Modifying the opening balance details

This page allows you to modify the details of the selected opening balance document. Tell me more

Select the “Edit Opening Balance” link in the “Select Opening Balance Document” page. Alternatively, select the hyperlinked opening balance document number in the multiline of the same page.

The “Edit 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 #

The number identifying the opening balance document.

Modify the following, if required:

Status	Use the drop-down list box to modify the status of the opening balance document, to one of the following: (Mandatory).
	Draft – Select this status, if all the mandatory details associated with opening balance document are not entered
	Fresh - Select this status, if all the mandatory details pertaining to the opening stock balance have been entered.
Opening Balance Date	The date on which the opening balance is recorded (Date Format). This date must be earlier than the system date. Mandatory.
Warehouse #	Use the drop-down list box to select the warehouse for which the opening balance recorded must be modified. Mandatory. 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 details for a warehouse or zone, which is frozen for the “Physical Inventory and Cycle Counting” process.
Opening Balance Date	The date on which the opening balance is recorded (Date Format). This date must be earlier than the system date. Mandatory.
Category	Use the drop-down list box to modify the category of the opening balance document. 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 modify the user status of the opening balance document. 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.

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

Line #

The sequential line number generated by the system for the part listed in the multiline.

Modify the following, if required:

Part #

The number identifying the part for which the opening balance is recorded (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: If the storage allocation for the part is set as ‘Mandatory’ in “Part Administration” business component, the warehouse entered must be of "Normal" type.

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:

Qty

The number of units of the part that has been received in the warehouse (Decimal). Mandatory. Ensure that this value is greater than zero. It is mandatory to enter the quantity, if the part is serial number or lot number controlled.

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 must be 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 type is “Normal”.
	Help facility available
Bin #	The number identifying the bin in which the part must be 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 type is “Normal”.
	Help facility available.

Note: You can leave the zone and bin fields blank, if the warehouse is of type “Free”.

Stock Status

Use the drop-down list box to modify the user-defined stock status for the part. The system lists all the stock statuses that are defined in the “User Defined Stock Status” business component.

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 the 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 the 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.

Note: You can enter the part cost, if the valuation method of the received part is “Standard Cost” and if the “Allow Input of Stock Value for Standard Cost Parts” is set to “Yes”, in the “Set Options” activity of “Stock Receipt” business component.

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

Help facility available.

Note: For the newly added line item, 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: 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 modifying the opening balance document (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.

If any part number is added in the multiline and if the part is serial number or Lot number controlled, ensure that the quantity and Serial / Lot Details are entered in the respective pages. Similarly, if any part number is deleted in the multiline, it is mandatory to delete the corresponding part details in the Serial & Lot Details” page and the Rate link pages.

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).

Help facility available.

Click the “Edit Opening Balance” pushbutton, to update the modified opening balance details.

Note: Ensure for a part that is saved as “Fresh”, in the Part Administration business component the storage allocation for the part is mandatory. If the storage allocation for the part is mandatory then ensure in the Stock Administration business component for the part the storage allocation is defined.

Ensure if the storage allocation for a part in a warehouse of type “Normal” and Zone of type “Free” is defined , the “Zone “ is not set as “Exclusive” for any of those parts.

Ensure if the storage allocation for a part in a warehouse of type “Normal” and Zone of type “Normal” is defined, then the “Bin “ is not set as “Exclusive” for any of those parts.

Ensure if storage allocation is defined for the Part and If the warehouse is normal and the zone is normal ,then ensure that Part does not have "Only At" at any other Bin .

If the warehouse is normal and the zone is free, then ensure that Part does not have "Only At" at any other Zone .

Opening balance document with “Component” type parts and part condition other than “New” attains the status “Fresh” only if the parameter details are entered for the component in the “Edit Parameter Information” page.

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.

Click the “Cancel Opening Balance” pushbutton, to cancel the opening balance document.

The status of the document changes to “Cancelled”, upon cancellation.

The system displays the following in the “Record Statistics” group box:

Created By	The name of the user, who created the opening balance document.
Created Date	The date on which the opening balance document was created.
Last Modified By	The name of the user, who last modified the opening balance document.
Last Modified Date	The date on which the opening balance document was last modified.

To convert the document from “Draft” to “Fresh”, ensure the following:

If the “Part Control Type” is serial controlled, lot controlled or both, the quantity for each part line number must be entered in the “Serial & Lot Details” page.

The total “Quantity” of each part in this page must be equal to the “Total Quantity” in the “Edit Rate Information” page and in the “Edit Weighted Avg / Actual Lot Cost Information” page.

The status remains as “Draft”, when:

The “Quantity” of the part is modified.

You delete a part in the multiline, which is associated to the zone or bin and the respective “Rate” details are deleted.

The part entered in the multiline is serial or lot number controlled and when the details are modified or deleted.

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 “Authorize Opening Balance” link at the bottom of the page, to authorize the opening balance document.

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

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

Select the "Edit References” link at the bottom of the page, to modify the document references.

Modifying the opening balance details – An overview

This page allows you to modify the details of the selected opening balance document. You can modify the opening balance details such as the date on which the opening balance is recorded, category of the opening balance document, user-defined status and warehouse. You can also modify the part details such as ordered quantity of the part and the stock status of the part.

If all the details are recorded, you can change the status of the opening balance document, from “Draft” to “Fresh”.

This page also allows you to cancel the opening balance document.

What you can do in this page

Modify the opening balance document details

Cancel opening balance document

Modify the opening balance document details

You can modify all the details pertaining to the opening balance document that is already created.

In the “Balance Creation Details” group box, modify the opening balance document date, status, the warehouse for which opening balance is recorded and the user status of the opening balance document.

In the “Part Details” multiline, modify the parts in the warehouse, stock quantity and the zone and bin details.

Click the “Edit Opening Balance” pushbutton, to update the modifications.

Cancel opening balance document

You can cancel the opening balance document, in this page.

Click the “Cancel Opening Balance” pushbutton, to cancel the opening balance document.

The status of the document changes to “Cancelled”, upon cancellation