Module Implementation and Setup

Learn about the tasks for implementing and setting up the Inventory module.

Define and Analyse Current Business Requirements

Review your current business processes around inventory functions. Analyse your requirements to determine how Greentree Desktop should be set up to support your business needs.

You should also review your existing reports to determine how Greentree Desktop reports will meet your needs.

Your Greentree consultant can help you prepare your business requirements definition, and help you to understand how Greentree Desktop satisfies your process requirements.

Determine the Data Conversion Method

You must determine how you will transfer data (for example, item masterfiles and sales history) from your current system into the system. There are three ways to do this:

Enter data into Greentree Desktop (for example, items, sales history transactions) using a special transaction type.
Convert data from your current system into Greentree Desktop. If this method is selected, you must map the fields from your old system to Greentree Desktop. As well, you must develop a conversion form.
Upload data into Greentree Desktop from Excel, using the FREE functions. If you select this method, the data must be extracted from your current system and manipulated within Excel before applying formulas to load data into Greentree Desktop.

The method you choose depend on the volume of your data, and your requirements in terms of historical data that must be retained when transitioning to Greentree Desktop.

Review and Define System Setup Parameters

This task involves reviewing the system setup options, and determining which codes/parameters must be set up to support your business processes. These should be completed in this order:

Pre-requisites to defining Inventory Module Control Parameters

These codes must be setup before defaults can be assigned to the Inventory Module Control form:

Set up calendars - System Utilities
Set up branches - System Utilities
Define Analysis Codes - Analysis Code Maintenance
Define Stocktaking Cycles - Stocktake Cycle Maintenance
Define Price Books - Price Book Maintenance
Define Units of Measure (if in use) - Units of Measure Maintenance
Define Unit of Measure Conversions (if in use) - Generic Unit Conversion Maintenance
Set up Item Status Codes if required - Status Maintenance
Define Item Transaction Types if required - Transaction Type Maintenance

Define Inventory Module Control Parameters

When you have completed the setup outlined in (a) above, as it applies to your business, you can assign the Module Control defaults and parameters. Several of the options in Inventory Module Control relate to using modules that provide enhanced functions.

Define Other IN Parameters

These functions also relate to the set up of the inventory module, so you should review them and complete set up (you cannot want to use all this function, depending on the outcome of your business process review):

Locations (if module is in use) - Location Maintenance *
Advanced Pricing Structure (if module is in use) - Advanced Pricing Structure Maintenance
Analysis Code Trees & User Defined Fields - Analysis Code Maintenance
Delivery Methods (if Advanced Reorder module is in use) - Delivery Method Maintenance
Text Types - Text Type Maintenance
Item Trees - Inventory Item Tree Maintenance
Posting Periods - Posting Period Maintenance
Item User Fields - Inventory Item User Field Maintenance
Supercession Types (if module is in use) - Supercession Maintenance

Note: You can create locations using the FREE Create Location function.

Assign IN Integration GL Accounts in General Ledger Module Control - Integration

Assign the Inventory Account and the Kitset Variance Account (if module is in use). These accounts is used if Greentree Desktop cannot find an account by searching through the hierarchy.

Set Up Items

Set up items, and assign details to each item. When new items are created, some details is taken from the Inventory Module Control form. The method for creating items in Greentree Desktop may be manual, automated using a customised conversion form, or automated using the FREE Create Inventory Item function.

Once items have been created, and basic parameters have been set up, there are several other areas that must be considered. These include:

Setting up item costs - Costing Maintenance
Setting up item prices - Price Maintenance
Setting up advanced prices, if module is in use - Advanced Pricing Maintenance
Define selling & purchasing units of measure, if applicable - Unit of Measure Maintenance
Defining reorder details - Reorder Details Maintenance
Setting up supplier details - Supplier Details Maintenance
Setting up item text, if applicable - Text Maintenance
Defining item options — for example, alias codes, barcodes, substitute items - Options Maintenance
Setting up kitsets, if module is in use - Kitset Maintenance
Setting up warranties, if applicable - Warranty Maintenance
Setting up serial/lot details, if module is in use - Serial & Lot Maintenance

Note: You can set up several of the areas listed above using FREE functions.

Create & Reconcile Opening Balances

You can use the Inventory Excel FREE functions to create balances for inventory items when they have been set up. You will want to create the on-hand balance for each item (by location if applicable), and perhaps also the sales history, so that it can be used in inventory reorder processes, and be accessible using enquiry. You can set up special transaction types to accommodate the creation of opening balances.

Once on-hand balances have been created, and item costs have been set up, you should reconcile the inventory valuation in Greentree Desktop with the inventory valuation in your old system. You can use the Inventory Valuation Report in Greentree Desktop to assist with the reconciliation process.

Develop Procedures Documentation and Train Users

When you have set up the Inventory module to meet your business needs, you should update your process and procedures documentation as required, if the process or function differs from your existing system. You should train key people in your organisation to use the Inventory module.