Item File Maintenance (BIFM102A, BIFM102Z, BIFM12ZZ)

Item File Maintenance is found on the Inventory File Maintenance menu, 3-1, Purchase Order File Maintenance menu, 3-3, Billing File Maintenance Set Up menu, 3-1-2, and the Order Entry File Maintenance menu, 3-2.  To create invoices, orders, purchase orders, and to perform inventory transactions, the item that is involved must be entered into the system.  All items are added, changed, and deleted through the program Item File Maintenance.

Prior to adding the Item File there are other files that must be created.  They are the Product Class File, Vendor File, and the Warehouse File.  Documentation of the creation of these files is found in the Purchase Order manual, File Maintenance/Set Up section.  The Item Type File must also be created.  The documentation of this file is found in the File Maintenance/Set Up section of the Inventory manual.

 

Item numbers must be added for all of the inventory items.  This includes machines, parts, supplies, and accessories.  There are also non-inventory items that are needed.  This includes item numbers for labor and mileage and trip charges.  Thus, basically everything that you sell.  Also necessary are item numbers for sales analysis purposes.  These item numbers are used in the Contract module.  They are entered on every contract.  Their purpose is for the revenue breakdown of the base and meter charges on a contract.

It is important that the design of the actual item number is correct.  The item number should be entered in the most readily identifiable format to your staff.  You want the entry of item numbers during invoicing and inventory transactions to be fast and efficient.  LMS recommends using the model number as the item number on serial numbered equipment.  This simplifies the input in the Service module as the Service Dept. is more accustomed to model number on serial numbered machines then the stock number.  For all other inventory items use the manufacturers stock number including accessories.  Item numbers that are non-inventory items used for sales analysis purpose such as the Sales Analysis item numbers used on contracts should be designed for fast and easy input so is easy to remember.  This also applies to item numbers used to bill labor and trip charges.  For example, many are using the product class number as the Contract Sales Analysis item numbers.

When the manufacturers stock number is not used as the item number, the Vendor Item File is used to enter the Vendors stock number for the item.  This is used on the purchase orders to the vendor.

 

 

 

Introduction  (Contd)

 

As the non-inventory items are designed, keep in mind that the item number and the product class assigned to the item number is the main factor in transferring the revenue and cost to the General Ledger.  Also, to analyze revenue for a specific charge versus another charge more than one item number is needed.  For example, you want to know the amount charged for copier labor versus labor used on computer service.  You need to add an item number for copier labor and computer service labor.

 

For new LMS customers, your LMS trainer is always involved in the design of your Item File.  There are numerous other situations that the trainer can provide to you where non-inventory item numbers used for revenue breakdown are necessary.

 

Also many of the new LMS customers are converting the Item File from their current computer system to the LMS system.  Your current item numbers are transferred to the LMS Item File.  Be aware that many of the fields stored in the LMS Item File may not be included in your current Item File.  You still have many changes to make on your Item File adding the additional information included in the LMS Item File.

 

The Item File has many purposes.  It stores the main defining point in the sales analysis breakdown of revenue and cost via the product class number.  Product class also defines the inventory category such as parts versus supplies.  The Item File defines numerous defaults that are used in billing or inventory transactions.  This includes list price, average and last cost, and standard costs, sur prices, quantity discounts, substitute items, segments, and price types.  Commission calculation and a minimum commission amount can be defined in the Item File.  The type of item is also defined, such as if the item is a part or a serialized item or a metered machine.  The inventory parameters of the item are defined in the Item File.  This includes the primary vendor, unit of measure, and pack multiple.  The desired minimum and maximum amounts, and bin location for warehouse 1 are defined in the Item File.  Default parameters used in Service are defined, such as emergency threshold limits, PM parameters, call back parameters, and meter and meter reading capabilities.  Whether an item is an accessory is defined.  Also allowed is storage of 4 user defined fields.  All of these fields are entered through Item File Maintenance.

 

During the adding or changing of items a product class and item type inquiry can be performed.  The inquiries list all of the existing product classes and item types and allows selection.  This is to aid in entering the correct data.  There is also a fast add option, which allows the adding of an item without having to access all of the fields that are available in Item File Maintenance.  Note:  The fast add option can only be activated after the mandatory fields are entered.

 

 

 

Introduction  (Contd)

 

All costs and prices are stored with the capability to have 4 decimal positions.

 

A free flowing message may be assigned to each item.  The messages are stored in a separate Item/Serial Message File.  The message can be modified in Item File Maintenance or in the Item/Serial Message File Maintenance program found in the Billing module, 3-1-20.

 

Item File Maintenance allows direct access to the creation of a predefined kit and the Model Association Table.

 

When adding items, direct access to the Vendor Item File is available.  This is a Global File option and is only accessible to those using the Purchase Order module.

 

When an item is being added and no list price is entered after entering the cost, a prompt to enter a percentage markup appears.  The operator can then enter a percentage and the list price is automatically calculated as the cost times the entered percent.  The program prompts the operator to input whether to use average or last cost.

 

The Item File defines the inventory parameters for the main warehouse, which is warehouse 1.  When adding an item the option to stock the item in the other warehouses on your system is available.  An Item Warehouse File is created.

 

Item numbers can be accessed in the change and delete mode by item number, item alpha or description, or item association search.  The ability to go back and forth between screens is available.

 

When an item is accessed in the change mode, a record is written to the Inventory Transaction File, Imwactd File.  Included in this record are the system and transaction date, system time the change was made, and operator initials.  This helps identify who and when Item File changes are being made.  These transactions can be accessed with the Stock Activity Inventory Report.  When an item is deleted, a record is also written to the Imwactd File.  The same information is stored as described for a change with the addition of a description of Item Record Deleted.

 

When an item is deleted, the program automatically deletes the messages assigned to the item.  Any existing Vendor Item Files, Model Association Files, and Item Association Files are automatically deleted.  If the item is a master predefined kit item number, the predefined kit is also deleted.

 

 

 

Enter Data

 

Enter Procedure Type  A'dd  C'hange  D'elete  E'nd   

 

Enter A to add an item.  Enter C to change item information.  Enter D to delete an item.  Enter E to exit the program.

 

 

Adding An Item

During the add an up arrow ^ to go back one space or a / slash to cancel may be input.  Many of the fields allow a carriage return for no entry.  Any defaults are noted.

 

Fld Item No.:

 

Enter the item number.  This is used to identify the item.  Duplicates are not allowed.  If an attempt is made to add an item that already exists, the prompt Item Already On File appears.  The cursor returns to the Enter Procedure Type prompt.  The Item Number cannot be changed through Item File Maintenance.  The only way to change the item number is to perform an Item Merge or Conversion.  Be careful when adding items to enter it exactly the way it is supposed to be including spaces or dashes, if desired.  Note:  On programs that list item numbers in item number order, numeric item numbers always appear before alpha item numbers.  Dashes and spaces are considered alpha. (18 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Fld Item No.:

 

As stated in the introduction to Item File Maintenance, LMS recommends using the model number as the item number on serial numbered machines and the Manufacturers Stock number on all other items.  For more tips on creating the item number, please review the introduction.

