Items

Setup Items

Purpose:

This is one of the most important setup forms in the program. Here you can add, Modify and Delete Items as well as other related forms like Vendor Codes, batch Numbers, Units of Measure and Price Group Information, Etc. Virtually all of the areas of the system that use the inventory information in one-way or another will use data from this form.

Usage:

1. Item Id/UPC

Either type a new Item ID, or select from the existing set using the lookup. Item ID's can consist of letters and Numbers if the company is setup for that (See company setup). Once this Item is saved this number cannot be changed. You can enter in here your own internal code and leave the “Product UPC” field for the Long Number that appears in the product’s barcode.

2. Product UPC

This is am optional field. However, You can enter in here a secondary UPC for this product. Contrary to the Item Id this Product UPC can be changed at any time to reflect changes in the product labeling. Furthermore, the system will allow you se search this Item by the Two Item Id/UPC’s anywhere you have an Item search screen or you are using the “rapid entry” of the quote, Return, Sales Order, Invoice, etc. 3. Item

3. Description

Enter a succinct description of the item and its significant characteristics. The description is limited to 255 characters. However you should keep it around 25-30 characters to avoid having two lines per Item in Invoice and other reports.

4. Type

There are FOUR different basic item types:

Sales -- this is the most common item type. It represents a typical item that can be purchased, that has quantities, and that can be adjusted and sold. A Sales item can also serve as a component of an Assembly.

Service -- these represent services to be performed. They cannot have quantities on hand and their quantities can not be adjusted. Service items also do not have costs and, therefore, should not be entered as part of an assembly.

Miscellaneous -- this classification acts as an additional Sales type to provide more flexibility in assemblies.

Assembly -- this is composed of Sales and Miscellaneous items serving as components of an aggregate grouping. For example, a computer is an assembly of a CPU and various peripherals.

Once an item has been saved, its Item Type cannot be changed.

5. Item Category/Family

Select from the dropdown list the category where this product fits. If you don’t see an appropriate category you can add it to the system first (See Setup Item Category). Once you select the desired category the Category Id is inserted in the Combo Box and the Text Button below is filled with its description. It is very important to analyze what categories you are assigning the items into as this will be reflected in the price list, sales analysis report and Items that share a common category are often picked together.

6. Comission %

Enter in here the commission percentage that you want to assign to this Item when the Salesperson Commission Report By Salesperson is printed. The system will insert a default commission percentage of 1 %. The information in this field is optional if you only print the commission report based in the commission percentage that was assigned to your salespersons (See Employee Setup.)

7. Inactive

Check this if you want to make the Item Inactive. This will take the item from all price lists and all searches. The only place where you can have access to this item is through the Item Setup Form. Usually, you should make an item inactive when you plan not to sell it for a short period of time. This will effectively take it out of your system and nobody will be able to sell it or buy it anymore until you uncheck this option.

8. Discontinued

Check this if you want to discontinue this item. This will take the item from all price lists and all searches. The only place where you can have access to this item is through the Item Setup Form. Usually, you should make an item inactive when you don’t plan not to sell the item in the foreseeable future. This is usually the case when your vendor tells you that this item is not available for sell anymore or it was replaced by a another product. This will effectively take it out of your system and nobody will be able to sell it or buy it anymore until you uncheck this option.

8. Taxable

Check this option if this item might be subject to any of the Tax Groups that your customer is part of (See customer setup). However, if the company was setup as a non taxable company, this checkbox will have no effect in the charging or not of taxes to your customers (See Company Setup)

9. Commissionable

Check this Option if this Item will be taken into consideration when calculating the Salesperson Commission Report.

10. GL Posting Accounts

Select the default General Ledger account numbers to which transactions involving this item will post (See Sales Preferences).

For example, consider a computer that we sell for $1000 that costs us $500. In this case, the general ledger transaction that will result is as follows:

Debit Cash Account 1,000.00

Debit Cost Of Goods 500.00

Credit Sales Account 1,000.00

Credit Inventory Account 500.00

11. Default Unit of Measure

This form has 8 Text Boxes which content is disabled. Those texboxes are: Unit, Qty, Amount, Selling Price, Net Weight, Type, Weight, Cubic, and Surcharge. These fields reflect the default Unit of Measure for this Item. That Information is Mantained in the Setup Item Pricing/UOM form which can be accessed pressing the Pricing Button.(See Setup Items UOM)

12. Layers per Pallet, Cases per Layer, Cases per Pallet

Enter the layers per pallet and the cases per layer for this Item. The system will multiply the two and fill the Cases per Pallet textbox. This information is usually helpful at the Purchase Order when buyers usually need to know how many cases they need to buy to buy a whole pallet of merchandise and get price discounts. This information also helps to determine how many cases the customer needs to buy to get the Price B or Pallet Price for an Item (See Setup Items UOM, Setup Item Group Pricing)

13. Clone Item

Press this button to create an exact copy of this item. The system will prompt you to enter a new Item Id/UPC Number. When the item is cloned you will be taken to that item’s information so that you can change some of the elements like description, cost or Price. Qty on Hand, Qty on Order Booked and average cost figures are cloned as Zero

14. Standard Cost

This is a cost that you have to manually enter in the system. It doesn’t change because of any transactions and it only gets reflected in the purchase order/Receiving as a reference. This screen shows the Cost by the smallest and the Default Unit of measure side by side. Press the Button to see a breakdown of costs by al the Units of measures of this Item.

