Item Maintenance

Enter an item code for the item to add or maintain, or click the Lookup button to locate a specific item or group of items.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

You can also click the Alias Item Lookup button to display all alias item codes.

Do not use wildcard characters (*) when creating item codes. If the eBusiness Manager module is activated, do not use special characters in your item codes.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Type a description for the item. If the description exceeds 30 characters, including spaces, the Item Text Maintenance window automatically appears if you have the appropriate security setup.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

If the Bill of Materials module is set up, an update to this field may update the Description 1 field in Bill of Materials Maintenance, depending on the selection made in the Sync Bill Description and Item Description field in Bill of Materials Options. If the Require Bill Revisions check box is selected in Bill of Materials Options, changes will update the current revision of the bill only.

Enter a product line code to use for this item, or click the Lookup button to list all product line codes. If your company does not have multiple product line codes, enter the default product line code. Product lines are defined in Product Line Maintenance.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Select the method for calculating the value of this item. After any activity is posted to the item, this field is not available.

Type the weight of this item to calculate freight allocation. If using actual weight to calculate freight, the weight unit of measure entered in this field must be the same for all inventory items.

Note The Weight fields in the Sales Order module are defined as numeric only so that freight can be calculated on weight. The Weight field in this window allows you to use alpha characters so that informational notations can be made; however, to reflect the actual weight on an order or invoice, you must enter only numeric characters.

Type a code representing the cycle associated with this item. Inventory cycles are used to group items for reporting and for physical inventory processing.

Enter a price code for this item, or click the Lookup button to list all price codes. Price codes are defined in Price Code Maintenance.

Enter a default warehouse code representing the location of this item, or click the Lookup button to list all warehouse codes. This field is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options.

Enter the vendor identification of the primary supplier of this item, or click the Lookup button to list all primary vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

A Sales Order inventory line item can be transferred to a drop ship purchase order only if the Vendor No. field on the purchase order matches either the primary vendor in Item Maintenance, or any of the vendor numbers entered using Item Vendors Maintenance.

In Item Inquiry, this field is available only with the appropriate security setup.

Enter a warranty code for this item, or click the Lookup button to list all warranty codes. Warranty codes are defined in Warranty Code Maintenance.

A new warranty code can be added on the fly. The Warranty Code Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. You can access Warranty Code Maintenance at a later time to complete the remaining entries for a new warranty code.

Note This field appears only if the Enable Warranty Tracking check box is selected in Inventory Management Options.

Enter the suggested retail price for this item, or click the Calculator button to enter an amount using the calculator. This price is used to produce price lists and other inventory listings but is not used for actual pricing in Sales Order Entry or Sales Order Invoice Data Entry.

Enter the standard price for this item, or click the Calculator button to enter an amount using the calculator. This price is used as a base for all sales order and invoice entries.

Enter the last date this item was sold, or click the Calendar button to select a date from the calendar. This field is updated automatically as inventory is processed.

Note In Item Inquiry, this field is available only with the appropriate security setup.

Enter the standard cost for this item, or click the Calculator button to enter an amount using the calculator. Standard cost is used for pricing and for calculating commission for standard cost items. This cost is not used to value the inventory unless the valuation method for this item is Standard Cost.

Note In Item Inquiry, this field is available only with the appropriate security setup.

This field displays the calculated actual average cost of goods processed and can only be viewed.

Note In Item Inquiry, this field is available only with the appropriate security setup.

Enter the date of the last receipt of this item, or click the Calendar button to select a date from the calendar. This field is updated automatically as inventory is received.

Note In Item Inquiry, this field is available only with the appropriate security setup.

Enter a standard unit of measure for this item, or click the Lookup button to list all units of measure. The default unit of measure should be the smallest (basic) unit of measure for this item. It is used to report all on-hand quantity information for this item. The standard unit of measure must be smaller than or equal to the purchase unit of measure and sales unit of measure.

