Rev 12 Documentation
Product Class File Maintenance is found on the Purchase Order File Maintenance 3-4, and Billing File Maintenance File Setup 3-1-7 menus. Every item that is entered in the Item File must be assigned a product class number. Thus prior to adding the items into your system through Item File Maintenance you must have the product classes defined and entered. Product class is used to group items into the same category. As an example, a different product class number is assigned for supply items versus machine items versus parts. Product class can also be vendor specific, such as a different product class for Canon parts versus Minolta parts. Product class has many purposes in the LMS system. It is used in almost every module in the LMS system. It provides the ability to specify groupings of items for reports by specific product classes. This includes item, machine and contract listings, sales history and analysis listings, and machine service history analysis. A P.O. Worksheet and Stock Status Reports can be generated for specific product classes. Physical inventory and valuation reports can be specified by product class. The product class number is also the defining factor in posting sales revenue and cost to the General Ledger. Product class is also where the commission methods for items within the product class are defined. Product class can be used to define special pricing in the Contract Price File. Product class is used to define a default General Ledger account number for the posting of purchase order invoices in the Accounts Payable module. This is accomplished in the Product Class Association Table.
The factor to remember when creating the Product Class File is that a different product class is needed for every different breakdown or category of items that is desired for your company. This includes revenue and cost analysis, inventory ordering and analysis and service history analysis. If you want to track or separate a group of items from another group of items assign the items to a different product class.
Some customers have designed the product class number with the numbers in a department range or a vendor range or a product range. Others try to link the product class number to the General Ledger Chart Of Accounts, to make it easier to set up the Sales Analysis Interface to the General Ledger.
All product classes are added and deleted through Product Class File Maintenance. Changing of the product class description and commission method is also entered in Product Class File Maintenance. A product class category type is stored. This is used by a report, the Client Profit and Loss Report, found in the Billing module.
A listing of the product classes can be printed in the Billing module, File Maintenance Report menu.
Enter Data
Enter Procedure Type A'dd C'hange D'elete E'nd
Enter A to add a product class. Enter C to change the product class description or commission method. Enter D to delete a product class. Enter E to exit the program.
9/08/97 Product Class File Maintenance 10:16
Enter Procedure Type A'dd C'hange D'elete E'nd .
Product Class Code
1 Description
2 Commission Method Code
3 Product Class Type
1 = Hardware
2 = Rental
3 = Service
4 = Supply
5 = Misc.
0 = Not Applicable
Notes: ^ = Go Back 1 Space
/ = Cancel
Adding A Product Class
During the add an up arrow ^ to go back one space or a / slash to cancel may be input.
Product Class Code
Enter the product class number. This is a 4 character numeric code. Thus product class can be from 1 to 9999. If a number is input that has already been added to the Product Class File, the prompt Record Already On File appears. The cursor returns to the Enter Procedure Type prompt. (1-9999)
1 Description
Enter the description of the product class. Enter it so that it is easy to identify which items belong to the product class. (20 Alphanumeric)
Enter Data (Cont’d)
Commission Method Code
A commission method can be defined to a product class. All items assigned to that product class are then assigned that commission method. There are five possible commission methods. Valid commission methods are 1 through 5. (1 Digit)
3 Product Class Type
1 = Hardware
2 = Rental
3 = Service
4 = Supply
5 = Misc.
0 = Not Applicable
This field associates a product class type to each product class code. The product class type selections available are 1 for hardware, 2 for rental, 3 for service, 4 for supply, 5 for miscellaneous, and 0 zero for not applicable. This field is used by the Client Profit and Loss Report found on the Billing Report menu for the grouping of revenue and cost into these five categories. Product class types must be set before the Client Profit and Loss Report is operational. (0-5)
Enter Data (Cont’d)
Changing A Product Class
Enter Procedure Type A'dd C'hange D'elete E'nd
Enter a C to change the description or commission method code or type. The product class code cannot be changed. The product class an item is assigned to can be changed in Item File Maintenance.
Product Class Code
Enter the product class number that you want to change. Entering an invalid code produces the prompt Invalid Product Class Number. The cursor returns for re-input. Once a valid product class code is entered, the cursor is at the following prompt.
