ALTUM

The form of internal release

IR- form has several tabs, but in order to make a document it’s enough to fill in General tab and add an item.

In order to add a new document user has to click [Add] button in the List button group.

Tab General

This tab contains basic data which has to be filled in, in order to issue an IR-. In case of simple documents, which don’t require any special settlements concerning analytical description or attributes – it’s enough to fill in successive fields on this tab in order to issue a document.

Figure 189 Tab General on the form of IR-.

IR- document consists of two parts:

1. Header, where number, customer, secondary customer, warehouse, status, transaction type, center, collector, VAT rates, document status, date of issue, date of release, subtotal and total values and the remaining credit limit

2.     List of items, which contains basic information about items assigned to a document: code, name, quantity, unit of measure, price, discount, subtotal value, VAT rate, and regular price (optional, hidden column)

Header

Header contains basic information about whole document:

Number – content of this field depends on selected document type (that is on selected numerator schema – see manual Comarch ALTUM System Configuration -> Numerators. Depending on numerator schema, there can be 3 to 8 fields displayed in defined by user sequence. These fields will contain particular sections of a number. If in numeration schema user defined a section containing warehouse (company owns several warehouses) –  clicking the arrow next to the field will display a list of all warehouses and allow user to select one. Symbol (entered while adding a new warehouse) of selected warehouse will appear in the number.

When a document is created in number section a new number appears automatically. User can’t assign his own number to a document by entering it by hand. When an unconfirmed document is deleted, its number is dispensed, i.e. new IR- will receive the number of deleted IR-, e.g. there are three documents in the system with numbers: IR-/2007//00001, IR-/2007//00002, IR-/2007//00003. IR- with number IR-/2007//00002 (unconfirmed) is deleted. After deleting this IR- the newly added document will receive number  IR-/2007//00002.

Customer – in this field user can select customer or employee assigned to a document. By default the system suggests customer but it can be changed by user.

Warehouse – in this field user can define which warehouse is assigned to a document, i.e. from which warehouse items will be released. While issuing a new document the system automatically suggests default warehouse, if user has permissions to it. In order to change it to another warehouse, user has to click [Warehouse] button.

Center – name of the center in which the user currently works

Document Status – specifies the status of a currently opened document. Document statuses can be the following:

Initiated -  document is being issued, it is not yet saved in the database.

Unconfirmed – document saved as unconfirmed can be edited.

Confirmed – confirmed document cannot be modified

Canceled – such document is not editable

Date of Issue - date, when document was issued. By default the system date is suggested (current date).

Subtotal – net value of all document in the system currency. Next to the value a field with symbol of currency is placed. Because IR- document is always issued in the system currency, this field is automatically filled in with the system currency symbol.

Description – in this field user can enter additional information

List of items

One IR- document can be issued for several different items but all of them have to be present in the same warehouse. In this part of the form a list of all items for which document was issued is displayed:

No. – ordinal number of items, if one of document items is deleted then remaining items will be renumbered automatically

Code – code of the selected item

Name – name of the selected item

Quantity – quantity of item which is sold

UOM – unit of measure in which item is sold (it doesn’t have to be basic unit)

Subtotal Value – subtotal value of a given item

Tab Associated Documents

Assigned Documents tab is non-editable for user. It contains information about all documents assigned to a given IR-, e.g. corrections. This information is automatically brought up to date, according to carried out transactions. It contains basic information about assigned document, like: number, date of issue, customer data, net and gross value and document type.

Figue 190 Tab Asscoiated Documents on the form of IR-.

Tab Attributes

Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Configuration, in chapter Assigning attribute value to an object instance.

Figure 191 Tab Attributes on the form of IR-.

Tab Analytical Description

Details of defining analytical description for an object are described in the manual Comarch ALTUM Directories -> Defining analytical description.

Figure 192 Tab Analytical Description on the form of IR-.

Adding an item to IR- document

IR- can be issued only with item which is present in register of items, e.g. its data is saved in the Items directory. It’s not possible to issue a document with one – time item, without entering its data into the database.

In order to issue IR-, item has to be present in a warehouse, its warehouse stock can’t equal zero and it has to be active, i.e. participate in trade.

The list is maintained with standard buttons from the Items buttons group (more information can be found in the manual Getting started with Comarch ALTUM -> Buttons).

Figure 193 Elements button group on the form of IR-.

Characteristics of unconfirmed IR-

An unconfirmed internal release document has following features:

1. It can be edited
2. It reserves item in quantity on which internal release was issued – if quantity or item are changed on document, then reservation is changed
3. It can be deleted permanently – removal deletes reservation
4. It can be confirmed from the level of document form or it can be confirmed from the level of list of IR- documents

5.     It can’t be posted

Characteristics of confirmed IR-

Both saving the IR- document from the level of document form and confirming it from the level of list of documents results in the same consequences. Such confirmed sales invoice has following features:

1. It can’t be edited – only details of document or element can be previewed, without possibility of changing them
2. It can’t be deleted
3. It can be posted
4. Decreases item’s quantity stock in a warehouse at quantity from document

5.     It can be canceled – increases quantity of item in warehouse