Item

ITEMS ARE LOCATED AT:

STOCK > ITEMS & PRICING > ITEM

The Item is where Engineering, Quality Assurance, Purchasing, and Sales information is kept with an item. The Item holds all the drawings, discussions, links to other documents, information on stock levels, and stock room locations for that PN.

STATUS

All of the available item status’ from the Master List are available in the item file. To change the status of an item, click "Actions" on the top right corner of the form, and select the proper status.

When changing to a status that doesn’t allow Purchase, Sale, or Use, the respective checkboxes (Is Purchase Item, Is Sales Item, Is Manufacture Item.) will be checked or unchecked. If all three are to be disallowed (IN, OB, UR-DNU), ‘Disabled’ will be checked. See the chart below for more information.

Status	Is Purchase Item	Is Sales Item	Is Manufacture Item	Disabled
PRE	Y	N	N	N
PD&E	Y	N	N	N
PROTO	Y	N	N	N
OK	Y	Y	Y	N
UR-OK	N	Y	Y	N
UR-DNU	N	N	N	Y
IN	N	N	N	Y
OB	N	N	N	Y
SUP	N	Y	Y	N

VARIANTS

An item variant is a version of a master item. This is used to organize large groups of items that share the same characteristics. Variants are grouped under a Template item, which cannot be used in transactions, such as Sales & Purchase orders.

An example of a template/variant group is the FG Series Pre-Engineered line. The thing that separates different variants are ‘item attributes’. In the case of the FG Line, the Attributes are "Revision" and "Series Number". More could be added, such as "Cubic Ft. Protected" or "Release Assembly", but this is the minimum required to make the unique variants.

Any changes made to a template will change all variants. If there are several hundred variants, the operation could time out, and fail to make the changes. Consult the ERP System Administrator before changing a template.

Form Overview

TOP OF PAGE

FIGURE 8 TOP OF ITEM FILE.

Clicking ‘View’ gives the user the following options:

• Balance – Opens the Stock Balance Report

• Ledger – Opens the Stock Ledger Report

• Projected – Opens the Stock Projected Qty Report

• Show Variants – Templates Only – Returns the user to the Item List and filters it to show only variants of that template.

• Add/Edit Prices – Allows the user to add or edit price list pricing for the item (Requires special permissions)

Clicking Make (Template Only) allows the user to make a new variant.

Across the top of the screen there is a yellow banner that informs the user that the item is a template and cannot be used in transactions. If the item was a variant, it would show a different message that informs the user that the item is a variant.

Next is a grid that displays stock activity for the past 12 months. Any time the item’s stock is transferred between warehouses, bought, sold, or used in assemblies, it colors the box that indicates the date. This can be used to quickly see how active a particular item is.

LINKED DOCUMENTS

FIGURE 11 LINKED DOCUMENTS

Below the grid is a list of documents. These show transactions in which this item has been involved. A grey number to the right of some documents (see Pricing Rule, Supplier Quotation, Purchase Order above) shows the number of documents that contain the item. The red number (see Purchase Order above) shows the number of open documents that contain the item. You can click any of these links to go to the list of documents and further drill down.

STOCK LEVELS

FIGURE 12 STOCK LEVELS

The Stock Levels section shows current stock information by warehouse. The first column lists the warehouse. The second column shows the item code. The third column shows the current stock levels.

Looking at the screenshot above, the levels in the stock room are 0 | 0 (3), where the first 0 is the reserved quantity, the second 0 is actual quantity, and 3 is the quantity on order.

CREATING A NEW ITEM

Note: If creating large amounts of new items, an import template can be used. The ERP System Administrator will provide a copy of the latest version of the spreadsheet.

SECTION 1 – NAME & GENERAL INFORMATION

FIGURE 13 ITEM FORM, SECTION 1

1. Navigate to the item list and click "New" on the top right side of the page

2. Enter the part number and revision in the "Item Code" field

   1. Format is PN-[REV]

      1. Example: 120-014-[A]

3. Enter a name for the item in the "Item Name" field

   1. The item name is meant to be short and to the point. If too lengthy, the system will truncate the name. Use the description field for more detail.