Fld #
9/08/97 Product Class File Maintenance 10:16
Enter Procedure Type A'dd C'hange D'elete E'nd C
Product Class Code 1000
1 Description COPIERS
2 Commission Method Code 1
3 Product Class Type 1
1 = Hardware
2 = Rental
3 = Service
4 = Supply
5 = Misc.
0 = Not Applicable
Notes: ^ = Go Back 1 Space
/ = Cancel
Fld #
Fields 1 through 3 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 product class 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. The operation of entering the data for each field is the same as described on an add. Be aware that carriage returning at the New Data prompt removes the existing data.
Enter Data (Cont’d)
Deleting A Product Class
Enter Procedure Type A’dd C’hange D’elete E’nd
Enter D to delete a product class. The cursor goes to the Product Class Number prompt. Enter the product class number that you want to delete. If an invalid product class is entered, the prompt Invalid Product Class Number displays. The cursor returns to the Enter Procedure Type prompt.
The program allows deletion of a product class at any time. However, do not ever delete a product class that has current month sales. Product class is the key on the Billing Sales Analysis Files. If a product class is deleted and there are current month sales the sale will still be in the system but under an invalid product class. Sales history by item and customer also stores product class. The sales remain but they will be assigned to an invalid product class. There are item listings by product class that will list the items assigned to a product class. There are also numerous sales reports that sort by product class, thus these can be run to determine if an item has sales under that product class or items assigned to it. When the delete command is entered, the following prompt appears.
Please Verify Item D'elete C'ancel
9/08/97 Product Class File Maintenance 10:22
Enter Procedure Type A'dd C'hange D'elete E'nd D
Product Class Code 3333
1 Description MISC. SUPPLIES
2 Commission Method Code 1
3 Product Class Type 4
1 = Hardware
2 = Rental
3 = Service
4 = Supply
5 = Misc.
0 = Not Applicable
Notes: ^ = Go Back 1 Space
/ = Cancel
Please Verify D'elete C'ancel .
Enter a D to delete the product class from the system. The record is deleted. Enter a C to cancel the delete. The product class is not deleted.
Additional Information
Examples
Example 1
This product code list is broken out by vendor, and equipment. The machines are broken out further by type of copier etc. Note, that the different type of copiers are in the same number range versus the fax versus supplies etc. A ** notes this as a header product class number.
Code Description
1010 **Ricoh Copiers**
1110 Ricoh Cop.-B&W Analog
1120 Mita Cop.-B&W Analog
1190 Miscellaneous Copiers
1210 Ricoh Cop.-B&W Digital
1290 Misc Cop. -B&W Digital
1310 Ricoh Copiers - Color
1390 Misc. Color Copiers
1410 Ricoh Multi-Functional
1420 Mita-Multi-Functional
1430 Murata Multi Functional
1490 Misc. Multi Functional
1610 Ricoh Duplicators
1690 Misc. Duplicators
1700 **Contracts** (1700-1790 are product classes used for the contract sales analysis item numbers.)
1710 Copier Contracts
1740 Multi Funtional Contracts
1760 Duplicator Contracts
1790 Misc. Contracts
1810 Ricoh Accessories
1820 Mita Accessories
1910 Ricoh Supplies
1911 Ricoh Toner
1912
Ricoh Developer
Additional Information (Cont’d)
Example 1 (Cont’d)
Code Description
1913 Ricoh Paper
1919 Ricoh Misc. Supplies
1920 Mita Supplies
1921 Mita Toner
1922 Mita Developer
1929 Mita Misc. Supplies
1990 Misc. Supplies
1991 Misc. Toner
1992 Misc. Developer
1993 Misc. Paper
2110 Ricoh Fax Machines
2111 Ricoh Fax-Dry Toner
2112 Ricoh Fax-Ink Jet
2113 Ricoh Fax- Thermal
2120 Mita Fax Machines
2121 Mita Fax-Dry Toner
2122 Mita Fax-Ink Jet
2123 Mita Fax-Thermal
2130 Murata Fax Machines
2131 Murata Fax-Dry Toner
2132 Murata Fax-Ink Jet
2133 Murata Fax-Thermal
2700 Fax Machine Contracts
2790 Misc. Fax Contracts
The next product class numbers 3100 to 3790 are for the computer division.
