Internal Audit Manager (IAM)

Overview

Creating the stock take snapshot

Recalling a stock take snapshot

Generating the stock take sheets

Capturing the physical count

Generating the reconciliation report

Writing off the difference

Minimum Requirements

Celeron 233mhz with 64 MB RAM 100MB disk space 1024 x 768 resolution 256 colours CDRom drive or other means of installation eg network / modem connection

Installation:

Close ALL active programs. If a program (including tools running in the background) is open and using a file that the Install program needs to update it can cause the installation to fail.

Insert CD into CDRom drive – if the setup program does not autostart – select Start – Run and type d:\setup.exe substituting d with the letter of your CD Rom drive.

Select the default options and allow the setup program to complete the installation.

Running IAM for the first time

Select Start – Programs – Internal Audit Manager – Internal Audit Manager.

A notice – Internal Audit Manager is loading appears.

The first time IAM is run a message box appears notifying you that the Primary Database cannot be found – this is part of the program’s auto configuration process – click on Yes and allow the configuration to continue.

Next another message box appears reminding you to correctly configure your regional settings. These include the way the date is displayed, the currency being used and the way decimals are displayed. These settings can be adjusted from control panel. It is recommended that you setup your machine according to the Locale of your country. Select OK

Another message box is displayed informing you of the default login name and password to be used for your first use of IAM. Select OK.

You are then notified of the number of days remaining for the evaluation. Select OK.

The Login screen is presented. Enter the login name you were given above into the name field (then press Enter or click in the password field) enter the password into the password field (then press Enter 3x or click on Login).

The Main Menu is presented.

For security reasons it is recommended that you create a user for yourself (and any other users of the system) on the system with a password familiar to yourself. It is also recommended that you remove the default user – demo from the system as anyone who is familiar with IAM will know this user and password combination.

USER ACCESS Creating A User

From the Main Menu select Setup. From the Setup Menu select User Access.

In the user field bring up the list of users by double clicking in the user field or by pressing the page down key while the cursor is in the user field. The list of users appears.

To create a new user – Right Click (click with the Right Mouse button) on the user list grid. A menu appears – select (click on) Insert / Add. The Create New Records – User Master File screen appears. Enter the branch code – usually 000 (triple zero) and press Tab or Enter or click in the User Name field. Enter the users name for this user to login as. Press Tab or Enter or click in the Password field. Enter the password that this user will use to login. Then either click on Accept or press Tab or Enter until the cursor is on the Accept button – pressing enter when the cursor is on the Accept button will create the new user.

You are returned to the User List. Select the new user you have just created by using the arrow keys (Up or Down) to highlight the user or click once on the user to highlight the user.

You can edit the user by double clicking on the highlighted user or by pressing enter on the highlighted user or by dragging the highlighted user from the User List into the user field.

You can modify the user’s access rights by clicking on an empty tick box to grant access or clicking on a ticked tick box to revoke access. To grant access to an entire section double click on the heading eg. To grant access to all the Stock related functions double click on the Stock heading.

Once you are satisfied with the rights click on the exit button. The rights are saved for this user.

NB : It is important that at least one user be granted access to User Access ie granted the ability to change other users rights. If not then NOBODY will be able to administer user access (you will not be able to add or remove users or change their rights).

USER ACCESS Deleting A User

From the Main Menu select Setup. From the Setup Menu select User Access. In the user field bring up the list of users by double clicking in the user field or by pressing the page down key while the cursor is in the user field. The list of users appears.

Select the user you want to delete by using the arrow keys (Up or Down) to highlight the user or click once on the user to highlight the user. You can edit the user by double clicking on the highlighted user or by pressing enter on the highlighted user or by dragging the highlighted user from the User List into the user field. Once the desired user is displayed on the form (user name, password and the access rights) you can delete the user by clicking on the delete button. A message box pops up asking for confirmation that you want to delete the selected user.

NB : It is important that at least one user be left in the system and that at least one user be granted access to User Access ie granted the ability to change other users rights. If not then NOBODY will be able to administer user access (you will not be able to add or remove users or change their rights). If all users are removed then the system will automatically create the demo user again to allow access into the system.

