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CHAPTER 8: INVENTORY JOURNALS Objectives
The objectives are:
Create journal names for inventory journals. Set up dimension
groups and inventory dimensions for journals. Set up posting for
inventory journals. Create and process inventory adjustment and
movement inventory
journals. Create and process a transfer journal. Create and
process a bill of material (BOM) journal. Explain counting
journals. Set up warehouse items and counting groups. Create and
process a counting journal. Create and process a tag counting
journal. Block an inventoried item.
Introduction Inventory journals are used for posting physical
inventory transactions including posting issues and receipts,
inventory movements, creating bills of material, and reconciliation
of physical inventory. This chapter explains inventory journals by
reviewing the initial setup in addition to each journal.
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Inventory Journals Setup When a new inventory journal is
created, the Name field is required. The journal names that are
selected in this field are created in the Journal names form.
Procedure: Create a Journal Name
To set up journal names which are then used to create journals,
follow these steps:
1. Open Inventory and warehouse management > Setup >
Journals > Journal names, Inventory.
FIGURE 8.1 JOURNAL NAMES INVENTORY
2. In the Journal names, inventory form that opens, create a new
record and type the journal name and its description.
3. Select the Journal type that determines what the journal is
used for. 4. Select a Voucher series from the list.
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5. On the General fast tab, in Selection by, specify whether the
line receives a voucher number when the line is entered or when it
is posted. For example, the Selection by field helps you assign
voucher numbers at posting time when a journal is started at the
start of a day; multiple entries can be made by different people
and/or at different times during the day. Without the Selection by
option, all entry lines have a different voucher number. This makes
tracking difficult. With this posting option, voucher numbers are
assigned at the time of posting, and are therefore more consistent
throughout the journal.
6. In the New voucher by field, specify when a new voucher is
allocated, by either of the following: o Change date (enables
tracking by date) o Change date or item
This resembles the Selection by option, that enables tracking by
one voucher number, in addition to all entries that are registered
in the same journal for the same date and the same item. This
option helps simplify tracking.
7. Select value in the Detail level field for the journal. The
Summary option in the Detail level field is a good choice when you
are generating many entries by using journals for the same date,
account number, dimensions, and currency code. By doing this, the
General ledger is only populated with one summary transaction for
each identical value. Therefore, reducing the number of
transactions. However, this does not summarize these entries in
inventory transactions.
8. Select or clear the Delete lines after posting check box.
After posting, the lines typically have only historic value and can
therefore be deleted. However, sometimes, a business wants to keep
the lines for reference.
9. In Offset account, specify an offset account if the journal
name is for the Movement journal type.
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10. Select the method of inventory Reservation for the inventory
journal. o Manual Inventory for orders is reserved manually. o
Automatic Inventory is reserved when order lines are created,
in the order in which the order lines are created. For bills of
materials (BOMs), reservations are made for the BOM item number,
not for the individual elements of the BOM.
o Explosion Inventory is reserved when order lines are created,
in the order in which the order lines are created. For BOMs,
reservations are made for the individual elements of the BOM, not
for the BOM item number.
11. Select whether to restrict access to the journal to certain
user groups
by using the Private for user group field. For example, you can
set up individual journals to enable access to the following: o
Only warehouse workers who conduct physical counts o Only users who
document movements from the main warehouse
to the vendor warehouse o Users who document movements from the
vendor warehouse to
the main warehouse
Procedure: Set Up Journal Name as Default Value
When the journal names are created, they can be set up as
default values for the journal type that is selected in the
Inventory parameters form in the Journals section. To do this,
follow these steps:
1. Open Inventory and warehouse management > Setup >
Inventory and warehouse management parameters > Journals.
2. In the appropriate field, select a journal name to be the
default value when you create inventory journals of a certain
type.
For example, when you create an Inventory adjustment journal
type, the journal that is specified as the default journal name is
proposed.
NOTE: If it is necessary, override this setting with any other
journal name that is set up for the journal type.
After a journal is created and named, a journal line can only be
accessed by one user at a time. It is useful to divide journals so
that each posting routine is entered
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in its own unique inventory journal.
Example: Setting up Default Journal Names
If posting routines are associated with inventory transactions,
a journal can be created for periodic inventory adjustments, and
another for inventory counting.
In a situation where multiple departments of a manufacturing
plant use the same inventory journal to enter shop supplies use, it
helps create multiple journal names, for example, one for each
department. In this manner, each department can open its journal
for shop supply adjustments at the beginning of the day and leave
it open for access throughout the day.
Inventory Dimensions and Inventory Journals
As with other types of receipts and issue transactions, the
inventory dimensions must be specified for any transactions that
are made in a journal line.
The ability to edit product dimensions for a journal line is
determined by the product's dimension group setup.
Setting Up Inventory Dimensions to be Edited in Specific Journal
Types
The inventory-related transactions for an item must specify the
information that reflects the dimension groups that are assigned to
the item, such as the basis for item identification (product
dimensions), storage dimensions, and tracking dimensions.
Therefore, you must create a dimension group and then add inventory
dimensions as needed. The following are inventory dimension
types:
Product dimensions Storage dimensions Tracking dimensions
There are no set guidelines for selecting dimensions. However,,
we recommend that you use only the number of dimensions that will
actually be used for each product. If some products are tracked and
other products are not, create several dimension groups. Carefully
consider how inventory should function before you set up inventory
dimensions and dimension groups.
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To set up inventory dimensions that can be edited in specific
journal types, open Product information management > Setup >
Dimension groups > Product dimension groups.
FIGURE 8.2 PRODUCT DIMENSION GROUPS FORM
Procedure: Select Dimensions that are Displayed in Inventory
Journals
To select dimensions that are displayed in inventory journals,
follow these steps:
1. Open Inventory and warehouse management > Setup >
Inventory and warehouse parameters.
