Solution ID: 200782105 / Doc ID: 625455.1 / Date Last Revised: 02/22/2010

Title: Inbound Inventory Item Cost Interoperability

Abstract: Inventory Item Cost transactions are used to track inventory costs. On the inbound side, this transaction is used to update EnterpriseOne tables with inventory cost information. This process can be used to create or change multiple cost records in a batch process.

Table of Contents

General Information

Flat File Information

Populating the Unedited Transaction Table - Item Cost (F4105Z1) file Manually

Executing the Item Cost Inbound Transaction Process (R4105Z1I) in order to create the IC record

Executing the Future Cost Update (R41052)

Changing the Sales/Inventory Cost Value Using Interoperability

Frequently Asked Questions

General Information

The definition of Interoperability is enabling applications and technologies to allow one system to share data and/or logic with another system. It is often used to transfer large amounts of data from one system to another.

The Inbound Inventory Item Cost Process can be used to upload external cost records into EnterpriseOne's Item Cost (F4105) table.Usually, this process is done when no inventory exists for these items. This is a two-step process in which the Item Cost Inbound Transaction Process (R4105Z1I) is run to create IC cost records in the Item Cost (F4105) file and then the Future Cost Update (R41052) is run to convert the IC records into the desired cost value. The process can also be used to change the value of existing cost records. However, the process CANNOT be used to change the Sales/Inventory Costing METHOD or the Purchasing Costing METHOD that exist in the Item Cost (P4105) application. These default from the Branch Plant Constants (P41001) and cannot be changed using Interoperability. Interoperability adds and changes VALUES of the costs in the Item Cost (P4105) application, but it cannot change the actual costing METHODS.

Note: In 8.9, changes have been made to eliminate the two-step process. Now the Item Cost Inbound Transaction Process (R4105Z1I) UBE directly adds changes or deletes the cost.

Menus:

  • G41313
  • Inbound Item Cost Inquiry (P4105Z1)
  • Item Cost Inbound Transaction Process (R4105Z1I)
  • Item Cost Inbound Purge (R4105Z1P)
  • G4123
  • Future Cost Update (R41052)

Interface Tables:

  • Unedited Transaction Table - Item Cost (F4105Z1) File
  • Item Cost (F4105) File
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Flat File Information

Many clients elect to use a flat file in order to populate the Unedited Transaction Table - Item Cost (F4105Z1) file. For information regarding the flat file process, please refer to the following document(s):

  • Inbound Flat File Conversion (R47002C)
  • Flat File Creation Procedure
  • EnterpriseOne Flat File Formatting
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Populating the Unedited Transaction Table - Item Cost (F4105Z1) file manually

  1. The EnterpriseOne Unedited Transaction Table - Item Cost (F4105Z1) interface table is populated either manually or through an external process. This table is an unedited transaction table that holds the inventory costs before they are converted to the Item Cost (F4105) application table. In this example, a manual process will be followed. It is recommended to follow a manual process first in order to successfully upload one or two costs. Once this can be done, users may use various methods such as flat files or other external means in order to populate the Unedited Transaction Table - Item Cost (F4105Z1) table. Note: If an external method is used, the external system is responsible for conforming to the format and other requirements of the Unedited Transaction Table - Item Cost (F4105Z1) interface table.
  2. From menu G41313, select the Inbound Item Cost Inquiry (P4105Z1). This is where the Z table will be populated. The Inbound Item Cost Inquiry (P4105Z1) application allows the user to interactively review and revise any incorrect data.
  3. The following table shows what fields are the minimum REQUIRED fields in the Unedited Transaction Table - Item Cost (F4105Z1) table (Header Revisions).

Minimum required fields in the Unedited Transaction Table - Item Cost (F4105Z1):