USER ACCESS Modifying A User

Select the user you want to delete by using the arrow keys (Up or Down) to highlight the user or click once on the user to highlight the user. You can edit the user by double clicking on the highlighted user or by pressing enter on the highlighted user or by dragging the highlighted user from the User List into the user field. Once the desired user is displayed on the form (user name, password and the access rights) you can modify the user’s access rights by clicking on an empty tick box to grant access or clicking on a ticked tick box to revoke access. To grant access to an entire section double click on the heading eg. To grant access to all the Stock related functions double click on the Stock heading.

Once you are satisfied with the rights click on the exit button or select another user by double clicking in the user field or pressing page down while the cursor is in the user field. The rights are saved for this user.

Stock Master Files

Creating A Stock Item

Select Master File from the Stock section. The Stock Items Pick List is displayed. It will be empty the first time it is displayed. Right click in the pick list grid – when it is empty it is the large grey block under the fields. A menu appears – select (click on) Insert / Add. The Create New Records – Stock Master File screen appears. Enter the branch code – usually 000 (triple zero) and press Tab or Enter or click in the Stock Code field. Enter the Stock Code for this item. Press Tab or Enter or click in the Name / Description field. Enter the description or name for this item. Then either click on Accept or press Tab or Enter until the cursor is on the Accept button – pressing enter when the cursor is on the Accept button will create the new item. The Stock Master File screen is now displayed with your newly created stock item ready for you to modify.

Deleting A Stock Item

Select Master File from the Stock section. The Stock Items Pick List is displayed. Click on the item you wish to delete or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired stock item should now be highlighted. Right click on the item – a menu is presented - select (click on) Delete. A confirmation message box appears. Select OK. The item is deleted.

Modifying A Stock Item

Select Master File from the Stock section. The Stock Items Pick List is displayed. Click on the item you wish to modify or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired stock item should now be highlighted. Right click on the item – a menu is presented - select (click on) Master File – the selected item is displayed on the Master File form. You may now edit the item. Once you have finished select Exit or double click or press page down while the cursor is in the Code field to select another item.

Stock Receipts - Receiving Products Into Stock

Select Receipts from the Main Menu in the Stock section.

Select or enter the Branch (usually 000) by pressing Page Down when the cursor is in the branch code field or by double clicking in the branch code field. The Branch pick list is presented. Select the desired Branch by clicking on the branch in the list and then double clicking on it, or by using the arrow keys (Up or Down) to highlight the desired branch and pressing Enter.

Enter a date into the date field either by typing the date in the format specified in your regional settings or by double clicking in the date field and selecting a date from the calendar.

Enter a source – this should be the code of the suppliers master file or if you choose not to use the suppliers master file then an abbreviation of the supplier (see the notes regarding the advantages of using the Suppliers Master File). This field can take up to 6 characters.

If the goods received will include serial numbers that you want to track with the serial number feature then tick the tick box Prompt for serial numbers.

The reference field should contain the document number of the transaction eg. Suppliers invoice number.

After leaving the reference number field (by pressing Enter or Tab) the grid appears.

The first column labeled Stock Code should contain the Code of the stock item received. To display the list of Stock Items double click in this column or press Page Down while the cursor is in this column. You can create the stock item if it does not exist at this stage (see the notes on creating Stock Items). Select the item by using the Arrow keys (Up or Down) and pressing Enter when the desired item is highlighted or by clicking on the desired item to select / highlight it and then double clicking on the item. You are returned to the Receipts screen - press enter. If a message box appears warning you that the item does not have a sales code (you can give the item a sales code by editing the stock item and entering a sales code in the Sales Code field. This is the General Ledger account that would be updated when this product is Invoiced) click OK and then click in the quantity column on the row that you are currently entering.

Enter the quantity that you are receiving.

If you have ticked Prompt for serial numbers then a Serial Number list appears – capture the serial numbers for this item into the column provided and the period in months of the warranty. When you have captured all the serial numbers – click on Exit.

The cursor will now be in the Description field – press Enter to move to the next column – Unit Sell Price.

In this column capture the amount that this product will sell for. This is the Unit price of the item (usually for 1 item). If you want the default selling price to be different from what is displayed – enter the desired selling price here. This amount will be updated into the Default Selling Price in the Stock Master File screen.

