Product Maintain Balance Entry overview

Product > Entry > Maintain Balance

Function acronym: ICEMB

Use this page to manually change balances. Because balance information is updated automatically, this function is rarely used.

You should not initially set up balances and should not manually change balances. If you make manual balance changes, enter a reason for the change.

Product costs and quantity information is updated automatically from several different sources as you build historical data from your daily operations. The balances, costs, and YTD (year-to-date) fields are updated by these functions:

  • KP Work Order Center Entry Product Adjustment Entry
  • Product Unavailable Inventory Entry
  • Purchase Entry RRAR Merge Process Report
  • Purchase Order Entry
  • Purchase Receipt of Inventory Entry
  • Sales Entry Processing Back Order Fill Report
  • Sales Entry Invoice Processing Report
  • Sales Entry Pick Tickets Report
  • Sales Order Entry
  • Sales Shipping Feedback Entry
  • Transfer Entry
  • Transfer Entry RRAR Merge Process Report
  • Transfer Exception Receipt Entry
  • Transfer Receipt of Inventory Entry
  • Transfer Shipping Entry
  • Vendor Invoice Center Entry

Costs fields are updated when transactions are posted. Costs are affected by the cost settings in SA Admin Options-Products. These settings also determine which costs to use in Sales Manager, General Ledger, Pricing and Discounting, Sales Order Entry, and Transfer.

During the initial setup of the system, post balances through, for example, Product Adjustment Entry, to create an audit trail. If you enter balances in Product Maintain Balance Entry, the Product Transaction Activity Report will not balance to the totals printed on the Product Master List Report. The product will be considered out-of-balance.

Access to this function is based on your SA Operator Setup settings in Controls and Function Security, and will determine whether or not you can change costs. In Controls-Costs, select the Allow User To View Costs in Controls-Accounting, select Allow User To Change Master Balances.

Note:  When you delete a product record, the system deletes all history records for that product. All active balances must be zero before you can delete the record.

If the product uses foreign currency, all values other than the domestic balance will be expressed in the currency of the product. The system automatically calculates conversions for General Ledger and reporting purposes.

Workflow

To use this function, conduct a search to initiate workflow; otherwise the Update button is not available. Specify a Product and Warehouse, and select a Change Field. Click Search. The particular record meeting this combination of search criteria is displayed and any previous history records are displayed in the grid. The current balance of the record in the grid is displayed in the Old Value display.

Your selection in the Change Field affects which field is displayed in General. That is, if you select a date-related Change Field in the search, a date field and a date picker are displayed. If you select a integer-related Change Field, a number field is displayed.

Select either Change By or New Value. Specify an amount, date, or number. Specify a reason for the change. Click Update. The change is reflected in the new history record in the grid.