3100 **Hardware**
3110 **Processors**
3111 Processors-Other
3112 Processors-286
3113 Processors-386
3114 Processors-486
3115 Processors-Pentium
3120 **Printers**
3121 Printers-Impact
3122 Printers-Laser
Additional Information (Cont’d)
Example 1 (Cont’d)
Code Description
3123 Printers-Ink Jet
3129 Printers-Misc.
3130 **Peripherals**
3131 Peripherals-Monitors
3132 Peripheral-Output Device.
3133 Peripherals-Input Device
3139 Peripherals-Misc.
3190 Miscellaneous
3200 **Network Sales**
3210 Network-Operating Sys.
3220 Network-Installation
3290 Network-Misc.
3300 Software Sales
3320 Software Installation
3400 Training
3500 Service
3510 Parts
3511 Supplies
3512 Powerline Equipment
3519 Misc. Parts
3520 Computer Labor
3529 Misc. Labor
3530 Travel
3590 Misc. Service
3700 **Contracts**
3710 Time Block
3720 Maint. Agreements
3730 Enhanced Warranty
3780 Rental Contracts
3790 Misc. Contracts
Additional Information (Cont’d)
Example 1 (Cont’d)
Code Description
The next product class numbers 7100 to 7900 are for the service division.
7100 **Parts**
7111 Ricoh Parts
7112 Ricoh Photoconductor (Photoconducter refers to drums, master)
7121 Mita Parts
7122 Mita Photoconductor
7131 Murata Parts
7132 Murata Photoconductor
7191 Misc. Parts
7192 Misc. Photoconductor
7200 **Labor**
7210 Copier Labor
7220 Fax Labor
7240 Multifunct. Labor
7280 National Accts Labor
7290 Misc. Labor
7300 **Travel**
7310 Travel-Copier
7320 Travel-Fax
7340 Travel-MultiFunctional
7380 Travel-National Accounts
7390 Travel-Misc.
7700 **Contracts**
7710 Copier Contracts
7720 Fax Contracts
7740 Multifunctional Contracts
7760 Duplicator Contracts
7780 National Contracts
7790 Misc. Contracts
7900 Training
Additional Information (Cont’d)
Example 2
Following is another detailed product class list. Note the organization and numbering. Product Class used as headers have ***.
Code Description
999 ****Lanier Copy****
1000 Lanier Seg 1 Copier
1005 Lanier Seg II Copier
1010 Lanier Seg III Copier
1015 Lanier Seg IV Copier
1020 Lanier Seg V Copier
1025 Lanier Seg VI Copier
1030 Lanier Copier Access
1035 Lanier Used Copiers
1040 Lanier Cop Trade-In
1045 Lanier Copier Rental
1050 Lanier Cop Met Rent
1200 Lan MF Dev-Mod5010AG
1205 Lan MF Dev-Low End
1210 Lan MF Dev-Mid Range
1215 Lan MF Dev-High End
1220 Lan MF Dev-Hub Unit
1225 Lan MF Dev-Accessory
1230 Lan MF Dev-Rental
1235 Lan Color Copier
1240 Lan Color Cop Access
1245 Lan Color Cop Rental
1250 Copier - Other
1600 Lan Cop Seg 1Rebate
1605 Lan Cop Seg II Rebate
1610 Lan Cop Seg III Rebate
1615 Lan Cop Seg IV Rebate
1620 Lan Cop Seg V Rebate
1625 Lan Cop Seg VI Rebate
1800 Lan Cop Acc Rebates
1805 Lan Cop Rent Rebates
1810 Lan Cop Used Rebates
Additional Information (Cont’d)
Example 2 (Cont’d)
Code Description
