Item Master Maintenance

Use Item Master Maintenance to maintain detailed information about the items that make up the inventory.  During this maintenance you can create items and assign items to locations.  You can view inventory counts at the various locations and view transaction history for items.  In addition, you can maintain vendor detail about part numbers associated with an item.  This provides a cross reference between vendors and their part numbers and the inventory items.

Directions:

To see directions for...

• Opening Item Master Maintenance, click More.

   

  1.  Click File Maintenance from the Menu.

  2.  Click Item Master Maintenance.

   

  Item Master Maintenance Window Example:

  

   

• Creating an Item Master, click More.

   

  Item Master Maintenance Prompts
  Item ID	To create a new record enter the unique identifier for the inventory item and click Retrieve , or press [ENTER].  (up to 45 characters) To indicate that you are building a new Item, New!  displays near the Item ID.  The first field is highlighted to let you know you can begin entering information. To recall an item, enter the Item ID and press [Enter]. Or, to look for an item, click Search .  From the Search list you can select the record to change or delete. Required
  	To update the new or changed information, click Save or press [ENTER].
  	CAUTION To avoid losing data, you must save new or changed records.
  Description 1 & 2	Enter up to 2 lines of description.  (up to 150 characters per line)
  Item Type	To select the type of item, click a choice in the drop-down list.  Choices are: Normal - Most items are of normal type by default Serial -  Serial allows a serial number to be assigned to individual items at a location Bill of Materials - Bill of Material allows a single item to represent a collection of items which may be handled together, like a kit or assembly Note:  The Item Type can not be edited once the item is created.   Required
  Alternate Item	Enter a valid Item ID that can be substituted for this item if the item is out of stock, if applicable.  An example would be to use 6 penny nails (Item XYZ) as a substitute for 10 penny nails (Item ABC). Note:  To search for the desired Item ID to assign as the alternate item, click Search .
  Product Category	From the drop-down list, select a product category for the item.  The drop-down list contains all of the current product categories defined during Product Category Maintenance. Required
  GL Category	From the drop-down list, select a defined General Ledger category for the item. The drop-down list contains all of the GL Categories defined during GL Category Maintenance. Note:  If the General Ledger interface is activated, this field may be used to determine the GL account to create entries for when the Transaction Post routine is run.
  Catalog Number	Enter the Catalog Number for the item, if applicable.  This allows you to track the product catalog that the item is listed in.  (up to 20 characters)
  Page Number	Enter the catalog Page Number that contains the item, if applicable.  The page number allows you to locate vendor item information quickly.  (up to 20 characters)
  Lead Time	Enter the lead time for an item in days.  Lead time is the average number of days between the order date and receipt.  Use this information to better plan orders so that under stock situations do not occur.  (numeric)
  Weight	Enter the weight of the item.  The weight can be used to determine the shipping costs for the item.  (numeric, decimal)
  Phase	Note:  Please leave blank.  This field is reserved for future use.
  Average Cost	Enter the average cost of the item.  Or, leave the default of 0.  (numeric, decimal) Required
  Last Cost	Enter the last cost of the item.  This is the cost that was charged on the item the last time it was purchased.  Or, leave the default of 0.  (numeric, decimal) Required
  Standard Cost	Enter the standard cost for the item.  Or, leave the default of 0.  (numeric, decimal) Required
  List Price Type	The List Price Type determines if the item price is generated as a markup percentage of cost or if the item uses a fixed price.  The default List Price Type displays but can be changed to another type if needed. List Price Type options: Fixed Price - Use the item list price as the item sell price Average Cost Markup % - Mark up the average cost by the markup percentage to arrive at the item sell price Last Cost Markup % - Mark up the last cost by the markup percentage to arrive at the item sell price Standard Cost Markup %- Mark up the standard cost by the markup percentage to arrive at the item sell price Note:  The List Price Type works with the Markup % field to generate the item price.  The default values for List Price Type and Markup % are maintained under Inventory Settings.
  Markup %/Fixed Price	If the list price type is average cost markup %, last cost markup % or standard cost markup %, the default markup percentage displays, but can be changed if needed. Note:  The field name changes based on the List Price Type selected.  If the default list price type is set to Fixed Price, this field is not available.
  List Price	Enter the price to charge the customer who purchases the item.  The list price is generally higher than the cost for the item. Or, leave the default of 0.  (numeric, decimal) Required
  Stocking Unit	From the drop-down list select the defined Unit of Measure to use when manipulating the quantity counts of the item.  The Stocking Unit represents the way you stock this item in your warehouse. Tip:  Often the Stocking Unit is set to Each to represent a single item. Required
  Reporting Unit	From the drop-down list select the defined Unit of Measure to use when reporting quantity counts of the item.  Sometimes, you may want reports and inquires to show a different unit of measure.   Required
  Costing Unit	Leave the default value of Each to represent a single item. Required
  Taxable	To indicate if the item is taxable: If the item taxable, select Yes. If the item is not taxable, select No.
  Notes	Enter any notes applicable to the item.  (unlimited characters)