Pressing Enter again will place the cursor in the Total Sell Value column. This is the total value of the items at selling price.

Press Enter again and the cursor is in the Unit Cost Price column – if the cost of the item is different from what is displayed – change it here. This cost will be updated into the Last Cost field in the Stock Master File screen. This cost will also be used to calculate a weighted average value which is displayed in the Weighted Avg. Cost field in the Stock Master File screen.

Press Enter – the cursor moves into the Total Cost field – this is the cost of these items. Press Enter – the cursor moves into the Doc Type field – this stores the type of transaction and defaults to RS when the receipts are updated into the system.

Use the Down arrow key to move into the next record.

Notice that the fields at the bottom of the screen are updated to show a running total of the Cost and Selling value of the Receipt.

Once you have captured all the items for this receipt number – move onto the empty row at the bottom of the grid and click on Accept. The receipts will be updated into the system and can be viewed from the Stock Master File screen – Purchase and Budget information – Receipts.

Stock Issues - Issuing Products From Stock

Select Issues from the Main Menu in the Stock section. Select or enter the Branch (usually 000) by pressing Page Down when the cursor is in the branch code field or by double clicking in the branch code field. The Branch pick list is presented. Select the desired Branch by clicking on the branch in the list and then double clicking on it, or by using the arrow keys (Up or Down) to highlight the desired branch and pressing Enter.

Enter a date into the date field either by typing the date in the format specified in your regional settings or by double clicking in the date field and selecting a date from the calendar.

Enter a source – this should be the code of the customers master file or if you choose not to use the customers master file then an abbreviation of the customer (see the notes regarding the advantages of using the Customers Master File). This field can take up to 6 characters.

If the goods issued will include serial numbers that you want to track with the serial number feature then tick the tick box Prompt for serial numbers.

The reference field should contain the document number of the transaction eg. invoice number or shipping number.

After leaving the reference number field (by pressing Enter or Tab) the grid appears.

You are returned to the Receipts screen - press enter. If a message box appears warning you that the item does not have a sales code (you can give the item a sales code by editing the stock item and entering a sales code in the Sales Code field. This is the General Ledger account that would be updated when this product is Invoiced) click OK and then click in the quantity column on the row that you are currently entering.

Enter the quantity that you are issuing.

The cursor will now be in the Description field – press Enter to move to the next column – Unit Sell Price.

Pressing Enter again will place the cursor in the Total Sell Value column. This is the total value of the items at selling price.

For Inter Branch stock transfers this cost will also be used to calculate a weighted average value which is displayed in the Weighted Avg. Cost field in the Stock Master File screen.

Press Enter – the cursor moves into the Total Cost field – this is the cost of these items multiplied by the quantity issued.

Press Enter – the cursor moves into the Doc Type field – this stores the type of transaction and defaults to IS when the issues are updated into the system and IB in the case of Inter Branch transfers.

Use the Down arrow key to move into the next record. Notice that the fields at the bottom of the screen are updated to show a running total of the Cost and Selling values of the Issue.

Once you have captured all the items for this issue number – move onto the empty row at the bottom of the grid and click on Accept. The issues will be updated into the system and can be viewed from the StockMaster File screen – Sales and Budget information – Issues.

Serial Numbers

From the Main Menu select Modules from the top right hand corner. Select Serial Numbers from the Additional Modules menu. To select a specific serial number click the drop down combo called Serial Number and select by clicking on the serial number you want to retrieve. The information about this particular item is displayed on the form together with any movement information. To create a new serial number item – type in the serial number in the Serial Number drop down combo. Fill in any other information you want and click on save – your changes are saved. To create additional movement information for a serial number – click on the bottom line of the grid and capture the relevant information. As soon as you move off the row that you are editing either up or down the new information is saved. To delete movement information for a serial number – highlight the row by clicking in the grid on the row to be deleted – then click on the record pointer ( a little black triangle pointing right) to highlight the entire row. Once the row is highlighted press delete – the record is removed.

Customer Master Files

Why use customer master files.

If you create a customer master file and use the code of the master file for the issues or sales you process, more detailed information and analysis / history will be available to you relating to the stock items concerned. For example – issues to a customer whose master file code is entered into the destination field of issues will be presented in the Sales and Budget information screen (selected from the Stock Master screen). It will then be possible to see what quantities, at what price and when sales of the item concerned were made.