2. Click Inventory dimensions in the navigation pane, and then
click the tracking dimension, for example, Batch number.
3. Select the journals in which Batch number is displayed, for
example Movement or Transfer orders.
NOTE: These settings are only valid for the journal if you did
not override the setting on the journal by saving selections in the
Inventory > Dimensions display dialog box. In this case, if
Batch number is cleared, this setting overrides the setting that is
specified in Inventory and warehouse management > Setup >
Inventory and warehouse parameters.
Posting
When you record inventory transactions. For example, in an
inventory adjustment journal, you can generate the transactions for
inventory profits and losses.
Use the Posting form to set up ledger account numbers for the
automatic ledger transactions that are generated for receipt and
for issue transactions in the inventory.
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Set up account numbers as needed on one or more of the following
tabs:
Sales order Purchase order Inventory Production Standard cost
variance
Each tab contains several account types, and for each account
type, you must specify which account in your own chart of accounts
that you want to use. If you have created an item group in the Item
groups form with corresponding posting, that posting will
automatically appear in the form, with the item group as a
reference.
You can use either posting profiles or posting definitions to
set up the account numbers for offset accounts. Each posting
profile is associated with only one offset account. Posting
definitions can be associated with multiple offset accounts.
Procedure: Set Up Inventory Posting
To set up inventory posting, follow these steps:
1. Open Inventory and warehouse management> Setup >
Posting > Posting > Inventory tab.
2. Select the posting type to be set up for the General ledger
posting.
FIGURE 8.3 INVENTORY POSTING FOR INVENTORY JOURNALS
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3. Create an inventory posting record by clicking Add. 4. For
each Main account type, specify which main account in the chart
of accounts to use. Use the Item relation and the Item code
fields to specify whether the account must be used for one of the
following: o A specific item - use to track, for example, the
profit and loss,
for a particular item. o An item group - use to track, for
example, issue or consumption
for a particular item group. The item groups are set up in
Inventory and warehouse management> Setup >Inventory> Item
groups.
o All items
Inventory Adjustment and Movement Journals At first glance, the
movement and inventory adjustment journals look the same. The
primary difference between the two journals is that the offsetting
general ledger account can be selected in the movement journal.
Because a ledger account cannot be specified in the inventory
adjustment journal, all transactions post according to the posting
profiles for inventory. This is discussed in the Inventory Journals
Setup lesson.
Both the inventory adjustment and movement journals allow for
journal lines to be entered where items are issued from inventory
or where they are received into inventory. When the journals post,
an inventory receipt or issue is posted, the inventory level and
value are changed, and ledger transactions are generated. The
following must be specified for the journals:
Date of the transaction Item number Quantity Cost price
When a positive quantity is entered in the journals, a receipt
and gain is posted. However, when a negative quantity is entered on
a journal line, an issue and loss is posted.
Movement Journal
The Movement journal can be used to bring in opening inventory
balances during system setup, and offset these adjustments to
specific ledger accounts. Other examples of how the movement
journal can be used include the following:
To charge an item to a different department, for example, from
Prototyping to Engineering.
To remove items from inventory to take to a sales show. The
inventory value must be reduced and should be considered as an
expense from the Sales Department.
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Demonstration: Using the Movement Journal
This demonstration charges an inventory item to the Sales
Department and to the Selling Expenses offset General ledger
account, by using a Movement journal.
1. Open Inventory and warehouse management > Journals >
Item transactions > Movement.
2. Create a new journal by clicking New and select the IMov for
the journal name. Or, click Create new; a journal is created and
the Lines form is automatically opened.
3. Open the Lines form by clicking Lines. The journal lines are
displayed with today's date in the Date field.
4. Type item "1201" in the Item number field, and in the
Configuration field, select 01 (black) and then type the quantity
of "-1".
5. Because the quantity is negative, it means that the item is
taken out of inventory to be used by the Sales Department. The Cost
amount is populated from the item cost table and cannot be changed.
Select the Selling expenses offset account in the Offset account
field. In this example, it is the 540100 Project COGS - Project
hours account.
NOTE: If the quantity is positive, meaning that the item is
brought into inventory from an outside source, for example, a
salesperson brings samples into inventory, the Cost amount field
can be used to enter the value of the item.
6. On the Financial Dimensions tab, select OU_4624, Marketing
Campaign (UK) in the CostCenter group.
7. Post the journal by clicking Post and then OK. A message box
informs when the Journal is posted.
When the journal is posted, view the transactions that was
created from the posting. To do this, follow these steps:
1. From the posted journal line, select Inventory >
Transactions. 2. Click Ledger > Financial voucher in the
Inventory transactions
form. 3. Click the Overview tab to view the General ledger
account posting
activity that credits the 140450 HTS issues account and debits
the 540100 Project COGS - Project hours account.
4. Close the Voucher transactions form. 5. On the Financial
dimensions - financial tab, view the allocation to
the Marketing Campaign (UK) department in the CostCenter
field.
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Inventory Adjustment Journal
Use the Inventory adjustment form to enter where items are
picked from inventory (a loss) or where they are received in
inventory (a gain). When you post this kind of journal, an
inventory receipt or issue is posted, the inventory level and value
are changed, and ledger transactions are generated.
Procedure: Create an Inventory Adjustment Journal
To create an inventory adjustment journal, follow these
steps:
1. Click Inventory and warehouse management > Journals >
Item transactions > Inventory adjustment.
2. Create a new journal by clicking New and then enter a name.
3. Click Create new; a journal is created and the Lines form is
automatically opened. The journal lines are displayed with
today's date in the Date field.
4. Enter an Item number and the Quantity of the adjustment. 5.
Enter information in the Size, Site and Warehouse fields as
appropriate. 6. To view information about transactions, on-hand
inventory,
reservations, registration, and output orders, click the
Inventory button.
