Item Type File Maintenance

Item Types File Maintenance is found on the Inventory File Maintenance menu, 3-9, Purchase Order File Maintenance menu, 3-11, and the Billing File Maintenance File Set Up menu, 3-1-3.  One item type must be assigned to each item in the Item File.  The item type must be a valid item type.  Prior to loading the Item File into your system, the item types must be created.  All item types are created in Item Type File Maintenance.  Changes and deletions of item types are also made in Item Type File Maintenance.  Item types are used 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.

 

Item type is a one alphanumeric character so there are possible item types of 0-9 and A to Z.  The important thing to keep in mind when designing item types is to create an item type for every different category or type of item.  Examples are an item type for copiers, copier supplies, accessories, parts, service contracts, meter revenue, labor, computers, or other main products that you sell.  There are four item types for copier dealers that are fairly standard for LMS system users.  They are, P for parts, S for supplies, A for accessories, and C for Copiers.  Whether or not these are used for these categories of items is up to your company.  See page 838 for an example of an Item Type File.

 

The main product class of the items assigned to an individual item type can be stored in the Item Type File.  This is used in Item File Maintenance and is basically a time saving help feature.  When adding items in Item File Maintenance, the product class number is assigned to the item prior to the assigning of the item type.  With a product class number stored in the Item Type File when the cursor reaches the item type field, the item type associated with the inputted product class appears as the default item type.  This can be overridden, if desired.  Use of this feature is optional.

 

A category can also be stored in the Item Type File.  Category can be alphanumeric and is used to group various item types together.  For example, you may assign one category to all of the item types that relate to copiers and a different category to item types associated with computers.  Each category has a description.  The net effect of a category is with the entry of a category.  Only items with item types in the inputted category are accessed.

 

 

 

Introduction  (Contd)

 

Also stored in the Item Type File is the ability to assign the proper linkage of the entered item type to the printing of the Contract Profit And Loss Report.  This is a time saving feature used when printing the report.  When running the Contract Profit And Loss Report, input of item types determines what items and their revenue and cost amounts are assigned to the machines included on the report.  Examples are the item types assigned to parts, supplies, and meter revenue.  With the item type linked to the different category used by the Contract P&L Report, the item type automatically appears as an input default when printing the report. 

 

When an item type is deleted, the program checks through the Item File.  If the item type is assigned to at least one item, the program prompts for input of a replacement item type.  This item type is then automatically written into the Item File records that were assigned the deleted item type.

 

The item type being stored in an actual Item Type File is new with Revision 12.  This is a new file and is automatically created in the update conversion program.  In the update conversion, all of the types found in the Item File are automatically added to the Item Type File.  The additional information such as the description and the other fields must be added by operators.  For more information on the conversion see the Rev12 loading instructions.  Also new with Revision 12 is the storage of product class and category per item type.  The use of category will be developed in future revisions.

 

 

 

 

Enter Data

 

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

 

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

 

 

Adding An Item Type

During the add, an up arrow ^ to go back one space or a / slash to cancel may be input.

 

Item Type

 

Enter the item type.  Item type may be 0 to 9 and A through Z.  There are 36 possible item types.  Item type is used to categorize similar items for inventory, billing, collections, and contract profit analysis.  Examples are a different item type for supplies, machines, accessories, parts, and meter and base contract revenue.  Every item in the Item File must have an item type.  Therefore, this file must be created prior to adding items onto the system.  Duplicates are not allowed.  If an attempt is made to add an item type that already exists, the prompt Record Already On File appears.  The cursor returns to the Enter Procedure Type prompt.  (1 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

1. Description

 

Enter a description for the item type.  For example, the description of the item type for parts may be PARTS.  The design of the description should be useful in identifying the proper assigning of the item type to the item.  (32 Alphanumeric)

 

2. Product Class

When adding items in Item File Maintenance, the product class number is assigned to the item prior to the assigning of the item type.  With a product class number stored in the Item Type File when the cursor reaches the item type field, the item type associated with the inputted product class appears as the default item type.  This can be overridden, if desired.  Use of this feature is optional and is basically a time saving help feature within Item File Maintenance.

 

To activate the default item type feature, enter the product class that is assigned to the majority of the items that are assigned the item type that is being added.  Entering an invalid product class produces the prompt Invalid Product Class.  The cursor returns for reinput.  A carriage return for no product class is allowed.  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 corresponds with the entered item type.  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 (? To Inquire) 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 corresponds with the entered item type.  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 (? To Inquire) prompt.