 

1-Desc.:

 

Enter the items description.  This is also used to identify the item.  Item description search is available in most programs that item number is input.  The description of the item is used to access the item number.  The first characters of the description are normally entered in the item description search.  Also many reports, invoicing screens, and invoice forms do not allow for the entire 32 character description.  The standard long invoice form only prints 28 characters of the description.  When creating the description, keep in mind to put the most identifiable characters first.  For example, enter the description as Paper - 8-1/2 X 11 - White instead of 8 - 1/2 X 11 White Paper.  (32 Alphanumeric)

 

2 Product Class:

Enter the product class that the item is assigned to.  Product class is important.  It is used to transfer revenue and cost of items to the General Ledger.  It is also used to categorize items in your inventory.  For example, a product class is created for parts versus supplies versus machines.  Entering an invalid product class produces the prompt, Invalid Product Class.  The cursor returns for reinput.  Note:  Product class can be changed.  However, once an item has been sold it is not recommended to change a product class in the middle of the accounting month.  (4 Digits Or ?)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

2-Product Class:

 

 

To view an inquiry of all of the possible product classes, enter a ? (question mark).  The inquiry also allows selection of a product class.  The product class number and description are displayed.  One of the two following prompts appears.  (4 Digits Or ?)

 

Select Product Class Choice, Or E'nd: 

Display N'ext, Select Product Class Choice, Or E'nd:  N

 

The first prompt appears when there is only one screen of product classes.  The second prompt appears when there is more than one.  Enter the product class that is desired for the entered item.  Enter a N for next or a carriage return for the default of N for next to access the next screen of product classes.  Enter an E to exit the product class inquiry.  The cursor returns to the Product Class prompt.  When a N for next is input, one of the two following prompts appears.

 

 

 

Enter Data  (Contd)

 

Display N'ext, P'revious, Select Product Class Choice, Or E'nd:  N

Display P'revious, Select Product Class Choice, Or E'nd:

 

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is reached.  Enter the product class that is desired for the entered item.  Entering an invalid product class number produces the prompt Invalid Product Class.  The cursor returns for reinput.  Enter a N for next or a carriage return for the default of N for next to access the next screen of product classes.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter an E to exit the product class inquiry.  The cursor returns to the Product Class prompt.

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

3 List Price:

 

Enter the manufacturers list price or your selling price.  This is the price for a quantity of one and must correspond with the items unit of measure and pack multiple, fields 4 and 7.  This is the default list price when entering an invoice or order and can be overridden per order or invoice.  When a zero list price is input, an option to calculate list price as a percentage of the inputted average or last cost appears later in the input.

All of the price and cost fields in the Item File can have 4 digits after the decimal point.  This is useful for loading costs and prices for cabling and corona wire.  For example, the list price could be .0123 or 1.0123.  Because of this ability, the prices and costs always display with 4 numbers after the decimal point.  For example, $10.00 displays as 10.0000.  Because the majority of the prices and costs only have 2 digits after the decimal point, Item File Maintenance is able to recognize entry of the number without a decimal point and the extra 2 decimal positions and convert to the 4 decimal point display.  Note:  You may enter the decimal points if desired but it is not necessary.  For example, to enter $10.00 as the price, entering 1000 or 10.00 is automatically changed to 10.0000.  To enter 50 cents as the price enter 50 or .50 which displays as .5000.  This is to save the operator time not having to enter decimal points.  However, if more than 2 digits after the decimal point are desired, you must enter the decimal point.  For example, if the price is .0150 (one and a half cents), you must enter the price in Item File Maintenance as .0150 or .015 then the price is displayed as .0150.  If 0150 was input without the decimal point, the resulting figure is 1.5000 not the .0150 that was desired.  The rule is, if a price or cost only needs two decimal positions then do not enter a decimal point or the extra two decimal positions.  If a price or cost does need 3 or 4 decimal positions, a decimal point must be entered.

 

Following are some examples.  The entry column is how the number should be keyed in.  The result column is how the number is displayed in Item File Maintenance.

 

Desired Amount                                         Entry                                      Result

$1000.00                                                       100000                                   1000.0000

$51.25                                                            5125                                       51.2500

$.0123                                                            .0123                                      .0123

$.10                                                                10                                            .1000

$.1234                                                            .1234                                      .1234

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

3 List Price:

 

In order to allow a four decimal position number there has to be a limit on the highest number that can be entered in a price or cost field.  This number is 200000.00 or Two Hundred Thousand Dollars.  Note:  This is not extended cost or price just unit or for a quantity of one.  If an attempt is made to enter a number larger than 200000.00, the prompt Number Can Not Be Greater Than 200,000.0000 appears.  The cursor returns for reinput.

 

 

If an attempt is made to enter a number that has more than 4 decimal positions, the prompt There Can Only Be 4 Decimal Positions appears.  The cursor returns for reinput.

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

3 List Price:

 

A negative number is not allowed.  If an attempt is made to enter a negative number, the prompt Number Can Not Be Negative appears.  The cursor returns for reinput.

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

4-Unit/Meas:

 

Enter the unit of measure of the item.  This is the packaging that the item is most often sold to your customers.  All machines or serial numbered items should be entered with a unit of measure of EA for each.  Also kit master item numbers should also be entered as EA.  For all other items, enter the unit of measure that the item is most often sold as.  A broken pack can be sold, however, keep in mind that you do not want to override the unit of measure every time the item is entered on an invoice.  If you buy the item from the vendor in a different unit of measure then what you normally sell the item as, it is handled by the system with the Vendor Item File and also the vendor unit of measure and pack multiple stored in the Item File, fields 24 and 25.  Any differences in the vendors UM and PM to the Item Files UM and PM are automatically adjusted in the Purchase Order module.  Items received in Inventory Receipts would have to manually have the quantity and cost converted from the vendors UM and PM to the Item Files.  (2 Alphanumeric)

As example of a difference, the item is shipped from the vendor in cartons with 4 in a carton.  However, your company always sells these as eaches.  Field 4 should be entered with a unit of measure of EA and a pack multiple of 1.  The vendors unit of measure would be CT for a carton and a pack multiple of 4.  Some other examples of unit of measure are CS for case, BX for box, and RM for ream.

 

5-Avg. Cost:

The average cost of an item is automatically calculated when items are received into inventory through P.O. Receipts and Inventory Receipts.  The first receipt of the item calculates an average cost.  When adding an item if you do not have an existing average cost, enter the average cost as the same cost as the last cost of the item.  Do not leave this as zero unless the last cost is actually zero.  The cost is for a quantity of one and must correspond with fields 4 and 7, the unit of measure and pack multiple.  The entry of the cost is the same as described for list price, see page 628, allowing a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Can Not Be Negative, display when needed.  (Numbers up to 200000.00)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

6-Last Cost:

 

The last cost of an item is automatically updated when items are received into inventory through P.O. Receipts and Inventory Receipts.  The first receipt of the item updates the last cost.  When adding an item, enter the last cost as the actual last cost paid for the item.  Do not leave this as zero unless the last cost is actually zero.  The cost is for a quantity of one and must correspond with fields 4 and 7, the unit of measure and pack multiple.  The entry of the cost is the same as described for list price, see page 628, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  Note:  The existing average cost stored in the Item File is used in the calculation of the new average cost.  The average and last cost fields are also used as the cost of the items that are invoiced to your customers.  Entering the correct average and last cost is very important.  (Numbers up to 200000.00)

When adding a new item, the prompt Enter List Price Gross Markup %  (EX: 10.00% = 1000) appears when no list price is entered and after entering the last cost.  The prompt does not appear if a list price greater than zero is input.