   

• Viewing Locations with this Item, click More.

   

  Use the Locations With This Item tab to see all of the locations that have this item.  Inventory counts display totals for on hand, on order and committed for the item at each location.  You can drill down to more inventory detail by double-clicking on a specific location line and you can add an item to a new location during this window.

   

  Locations with This Item Tab for Item Master Maintenance Window Example:

  

   

  Locations With This Item Tab for Item Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  	To view the inventory counts and information about items at their locations, click Locations With This Item.
  Item ID	Enter the unique identifier for the inventory item.  (up to 45 characters)
  	To display an item, enter the Item ID and click Retrieve, or press [ENTER].
  Locations With This Item Fields Tip:  Each line represents a location that has this item and provides inventory counts for the location.
  Location ID	Displays the unique identifier for the location.
  Description	Displays the location description for your reference.
  On Hand	Displays a count of the number of items that are at the location at any one time.
  On Order	Displays a count of the number of items that you have ordered but have not yet been received.
  Committed	Displays a count of the total number of items that have been committed to a job, but that have not been removed from the location.
  Double-click to view Inventory Detail	To view inventory item detail, double-click the desired location and the Inventory Master Maintenance opens.  For more information, see Inventory Master Maintenance.
  	To add the item to a new location, click Add Item to New Location.   Note:  The Inventory Master Maintenance window opens with the Item ID specified and the cursor positioned for selection of the location.   For directions on adding an item to a new location, see Inventory Master Maintenance.

   

• Viewing Transaction History for an Item, click More.

   

  Use the Transaction History tab to view all history transactions for the item at all locations.  You have the option to View as Journal which will create a report format from the currently displayed transactions.  In addition, the journal can be printed and the information can be exported to a file for use with third-party reporting tools.  Click Transaction History and the following window displays:

   

  Transaction History Tab for Item Master Maintenance Window Example:

  

   

  Transaction History Tab for Item Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  	To view the Transactions that updated the item, click Transaction History.
  Item ID	Enter the unique identifier for the inventory item.  (up to 45 characters)
  	To display the transaction history, click Retrieve or press [Enter].
  Transaction History Fields Tip:  Each line contains a transaction that updated the item for a specific location.
  ID	Displays the unique identifier for the item transaction.
  Type	Displays the type of transaction.
  Item	Displays the Item ID.
  Description	Displays the description of the item.
  Date	Displays the date the transaction occurred.
  Location	Displays the description of the location where the item is located.
  Destination	Displays the description of the Location where the item is assigned to be.
  Quantity	Displays a total count of the quantity of the item updated during the transaction.
  Cost	Displays the cost of the item for the transaction.
  Reference	Displays the reference for the transaction.
  	To view the transaction history in a journal format, click View As Journal.   Notes:   After clicking View As Journal, the Print View window opens with the transaction history displayed in journal format.  For more information about Print View including the print and export features, see Print View. To see an example of the journal, click Item Transaction History Journal Sample.

   

• Maintaining Vendor Detail for an Item, click More.

• Editing an Item Master, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Item ID and click Retrieve , or press [ENTER].
  
  Tip:  If you do not know the Item ID, you can click Search  to see a list of items.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].