Sage 100

I'm being brought into a situation that I haven't been involved with since the beginning and I need some serious help with! Customer has items that are using lots, they have to use lots due to coloring of the items, etc. No luck getting them away from that. There are 3 scenario's that cause the customer to go negative in their inventory (which of course can't be done in Sage 100 Advanced). They really need to stay with lots, but really need to invoice before ROG is done, resulting in really needing to go negative in inventory for lotted items. Those are: 1. Order is placed, purchase order is created, but Receipt Of Goods is not completed until the invoice is rec'd from the vendor & Receipt of Invoice is done. The product has been rec'd into the warehouse, but the Receipt of Goods is not done until the invoice is rec'd from the vendor. This is done to control the cost, so that the item is not rec'd into inventory until owner knows exactly what the cost of that item was. 2. Bad inventory count: Sage shows 2 items in that lot/warehouse, there are 100 sitting on the shelf. Customer walks out with those 100 & we can't invoice it until an inv trans is done. Want to go negative to get that invoiced & deal with it later. 3. Some users are choosing run numbers/lot numbers that aren't theirs to choose. Normally, we'd allow them to go negative here, but right now we're doing manual adjustments I have been TRYING and can't get owner to budge from any of these HAVE TO GO NEGATIVE issues. Does anybody have ANY suggestions? The only thing I've been able to come up with is a mod allowing negative in lotted items that in my opinion (and programmers) could cause way more issues that it solves or using alternate items codes that are average cost for situations when they have to go negative, which sounds like a nightmare. ANY SUGGESTIONS?

Just tossing out ideas. How about adding a Misc Item to the SO. Invoice the Misc Item but not the lot item. When you do the final invoice, after the ROG, invoice the proper item at the proper cost with the proper lot number. Add a negative price for the Misc Item. One problem with this is that it will be a $0 invoice and the costs and sales won't be on the same invoice. May want to consider doing a credit memo to offset the first invoice and then do a final invoice which matches sales and cost. The Misc Item could go to a pre-paid account so that your sales and cost hit the same GL posting date.

Maybe use a ProForma Invoice with the Lot Number listed as a Comment; until the lot is properly received. I would suggest adding a Hold Status and Message to remind them why the order is on hold. then invoice later. Of course, you can't use shipping data entry this way either.

SO-1396 Negative Lot/Serial Distribution in Invoice Entry from DSD. I haven't used this one specifically, but I've used other solutions from DSD with great success. It's worth a look. Or, shipping will need to notify accounting after items are counted, accounting must call the vendor and have the invoiced faxed right away.

Thanks all! I really appreciate the suggestions! Will let you know where we end up!

SO-1396 allows a negative qty to be entered in the Lot/Serial Tier Dist window. But it sounds like this client needs a way to enter a positive qty that can exceed the Qty Available allowing the lot to go negative.

The whole situation sounds wrong. Wanting to control costs, but invoicing before you know the correct cost will mean the invoiced COGS are likely off... so why hold up the RoG if that's the case? The RoG / RoI features with the Purchases Variance account are there for a reason: to allow a process flow without waiting for paperwork. The invoice's posted CoGS will not be retroactively corrected with the receipt. The effort to do things the way you describe sounds futile, and probably comes from a misunderstanding of how Sage 100 posts to the GL.