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Enter List Price Gross Markup %  (EX: 10.00% = 1000)

 

A carriage return leaves the list price as zero.  Enter the desired percentage.  This percentage is used to calculate the list price of the item.  Enter the percentage without the decimals.  (Ex. 200 =2%, 525 =5.25%, 1500 =15%)

 

After the input of the percentage, the following prompt appears.

 

Calculate The Markup On Average Or Last Cost L

 

 

Enter an A to use the inputted average cost.  Enter L or carriage return to accept the default of L for last cost.  When average or last cost is selected the list price is calculated and written into field 3 on the screen.  You may up arrow back to change this, if desired.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

As an example 500 (5%) was input for PART566.  The last cost is used.  The calculated list price is 13.1500 X 5% =.6575 + 13.1500 = 13.8075.  This is then rounded to 13.8100.  Rounding to two decimal positions followed by two zeros always occurs.

 

 

7-Pack Mult:

Enter the number of pieces contained in each unit of measure.  This must correspond with field 4 and also the costs that were entered.  A carriage return defaults to 1.  If the unit of measure is EA, the pack multiple should always be 1.  When less than a full pack is sold, the invoicing programs divide the list price and cost by the pack multiple to arrive at an each price and cost.  An example of the pack multiple and unit of measure is an item number for ribbons that has a unit of measure of BX for box.  One box consists of 12 ribbons so the pack multiple is 12.  (4 Digits)

 

8-Sur. Price:

 

When an item has a pack multiple greater than 1, a broken pack can be invoiced.  The calculated price for one unit is list price divided by the pack multiple.  That becomes the default price for the broken pack unit.  However, if there is a different price desired when a broken pack is sold, enter the price for one unit or broken pack as the sur. price.  When there is a sur. price in the Item File and a broken pack is entered on an invoice or order, the default price for one unit is the stored sur. price.  Note:  This can be overridden per order or invoice.  The entry of the sur. price is the same as described for list price, see page 628, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  (Numbers up to 200000.00)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

9-Burden %:

Commission method 2 calculates commission based on gross profit.  You may enter a percentage mark-up on the cost used in calculating the gross profit.  This can be used to factor in overhead on the cost.  For example, the cost is 50.00.  A burden % of 2% is entered.  The Commission Reports use the cost of 51.00 in the calculation of the gross profit.  (4 Digits - Enter No Decimals - Enter 20 to = 2.0 = 2%, 100 = 10.0 = 10%)

 

10-Comm %:

 

Entering a percentage in this field pays commission on the net sale price of this item.  Any defined commission methods for the product class assigned to the item is overridden by the percentage stored in this field.  All sales reps are paid at this percentage of the net sale for this item.  (3 Digits - Enter No Decimals - Enter 20 to = 2.0 = 2%, 100 = 10.0 = 10%)

 

11-Sub Item:

 

A substitute item may be entered to use on an invoice or order if the item is out of stock.  The prompt SUB entered on an invoice or order automatically accesses the substitute item.  Note:  An invalid item is accepted but cannot be entered on an invoice or order.  (18 Alphanumeric)

 

12-Quantity:

13-Quantity:

14-Quantity:

15-Quantity:

16-Quantity:

 

There are five possible quantity breaks that can be stored per item.  The price break can be calculated by percentage or an actual price.  Enter the quantity that must be sold to activate a price break when entering an item on an order or invoice or a billable service ticket.  (4 Digits)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

17-Discount or Price:

 

The cursor only stops at this prompt if at least one quantity is entered in fields 12-16.  When the cursor does not stop at this prompt, it continues on to field 23 Vendor: and bypasses fields 18 through 22.  Enter D to calculate quantity breaks by a discount percentage.  Enter P to calculate quantity breaks by a price.  You must enter a D or a P if at least one break is defined.  After a D or P is entered, the cursor continues on to the following prompts.

 

18-Dsc/Prc: 

19-Dsc/Prc: 

20-Dsc/Prc: 

21-Dsc/Prc: 

22-Dsc/Prc: 

 

Enter the discount or price that corresponds with the quantity entered in fields 12 to 16.  Field 18 corresponds with field 12, field 19 with field 13, and on down.  If a D was input in field 17, enter the discount percentage that the list price is adjusted.  If a P was input in field 17, enter the actual price for a quantity of one.  The price should correspond with the unit of measure and pack multiple of the item.  The entry of the price is the same as described for list price, see page 628, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  (Numbers up to 200000.00, For D enter 200 for 2.0000 = 2%, 1000 for 10.0000 = 10%)

 

For example, the list price of an item is $15.00. 

 

            Qty:  12           Price:  $14.70            Discount:  2.00

            Qty:  24           Price:  $14.62            Discount:  2.50

 

Selling a quantity of 1 to 11 uses the list price of 15.00.  Selling a quantity of 12 to 23 uses the price of 14.70 or the discount of 2% off of $15.00.  Selling a quantity of 24 or more uses the price of 14.62 or the discount of 2.5% off of 15.00.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

23-Vendor:

 

Enter the number assigned to the primary vendor for this item.  An invalid number is allowed but the vendor number should correspond with the vendor numbers entered in the Purchase Order and Accounts Payable modules.  (8 Digits)

 

24-Vendor U.M.:

 

Enter the primary vendors unit of measure.  Whatever was entered in field 4-Unit/Meas: appears as the default.  A carriage return accepts the default.  This should be overridden, if necessary.  This is how you buy the item from the vendor.  This may be different from the unit of measure defined in field 4, which is the unit of measure that you sell the item to your customers.  For example, paper is bought by the case, thus the vendors unit of measure is CS.  However, you sell the majority of paper by the ream thus field 4 is RM.  (2 Alphanumeric)

25-Vendor P.M.:

 

Enter the number of pieces contained in the vendors unit of measure.  Whatever was entered in field 7 Pack Mult: appears as the default.  A carriage return accepts the default.  This should be overridden, if necessary.  This is the vendors pack multiple.  Note:  If this is different from field 7 and purchase orders are created for this item, you must create a Vendor Item File.  Documentation of the Vendor Item File is included in the File Maintenance/Set Up section of the P.O. manual.  (4 Digits)

 

26-Weight:

 

Enter the weight of the item.  This is informational only for shipping purposes.

(7 Digits converts to 3 decimal places)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

27-Type:

,

This is a single character used to define the item type.  Item type is used throughout the system to categorize different types of items on reports for collection purposes, commission reports, contract profit analysis, service call calculations, and the entry of service calls on machines versus accessories.  Item type is also stored in the Sales Analysis and Sales History Files.  The important thing to note is do not use the same letter or number for different categories or types of items.  Item types must be valid.  They are created in Item Type File Maintenance, found in Billing 3-1-3 or Inventory 3-9 or Purchase Order 3-11.  For more information on item types see the documentation of Item Type File Maintenance.  A product class can be defined for every valid item type.  If the product class that is assigned to the item that is being added is stored in the Item Type File that item type appears as the default item type.  A carriage return accepts the default.  The default can be overridden.  If an invalid item type is entered, the prompt Invalid Item Type appears.  The cursor returns for reinput. 

(A - Z or 0 - 9 or ?)

