Inventory Sorts and Limits

Printing Standard Inventory Reports

Sorts determine the order in which information is listed. There can also be sorts within sorts. When specifying sorts, begin with the most general, narrowing the selection to the most specific. You can also indicate that the information for each member of the sort group begin at the top of a new page. This is called breaking pages.

Limits define which records are included in a report. You can set several limits for a report. An item record must meet all of the limits you set to be included in the report.

For details on sorts and limits, see About Report Structure.

Selecting Sorts

To specify sorts, enter the code of the sort to use. Select the sort code from the following:

Code	Description	Notes
#	Item Number	Set in the Item box in the Item Master tab.
M	Year-to-Date Gross Profit Margin	From the Gross Profit box int he Item History History tab.
N	Item Name or Description	set in the Description box in the Item Master tab.
A	Assortment Code	From the Assort box in the Item Master tab.
D	Item Department	Used to group similar items, to indicate the general ledger minor account the item is in, and to indicate whether the item is taxable. It is set in the GL Dept box in the Item Settings tab.
S	Stock Class	From the Class box in the Item Settings tab.
C	Item's Cost	As entered in the Right Hand Columns fields. If no cost is entered there, the average landed cost is used. It is set in the Cost $ box in the Item Master tab.
X	Wholesaler's Prefix	From the Prefix column in the Item Vendor tab.
P	Item's List Price	From the List $ box in the Item Master tab.
H	Year-to-Date Hits	From the Hits box in the Item History Inventory tab.
L	Item's Bin Location	Set in the P. Bin box in the Item History Inventory tab.
O	Wholesaler's Page Numbers	From the Page column in the Item History Inventory tab.
Q	Year-to-Date Quantity	From the Qty box in the Item History History tab.
V	Vendor Name	From the Vendor # box in the Vendor Master tab.
$	Year-to-Date Sales	From the Sales $ box in the Item History History tab.
G	Gross Profit Percentage	From the Gross % box in the Item Master tab.

Note: Ascending order is the normal alphanumeric sort order, from A to Z, for example. Descending is the opposite, Z to A. You cannot combine ascending and descending sorts for a single report.

All but four of these sorts use ascending order. The four that use descending order are the following:

Year-to-date sales
Year-to-date margin
Gross profit percentage
Hits.

Setting Limits

Limit fields let you specify which items to include on a report. You can limit a report using any combination of limits. To be included on a report, the item record must meet all the limits.

There are two types of limit fields in the (RR) screen. The first type of limit fields let you print out a

report with or without certain information. These fields are used to omit information. The second type of limit fields lets you limit by specifying a range of items to include on a report.

Limiting Fields for Including, Excluding, or Omitting Items

To include only items that meet a limit, type Y. To include only items that do not meet a limit, type N. To omit items that meet a limit, type O.

Use the Avg Cost Gt Rep field to set limits for items in which the average landed cost is greater than the replacement cost. These items have had price reductions.

The average landed cost is displayed in the Cost $ in the Item Master tab. The replacement cost is displayed in the Cost column in the Item Vendor tab.
Use the Serial field to set limits for serialized items. A letter Y in the Ser box in the Item Settings tab indicates a serialized item.
Use the Assm field to set limits for assemblies. Assemblies are groups of items sold as a single unit. The letter A, B, or C in the Kit box in the Item Settings tab indicates an item is an assembly.
Use the Net field to set limits for net-only items. When an item is set up as a net-only item, standard customer discounts and guaranteed column price discounts are not allowed. Cost-plus discounts are allowed on net-only items unless an N is specified in the Cost Plus If Net box in the Customer Order Entry tab. Net-only items are indicated by a Y in the Net Price Flag box in the Item Settings tab.
Use the Alt field to set limits for items with alternates. Alternate items are ones sold in place of the original, or those with some other special quality. There are several types of alternates. For more information, see About Alternates.

Alternate items are indicated by entries in the Type, Number and Company boxes in the Item Master tab.
Use the Qty Breaks field to set limits for items that have quantity breaks set in the Qty box in the Item Master tab.
Use the Min/Max field to set limits for items that have minimum and maximum stock levels set in the Min and Max boxes in the Item History Inventory tab.
Use the Max % field to set limits for items that have a maximum standard customer discount specified in the Max Discount % box in the Item Settings tab.
Use the On Order field to set limits for items on current purchase orders. The On Order box in the Item History Inventory tab shows the quantity of an item on current purchase orders.
Use the On Hand field to set limits for items that are currently on-hand. The On Hand box in the Item History Inventory tab shows the quantity of an item that is currently in stock and available for customer orders.
Use the Back field to set limits for items on backorder for customer orders. Backordered quantities are displayed in the Backorder box in the Item History Inventory tab.
Use the Hits field to set limits for items that have been placed on an order this year. The Hits box in the Item History Inventory tab shows the number of times an item has been placed on an order.