 

 

 

Enter Data  (Contd)

 

3. Category (? To Inquire)  ...

A category can also be stored in the Item Type File.  Category can be alphanumeric and is used to group various item types together.  For example, you may assign one category to all of the item types that relate to copiers and a different category to item types associated with computers.  There is a category for computers versus copiers.  Each category has a description.  The net effect of a category is with the entry of a category, only items with item types in the inputted category are accessed.

 

Enter a category code.  A carriage return for no category is allowed.  The category is not a file itself.  These numbers or letters must be operator designed and are not checked for validity.  When a new category is entered, a description must also be added at the next prompt.  If the category has been assigned to another item type, the description automatically displays.  To view an inquiry of all of the already assigned categories and their descriptions, enter a ? (question mark).  The inquiry also allows selection of a category.  The category code and description are displayed.  One of the two following prompts appears.  (3 Alphanumeric)

 

Enter Category Choice, Or E'nd:

Display N'ext, Enter Category Choice, Or E'nd:  N

 

 

 

 

Enter Data  (Contd)

 

Enter Category Choice, Or E'nd:

Display N'ext, Enter Category Choice, Or E'nd:  N

 

The first prompt appears when there is only one screen of categories found that were previously assigned to other item types.  The second prompt appears when there is more than one.  Enter the desired category code that corresponds with the item type that is being added.  The prompt Category Not Found appears when a code is input that is not assigned to any other item types.  Enter a N for next or a carriage return for the default of N for next to access the next screen of categories.  Enter an E to exit the category inquiry.  The cursor returns to the Category (? To Inquire) prompt.  When a N for next is input, one of the following two prompts appears.

 

Display N'ext, P'revious, Enter Category Choice, Or E'nd:  N

Display P'revious, Enter Category 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 desired category code that corresponds with the item type that is being added.  The prompt Category Not Found appears when a code is input that is not assigned to any other item types.  Enter a N for next or a carriage return for the default of N for next to access the next screen of categories.  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 category inquiry.  The cursor returns to the Category (? To Inquire) prompt.

 

Category Description

 

When an existing category is entered, the description assigned to that category automatically displays.  When adding a new category, enter the desired description.  This should be designed in order to identify the proper category code to assign to an item type.  (32 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

5. Contract P/L Type    .           

   P = Part                M = Meter Revenue

   S = Supply           A = Accessory    

   L = Labor             N = Not Applicable

   T = Trip Charge                  

 

 

Also stored in the Item Type File is the ability to assign the proper linkage of the entered item type to the printing of the Contract Profit And Loss Report.  This is a time saving feature used when printing the report.  When running the Contract Profit And Loss Report, input of item types determines what items and their revenue and cost amounts are assigned to the machines included on the report.  Examples are the item types assigned to parts, supplies, and meter revenue.  With the item type linked to the different category used by the Contract P&L Report, the item type automatically appears as an input default when running the report.  Note:  Development of this may not be included in Revision 12.  Enter P for item types assigned to item numbers that are parts.  Enter S for item types assigned to item numbers that are supply items.  Enter L for item types assigned to item numbers that are Labor items.  Enter T for item types assigned to item numbers that are trip charge or mileage items.  Enter M for item types assigned to the sales analysis item numbers used to bill meter charges on contracts.  Enter A for item types assigned to item numbers that are accessory items.  Enter N for item types assigned to item numbers that will never be involved on the Contract P&L.  Examples of this are the machine item numbers and the sales analysis item numbers used to bill base charges on contracts.

 

 

Enter Data  (Contd)

 

Changing Item Types

Enter Procedure Type Add Change Delete End

 

Enter C to change item type information.  The actual item type cannot be changed.  A delete would have to be made.  The cursor is at the Item Type prompt.  Enter the item type.  Entering an invalid item type produces the prompt Invalid Item Type.  The cursor returns to the Enter Procedure prompt.  If an item type is entered and the item type is being accessed on another task in Item Types File Maintenance, the prompt Item Type In Use On Another Task appears.  The cursor returns to the Enter Procedure prompt for reinput.  The item type cannot be accessed until the other task exits the item type.  This is to protect the integrity of the file updating.  Once a valid item type is entered, the cursor is at the following prompt.

 

Fld #

 

 

Fields 1 through 5 can be selected for a change.  After inputting the field number, the prompt New Data appears.  Enter the desired change.  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 type 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. exits the change mode.

