Inventory Setup - Basic Information

NOTE Before setting up any inventory items the Product Codes and Report Classes must be set-up first and discussed.

The “Product Code” and ‘Report Class” table are built in the System Management (Task 32), Modify Applications Tables (Sub-Task 17), Options 2 & 3. See individual documentation for setting up the Product Codes and Report Classes.

Prior to giving an item its identification, consider the scenarios for using the item. For example, in Order Entry, by having the item description begin with a 3-letter code indicating a vendor, all the vendor items will appear together during a search by description. Another example is grouping all labor items together by using the same 3-letter/number pre-fix. Item numbers can also be tied to General Ledger numbers.
“Searches” can be done by item description or partial item number.

Item Number and Description:

Below is some basic information regarding item numbers and descriptions – see individual task numbers (1, 5 and 8) for specific instructions (line-by-line) on setting up items.

Item number can be up to 18 characters – alpha/numeric.

The computer program will automatically insert a hyphen after the first three characters. These first three characters are referred to as the prefix of the item number.
- Each prefix can stand for a different group of items, some examples are:
  - 100 = Copies
  - 110 = Xerox Copies
  - 120 = Blueline
  - 200 = Office Supplies
  - 300 = Art Supplies
- The prefixes in the 900 range, as an example, could be used for labor items, services and insurance.
  - 900 = Billing - Hourly
  - 905 = Labor – Layout and Design
  - 907 = Labor – Plotter Repair
  - 920 = Reprographic Services
  - 950 = Labor – Misc.

NOTE: There is a table with the Manufacturer’s prefixes. This table is in System Management (Task 32) of the Inventory module; Modify Application Tables (Sub-task 17); Item prefix/Manufc. Codes (Option 8). This table uses the manufacturer’s price-tape routines to get the manufacturers code and tape file numbers for the item numbers.

NOTE: a semicolon (;) in the item number indicates to the computer that the numbers or letters after the semicolon are the color code. It automatically writes the color code to the Serialized Item file.

Item Description:

All the letters in the description should be capitalized….this makes it easier to search by description, as the system is ‘case-sensitive’ in its searches.
The description should be set up the same way that searches would be done for items; one way is to have the general description first, followed by more specific information. Examples could be:
- CORRECTION FLUID BLUE
- CORRECTION FLUID THINNER
- CORRECTION PEN WHITE
- PEN BALL POINT SOFT FELT BLACK
- PEN BOLDLINER FINE BLUE
- PEN CALLIGRAPHY SET

GENERAL LEDGER:

General Ledger account numbers are required for the inventory items. The General Ledger account numbers can be tied to the products codes and therefore appear on the financial statements separately.

SERIALIZED ITEMS:

Serialized items have status codes that are automatically 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 options codes. See Serialized Item Status Code setup in the Inventory (Module 5); System Management Functions (Task 32); Modify Application Tables (Sub-task 17); and Serialized Item Status Codes (Option 1). The required codes are:

A = Available for sale
R = Reserved
S = Sold
C = Credit, sent back

When a serialized item is received it is assigned a status code of A (available). Note: the system will not allow the sale of a serialized item unless it has a status of A.

When placed on an open sales order the status changed from A to R (reserved)

When sold (invoiced) the status is changed to S (sold)

If a customer returns the item, the status is changed back to A (available)

If the item is sent back to the vendor the status is changed to a C (credit – sent back)

In Order Entry and Editing, the user can press the TAB key for a list of Available serial numbers for an inventory item. If necessary, changes to the status of a serialized item number can be done in:

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

As previously noted, the system will not allow the sale of a serialized item unless it has a status of A for Available.

ITEMS CAN BE ENTERED IN 3 DIFFERENT AREAS- See individual Task numbers for line by line instructions:

Add New Items (Task 1 in Inventory Module) After the item is posted in sub-task 5 (Post items to I/C files), the information entered goes to Item Master file (Task 17), Supplier Master file (Task 18), and Warehouse Master file (Task 19). The warehouse number(s) that it is posted to depends on how "DFLT'WHS'NUM" and "NO'WHS'ONE" in the I/C - General parameter file have been set.
Quick Item Setup (Task 5 in Inventory Module)
Shortened - Add New Items (Task 8 in Inventory Module)

Do NOT add new items directly into the Item Master file (Task 17 in the Inventory Module)