Limiting Fields Used for Specifying Ranges

You use these fields to limit inventory reports by specifying ranges of items to include. For each limit you set, enter the beginning of the range in the first field, and enter the end of the range in the corresponding To field.

Use the Desc and To fields to limit reports to a range of item names or descriptions. Item descriptions or names are set in the Description box in the Item Master tab.
Use the Nbr and To fields to limit reports to a range of item numbers. Item numbers are set in the Number box in the Item Master tab.
Use the Vendor 1, To and C/M fields to limit reports to a range of companies or manufacturers (direct-buy vendors). Use the C/M field to indicate whether the range is companies or manufacturers. Type C to search the Company box in the Item Master tab for company names. Type M to search the Current Vendors Direct Buy box in the Item Master tab for vendor numbers.
Use the Vendor 2 and To fields to limit reports to a range of wholesaler vendor numbers. These vendor numbers display in the Vendor ID box in the Item Vendor tab and are set in the Vend # box in the Vendor Master tab.
Use the List $ and To $ fields to limit reports to a range of list prices. List price is set in the List $ box in the Item Master tab. If a Pricing Record exists for an item, but the List $ box is blank, a list price of $0.00 is used for that item.
Use the Ytd Hit # and To # fields to limit reports to a range of year-to-date hits. The year-to-date hits tell how often an item has been included as a line item on a customer order during the current year. This number is displayed in the Ytd Hits box in the Item History History tab.
Use the Qty # and To fields to limit reports to a range of year-to-date sales quantities. The year-to-date sales quantities are displayed in the Qty box in the Ytd column in the Item History History tab.
Use the Sales $ and To $ fields to limit reports to a range of year-to-date sales dollars. The year-to-date sales dollars are displayed in the Sales $ box in the Ytd column in the Item History History tab.
Use the Margin $, %, To $, and % fields to limit reports to a range of year-to-date gross profit margins. When limiting by gross profit margin, you can specify a range of dollar figures in the $ (dollar sign) fields, or specify a range of percentages in the % (percent sign) fields. The year-to-date gross profit margin percentages are displayed in the Gross Profit box in the Ytd column in the Item History History tab.
Use the Prefix and To fields to limit reports to a range of wholesaler prefixes. The prefix is used when transmitting purchase orders to wholesalers and when determining which items to add during item file updates. This prefix displays in the Prefix column in the Item Vendors tab.
Use the Unit B/S and To fields to limit reports to a range of units of measure. To enter a range of buying units, type B. The buying unit is the smallest unit in which you can buy an item from a particular wholesaler. To enter a range of selling units, type S. The selling unit is the smallest unit in which you sell an item. It is set in the Min Sell Qty box in the Item Settings tab.
Use the Dept and To fields to limit reports to a range of item departments. Item departments are used to group similar items, to indicate the general ledger minor account the item is in for sales purposes, and to indicate whether the item is taxable.

If you tab past the Location field when requesting a report, the master item department, set in the GL Dept box in the Item Master tab, is used. If you enter a specific location or 00 when requesting a report, the specific department for each location, set in the GL Dept box in the Item Settings tab, is used. If there is no department specified for a location, the master department is used.
Use the Class I/V and To fields to limit reports to a range of stock classes or vendor codes. Vendor codes are set in the Code box in the Vendor Master tab. Master stock classes are set in the Class box in the Item Master tab. Stock classes are used to group items for numerous purposes, such as indicating whether an item is stocked or whether it is bought directly from the manufacturer.

To enter a range of stock classes, type I. To enter a range of vendor codes, type V.

If you tab past the Location field when requesting a report, the master stock class is used. If you enter a specific location or 00 when requesting a report, the specific stock class for each location is used. It is set in the Class box in the Item Settings tab. If there is no stock class specified for a location, the master stock class is used.
Use the Asort and To fields to limit reports to a range of assortment codes. Assortment codes let you group similar items together for quantity price breaks. Assortment codes are set in the Assortment box in the Item Master tab.
Use the Bin P/S and To P/S fields to limit reports to a range of primary or secondary bin locations. To limit by primary bin location, specify a range in the Bin P and To P fields. To limit by secondary bin location, specify a range in the two S fields.

To limit the report to items that have not been assigned a bin location, fill the Bin P and S From fields with spaces, and the Bin P and S To fields with exclamation marks (!!!!). Primary and secondary bin locations are set in the Bin P and Bin S boxes in the Item History Inventory tab.
Use the Contract and To fields to limit reports to a range of contract numbers. Contract numbers are assigned when creating contracts in the (ET) Inventory Contract Price screen. Enter contract numbers only when you are printing contract reports.
Use the Date O/S/U and To fields to limit reports by specifying a range of dates. To limit by the last date you ordered an item, type O. This information comes from the Last Bought box in the Item History Inventory tab.

To limit by the last date an item was sold, type S. This date appears in the Last Sold box in the Item History Inventory tab.

To limit by the last date the item record was updated, type U.