 

There is also the ability to do an inquiry to view all of the existing item types.  The inquiry also allows selection of the item type.  The item type description, product class, category and category description, and Contract P/L type are all displayed for each item type.  Entering a ? (question mark) produces one of the two following prompts.

 

Select Item Type Choice, Or END:

Display NExt, Select Item Type Choice, Or END: NE

 

The first prompt appears when there is only one screen of item types.  The second prompt appears when there is more than one screen.  Enter the desired item type for the item that is being added.  The prompt Invalid Item Type appears when an item type is input that does not exist.  Enter NE for next or a carriage return for the default of NE for next to access the next screen of item types.  Enter END to exit the item type inquiry and return to the Type: prompt.  When NE for next is input, one of the following two prompts appears.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Display NE'xt, PR'evious, Select Item Type Choice, Or END:  NE

Display PR'evious, Select Item Type Choice, Or END:

 

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen is reached.  Enter the desired item type for the item that is being added.  The prompt Invalid Item Type appears when an item type is input that does not exist.  The cursor returns for reinput.  Enter NE for next or a carriage return for the default of NE for next to access the next screen of item types.  Enter PR for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter END to exit the item type inquiry.  The cursor returns to the Type prompt.

 

Following are some examples of item types.  The first four are pretty standard for the LMS systems.

 

            P for Parts                              S for Supplies                        A for Accessories                             C for Copiers                                  X for Fax                                T for Typewriters

            M or G for Maintenance Service Contracts           

            R for Rental Service Contracts                                            E for Lease Contracts

            L for Labor                             F for Furniture

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

28-Minimum:

 

This is the reorder point.  When the quantity reaches or falls below this point the item needs to be reordered.  This is used by the P.O. Worksheet and the Stock Status Reports in the calculation of the amount to be ordered.  This is the desired minimum on hand inventory level for warehouse 1 only.  During the lead time of the item, this is the desired quantity that is used.  This must correspond with the unit of measure and pack multiple entered in fields 4 and 7.  (8 Digits)

 

29-Maximum:

 

This is the maximum quantity that you want to stock in warehouse 1.  When the item is reordered by the P.O. Worksheet or Stock Status Reports, the programs order up to this quantity.  This must correspond with the unit of measure and pack multiple entered in fields 4 and 7.  (8 Digits)

 

Note:  After accumulating at least 3 months of sales history, the MIN and MAX Report found in the Inventory module can be run to recalculate the minimum and maximum amounts per warehouse.

 

30-Order Amt:

 

This is the economic order quantity.  This is informational only.  This is printed on the P.O. Worksheet.  (8 Digits)

 

31-Location:

 

Enter the bin location that the item is stored in warehouse 1.  The bin location can be used to print physical inventory listings.  The items can be printed in bin location order.  This is an alphanumeric field.  Note:  When defining the bin locations keep in mind that numbers come before letters in the order.  Because this is an alphanumeric field a bin location of 123 would print before a bin location of 23 even though 123 is greater than 23.  Thus, all numeric bin locations that begin with 1 print first then 2 then 3 and so forth.  All bin locations that begin with A print before B and so forth.

(8 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

32-Days(Min Use):

 

This is the number of days in sales to be used to recalculate the minimum inventory quantity or the lead time.  This is used in the recalculation of the minimum and maximum quantities by the Min and Max Report.  This is also stored in the Global File for the entire Item File.  Anything entered in this field overrides the Global File for this specific item.  The highest number that can be entered is 366.  If a number is entered that is greater than 366, the prompt Number Must Be 366 Or Less appears.  The cursor returns for reinput.  (0-366)

 

33-Days(Max Use):

 

This is the number of days in sales used to recalculate the maximum inventory quantity.  This is used in the recalculation of the minimum and maximum quantities by the Min and Max Report.  This is also stored in the Global File for the entire Item File.  Anything entered in this field overrides the Global File for this specific item.  The highest number that can be entered is 366.  If a number is entered that is greater than 366, the prompt Number Must Be 366 Or Less appears.  The cursor returns for reinput.  (0-366)

 

34 Override:

 

An item can be defined as an override item.  When an item is an override item, entering the item on an invoice or order, prompts the system to ask for description and unit of measure.  These are used for miscellaneous items that are not normally stocked.  Enter a Y for yes to mark this as an override item.  Enter a N or a carriage return for the default of N for no, this is not an override item.  Note:  Override items should normally be entered with zero list price and cost and the invoicing programs then prompt for price and cost.

 

35-Non-Stock: (Y,N,D)

 

Enter a N for no, this is not a non-stock item.  This is an item that is a stock item and is normally stocked in warehouse 1.  A carriage return defaults to a N for no.  Enter a Y for yes, this is a non-stock item.  This is not an item that is normally stocked in warehouse 1.  On items that are non-inventory items such as the Labor charge items and the Contract Sales Analysis item numbers, enter a Y for yes.  Enter a D to indicate this item is considered dead stock in warehouse 1.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

36-Disc. Exmpt:

 

Enter a Y if this item is never discounted.  A Y prompts the invoicing and order entry programs to produce the prompt Discount Exempt when the item is entered on an invoice or order.  Note:  A discount can still be entered.  Enter N for no if the item can be discounted.  A carriage return defaults to N for no.

 

37-Serial No.:

 

This must be a Y for yes on all serial numbered items.  A Serial File is not created unless this is a Y for yes.  This includes copiers, computers, fax and accessories, basically all equipment where the serial numbers need to be input for service, billing, and inventory purposes.  Enter N for no for non-serialized items.  This includes supplies and parts and non-inventory items such as labor and Contract Sales Analysis item numbers.  A carriage return defaults to N for no.

 

38-Metered:

 

Enter a Y for yes if this item has a meter.  Enter N for no if the item has no meter.  A carriage return defaults to N for no.  Note:  If this is no the Service Dispatch programs do not ask for a meter reading.

 

39-Tax Exempt:

 

Enter a Y for yes if this item is considered tax exempt.  Entering a Y for yes allows an input of a tax code for the specific item.  It is a way to override the tax code entered on the invoice or order header and have the computer prompt for the override.  With a Y for yes, a prompt Sales Tax Override appears when the item is entered on an invoice or order.  This is often used for the labor item numbers.  The parts that are on the invoice are taxable but the labor charge is not.  Thus, a non-taxable tax code is input for the item.  Enter N for no to mark this as not a tax exempt item.  A carriage return defaults to N for no.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

40-B/O Exempt:

 

Enter a Y if this item is never back ordered.  A Y prompts the invoicing and order entry programs to produce the prompt Back Order Exempt when the item is entered on an invoice or order or order release.  Note:  A back order can still be entered.  Enter N for no if the item can be back ordered.  A carriage return defaults to N for no.  This is often set to yes when an item has been discontinued so alerts the operator not to back order the item.

 

41-Spare Part:

 

Enter a Y for yes if the item is a part.  Enter N for no if the item is not a part.  A carriage return defaults to N for no.  There are options in the inventory reports and the P.O. Worksheet to only include parts, everything but parts or all items.  A yes in this field defines this as a part for this option.

