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Inventory Management System

The Inventory Management System (IMS) by Legler Systems is based on the client-server model and supports many special features for handling the inventory control function in small businesses and midsize companies. This customizable IMS software can be run as a stand-alone accounting application or integrated with other financial modules, such as the Order Entry System. The Legler Inventory Management software utilizes a character-based user interface with mouse support on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The new 2018 IMS software version is now available with recent changes described in the Accounting Software Revision History document. This general-purpose Inventory Management System is easy to use and can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating environments, this legacy inventory management software has evolved over the last 25 years to an efficient, proven and productive business application for today under Windows 10. Custom versions of the online IMS software support in-house control of confidential inventory transaction records and have been in day-to-day operation in small businesses in Northern California for many years.

Inventory Management Menu:

The online inventory management (IM) end-user procedures are identified on the Inventory Management menu shown below. Before any online IM procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Inventory Management menu, enter "IM" on the Financial Menu. To start a specific IM procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the procedure name on the inventory management menu. The active keyboard function keys are identified at the bottom of all screens, including the inventory management menu.

|     INVENTORY MANAGEMENT SYSTEM MENU  (2018)           02-08-2014 11:24  |
|                                                                          |
| No     Procedure Name                 No     Procedure Name              |
| --   ------------------------------   --   ----------------------------  |
| 01 - Enter Product Activity Record    11 - Print Shelf Labels            |
| 02 - Print Product Detail Report      12 - Print Inventory Packing List  |
| 03 - Print Stock Status Report        13 - Print Product Activity Report |
| 04 - Print Inventory Master List      14 - Purge Old IM Records          |
| 05 - Update Inventory From Orders     15 - Process IM Batch Input        |
| 06 - Calculate Inventory Balances     16 - Print Price List              |
| 07 - Print Stock Analysis Report      17 - Import/Export PC Text File    |
| 08 - Print Stock Replenishment Report 18 - Update List Prices            |
| 09 - Enter Product Master Record      92 - Redefine System Printer       |
| 10 - Inquire Stock History            94 - Search IM System              |
|                                       96 - Inquire Latest IM Changes     |
|                                       99 - End IM Menu                   |
|                                                                          |
|                                                                          |
|    Enter IM Procedure Number.......[    ]                                |
|                                                                          |
|                                                                          |
| F1=Help  F2=Enter  F9=Print  F10=Exit                                    |

IMS Software Procedures:

Data entry procedures IM01 and IM09 display the fields that comprise each inventory transaction record and perform the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. A Product Master Record (name and price information) must be entered into the IM System before any inventory transactions (purchases and sales) can be processed for an item number. If stock transactions are created by another system, they can be imported into the IM System using procedure IM17 (to convert an input csv file of variable length records to fixed length records) and IM15 (to edit the fixed format records and update the online database). The Inventory Management Data Dictionary (printed by procedure DB11) defines each data field in data entry screens IM01 and IM09. Also, an online help message about any data field referenced in the Inventory Management System is displayed in a separate online help window by simply pressing keyboard function key F1.

For all IM inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific inventory records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

Inquiry procedure IM10 displays all transactions affecting an item in inventory showing the most recent activity first. Inquire Latest IM Changes procedure (IM96) displays a list of the latest Product Activity Records (IM01) in descending chronological date sequence.

Online reporting procedures IM02, IM03, IM04, IM07, IM08, IM13 and IM16 print inventory reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Procedure IM11 prints shelf item labels are printed on label forms. Procedure IM12 prints the inventory Packing List for an order on preprinted forms or blank letter-size paper. Each online reporting procedure displays a selection screen for the user to enter report selection parameters, such as item number, dates, report format option and report sort option. Procedures IM05, IM06, IM14 and IM15 print one-page IMS Control Report showing the number of inventory transaction records processed for audit documentation.

Calculate inventory balances procedure IM05 reads in and out inventory transactions (Product Activity Records) for a specified date range and updates the Product Master Record. Procedure IM06 can be run at any time.

If inventory invoice transactions were entered into another computerized system or imported using procedure DB18, they can be edited and loaded into the online IM System using procedure IM15.

Inventory management procedure 92, procedure 94 and procedure 96 are the same as those in the Database Control System. When 99 is entered as the IM procedure number, the main financial menu is displayed. End-user procedures DB01, DB11, DB17 and DB18 appear only on the Database Control menu.

The online IM end-user procedures identified on the Inventory Management menu are described in more detail in the IM Procedure Menu document. By clicking on a selected highlighted link in the above Inventory Management Menu, the associated sample screen is displayed.

Inventory Management Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, some key Functional Features and Objectives of the inventory management module are highlighted below:

1. Inventory value can be computed at any time based on LIFO, FIFO, or average cost of an item by accounting procedure IM06.

