1. Main
Select this check box if your company has several warehouses or other locations (such as stores or departments) for which you require separate general ledger posting and/or reporting. Clear this check box if your company does not track inventory by warehouse or location.
If this check box is selected, use Warehouse Code Maintenance to assign a warehouse code, description, address, and subaccount for the segment to be substituted for each warehouse.
If this check box is cleared, you must enter information for the default warehouse code (the only warehouse for your company) in Warehouse Code Maintenance. The default warehouse code cannot be deleted, but you can access the record at any time to change the description, address, and the post-to subaccount.
Select this check box if each warehouse reorders separately. Clear this check box if reordering will be performed from a central location. This check box is available only if the Require Multiple Warehouses check box is selected.
Enter a warehouse code to be used as the default warehouse code for inventory transactions, or click the Lookup button to list all warehouse codes. This code normally identifies your main warehouse. This field is available only if the Require Multiple Warehouses check box is selected.
Select the account segment description that represents the segment that is substituted when posting inventory transactions by warehouse. A substituted account is defined by selecting a main segment and the segment associated with the warehouse. Segment substitution allows you to post inventory transactions to a substituted account based on an inventory item’s warehouse. For more information, see Setting Up Segment Substitution for Inventory Management by Warehouse.
Descriptions of subaccount segments that appear in this field are defined in Account Structure Maintenance. Select None to post all inventory transactions to one general ledger account, regardless of the warehouse. The selection in this field determines the subaccount that can be entered in the Post to field in Warehouse Code Maintenance.
If you select a segment in this field, and a subaccount is already defined for a warehouse location in the Post to field in Warehouse Code Maintenance, a message appears indicating that all
subaccounts will be removed from Warehouse Code Maintenance.This field is available only if the Require Multiple Warehouses check box is selected.
Track Warehouse Transfers as Issues
Select this check box to record any items transferred out of a warehouse as a quantity issued for the item history. Clear this check box if you do not want to record transfers as issues. Tracking transfers as issues affects the turnover information calculated on the Inventory Turnover Report.
Calculate Commission by Inventory Item
Select this check box to set the commission rate by item. Clear this check box to use the standard commission rate for each salesperson established in the Accounts Receivable module. If this check box is selected, you can enter detailed commission information for each item in inventory, and the commission rate will print as zero on the Salesperson Commission Report. This check box cannot be cleared unless None or Standard is selected in the Calculation field in Product Line Maintenance.
Select the method used to calculate the quantity available.
Select Purchase Orders to include quantity on purchase orders in the quantity available calculation.
Select Work Orders to include quantity on work orders and quantity required for work orders in the quantity available calculation.
Select POs and WOs to include quantity on both purchase orders and work orders, and quantity required for work orders in the quantity available calculation.
Select No POs and WOs to exclude quantity on purchase orders and work orders in the quantity available calculation.
Due to the differences in vendor lead-times from business to business, the quantity on purchase orders can be used when calculating the quantity available. Similarly, due to the differences in manufacturing lead-times, quantity on work orders can be used in the quantity available calculation. The quantity available is determined using the following calculation:
(Quantity on Hand + Quantity on Purchase Order + Quantity on Work Order) - (Quantity on Sales Order + Quantity on Back Order + Quantity Required for Work Order)
This calculation is used for printing the quantity available on Inventory Management reports and on reports produced by the Bill of Materials module.
Select the method used to determine the length of inventory periods.
Select Calendar Months to base inventory periods on calendar months.
Select Fiscal Periods to base inventory periods on fiscal periods as defined in the General Ledger module.
Note Changing this option results in a message prompt to recalculate the item balance and history information. For more information, see Recalculate Item Balance and History.
Current Calendar Year/Current Fiscal Year
This field is used in conjunction with the Current Inventory Period field to differentiate between the current year and a future year. If Fiscal Periods is selected in the Base Inventory Periods On field, click the Lookup button to list all years defined in Fiscal Year Maintenance.
Select the current inventory period. This field defaults to the current general ledger accounting period.
This field is used in conjunction with the Current Calendar Year/Current Fiscal Year field to differentiate between the current period and a future period. When Inventory Management period end is processed, this field is incremented automatically. This field is independent of the General Ledger module, and performing General Ledger period-end processing does not increment this period.
Select this check box to enable warranty tracking. If this check box is selected, Warranty Code Maintenance is available, warranty codes can be assigned to item codes, and expiration dates are calculated for warranty items.
Note The Warranty Code field in Item Inquiry is available only if this check box is selected.
(Integrate with) General Ledger
Select this check box to integrate the Inventory Management module with General Ledger. Clear this check box if you do not want general ledger postings from the Inventory Management module to update to General Ledger or post to the General Ledger Posting Recap.
Note This field is not available for Sage 100 Premium.