7. Click Post to post the journal.
Procedure: View a Posted Transaction
To view the posted transaction after the journal is posted,
follow these steps:
1. Open Inventory and warehouse management > Journals >
Item transactions > Inventory Adjustment.
2. Select Posted in the Show field to view posted transactions.
3. To verify the debit offset account, open the posting profile.
This can
be accessed by opening Inventory and warehouse management >
Setup > Posting > Posting > Inventory tab. Select Loss on
the left side of the form, and verify that Group codes are set
up.
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Lab 8.1 - Create a Movement Journal Scenario
The Contoso Company's new salesperson, Kevin, must obtain a
sample of DVD Player, 1701 the company sells to be able to show
them to prospects.
To maintain inventory accuracy, a movement journal is used to
take the DVD Players out of warehouse 21 physical inventory. The
journal also commits the value of this transfer to a specific
General ledger account that is used for selling expenses (540100).
Your task is to create these transactions.
Challenge Yourself!
1. Create a Movement journal. 2. Pick the items. 3. Post from
the Journal header form.
Need a Little Help?
Open Inventory and warehouse management > Journals > Item
transactions > Movement to create a Movement journal.
Enter the quantities as negative numbers. Click Inventory >
Pick to pick the items . Post from the Journal header form.
Step by Step
1. Open Inventory and warehouse management > Journals >
Item transactions > Movement.
2. Click New. 3. Select IMov in the Name field and then click
Lines. 4. Click the Item number arrow and then select 1701. 5.
Confirm that the Warehouse is 21. 6. In the Quantity field, type
"-1". 7. In the Offset account field, type "540100". 8. Click
Inventory > Pick and then click Add picking list update. 9.
Click Register all, and then close the Pick form. 10. Click New in
the Journal lines form to enter a new line. 11. Click the Item
number arrow and then select 1706. 12. Confirm that the Warehouse
is 21. 13. In the Quantity field, type "-1". 14. In the Offset
account field, type "540100". 15. Click Inventory > Pick and
then click Add picking list update.
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16. Select a Batch number and then click Register all 17. Close
the Pick form. 18. Close the Journal lines form. 19. In the
Movement journal form, click the created journal, and then
click Post. 20. Click OK. 21. Click Close to close the message
box. 22. Close all the forms.
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Lab 8.2 - Create an Inventory Adjustment Journal Scenario
The Warehouse Manager of the Contoso Company reorganized two
sections of warehouse 11 so that items were physically moved from
one area to another. During the process, a box dropped on the floor
that resulted in the breaking of ten Satellite Speakers (item
1163). Your task is to create a Profit and Loss journal to register
the inventory adjustment.
Challenge Yourself!
1. Create an Inventory adjustment journal. 2. Post the
journal.
Need a Little Help?
Create an inventory adjustment journal by opening Inventory and
warehouse management > Journals > Item transactions >
Inventory adjustment.
Register the items to be adjusted as a negative number. Post the
journal.
Step by Step
1. Click Inventory and warehouse management > Journals >
Item transactions > Inventory adjustment.
2. Create a new journal by clicking New and select IPL in the
Name field.
3. Click Create new. A journal is created and the Journal lines
form is automatically opened.
4. Select Item 1163 in the Item number field. 5. Confirm that
the Warehouse is 11. 6. In the Quantity field, type "-10". 7. Click
Post to post the journal, and then click OK. 8. Click Close to
close the Infolog. 9. Close all the forms.
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Transfer Journals Inventory transfers between stocking locations
can be recorded in an inventory transfer journal. Each transfer
minimally identifies an item, quantity, and the old and new
stocking locations. An inventory transfer journal also supports the
transfer of one variant of an item to another, in addition to
transferring one batch number to another batch number, much as if
you would transfer inventory from one warehouse to another
warehouse.
Inventory transfers reflect the immediate movement of material,
without a requirement for tracking in transit inventory. For
example, a transfer journal can be used to move material between
two adjacent warehouses. Transfer orders should be used when in
transit inventory must be tracked. In addition, the planned
transfers between locations in a company can be modeled with
planned transfer orders, whereas a transfer journal typically
reflects an unplanned transfer.
Defining Transfer Journals
Use transfer journals to move or transfer an item in an
Inventory dimension.
Both automatic and manual transfer orders are created and
processed between warehouses in the Transfer form (Inventory and
warehouse management > Periodic > Transfer Orders).
Use the Transfer form to move an item in an inventory dimension.
For example when you move an item from one warehouse to another, or
change the batch number.
When you post a Transfer journal, for one journal line, two
inventory transactions are created for one journal line. The two
transactions are an inventory receipt and an inventory issue. The
on-hand inventories at the two warehouses will be changed.
Postings to general ledger occur in the following cases:
Items are moved to another dimension, for example if items were
originally registered by using color=black and are moved to
color=red. Postings occur whether this is in the same site or
whether the transfer is across sites.
Items are moved to another site, even if the inventory item
dimensions are identical. This enables sites to have different
costs for the same items.
The issue and receipt transfer journals use different lot
IDs.
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Procedure: Create a Transfer Journal
To create a transfer journal, follow these steps.
1. From the Navigation Pane, open Inventory and warehouse
management > Journals > Item transactions > Transfer.
2. Click Create new. 3. Select an Item number. 4. Select a From
and To Site to transfer the item to. 5. In the From warehouse
field, select the location from which the
item should be transferred. 6. In the To warehouse field, select
the location where the item is
going. 7. Use the From batch number and To batch number fields
to
specify batches. 8. In the Quantity field, type the quantity to
transfer. 9. Click Post to post the journal. 10. Click OK to close
the Infolog.
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Lab 8.3 - Create a Transfer Journal Scenario
The Contoso Company receives ten units of High-Definition DVD
Players from their vendor Litware Electronics. Each of these units
has a different batch number. However, after verification, the
Contoso Company finds that the last two units should have a
different batch number. To make sure that the inventory tracking
warehouse dimension batch number is correct, the Contoso Company
must correct the situation.
