Creating Opening Balance

This page allows you to record the opening balance details for the various parts in a particular warehouse. Tell me more

Select the “Create Opening Balance” link under the “Stock Maintenance” business component.

The “Create Opening Balance” page appears.

The system displays the following:

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

The system displays the following in the “Opening balance Details” group box:

Opening Balance #

A unique number identifying the opening balance document. This number is displayed by the system, when the “Create Opening Balance” pushbutton is clicked. The number is generated based on the numbering type selected in this page.

Enter the following:

Numbering Type	Use the drop-down list box to select the numbering type for the opening balance document. Mandatory. The system lists the numbering types that are already defined in the “Create Numbering Type” activity of the “Document Numbering Class” business component, that are in the “Active” status. The numbering type set as default for the transaction of type “Opening Balance” for the login organizational unit, is displayed by default.
Opening Balance Date	The date on which the opening balance is recorded (Date Format). Mandatory. Ensure that the date entered here is earlier than or the same as the system date.
Status	Use the drop-down list box to assign a status for the opening balance transaction. Mandatory. The system list the following options:
	Draft – The status of the opening balance document when all the mandatory details are not entered
	Fresh - The status of the opening balance document when all the mandatory details have been entered.
	The system displays “Draft” by default.
Category	Use the drop-down list box to specify the category of the opening balance transaction. The system lists all the “Active” quick codes of type “Category”, as defined in the “Create Quick Codes” activity of the current business component.
User Status	Use the drop-down list box to assign a user-defined status for the opening balance transaction. The system lists all the “Active” quick codes of type “User Status”, as defined in the “Create Quick Codes” activity of the current business component.
Warehouse #	Use the drop-down list box to select the warehouse for which the opening balance details must be entered. The system lists the warehouse numbers that have already been defined in the “Create Warehouse Information” activity of the “Storage Administration” business component, that are in the “Active” status.

Note: You cannot record the opening balance for a warehouse or zone, which is frozen for the “Physical Inventory and Cycle Counting” process.

The system displays the following:

Warehouse Description

The textual description of the warehouse.

The system displays the following in the “Part Details” multiline:

Line #

The sequential number generated by the system for every line containing a part number.

Enter the following:

Part #

The number identifying the part in the warehouse for which the opening balance must be entered (Alphanumeric, 40). Mandatory. This number must have been defined in the “Create Parts Main Information” activity of the “Part Administration” business component and must be in “Active” status.

Ensure that the Part Classification of the Part defined in the “Part Administration” business component is allowed in the Warehouse.

If the Part Classification is set as “None” or not defined in the “Part Administration” business component, then the part is classified as Non-Repairable.

Help facility available.

Note: Ensure that the warehouse entered is of "Normal" type, if the storage allocation for the part is set as ‘Mandatory’ in the “Part Administration” business component.

The system displays the following:

Part Description	The textual description of the part.
Stock UOM	The unit of measurement in which the part is stocked in the warehouse.

Enter the following:

Quantity

The number of units of the part that has been received in the warehouse (Decimal). Mandatory. Ensure that this value is greater than zero.

Note: Fractions can be entered, only if the UOM has been set to “Allow fractions” in the “Create UOM” activity of the “Unit of Measurement Administration” business component.

WH – Zone #	The number identifying the zone in which the part is stored in the warehouse (Alphanumeric, 10). This zone number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” business component and must be in “Active” status.
	It is mandatory to enter this field, if the warehouse selected is of type “Normal”.
	Help facility available.
Bin #	The number identifying the bin in which the part is stored in the zone (Alphanumeric, 10). This bin number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” business component and must be in “Active” status.
	It is mandatory to enter this field, if the zone selected is of type “Normal”.
	Help facility available.

Note: It is not mandatory to enter the zone and the bin, if the warehouse is of type “Free”.

Stock Status

Use the drop-down list box to assign a user-defined stock status for the part. Mandatory. The system lists all the stock statuses defined in the “User Defined Stock Status” business component. By default, the system sets the field to the stock status set as default for the transaction type “Opening Balance”.

The system displays the following:

Valuation Method	The valuation method defined for the part at an inventory location. The system displays one of the following, as set for the part in the “Maintain Planning Information” activity of the “Part Administration” business component:
	Standard Cost – indicates that the receipts and the issues of a part are always made at the standard cost.
	LIFO (Last In First Out) - indicates that the parts are issued at the latest price. Issues thereafter are made at previous prices. A strict chronological order is followed.
	FIFO (First In First Out) – indicates that the parts are issued at the earliest receipt prices. Issues thereafter are made at recent prices. A strict chronological order is followed.
	Actual Cost – indicates that the receipts and issues of a part are always made at the actual cost.
	Weight Average Rate – indicates that the issue rate is calculated as the average of receipt values divided by the receipt quantity.
Part Control Type	The type of part control, which could be one of the following:
	Serial Number Control – when the manufacturer controls the part with a serial number.
	Lot Number control – when the manufacturer controls the part with a lot number.

