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Last modified on 10/8/2015 10:18 AM by User.

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Add, New, Items, Shortened

Task 08 - Shortened - Add New Items

Table of Contents
  1. FIRST SCREEN: 
  2. SECOND SCREEN:
  3. THIRD SCREEN:

Note: The number given in parentheses is the number of characters allowed on the line.

FIRST SCREEN: 

  1. Item # : (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.

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

03. 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.

04. Sell by : (2) At this field, a box will appear on the right displaying the table that has been set up for sell by units (each, sheet, pack, set, pint, etc.). Type in the number corresponding to the proper label.

05. Stock by : (2) At this field, a box will appear on the right displaying the table that has been set up for stock by units (case, box, roll, ream, etc.). Type in the number corresponding to the proper label.

06. Master units: (8) How many "sell by" units are in a "stock by" unit.

07. Avg. cost : (8) True weighted average.

  • A highlighted prompt appears at the bottom of the screen, press the F2 key to set the number of decimal places for all dollar amounts on the screen for this item. The decimal accuracy may be set from 2 to 6.
  • Type in an average cost. Do not leave it zero.
  • The field is automatically calculated and updated when a voucher is processed in the P/O module
  • The computer takes the Total Value of the item and divides it by the quantity on hand.
    • When vouchered in the P/O module, the total $ of what was just bought is added to the old total value, to produce a new Total Value.
    • The quantity just bought is added to the old quantity on hand, to get the new quantity on hand.
    • Then the new total value is divided by the new quantity on hand to get new the average cost

08. Last Cost : (8) This is automatically updated when vouchered in the P/O module.

09 through 17. Price 1 - 9 : (8) The prices entered are based on what was entered in line 05: Stock by.

  • When this item is sold through O/E, the price will automatically default to "Sell by", using the Master units in line 06 to determine how to calculate Sell by from Stock by. If an item is to be sold by the "Stock by" price in O/E, then to press the TAB key in O/E to toggle the pricing method from Sell by to Stock by.
  • Price 1 should be the most expensive selling price for this item.
  • At lines 09-17, use the F1 key to calculate a price based on what was entered for a percentage of profit margin that should be built into the selling price. Do not use decimals. Example: Enter 1025 for 10.25%.
  • At lines 09-17, use the F3 key to calculate a price based on what was entered for a percentage of markup over the average cost. Do not use decimals. Example: Enter 1025 for 10.25%
  • At lines 10-17, use the F2 key to calculate a price based on what was entered for a percentage of discount from Price 1. Do not use decimals. Example: Enter 1025 for 10.25%.
  • You do not have to use all of the price levels. The last unused price levels may be left at 0. Just press ENTER and 0 will be entered automatically.

EXAMPLE:

Price level 1 Suggested retail - $100.00

Price level 2 Dealer 5% disc off retail - 95.00

Price level 3 Fleet 8% disc off retail - 92.00

Price level 4 Wholesale 10% disc off retail - 90.00

Price level 5 Manufacturer 30% profit - 71.42

Price level 6 Special 30% markup - 65.00

Price level 7 Cost 0% profit - 50.00

Price level 8 unused 0

Price level 9 unused 0

  • Next to each price level the computer will show the following:
    • The actual percentage of profit right now. Shows the actual percentage of profit currently compared to the profit required when price was last changed.
    • The percentage of profit that was required when the item prices were last changed. This way when the cost changes, the profit margin originally wanted shows. The prices may be changed back to the original profit margin manually here, or reset them automatically for a number of items selected by various ranges in I/C Task #4.
    • The percentage of discount off of Price 1.
    • The percentage of markup over Last cost.
    • The dollar amount of profit margin in the selling price.

SECOND SCREEN:

18. Taxable: (1) When the cursor is on this line, the Tax table appears. The only code on the table that is taxable is "T". The other codes are used to indicate the reason for tax exemption.

  • Select a valid code from this table. Invalid entries will not be accepted.
  • Most material items are taxable. It is the customers in A/R that might have a tax status of R for Resale, or G for Government, etc.
  • The item itself may normally be taxable, but if the customer is tax exempt, then tax will not be charged on an order for that customer.

19. Item Type : (1) Material/Labor/Rent/Hold/Discontinued

  • M-Material: when material items are posted, they are posted to the Item Master, the Supplier Master, and the Warehouse Master files.
  • L-Labor: this posts only to the Item Master file.
  • R-Rent: not normally used.
  • H-Hold: cannot sell.
  • D-Discontinued: cannot sell or order

20. Qty Decimals: (1) Number of decimals places in input. 0=even units. 1=x.x. 2=x.xx.

  • Most material items are input in even units, but labor items might be expressed in hours and decimal parts of an hour. Example: For work that takes 1 hour and 15 minutes, to allow an input of 1.25 on the line items of sales orders, enter a 2 on line 22.

