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Stephencfs

Receiving inventory and pricing updates

SUGGESTED
Posted By

When using purchase/receive inventory window to receipt purchase orders, the inventory item costs are updated.  The sell prices are not update automatically, is there a procedure to update the sell prices from the purchase/receive screen?  Since you can not go directly to the maintain inventory window from the part numbers in the purchase/receive window, the process to update the sell pricing becomes very cumbersome.  Also, once the purchase order is received you can not double click on the part numbers to bring up the inventory window to recalculate the sell prices. 

  • 0
    SUGGESTED

    For GAAP, the PO is used as a Document between you and the Vendor as an acknowledgement the Vendor agrees to sell this item at the agreed PO pricing. Therefore when you receive the Vendor's Invoice the item pricing would not change from the original PO price. Based on this understanding, you can enter a PO, save it, then call the PO back up again and drill down on each item which open the item Maintenance Screen, choose the Arrow on the Sales Price, and hit the recalc button at the top of the item screen, hit ok, then save the item, which takes you back to the PO.
    Also, if you are on version 2015SR2 or higher you can go directly to the PO when you are receiving it (new feature) and drill down on each item, which opens the item Maintenance Screen, choose the Arrow on the Sales Price, and hit the recalc button at the top of the item screen, hit ok, then save the item, which takes you back to the PO. Go to each item and recalc, then you can hit the "Receive" button at the top of the screen and the PO will be received. Just make sure you do the "Receive" part last after you have recalculated all the items on the PO.
    Hope this helps. Did not find any other way because you can't recalc a sales price of an Item based on a PO that has not already been saved.

  • 0
    You might look at setting up the price of the item based on last cost for level 1.

    You can recalculate prices through Maintain > Item prices

    When entering the item ID on the receive inventory, double mouse click the item ID and it will take you to the maintenance screen.

    Any of the about should help.
  • 0 in reply to KimClement
    Kim, Thanks for the response for the suggestions. We run our whole business through Sage 50 and have for 15 years. What we are looking for is a more streamlined procedure for updating prices in the inventory after the PO is receipted. Our procedure is open the customer sales order, order parts using a PO, when the vendor invoice shows up receive the inventory and then put it on the sales order and recalculate the price if it is a part number that was in already our inventory list. The problem is that recalculating the price is a multiple step process. Since you can not double click on the inventory item, to get to the maintain inventory window, when in the purchase/receive inventory window, you must open the maintain inventory window from another place. When ordering parts for sales orders you can put the part on the sales order then double click to get to the inventory record. When receiving parts for inventory stock, after receiving the PO we have to go to an inventory list, search on the part number, bring up the inventory maintenance screen, open up the price window to see if the price has changed and then recalculate. I realize that an automatic process for price updating is not realistic, but just being able to double click on the part number in the purchase/receive inventory window and having the inventory maintenance screen open would cut down on several steps.
    Thanks for listening.
    Stephen
  • 0 in reply to Best Business Strategies
    Shirley,
    Thanks for responding, we do have the pricing setup like that and we do double click to get to the maintenance screen. See my reply to Kim.
    Thanks
    Stephen
  • 0 in reply to Stephencfs
    You could run "item prices" and only click the items you want after entering inventory. It is a one step process to update all items.

    GO to Maintain tab > Item Prices.
  • 0 in reply to Best Business Strategies
    Shirley,
    Yes we could run "item prices", can you run that with multiple people logged in to Sage 50? Also, there is not a date filter item on the "item prices" filter list. So, if you can run it with multiple people logged in, wouldn't you have to select each item number individually? Since we are receipting 5 to15 POs everyday, some with 10 or more items on them, i think that would take a long time filling out the filter criteria in "item prices" for each item. Maybe we could select a vendor, but we have multiple markups for the same vendor so that would not work well for those vendors.
    Thanks
    Stephen
  • 0 in reply to Stephencfs
    Yes it is a single user mode application. Many people don't know that the functionality exists. With additional information regarding your company, I agree it is not the best solution for you.

    Regards,
    Shirley
  • 0
    SUGGESTED
    When you are ready to receive the items on the PO, rather than go to Purchase/Receive Inventory, go back to the PO like you are going to edit the PO. Double click each item you want to recalculate. If you are on Sage 50 version 2015 r2 of higher, you have a new feature that allows you to Receive that PO by choosing the "Invoice" button at the top of the PO screen.
    If you don't have the version of Sage that allows you to "receive" from the original PO, then call me and I will demo how this works.
    I did not try this in a multiuser mode but since you are recalculating items from a PO I think you will be able do it in a multiuser environment. Kim 800 303-7770
  • 0 in reply to KimClement
    Kim,
    Thanks for the reply, we do have and use the new function to receipt the inventory right from the PO. The only problem is that until you hit the "invoice" button and then click "ship all" or receive individual items, the cost in the inventory records do not get updated. Before that you can not change the cost in the maintain inventory screen. The point is that we need to be able to double click on the inventory items in the purchase/receive inventory screen after we receive the parts on the PO. That functionality will cut down on several steps in the process of updating sell prices in the inventory items after being received.
    Thanks
    Stephen
  • 0 in reply to Stephencfs
    SUGGESTED
    I wish I could give you a better answer but all I could come up with is this work around.
    I set up a test PO and I can see that the recalc of the item does not calculate the correct sales price as it was still using the last cost. So after you receive the Items on that PO like you say, you can't drill down on that item to reach the maintenance screen. The only way you can do this is from a PO level is to bring up the original PO (after it has been received) and hit the "Copy" button, which will create a copy of the original PO. On the "Copy PO" I can drill down to each item (the recalc button is available) hit recalc on the price, save the item screen (not the PO), and it does calculate the sales price off the new last cost correctly. Just be sure to delete the copied PO.
    Hopefully this will be an acceptable work around for you because the Maintain Item Prices does not give you enough filters such as a PO number.

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