Select this check box to integrate the Inventory Management module with Job Cost. Clear this check box if you do not want to integrate the Inventory Management module with Job Cost. When these modules are integrated, inventory items can be issued directly to jobs. You can also designate distribution to specific job numbers and cost codes.
2. Additional
Type a description for each inventory category. Categories are user-defined sort fields that can be used to sort information on inventory reports. Information can be sorted by criteria such as shelf life, physical size, color, or catalog number. Categories can also be used to select specific items for label printing or a physical count worksheet.
Each description entered here appears as a field name on the Item Maintenance Additional tab. As you establish the record for each item, you can enter specific data. For example, if Category 1 is defined as Color, you might enter colors, such as Black, Red, and White in that field for each item. If you leave a Category Description field blank during this setup, that sort field is not available.
Select how to track changes made to items.
Select None to not track changes, deletions, or additions made to items.
Select All to retain an audit trail of all changes, deletions, and additions made to items.
Select Deletions to track deletions only.
Select Additions to track additions only.
Select Changes to track data field changes only.
Select this check box to record additions to an item in detailed format. The Item Audit Report lists all new additions to an item. Clear this check box to record additions in summary format. The Item Audit Report lists additions as they appear in their old and new format. This check box is available only if an option other than None is selected in the Item Changes to Track field.
Select a default date range to use when viewing the Transactions tab in Item Maintenance and Item Inquiry.
Transactions are listed on the tab based on the default date range. You can change the default range by clicking the Search button to open the Search for Transactions window and entering different options for the transaction date.
Enable Lot/Serial Expiration Dates
Select this check box to enable lot and serial expiration data tracking. You can manually enter expiration dates for lots and serial items, or you can specify how they are automatically calculated.
You can also calculate sell-by, use-by, and return-by dates by adding or subtracting a specified number of days, weeks or years from the expiration date.
Item sales, issues, and returns can be restricted based on the expiration date for users without the appropriate security setup. For more information, see Expiration Dates for Lot and Serial Items.
Clear this check box to disable lot and serial expiration date tracking.
This feature is available only for subscription customers.
Require Expiration Date
Select this check box to require an expiration date when an item is added to stock.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance. This field is available if the Enable Lot/Serial Expiration Dates check box is selected.
Calculate Expiration Date Based On
Select an option to calculate the expiration date. Alternately select Don't Calc to leave the expiration date field blank. A date can then be manually entered.
When you select Days, Months, or Years and enter a value in the Number of Days/Months/Years Before Expiration field, the expiration date is calculated by adding the specified amount of time to the date listed below to calculate an expiration date.
- In Receipt of Goods Entry, the expiration date is calculated using the receipt date.
- In Transaction Entry, when entering receipts, the expiration date is calculated using the transaction date.
- In Production Entry, the expiration date is calculated using the production date.
Example
- Calculate expiration date based on = Months
- Number of months before expiration = 2
- Production date = 5/31/2020
- Expiration Date = 7/31/2020
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance. This field is available if the Enable Lot/Serial Expiration Dates check box is selected.
Number of Days/Months/Years Before Expiration
Depending on your selection in the Calculate Expiration Date Based On field, enter the number of days, months, or years to add to the applicable date to calculate the expiration date.
- In Receipt of Goods Entry, the expiration date is calculated using the receipt date.
- In Transaction Entry, when entering receipts, the expiration date is calculated using the transaction date.
- In Production Entry, the expiration date is calculated using the production date.
This field is available if an option other than Don't Calc is selected in the Calculate Expiration Date Based On field.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
Calculate Sell-By Date Based On
Select an option to calculate the sell-by date. The sell-by date is calculated by subtracting or adding a specified number of days, months, or years to the expiration date.
Select Don't Calc to use the expiration date instead. The sell-by date field will be hidden in data entry tasks.
The sell-by date (or expiration date if no sell-by date is calculated) is compared to the applicable dates listed below to determine whether an item can be sold:
- Sales Order Entry (standard and back orders): Ship date
S/O Invoice Data Entry: Ship date
Note If you change the distribution or add a new lot or serial item, the sell-by date is compared to the invoice date.
- Shipping Data Entry: Ship date
- Transaction Entry sales: Transaction date
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance. This field is available if the Enable Lot/Serial Expiration Dates check box is selected.
(Sales) Number of Days/Months/Years Before Expiration Date
Depending on your selection in the Calculate Sell-By Date Based On field, enter the number of days, months, or years to subtract from the expiration date to calculate the sell-by date.
Calculate Sell-By Date Based On = Days
Number of Days Before Expiration Date = 10
Expiration Date = July 20
Item can be sold no later than July 10
You can calculate a sell-by date based either on the number of days before the expiration date or the number of days after the expiration date but not both.
This field is available if 0 is entered in the Number of Days/Months/Years After Expiration Date field (for sales), and if the Enable Lot/Serial Expiration Dates check box is selected.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
(Sales) Number of Days/Months/Years After Expiration Date
Depending on your selection in the Calculate Sell-By Date Based On field, enter the number of days, months, or years to add to the expiration date to calculate the sell-by date.