1815 Lan MF Dev Rebates
1820 Lan MF Dev-Low End Rb
1825 Lan MF Dev-Mid Rng Rb
1830 Lan MF Dev-Hi End Rb
1835 Lan MF Dev-HUB UN Rb
1840 Lan MF Dev-Acc Rebates
1845 Lan MF Dev -Rent Rebate
1850 Lan Color Cop Rebate
1855 Lan Col Cop Acc Rebate
1860 Lan Col Cop Rent Rebate
1865 Copier - Other Rebate
1880 Lan Cop Deliv & Training
1885 Lan Nat Acct Con Com
1999 ****Lanier Fax****
2000 Lan Fax Mach Thermal
2005 Lan Fax Machine PP1
2010 Lan Fax Machine PP2
2015 Lan Fax Machine PP3
2020 Lan Fax Mach Access
2025 Lan Fax Machine Used
2030 Lan Fax Mach Trade In
2035 Lan Fax Mach Rental
2040 Fax - Other
2099 ****Jet Fax****
2100 Jet Fax Concord Mach
2105 Jet Fax Four Machine
2110 Jet Fax Five Machine
2115 Jet Fax Accessories
2120 Jet Fax Rental Mach
2125 Jet Fax Used Mach
2130 Jet Fax - Other
2800 Lan Fax Mach Therm
2805 Lan Fax Mach PP1 Reb
2810 Lan Fax Mach PP2 Reb
2815 Lan Fax Mach PP3 Reb
Additional Information (Cont’d)
Example 2 (Cont’d)
Code Description
2820 Lan Fax Mach Acc Reb
2825 Lan Fax Mach Used Rb
2830 Lan Fax Mach TR-In Rb
2835 Lan Fax Mach Rent Rb
2840 Fax - Other Rebates
2845 Lan Fax Deliv % Trn
2850 Jet Fax Conc Mach Rb
2855 Jet Fax Four Mach Rb
2860 Jet Fax Five Mach Rb
2865 Jet Fax Acc Rebate
2870 Jet Fax Rental Rb
2875 Jet Fax Used Rebate
2880 Jet Fax - Other Reb
2885 Jet Fax Deliv & Trn
2999 ****Riso****
3000 Riso RG Machine
3005 Riso RC Machines
3010 Riso RA Machines
3015 Riso GR Machines
3020 Riso SR Machines
3025 Riso Used Machines
3030 Riso Trade-In Mach
3035 Riso Rental Mach.
3040 Riso Rent-Meter Mach
3045 Riso CI Equip
3050 Riso Color Cylinder
3055 Riso Accessories
3060 Non-Riso Accessories
3065 Other Equipment
3800 Riso Commissions
3805 Riso Deliv & Training
3900 Info Computer Equip
3905 Info Systems Printer
3910 Info Sys Equip Access
Additional Information (Cont’d)
Example 2 (Cont’d)
Code Description
3915 Computer-Other
3920 Info Sys Comp Rental
3925 Info Sys Del & Inst
4999 ****Supplies****
5000 Lanier Cop Toner-BL
5005 Lanier Copy Sup-Col
5008 Waste Toner BTL
5010 Lan Copy Supp Stands
5015 Lanier Copy Supp-Oth
5020 Lanier Copy Paper
5025 Lanier Copy GMA-Supp
5026 Lan Copy Meter Supp
5030 Lan Cop Sup Rent Rev
5035 Lanier MF Supplies
5050 Lanier Fax Sup Toner
5055 Lanier Fax Supp-Pap
5060 Lanier Fax Supp-Oth
5065 Jet Fax Supplies
5800 Lan Copy Sup Ton-Bre
5805 Lan Cop Sup Ton-CLRB
5810 Lan Cop Sup STD-RBT
5815 Lan Cop Supp Oth-REB
5825 Lan Cop Supp-Rebate
5830 Lan MFD Supply Reb
5835 Lan Fax Sup Ton Reb
5840 Lan Fax Sup Pap Reb
5845 Lan Fax Sup Oth Reb
5850 Jet Fax Supply Reb
5900 Lan Cop Ton Coup BK
5905 Lan Cop Pap Coup BK
5910 Lan Fax Coupon Book
6000 Riso RG Ink
6005 Riso RG Masters
6010 Riso RA/RC Ink
6015 Riso RA/RC Masters
Additional Information (Cont’d)
Example 2 (Cont’d)
