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History by Type Report – Summary

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The summary History by Type Report analyzes inventory history by transaction type. For example, it reports all sales transactions together. Other types of reported transactions include positive and negative inventory adjustments and transfers. The report presents a summary of activity for each accounting period, including the following items:

  • Accounting Period being reported
  • Number of transactions for the dates reported in the period
  • Extended cost of items used in transactions during the dates in the period
  • Sales amount from sales transactions during the dates in the period
  • Total figures for all dates on the report

Extended cost and sales grand totals for the entire report are included on the last page of the report. The following columns are not used on the summary report: Item #, Loc, Date, Receipt, Issue, Change to On Order, Unit Cost, Price, and Transaction Description.

Printing the Report

Use the following steps to set up and submit a History by Type Report:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Analysis Reports Menu (3).
  4. Select History by Type Report (2) to receive the History by Type Report Control Screen.
  5. Use the following field definitions to create a report according to your needs. These definitions will help you decide how to fill in the parameters on this screen.
Field Definition
Category Type a category to limit information on the report. Leave blank for all.
Entry Date Select a date or a range of dates. Leave blank for all.

Note: If your range of dates includes activity that has been consolidated, the date range on the report will be adjusted to reflect a full month for both the beginning and ending dates of the report when applicable.
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.
Transaction Type Type a transaction type or a range of transaction types. Leave blank for all. For more information on transaction types, see Transaction Types.
Item Number Type an item number or a range of item numbers. Leave blank for all.
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 Y to print the detailed report. We recommend printing a summary report under normal conditions.
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.

Note: This will only function on printers that support Duplex mode.
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.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
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.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
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.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to start the History By Type Report. When the processing is complete, you return to the Analysis Reports Menu.
Note: 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).

 

Report Contents

Callout Item Description
1 Date Range Range of dates for the report.
2 Transaction Type The transaction type.
3 Period Accounting period. Information from the reported dates in the indicated period is summarized on this line.
4 Number of Entries Total number of entries for the period.
5 Extended Cost Extended cost for all the specified items in the transactions.
6 Sales Amount Total amount for the specified items sold.
7 Totals for Transaction Type Totals for the transaction type for all periods shown.
8 Total Entries Total number of entries for all transaction types shown.
9 Change in Inventory Cost Total of extended cost of all transactions included on the report. This is the total change in the value of your inventory.
10 Total Sales Amount Total sales amount for all transactions included on the report.

Recommendations for Using This Report

This report provides a quick survey of inventory activity, which can help you determine if inventory is being used correctly. For instance, you can look for unusually high negative adjustments if you are concerned about possible shrinkage. The report is usually printed on an as-needed basis. You can take advantage of the report control options whenever you print this report to focus on a single transaction type or item. This minimizes unwanted information and makes the report easier to follow. For access to daily information on individual items, you can use the detailed version of this report.

Beyond the Basics

The History by Item Reports contain information similar to this report, although they are printed for specific items individually. You can refer to them if you want to focus on inventory activity for a single item.