Adding a new Item

The procedure for adding a new stock item is as follows:

1. Add [INS].
2. Code. Enter a short description or stock reference number.
3. Description: Enter in a longer description if required.
4. Select Item Type. Click on the down arrow and select from the following options: (This must be completed).
   • Consumable Stocked – Item is recorded into stock on hand.
   • Consumable Non-Stocked – Item is not recorded into stock on hand.
   • Batch Tracked – A record is kept of the batch number. By also selecting the box “Miscellaneous”, the item will be identified as a special one-off item which is not usually stocked, but needs to be tracked.
   • Serial Tracked – Item has its own individual Serial number, and a record is kept of it.

   

5. Save [F9]

The screen IMQ Maint (Item Quantity Maintenance) will automatically appear.

6. Add [INS]

The two boxes which are required to be completed are:

• Code. By clicking on the down arrow, the Units of Measure available for selection will appear. (The options will depend upon what has been set up under Group Maintenance <GM> – Units of Measure)

  - More than one Unit of Measure may be chosen.

• Conversion. For the Unit of Measure “Each”, the Conversion will always be 1. Each other Unit of Measure Conversion is measured against Each.

An example below is where the number of items in a Pallet are compared against 1 each.

7. Save [F9]

8. Click on the Details header to return to Item Maintenance.

9. Complete the section "Default Units of Measure".

For each of the three categories Sale, Purchase and Stocking, click on the down arrow to highlight and select the appropriate Unit of Measure (UOM) as entered in the previous screen. If this section is not completed, the Item will remain INVALID and will be unable to be used in processing.

The following are other sections which may be completed.

Long Description

Default Supplier – The supplier that the item is usually purchased from. Either enter this directly in, or click on the ? button and select [F3] from the supplier list.

Measures – Choose the UOM that the item is to be displayed by, and what quantity required to be displayed.

• On Hand, On Order, Pending or Available.

Discount Level – Enter as appropriate (Refer to the chapter on Discount Matrix Maintenance <DM> to see the effect of a Discount Level).

Decimal Places – These are the decimal places for display purposes.

General Ledger Profile – Defaults to the Default Company Profile as previously set up under the Organisation Maintenance <OM> function.

Costing Method – Click on the down arrow button for selection. The Company Default setting is as previously set up under the Organisation Maintenance <OM> function.

Selling Price and Purchase Price cost calculation – is usually set to “By Transaction Unit”, but can also be altered to another method by clicking on “always by” and selecting appropriately.

Item Life – Enter the Shelf Life and Sell Life as expressed in months, if applicable.

Balance Periods – This is generally expressed as monthly, but can be set to other options.

Once all the Header details have been completed, the Item should be activated, by clicking on the Activate button in the top right hand of the screen.

10. Save [F9].

An example of a completed Item Maintenance screen is demonstrated below.