Note If you enter a conversion unit of measure in Unit of Measure Conversion Maintenance in the Standard field and enter a unit of measure in the Purchases or Sales fields, the appropriate factor is entered automatically in the No. of fields. You can also manually enter these units of measure and quantities.

Enter a purchases unit of measure to use a different unit of measure when this item is purchased, or click the Lookup button to list all units of measure. After the unit of measure is entered, enter a conversion factor to use in the No. of field.

After the unit of measure is entered in the Purchases field, enter a conversion factor to use for the purchases' unit of measure. This field is available only if a unit of measure other than EACH is entered in the Purchases field.

Note If you enter a conversion unit of measure in Unit of Measure Conversion Maintenance in the Standard unit of measure field and enter a unit of measure in the Purchases unit of measure or Sales unit of measure fields, the appropriate factor is automatically entered in the field.

Enter a sales unit of measure to use a different unit of measure when this item is sold, or click the Lookup button to list all units of measure. After the unit of measure is entered, enter a conversion factor to use in the No. of field.

After the unit of measure is entered in the Sales field, enter a conversion factor to use for the sales unit of measure. This field is available only if a unit of measure other than EACH is entered in the Sales field.

Note If you enter a conversion unit of measure defined in Unit of Measure Conversion Maintenance in the Standard field and enter a unit of measure in the Purchases or Sales fields, the appropriate factor is automatically entered in the No. of fields. You can also manually enter these units of measure and quantities.

This field displays the last cost item amount for this item and can only be viewed. This field is updated automatically as inventory is updated. This field is also automatically updated when new amounts are entered at either the Total or Allocated field. The last cost item amount plus the last cost allocated amount always equals the last cost total amount.

Enter the last cost allocated amount for this item, or click the Calculator button to enter an amount using the calculator. The Item field amount is automatically updated when new amounts are entered at either the Total or Allocated field. The last cost item amount plus the last cost allocated amount always equals the last cost total amount.

Enter the last cost total amount for this item, or click the Calculator button to enter an amount using the calculator. The Item field amount is automatically updated when new amounts are entered at either the Total or Allocated field. The last cost item amount plus the last cost allocated amount always equals the last cost total amount.

Use this grid to view detailed quantity information for the selected item and all warehouses, including future data entry transactions.

Click the Quantity Recap button located to the right of the grid to view the quantity received, adjusted, sold, issued, transferred, and on hand for the current period. The beginning and current average costs also appear. To view a recap for all warehouses or the selected warehouse, click the Switch to All Warehouses button in the Quantity Recap window.

For average cost items, if the quantity on hand is negative, the average cost will be an estimate because the actual cost is not yet known. If an item's quantity is expected to perpetually remain negative, use the FIFO, LIFO, or standard cost valuation method instead.

Note In Item Inquiry, this tab is available only with the appropriate security setup.

Select this check box to display a warning if, during receipt of goods entry for a purchase order, the unit cost is increased for this inventory item. If this check box is cleared for the item, no warning appears; however, in either case, the unit cost can be increased. This check box is available only if the Purchase Order module is integrated with Inventory Management.

If item XYZ has a quantity of 50 and Yes is selected, one label is printed for the item. If By Item is selected, 50 labels are printed.

Note If the item is a serial item, selecting Yes or By Item prints separate receipt labels for each item.

Select an option to determine how kit items are handled when creating sales orders or invoices.

Enter the lot or serial number to be automatically assigned when creating a new item using the Bill of Materials or Work Order modules. This field is available only for lot or serial items.

Select the commission method to use for calculating commission on this item. The Percent of Cost, Percent of Gross Profit, and Percent of Price methods are available only if the Calculate Commission by Inventory Item check box is selected in Inventory Management Options.

Type the percentage to use to calculate commission for this item. This field is available only if the Calculate Commission by Inventory Item check box is selected in Inventory Management Options, and Percent of Cost, Percent of Gross Profit, or Percent of Price is selected in the Commission Method field.

The rate entered in this field can be overridden by rates and amounts entered in the Commission Rate / Amount field in Line Item Commission Maintenance; whether this rate is overridden depends on the effective date, customer, and salesperson entered in Line Item Commission Maintenance.