 

42-E.M. Calls:

 

Enter the number of emergency service calls the item must have within a defined number of days to reach its emergency threshold.  Only serial numbered items would ever use this field.  This is a feature used in the Service Dispatch module.  This is the default for this item and is written into the Serial Files assigned to the item.  An individual Serial File can be changed in the program Machine Placement.  (3 Digits)

 

43-Period (Days)

 

Enter the number of days to reach the emergency threshold.  This corresponds with the number of E.M. calls entered in field 42.  For example, 3 calls within 30 days causes the machine to reach its emergency threshold.  (3 Digits)

 

44-PM Due (Mths):

 

Enter the recommended number of months that can elapse before a preventative maintenance service call is due on this machine.  This is the default for this item and is written into the Serial Files assigned to the item.  An individual Serial File can be changed in the program Machine Placement.  (3 Digits)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

45-LIFO Cost:

 

Enter the items cost at the time of conversion to a LIFO system.  This is informational only.  The entry of the lifo cost is the same as described for list price, see page 628, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative display when needed.  (Numbers up to 200000.00)

 

46-LIFO Qty:

 

Enter the quantity on hand at the time of the conversion to a LIFO system.  This is informational only.  (8 Digits)

 

47-Comm Cost:

A commission cost can be stored.  This cost is then used as the cost in the gross profit calculation for commission methods 1, 4, and 5.  This can be the cost without any quantity discounts or special purchasing conditions.  The entry of the cost is the same as described for list price, see page 628, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  (Numbers up to 200000.00)

 

48-Model No:

 

Enter the model number associated with the item.  Note:  There is also the ability to build a model association table, which basically replaces this field.  (7 Alphanumeric)

 

49-Auto Min/Max  (Y/N):

 

To have the item be included in the calculation of the minimum and maximum amount on the Min and Max Report, enter a Y for yes.  Enter N for no not to include the item.  This only relates to warehouse 1.  Note:  There is a program found in the Inventory module that changes this flag based on product class and warehouse input.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

50-Kit Master (F,P,N,M):

 

There is the ability to create kits.  There are two types of kits that are operational in the LMS system.  One is a free flowing kit and the other is a predefined kit.  A free flowing kit allows the operator to enter all of the items associated with the kit during the input of the invoice or order.  A predefined kit is already entered with the items that are assigned to the kit.  A Kit Master Item number must be created for both types of kits.  When adding a Kit Master Item number, enter an F if this is the Kit Master Item number for a free flowing kit.  Enter P if this is the Kit Master Item number for a predefined kit.  Another type of kit is being developed.  These are manufacturer kits allowing a kit to be received into inventory.  To indicate the item is the Kit Master Item number of a manufacturers kit, enter an M.  Note:  Development of the use of a manufacturers kit appear in later revisions.  Enter N if the item that is being added is not a Kit Master Item number.  A carriage return enters the default of N.  A F, P, or an M is not input on the items included on the kit only on the Kit Master Item number. 

The actual item number assigned to free flowing kits can be whatever you desire.  One example of a free flowing kit is to invoice a copier system.  This includes the copier, sorter, paper deck, and document feeder.  The Kit Master Item number might be the model number of the machine followed by the word system.  Since the price varies on free flowing kits, list price may be left as zero or one can be entered.  The list price can be overridden when inputting the order or invoice.  Cost should be zero as the cost of the kit comes from the cost of the items included on the kit.  The Kit Master Item number should be a Yes for non-stock.  A separate product class including only Free Flowing Kit Master Item numbers may be desired providing an item listing of only Free Flowing Kit Master Item numbers.  An item type just for kits may also be useful.

 

One example of a predefined kit is a supply kit.  An example of a Predefined Kit Master Item number is the initials of your company followed by the vendor and model number of the machine that the supply kit is for.  The description notes the number of copies the supplies will yield.  A list price is entered but can be overridden during the invoice or order.  The list price is what the customer sees and includes all of the individual items that are a part of the kit.  No cost is entered as the cost of the kit comes from the cost of the items included on the kit.  The Kit Master Item number should be a Yes for non-stock.  A separate product class including only Predefined Kit Master Item numbers may be desired providing an item listing of only Predefined Kit Master Item numbers.  You also might want to create an item type just for kits.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Following is an example of a Free Flowing Kit Master Item number and a Predefined Kit Master Item number.

 

 

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

50-Kit Master (F,P,N, M):

 

When a P is input to define the item as a Predefined Kit Master Item number, the program automatically accesses the Kit File Maintenance program.  This occurs after the last prompt on the add is entered and before the message prompt.

 

 

This allows the operator to enter all of the items that are included on the predefined kit.  Be sure that all of the individual items are already added to the Item File prior to creating the predefined Kit Master Item numbers.  For more information on Kit File Maintenance please see the Billing manual.  Once all of the items have been added to the kit and Kit File Maintenance is exited the cursor returns to Item File Maintenance.  The cursor returns to the adding of the item.

 

Note:  Kit Master Item numbers should not be serialized items.  When changing a Kit Master Item number with a P, F, or M, field 37 Serial No. is automatically set to N for no.

 

51-PM Due Copies:

 

Enter the recommended number of copies that can elapse before a preventative maintenance service call is due on this machine.  This is the default for this item and is written into the Serial Files assigned to the item.  An individual Serial File can be changed in the program Machine Placement.  (9 Digits)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

After entering field 51 the second screen of Item File Maintenance appears.

 

 

52-Accessory(Y/N):N

 

Enter a Y for yes if the item that is being added is an accessory to a machine.  Enter N for no or a carriage return for the default of N to indicate the item is not an accessory item.  An up arrow key ^ returns the cursor to the first screen and field 51.

 

53-Segment

 

A segment number can be stored.  Segment numbers are assigned by the vendor.  Segment numbers are normally assigned to copiers.  Whatever is stored in this field becomes the default for the Serial File.  (2 Digits)

 

54-Price Type:

 

A price type or code can be stored.  Price types are normally assigned by vendors.  Konica and Sharp dealers use price types.  (4 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

55-Standard Cost:

 

A standard cost can be stored.  Whatever was entered as the last cost appears as the default standard cost.  A carriage return accepts the default.  This can be overridden or zeroed out.  The entry of the standard cost is the same as described for list price, see page 629, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  (Numbers up to 200000.00)

 

56-Min. Comm Amt:

A minimum commission amount can be stored.  This is an amount that the calculated commission cannot go below.  The sales rep is paid this commission amount at least.  The entry of the commission is the same as described for list price, see page 629, allowing for a four decimal position number.  The error messages, There Can Only Be 4 Decimal Positions and Number Can Not Be Greater Than 200,000.0000 and Number Cannot Be Negative, display when needed.  Whatever is stored in this field becomes the default for the Serial File.  (Numbers up to 200000.00)

 

57-Mfg. Warr (Days)

 

A number of days can be defined as the default manufacturer warranty days from date received to manufacturers warranty expiration date.  When entering the receipt the number of days could be used to calculate a manufacturers warranty expiration date.

