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How PO Indirect posting to AP updates the inventory files
1) When a purchase order is posted, it creates an ‘O’ transaction
in the inventory history transaction file (INTXDH). A quantity with
no cost is recorded in this transaction.
In the item location file (INLOC), the ‘on order’ field reflects the
quantity entered on the purchase order when posted.
2) When receipt of the PO is posted, it creates an ‘O’ transaction
in the inventory history transaction file. A negative quantity
backing out the original quantity with no cost is recorded.
Also, an ‘H’ transaction is created in this same file. A quantity and
the unit cost are recorded in this transaction.
In the item location file, the ‘on order’ quantity is backed out, while
the PO Indirect field AND the quantity on hand are updated with
the quantity received (if defined to do so in PO file maintenance,
name & options file.)
In the period summary file (INTXSM), an ‘H’ type transaction
appears with the quantity received and the transaction cost
(unit cost x quantity).
If serialized or lotted items are being utilized, the In-Stock Serial/
Lot file (APSERIAL) is updated with the serial/lot number,
quantity purchased, and cost information.
3) When the voucher is posted, it creates an ‘H’ transaction
in the inventory history transaction file. A negative quantity
backing out the original quantity and cost is recorded.
Also, a ‘P’ transaction is created in this same file. A quantity and
the ‘true’ unit cost are recorded in this transaction.
Page 2
How PO Indirect posting to AP
updates the inventory files
In the item location file, the quantity in the PO Indirect field is
backed out. Quantity on hand is not affected in this file at this
time.
In the period summary file, the ‘H’ type transaction should go to ‘0’
cost and quantity, while a ‘P’ transaction appears in this file with
the quantity purchased and the total transaction cost (unit cost x
quantity). A ‘Z’ transaction also appears. This transaction will, for
the entire period, add cost and subtract cost as purchases (‘P’
transactions) and sales (‘S’ transactions) are posted into
inventory, thereby ‘summarizing’ each periods’ inventory costs.
(Adding all the ‘Z’ records’ quantities on hand should give you
what the on hand quantity shows in the item location file, less any
quantity reflected in the PO Indirect field. Adding all the ‘Z’
records’ costs should equal what is reflected in your distributed
amount in the item location file.)
In the cost file (INTXCT), a ‘P’ transaction is recorded reflecting
quantity purchased, status of the new ‘layer’ (available or
unavailable cost to be used), and the unit cost associated with
the purchase.
The In-Stock Serial/Lot file was updated at the time of receipt,
therefore it is not affected by the actual posting of the voucher
(the ‘P’ transaction).