Type the base commission amount for this item. The total commission amount equals the total of the base commission plus the commission rate amount. This field is available only if the Calculate Commission by Inventory Item check box is selected in Inventory Management Options, and Percent of Cost, Percent of Gross Profit, or Percent of Price is selected in the Commission Method field.

The amount entered in this field can be overridden by the amount entered in the Commission Amount field in Line Item Commission Maintenance; whether this rate is overridden depends on the effective date, customer, and salesperson entered in Line Item Commission Maintenance.

Select this check box to allow returns for this item using the Return Merchandise Authorization module. Clear this check box if you do not want to allow returns for this item. This check box is available only if the Allow Back Orders check box is selected.

Note This check box appears only if the Return Merchandise Authorization module is activated.

Select a restocking charge method for this item. Restocking charges are administrative charges that may be charged to the customer to return merchandise.

Note This field appears only if the Allow Returns check box is selected and the Return Merchandise Authorization module is activated.

Note This field appears only if the Return Merchandise Authorization module is activated and the Allow Returns check box is selected. If Fixed is selected in the Restocking Charge Method field, this field appears as Restocking Charge Amount. If % Item Cost or % Item Price is selected, this field appears as Restocking Charge Rate.

If descriptions for user-defined sort fields (categories) are entered in Inventory Management Options, those descriptions are displayed here. Enter the appropriate sorting information for each category.

Enter a sales tax class for this item, or click the Lookup button to list all sales tax classes.

Enter a purchases tax class for this item, or click the Lookup button to list all purchases tax classes.

Type a routing number to use to produce this item. If the Work Order module is installed, click the Lookup button to list all routing numbers. If the Work Order module is not installed, this field is used for reference only.

Commodity Code

Enter a commodity code for this item or click the Lookup button to list all commodity codes. This will be the default commodity code used in Sales Order data entry tasks. Commodity codes are included with the Level 3 data transmitted when processing Level 3 credit card transactions.

Enter an image file to associate with this item, or click the Browse File button to browse for an image file. Click the Show Image button to preview the image file. Only image files with an extension of .bmp, .jpg, or .gif are accepted (.jpg or .gif files are recommended). Inventory item images are stored in the MAS90\Images\xxx folder (where xxx is the company code) on the server and published to the Internet Information Services (IIS). Because all image files reside at the same Internet Information Services location, image file names must be unique system wide.

If you are using Sage 100 Advanced, to use the Image feature, you must have entered a UNC path in the Sage 100 Advanced Server field during Workstation Setup.

Select this check box to make the item inactive. If an item is inactive, it cannot be entered when adding a line in Sales Order Entry, Sales Order Invoice Data Entry, Purchase Order Entry, Receipt of Goods Entry, Receipt of Invoice Entry, and Material Requisition Issue Entry. An inactive item can be entered when adding a line in Return of Goods Entry and Inventory Management Transaction Entry only if the appropriate security is set up. Alternately, if Discontinued is selected at the Product Type field and the item is entered in a data entry task, a message appears stating that the item is discontinued and asking whether or not to continue. If you click Continue, the item is accepted.

Note If an active kit containing inactive components is exploded in one of the data entry tasks listed above, the components will be treated as active.

Note Internet-enabled items cannot be inactive. When this check box is selected for an item, the Internet Enabled check box is cleared and disabled.

Select this check box to allow back orders for this item. Clear this check box if back orders are not allowed for this item.

Note You must select this check box to enable the Allow Returns check box. After the Allow Returns check box is selected, this check box will become disabled.

Select this check box to allow a trade discount on this item. Clear this check box if a trade discount is not allowed.

Select this check box to allocate landed cost for this item. Clear this check box if allocating landed cost is not allowed.

Select this check box to enable Internet access for the current item. Clear this check box to disable Internet access. This field is available only if the eBusiness Manager module is installed and the Inactive Item check box is cleared. If this check box is selected and the Inactive Item check box is then selected, this check box will be cleared and disabled.