Code Description
6020 Riso GR Ink
6025 Riso GR Masters
6030 Riso SR Ink
6035 Riso SR Masters
6040 Riso GMA-Supply Rev.
6041 Riso Meter Supply
6045 Riso Supp Rental Rev
6055 Riso Other Ink
6060 Riso Other Masters
6065 Riso Stands
6070 Riso Paper
6075 Riso Accessory Supp
6080 Riso Supplies-Other
6500 Admin Process Fee
6800 Riso Ink Coup Books
6805 Riso Mast Coup Book
6900 Info Syst Comp Supp
6905 Info Syst Comp Soft
6910 I/S Comp PRT Supply
6915 I/S Comp Supp-Other
7999 ****Service****
8000 Lanier Cop GMA-Ann
8005 Lan Copier GMA-Qtr
8010 Lan Copier GMA-MTH
8015 Lan Copier Meter-AN
8020 Lan Copier Meter-QT
8025 Lan Copier Meter-MTHLY
8030 Lan Cop Rent Share
8035 Lan Cop Rent Meters
8200 Lanier Copier Parts
8205 Lanier Copier Drum
8210 Lanier Cop Developer
8215 Lanier Copier Labor
8220 Lanier Copier Travel
8225 Lan Copier Phone Sup
Additional Information (Cont’d)
Example 2 (Cont’d)
Code Description
8230 Lanier GMA Comm
8300 Lan Fax GMA-Annual
8305 Lanier Fax GMA-Quart
8310 Lan Fax GMA-Monthly
8400 Lan Fax GMA-Rental
8405 Lanier Fax Parts
8410 Lanier Fax Labor
8415 Lanier Fax Travel
8420 Lanier Fax Support
8430 Jet Fax GMA-Annual
8435 Jet Fax GMA-Quarter
8440 Jet Fax GMA-Monthly
8450 Jet Fax Rental Share
8460 Jet Fax Parts
8465 Jet Fax Labor
8470 Jet Fax Travel
8500 Riso GMA Annual
8505 Riso GMA Quarterly
8510 Riso GMA Monthly
8515 Riso GMA Met-Annual
8520 Riso GMA Met-Quarter
8525 Riso GMA Met-Monthly
8530 Riso Rental Share
8535 Riso Rental Meter
8700 Riso Parts
8705 Riso Labor
8710 Riso Travel
8715 Riso Phone Support
8900 Info Sys Comp Serv
8905 Info Sys Comp GMA-AN
8910 Info Sys Comp GMA-QT
8915 Info Sys Comp GMA-MN
8920 Info Sys Comp PH Sup
8925 Info Sys Comp Rental
8930 Info Sys Comp Parts
8935
Info Sys Comp Labor
Additional Information (Cont’d)
Example 3
Following is the last example. This is a very simple product class.
Code Description
110 Toshiba Seg 1 Copier
120 Toshiba Seg 2 Copier
130 Toshiba Seg 3 Copier
140 Toshiba Seg 4 Copier
150 Toshiba Seg 5 Copier
160 Toshiba Seg 6 Copier
190 Toshiba Accessories
210 Minolta Seg 1 Copier
220 Minolta Seg 2 Copier
230 Minolta Seg 3 Copier
240 Minolta Seg 4 Copier
250 Minolta Seg 5 Copier
290 Minolta Accessories
400 Misc Copiers
490 Misc Accessories
1000 Toshiba Fax
1090 Misc Fax
3200 Tosh Copier Supplies
3210 Toshiba Fax Supplies
3300 Minolta Cop Supplies
3400 Misc Copier Supplies
3410 Misc Fax Supplies
4500 Minolta Parts
4520 Toshiba Parts
4530 Misc Parts
6000 CPC GMA
6010 Monthly GMA
6020 Quarterly GMA
6040 Annual GMA
6050 Meter Overage
6070 Fax GMA
6090 Misc GMA
6100 Copier Leases
Additional Information (Cont’d)
Example 3 (Cont’d)
Code Description
6110 Fax Leases
6120 Misc. Leases
6500 Copier Labor
6510 Fax Labor
6590 Misc. Labor
6900 Copier Rentals
6910 Fax Rentals
6920 Misc Rental
9000 Misc