(4 Digits)

 

58-Neg. Stock Status(Y/N)

 

Enter a Y for yes or carriage return for the default of yes if the items on hand quantity in warehouse 1 is allowed to go negative.  Enter N for no if the items on hand quantity in warehouse 1 is not allowed to go negative.  Preventative measures in the billing and order entry programs to stop an item from being billed that would produce a negative on hand will be added to the invoicing programs.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

59-Response Time

 

A response time code can be stored.  This relates to serialized items.  Response time is defined in the Service module and is used in the Technician Dispatch program.  Whatever is stored in the Item File becomes the default for the Serial File.  (2 Digits)

 

60 & 61 & 62-Spare

 

Fields 60, 61, and 62 are not used at this time.  These are reserved for future additions to the Item File.  The cursor does not stop at these prompts.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

 

Fields 63 through 68 only relate to serialized items.  Fields 64 through 68 only relate to serialized metered items.  The next field that is accessed depends upon whether the item is a serialized item and has a meter.  This is basically a time saving feature to skip fields that are not applicable.  You can always come back in and change the individual fields.  When field 37 Serial No.: is N for no and field 38 Metered is N for no, the cursor continues on to field 72.  When field 37 Serial No.: is a Y for yes and field 38 Metered is N for no, the cursor continues on to field 63 and then on to field 72.  When field 37 Serial No.: is a Y for yes and field 38 Metered is Y for yes, the cursor continues on to field 63 and then stops at all of the fields through field 68.  If an error was made and field 37 Serial No. is N for no but field 38 Metered is a Y for yes, the cursor would skip field 63 and continue on to fields 64 through 68.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

63-Call Back(Days)

 

A number of days between service calls that sets the call as a call back can be defined per item.  A default appears.  This is the number of days that is stored in the Service Control File, Global Record 10.  A carriage return accepts the default.  This can be overridden, if desired.  Whatever is stored in this field becomes the default for the Serial File on new records.  (4 Digits)

 

64-Call Back(Copies):

 

A number of copies made between service calls that sets the call as a call back can be defined per item.  Whatever is stored in this field becomes the default for the Serial File on new records.  (9 Digits)

 

65-Meter Reset(Y/N):

 

Enter a Y for yes to state that the meter on this model of machine can be reset.  Enter a N for no or carriage return for the default of a N for no to state that the meter on this model of machine cannot be reset.  Whatever is stored in this field becomes the default for the Serial File on new records.

 

66-Meter A/D:

 

Enter an A or carriage return for the default of A to state that the meter has ascending or forward meter readings.  Enter a D to state that the meter has descending or downward meter readings.  Whatever is stored in this field becomes the default for the Serial File on new records.

 

67-Max Meter Rdg:

 

A maximum meter reading can be defined.  This is the meter reading at the point that the meter rolls over.  (9 Digits)

 

68-AMV Limit

 

A suggested limit on the average monthly volume that the model can handle can be defined.  (9 Digits)

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

69, 70, 71 Spare:

 

Fields 69, 70, and 71 are not used at this time.  These are reserved for future additions to the Item File.  The cursor does not stop at these prompts.

 

72 - 73-User Def-30:

 

There are two user defined 30 alphanumeric character fields.  Whatever is desired can be stored in these fields.

 

74 - 75-User Def-Num

 

There are two user defined 9 character numeric fields.  No alpha characters are allowed.  (1-999999999)

 

After entering field 41 Spare Part, a fast add can be done.  Input of a \ back slash activates the fast add.  The back slash \ can be entered at all of the fields from field 42 through 76.  Once the back slash is input, the item is added.  The cursor is at the Enter Item Message prompt.  The purpose of the fast add feature is to add the record to the Item File before reaching the last field prompt.  If you are interrupted during the add and you cannot finish the add at that time, you can fast add it instead of canceling the add.  However, remember to always come back later and do a change and add the rest of the information.  The Item File is the basis of the system thus it is extremely important that all information is entered.

When a fast add is made, all of the fields that were not accessed and have defaults are set to the defaults.  If there is no default they are left blank.  Following are specific fields and how they are set.  These can all be changed through the change mode.

 

Auto Min/Max(Y/N) Set to N.

Kit Master (F,P,N,M)  Set to N.

Accessory(Y/N)  Set to N.

Neg. Stock Status(Y/N)  Set to Y.

When a Y is in the Serial No. prompt, Call Back Days is set to what is in the Global File.

When a Y is in the Metered prompt, Meter Reset is set to N, Meter A/D is set to A.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

76-Access Model Assoc (Y/N):

 

This prompt allows automatic access to the Model Association Table File Maintenance program.  The Model Association Table allows you to enter the associated items that are used for a specific machine.  For example, a machine item is entered and all of the different items of toner that are used in the machine are linked to the machine.  The copy yield per unit of measure of each different toner and shelf life of the toner is also entered in the Model Association Table.  The copy yield reflects the number of copies that each bottle of toner or part should produce and the yield time reflects the shelf life of the product.  Another example is to store all of the accessories that are used on a machine.

 

The Model Association File also allows storage of the actual model number of a machine.  This is useful for those of you that have not used the model number of the machine as the item number.  Model number is 18 characters.  Entering a different model number then what the actual item number of the machine is creates an Item Association File, which allows input of the model number to access the item in all the programs that perform an item search.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

76-Access Model Assoc (Y/N):

 

Item File Maintenance is another way of entering items to the Model Association Table.  Answering yes to this prompt accesses the Model Association File Maintenance program and allows entry of the associated items.  This prompt prevents from having to input two separate entries when adding an item number in Item File Maintenance and you want to add the Model Association File for that item also.  For more information on the Model Association File, see the Revision 11 documentation or the Inventory manual.

 

Entering N for no continues on to the Enter Item Message prompt.  When Y for yes is entered, the Model Association File Maintenance program is accessed.  The cursor is at one of the two following prompts.

 

Model Number:

Associated Item #:

 

 

The item number that is being added to the Item File is automatically displayed as the Item Number in the Model Association Table.  When adding a serialized item, the cursor is at the Model Number prompt.  When adding a non-serialized item, the cursor is at the Associated Item # prompt.  See the Revision 11 documentation for complete operating instructions within the Model Association Table File Maintenance program.

 

Once you have exited out of the Model Association Table File Maintenance program, the cursor returns back to the Item File Maintenance program.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

When a N for no is input in field 76, Access Model Assoc (Y/N) or the Model Assoc. File Maintenance program is exited, the cursor is at the following prompt.

Enter Item Message - CR To Continue

 

 

A free flowing message may be stored for each item.  The messages are stored in their own file.  Each line can be up to 74 Alphanumeric characters and there is no limit to the amount of message lines that can be added.  The messages can be modified through the change mode in Item File Maintenance or in the Item/Serial Message File Maintenance program found in the Billing module, 3-1-20.  A carriage return at the first prompt for each line exits the initial adding of the messages.  One of the following two prompts appears when at least one message line was added.

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

Display Next Page (Yes, No)

 

 

The first prompt appears when there are less than 14 message lines.  The second prompt appears when there are more than 13 message lines.  Entering a Y or N at the Display Next Page prompt displays the Enter A'dd - C'hange - D'elete - 'CR' To End Message prompt.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

 

Enter an A to add additional messages.  The prompt Enter Item Message - CR To Continue appears.  As many messages as desired may be entered.  Messages are added after the existing messages.  A carriage return redisplays the Display Next Page prompt when there are more than 13 messages or the message entry is exited.  Enter a C to change an existing message.  The following prompt appears.

 

Enter Message Number To Change - End

 

 

Enter the line number that corresponds with the message that is to be changed.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # displays.  The existing line numbers are displayed.  The cursor returns for reinput.  Once a valid line is input, the prompt Enter New Message appears.  Enter the new message.  A carriage return at the first character leaves the message but it is a blank line.  After input of the new message, the cursor returns to the Enter Message Number To Change prompt.  Enter an E to exit the change mode.  An E redisplays the Display Next Page prompt when there are more than 13 messages or the Enter Add -

Change - Delete prompt is redisplayed.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

 

Enter a D to delete a message line.  The following prompt appears.