Note This field is not available for Sage 100 Premium.

This field displays the posting date from the last Physical Count Variance Register update for this item, and it can only be viewed. To view the last physical count date by warehouse, see the Quantities grid on the Main tab or the Quantity tab.

Use this grid to view detailed quantity information for the selected item and all warehouses, including future data entry transactions.

The buttons located to the right of the grid allow you to see details for the selected warehouse and view reorder information.

Note For average cost items, if the quantity on hand is negative, the average cost will be an estimate because the actual cost is not yet known. If an item's quantity is expected to perpetually remain negative, use the FIFO, LIFO, or standard cost valuation method instead.

Note In Item Inquiry, this tab is available only with the appropriate security setup. Additionally, some fields will be hidden and disabled depending on the security setup.

Enter a warehouse code to view detailed quantity, sales, and receipt history information, or click the Lookup button to list all warehouse codes. This field displays the warehouse entered at the Default Whse field for the selected item, but it can be changed. Click the Switch to All Warehouses button to view information for all warehouses. The Switch to All Warehouses button is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options.

If you change the default warehouse, you can use the Browse buttons in the Item Code field to scroll through the items, and the warehouse will remain constant. If you do not change the warehouse, you can use the Browse buttons to scroll through items, and the default warehouse for the item appears.

Select this option to view quantity in the grid by warehouse. Information shown for each item includes the beginning quantity, quantity sold, received, adjusted, and issued, and the ending quantity in the same period.

Click Compare PY to display the quantity sold, prior year quantity sold, variance percentage, quantity received, and prior year quantity received information. For more information, see Information Displayed in the Item Maintenance History Grid.

Note The Var % field displays the variance percentage based on the current year quantity sold compared to the prior year quantity sold.

Select this option to view sales history in the grid for the item by warehouse. Information shown for each item includes the quantity, dollars sold, cost of sales, and quantity returned in the same period.

Click Compare PY to display the dollars sold, prior year dollars sold, cost of sales, prior year cost of sales, profit percentage, and prior year profit percentage information. For more information, see Information Displayed in the Item Maintenance History Grid.

Select this option to view receipt history in the grid for the item by warehouse. Information shown for each item includes the quantity received, quantity produced, cost of goods, and quantity returned in the same period.

Click Compare PY to display the quantity received, prior year quantity received, quantity produced, prior year quantity produced, cost of goods sold, and prior year cost of goods sold information. For more information, see Information Displayed in the Item Maintenance History Grid.

Select the year to view detailed quantity, sales, and receipts history information. This field defaults to the current year.

Note If Fiscal Periods is selected in the Base Inventory Periods On field in Inventory Management Options, the year defaults to the value set in the Current Fiscal Year field in Inventory Management Options. If Calendar Months is selected in the Base Inventory Periods On field, the year defaults to the value set in the Current Calendar Year field in Inventory Management Options.

Use this grid to view information for a selected warehouse or all warehouses for all periods by year. You can view the information on the grid by quantity, sales, or receipts by selecting the Quantities, Sales, or Receipts option.

The buttons located to the right of the grid allow you to switch views to see details for all warehouses and view additional information with prior year comparisons.

Note In Item Inquiry, this tab is available only with the appropriate security setup.

Enter a warehouse code to view transaction information, or click the Lookup button to list all warehouse codes. This field displays the warehouse entered in the Default Whse field for the selected item, but it can be changed. Click the Switch to All Warehouses button to view information for all warehouses. The Switch to All Warehouses button is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options.

Use this grid to view transaction detail for the default warehouse or all warehouses based on the current period in Inventory Management Options. The transaction detail displayed includes the warehouse, description, transaction date, type, reference number, lot and serial number if applicable, quantity, unit cost, extension, and source journal for each transaction. If the Purchase Order module is integrated with Inventory Management and the Allow Entry of Landed Cost check box is selected, the Item Cost and Allocated Cost fields also appear. A total of all transactions also appears, providing you with the beginning and ending quantities for the current period.