21. 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.

22. 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.

23. Serialized ?: (1) Y=Yes, N=No. Putting a Y here will cause entry of a serial number to be required when selling this item

  • Terminals, computers, plotters, and other equipment may have serial numbers that need to be keep track of.
  • When a serialized item is bought, there MUST be a receiver in the P/O module. This is the only place in the P/O module that asks for a serial number (if the item is serialized.) 

Serialized Items have status codes that are automatically used by the system when these items are used throughout the system. There are some standard/required codes that can not be changed, but other codes may be added as optional codes. SeeSerialized Item Status Code setup in Inventory (Module 5), System Management Functions (Task 32), Modify Application Tables (Sub-task 17) and Serialized Item Status Code (Option 1). The required codes are:

  • "A" , "Available for sale"
  • "R" , "Reserved"
  • "S" , "Sold"
  • "C" , "Credit - sent back"

When received the serialized item automatically is assigned a status code of A.

When placed on an open order the serialized item status changes from A to R.

When sold the serial # item status is changed to S.

If a customer returns a serial # item the status is changed back to A.

If a serial # item is sent back to the vendor the status is changed to a C.

Note: The system will not allow the sale of a serial # item that doesn't have a status of A.

In O/E, press the TAB key for a list of Available serial numbers.

 If necessary, changes to the status of a serialized number item can be done in:

  • Inventory (Module 5)
    • Serialized Item Master (Task 20)
      • Change Existing Serial Record ( Sub-task 2)

24. Net Priced ?: (1) Y=Yes, N=No, or C=Calculate cost. A net priced item is priced so that it already has a discount built into the selling price.

  • If Y for yes is answered, then you will not be allowed to type in a line item discount when selling the item in O/E. Also the Quantity Discount Tables cannot be used.
  • C for Calculate cost is used if there are many small items of a similar type, and you do not want to create item #'s for each one of them.
    • If C is entered here, then the item # itself is used to calculate the cost of the item. The first three digits after the first hyphen are used for this. They are taken as a number and divided by 100, to get a percentage. The selling price will be multiplied by this percentage to calculate the cost.
    • If C is used, then the 9 price levels would all have to be zero. This way when the item is sold in O/E, a selling price must be entered.
    • Example: If the item # is 100-070, then the selling price entered for the line item in O/E will be multiplied by 70% to come up with a cost. Therefore, if the item is sold for $10.00, then the cost would be $7.00.
    • Note that with three digits, the cost can be greater than the selling price (meaning the item is sold at a loss, perhaps as a promotional "loss-leader").

25. Quan Table: (9) The quantity discount table should have already been built for this item.

  • There are 9 digits to type in. Each digit stands for a different price level.
  • If there is an A in the first position, any customer that has price level 1 (for the same product code as this item), will get quantity discount table A.
  • If there is a C in the second position, any customer that has price level 2 (for the same product code as this item), will get quantity discount table C.

26. Stock weight: (6) Weight per item "stock by" unit. (1 decimal place. Enter 125 for 12.5.)

27. Print labels: (1) N for None, O (letter O) for One per shipment, and E for Each.

  • Labels may be printed for this item when the purchase order is entered or the item is received in the P/O module. The labels may have the item #, description and standard price printed. (You may discuss what you want printed on the labels with M V Software.)
  • 10 of this item is received, but only ONE label is needed to put on the box. Enter the letter O.
  • 10 of this item is received, and a separate label is needed for EACH of the 10 items. Enter the letter E. 

28. Dimensional?: (1) A table will display when the cursor comes to this field. Note: The descriptions can be customized in this table, but the meaning of the codes must not be altered. A typical table setup might be:

N : Non-dimensional

S : Square (Width x Height)

L : Linear / UI (Width + Height)

O : Copies/Originals

F : Sets/Orig/Sq. ft.

D : Sets/Orig/Width/Ht

P : Perimeter (Width + Height)x2

R : Repro-no quantity

C : Color copy pricing

X : Bond copies

T : Plot(S/O/W/H/X-disc)

  • If an item is dimensional, then certain questions will be asked in order entry that otherwise would not be asked.
  • Example: S for Square - the system will prompt for length and width (or width and height) when entering a line item in O/E.
  • In the item master file it must be specified how the item is sold, i.e. each, box, case. For something like flat glass, the "sell by" might be Square inch.
  • Also, it must be specified in the item master file how each item is stocked. For something like flat glass, the "stock by" might be Square foot, therefore in this case the Master Units would be 144 - the number of sq. inches in a sq. foot.
  • Set the O/E - General parameter DIM'HALF to allow rounding to the nearest half square foot, rather than the normal whole square foot.
  • Also, set the O/E - General parameter DIM'FRACT so the calculation will either round up (standard), or round to the nearest number.
  • If the dimensions are not entered in as an even number, they are rounded up to the next even inch.

