Navigation: Transactions >> Inventory >> Data Record Entry
Data Record Entry is used to create a Data Record. A Data Record is a snapshot of the Data Sheet assigned to an Item-Transaction into which data can be entered. If the Data Sheet is an empty template, the Data Record is a copy of the template that you will record information on.
The Data Record Number is the document number for each Data Record. It is generated automatically after you have entered the following fields:
- Document Source
- Source Document
- Item Number
- Data Sheet ID
- Data Sheet Version Number – the next Data Record Number will be generated after you select the Data Sheet’s Version Number.
Exiting Data Records can be viewed by entering the Data Record Number, or by selecting one from the lookup.
Document Source: the GP Transaction Location. Options are:
- Inventory Adjustment (open/history)
- Inventory Transaction (open/history)
- Mfg Component Issue Transaction
- Mfg Order
- Mfg Receipt
- PO Receipt (open/history)
- Sales Invoice (open/history)
- Sales Order (open/history)
- Sales Return (open/history)
Source Document: select the GP source document number. Use the ORIGIN drop-down box to select Open or History.
Routing Sequence: For Manufacturing Orders you can also link to a specific Routing Sequence. Routing Sequence is not required.
Item Number: Enter an Item Number, or select one from the Lookup. The Item Number must exist on the selected transaction. The Lookup will show only Item Numbers from the selected transaction.
Data Sheet ID: Enter a Data Sheet ID, or select one from the Lookup. The Data Sheet ID must belong to the selected Document Source (i.e. PO Receipt) and be assigned to the selected Item Number. The Lookup will show only Data Sheets for the selected Item Number and Transaction.
If the Item-Transaction has only one associated Data Sheet, that Data Sheet ID will fill-in automatically after selecting the Item Number. If multiple Data Sheets are available, the Data Sheet Lookup will open automatically.
If the Item does not have a Data Sheet assigned for the Document Source, you will not be able to continue. New Item-Data Sheet assignments cannot be made from this window.
Version: select the Data Sheet Version you want to use for the Data Record. The current version will always be the first option in the drop-down list. All historical revisions are listed below the current version. Once you select a version, IPT will generate the next Data Record Number, and the version becomes locked. Version cannot be changed.
If you select an incorrect version you need to delete, or void, the document and start over.
See IPT Setup for information about PO Rev Link. If this feature is enabled, IPT will ask if you want to use the PO Rev version of the Data Sheet if:
- The document is a PO Receipt
- The Item has a PO Rev specified on the PO that is being received
- The PO Rev matches an existing Data Sheet version
When a Data Record has been created using a non-current Data Sheet version, a yellow warning sign will appear next to the Version.
Data Record Number: The Data Record Number will populate automatically when all of the above required fields have been entered. At this point the Data Sheet will be copied to the Data Record.
Date: The date will default to the User Date.
Quantity: this field is informational and is not used by the system.
POSTING: Posting a Data Record moves it to history. Historical Data Records are not editable. They can be viewed in the Data Record Inquiry window. When you click the Post button you will be asked if you are ready to move the document to history. The Data Record must be marked Complete or Void before it can be Posted.
COMPLETE: If the Data Record was generated automatically through the IPT Routing functionality, marking Complete sets the User’s Task for the Data Record to DONE. If there is another person on the Routing, marking Complete also adds a Task for the next User on the Routing.
Notes: IPT controls whether or not a note is opened in a ‘view only’ mode, or an editable mode. On the Data Record Entry window all notes attached to the Data Sheet will be non-editable. This includes the Data Sheet note, and all Attribute and Variable notes. Since these notes are attached to the master record (and not the Data Sheet), they will open in a ‘view only’ Note Window.
Notes attached to the Data Record (the Data Record notes, and all Data Record Line notes) will be editable.
The Datarecord Report can be printed to create a Data Entry Form. An example of the Datarecord report is shown below.
The Note attached to the Data Record (the note button to the right of the Data Record Number field) is displayed in Section A.
The Note attached to the Data Sheet (the note button to the right of Data Sheet ID) is displayed in Section B.
The Attribute or Variable Note (the Note attached to the Attribute or Variable ID in their respective maintenance windows) displays in Section C.
The Data Record Line Note displays in Section D.
The Result recorded for the Attribute/Variable is shown in Section E.
The AV column displays “A” if the row is an Attribute, and “V” if the row is a Variable.
Click the Attributes or Variables view buttons to access the respective data fields. Click into a line to enter data for that field.
Once you have clicked into the detail entry view, you can enter data for that field and scroll between fields by using the Back and Next buttons.
The Variable or Attribute note is accessed through note button A, above. Attribute or Variable notes provide additional information about the Attribute or Variable, or provide instructions. These notes are opened in a ‘view only’ note window.
The Data Record Line note is accessed through note button B, above. Use the Line notes to record additional information about the process of recording or observing the selecting Attribute or Variable. These notes are editable.
Click the Summary button to return to the view that displays all of the Attributes or Variables.
NOTE: The Attributes and Variables are contained on separate “pages”, which are accessed by clicking the Attributes button or Variables button.