Create A New Customer Master File

From the Main Menu click on Master File from the Customer column. The Customer Pick list is presented. It will be empty the first time it is displayed. Right click in the pick list grid – when it is empty it is the large grey block under the fields. A menu appears – select (click on) Insert / Add. The Create New Records – Customer Master File screen appears. Enter the branch code – usually 000 (triple zero) and press Tab or Enter or click in the Account Code field. Enter the Account Code for this item – it is a good idea to use the first 4 characters of the customers name and then 2 digits to distinguish between customers with the same first 4 characters in their name. Press Tab or Enter or click in the Name / Description field. Enter the name for this customer. Then either click on Accept or press Tab or Enter until the cursor is on the Accept button – pressing enter when the cursor is on the Accept button will create the new item. The Customer Master File screen is now displayed with your newly created customer ready for you to modify.

Deleting A Customer Master File

Select Master File from the Customer section. The Customer Items Pick List is displayed. Click on the item you wish to delete or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired customer item should now be highlighted. Right click on the item – a menu is presented - select (click on) Delete. A confirmation message box appears. Select OK. The item is deleted.

Modifying A Customer Item

Select Master File from the Customer section. The Customer Items Pick List is displayed. Click on the item you wish to modify or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired customer item should now be highlighted. Right click on the item – a menu is presented - select (click on) Master File – the selected item is displayed on the Master File form. You may now edit the item. Once you have finished select Exit or double click or press page down while the cursor is in the Code field to select another item.

Supplier Master Files

Why use supplier master files

If you create a supplier master file and use the code of the master file for the receipts or purchases you process, more detailed information and analysis / history will be available to you relating to the stock items concerned. For example – receipts from a supplier whose master file code is entered into the source field of receipts will be presented in the Purchase and Budget information screen (selected from the Stock Master screen). It will then be possible to see what quantities, at what price and when purchases of the item concerned were made.

Create A New Supplier Master File

From the Main Menu click on Master File from the Supplier column. The Supplier Pick list is presented. It will be empty the first time it is displayed. Right click in the pick list grid – when it is empty it is the large grey block under the fields. A menu appears – select (click on) Insert / Add. The Create New Records – Supplier Master File screen appears. Enter the branch code – usually 000 (triple zero) and press Tab or Enter or click in the Account Code field. Enter the Account Code for this item – it is a good idea to use the first 4 characters of the suppliers name and then 2 digits to distinguish between suppliers with the same first 4 characters in their name. Press Tab or Enter or click in the Name / Description field. Enter the name for this supplier. Then either click on Accept or press Tab or Enter until the cursor is on the Accept button – pressing enter when the cursor is on the Accept button will create the new item. The Suppliers Master File screen is now displayed with your newly created supplier ready for you to modify.

Deleting A Supplier

Select Master File from the Supplier section. The Supplier Items Pick List is displayed. Click on the item you wish to delete or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired supplier item should now be highlighted. Right click on the item – a menu is presented - select (click on) Delete. A confirmation message box appears. Select OK. The item is deleted.

Modifying A Supplier

Select Master File from the Supplier section. The Supplier Items Pick List is displayed. Click on the item you wish to modify or select the item using the arrow keys (Up or Down) until the desired item is highlighted or type the code in the left hand field at the top of the pick list under the branch information or type the name or description in the right hand field at the top of the pick list under the branch information. The desired Supplier item should now be highlighted. Right click on the item – a menu is presented - select (click on) Master File – the selected item is displayed on the Master File form. You may now edit the item. Once you have finished select Exit or double click or press page down while the cursor is in the Code field to select another item.

Viewing Stock Issues / Sales Information

Sales and Budget

From the Stock Master File of the item concerned – select the button Sales and Budget from the bottom of the screen. The Sales and Budget screen is presented for the item concerned. The sales or issues of the item month by month are displayed for the 12 months / periods of the current financial year. The current years budgeted Issues / Sales are also displayed as are the figures for the previous 2 financial periods of 12 months each. Right clicking on the frame (eg on the Current Year Actual frame) brings up a menu from which you can select Cumulative – this shows a running total of the frame for the 12 months.