 

 

 

Enter Data  (Contd)

 

Changing  

 

Fld #        New Data

The operation of entering the data for each field is the same as described on an add.  The ? (question mark) inquiries are available when changing the category or product class field.  Be aware that carriage returning at the New Data prompt removes the existing data.  Also be aware that changing the category to a category code that exists on other item types automatically changes the category description.  However, changing the description does not change the category description on all other item types that are assigned with the same category code.  Only that item type is changed.  You could end up with the same category code assigned to different item types but with different category descriptions.  Using the inquiry option is advised to prevent this.  If you did want to change an existing category's description you would have to select all item types with that category code and change the description.  Also when a category code is entered that does not exist on any other item types, be sure to select the category description field and enter the proper description.

 

 

 

 

Enter Data  (Contd)

 

Deleting Item Types

Enter Procedure Type Add Change Delete End

 

Enter D to delete an item type.  The cursor is at the Item Type prompt.  Enter the item type.  Entering an invalid item type produces the prompt Invalid Item Type.  The cursor returns to the Enter Procedure prompt.  If an item type is entered and the item type is being accessed on another task in Item Types File Maintenance, the prompt Item Type In Use On Another Task appears.  The cursor returns to the Enter Procedure prompt for reinput.  The item type cannot be accessed until the other task exits the item type.  This is to protect the integrity of the file updating.

 

Once a valid item type is entered if there are no item numbers assigned with that item type, the following prompt displays.

 

Please Verify Delete Cancel

 

 

Enter a D to delete the item type record.  The delete occurs.  Enter a C to cancel the delete.  The item type remains on file.

 

 

 

Enter Data  (Contd)

 

Deleting  

 

Once a valid item type is entered if there is at least one item found with that item type, the following prompt displays.

 

Warning:  There Are Items Assigned This Item Type.  A Replacement

          Item Type Must Be Entered.                            

Enter A Replacement Item Type, '?' To Inquire Or '/' To Cancel  

 

 

You must enter a valid item type to replace the item type that is being deleted.  When the valid item type is input that item type automatically writes into the Item File record of every item number that had the deleted item type.  This prevents you from having to access every item record and change the item type.  Note:  The only file that is changed is the Item File.  Entering an invalid item type or a carriage return produces the prompt Invalid Item Type.  The cursor returns for reinput.  Entering an item type that is the same item type as the one that is being deleted produces the prompt You Can Not Replace The Item Type With The Item Type You Are Deleting.  The cursor returns for reinput.  You may enter a / slash to cancel the delete of the item type.  (1 Alphanumeric Or ?)

 

 

 

Enter Data  (Contd)

 

Deleting  

 

Warning:  There Are Items Assigned This Item Type.  A Replacement

          Item Type Must Be Entered.                            

Enter A Replacement Item Type, '?' To Inquire Or '/' To Cancel  

 

There is also the ability to do an inquiry to view all of the existing item types.  The inquiry also allows selection of the replacement item type.  The item type description, product class, category, and category description, and Contract P/L type are all displayed for each item type.  One of the two following prompts appears.

 

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 replacement item type for the one that is being deleted.  The prompt Invalid Item Type appears when an item type is input that does not exist.  Entering an item type that is the same item type as the one that is being deleted produces the prompt You Can Not Replace The Item Type With The Item Type You Are Deleting.  In both cases 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 END to exit the item type inquiry and return to the Enter A Replacement Item Type prompt.  When NE for next is input, one of the following two prompts appears.

 

 

 

Enter Data  (Contd)

 

Deleting  

 

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 replacement item type for the one that is being deleted.  The prompt Invalid Item Type appears when an item type is input that does not exist.  Entering an item type that is the same item type as the one that is being deleted produces the prompt You Can Not Replace The Item Type With The Item Type You Are Deleting.  In both cases 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 Enter A Replacement Item Type prompt.

 

Once a valid item type is input, the prompt Please Verify Delete Cancel appears.

 

 

Enter a D to delete the item type record.  The delete occurs and all items with that item type are changed to the replacement item type.  Enter a C to cancel the delete.  The item type remains on file and no item records are changed.

 

 

Enter Data  (Contd)

 

Deleting  

 

While the Item File records are being changed if an item record is accessed in Item File Maintenance and it needs to be changed, the message Item Number ##### In Use On Another Task! displays until that item is exited.  The item number that is being accessed is displayed.

 

Following is a sample item type list.