This program is used to automatically generate Journals to the GL and Book Production for local receipts. Before the automatic stock receipt process can be completed the ISBN must be generated from Book Production to Distribution, or the ISBN should already exist in Distribution.
The following are things to check before doing an automatic stock receipt.
- Uses Print and Bind cost type
- Must use an existing ISBN
- Can only use for type 1=Inventory
- Generate commitment
- Generate an actual
- Check account set. The account set must have a stock receipt code set up so it shows as a negative stock receipt in the account set on the Cost Management screen. The account set is validated from the project or book spec depending on the budget level. This is defined in TMSBP/PJ-TYPE.
- TMSBP/STK-REC defines the clearing account the stock goes to.
- Define IC type. Check distribution to see what impression it is. For example 1st or 2nd impression stock may have already been receipted for this project and more needs to be receipted. This then links to Book Production by the Book Spec impression field. If there are several contracts for the same ISBN and the various receipts are allocated to the respective change the IC type IMPRS to link to the appropriate contract, since the book spec has an impression field, which this process locates. Thus the logic being; Stock receipt > Item master > Impression > Check Project.
- Impressions must be set up in TMSDS/IC-IMPRS and make sure this IC-TYPE in on the Item masterfile.
Process Flow
After the previous list has been set up the following steps must be taken.
- Create a Purchase Order for stock in Distribution. This can only be local.
- Receipt in stock.
- In Book Production run (Option 21) Stock receipt journal creation for a trial run.
- In Book Production run (Option 21) Stock receipt journal creation for an update.
- Then run an EOD to show stock receipting in the Cost Management screen. This also generates all journals and updates the General Ledger.
- The Stock receipt journal creation program has the facility to generate stock receipt journal by book. This program checks the ISBN and commitment number to match the ISBN receipt back to the ISBN on the book. The automatic generation of stock journaling will link back to the book where the commitment was raised.
- The account set is validated from project or book spec depending on the budget level. This is defined in TMSBP/PJ-TYPE.
- Transfer types ‘2’ and ‘3’ are used for stock receipt journal creation.
- The system does not amortize by impression number, if the impression is not to be used. This means if TMSBP/STK-REC is blank for IC type.
Generate journals to GL and Book production automatically
- In the menu, expand Publishing Modules > Book Publishing > Others > Utilities > Others and double-click BP Stock Receipt Journal Creation . BP0050 – Stock Receipt Journal Creation panel is displayed.
| Field | Description |
| Mode | Indicate whether you want to run a Trial or Update. A trial run must be generated before an update is processed. This field defaults and can be overridden. |
| Process period | The period for which you want to process the Stock Receipt Journals defaults to the current processing period but can be overridden. |
| GL posting period | GL Posting Period for which you want to process the stock receipt journals defaults to the current processing period but can be overridden. |
| Security | Key the security password if overriding the posting period, sequence the item hierarchy levels or leave blank to exclude them from the stock receipt journal creation and key any item hierarchy levels to be included. |
| Sequence | The sequence number is used to determine the order in which the general ledger account is to appear on the entry screen and reports. |
| Item level 1-5 | Item levels are used to enter the five levels of the item hierarchy on which to search. Only those items with the selected hierarchy display. |
- Enter the required fields and click OK to confirm.