Data Item / Description / Notes
EDUS / User ID / Suggested use is to identify the user placing transactions in the table.
EDBT / User Batch / Suggested use is to identify a batch of transactions within the specified user.
EDTN / User Transaction Number / Suggested use is to identify a specific transaction within a batch.
EDLN / Line Number / For multi-line transactions (journal entries, sales orders, etc.), this column must be populated to differentiate each line within a given transaction.
ITM, LITM, AITM / Short Item Number, 2nd Item Number, 3rd Item Number / One or all of these fields need to be populated. These are validated against the Item Master (F4101) table.
MCU / Business Unit / Validated against the Inventory Constants (F41001). Only required if Inventory Cost Level is a 2 or a 3.
LOCN / Location / Specify if Inventory Cost Level of item is a 3.
LOTN / Lot Serial Number / Specify if Inventory Cost Level of item is a 3.
LOTG / Lot Grade / Optional.
LEDG / Cost Method / This is the cost method that is being ADDED or CHANGED. However, the cost written to the Item Cost (F4105) will be an "IC" no matter what is written in the Unedited Transaction Table - Item Cost (F4105Z1). For example, if I populate this field with "07" and I run the Item Cost Inbound Transaction Process (R4105Z1I) over this record, a record of "IC" will be written to the Item Cost (F4105). The Future Cost Update (R41052) is then run to convert the IC record into the "07" record in the Item Cost (F4105).
UNCS / Unit Cost / Enter the cost value.
CSPO / Purchasing Costing Selection / This is NOT a required fieldwhen adding a new record to the F4105. The cost method(s) of the record being added will match the cost method(s)
present in B/P constants.These fields become MANDATORY when attempting an update to an existing F4105 record.(This rule is for 8.9 and above only) However,if customer is in XE andif SAR # 5255213 (Xe) is not applied to a client's system, then this field or the CSIN field will have to be populated in order to create the IC record in the Item Cost (F4105). If a client does not have SAR # 5255213, then a "P" should be input into this field. **Note: This will not change the costing method used forPurchasing. The Purchasing Costing Method for an Item will default from the Branch Plant Constants (F41001).
CSIN / Inventory Costing Selection / This is NOT a required field when adding a new record to the F4105. The cost method(s) of the record being added will match the cost method(s)
present in B/P constants.These fields become MANDATORY when attempting an update to an existing F4105 record.(This rule is for 8.9 and above only) However, if customer is in XE and if SAR # 5255213 (Xe) is not applied to a client's system, then this field or the CSPO field will have to be populated in order to create the IC record in the Item Cost (F4105). If a client does not have SAR # 5255213, then an "I" should be input into this field. **Note: This will not change the costing method used forSales/Inventory. The Sales/Inventory Costing Method for an Item will default from the Branch Plant Constants (F41001).
TYTN / Transaction Type / Name of the transaction - "JDEIC".
EDSP / Processed flag / When processing for this transaction is complete, EnterpriseOne updates this field to a "1".
DRIN / Direction Indicator / "1" = into EnterpriseOne (inbound). This indicates that the record was written by a system external to One Worldwith the intent of pushing the transaction into One World.
TNAC / Transaction Action / "A" = ADD, "C" = CHANGE, "D" = DELETE (8.9 and later). This field is validated against UDC 00/TA).**Note: Letters must be used for the transaction action in releases prior to 8.9. Numbers (i.e. 00, 02, 04) DO NOT work for the Item Cost Inbound Transaction Process (R4105Z1I) UBE until 8.9.
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Executing the Item Cost Inbound Transaction Process (R4105Z1I) in order to create the IC record

  1. Once the Unedited Transaction Table - Item Cost (F4105Z1) is populated, the Item Cost Inbound Transaction Process (R4105Z1I) can be executed in order to create an IC record in the Item Cost (F4105) table.
  2. Here is the Unedited Transaction Table - Item Cost (F4105Z1) that will be used in this test:
  3. Currently, there are no Item Cost (F4105) records for this item.
  4. Go to menu G41313 and select the Item Cost Inbound Transaction Process (R4105Z1I), ADD a version of the Item Cost Inbound Transaction Process (R4105Z1I). ** In earlier updates of Xe, a corrupt version of the Item Cost Inbound Transaction Process (R4105Z1I) existed so it may be necessary to ADD a new version instead of copying one.
  5. The Processing Option for the Item Cost Inbound Transaction Process (R4105Z1I) needs to be populated with the cost record that exists in the Unedited Transaction Table - Item Cost (F4105Z1) table.

    Note: The Processing Option no longer exists in 8.9; the Cost Method is being pulled from the Unedited Transaction Table - Item Cost (F4105Z1) table.
  6. Run the Item Cost Inbound Transaction Process (R4105Z1I) UBE over the Unedited Transaction Table - Item Cost (F4105Z1) record (Data Selection used shown below).
  7. If the process completed successfully, then the EDI - Successfully Processed (EDSP) field should be populated with a '1'. If the process failed, then errors will be written to the WorkCenter.
  8. If the process completed successfully, go to the Item Cost (P4105) off menu G4112 for the Item. Notice that an IC record has been created. The Sales/Inventory and the Purchasing Costing methods (02) come from the Branch Plant Constants (F41001).

    Note: In 8.9 no IC record is created, instead the Cost is directly added, updated or deleted.
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Executing the Future Cost Update (R41052)

Now that an IC record has been created successfully, the Future Cost Update (R41052) must be executed in order to convert the IC record into a valid cost record in the Item Cost (F4105). The Unedited Transaction Table - Item Cost (F4105Z1) is no longer used in this process. The Future Cost Update (R41052) takes the Item Cost (F4105) IC record and converts it to the costing record specified in the processing options of the Future Cost Update (R41052). Note: This step does not need to be completed in 8.9.

  1. Go to menu G4123 and select the Future Cost Update (R41052).
  2. Add or Copy any version of the Future Cost Update (R41052).
  3. The Processing Options are shown below.The Cost Method in the first processing option is the cost record to be converted into.