Enter the following:

Ref Document #

The number identifying the reference document based on which the opening balance is recorded (Alphanumeric, 40).

Customer #

The code identifying the customer. (Alphanumeric, 18). Entry in this field is mandatory, if the stock status specified for the part is customer-owned. Ensure that the customer number entered here is in active status as defined in the “Customer” business component.

Help facility available.

Note: This field must be left blank, if the stock status selected in the multiline is other than the customer-owned stock status.

The system displays the following:

Customer Name

The name of the customer.

Note: Atleast one row must be entered in the multiline.

Ensure that the part number-zone-bin-stock status-customer number combination is not duplicated.

Enter the following in the “Other Details” group box:

User Defined Detail 1	Any other additional details pertaining to the opening balance (Alphanumeric, 25).
User Defined Detail 2	Any other additional details pertaining to the opening balance (Alphanumeric, 25).
Remarks	Any additional comments pertaining to opening balance (Alphanumeric, 255).

Note: All types of parts can be stored in the warehouse, only when the “All Part Types Allowed” option is checked in the “Create Warehouse Information” activity of the ”Storage Administration” business component.

All parts, irrespective of their stock status, can be stored in the warehouse, only when the “All Stock Status Allowed” option is checked in the “Create Warehouse Information” activity of the ”Storage Administration” business component.

Enter the following in the "Attachments" group box:

File Name

The name of the file or reference document that is associated to the opening balance (Alphanumeric, 50).

Click the “View File” hyperlink provided along side, to view the file details.
Click the “Create Opening Balance” pushbutton, to record the opening balance details for the warehouse.

For none-controlled parts with customer-owned stock status, the system ensures the following:

The specified warehouse is mapped to the customer entered in the multiline, as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the type of the warehouse is "Free".
The warehouse-zone combination is mapped to the customer as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the type of the warehouse is “Normal” and the type of the zone is “Free".
The warehouse-zone-bin combination is mapped to the customer as an exclusive storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the warehouse and the zone are of type “Normal” and if the bin is specified.

For serial number-controlled, lot number-controlled, or both serial number-controlled and lot number-controlled parts with customer-owned stock status, the system ensures the following:

The specified warehouse is mapped to the customer as exclusive or shared storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the type of the warehouse is "Free".
The warehouse-zone combination is mapped to the customer as exclusive or shared storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the type of the warehouse is “Normal” and the type of the zone is “Free".
The warehouse-zone-bin combination is mapped to the customer as exclusive or shared storage category in the “Maintain External Stock Allocation” page of the “Storage Administration” business component, if the warehouse and the zone are of type “Normal” and if the bin is specified.

The system ensures that for each part in the multiline, the “Non-Stockable” field is set as “No” in the interacting “Part Administration” business component.

To proceed, carry out the following

Select the “Serial & Lot Details” link at the bottom of the page, if you wish to enter the serial and lot number details for a part selected in the multiline.

Select the “Edit Opening Balance” link at the bottom of the page, if you wish to modify the opening balance details that are already recorded.

Select the “Edit Weighted Avg Rate / Actual Lot Cost Details” link at the bottom of the page, to update the weighted average or actual lot cost details.

Select the “LIFO/FIFO Rate Details” link at the bottom of the page, to update the LIFO / FIFO rate details.

Select the “Edit References” link at the bottom of the page, to enter the document reference details for opening balance.

Create Opening Balance – An overview

This page allows you to record the opening balance details for the various parts in a particular warehouse, as on a particular date. You can specify the rate, value and the status of the various parts in the warehouse.

Ensure that any other opening balance document is not available in any of the status such as draft or fresh.

What you can do in this page

Generate the number for the opening balance document

Set the stock status for the various parts in the warehouse

Generate the number for the opening balance document

You can generate the opening balance document number, based on the various numbering types available for the login organization unit and the “Opening Balance” transaction type.

Select the required pattern from the “Numbering Type” drop-down list box to specify the pattern, using which the opening balance document number must be generated.

Set the stock status for the various parts in the warehouse

You can map the various parts in the warehouse to a user-defined stock status.

Select the warehouse for which the opening balance details must be entered, in the “Warehouse #” field.

In the “Part Details” multiline, enter the number identifying the part in the warehouse, in the “Warehouse #” field.

Use the “Stock Status” field to assign a user-defined stock status for the part.