MV Software Knowledge Bas…  Modules»Inventory Control»Task 05 - Add New Items - Quic…
  
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Last modified on 9/8/2015 12:51 PM by User.

Tags:
Add, New, Items, Quick

Task 05 - Add New Items - Quick

This is a quick way of adding a few new items to the Item, Supplier, and Warehouse master files, without going through a posting cycle.

The disadvantage of using this task is that an edit list cannot be printed and checked before the newly entered records go to the master files. (Task 1, Sub-task 4 allows for an Edit List to be printed, looked at and, if changes are necessary, they can be fixed in Sub-task 1).

Only very basic item information is requested. Use Sub-task 1 to "add an item" if more detailed information is needed.

Most fields should default to the proper settings if the items being added already exist in the supplier catalog database.

The number is parenthesis after the field number and name is the number of characters allowed on that field.

SCREEN 1:

1. Item number : (18) The pattern of the item numbers should have already been decided. The computer will automatically insert a dash after the first three digits. (Note the asterisk preceding the 01 at the start of this line. This indicates that it is a "key" field, which is used for searching for and sorting this record. It also means that once this record has been entered, you cannot come back to this field and change it. The only way to make a correction to this field is to delete the record and re-enter it.

2. Description : (30) The description should be in all capital letters. The pattern of the descriptions should already have been decided.

3. Label flag: (1) N = No labels; O = One label per shipment, E = Each item has a label.

4. Product code : (1) This table should already be built and should appear on the screen when the cursor comes to this field - see individual document on this topic.

5. Report class : (2) This table should already be build and should appear on the screen when the cursor comes to this field - see individual document on this topic

6. Vendor number: (5) The number of the A/P vendor from which this item is bought from the most. Press the TAB key to search by vendor name.

7. Stock number : (18) This is the stock # that the above vendor has for this item #.

  • The vendor's stock # will print on the P/O.
  • In the P/O module if a period (.) is typed in followed by the suppliers stock # it will transfer it to your item #.
  • The printout of the P/O prints the suppliers stock # and the description of the item #. The "Receiver Work Sheet" prints your item #.

8. Warehouse # : (2) This is number of the warehouse in which this item will be stored. The item will only be added to one warehouse.

9. Expense account: (5) Each item has an Item (Inventory) general ledger #, and another general ledger #.

  • The inventory G/L #'s start with a 1.
  • Type in only the first 5 digits of the G/L #.
  • There are Inventory Value reports that can be printed by G/L #.
  • When the A/P to G/L Interface is brought over to the GL Module from the AP Module, there will be an automatic debit to the inventory G/L #, and a credit to the A/P G/L #.
  • Example: Item #: ALV-106C is bought. The GL# assigned to the item is 143-00 (INV - DRAFTING) and the cost is $6.75. The GL entry is: Debit INV - DRAFTING #143-00-01 for $6.75 and Credit A/P #343-00 for $6.75
  • When the A/R to G/L Interface is brought over to the G/L Module from the AR module, a couple of debit and credit entries are made.
    • Example: Item #ALV-106C is sold to the customer for #12.00. When sold in OE, the item will pick up a G/L #, the price charged to the customer, and the cost from the Item Master File. The GL entry is: Debit A/R #143-00-01 for $12.00; Credit SALES - DRAFTING #543-00-01 for $12.00; Debit COST - DRAFTING #643-00-01 for $6.75 and Credit INV - DRAFTING #143-00-01 for $6.75
    • The first number of the G/L # will automatically be changed from a 1 to a 5, therefore, GL 543-00 will be used, not 143-00.
    • When the A/R to G/L Interface is brought over to the G/L module it also changes the first # of the item G/L # from a 1 to a 6, therefore, GL 643-00 is also used, not 143-00.
  • When an item is bought in the P/O module, and there is an "Other Cost", from field 8, the voucher will pick up the "Other G/L #" for that amount.
  • When it is a labor item being sold, the system will pick up both G/L #'s
  • When a material item is being sold, the system will pick up both G/L #'s --if there is an "other cost" in the Item Master file.
  • When a material item is sold, the system will also pick up both G/L #'s --if you type in an "other price" in order entry.

10. Dealer cost: (8) This is YOUR cost for the item. This goes to the item master file. It is the last and average cost. It also goes over to the supplier file as the last cost.

11. Retail price: (8) The 9 price levels are based on this price.

12. Qty on hand: (6) Numeric. The quantity on hand may be entered or this field may be left blank and when a physical inventory is done at a later date, the quantity entered.

13. On sea min : (6) Busy season minimum inventory stock level for this item.

14. On sea max : (6) Busy season maximum inventory stock level for this item.

15. Off sea min: (6) Off season minimum inventory stock level for this item.

16. Off sea max: (6) Off season maximum inventory stock level for this item.

17. Pick sequence: (6) Location in your warehouse where item is stocked.

18. Barcode # : (18) Use barcode # from package, or press the F1 key to assign one automatically.