L for Linear - asks for length and width (or width and height). This is considered as "united inch", not perimeter.

  • The computer will add the length and width (or width and height) together. Since this will be united inches, not actual perimeter inches, length and width (or width and height) are not doubled.
  • This is often used for the glass industry for a grinding labor charge. This may also be used for weather stripping or frames.
  • In many cases, the greater the united inches, the more that you will want to charge per united inch, because of the increased difficulty of grinding a larger length of material to an even finish.

O for Copies/Originals. This is used primarily in the reprographic and photographic industries.

  • In O/E the system will ask for the number of copies and then the number of originals. These will be multiplied together.(There is a parameter setting available to ask for number of original first, then copies)
  • This product will then be multiplied by the price to come up with an extended line item price.
  • Example:
    • A customer comes in with a 20-page catalog and wants 50 copies. So that is 20 originals and 50 sets.
    • The computer multiplies 20 x 50 = 1000 copies.
    • The price is $.15 each x 1000 = $150.00 extended total.

F for Sets/Orig/Sq. ft. This is primarily used by the reprographic industry for Bluelining.

  • In O/E the computer will ask for the number of sets, then for the number of originals, then for the size in square feet.
  • The number of sets will be multiplied by the number of originals, and the product will be multiplied by the size in square feet.
  • Then that product will be multiplied by the price per square foot.
  • Example:
    • A customer comes in and has 3 blueprints and wants 10 sets made.
    • The size is 4 square feet.
    • The computer multiplies 3 x 10 =30. It then multiplies 30 x 4 = 120.
    • The price is $.75 per square foot. So $.75 x 120 = $90.00 for the extended line item price to the customer.

D for Sets/Orig/Width/Ht. This is used primarily by the reprographic industry for Bluelining.

  • In O/E the computer will ask for the input the number of sets, then the number of originals, then the width in inches, then the height in inches.
  • This is very similar to the previous code F, except the system prompts for width and height instead of size.
  • The computer will multiply sets by originals.
  • The computer will also multiply the width by the height, and then will divide that product by 144 to get the square feet.
  • Then the product of the sets times originals is multiplied by the square footage.
  • Example:
    • A customer comes in with 5 originals and wants 10 sets made.
    • The computer will multiply 5 x 10 = 50 copies.
    • The size of the originals are width 36 inches and height 48 inches.
    • The computer will multiply 36 x 48 = 1728, then divide 1728 by 144 to get a dividend of 12 square feet.
    • Next, the 50 copies are multiplied by 12 square feet, for a product of 600.
    • Now the 600 will be multiplied by the price per square foot. If the price is $0.018 per square foot, then the extended price for that line item is $10.80.
    • Note: If the width or the height has any decimal places, then this decimal accuracy will be used throughout the calculation.
    • Final rounding off will occur when figuring out the square feet, to the number of decimal accuracy of the input for width and height.
      • If 12.25 inches by 14 inches are used, that would be:  12.45 x 12.00 = 149.40 / 144 = 1.0375. The last value would be rounded to 1.04.
      • Square feet Total Copies Total 1.04 x 500 = 520.00
      • Total Price Extended price for line item 520.00 x $ .018 = $9.36

P for Perimeter. In O/E, the system will prompt for input width in inches and then height in inches. These will be added together and the sum multiplied by 2, to get a product equal to the perimeter (total distance around the outside edges).

  • Pricing is by the inch.

R for Repro-no quantity. This is treated as a non-dimensional item, except that quantities will not be updated in the warehouse file.

C for Color copy pricing. This determines cost by looking up the price based on the copies in the discount file and then multiplying copies times originals.

X for Bond copies. In effect, this will cause the computer to look down the left edge of a chart for the Originals, then across for the number of Copies. The price thus varies by Originals and Copies.

  • This uses a special Quantity discount table setup. Set up your table as: i.e. Table name-B1, Table descr-0001 Bond.
    • The 0001 means that the first break point on the Originals is 1. The quantity break points in this table would then represent the number of copies.
  • The next table in this sequence would be B2, with TABLE descr-0010. This then gives a break at 10 originals.
  • The number following the B has no meaning, it's the number in the Table description for determines break points. If you need to go beyond B9, you could use BA, then BB, etc.
  • Do not use Q, M, or G as the starting letter in the table. These have special significance in the system.

T for Plot (S/O/W/H/X-disc). This combines the discount structure of type X (table lookup based on the number of originals, and break point test based on the number of sets/copies), with the entries of type D (sets/orig/wid/ht).

