Maintain Item Price File Maintain Item Price File
Each item used for look-up during Purchase Order or Invoice Entry has an item number. The same number is used for entry in both modules. Sales and purchase information for an item number are maintained together to allow easy integration of the item price file. Purchase order information may be kept for an unlimited number of vendors. Ten pricing levels are maintained in the sales information. The Item ID and Description are common to sales and purchase order information.
NOTE: It is highly recommended that all items be assigned a Location prior to maintaining the Item Price File.
The Item Price File contains a dictionary of items that may be looked up during Purchase Order, Accounts Payable or Accounts Receivable invoice entries. This file may be maintained through the Maintain Item Price option in the Inventory Main Menu. The following screen comes into view.
Click on any column header to sort the listed items. This will be useful when the list of items has grown.
List of Items
Start typing letters or numbers and the system will automatically search for the matching record. Press the lookup button to search for specific keywords. The following screen will come into view when the lookup button is pressed.
Enter one or more keywords in the blank field and press the Go button. The accounting system will return all items whose item id or description contains the entered keywords. Select the desired item and press the OK button.
Item ID
During invoice or purchase order entry, this ID number will be used to select the item from the Item Price File.
Description
This is the description of the item. During invoice or purchase order entry, this description will be displayed when this item is selected from the Item Price File.
UPC
This is the UPC (Universal Product Code) for this item. This will be helpful if the Cash Register is being used with a barcode scanner.
Category
This field list the grouping category of each Item.
Available
This is the number of items on hand less the number of items committed via AR Invoice Entry, Pick Tickets, or Cash Sales.
On Order
This is the number of items on order via Purchase Order.
Selling Unit
This is the name of the unit in which the purchase is made. The default for this field is the first selling unit name. This field is especially useful when the product is purchased in units other than than those in which it is sold. For example: oil may be purchased by the drum and sold by the gallon. Another example might be labor, which could be charged by the 'Project' or by the 'hour'.
Add or Change (button)
To modify the information in the Item Price File, press the Add or Change button. For more information, see Add or Change an Item.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
This button closes the program and returns to the main screen.
Help (button)
see How to use Help
Display Image (check box)
Select this box and the image of the highlighted item will come into view.
Show Inactive Items (check box)
Select this box to display all items.
To Add or Change an Item, press the appropriate button and the following screen will come into view.
This screen contains seven tabs:
1. General
This tab is selected by default when the Add or Change button is pressed. The following screen will come into view. The Item ID, Description and Inventory Information for this item are entered through this tab.
This tab contains the pricing level information for this item.
3. Conversions
The purchase units and conversion factor are listed for this item.
The vendors from whom this item may be purchased are listed, along with the priority level for each vendor
5. In Stock
The Location of the item, the Area and the quantity are listed.
6. Notes / User
This tab allows the user to enter any miscellaneous information desired for this item and to maintain a list of Notes regarding this item.
7. Photo
This tab allows the user to select a photo for each item.
This tab is selected by default when the Add or Change buttons are pressed. The following screen will come into view. The item ID, description and inventory information for this item are entered through this tab.
Item ID
During invoice or purchase order entry, this ID number will be used to select this item from the Item Price File.
Description
This is a 30 character field. During invoice or purchase order entry this description will be displayed when this item is selected from the Item Price File.
UPC
Enter the UPC (Universal Product Code) for this item. This will be helpful if the Cash Register is being used with a barcode scanner.
Category
Enter a category name or select a category from the drop-down list. Enter a broad category name that will help identify a specific group of items. For example: The category Metric Bolts would cover M1 bolts, M2 bolts, M3 bolts, etc.
Enter the General Ledger Account number to be used for inventory tracking of this item. This account should be an Asset account.
GL Account (Income)
Enter the default General Ledger Account number to be used for tracking income when this item is sold using an Accounts Receivable Invoice. If this field is left blank the invoice will use the default income account.
Active (check box)
Select this option to set the current item as active. If the item is inactive, leave this box unchecked.
Taxable (check box)
If this item is retrieved when entering an Accounts Receivable Invoice line item, this Taxable status will be used to mark the invoice line item as taxable or not.
Exempt from Quantity Tracking (check box)
Check this box if this item is not counted for inventory tracking purchases. For example, Labor items are exempt from quantity tracking, since it is impossible to store hours of employee time in inventory.
