Adding a Department

1. When you first enter the Department option a Select A Department window will appear:

• EXIT – Select EXIT to exit the Department option and return to the Inventory menu.
• ADD – Select ADD to a department.
• PRINT LIST – Select PRINT LIST to print a list of departments defined in the system.
• A list of departments defined in the system. See Department for more information on each field. See Printing Department for more information on the department list display fields

Select ADD.

2. Enter the two character alphanumeric ID code for the department in the Department field.

3. Enter the name for the department in the Name field.

4. At the Lists/Tickets/Labels field, identify which types of shipping papers to print for this department; Pick Lists, Pick Tickets, and/or Carton Labels. You may choose any combination. If you have chosen Pick Lists as one of the shipping papers to be printed, proceed to the next step , otherwise proceed to Step (On Planning Report)

Note: If the Share Carton field is set to Y (Y=Yes) and select Carton Labels at the Lists/Tickets/Labels field you will receive the following message: "Pick Cartons not available when sharing cartons between departments !!! Space Bar to Continue." The Share Carton field must be set to N in order to select carton labels.

5. Select the pick list sort order at the Pick List Sort field. The sort order is unique to each department. The sort order is any combination of route, customer, and item. Press F3 for options.

• 1 – Route - Item: The Route - Item sort order will list the sales orders for the items assigned to the department by route, then item, followed by the customer order detail if the department is set to itemized yes–and the item Pick List setting is set to yes. This field can be set by item using item quick maintenance.
• 2 – Route - Customer: The Route - Customer sort order will list the Sales Orders for the items assigned to the department by route, customer order number, and items on the order.
• 3 – Route - Reverse Stop: The Route - Reverse Stop sort order will list the sales orders by route, then the stops number based on the last stop first – customer order and item detail.
• 4 – Route - Physical Location: The Route - Physical Location sort order will list the sales orders by the route then the physical location assigned to the item and the items that have the same physical location.
• 5 – Item - Route: The Item - Route sort order will list the sales orders by item, then route, followed by customer and the customer order number.
• 6 – Customer Order: The Customer Order sort order will sort the items ordered by customer, by sales order number and then the item detail.

6. At the Customer ID field, enter Y (Y=Yes) to print the customer ID on the pick list, enter N (N=No) to not print the customer ID on the pick list. If Y was selected, enter B (B=Before Name) to print the customer ID before the customer name, enter A (A=After Name) to print the customer ID after the customer name, or enter N (N=Not Using) to exclude the customer ID from printing on the pick list.

7. At the Item ID field, enter Y (Y=Yes) to print the item ID on the pick list, enter S (S= first three digit) to print the item group on the pick list , enter N (N=No) to not print the item ID on the pick list. If Y or S was selected, enter B (B=Before Name) to print the item ID before the item name, enter A (A=After Name) to print the item ID after the item name, or enter N (N=Not Using) to exclude the item ID from printing on the pick list.

8. At the Line Text field, enter Y (Y=Yes) to print the sales order line text on the pick list, or enter N (N=No) to not print the sales order line text on the pick list.

9. At the COOL field, enter E (E=English Only) to print the COOL Identity name on the pick list, enter A (A=Alias) to print the COOL Identity ID on the pick list, enter B (B=Both) to print both the COOL Identity name and ID on the pick list, or enter N (N=Not Using) to not print the COOL Identity name and ID on the pick list.

10. At the Physical Location field, enter Y (Y=Yes) to print the physical location assigned to the item on the pick list, or enter N (N=Not Using) to not print the physical location on the pick list.

11. At the Order Date field, enter Y (Y=Yes) to print the order ship date of the sales order on the pick list, or enter N (N=Not Using) to not print the ship date of the sales order on the pick list.

12. At the Order Number Digits field, enter the number of sales order digits to print on the pick list (3, 4, 5, or 6), or enter N (N=Not Using) to not print the sales order number on the pick list.

13. At the Spacing field, enter U (U=Unlotted Only) to print an additional blank line between item details for unlotted items, enter L (L=Lotted Only) to print an additional blank line between item details for lotted items, enter B (B=Both) to print an additional blank line between item details for both lotted and unlotted items, or enter N (N=No Blank Lines) to not print an additional blank line between item details for both lotted and unlotted items.

14. At the CPI field, enter the characters per inch to use to print the pick list (12, 13, 14, or 15). Note: the smaller the number, the larger the print.

15. At the Carton Line field, enter Y (Y=Yes) to print "_____" to record the carton count on the pick list, or Enter N (N=Not Using) to not print a line to record the carton count on the pick list.