 

Enter Message Number To Delete - E'nd

 

 

Enter the line number that corresponds with the message that is to be deleted.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # displays.  The existing line numbers are displayed.  The cursor returns for reinput.  Once a valid line is input, the message line is deleted.  All message lines below the deleted one are automatically renumbered.  Enter an E to exit the delete mode.  After the E is input or a line is deleted, the cursor returns to the Display Next Page prompt when there are more than 13 messages or the Enter Add -

Change - Delete prompt is redisplayed.

 

After the message entry is exited, one of two possible prompts appears.  They are as follows.

 

Add Vendor Item File (Y/N)

Do You Want To Stock This Item In Any Warehouse Besides Warehouse 1 (Y/N)?

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Add Vendor Item File (Y/N)

 

The appearance of this prompt is a Global File option and is only applicable for systems using the Purchase Order module.  The prompt only appears if field 38, Chain To Vendor Item File When Adding Items To Item File in the Purchase Order Control File is set to a Y for yes.  This is Global Record 14.  No one should be in the Item File or Purchase Order module when changing the field in the Global File.  If the operators that add items are not allowed to add Vendor Item records, do not activate the feature.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Add Vendor Item File (Y/N)

 

Entering N for no displays the Do You Want To Stock This Item In Any Warehouse Besides Warehouse 1 (Y/N)? prompt.  Entering a Y for yes accesses the Vendor Item File Maintenance program.  The cursor is at the Enter Procedure Type Add, Change, Delete prompt.

 

 

You may add, change, or delete Vendor Item File records.  For complete operation instructions within Vendor Item File Maintenance see the Purchase Order or Accounts Payable manuals.  Operation is the same as when accessing from the Accounts Payable menu with one exception.  The item that is being added is displayed as the default at the Item Number: prompt on adds, changes, and deletes.  This can be overridden to another item, if desired.  Upon exiting Vendor Item File Maintenance, the Item File Maintenance program is returned to.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

The last prompt that is accessed on an add in Item File Maintenance is as follows.

 

Do You Want To Stock This Item In Any Warehouse Besides Warehouse 1 (Y/N)?

 

 

Enter N for no and the adding of the item is completed.  A Y for yes proceeds to the following prompt.

Enter Warehouses One At A Time Or A'll Or 'CR' To End 

 

At this point you can add this item to other warehouses one at a time or enter an A for all to stock the item in all existing warehouses.  A carriage return to end completes the adding of the item.  The cursor returns to the Enter Procedure Type A'dd, C'hange, D'elete, E'nd prompt.  Entering an invalid warehouse number produces the prompt Invalid Warehouse.  The cursor returns for reinput.  (2-9999 Or A)

 

Note:  All items added to the Item File are automatically stocked in warehouse 1.

 

 

 

Enter Data  (Contd)

 

Adding An Item  (Contd)

 

Items stocked in warehouses other than warehouse 1 are stored in the Item Warehouse File.  These warehouses are used for different branches and the technicians car stocks.  Warehouses are also created strictly for tracking and analysis purposes.  They are not actually a physical warehouse.  Examples of this is a warehouse for custody, rental, and used machines.  As a time saving feature when adding items, they can be directly stocked in the other warehouses.

 

When a warehouse is input, an Item Warehouse File is created for that item and warehouse.  Additional information is stored in the Item Warehouse File for that item and warehouse, such as the minimum and maximum quantities, bin location, and whether the item is a non-stock item.  In order to enter this additional information, the record must be accessed in Warehouse/Item File Maintenance.  Note:  Whatever was entered in the Item File to the non-stock field is written to the Item Warehouse File.  An exception to this is if a D for dead stock was entered.  The item warehouse records would be set to N for no.  This is not a non-stock item.  This is useful if you do not want to ever stock the item in warehouse 1.  Also the Item Warehouse records have whatever was entered in the Item File for negative stock status and automatic calculation of min/max.  Complete documentation on the Warehouse/Item File Maintenance program is found in the Purchase Order and Inventory manuals, File Maintenance/Set Up section.

 

Items can also be stocked in the program Warehouse/Item File Maintenance.  A program found in the Inventory and Billing modules called Warehouse Part 2 also stocks items in warehouses other than warehouse 1.  This can be done by product class for one warehouse at a time.

 

After the warehouse stocking question is completed, the item is added to the Item File.

A date added is stored in the Item File and any Item Warehouse records that were created.  The date added is the system date.

 

 

 

Enter Data  (Contd)

 

Changing An Item

 

Enter Procedure Type Add Change Delete End

 

Enter C to change item information.  The cursor is at the Item No. prompt.  When changing or deleting an item in Item File Maintenance there are four ways to access the desired item number.  They are input the item number, item alpha search, item description search, and item association search.

Input The Item Number

 

Enter the item number that is desired.  If the item number that is entered is not found in the Item File, the item alpha search is accessed.

 

Item Alpha Search

 

To access an item number by an item alpha search, input the beginning numbers or letters at the Item No. prompt.  Item number is an 18 character field.  Any item record that matches exactly what was input appears.  A computer assigned line number corresponds with each selection.  The item number, full item description, and the product class display per selection.  Fifteen selections per page appear.

 

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

Item Description Search

 

To activate the item description search at the Item No. prompt, input a \ left pointing slash followed by the desired description.  It is the \ slash that activates the description search.  Description may be 32 alphanumeric characters.  Any item record with a description exactly matching the input displays.  For each item a computer assigned line number appears.  Also printing is the item number, full item description, and the product class.  Fifteen selections per page appear.

 

Item Association Search

 

If an item record has been converted to another item number through the Item Conversion or Merge program, an input of the old item number automatically displays the new item number.  Entering the model number that is stored in the Model Association File also accesses an item.  After the input of the old item number, a prompt Association Item Number displays.  The new item number appears.

 

When the item alpha or description search is activated at the Fld Item No. prompt, one of the following two prompts appear.

 

Select Item Choice, Or E'nd:

Display N'ext, Select Item Choice, Or E'nd: N

 

The first prompt appears when there is only one screen of item selections.  The second prompt appears when there is more than 15 item selections.  Enter an E to exit the item selections.  The cursor returns to the Item No. prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  To view the next screen of items, enter N for next or carriage return to accept the default of N for next.

 

When entering N for next, the next screen of possible items display.  One of the following two prompts appears.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

Display N'ext, P'revious, Select Item Choice, Or E'nd: N

Display P'revious, Select Item Choice, Or E'nd:

 

The first prompt appears until the last screen is reached.  The second prompt appears on the last screen of selections.  Enter N for next to view the next screen.  Enter an E to exit the item selections. The cursor returns to the Item No. prompt.  Enter the computer assigned line number that corresponds with the desired item selection.  Enter P to go back one screen of items.  You may go back and forward as many screens as exist.  If a line number is entered that does not exist, the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  An existing line number from a previous screen can be entered.

 

If an item is entered and the item is being accessed on another task in Item File Maintenance, the prompt Item Number In Use On Another Task appears.  The cursor returns to the Item No. prompt for reinput.  The item cannot be accessed until the other task exits the item.  This is to protect the integrity of the file updating.