Your task is to rectify these incorrectly numbered units and
then view the transactions.
The item number is 1706 and the warehouse that the items were
received in is warehouse 21. The transaction that was registered
under batch number 00009 is registered under 000008. The
transaction that was registered under batch number 000010 is under
000008.
Challenge Yourself!
1. Create a Transfer journal. 2. Transfer the batch number for
item 1706.
Need a Little Help?
Open Inventory and warehouse management > Journals > Item
transactions > Transfer to create a transfer journal.
Create a Transfer journal. Specify the From warehouse and the To
warehouse. Specify the From batch number and the To batch number.
Specify the number as a negative number. Review the transactions
from the Item form.
Step by Step
1. Open Inventory and warehouse management > Journals >
Item transactions > Transfer.
2. Click Create new. 3. Click the Item number arrow and then
select 1706. 4. In the From warehouse field, type "21". 5. In the
To warehouse field, type "21". 6. Click the From batch number arrow
and then select 000009. 7. Click the To batch number arrow and then
select 000008. 8. In the Quantity field, type "-1".
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9. Click New to create a new line. 10. Click the Item number
arrow and then select 1706. 11. Select 2 in the To site field. 12.
Click the From batch number arrow and then select 000010. 13. Click
the To batch number arrow and then select 000008. 14. In the
Quantity field, type "-1". 15. Click Post and then click OK. 16.
Click Close to close the message box. 17. Open Inventory and
warehouse management > Common > On-
hand inventory and then select item 1706. Click OK. 18. Click
Transactions. Select your transfer line and then click
Inventory > Transactions in physical voucher. 19. Close all
the forms.
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Bill of Material Journals Posting a Bill of Material (BOM)
journal generates an inventory receipt of the product with an
associated BOM and an inventory issue of the products that are
included in the BOM.
The BOM journal is used by companies that have a simple high
volume production process where production routes are not
specified. Also, items that are reported as finished in this manner
probably have a high material cost in relation to labor costs.
Procedure: Report a BOM as Finished by Using an Inventory
Journal
To report a BOM as finished by using an Inventory journal follow
these steps:
1. Open Inventory and warehouse management > Journals >
Item transactions > Bills of materials.
2. Create a new journal. 3. In the Lines form, do not create new
lines manually, but click
BOM > Report as finished. 4. In the Report as finished form,
click Select and select the item of
the type BOM that you want to report as finished. Click OK. 5.
Select any dimension for the item that you want to report as
finished. 6. Enter the quantity of the BOM you want to report as
finished. 7. Select the BOM version. The BOM version defaults to
the active
version. However, the user can select a different version that
is approved for the item.
8. Select and Explosion policy. The explosion policy determines
the basis of components that are used in producing the parent item,
as follows: o Never - The underlying BOMs for manufactured
components are
never exploded so that the components reflect the single-level
BOM. However, the system still explodes requirements through
phantom components.
o Always - The underlying BOMs for manufactured components are
always exploded regardless of inventory availability so that
components only reflect purchased items.
o Shortage - Explode only when shortage exists. The explosion of
underlying BOMs for manufactured components reflects available
inventory of each component.\
9. Select or clear the Post now check box, depending on whether
you
want to post the transaction now or at a later from the Lines
form.
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NOTE: To update the item consumption when you report a BOM as
finished for example, you might have to specify additional
quantities of items because some component items for the BOM were
defective it might be a good idea to leave the Post now parameter
clear. In this manner, you can verify and update BOM component item
quantities before the posting.
10. Click OK and you return to the Lines form where the Bill of
Material is exploded into its component items.
11. When the journal is posted, you can view the transactions
that were created from your posting. To do this, from the posted
journal line click Transactions > Ledger > Physical Voucher
from the Inventory transactions form.
Procedure: Generate BOM Journal and Lines from the Released
Products Details Form
You can also generate BOM journal and lines if a product that is
associated with a BOM is reported as finished directly from the
Released Items list page.
1. Open Product information management > Common > Products
> Released products.
2. Select a product that is associated with a BOM. 3. Click the
Engineer tab > Report as finished 4. Enter any dimensions and
the quantity to be reported as finished. 5. Click OK. 6. Open
Inventory and warehouse management > Journals > Item
transactions > Bills of materials and you can verify the
journal for the BOM.
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Lab 8.4 - Create a Bill of Material Journal Scenario
To satisfy an important customer, the Contoso Company has
created four special High End Speakers - ash/14 inches (1102). A
customer requested special speakers without grills.
Your task is to register the inventory changes with a BOM
Journal.
Challenge Yourself!
1. Report the BOM as finished. 2. Remove the grill.
Need a Little Help?
Use Bill of materials journal > Report as finished. Remove
the grill from the BOM before posting the journal.
Step by Step
1. Open Inventory and warehouse management > Journals >
Item transactions > Bills of materials.
2. Click Create new. 3. In the Journal lines form click BOM >
Report as finished. 4. In the Report as finished form, click Select
and then select Item
number 1102. 5. Click OK. 6. In the Site field, type "1", and in
the Warehouse field, type "11". 7. In the Quantity field, change
the value to "4". 8. Clear the Post now check box. 9. Click OK and
then close the Infolog. 10. In the Journal lines form, click the
component (5001 Grill), and
then click Delete. 11. Click Yes to confirm deletion. 12. Click
Post. 13. Click OK. 14. Click Close to close the Infolog. 15. Close
all the forms.
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Counting Journals The Counting journal lets you calculate the
current on-hand inventory level that is recorded for a group of
items, and then post the actual physical count to make the
adjustments necessary to reconcile their differences.
Scenario: Counting Journal Setup
The Contoso Company conducts two types of physical
inventory:
Cycle counting that varies in frequency by item. Tag counting
that they perform for their year-end inventory.