2. Basic parameters affecting the economic order quantity calculation (EOQ) and stock reorder point calculation can be overridden by the user.

3. The Item-Group code is used to divide the inventory into different groups. The user defines the Item-Group code using procedure DB01.

4. Multiple warehouses are supported.

5. Flexible reporting capability allows the user to request and print 46 different Inventory Management Reports, including the inventory Packing List by procedure IM12, by specifying report selection parameters and a report sort option. One-time ad-hoc inventory reports are easily printed.

6. Online processing involves instantly viewing and changing inventory data in the online Master File (database) based on a Transaction Code (Trans-Code) for added accuracy.

7. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so large inventory reports are printed offline.

8. In the IM System, special notes (instructions, comments, etc.) can be entered and displayed from data entry screens IM01 and IM09 by dynamic linking to procedure DB17 (General Notes Record) using keyboard function key F7 or a mouse.

9. Enable product number lookup by product name when the "#" character is entered in product number field and then enter the product's name, Mfg-Part number or product description when prompted. Both lowercase letters and uppercase letters are tested. When only one matching product is found, the associated product number automatically replaces the "#" character, so the user does not have to enter the product number. This product number lookup option can be performed at any time where the Item-No prompt appears. This "#" feature is in addition to the standard product number lookup by product name initials (uppercase) in both a client-server (ASCII coding) and IBM mainframe (EBCDIC coding) environment.

10. Source cobol programs have been revised to reference a new copy member (SLP310) for IBM AIX system call to execute the Unix chmod command when an output file is opened and the OPR-SYS-PARM is set to "AIX".

11. A complete backup of the inventory management application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive (thumb drive). The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of any unforeseen disaster.

Inventory Management System Interface Capabilities:

The online IMS software references three master records in the Database Control System (required) to control basic system functions (Company Control Record), to verify User-IDs (User Control Record), and to validate inventory Item-Group code and other user definable codes (Code Definition Records).

The IM System accepts sales input directly from the Order Entry System (optional) by executing procedure IM05. Procedure IM09 is the same as procedure OE09 in the Order Entry System when entering Product Master Records.

The IM System software references Customer Master Records when printing the inventory Packing List (IM12) and entering stock sales information (IM01), as well as Vendor Master Records when entering product purchases (IM01). These optional master records are maintained by the Order Entry System and Accounts Payable System (optional).

The IMS software supports dynamic linking between data entry procedures (such as IM01 to IM09) with a single keystroke (function key F7). Dynamic linking to existing "NOTES" (DB17) on a product (item number) is done with one or two keystrokes (F7) or a single-click of the left mouse button.

Procedure DB18 in the Database Control System is used to export inventory data to a csv file and to import a csv file of inventory transaction records for subsequent editing and updating of the online database by procedure IM15. CSV files contain variable length records where data values or fields are separated by a comma. Generally, a csv file uses the internal ASCII coding structure.

IMS Software and Hardware Requirements:

The Inventory Management System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from MS Windows 3.1 to Windows XP and Windows 7 and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for MS Windows 10. Personal computers can be connected in a local area network with complete flexibility in specifying the disk location of master files on either the client laptop or desktop computer or the file server. Additionally, the IMS software can be run on a single stand-alone personal computer or on a Unix based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness. The 2018 version of the inventory management software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. Additional screen color codes are available with the 32-bit code.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the IM executable programs. The latest MS Windows inventory management programs (32-bit) are the same as the DOS inventory management programs (16-bit code) for compatibility. For inventory data archiving and historical reporting, the same IM executable programs can be run offline from a removable device, such as a CD-ROM disc or USB flash drive; thereby eliminating the need to restore old inventory data and programs to a separate hard disk drive in order to view or print inventory reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment and is included with the Inventory Management software. The IM source programs are written in structured ANSI COBOL, the most widely used business programming language, for easy maintenance in a client-server (ASCII code) or IBM mainframe (EBCDIC code) environment. A Micro Focus cobol compiler is used to generate the IMS executable programs for personal computers. Each IM end-user procedure identified on the Inventory Management menu corresponds to a separate application program.

More Information on the Inventory Management Software:

The IM System software cost is identified in the Software Price Sheet and includes: (1) IMS executable programs for any version of MS Windows, (2) IMS Procedure Manual and (3) online Help File. The source programs written in the ANSI COBOL language can be purchased separately.

For sample inventory reports and screen formats, General Information Manual or a free working demo of this IM System on a CD-ROM disc (or USB flash drive) for any version of MS Windows, e-mail Bill Legler in the San Francisco Bay Area, California.

Legler Systems Company, developer of the online Inventory Management software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site IMS software support in Alameda County (major cities are Oakland and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California (CA). E-mail support is always available regarding any IMS software questions or problems.

Version 11.8 (2018). All rights reserved by Legler Systems Company.