 

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

Once a valid item is entered, the cursor is at the following prompt on the first screen.

 

Fld #

 

 

The actual item number cannot be changed.  This can only be changed by running the Item Conversion or Merge programs found in the Billing module.  While accessing the first screen of Item File Maintenance, only Fields 1 through 51 can be selected for a change.  After inputting the field number, the prompt New Data appears.  Enter the desired change.  Be aware that carriage returning at the New Data prompt removes the existing data.  A slash at Fld or New Data cancels the change command and returns the cursor to the Enter Procedure Type prompt.  Any other changes made to the individual item record prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  Carriage returning at Fld. accesses the second screen of Item File Maintenance.

 

The operation of entering the data for each field is the same as described on an add.  This includes being able to enter a ? (question mark) when changing the Product Class and Item Type fields.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

Once a carriage return is input at Fld, the second screen is accessed.  The following prompt displays.  Also displayed is the date the item was added, Date Added, and the date the last time the item was accessed in Item File Maintenance in the change mode, Date Last Changed.

 

Enter Fld Or P'revious Screen

 

 

While accessing the second screen of Item File Maintenance, only Fields 52 through 76 can be selected for a change.  After inputting the field number, the prompt New Data appears.  Enter the desired change.  Be aware that carriage returning at the New Data prompt removes the existing data.  A slash at Fld or New Data cancels the change command and returns the cursor to the Enter Procedure Type prompt.  Any other changes made to the individual item record prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  Enter a P to return to the first screen.  Any changes made on the first or second screen remain.

 

The operation of entering the data for each field is the same as described on an add.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

When field 76 Access Model Assoc File is selected, the Model Association Table File Maintenance program is accessed.

 

 

The item that is accessed in Item File Maintenance is displayed.  See the documentation of Model Association Table File Maintenance for operating details.  The prompt Model Association Record Does Not Exist appears when there is not an existing record.

 

When changing a serialized item, the cursor is at the Model Number prompt.  When changing a non-serialized item, the cursor is at the Associated Item # prompt.  Once you have exited out of the Model Association Table File Maintenance program, the cursor returns back to the Item File Maintenance program.  The cursor returns to the Fld prompt to allow more changes.

 

When a Predefined Kit Master Item number is accessed in the change mode, the Kit File Maintenance program is directly accessed when completing the change.  This allows the operator the ability to review the items assigned to the kit.  If the price of the Kit Master Item number is changed, the price on the items on the kit also have to be changed to reflect the change.  If field 50 Kit Master (F,P,N,M) is selected for a change on a Predefined Kit Master Item number, changing the P to F or N or M automatically deletes the predefined kit record.  The kit no longer exists.  You do not have to access Kit File Maintenance and delete the items off the kit.  Also if field 50 is changed to a P the Kit File Maintenance is accessed when exiting the item.

 

 

 

Enter Data  (Contd)

 

Changing An Item  (Contd)

 

After exiting the Kit File Maintenance or Model Association Table or carriage returning at Fld., the item message prompts are accessed on the second screen.

 

If there are no existing messages, the prompt Enter Item Message - 'CR' To Continue appears.  If there is an existing message, the prompt Enter A'dd - C'hange - D'elete - 'CR' To End Message appears.  Operation is the same as described on the adding of the item.

 

When an item is accessed in the change mode the current system date is stored in the Item File as the date last changed.  Also when the list price field is selected for a change a date last price change is written to the Item File.  This is month and year only.  An inventory transaction record is created on a change.  This is stored in the Imwactd File.  Included in this record are the item number and description, warehouse 1, port number, product class, system, and transaction date, system time change was made and operator initials.  This help sidentify who and when Item File changes are being made.  Note:  What is changed is not stored just who and when the change was made.  These transactions can be accessed with the Stock Activity Inventory Report.  The date changed and the Imwactd File are updated whenever a C for change is input even if nothing is changed.  However, if a slash is input to cancel the change, the Imwactd File and date changed are not updated.

 

 

 

Item File  (Contd)

 

 

Enter Data  (Contd)

 

Deleting An Item

 

Enter Procedure Type Add Change Delete End

 

Enter D to delete an item.  The cursor is at the Item No. prompt.  When deleting an item in Item File Maintenance there are four ways to access the desired item number.  They are input the item number, item alpha search, item description search and item association search.  Operation is the same as described on the change.

An item can only be deleted if it is not stocked in any other warehouse other than warehouse 1.  There are no item warehouse records for the item.  There also must be no Serial Files assigned to the item.  The item also can not be on a predefined kit.  The item also must have zero on hand, allocated, back ordered, and on order quantities.  However, month and year to date sales are not checked.  Stock Status Inquiry displays the month and year to date sales.  Thus, it is always recommended to go into Stock Status Inquiry and verify that there are no month and year to date sales.  An item should not be deleted if there are current year sales.

 

Following are the various error messages that display when a delete command is input and the deletion is not allowed.

 

There Are Records For This Item On Warehouse/Item File-Delete Not Allowed

 

Item Has Non-Zero Activity Field - Deletion Not Allowed

 

There Are Records For This Item On Serial File - Delete Not Allowed

 

This Item Is On A Predefined Kit - Deletion Not Allowed.

 

All of the error messages return the cursor to the Enter Procedure Type prompt.  The item is not deleted.

 

 

 

Enter Data  (Contd)

 

Deleting An Item  (Contd)

 

When an item can be successfully deleted from the system, the following prompt appears.

 

Please Verify Item  D'elete  C'ancel

 

 

Enter a D to delete the item from the system.  The item is deleted.  Enter a C to cancel the delete.  The item is not deleted.

 

When an item is deleted from the Item File, the Model Association Table File for the item is also deleted.  The Model Assoc. Table no longer exists.  You do not have to access Model Assoc. Table Maintenance and delete the items.  When a Predefined Kit Master Item number is deleted, the kit is also deleted.  The kit no longer exists.  You do not have to access Kit File Maintenance and delete the items off the kit.  Also deleted are any Vendor Item Files assigned to the deleted item.  Any item messages are deleted from the Item Message File.  Any item association records are deleted.  Also note that the Sales History Files, Sahist, and SHHist are not deleted for the item.

 

 

 

Enter Data  (Contd)

 

Deleting An Item  (Contd)

When an item is deleted from the Item File, an inventory transaction record is created.  This is stored in the Imwactd File.  Included in this record is the item number, warehouse 1, port number, product class, system and transaction date, system time deletion was made, and operator initials.  Also stored for the item description is the message Item Record Deleted.  This separates the Item File changes from the deletes.  This helps identify who and when Item File deletions are made.  These transactions can be accessed with the Stock Activity Inventory Report.  Note:  Canceling a delete does not update the Imwactd File.

.

 

 

 

Additional Information

 

Examples

 

Following are some examples of different types of items.

A Serialized Copy Machine

 

 

Note fields 37, 38, 42, 43, 44, and 51.  These are the fields just for serial numbered and metered machines.

 

 

 

Additional Information

 

Examples  (Contd)

 

2110A  (Contd)

 

 

Note fields 57, 59, and 63 through 68.  These are the fields just for serial numbered and also metered machines.  Also note that a Model Association File is appropriate.

Item File  (Contd)

 

 

Additional Information  (Contd)

 

Examples  (Contd)

 

A Part

 

 

Note field 41.  This is just for parts.