You can calculate a sell-by date based either on the number of days before the expiration date or the number of days after the expiration date but not both.
This field is available if 0 is entered in the Number of Days/Months/Years Before Expiration Date field (for sales), and if the Enable Lot/Serial Expiration Dates check box is selected.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
Calculate Use-By Date Based On
Select an option to calculate the use-by date. The use-by date is calculated by subtracting or adding a specified number of days, months, or years to the expiration date.
Select Don't Calc to use the expiration date instead. The use-by date field will be hidden in data entry tasks.
The use-by date (or expiration date if no use-by date is calculated) is compared to the applicable dates listed below to determine whether an item can be issued:
Material Requisition Issue Entry: Issue date
- Transaction Entry issues: Transaction date
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance. This field is available if the Enable Lot/Serial Expiration Dates check box is selected.
(Issues) Number of Days/Months/Years Before Expiration Date
Depending on your selection in the Calculate Use-By Date Based On field, enter the number of days, months, or years to add to the expiration date to calculate the use-by date.
You can calculate a use-by date based either on the number of days before the expiration date or the number of days after the expiration date but not both.
This field is available if 0 is entered in the Number of Days/Months/Years After Expiration Date field (for issues), and if the Enable Lot/Serial Expiration Dates check box is selected.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
(Issues) Number of Days/Months/Years After Expiration Date
Depending on your selection in the Calculate Use-By Date Based On field, enter the number of days, months, or years to add to the expiration date to calculate the use-by date.
You can calculate a use-by date based either on the number of days before the expiration date or the number of days after the expiration date but not both.
This field is available if 0 is entered in the Number of Days/Months/Years Before Expiration Date field (for issues), and if the Enable Lot/Serial Expiration Dates check box is selected.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
Calculate Returns Based On
Select an option to calculate the return-by date. The return-by date is calculated by adding a specified number of days, months, or years to the expiration date.
Select Don't Calc to use the expiration date instead. The Return-By field will be hidden in data entry tasks.
The return-by date (or expiration date if no return-by date is calculated) is compared to the applicable dates listed below to determine whether an item can be returned:
- S/O Invoice Data Entry (when creating credit memos): Invoice date
- RMA Entry: RMA date
- RMA Receipts Entry (when entering receipts without an RMA): Receipt date
- Return of Goods Entry: Return date
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance. This field is available if the Enable Lot/Serial Expiration Dates check box is selected.
(Returns) Number of Days/Months/Years After Expiration Date
Depending on your selection in the Calculate Returns Based On field, enter the number of days, months, or years to add to the expiration date to calculate the return-by date.
You can override this selection for an item or product line in Item Maintenance or Product Line Maintenance.
3. Entry
This field indicates that batch processing is available for Transaction Entry and can only be viewed.
Select this check box to enable batch entry for Transaction Entry. Clear this check box if you do not want to allow batch processing.
Type the next batch number to be assigned when using the batch processing feature in Transaction Entry. You can type numeric or alphanumeric characters. This field is available only if the Allow Batch Entry check box is selected.
Enter....
If....
00001
you want the next batch number assigned to be 00001.
A0005
you want the next batch number assigned to be A0005.
Next Automatic Sales Entry Number
Type the next sales entry number to be assigned when the Next Number button is clicked in Transaction Entry . You can type alphanumeric and special characters.
Next Automatic Issue Entry Number
Type the next issue entry number to be assigned when the Next Number button is clicked in Transaction Entry. You can type alphanumeric and special characters.
Next Automatic Transfer Entry Number
Type the next transfer entry number to be assigned when the Next Number button is clicked in Transaction Entry. You can type alphanumeric and special characters.
Next Automatic Adjustment Entry Number
Type the next adjustment entry number to be assigned when the Next Number button is clicked in Transaction Entry. You can type alphanumeric and special characters.
Next Automatic Receipt Entry Number
Type the next receipt entry number to be assigned when the Next Number button is clicked in Transaction Entry. You can type alphanumeric and special characters.
Next Automatic Count Card Number
Type the next count card number to be assigned when the Next Number button is clicked in Count Card Entry. You can type alphanumeric characters. The next count card number can also be entered in the Default Values for Count Card Entry window; if the number is changed in that window, it will be updated in this task.
Default Unit of Measure for Quantity
Select the default unit of measure to be used in Count Card Entry; this should be the unit of measure used when counting inventory. The default unit of measure can also be selected in the Default Values for Count Card Entry window; the option selected in that window will take precedent over the option selected in this task.
4. Printing
Select this check box to print receipt labels during Inventory Transaction Register or Receipt of Goods Register updates. Clear this check box if you do not want to print receipt labels.
Note Receipt labels print only for items received that are set up for labels in Item Maintenance.