      1. Example of a good item name: Eye Bolt

      2. Example of a bad item name: Eye Bolt- Open Eye, ¼in- 20 Thread, ½in Eye ID, 2in Thread Length, Zinc Plated Steel

4. If the item has a barcode (either internally generated or a manufacturer’s barcode) enter it in the ‘Barcode’ field.

5. Select the proper Item Group in the "Item Group" field. If necessary, create a new item group.

6. Enter the UOM in the "Default Unit of Measure" field. Note, once the item has been used the default unit of measure cannot be modified

7. If the item is a physical good, check the "Maintain Stock" checkbox.

8. Enter the "Standard Selling Rate" (List Price)

9. If the item is a Fixed Asset, check the "Fixed Asset" checkbox.

SECTION 2 – DESCRIPTION

FIGURE 14 ITEM FORM, SECTION 2

1. Enter the item’s Brand in the "Brand" field

2. Enter a description of the item in the "Description" text box

   1. This will be the description shown across the ERP, used in Sales Orders, Purchase Orders, Production Orders, etc.

SECTION 3 – INVENTORY

FIGURE 15 ITEM FORM, SECTION 3

1. Set the Default Warehouse – For most purchased items & sub-assemblies this will be "Stock Room – MC". For most salable goods, this will be "Shipping – MC"

2. If the item is to be batched, check "Has Batch No"

3. If the item is to be serialized, check "Has Serial No"

4. Set the "Default Material Request Type" which will be used in the Production Planning Tool. Selections include:

   1. Purchase

   2. Transfer

   3. Issue

   4. Manufacture

5. Set the percentage value for "Allow over delivery or receipt up to this percent". This allows flexibility when receiving.

6. Set the "Valuation Method". Options include:

   1. FIFO – First In, First Out

   2. Moving Average

7. Set "Warranty Period (in days)" for saleable goods

8. Enter the weight of the item in the "Net Weight" field

9. Set the UOM of the weight (Use KG if possible) in the "Weight UOM" field

SECTION 4 – AUTOMATIC MATERIAL REQUEST

FIGURE 16 ITEM FORM, SECTION 4 All fields are within the table, details below. Automatic Material Request Table

FIGURE 17 AUTOMATIC MATERIAL REQUEST TABLE

1. Optional: Set the "Check in (group)" – A warehouse group can be chosen here, and the system monitor all of the containing warehouses for inventory levels.

2. Set "Request for" – An individual warehouse that will be set as the target for the Material Request. If "Check in (group)" is not set, the system will monitor this warehouse for inventory levels.

3. Set "Re-order Level" – The point at which a Material Request will be created. The level is by projected quantity.

4. Set"Re-order Qty" – How many to request

5. Set "Material Request Type". Options include:

   1. Issue – Request items to be removed from inventory (do not use)

   2. Transfer – Requests a transfer from one warehouse to another.

   3. Purchase – Requests purchase of the item

   4. Manufacture – Requests production of the item. 

SECTION 5 – VARIANTS

Only fill this section if making a template. See Variants (Page 10) for more details.

FIGURE 18 ITEM FORM, SECTION 5

FIGURE 19 ITEM FORM, SECTION 6

1. Check "Has Variants" – Checking this box turns the item into a template.

2. Fill the attributes (or revisions) in the Item Attributes Table. Create new attributes (or revisions) as necessary.

SECTION 6 – PURCHASE DETAILS

FIGURE 20 ITEM FORM, SECTION 6

1. Set "Minimum Order Qty"

2. Set "Safety Stock"

3. Set "Lead Time in days"

4. Set "Default Buying Cost Center"

5. Set "Default Expense Account" – Should generally be "Cost of Goods Sold"

6. Set details in "UOM Conversion Table" (Details below)

   1. UOM – The alternative UOM to be used in Purchase Orders

   2. Conversion Factor – Alternative UOM * Conversion Factor = Default UOM

      SECTION 7 – SUPPLIER DETAILS

      

      
7. Set "Default Supplier"

8. If a drop shipped item, check "Delivered by Supplier (Drop Ship)"

9. Set "Manufacturer"

10. Set "Manufacturer Part Number"

11. Fill Supplier Part Number Table

    1. Set "Supplier"

    2. Set "Supplier Part Number"

       SECTION 8 – SALES DETAILS

       

       
12. Set "Default Income Account"

13. Set "Default Selling Cost Center"

14. Set "Max Discount (%)"

15. Set Customer Part Number Table

    1. Set "Customer Name"

    2. Set "Ref Code" (Customer Part Number)

       SECTION 9 – QUALITY ASSURANCE

       

       
16. If the item requires QA inspection, check "QA Inspection Required"

17. Fill Quality Parameters Table

SECTION 10 – MANUFACTURING

1. ☑ Supply Raw Materials for Purchase