Customer Summary

The customer summary displays the customers to whom stock has been sold or issued to. The customers are listed vertically with the periods / months of the current financial year listed across the top of the form forming a grid. It is easy to see the quantities sold / issued to a customer for each period of the year giving an indication of volume due to season etc.

Issues

Issues lists in date order the issues / sales to customers showing the date, period, customer, quantity, selling and cost price (where permitted through access rights) and the document reference.

Customer Orders (Not applicable for Stock without customers)

Viewing Stock Receipts / Purchases Information

Purchase and Budget

From the Stock Master File of the item concerned – select the button Purchase and Budget from the bottom of the screen. The Purchase and Budget screen is presented for the item concerned. The purchases or receipts of the item month by month are displayed for the 12 months / periods of the current financial year. The current years budgeted Receipts / Purchases are also displayed as are the figures for the previous 2 financial periods of 12 months each. Right clicking on the frame (eg on the Current Year Actual frame) brings up a menu from which you can select Cumulative – this shows a running total of the frame for the 12 months.

Supplier Summary

The supplier summary displays the suppliers from whom stock has been received or purchased from. The suppliers are listed vertically with the periods / months of the current financial year listed across the top of the form forming a grid. It is easy to see the quantities received / purchased from a supplier for each period of the year giving an indication of volume due to season and purchase quantities etc.

Receipts

Receipts lists in date order the Receipts / purchases from suppliers showing the date, period, supplier, quantity, cost price (where permitted through access rights) and the document reference.

Supplier Orders (Not applicable for Stock without Suppliers)

Generating Stock Reports

Performing A Physical Stock Take – Inventory Count

Overview

Internal Audit Manager provides a facility which allows the user to generate a snapshot of the stock system at a point in time. The user can then generate Stock Count Sheets which can be completed by the people doing the physical stock count. After the stock count has taken place the count numbers are captured into the system and a variance or difference report can be generated listing the difference between the system quantities and values and the physical actual quantities. This variance or difference can then be used to automatically adjust the system quantities. This method allows processing to continue after the snapshot is taken. Physical stock which has not been checked out of the system at the time the snapshot was taken must not be removed between the time of the snapshot and the time of the physical count. Similarly physical stock which has not been checked into the system at the time the snapshot was taken must not be placed in stock between the time the snapshot was taken and the time of the physical count. After the physical count, processing can continue as normal and operators have as much time as they need to capture the physical count into the system and perform the adjustment procedure.

Creating the stock take snapshot

From the Main Menu select Stock Take from the Stock column. The Stock Take menu is displayed. To create a new Stock Take Snapshot click on Create New Stock Take. If you only want to create a stock take for a specific Branch or for a specific Product Group then enter the details into the fields provided (Branch Code and Product Group). You can also instruct the system to use a specific reference for the new Stock Take snapshot by entering the desired reference into the Stock Take ID field. If you omit a reference the system will prompt you before automatically generating one for you. The system will prompt you for a date and time for the snapshot – it is recommended that you accept the automatically generated date and time.

Recalling a stock take snapshot

From the Main Menu select Stock Take from the Stock column. The Stock Take menu is displayed. Enter the Stock Take ID that you want to recall or double click in the Stock Take ID field – a list appears with available stock take snapshots. Select the required snapshot using the arrow keys (Up and Down) or by clicking on the desired row and then double clicking or pressing Enter on the item. The Stock Take ID field now contains the requested snapshot ID. Click on Retrieve Stock Take. The requested Stock Take snapshot is displayed.

Generating the stock take sheets

Select and recall the desired Stock Take snapshot. Click on the button that says Print Stock Take Report. The report is presented for preview. To print the report click on the printer icon.

Capturing the physical count

Select and recall the desired Stock Take snapshot. Capture the physical count quantities into the column labeled Stock Count. As the cursor is moved from one row to the next the data is saved.

Generating the reconciliation report

Select and recall the desired Stock Take snapshot. Click on the button that says Print Stock Take Recon. The report is presented for preview. To print the report click on the printer icon.

Writing off the difference

Select and recall the desired Stock Take snapshot. Click on the button that says Write Off. The system asks you to confirm. The stock quantities on the computer are now adjusted by the difference. Once the Write Off procedure has been executed for a stock take it cannot be re executed.