Unit Name
Enter the unit in which the item is stored in inventory.
Weight per Unit
Enter the Weight per Unit in lbs.
Quantity on Hand
This is the quantity that has been added to inventory through AP Invoice purchases or Additive Inventory Adjustments.
Less Quantity Committed
This is the number of units that have been committed to an unposted AR Invoice, Pick Ticket or Cash Register Sale.
Quantity on Order
This is the number of units contained in unreconciled Purchase Orders.
Minimum Reorder Point
When the amount of the item in stock reaches this number, more should be reordered.
Cost Code
Enter the cost code and type to be charged by default when this item is selected during Price Quote, Sales Order and AR Invoice entry.
Default Location
Enter the location in which the item is stored. If there are multiple locations where the item is stored, this will be the first location the program looks to add/reduce the item in inventory.
Default Area
Enter the area within the location in which the item is stored. If there are multiple areas within the same location, this will be the first area the program looks to add/reduce the item in inventory.
Last Cost
The cost of the item the last time it was ordered will automatically appear. This cost will be based on information previously entered through Purchase Orders and Invoice entry. Normally this value is not modified by the user, but it can be done. To edit the value, place a tick in the appropriate Edit checkbox.
Average Cost
The average of the costs of the item will automatically appear. This average cost will be based on information previously entered through Purchase Orders and Invoice entry. Normally this value is not modified by the user, but it can be done. To edit the value, place a tick in the appropriate Edit checkbox.
Standard Cost
This is a user defined cost. It may be desirable to put in a standard cost if a particular item is always sold at the same price.
Track Serial Numbers (check box)
If this method is used, each item has a serial number. When the item is entered in the system, it is assigned a serial number and price. For example: Four water heaters were purchased. Each water heater would be assigned a serial number and a price. When the water heaters are used, the system will automatically apply the price assigned to each water heater.
View Serial Number History (button)
This button is only visible if the Track Serial Numbers check box is selected. Press the View Serial Number History button and the following screen will come into view.
This screen will display all serial numbers that have been actively used. The type field will show what type of activity the serial number was involved with. The date shows the date when the action was performed. The value shows the value of this particular item. The description shows the specifics of the action
This tab contains the pricing level information for this item. Press the Sales Pricing tab and the following screen will come into view.
Pricing/POS
The price level for this item is listed. The Price Level is an indicator used to determine the price which individual customers are charged for this item.
Price Levels
This list box includes a list of all the prices customers can be charged for this item. Each price level has a Level Number, an optional Level Description, and a price. When AR Invoices, Price Quotes, Sales Orders, or Cash Register Sales are created and this Item ID is selected, the system will pick one of these price levels to charge the customer for the item. Each customer can have a Price Level set in their Customer Entry window.
Click this button and a window will appear allowing the user to create a description for any price level. If the user does not enter a description for the price level, the program will create one called "Level ? Price", where the "?" is replaced by the price level (e.g. "Level 7 Price").
Press the Add or Change button and the area above the buttons will be highlighted. At this point, the fields can be edited right in place. Example:
Screen Message for Cashier
If the Cash Register program is being used, enter a message to be displayed on the cash register screen for the cashier to view when this item is scanned.
Print Message for Sales Receipt
If the Cash Register program is being used, enter a message to be printed for this item on the cash register receipt for the customer.
This tab contains the Purchase Unit and the Conversion Factor for the item. Press the Conversions tab and the following screen will come into view.
Purchase Unit
This field is the Unit in which the item is purchased.
Conversion Factor
This field shows how many individual items are in one Purchase Unit
Press the Add or Change button and the following screen comes into view.
Enter the name of the Purchase Unit and the Conversion Factor in the appropriate fields.
Delete
Highlight the record to be deleted and press the Delete button
Press the Vendor Pricing tab and the following screen will come into view. The vendors from whom this item may be purchased are listed along with the priority level for each vendor, their price and selling unit.
Vendor
The vendor assigned to this item is displayed. Purchase order information may be entered for an unlimited number of vendors for the same item.
Priority
The priority level for this vendor is listed. A priority level is an indicator used to determine which vendors are preferred for purchase of this item. A value of '1' would be the highest priority, or the most preferred.
Price
This field is the price the vendor charges for this item.
