The History by Item Report shows the usage history of individual inventory items. The detailed report has a section for each item, with a day-by-day account including all types of transactions that involved an item. If a particular type of transaction occurred more than once on the same day, the information is summarized on one line, with the word summary appearing in the Transaction Description column.
The first line of each section includes the ID and description of the item. The information for each transaction or summary includes the following items:
In addition to the daily breakdown, the number of entries and extended cost are summarized by month. This summary includes information for all the days in the month on the report. The total number of transactions and total extended cost for the item appear at the end of each section. Finally, grand totals for the entire report are given at the end of the report, including the grand total sales amount.
This report is useful when you want to know in-depth information about the activity of a single item. For example, you can use this report when there is an inconsistency or error in the inventory count of a particular item. Look for large quantities and costs as possible errors. If you only need a monthly summary of costs and sales amounts, you should print the summary version of this report.
Use the following steps to set up and submit a History by Item Report:
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Your system reindexes the inventory history files in order to create this report. Because of this, and the fact that the history file can be large, the report may take 10 to 30 minutes or more to print. It is best not to request more than two months of data. |
| Field | Definition | ||
|---|---|---|---|
| Item Number | Fill in an inventory item number or a range of item numbers. Leave blank for all. | ||
| Entry Date | Fill in a date or a range of dates. Leave blank for all.
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| Category | Enter the particular category if you want to limit the information on the report. Leave blank to print all categories. | ||
| Print Time on Report | Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report. | ||
| Summary Only | This field appears for reports with both detailed and summary versions. Enter N to print the detailed report. We recommend printing a detailed report only if you need detailed information. | ||
| Duplex | This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.
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| Landscape | This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper. | ||
| Number of Printed Lines per Page | This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.
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| Total Number of Lines per Page | This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended. | ||
| Print Report To | This field tells the computer where to send the report. The following list contains the different selections available for this field.
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| Command Line Options | The line at the bottom of the screen contains commands to print the report and to save or change the report settings.
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Keep in mind that this report is based on the most recent inventory update. It may not contain any of the current day’s information unless an inventory update has been run since the last close. To include the day’s transactions, you can update inventory information using the Update Inventory function (1-7-4-4).
| Item | Description |
|---|---|
| Date Range | Range of dates for the report information. |
| Tran Type | Transaction type numeric code. See table below for a list of transaction types. |
| Date | Date of transaction. |
| Receipt | Amount by which the inventory increased. This is for items coming into stock (receipts, transfers, etc.). |
| Issue | Amount by which the inventory decreased, due to transactions such as sales, credit memos, transfers, etc. |
| Change to On Order | Net change to quantity on order. This prints only when an on order amount has been changed through the Change to On Order field on the Enter Inventory Activity screen. |
| Unit Cost | Cost of the individual item. |
| Extended Cost | Cost for the quantity of the item involved in the transaction.
Extended Cost = Unit Cost * (Issue or Receipt) |
| Price | Sales unit price for the item. |
| Sales Amount | Total sales amount for this item and transaction.
Sales Amount = Price * Issue |
| Transaction Description | The word summary appears in this column if this information summarizes more than one transaction that occurred on the same day. This column also prints any comment entered at the time of the transaction. |
| Item Number and Description | ID and description of the item being reported. |
| Loc | Location. This code identifies the location or profit center (such as a lube shop or car wash). |
| Month | Month, shown by number. (For example, 1 indicates January.) The number of entries and extended cost is shown for all the days in the month included on the report. |
| Number of Entries | The total number of entries shown for the item for all months, and the total extended cost for those entries. |
| Total Entries | Total number of transactions on the report. |
| Change in Inventory Cost | The total extended cost for all transactions shown on the report. |
| Total Sales Amount | The total sales amount for all transactions shown on the report. |
The information on this report can be supplemented with reports such as the Adjustments Report, the History by Type Report, and the Sales by Category Report.
| Transaction Code | Description |
|---|---|
| 11 Sale | Used to record sales entered into Invoicing and Enter Inventory Activity. Do not use this for transfers. |
| 12 Credit Memo | Used when a customer returns an item that you sold to that customer previously. |
| 13 Void | Used to track an inventory item on an invoice that has been voided and the item is returned to stock. |
| 15 Non-Sale Issue | Used to track supplies or items donated to a charitable cause. Reduces your inventory without affecting your sales figures. |
| 21 Receipt | Used for inventory received through Receive Inventory or entered directly on the Enter Inventory Activity screen. ISI recommends using the Receive Inventory function for all inventory receiving. |
| 22 Return to Stock | Used when you need to return an item to stock that you removed with a non-sale issue. This is another type of receipt. |
| 23 Return to Vendor | Used when you need to send damaged goods back to a vendor. |
| 24 Adjust Receipt | Used for receipts that are adjusted through the Adjust Inventory Receipts menu option only. Only one transaction is recorded whether you adjust the cost, the quantity or both. |
| 31 Adjust On-Hand (+) | Used when you have more items in stock than the computer indicates, and you need to increase the number of items in your computer’s inventory. The transaction quantity is added to the current quantity on-hand. |
| 32 Adjust On-Hand (-) | Used when you have fewer items in stock than the computer indicates, and you need to decrease the number of items in your computer’s inventory. The transaction quantity is subtracted from the current quantity on-hand. Do not type a negative transaction quantity. This transaction automatically subtracts inventory, therefore the quantity entered needs to be a positive number. |
| 35 Adjust on Order (+) | Used if you track your on-order quantity. For example, when you have ordered another case of 1030 oil, use this transaction type to change your on-order quantity to agree with the quantity of 1030 oil you expect to receive. Order quantities are updated automatically when you receive inventory. |
| 36 Adjust on Order (-) | Used when you made a mistake when ordering, and you need to decrease your order amount (the amount you expect to receive). Order quantities are updated automatically when you receive inventory. |
| 41 Transfer In | Used for Transfer-In transactions. |
| 42 Transfer Out | Used for Transfer-Out transactions. |
| 51 New Cost/Price | Used to change item costs. Changing the cost changes the value of your inventory, and must be reflected in the General Ledger. You can use the Enter Inventory Activity menu option (1-776), or the Adjust Current Inventory Cost function (1772), which also does a transaction type 51.
As a convenience, you may also change the item price with this transaction in the Enter Inventory Activity option (1-7-7-6). |
| 61 Damaged | Used to remove damaged items from your inventory. |
| 62 Obsolete | Used to remove obsolete items from your inventory. |