16. At the Text 1-4 Underscores field, enter up to four optional text lines to record additional information for each item/order on an itemized pick list.

17. At the Item Totals field, enter Y (Y=Yes) to print the total quantity shipped for the item. This option is only available for pick list sort orders 1, 4 and 5.

18. At the Item Summary Unit field, enter I (I=Invoice) to calculate the item summary total based on the Invoicing unit of measure, enter S (S=Stock) to calculate the item summary total based on the Stocking unit of measure for the item, enter W (W=Weight) to calculate the item summary total based on the total weight shipped (pounds).

19. At the Summary Pick List field, enter Y (Y=Yes) to generate both the detail pick list and a summary pick list, enter O (O=Only Summary) to generate only a summary pick list for the department, or enter N (N=Not Using) to generate a detailed pick list only.

20. If Y (Y=Yes, generate a detail and summary pick list) or O (O=Generate Summary Pick List Only) was selected, at the Summary Sort field, a Select A Pick List - Sort Order window will appear with the following options:

• 1 – Route - Item: The Route - Item sort order summarize the pick list by route then item.
• 2 – Route - Customer: The Route - Customer sort order will list the Sales Orders for the items assigned to the department by route, customer order number, and items on the order.
• 3 – Route - Reverse Stop: The Route - Reverse Stop sort order will list the sales orders by route, then the stops number based on the last stop first – customer order and item detail.
• 4 – Route - Physical Location: The Route - Physical Location sort order will list the sales orders by the route then the physical location assigned to the item and the items that have the same physical location.
• 5 – Item - Route: The Item - Route sort order will list the sales orders by item, then route, followed by customer and the customer order number.
• 6 – Customer Order: The Customer Order sort order will sort the items ordered by customer, by sales order number and then the item detail.

Scroll to the appropriate pick list summary sort order and press Enter.

21. At the Auto Tag Lots field, enter Y (Y=Using) to assign or auto tag lots to sales orders based on the first auto tag location found when pick lists are generated for the department in Shipping Papers, enter N (N=Not Using) to not auto assign lot numbers. See Lot Assignment for information on lot assignment.

22. At the On Planning Report field enter Y (Y=Yes) if items within the department will be included on the planning report if there are open sales orders, purchases, work orders, or action required for the items in this department, enter N (N=No) if items within the department will not be included in the planning report.

23. At the UOM Planning Report field, determine if the items in this department will be calculated on the planning report in pounds or by its stocking unit of measure. S = stocking unit, L = pounds.

24. At the In Ordering History field, enter Y (Y=Yes) if items in this department are to appear in the customer ordering history, enter N (N=No) if they should not appear in the customer ordering history.

25. At the Share Cartons field enter Y (Y=Yes), and the items in this department can be consolidated into the same master carton as items in another department when cartonizing, based on the Share Carton field within Item. If N (N=No), the items in this department can only be combined with items from the same department based on the Share Carton field within Item.

26. At the Completed PO Days field enter the maximum number of days to include when determining the higher of the last/incoming purchase order when used in Set Selling Prices.

Note: The maximum value that can be entered in the Completed PO Days is 999.

27. At the Default Itemize Item field, select Y (Y=Yes) to set the default itemized setting for new items adding using this department to yes, or enter N (Do not Itemize Item) to set the default to No.

28. (Optional) Specify the percentage of the total A type items cycle count to be counted, or an actual number of items to count when running the cycle count version of the Physical Inventory Report and Inventory Reconciliation. Cycle count A items represent the items you cycle count most often (daily). See Cycle Counting for more information.

29. (Optional) Specify the percentage of the total B type items cycle count to be counted, or an actual number of items to count when running the cycle count version of the Physical Inventory Report and the Inventory Reconciliation. Cycle count B Items represent the items you cycle count often (weekly). See Cycle Counting for more information.

30. Specify the percentage of the total C type items cycle count to be counted, or an actual number of items to count when running the cycle count version of the Physical Inventory Report and Inventory Reconciliation. Cycle count C Items represent the items you cycle count less often (monthly). See Cycle Counting for more information.

31. When you have finished and exited the last field, command options will appear:

• Add – Select Add to add the department.
• Change – Select Change to make changes to the department. See Changing a Department for more information.
• Exit – Select Exit to exit without adding the department. The following message will display: "Exit without adding? No/Yes."
  • Select no to return to the command options.
  • Select yes to exit without saving the department and return to the Department field.

Select the Add option. You will be positioned to create another department. If you are done creating departments, press Enter and then use the EXIT option to return to the main menu.

For more information on the Department option see Department.

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