Add and Edit Items
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Add and Edit Items
Purpose:
- This screen is for user to create, update, edit a product/service item.
Note:
- An item can be a service, a purchased or a manufactured product. It has to be created in order to sell or to purchase.
- Items are classified by "Item Types". There are 3 item types available. These item type are fixed and cannot be changed or edit. Below are the explanations of item types:
- Service: Service is a service that has nothing to do with physical product. Such as, delivery service, consultation, accounting service, book keeping, rental..etc.
- Purchased: This is a classification where the product item is to be purchased. The item is a physical goods that User needs to purchase, receive, before it can sell and deliver to the user's customer. If the inventory level or quantity is insufficient to make a delivery, the system will prompt and the maximum delivery quantity is up to the available inventory quantity.
- Manufactured: This is a classification where the item is manufactured either by internal or external manufacturing facilities. And this usually involved Bill or Material, Work Order and manufacturing schedule.
- Note: Our system has a setting where user can enable to allow negative inventory. If this is set, even the inventory level is null or negative, delivery and invoicing are allowed. However, the User must decide if they want to allow this at the beginning of the setup. This is because once it is turned on and the user decide to turn it off, all GRNs or order fulfillment must be fully completed and closed before it can be turned off. Some time such incomplete transactions may not be easily detected.
- You have the permission to enter sales quotation.
Usage:
- This screen is for adding, deleting and editing the details of an item which may be a service, a purchased or a manufactured product.
- Fill in all the necessary data fields and click on "Insert New Item" button. If you are updating or editing the item, then there are 4 buttons "Update Item", "Clone This Item", "Delete This Item" or "Cancel".
- If you have a lot of similar items, such as Dress with Black color, Dress with Blue color...etc., instead of re-typing the whole description, you can clone it and modify the item code, the description etc for the various similar items.
Data Fields Explanation
There are many tabs: Namely, General settings, Sales Pricing, Purchasing Pricing, Standard Costs, Reorder Levels, Transactions, Asset Master, Status. Each of these tabs besides the General Settings, can be updated later after the item is created.
Section 1: General Settings
- Item Code: This is the item code of the product which represents the product. It has to be kept within 20 Alphanumeric without space and special character such as "~!@#$%^&*(). Note: It is strongly recommended to keep the length to 15 or less. Typically, 10 alphanumeric is sufficient to represent the product range.
- Name: This is the name of the item. It has a 200 character long description field. This will be appeared on the Documents (such as PO, Delivery Note, Invoice etc). If the "Editable Description" near the bottom of the screen is checked, this Name can be edited during the processing of the Document entries. If it is not checked, it cannot be changed.
- Description: This is the Description of the item and with a long field length. Note: This is only used for record and describe the item for internal information only. This Description will not appear in any part of the Documents. Such Description is useful when you need to put a note of the product which is not for the customer or supplier to know. For example, "This product is not to suitable for age below 3".1
- Category: This is the product Category which can be defined in Items and Inventory, Item Category. Product can be categorized into various type so as to facilitate the selection and search. For example, Food, Home Appliances, Service, Drinks...etc.
- Item Tax Type: In some countries, certain products or services may be exempted from tax. Such as, drugs, essential foods etc. This can be setup at "Setup, Item Tax Type" where a description of the tax type can be created and the type of tax can be defined to be exempted.
- Item Type: The type of the item being added or updated, it may be Service, Purchase or Manufactured as described in Note above.
- Units of Measure: Or UOM. This is the unit to measure the product. Such as meter, mm, piece, unit, lot, liter, Kg etc.
- Editable description: This is a check box. If it is check, the item name as appeared on the Documents can be changed by user. If it is not checked, then it cannot be edited. It will reflect what is entered.
- Exclude from sales: If this check box is checked, the item will not appear in the item list when you create a sales document such as quotation, invoice or delivery note. This is useful when an item is purchased for own consumption. For example, A4 size papers for photocopy machine, asset items such as PC, Tablets for staffs.
- File:InventorySec-1b.jpg
- Dimension: Dimension is a measurement. Is it used to track a project, department or a division's financial. There are many terms used in describing this: "Project", "Department" etc. This function is only available in "Plus" version.
- GL Accounts: These are pre-defined GL Account codes for this item. Unless you are very familiar with the Chart of Account and know what will happen if you change it, otherwise you should leave it as it is.
- Other: User could add a picture of the product in .jpg format so that it will provide an idea how the product looks like. This is very useful if user has a wide range of item list. Item Status: Select Inactive if the item has been used in any document and it is no longer valid or obsolete. The item can be deleted if it has not been used.
Section 2: Sales Pricing or Selling Price
Note:
- This section is the same as the (Link:) Selling Price under Inventory Management Section.
The detail of this section is at the (Link:) the selling price section under Inventory Items. Click on the link to access.
Section 3: Purchase Pricing
Note:
- This section is the same as the (Link:) the buying price under Inventory Management Section.
The detail of this section is at the (Link:) the buying price section under Inventory Items. Click on the link to access.
Section 4: Standard Cost
Note:
- This section is the same as the (Link:) Edit Standard Cost under Inventory Management Section.
The detail of this section is at the (Link:) the Edit Standard Costs (Of Products) section under Inventory Items. Click on the link to access.
Section 5: Reorder Level
Usage:
- This is to set the reorder level of a product item. If it fall below the preset quantity level, an email will be automatically sent to the email as stated in the branch's person-in-charge. Note that the email of the person-in-charge must be updated at the inventory location.
- Select an item and Show Inactive Check Box: Select an item of which the price is to be updated. If the Inactive Check Box is checked, then the inactivated items will also be shown.
- Quantity On Hand: This is the quantity currently on hand. (At the point when you are looking at the record).
- Re-Order Level Qty: This is the re-order level quantity. When the actual quantity fall below this number, the system will be triggered and an email will be sent to the affected branch's person-in-charge. Enter the reorder quantity in the boxes shown for each of the location for this item.
Section 6: Transactions
Usage:
- This section provides the Transaction records for this item at each of the inventory locations for the given date range specified by the user.
Section 7: Status
Usage:
- This section provides the status for this item at each of the inventory locations. This will allow user to have an overview and a quick information about the quantity availability at each inventory location.