The Contoso Company's Warehouse Manager has determined which
items must be cycle counted, and when.
For example, all items that have a value greater than $1,000
U.S. dollars (USD) are cycle counted monthly; items with a value
between 500 and 1000 USD are cycle counted every two months; and
items with a value between 250 and 500 USD are cycle counted
quarterly. Items with a value lower than 250 USD are not cycle
counted, but only inventoried one time per year during year-end
inventory. The Contoso Company uses the Cycle Counting journal to
support this process.
In comparison, at year-end, the warehouse shuts down for three
days for tag counting. During this process, the whole team counts
every item in the warehouse by using the Tag counting journal.
Counting Journal Setup Warehouse items let you record multiple
product dimension configurations for your items for each warehouse.
Warehouse items are a supplement to inventory items and do not
replace them, although they are related to them.
When you perform cycle counting in multiple warehouses, a
warehouse item must be set up for each item configuration, for each
warehouse. By default, when you select Counting group on the
General FastTab of the Released Product's form, a warehouse item is
created automatically without a specific warehouse. To define cycle
count for items where multiple warehouses exist, the Warehouse
items form allows for identification of which counting group should
be used for each warehouse.
Each warehouse item has its own counting group, warehouse
management, and product dimension setup.
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Example 1: Warehouse Items
The warehouse manager purchased an item with two dimension
combinations. To make sure that these two combinations of the
product dimensions are counted, the warehouse manager sets up the
combinations in the Warehouse items form (Product information
management > Common > Products > Released products >
Manage inventory > Warehouse items), together with counting
group, to make sure that they are counted during cycle
counting.
Example 2: Warehouse Items
A company has only one warehouse and sells an LCD Television
that is available in three sizes and two colors. This company is
using the product dimension configuration to minimize product
maintenance and the number of inventory items.
For this situation, only one product number is created: LCD
Television Model 01.
The following variations to the product master are as
follows:
Black - 37 inches Black - 42 inches Black - 50 inches Silver -
37 inches Silver - 42 inches Silver - 50 inches
The warehouse items will be used to assign a specific counting
group to each variant. Therefore, the counting journal will provide
one request for counting each combination instead of a global
request for all sizes and colors together.
Procedure: Create a Warehouse Item
To create a warehouse item, follow these steps:
1. Open Product information management > Common > Products
> Released products > Manage inventory.
2. Select the item that you want to configure and then click
Warehouse items.
3. Click New to create a new Warehouse item configuration.
Create the number of lines that correspond to the warehouses and
configurations that are used by the item.
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NOTE: When you open the Warehouse items form, and no warehouse
or combination of product dimensions have previously been defined,
a default line appears with only the counting group from the
inventory item.
To create warehouse and product dimension variants for the item,
you must create a new record in the counting journal.
4. Assign a counting group to each line.
Counting Groups
Counting groups lets you create logical groupings of items,
depending on how you want to count them. Typically, logical groups
are based on item value, warehouse section, ABC code, inventory
turnover, and similar factors.
Procedure: Create a Counting Group
To create a counting group, follow these steps:
1. Open Inventory and warehouse management > Setup >
Inventory > Counting groups.
2. Click New to create a new counting group. 3. Specify an
identification and description for the group. 4. Select a counting
code:
o Manual: The item is included every time that the job is run.
In other words, you decide the counting interval for the counting
group by starting the count job.
o Period: Specify the number of days that make up the period in
the Period field.
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Example: Creating a Counting Group
The Wind Televisions Company is buying some products from an
overseas vendor where purchasing lead time is lengthy. Keeping a
tight control on the on-hand quantity of these products is
important to avoid stock shortage. The company creates a counting
group that has a period code that comes before the purchasing
schedule by a week and assigns this counting group to all items
coming from the vendor. Therefore, the Wind Televisions Company can
obtain accurate inventory counts immediately before placing the
purchase order.
Zero in stock: If on-hand inventory is equal to zero for an item
in this counting group, it will be included in the counting batch
job. If the on-hand inventory reaches zero after a count, the item
will be included the next time that you start the count.
Minimum: The items in this counting group are included in a
counting batch job if the item's on-hand quantity is equal to or
falls under the quantity that is specified in the Refill limit
field of the warehouse item.
Example: Verifying Items are Physically On-Hand
For items that are frequently used in production orders, you
must make sure that the item is always physically on-hand for
consumption. If these items are used consistently, you can maintain
fairly static inventory levels. However, deviations might occur. To
accommodate variances in inventory when minimizing counting, these
items can be assigned a counting group that has Minimum selected so
that they are only added to the counting journal when the quantity
falls lower than the specified level.
When you have created the counting group, you must attach it to
an item. This value defaults to the warehouse item for the item,
although you can overwrite this value in the warehouse item
lines.
Procedure: Attach a Counting Group to a Product/Warehouse
Item
To attach a counting group to an Product/Warehouse item, follow
these steps:
1. Open Product information management > Common > Products
> Released products > Manage inventory.
2. Specify the product to which you want to assign the counting
group and then click Warehouse items.
3. Click the General tab and select a counting group to attach
to the item in the Counting group field.
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Creating and Processing a Counting Journal When a physical
inventory is counted, a counting batch is run and lines are
generated in the counting journal for the items that are included
in the count. The counting journal shows the on-hand quantity that
is currently posted in the On-hand field, and provides the Counted
field for the user to manually enter the actual physical count for
the line items.
When the Counted field is populated by the user, the Quantity
field is auto-populated with the appropriate adjustment quantity.
Any differences between the posted quantity and the physical count
are a profit or loss and will be posted as such.
Each count is given a Journal number and Date. This lets you
view and differentiate data from earlier counts, specifically which
counting journal and voucher the count was posted to and the date
of the count.
Create Journal Lines
The counting journal contains a function that can create journal
lines with the individual item numbers and on-hand inventory for
each dimension.