The buttons located to the right of the grid allow you to switch views to see details for all warehouses and view additional transaction information.

Use this grid to view a total of all transactions including the beginning and ending quantities for the current period.

Note In Item Inquiry, this tab is available only with the appropriate security setup.

Select this option to view the open purchase orders for the current item. The purchase order number, type, vendor number, name, required date, warehouse, ordered amount, quantity received, and quantity backordered are displayed for each open order. All open purchase orders for the current item are displayed sequentially by order number. Click the Search button to search for purchase order types, order numbers, vendor numbers, required dates, or warehouses if the Require Multiple Warehouses check box is selected in Inventory Management Options. Click the Zoom button to open the Purchase Order Inquiry window. This option is available only if the Purchase Order module is integrated with Inventory Management.

Note In Item Inquiry, the Vendor No. and Vendor Name columns are available only with the appropriate security setup.

Select this option to view all open sales orders for the current item. This option is available only if the Sales Order module is integrated with Inventory Management. If the Enable Lot/Serial Distribution check box is selected in Sales Order Options, you can view the sales orders by lot/serial number in addition to the standard sales order number. The View Lot/Serial button allows you to toggle between the two views.

Click the Search button to search for sales order types, order numbers, customer numbers, order dates, and promise dates. You can also search for warehouses if the Require Multiple Warehouses check box is selected in Inventory Management Options. Click the Zoom button or double-click any line to open the Sales Order Inquiry window for the selected line.

Select this option to view all open work orders for the current item. The work order number, make for, customer number, step number, due date, warehouse, ordered quantity, and completed quantity are displayed for each work order. All open work orders for the current item are displayed sequentially by work order number. Click the Search button to search for work orders made for, work order numbers, customer numbers, due dates, or warehouses if the Require Multiple Warehouses check box is selected in Inventory Management Options. Click the Zoom button to open the Work Order Inquiry window. This option is available only if the Work Order module is integrated with Inventory Management.

Use this grid to view information based on the option selected. Options are displayed only for modules integrated with Inventory Management.

The buttons located to the right of the grid allow you to switch views to view additional information.

This field displays the total quantity ordered for the selected item and can only be viewed.

This field displays the total quantity received for the selected item and can only be viewed. This field is available only if the Purchase Order module is integrated with Inventory Management.

This field displays the total quantity shipped for the selected item and can only be viewed. This field is available only if the Sales Order module is integrated with Inventory Management.

This field displays the total quantity completed for the selected item and can only be viewed. This field is available only if the Work Order module is integrated with Inventory Management.

This field displays the total quantity back ordered for the selected item and can only be viewed.

Note In Item Inquiry, this tab is available only with the appropriate security setup. It is also available if the valuation method is other than Standard Cost or Average Cost.

Enter a warehouse code to view cost detail information, or click the Lookup button to list all warehouse codes. This field displays the warehouse entered in the Default Whse field for the selected item, but it can be changed. Click the Switch to All Warehouses button to view information for all warehouses. The Switch to All Warehouses button is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options.

If you change the default warehouse, you can use the Browse buttons in the Item Code field to scroll through the items, and the warehouse will remain constant. If you do not change the warehouse, you can click the Browse buttons to scroll through items, and the default warehouse for the item appears.

This field displays the valuation method for the selected item and can only be viewed.

Use this grid to view cost tier information for LIFO, FIFO, Lot, or Serial valuation methods for selected warehouse or all warehouses. The cost detail displayed includes the warehouse, description, receipt date, receipt number, quantity, unit cost, committed, available, and extension amount. If the Purchase Order module is integrated with Inventory Management and the Allow Entry of Landed Cost check box is selected in Purchase Order Options, the Item Cost and Allocated Cost fields also display.

If the Sales Order module is integrated with Inventory Management and the Enable Lot/Serial Distribution check box is selected in Sales Order Options, the Committed field is replaced with SO Committed and Other Committed fields.

Note The Cost Detail tab is not available for items that use the Standard Cost or Average Cost valuation method.