How do I search for errors? (Checkout)
The Checkout routine searches the Material Management database for errors in inventory records and transactions.
Contents
Step 1: Run Checkout
Search the database for errors.
Do this...
1. Open Connect Materials Management > Organization > Checkout.
2. Select the options on the routine.
3. Click GO (CTRL+G).
The routine runs. It may take a few minutes depending on how many options you have selected.
Step 2: Review the Checkout report
Use the instructions on the Checkout report to fix the errors in the database. Some of the errors can be fixed by running Recalculate. The rest of the errors will need to be fixed by hand.
How do I run Recalculate?
1. Use Organization > Recalculate.
2. Use the form to select the options for running the routine.
3. Click GO (CTRL+G).
Step 3: Rerun the Checkout report
When you're done fixing the errors listed on the Checkout report, rerun the Checkout report to make sure all of the errors have been resolved. When the Checkout report shows that the database is error free, then you're done.
Options
Verify that existing inventory numbers fit the defined number mask
Use Verify that Existing Inventory Numbers Fit the Defined Number Mask to search the database for inventory numbers that do not conform to the inventory number mask. The system uses a mask that you have defined to format the inventory number.
Do you want to search for inventory numbers that do not fit the inventory number mask?
Yes, I want to search for inventory numbers that do not fit the inventory number mask. Select the Verify That Existing Inventory Numbers Fit the Defined Number Mask checkbox.
No, I do not want to search for inventory numbers that do not fit the inventory number mask. Deselect the Verify That Existing Inventory Numbers Fit the Defined Number Mask checkbox.
How do I correct an invalid inventory number?
I want to change the inventory number to fit the inventory number mask. This option is preferred. Use Connect Materials Management > Inventory > Modify Existing Inventory to edit the inventory number.
I want to change the inventory number mask to allow the invalid inventory number. Make sure you back up the database before you continue. Use Connect Materials Management > Organization > Organization. Next, change the Inventory Number Mask field. Warning! Changing the Inventory Number Mask will affect all of the inventory numbers. Some of the existing inventory numbers may not fit the new Inventory Number Mask. You may need to make those changes manually.
Check for inventory with a value and zero quantity
Use Check for inventory with a Value and Zero Quantity to find inventory items with a value that is greater than or less than zero and a quantity of zero. Usually, when the quantity is zero the inventory value is also zero.
Do you want to search for inventory with a value and a zero quantity?
Yes, I want to search for inventory with an amount and a zero quantity. Select the Check for Inventory with a Value and Zero Quantity checkbox.
No, I do not want to search for inventory with an amount and a zero quantity. Deselect the Check for Inventory with a Value and Zero Quantity checkbox.
How do I correct inventory with a value and a zero quantity?
Run Connect Materials Management > Inventory > Eliminate Dollars with Zero Units. The Eliminate Dollars with Zero Units process will adjust the value to zero.
Check for inventory with quantity and a zero value
Use Check for Inventory with Quantity and a Zero Value to search for inventory items when the quantity on hand is not equal to zero and the value is zero. Usually, when the inventory value is zero the quantity is also zero.
Do you want to search for inventory with a quantity and a zero value?
Yes, I want to search for inventory with a quantity and a zero value. Select the Check for Inventory with Quantity and a Zero Value checkbox.
No, I do not want to search for inventory with a quantity and a zero value. Deselect the Check for Inventory with Quantity and a Zero Value checkbox.
How do I correct inventory with a quantity and a zero value?
I want to adjust the inventory quantity on hand or record a value. Use Connect Materials Management > Inventory > Adjust Inventory. Then, enter the correct quantity on hand, or record a value.
I want to adjust the inventory quantity on hand. Use Connect Materials Management > Inventory > Adjust to Physical Inventory. Then, enter the correct quantity on hand.
Check for orders with no vendor
Use Check for Orders with No Vendor to find transactions for ordered items that are not assigned to a vendor.
Do you want to check for orders with no vendor?
Yes, I want to search for orders without vendors. Select the Check for Orders with No Vendors checkbox.
No, I do not want to search for orders without vendors. Deselect the Check for Orders with No Vendors checkbox.
How do I correct orders with no vendor?
Open Connect Materials Management > Inventory > Order Inventory. Click Edit (CTRL+E) to switch to Edit mode. Then, look up the order and assign a vendor to it.
Check for inventory with an active bid request
Use Check for Inventory with an Active Bid Request to identify inventory items with an active bid request. An Active Bid Request occurs when a user is in the process of requesting the cost to purchase the inventory item from a vendor or vendors. The system displays a warning when an active bid request is waiting to be fulfilled.
Do you want to check for active bid requests?
Yes, I want to find inventory with an active bid request. Select the Check for Inventory with an Active Bid Request checkbox.
No, I do not want to find inventory with an active bid request. Deselect the Check for Inventory with an Active Bid Request checkbox.
How do I correct inventory items with active bid requests?
If the Checkout report lists inventory items that you know should not have an active bid request, then use Cancel Bid Requests to terminate the request.
Open Connect Materials Management > Inventory > Cancel Bid Requests. Find Inventory.Inventory number and double-click ALL to enter the inventory numbers with bid requests that you wish to cancel. Use a comma (,) to separate inventory numbers. Set the Cancel value to Yes for all records in the grid. Then, click GO (CTRL+G).
Verify transactions have been updated to the General Ledger
Use Verify Transactions have been Updated to General Ledger Through to search for transactions that should be updated to the General Ledger but have not been updated.
Do you want to search for transactions that have not been updated to the General Ledger?
Yes, I want to search for transactions that have not been updated to the General Ledger. Select the Verify Transactions have been Updated to General Ledger... checkbox. Then, enter a MM/DD/YYYY in the ...Updated to General Ledger Through [ ___ ] field.
No, I do not want to search for transactions that have not been updated to the General Ledger. Deselect the Verify Transactions have been Updated to General Ledger... checkbox.
How do I update transactions that have not been updated to the General Ledger?
You have two options for updating transactions to the General Ledger.
Run Update General Ledger. Open Connect Materials Management > Organization > Update General Ledger. Set up the options to include the transactions listed on the Checkout report. Then, run the routine as usual.
Run Recalculate. Open Connect Materials Management > Inventory or Organization > Recalculate. Select the Mark Transactions as Updated to the General Ledger Through [ ___ ] checkbox. Then, enter a MM/DD/YYYY in the ...Through [ ___ ] field. Click GO (CTRL+G).
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