How to “Reconcile Stock and DTO (Direct Turn-Over)” dues …

Background Knowledge:

You may wonder why the Activity needs to reconcile the due-ins for Stock and/or DTO requisitions. As you may already know, due-in management is critical to the success of good Stock Control management. Here’s why it is critical to reconcile the stock and/or DTO dues: dto_due_qty and stock_due_qty are data elements in stock_item table.

When you submit a DTO or Stock requisitions, the dto_due_qty or stock_due_qty data field in stock_item table will reflect the total quantity outstanding for those outstanding documents and the corresponding outstanding requisitions is posted in active_rqn table. When the requisitions are completed or partially completed (received/cancelled), due-in quantities from the stock_item table will be decremented with the quantities received or cancelled. However, in some instances, this is not happening. The document is completed in the active_rqn table. However, the due-in quantity was not decremented. If the due-in quantities are still hang-up on the stock_due_qty or dto_due_qty, it creates record discrepancy. For stock requisition, due-in quantity will be accounted for when you run a “reorder” (depending on computation used). So, then the invalid stock due-in quantity on the stock_due_qty in stock_item table will never be reordered.

Considering the preceding scenario, your stock record will reflect a 100% O/H plus on order after completion of the top-off “reorder” process. In reality, you are not, because of the invalid stock due-in quantity that is hanged-up on the stock_due_qty data field in stock_item table. These due-ins does not have an outstanding stock requisitions.

To correct the discrepancy, R-Supply has a built-in function or database alignment program (Stock/DTO Dues Reconciliation Program) that clears up those invalid due-in quantities. The Stock/DTO reconciliation program will reconcile the due-in quantities in the stock_item table to its corresponding outstanding requisitions in the active_rqn table. If due-in quantities are present on the dto_due-qty or stock_due_qty data field in stock_item table, the program will verify the active_rqn table for its corresponding outstanding requisitions. If there are no outstanding requisitions for that particular item, the due-ins will be deleted from the stock_item table. On the other hand, if there are outstanding requisitions in the active_rqn table, the total due-ins from the outstanding requisitions will be posted or reflected in the due-in qty field in stock_item table. This program should be run at least weekly at the minimum. It will only take a few minutes to run.

Procedures:

To run the program, follow the steps listed below:

Step #1: LOGON to R-Supply and GoTo: File>Utilities>Stock/DTO Dues Reconciliation.

Step #2: Select the appropriate checkbox.

Step #3: Click “Apply” icon to initiate the Batch Job.

Step #4: Click “Submit” button to submit the Batch Job.

Step #5: Release the Batch Job to NTCSS. GoTo: Site>Management>Site Internal> Batch Job

Scheduling>Approval. This step is applicable only if the “Approval Required” indicator on the Control Parameter Update screen is set. Otherwise, the Batch Job is automatically release to NTCSS for processing.

Step #6: Review the output. No actions required. Retain output for the record.

Project is completed.

Any questions, feedback or comments, email Lonnie Auza.