By clicking Create in the Counting journal lines form, you can
select one of the three methods of creating lines. This is shown in
the following table.
Method Description On-hand Selecting this creates a journal
listing only for those items
for which on-hand inventory is registeredthat is, on-hand
inventory is not equal to zero.
Items Selecting this creates a journal listing for all items,
and through the counting process, warehouse staff will identify
those that are on-hand (by noting the number counted) or not
on-hand (zero).
Expired batches
Selecting this creates a journal listing only for those items
with an expired batch date. This enables warehouse staff to count
only those items with expired batches so that these items can be
removed from inventory or otherwise treated in a special
manner.
Inventory and warehouse management > Journals > Item
counting > Counting > Create new > Journal lines,
Inventory
In the Released Products form, you can determine whether an item
is counted by clicking Setup > Warehouse items. When there are
transactions for an item number in an Inventory journal, the
Counting started field is selected.
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The system creates journal lines for items according to the
criteria that is specified in the dialog box for each of these
methods. The following criteria are available:
Physical Transactions: Only include items for which there are
physical transactions since the last count.
Not counted since: Only include items that are not counted since
the specified date.
Counting group: Include only items that belong to the specified
counting group.
Activate Counting Code: Create lines only for those items that
fulfill the counting criteria that is specified in the item's
counting group.
Dimension: When a dimension value is selected in the Counting by
section, journal lines are created for each dimension value. For
example, lines would be created by warehouse or by batch number for
each warehouse or other inventory dimensions.
Include items with nothing on hand: Available only when you
create lines with the On-hand method, this criteria includes
journal lines for items without stock on hand. For example, for a
specific counting group, a separate journal for only items with
nothing on hand can be generated for special verification. You do
this by creating a journal for the group without selecting this
option, and then creating a second journal with all the same
options plus this one selected.
Lock Items During Counting
You can lock items that are being counted so that no physical
transactions are registered for the item while the item is
counted.
Example: Locking an Item During Counting
You create a counting journal line for item 1001 configuration
Black in warehouse 21. The Lock items during count parameter is
selected. Then, you can create a sales order for this item in its
configuration from warehouse 21. You cannot physically update the
sales order because the item is locked for this variant. However,
you can create and physically update transactions for the item at
other warehouses because the item is not being counted at these
warehouses.
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Procedure: Lock Items During Counting
To lock items during count, follow these steps:
1. Open Inventory and warehouse management > Inventory and
warehouse management parameters > General.
2. Select the Lock items during count parameter.
Now try to sell one unit of an item for the dimension value that
is being counted. The message box will inform you that the item is
being counted and is locked for updates. The update will be
canceled.
BEST PRACTICE: Selecting Lock During count is unsuitable for
companies that, for example, run continuous production because it
prevents updates to any items that are being counted.
Also, even when companies stop production for the weekend, they
might still have to deliver goods and the parameter would stop them
from updating orders.
Processing a Counting Journal
After you have selected how you generate the lines of the
counting journal, the lines are created. You can then print a
counting list from the journal header.
Procedure: Print a Counting List
To print a counting list, follow these steps:
1. Open Inventory and warehouse management > Journals >
Item counting > Counting.
2. Select the journal for which you have created lines.
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3. Click Print > Counting List. 4. Select the Print on-hand
check box to include on-hand quantities in
the report. You might not want to have on-hand quantities
printed in the report if you want to make sure that quantities of
the item are counted and not just checked off as being the same
quantity in the counting list report.
FIGURE 8.4 COUNTING LIST FORM
When the count is complete, you must enter what was counted into
the system.
Procedure: Completing and Posting Journal Lines
To complete and post journal lines, follow these steps:
1. Open Inventory management > Journals > Item Counting
> Counting.
2. Select the journal for which you are running the counting. 3.
Click Lines. 4. In the Counted field, enter the actual physical
quantity of items
counted. The difference between the on-hand inventory and the
counted quantity is calculated automatically and appears in the
Quantity field. Notice that you must enter a quantity, even if the
quantity is zero, for every line that appears in the counting
journal.
5. Enter any additional lines for items that were not generated
when you created the counting journal lines. This can be, for
example, additional items that you have found in the warehouse and
want to include in the count.
6. Click Post to post any differences in system counted and
physically counted quantity.
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When posted, the system creates transactions, gains or losses,
for each item counted. The General ledger entries that are created
by the posting of the counting journal are based on the accounts
that are selected in Inventory and warehouse management > Setup
> Posting > Posting.
Procedure: View Transactions
To view the transactions that are associated with the posting of
a counting journal, follow these steps:
1. Open Inventory and warehouse management > Journals >
Item counting > Counting.
2. In the Show field, select Posted. 3. Select the journal. 4.
Click Lines. 5. To view transaction information that is associated
with a line item,
click Inventory > Transactions > Ledger > Financial
voucher.
FIGURE 8.5 VOUCHER TRANSACTIONS FORM
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Lab 8.5 - Create a Counting Journal Scenario
The Warehouse Manager at Contoso wants to verify weekly
inventory accuracy of the LCD Monitor Model 1 (item 10000) product
in warehouse 21, in site 2. She wants to perform a cycle count of
this product with or without on-hand inventory at the time of the
count. This new counting group will be 40, LCD Monitor1000.
Your task is to create the new counting group, attach it to the
LCD monitor, and then enter and post the result of 200 of the cycle
count. Make sure that the inventory transaction is visible for the
item.
Challenge Yourself!
1. Create a new Counting group. 2. Assign the counting group to
Item number 10000. 3. Create a new counting journal with the
results.
Need a Little Help?
Open Inventory management > Setup > Inventory >
Counting group to create a new Counting group.
Attach the new Counting group to the product. Create a new
counting journal and create a record in the new group
in warehouse 21. Type and post the results.
Step by Step
1. Open Inventory management > Setup > Inventory >
Counting groups.