  • Note that this means the discount table amounts (% or L or $) will relate to square feet, not to the number of prints.

29. Pick Seq : (6) Alphanumeric. Picking sequence is user-defined, this field can be used

to indicate the location of this item in the warehouse.

  • Examples: 22A13 for row 22, shelf A, column 13; S1R3C1 for Section 1, Row 3, Column 1
  • Items selected for a physical inventory count can be by picking sequence.
    • In O/E, the action of "Pick Ticket" can be selected, and the items on the order will print in picking sequence order.

30. Bar Code # : (18) This can be either UPC code or an alternate item number. Or it can leave it blank.

  • NOTE: Barcodes can only be used if the flag "A" is included in the Program code inclusion table (see Software Maintenance module, Task 32, Sub-task 17, Option 2), and the "Add Item" to inventory program has been compiled with this flag in the table.
  • Some wholesale clients have their own item #'s. and some of their customers use an industry catalog for their item #'s.
    • The catalog item # is entered in the Bar Code field.

In O/E, when the catalog item # is entered, the computer will translate it to the clients item #.

 

THIRD SCREEN:

Note: fields 31 through 36 are used in the P/O module, in Task 8: Stock reordering.

31. Season start: (2) The # of the month that the busy season starts for this item. Enter by month. If non-seasonal, put in 1.

32. Season ends : (2) The # of the month that the busy season ends for this item. If non-seasonal, put in 12.

33. On sea max : (10) The maximum quantity wanted on hand during the busy season. This is used in P/O to calculate order quantity.

34. On sea min : (10) The minimum quantity wanted on hand during the busy season. This triggers reorders in P/O.

35. Off sea max : (10) The maximum quantity wanted on hand during the slow season. This is used in P/O to calculate order quantity.

36. Off sea min : (10) The minimum quantity wanted on hand during the slow season. This triggers reorders in P/O.

**Information about re-ordering using fields 31 - 36:

  • If the quantity available of an item falls below the minimum, then this will be noted on the Stock Reorder Report.
  • The Stock Reorder Report subtracts the quantity committed and backordered to customers from the quantity on hand, to determine the quantity available.
  • The Stock Reorder Report shows the minimum quantity level.
  • It also uses the quantity available and calculates a suggested reorder level to bring inventory up to the maximum on hand quantity specified for this item and season.
  • Example:
    • Boxes of Christmas scenes stationery is the item.
    • The season start month is 10, for October.
    • The season end month is 12, for December.
    • The on season maximum is 20, and minimum is 5.
    • The off season maximum is 5, and minimum is 1.
    • During the month of November the manager prints a Stock Reorder Report.
    • At the time that the report is printed, the quantity on hand is 4, committed is 4 and back ordered is 2. This makes the availability -2.

The stock reorder report will have a suggested reorder quantity of 22, (2 to fill the backorder, and 20 to bring the on-hand up to the maximum desired quantity of 20).

Note: The information in fields 37 through 40 are posted to the Supplier Master File. You will be able to post other Vendors for this item at a later time, in Task #2: Add New Item Suppliers.

Note: If this is a labor item, then fields 37 through 40 will be skipped.

37. Vendor # : (5) This is the A/P vendor #. This should be the vendor from which this item is purchased most of the time. Press the TAB key to search by vendor name.

38. Ven Stock # : (18) This vendor's stock # for this item. The #'s after the prefix in the item # will default.

 

  • 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 #.

39. Lead time : (4) The # of days it takes to receive this item from this vendor.

40. Min ord qty : (5) Minimum quantity vendor will ship.

 

  • The number should be stated in "Sell by" units.
  • This will appear on the bottom of the screen when adding this item on a P/O.
  • The computer will also use this to calculate the suggested order quantity on the stock reorder report

 

AFTER ITEMS HAVE BEEN ENTERED, THEY NEED TO BE "POSTED". FOLLOW THE INSTRUCTIONS BELOW:

  • Inventory (Module 5)
    • Shortened - Add New Items (Task 8)
      • Post Items to I/C Files (Sub-task 5)

When items are posted through sub-task 5, the following occurs:

  1. Information on the first screen of Shortened - Add new items (Task 8), Enter (ADD) New Items (Sub-task 1), is posted to: Item Master (Task 17).
  2. Almost all information on the second screen is posted to: Item Master (Task 17). The only thing on the second screen that are NOT posted to Item Master (Task 17) is the picking sequence. This is posted to: Warehouse Master (Task 19).
  3. Information on the third screen, the Season start and ending months, the on-season maximums and minimum, and the off-season maximums and minimums are posted to: Warehouse Master (Task 19).
  4. Vendor Information on the third screen (fields 37 through 40) are posted to: Supplier Master (Task 18).