Unit
This is the name of the unit in which the purchase is made. The default for this field is the first selling unit name. This field is especially useful when the product is purchased in different units than it is sold. For example: oil may be purchased by the drum and sold by the gallon.
Vendor Catalog Number
This is the Vendor Catalog Number. This is the number used by the vendor to indicate the item.
Minimum Order Quantity
This is the smallest quantity of the item that may be ordered at one time from the vendor.
Press the Add button or highlight the desired vendor price and press the Change button. The following screen will come into view.
Pricing for
The ID number and description of the item will be displayed.
Vendor ID
The vendor number should be entered here. Purchase order information may be entered for an unlimited number of vendors. The Vendors are displayed in numerical order by the Vendor ID number.
Enter the number of the vendor assigned to this item or press the lookup button. The Vendor entry screen will come into view. Highlight the desired vendor and press the Select button.
Vendor Catalog Number
Enter the Vendor Catalog Number. This is the number used by the vendor to indicate the item. It is often used to order the item and will be displayed on the purchase order line item.
Purchase Unit Name
This is the name of the unit in which the purchase is made. The default for this field is the first selling unit name. This field is especially useful when the product is purchased in different units than it is sold. For example: oil may be purchased by the drum and sold by the gallon.
Conversion
This field indicates the number of selling units per purchase units. For example: if oil is purchased by the drum and sold by the gallon, and a drum contains 55 gallons, the conversion factor is 55.
Usual Price per Unit
Enter the usual purchase price per unit.
Minimum Order Quantity
This is the smallest quantity of the item that may be ordered at one time from the vendor.
Priority
The priority level for this vendor is listed. A priority level is an indicator used to determine which vendors are preferred for purchase of this item.
Press the In Stock tab and the following screen will come into view.
This list box shows how many units of the item are stored at each location. The quantities include the total quantity, the quantity of units committed out of inventory, and the quantity of units available for picking. Committed quantities include units committed by unposted AR Invoices, Inventory Pick Tickets, Inventory Adjustments, and Cash Register Sales.
This screen is informational only. These fields cannot be altered from this screen. The information will automatically appear as the location is defined in Locations and as purchase orders are reconciled with invoices.
Press the Notes/ User tab and the following screen will come into view.
These fields are for information only. They may be used for any additional inventory item information. There is no limit to the number of entries.
Date
The date the note was entered.
Heading
The subject of the note is displayed. This is user defined.
Add or Change (button)
The fields to the right of each Prompt are to save whatever information is to be recorded for this item.
Check the Edit Prompts box and the Prompt column is changed to allow Prompts to be added or edited. Uncheck the Edit Prompts box and the Prompts are saved. Note: The Prompts are not unique to each item. They are the same for all items. The data in the right hand column is unique to each item. This can be any information. For example: The Prompt could be shoe size and the white box could be size 13.
Press the Photo tab and the following screen comes into view.
This screen allows the user to select a photo for the selected item. Press the lookup button to browse for the correct photo. The photo will be visible if the Display Image check box is selected on the main screen.
Press the Assembly tab and the following screen comes into view.
This screen allows the user to create Assemblies or Bundles of sub items. An Assembly is a collection of sub-items that are pulled from Inventory by creating a Pick Ticket. When the Assembly pick ticket is posted, the completed unit(s) are added to Inventory. A Bundle is a collection of sub-items that are automatically added to a Sales Order when the Bundle item number is selected during Sales Order detail entry.
Type of Assembly
None
Select None to keep not create an Assembly or Bundle.
Assembly (Component Items Merged to Create New Item)
Select Assembly to create an Assembly of Items.
Bundle (Component Items Picked as a Group)
Select Bundle to create a Bundle of items.
Component
All sub items of the Assembly or Bundle will be listed here.
Quantity
The quantity of each item in the Assembly or Bundle will be listed here.
Unit
The unit of each item in the Assembly or Bundle will be listed here.
Adding or Changing an Assembly or Bundle
To Add or Change an Assembly or Bundle Component, press the corresponding button and the following screen will come into view.
Component Item ID
Enter the Component Item ID in this field or click the lookup button to select the Item from the Item File.
Quantity
Enter the Quantity of each item to be used in the Assembly or Bundle.
Unit Name
Enter the Unit Name of the item that will be used in the Assembly or Bundle.