2. Click New to create a new group. 3. In the Counting group
field, type "40". 4. In the Name field, type "LCD Monitor1000". 5.
Click the Counting code arrow and then select Period. 6. In the
Counting period field, type "7". 7. Save the record by clicking
Close. 8. Open Product information management > Common >
Released
products. 9. Select Item number 10000 and then click Edit in the
Maintain
group. 10. In the Manage inventory FastTab, select 40 from the
Counting
group field.
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11. Close the Released product details form. 12. Open Inventory
management > Journals > Item counting >
Counting. 13. Click Create new. 14. Select the Warehouse
dimension check box. 15. Click OK. 16. Click Create > Items. 17.
Click the Counting group drop-down arrow and select 40. 18. In the
Site field, select 2. 19. Click the Warehouse drop-down arrow and
then select 21. 20. Click OK. 21. In the Counted field, type "200",
for the line with Item number
10000. 22. Click Post and then click OK. 23. Click Close to
close the message box. 24. Click Inventory > Transactions to
view the generated inventory
transaction. 25. Close all the forms.
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Tag Counting Journals Tag counting is a method that simplifies
manual inventory counting. Tag counting can be used in addition to
ordinary counting, where automatic counting lines are generated, or
it can be used instead of ordinary counting.
Some companies use tags (with pre-assigned numbers) to conduct a
physical inventory, typically with hand-written count information
about the quantity and location. A separate tag counting journal
can be used to record the tag numbers, tag status (used, voided, or
missing), and the count information. You can then analyze missing
tag numbers. This tag counting journal represents an approach to
tag control. Posting it creates a counting journal (with journal
lines for used tags). This must be posted to update inventory
balances.
The idea of a tag count is to tag count lots with a numbered
tag. The following information should be registered on the tag:
Tag number Item number Item quantity
Each item number has its own stack of tags with its own number
sequence to make sure that a tag is only used one time and that all
tags are used. Therefore, a tag can have one of three status
values:
Used: item number counted for this tag Voided: item number
voided for this tag Missing: item number missing for this tag
This makes sure that the company is always current with their
tags and can account for them. Moreover, because the tag counting
process is usually tightly linked to the financial auditor's checks
and reviews, each tag must have a status to prove that all
generated tags are accounted for, retrieved, and voided if it is
necessary. Missing tags are not usually accepted.
When all lots are counted, the used tags should be registered in
the Tag counting journal. Select Inventory and warehouse management
> Journals > Item counting > Tag counting.
The Tag counting journal posts the entries in a counting
journal, from which any differences between expected and physical
on-hand inventory are posted.
Processing a Tag Counting Journal
When you post the entered tags, you can run a simulation that
shows the effects of the entries. For example, a simulation would
show how many items are counted, how many items are on-hand, and
the difference between these two values. This enables you to check
the counting before final posting occurs in the Counting
journal.
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To simulate the posting, click Post in the tag counting journal.
Then, select the Simulation check box. Notice that there are
options for Zero lines and Transfer errors to a new journal. If
Zero lines is selected, the system will zero out all on-hand
inventory if these items were not counted in the Tag count.
Transfer errors to a new journal lets you post the journal and
transfer any error items into another journal for later
processing.
You can also use the results of a simulation to enter the
counted quantities in the Counting journals if the Tag counting is
only meant as an aid to the physical inventory.
In the tag counting journal, you can check which tag numbers are
used in the journal to correct any oversights or mistakes. Do this
by clicking Functions > Check missing.
Tag counting can be used to count products by dimension. For
example, products can be counted by warehouse. If you take a count
and therefore create lines for each warehouse, this must be
indicated in the tag counting journal on the Setup tab.
If you are counting by serial number, we recommend that you use
the Create zero lines option. Lines are then created for the serial
numbers that are not counted. When recording such a transaction,
select the item numbers for which lines are to be created.
When simulation is complete, you can post the tag journal.
Notice that this only posts to the counting journal. A message box
appears and shows the journal number for the counting journal.
Then, open the counting journal to post the count. It is only at
the counting journal that differences between expected and physical
on-hand inventory ultimately are posted.
If you decide to lock items during counting, the item will be
locked after inventory transactions with the reference of counting.
This does not occur until journal lines are created in the counting
journal, not in the tag counting journal. This lock is released
upon posting of the counting journal..
Procedure: Create and Process a Tag Counting Journal
To create and process a tag counting journal, follow these
steps:
1. From the Navigation pane, open Inventory and warehouse
management > Journals > Item counting > Tag counting.
2. Click Create new to create a new journal. 3. Click OK to
close the Dimension dialog box. 4. Click the Lines button. 5. In
the Tag field, type "counting tag identifier". 6. In the Item
number field, enter the item number. 7. In the Quantity field,
enter the counted quantity to be posted and
transferred to the counting journal.
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When you post the tag-counting journal, a new counting journal
is created based on the tag-counting journal lines. When this is
accepted, finish the process by posting the counting journal.
You can simulate the posting to check the result in the counting
journal before you perform the actual posting of the tag-counting
journal. If you are using configurations of the item, you must also
specify those.
1. Click Post and select the Simulation check box, if you want
to check the result before actual posting.
2. Click Post to post the journal.
Inventory Blocking Inventory blocking is part of the quality
inspection process. During the quality inspection, items are
automatically blocked from consumption or issue. Also, you can
manually block items that you want to prevent from being issued or
consumed.
You can block inventory items in three ways:
Manually By creating a quality order By using a process that
generates a quality order
Block Items Manually
You can block a quantity of an item by creating a transaction in
the Inventory blocking form. Only items that are available as
on-hand inventory can be blocked.
For manually blocked quantities, you must consider if expected
receipts should be included in planning activities as an expected
on-hand quantity. Expected receipts are blocked items that are
expected to be available as on-hand inventory after inspection. For
items that are blocked through a quality order, the Expected
receipts check box is selected by default.
