Item Maintenance (On The Fly)

Item Code

This field displays the item code, and can only be viewed.

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.

 

Description

Type a description for the item. If the description exceeds 30 characters, including spaces, the Item Text Maintenance window automatically appears.

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

• If there is no extended description entered for an item, the Extended Item Description button appears blue.

• If an extended description is entered for the line item, the Extended Item Description button appears yellow.

Note The Item Text Maintenance window automatically appears only if you have the appropriate security setup.

 

Copy From

Enter an existing item code to use to copy information, or click the Lookup button to list all item codes.

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.

 

Copy Item Vendors

Select this check box to copy the source item's vendor records primary vendor when copying information to the new item record. Clear this check box if you do not want to copy the vendor records.

 

Copy Alias Items

Select this check box to copy the source item's alias item records when copying information to the new item record. Clear this check box if you do not want to copy the alias item records.

 

1. Main

 

Product Line

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.

 

Product Type

Select the product type to use for this item.

• Select Finished Good for an item that is normally kept in stock and sold to a customer (default).

• Select Raw Material for an item that is used to make another item or kit, and is generally not sold directly to a customer.

• Select Kit for an item made up of one or more components that is assembled before being sold. Each kit can consist of component items and comment lines. Components are relieved when the kit is built. The kit can have an associated lot/serial number. A kit can be purchased pre-assembled. The component list of an individual kit can be modified by substituting, adding, or deleting an item, or by changing the quantity of an item. Kits can be disassembled and their parts returned to inventory in one operation.

• Select Discontinued for an item that is no longer available. If a discontinued 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. Alternately, inactive items cannot be entered at fields where the system checks the selection in the Inactive Item check box.

 

Valuation

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

 

Procurement

Select the procurement type to use for this item.

 

Weight

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.

 

Volume

Type the volume of this item to calculate freight or landed cost allocation.

 

Inventory Cycle

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

 

Price Code

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.

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.

 

Default Whse

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.

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.

 

Primary Vendor

Enter the vendor identification of the primary supplier of this item, or click the Lookup button to list all primary vendor numbers. Click the Multiple Vendor Lookup button to list all vendors for the item.

• If the Accounts Payable module is integrated with Inventory Management, this field can be used as a sort field for reports.

• If the Accounts Payable module is not integrated with Inventory Management, this field is for reference only.

• If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning that the vendor is inactive and cannot be used.

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.

 

Warranty Code

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.

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.

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

 

Retail Price

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.

 

Standard Price

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.

 

Last Sold

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.

 

Standard Cost

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.

 

Average Cost

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

 

Last Receipt

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.

 

Standard

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.

 

Purchases

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.

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.

 

(Purchases) No. of

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 defined 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.

 

 

Sales

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.

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.

 

(Sales) No. of

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 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.

 

Item

This field displays the last cost item amount 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.

 

Allocated

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.

 

Total

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.

 

Quantities Grid

This grid displays detailed quantity information for the selected item and all warehouses, including future data entry transactions. This field is not available when creating items on the fly.

 

2. Additional

 

Confirm Cost Increase in Receipt of Goods

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.

 

Print Receipt Labels

Select a receipt label option.

• Select Yes to print one receipt label for all quantities of this item.

• Select No if you do not want to print receipt labels.

• Select By Item to print separate receipt labels for each individual item.

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

 

Explode Kit Items

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

• Select Prompt to display a message during data entry prompting whether or not you want to order items from stock. Clicking Yes at the message does not explode kits; it orders the kit from stock. If a sales kit is exploded on a cross-ship line in the Return Merchandise Authorization module, the components do not explode on the sales order until the line is accessed and the sales order is accepted.

• Select Always to automatically explode the component lines for the kit item without being prompted with a message. This also explodes the kit on both the RMA and the sales order and relieves inventory of the component items.

• Select Never to order the kit line item from stock without being prompted with a message. The component lines will not automatically be exploded. If Never is selected, the kit item, rather than the components, is relieved from inventory.

This field is available only if a kit item type is selected.

 

Next Lot/Serial Number

Enter the lot or serial number to be automatically assigned when creating a new item using the Bill of Materials or Work Order modules, or when clicking the Add Serial Numbers button or the Next Lot Number button in Lot/Serial Number Distribution. This field is available only for lot or serial items.

 

Commission Method

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.

 

Commission Rate

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.

 

Base Commission

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.

 

Allow Returns

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.

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

 

Restocking Charge Method

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

Note This field appears only if the Returns Allowed check box is selected on the Options tab and if the Return Merchandise Authorization module is activated.

 

Restocking Charge Amount/Rate

Type a restocking charge amount or rate for this item.

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

 

User-Defined Categories

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.

 

Sales Tax Class

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

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.

 

Purchases Tax Class

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

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.

 

Routing No.

Enter 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.

This field is available if the Production Management module is not activated.

 

Buyer Code

Enter a buyer code, or click the Lookup button to list all buyer codes.

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.

 

Planner Code

Enter a planner code, or click the Lookup button to list all planner codes.

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.

 

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.

 

Image

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 Internet Information Services (IIS). Because all image files reside at the same IIS location, image file names must be unique system-wide.

Warning When .bmp images are used on a Web page, performance is extremely slow.

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.

 

Inactive Item

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 in 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.

Clear this check box to make the item active.

 

Allow Back Orders

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

 

Allow Trade Discount

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

 

Allocate Landed Cost

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

 

Internet Enabled

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.