15. Last Cost

This cost can be entered when you setup the Items. However, It does change whenever a new receiving or inventory adjustment is posted. This cost is used as the base of any Purchase Orders and Receiving and it reflects real time transactions. This form shows the Cost by the smallest and Default Unit of measure side by side. Press the Button to see a breakdown of costs by al the Units of measures of this Item.

16. Average Cost

This cost starts as zero when an Item is added. However, It does change whenever a new receiving or inventory adjustment is posted. This cost is used as the base of any Purchase Orders and Receiving and it reflects real time transactions. This form shows the Cost by the smallest and Default Unit of measure side by side. Press the Button to see a breakdown of costs by al the Units of measures of this Item.

17. Real Cost

This cost can be entered when you setup the Items. However, It does change whenever a new receiving is posted. This cost is used as the base of any “Cost Markup” Price lists. If you are not allocating for extra charges(Freight, Duties, Import Fees, etc) when you post a receiving or voucher, this cost will stay equal to the last cost. However, if you allocate charges or Credits in the Receicing or Voucher this cost can be higher or lower than the last cost. This form shows the Cost by the smallest and Default Unit of measure side by side. Press the Button to see a breakdown of costs by al the Units of measures of this Item.

18. Qty On Hand

This textbox shows you the Qty On hand of this product according to its default Unit of measure. Press the Button in the right to see a lookup of this Item’s Inventory Level by Batch Exp Date, Warehouse and Bin. This figure will reflect any merchandise that is currently sitting in your warehouser no matter if it is waiting to the shipped

19. Qty On Order

This textbox will show how much of this merchandise is on order (In Purchase Orders that you have not received). The figure will be reflected in the default Unit of Measure.

20. Qty Booked

This textbox will show how much of this merchandise is Booked (On Sales Orders that you have not shipped). The figure will be reflected in the default Unit of Measure.

21. Total Weight

If this is a catch weight Item this figure will reflect the total weight of the On Hand Qty. This figure is updated on any transaction concerning this Item.

22. Preferred Vendor

Press the Button to open up a Vendor Search Screen. Select the desired preferred vendor from the list an its Id, Name and URL information will be entered in the Item Form. You should select the primary vendor from whom this item is most often purchased. The URL Text box allows you to open a browser window if there is a valid address on it.

23. Vendor Pricing Group

Click on this button to select an existing Vendor pricing Group according to the preferred vendor you already selected(See Setup Vendor pricing Group)

24. Reorder Point/Qty

When the inventory stocking level falls below the reorder point the system will advise you to reorder a quantity equal to the reorder quantity. This results can be seen when we are doing PO’s to a vendor which Items need to be reordered. The quantities entered in here are according to the default UOM.

25. Pickup

This is an optional field. You can select one of its two options (Pickup or delivery)

26. Batch Control

Check this option to make this item a “Batch Controlled” one. This will affect all of its transactions, as it will require you to enter a Batch Number and Expiration date. In order to setup some batches without transactions you need to click on the Batch Setup Button (See Bath Maintenance)

27. Catch Weight

Check this option to make this item a “Catch Weight” one. This will affect all of its transactions, as it will require you to enter the individual weight for all the units of this item that you buy or sale. Therefore, the cost information for these items is reflected by the pound and not by the qty.

28. Vendor Codes

Click this button to setup an unlimited number of vendor codes for this item. Those vendor codes will show when we print a Purchaser Order to the soecific vendors. In addition to that there is a report called Inebtory Vendor codes that can be printed to reflect these changes. (See Setup vendor Codes)

29. Important Dates

These dates: Created, Activated, Discontinued, Deactivated, and price changed are modified every time this form is updated. They will serve as the most important aspect when management needs to print reports based in this data that will allow to print price lists based in this criteria.

30. View Transactions

Click in this button to see the transactions where this item has participated based in the time period selected In the company Setup. Those transactions can be filter out by Sales, Purchases, Inventory Transactions or a combination of the three.

31. View Pricing/UOM

Click this button to set the different UOM’s and pricing structures of this item. In addition to this, You can also assign Price Lists (See Setup Items UOM, Item Group Pricing)