You can cancel blocking of a manually blocked quantity by
deleting the transaction in the Inventory blocking form.
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Procedure: Manually Blocking Items
To manually block items, follow these steps:
1. Click Inventory and warehouse management > Periodic >
Inventory blocking.
FIGURE 8.6 INVENTORY BLOCKING FORM
2. Click New to create a new blocking transaction. 3. In the
Item number field, select the item that you want to block. 4. In
the Quantity field, enter the quantity that you want to block. 5.
If you want to include the blocked quantity in planning activities
as
an expected on-hand quantity, select the Expected receipts check
box.
NOTE: If the item that you want to block has a specific serial
number as indicated on the Inventory dimensions FastTab, you can
only block a quantity of one.
To manually unblock inventory items, follow these steps:
1. Click Inventory and warehouse management > Periodic >
Inventory blocking.
2. Select the blocking transaction for the inventory items that
you want to unblock and then click Delete.
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Block Items by Creating a Quality Order
You can specify items for inspection by creating a quality order
in the Quality orders form. When you create a quality order, the
quantity of an item that you specify is blocked.
NOTE: The sampling plan that is associated with a quality order
controls the quantity of an item that should be inspected. The
quantity of blocked items, on the other hand, is not controlled by
the sampling plan. Regardless of the quantity that is sent for
inspection, as specified by the sampling plan, the quantity of the
item that is entered on the quality order is the quantity that is
blocked.
Block Items by a Process that Generates a Quality Order
A quantity of an item that is specified for inspection through a
quality process is automatically blocked. Therefore, when a quality
order is generated automatically, the item sampling plan that is
associated with the quality order controls the quantity of items
that are blocked and not only the quantity of items to be
inspected.
NOTE: If the Full blocking check box in the Item sampling form
is selected, the full quantity of, for example, a purchase order
line is blocked during inspection regardless of the item sampling
quantity.
Example: Inventory Blocking
In the following example, a quality order is generated when a
purchase order packing slip is posted. In the Quality associations
form, posting of a purchase order packing slip is specified as the
process that activates the quality order.
Setup User Action Result A quality association specifies that,
upon posting of a purchase order packing slip, a quality order must
be generated.
The packing slip is posted.
A quality order is generated.
The item sampling setup of the quality order specifies that 10
percent of the purchase order line quantity must be inspected.
The packing slip is posted.
10 percent of the purchase order quantity of the item is sent to
inspection.
With the Full blocking check box selected, the item sampling
setup indicates that the full quantity of the purchase order line
must be blocked during inspection regardless of the quantity that
is sent for inspection.
The packing slip is posted.
The full quantity of the purchase order line is blocked.
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Procedure: Automatic Blocking Setup
When you work with inventory blocking, you must consider the
following setup options.
Determine whether you want to block the full quantity of items
in transactions that are covered by a sampling plan.
Examine if you want to consider expected receipts for manually
blocked items.
To set up a sampling plan, follow these steps:
1. Click Inventory and warehouse management > Setup >
Quality control > Item sampling.
2. Click New to create a new sampling plan and fill in
information about the sampling plan.
3. Select the Full blocking check box if you want to block the
full quantity of items in transactions that are covered by the
sampling plan.
Consider expected receipts for manually blocked items
1. Click Inventory and warehouse management > Periodic >
Inventory blocking.
2. Click New to create a new blocking transaction, complete the
information about the transaction, and select the Expected receipts
check box.
Summary Inventory Journals reviewed how inventory journals are
used. This included the following:
Transaction journals that are used to move inventory, record
profit and loss, move items between different dimensions, and
report as finished BOM transactions.
The use of counting and tag counting journals for the
reconciliation of physical inventory.
Using these features help handle and manage inventory. In
addition these features help you keep track of and control
differences between system-registered inventory and actual
inventory that is physically present in the company.
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Test Your Knowledge Test your knowledge with the following
questions.
1. What are inventory journals used for?
2. Where are inventory journals set up?
( ) Inventory and warehouse management > Setup > Posting
> Posting, Inventory tab
( ) Inventory and warehouse management > Setup >
Parameters ( ) Inventory and warehouse management > Setup >
Journals > Journal
names, Inventory ( ) Inventory and warehouse management >
Setup > Journals > Journal
names, warehouse management
3. What is the main difference between an Inventory adjustment
and a Movement journal?
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Chapter 8: Inventory Journals
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4. What two inventory transactions are created for each journal
line when you post a Transfer journal?
5. Warehouse items let you do which of the following?
( ) Always have the item available on-hand ( ) Make the item
default for counting journal ( ) Record multiple item dimension
configurations for your items for
each warehouse ( ) Lock the items for any updates
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Quick Interaction: Lessons Learned Take a moment and write down
three key points you have learned from this chapter
1.
2.
3.
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Chapter 8: Inventory Journals
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Solutions Test Your Knowledge
1. What are inventory journals used for?
MODEL ANSWER:
For posting physical and financial inventory.
2. Where are inventory journals set up?
() Inventory and warehouse management > Setup > Posting
> Posting, Inventory tab
( ) Inventory and warehouse management > Setup >
Parameters ( ) Inventory and warehouse management > Setup >
Journals > Journal
names, Inventory ( ) Inventory and warehouse management >
Setup > Journals > Journal
names, warehouse management
3. What is the main difference between an Inventory adjustment
and a Movement journal?
MODEL ANSWER:
You can select the offsetting general ledger account in the
Movement journal.
4. What two inventory transactions are created for each journal
line when you post a Transfer journal?
MODEL ANSWER:
Inventory receipt and issue.
5. Warehouse items let you do which of the following?
( ) Always have the item available on-hand ( ) Make the item
default for counting journal () Record multiple item dimension
configurations for your items for
each warehouse ( ) Lock the items for any updates
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