberCommercial Invoice Number (Intl) / Bill of Lading Number (U.S.)

The ITF file with Unisys SNT Hardware and Software products will beinterfaced into Oracle in order to be received into Inventory.


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Unisys ITF Inbound Transactions Control ReportA Unisys report called the Unisys ITF Inbound Transactions Control Reportcan be used to validate the ITF files received. The report should representthe value of the debits to the Inventory-in-Transit account. This should alsobe the same amount that is booked as the debit to the Inventory-in-Transitaccount from the WIA transactions for S&T products.From Inventory Responsibility, run Unisys ITF Inbound Transactions ControlReport.

Start Date: End Date: ( Program will default todays date as the EndDate but it can be overwritten.Detail: Yes or No. If Yes is entered, more detail information will be shown atthe end of the report.


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Unisys In-Transit Forms and Reports

When product is shipped from manufacturing to marketing inthe ITF file, the quantities ordered and the prices charged

may not be the same as on the PO that was issued tomanufacturing. This results in quantity and price variancesthat have to be resolved.

Resolving quantity variances is the responsibility of OrderManagement/Order Fulfillment.

Price variances require an adjusting entry to be made byAccounting.Two Unisys forms and two Unisys reports have beendeveloped to help identify quantity and price variances, andto provide a process for clearing these variances.

Forms:Unisys In-Transit Operations FormUnisys In-Transit Financials FormReports:Unisys Inventory In-Transit ReportUnisys ITF Inbound Transactions Control Report


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Unisys In-Transit Operations FormThis form is used by Order Management/Order Fulfillment for identifying andtaking action on quantity variances.


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Query on PO Number field to call up the Purchase Order thatneeds to be reviewed or actioned. Note: Only when there is aquantity mismatch on any or all line items between the ITF file and

PO, can the PO be queried.

All line items on a PO will be displayed even if there is only oneline that is mismatched and requires action.There are 2 sets of columns on the form: ITF and Purchase Order.(The Ticket Number and Action columns will be explained later inthis document.)

ITF ColumnsTotal - The total quantity for an item on the ITF file.Unreceipted - The quantity that has not yet been receipted into

inventory.Received - The quantity that has been received into inventory.Unit Price - The price per unit billed by manufacturing. This valueis always displayed in local currency. If the ITF file is billed inanother currency, the amount is converted to local currency at thecurrent months exchange rate.


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Purchase Order ColumnsLine Number - The line number as entered on the PO.

Item Number - The item number (style) that is on the PO line.Unreceipted Quantity - The open quantity on the PO line. Openmeans the quantity that has not been receipted yet. This is notthe total quantity on the PO line. For example: If the PO line hasa quantity of 10 and 7 have been receipted, the form will show anopen quantity of 3.Received Quantity - The quantity that has been received againstthe PO line. Note: The total of this column and the previouscolumn will be the total quantity that was entered when the POwas issued.Currency - The currency of the PO. This may or may not be the

local currency of the subsidiary.Unit Price - The price per unit on the PO line. This amount isalways shown in local currency. If the PO is in another currency,the unit price is converted to local currency at the PO exchangerate.Price Variance - The difference between the ITF unit price and

the PO unit price, multiplied by the quantity received on the PO.


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Using the In-Transit Operations FormThere are various reasons why a quantity difference can exist betweenthe ITF File and the PO.ITF quantity is less than the total PO quantity: This would represent apartial shipment and there would be an Open PO Quantity showing on theform. When the remaining PO quantity is shipped on a new ITF file, thequantity variance should be 0.ITF quantity is equal to total PO quantity but greater than POreceipted quantity: This would indicate that the quantity shipped on the

ITF file has not been receipted yet. The reason for not receipting the totalITF quantity may be a timing difference. The ITF quantity is created whenmanufacturing ships products, but if the products have not been receivedinto the subsidiary, then there will be a difference. (Note: Because theU.S. uses automatic receipting, there is no timing difference betweenshipment and receipt. As a result this condition should not happen in the

U.S.)When the products are finally receipted into the subsidiary inventory, thevariance should be 0.This kind of variance can also happen if the product has been lost duringshipment or if the ITF file is overstated and the product was never shippedby manufacturing.


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ITF Quantity is greater then the total PO quantity:

When manufacturing ships quantities that are greater than what it onthe PO, these over-shipments or insertions will show up on the In-Transit form with the PO Line Number blank since they cannot bematched to an existing line. Resolving this variance requires the use ofthe Action Flag and Ticket Number columns on the form.