The second processing option is used if a change is made to an existing cost record. See the section below titled: Changing the Sales/Inventory Cost Value Using Interoperability.

The Interop tab is misleading. Although this is an Interoperability process, this tab can be blank. It is used as an outbound interoperability process in order to populate the EDI Product Activity Data Header - Outbound (F47126) and the EDI Product Activity Data Detail - Outbound (F47127).The EDI Product Activity Data Extraction (R47122) program can then be executed to export these records to an external system. This process is entirely different and is not covered in this document.

  1. Here is the Data Selection used in this example:
  2. When the Future Cost Update (R41052) is executed, the PDF will show the new cost record that was created. If the process was unsuccessful, then the WorkCenter or the PDF will show what errors occurred.
  3. Once the process has completed, the Item Cost (F4105) will have the correct cost record.
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Changing the Sales/Inventory Cost Value Using Interoperability

If a client wishes to change the value of cost records in the Item Cost (F4105) using interoperability, this can be done. If a costing record other than the Sales/Inventory costing method needs to be changed, then the Item Cost Inbound Transaction Process (R4105Z1I) UBE can be executed with a transaction action of "C" for change. Since this does not affect the value of the inventory on-hand, journal entries do not need to be created for the transaction. If the costing record in the Unedited Transaction Table - Item Cost (F4105Z1) matches a costing record in the Item Cost (F4105) (i.e. 07 equals the inventory cost method), then the value will be changed to the Unedited Transaction Table - Item Cost (F4105Z1) table. Note: The Future Cost Update (R41052) is not used since no IC record is ever created. The Item Cost Inbound Transaction Process (R4105Z1I) is used to change the cost value directly.

When a client wishes to change the VALUE of the Sales/Inventory costing method and inventory is on-hand, caution should be used. Since the value of the inventory is being changed, journal entries need to be created.If the Item Cost Inbound Transaction Process (R4105Z1I) is executed to change the costs directly (without creating IC records and without running the Future Cost Update (R41052)), then journal entries will NOT be created. SAR # 5737773 has been entered to address this issue. The problem can be avoided by following the steps listed below.

  1. Let's say that the item has 10 units on-hand and its Sales/Inventory costing method is 02. The item's 02 cost value is $2.00 so the value of the inventory on-hand is $20.00.
  2. We are going to use interoperability to change the unit cost per item from $2.00 to $5.00.The value of the inventory on-hand will change to $50.00 (10 units x $5.00). Journal entries for the $30 change in value will have to be created.
  3. In order to properly change the value of the inventory on-hand, an IC record needs to be created first (using a transaction action of "A" instead of "C"). See steps on Populating the Unedited Transaction Table - Item Cost (F4105Z1) and Executing the Item Cost Inbound Transaction Process (R4105Z1I) in order to create the IC record.NOTE: If the Item Cost Inbound Transaction Process (R4105Z1I) transaction action is a "C" instead of an "A" in this step, then the cost record will be changed WITHOUT journal entries being created.Also, note that the Unedited Transaction Table - Item Cost (F4105Z1) must be populated with IC for the costing method. Since the 02 cot method already exists in the Item Cost (F4105), 02 cannot be used, Action Invalid (0001) error would be given if attempting to ADD another 02 cost method record.
  4. After executing the Item Cost Inbound Transaction Process (R4105Z1I) UBE, an IC record should be created in the Item Cost (F4105) table as shown below.
  5. Execute the Future Cost Update (R41052) in order to convert the IC record to the 02 record. Journal entries will be created using the document type populated in Processing Option 2 on the PROCESS CNTRL tab of the Future Cost Update (R41052) UBE. In this example, the default Document Type (WD) will be used.

  6. AAIs 4172 and 4174 are used to create the journal entries.
  7. When the Future Cost Update (R41052) UBE is executed, the Cardex (F4111)is updated to reflect the change in the value of inventory on-hand.
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Frequently Asked Questions

Question 1 -When running Item Cost Unedited Transaction Inbound (R4105Z1I) to update Item Cost Records for Cost Methods 07 or 04, the PDF and Work Center shows the error description: "Errors exist - Update not allowed". In the logs and in the R4105Z1 we can see that Error ID 4114 is associated with this error description. Updates of other cost methods are processed without error. Why does this error occur? (Using E1 8.10).

Answer 1 -Error 4114 Update Not Allowed occurs because the CPSO and CSIN fields were BLANK in F4105Z1 but CSPO = P or CSIN = I in F4105 .

CPSO and CSIN fields are MANDATORY when attempting an update to an existing F4105 record. (This rule is for 8.9 and above only). If CSPO and CSIN are populated in the F4105 to be updated, and the fields are populated in F4105Z1 table, the Error 4114 Update Not Allowed will not be issued.

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