Note: When a Return to Vendor is done, the PO Received quantity isreduced. This will cause a variance between the ITF quantity and thePO Received quantity. For the U.S. only, when the credit ITF file frommanufacturing is received, the ITF quantity will be reduced as well andthe variance should no longer exist.


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Using the Action Flag and Ticket Number Fields on Operations Form

When the quantity shipped by manufacturing on the ITF file is greater than thequantity ordered on the PO the following actions must be taken:

Check the Action box on the line item that has the over-shipment or insertion.A message will be displayed with a ticket number. This is a sequential numberassigned whenever the Action box is checked.Make a note of the ticket number, order number and PO number.Close the form and go into Order Management.Call up the sales order.

Go to a new line on the order and enter the style number and quantity to beadded.At the far right hand column, open the Descriptive Flexfield and enter the ticketnumber into the SNT_ITEM_INSERTION_TOKENS field. You can choose theticket number from the drop down list.Add the price override if necessary.

Requisition is created when the automatic process runs periodicallyRequisition has to be approvedWhen adding the item to a PO, add it as a new line item on the existing POassociated with the order. A new PO should not be created.


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Before ITF is received

ITF ReceivedQuantity is 0. This

means the PO hasnot been receipted

No PO Receipt hasbeen done, so the full

quantities on the POare displayed.

No Price Variancebecause no POReceipts havebeen done.


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Partial receipt of first ITF shipment PO receipting has beendone

ITF ReceivedQuantity shows theamount receipted onthe PO.ITF Unreceipted

Quantity is now 0.

The PO UnreceiptedQuantity is the total POquantity less thereceipted quantity.

There is an In-TransitPrice Variance becausethe ITF prices aredifferent than the POprices.


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Second partial shipment for PO PO receipting has not been done

Total Quantityincludes bothITF partialshipments.

ITF Receivedquantity showsonly the POreceipts from thefirst shipment.

ITF Unit Price is anaverage of all theITF prices for a POline item.

PO Receiptedquantity stillshows only thereceipts from the1st shipment.The 2nd shipmenthas not beenreceipted yet.


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Second partial shipment PO receipting has been done.

Both ITF shipmentshave beenreceipted by PO.ITF Unreceiptedquantity is now 0.ITF Unit Price is anaverage of ITF

prices from fist 2shipments.

PO Unreceiptedquantity is theremaining yet to bereceived after 2

partial shipments.

In-Transit PriceVariance is totalprice variance fromthe two partial

shipments.


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Third ITF shipment with overshipment

Two items have beenovershipped. Sincethey exceed the POquantity, theseovershipments(insertions) do not

reference a PO line.


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Action the overshipment

Checking the Action Box on an over-shipped line will assign a Ticket Numberto the line.This is the Ticket Number that needs to beentered in the DFF on the sales order

when the line is added to the order.


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Unisys In-Transit Financials FormInventory Accounting uses this form for identifying and takingaction on price variances. Under certain conditions, it is usedto take action on quantity variances


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Using the Action Flag on Financials Form

When there is a unit price difference between the ITF file from manufacturing

and the unit price on the PO, the resulting difference will end up in theInventory In-Transit account on the GL. This will happen even if the quantitieson the ITF file and PO match. These variances have to be written-off usingthe following process.

Variances can be determined by running the Unisys INV In-Transit Report.

From the report identify variances by PO where there is a quantity match but aresidual price variance.

Query the PO on the Financials Form.Check the Action box on the PO line items that has the price variance. Do thisfor every PO where the price variance is being written-off.Total up the value of the Price Variances on the line items actioned from eitherthe report or the form.

Book an entry to the GL to reverse the Inventory In-Transit amount with theoffset to the Invoice Variance account.


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First shipment PO receipting done.

There is no In-TransitQuantity Variance butthere is a Price Variancebetween the ITF price andthe PO price.

PO Quantity Receiptedmatches the ITFquantity shipped.


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Other considerations

If there are quantity variances on the PO line, do not check the Action box

until after consultation with Order Management/Order Fulfillment.

Checking the Action box on the Financials form will prevent OrderManagement/Order Fulfillment from taking any action on the Operationsform. If it is concluded that the quantity variance cannot be cleared byOrder Management/Order Fulfillment, then Inventory Accounting has to

take the action to write-off the quantity variance.

The Action box cannot be checked on items where the quantities andprices match. This is because no action is required.

The Action box cannot be checked on items if it has already been

checked.

If you check the Action box but did not intend to, close the form withoutsaving the screen.

Once the form is saved after checking the Action box, the box cannot be

un checked

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Inv Itf Overview