--- title: "Inventory items file" canonical: "https://wiki.soft1.eu/space/SS5EN/12060247/Inventory%20items%20file" format: markdown --- ## Inventory items file To register a new item, select Inventory - Items and "New entry".  Under item you can enter the following data:  - Code: fill in the code of the item, as defined in the parameters (see Codes format). - Description: enter the item description.   ![image](media://a4a7169e-382e-430d-8693-8fc783fe0d82) Page <**Basic data**> contains all the basic data (fields) for posting an item. The fields proposed on the page are also found, depending on their properties, in the respective pages / tabs of the item: - U.O.M.: Enter the item U.O.M. The indication represents the first, basic and accounting unit of measurement. - VAT: Enter the VAT category of the item. Based on this indication, the application will propose the relevant rate during documents posting. - Acctg category: enter the accounting category. Every selection among the entries of the table, leads to the modification of the fields "Item type", "Type of production," and Purchases, sales, revenues and expenses accounts. - Commercial category: fill in the commercial category. Every selection among the table entries, leads to the modification of fields "VAT", "U.O.M." "KEPYO". - Group:  field for the correlation of the item with a specific group. - Business unit: add the Business unit to which the item belongs. - Barcode:  field for entering the item barcode. - Factory: field for entering the factory code of the item. - Correlation: Field for the correlation of the item with another item of the items file. Such other item is characterized "as cumulative item". This establishes an ancestor - successor relation among the items. The application provides inventory printouts that display only "cumulative" items, under which there is presentation of the overall data of their "successor" items. This administration is ideal for situations where the actual "operational" monitoring of the inventory must be executed to utmost detail - with the exception of the accounting data (official reports) which must be displayed in "more cumulative" codes. - Wholesale price: fill in the wholesale price of the item. - Retail price: fill in the retail price of the item. - Discount (%): fill in the discount of the item. This discount shall be proposed in documents as a percentile discount on the item line in column Discount 1. - Pricing category:  field where you specify the item pricing category. This table is used to set up items in pricing categories. Moreover,  the table provides the ability to standardize, per pricing category, the markup percentages for the alternative wholesale, retail prices, so that they can participate in batch price change. - Manufacturer :field for the correlation of the item with a specific manufacturer. - Brand: field for the correlation of the entry with a specific brand. - Model: field for the correlation of the entry with a specific model. - Country of origin: field for the correlation with a specific country of origin. - Ordinary bin: enter the storage bin of the item. - Reorder level: enter the reorder levels of the item. - Minimum level: enter the minimum level of the item. - Maximul level: enter the maximum level of the item.   > Info: Fields "Reorder level", "Minimum level" and "Maximum level" represent respectively the minimum quantity (minimum stock), the maximum quantity (maximum stock) and the reorder level of each item of the inventory. The indications of the fields represent total indications for all storage bins. These fields are involved in job as well as in the Demand Shortages printouts.   Page <**Identity**>: ![image](media://9b8a479d-33a4-412d-bdb8-6adf13f29d1d)   - Name 2: field in which you enter the alternative name of the item. - Web page: enter a web address (internet) related to the entry. - Warning: The indication set here shall be displayed as a warning during selection of the entry in document lines. - Exclusively for: Field for the correlation of the item with a specific customer to whom such item is availed exclusively. This means that the item cannot be called in sales document lines, if the Customer of such document is other than the one set here. - Substituted by: Field for entering another inventory code (substitution code). This field is used for code cancellations or relevant uses. - Season: Field for the correlation of the entry with a specific season. - Composition: Field in which the description of the item composition is entered (percentage - material, i.e. Cotton 100%). The field can be filled either by direct typing or by selecting indications from the related table. - Alternative codes: a grid where you enter the code of the alternative item. This can be executed with 2 methods: 1. either through direct typing of a code that does not exist in the items file. 2. or through calling a similar code that already exists in the items file. In the second case, in order to select the similar code, you must zoom the grid line. - Alternative supplier codes:  it is used for entering alternative suppliers per item. It has fields that can record and maintain information useful in supplier processes.     Page <**Measurement, Stock-taking**>: ![image](media://12328cbd-a6ca-423b-88d9-f920fd760ac7)   - Volume: set the volume of the item. This field, additionally to Intrastat issues, serves also the allocation of import costs, when this is executed according to the volume of imported items (eg transport costs). - Mass: define the mass (weight) of the item. This field, additionally to Intrastat issues serves also the allocation of import costs, when this is performed according to the weight of the items imported.   **"Additional U.O.M.":  ** - U.O.M.2:  complete the second U.O.M. of the item. - U.O.M. Purchases: Field for the correlation of the specific entry with a unit of measurement from the related table. The indication represents an auxiliary unit of measurement to be used as a means of support for purchases. - U.O.M. Sales: Field for the correlation of the specific entry with a unit of measurement from the related table. The indication represents an auxiliary unit of measurement to be used as a means of support for sales. - Relation to main U.O.M.: Parameter that refers to the auxiliary unit of measurement, which defines the rate for the conversion of one unit of measurement to the other. Whether such Rate (that is the Relation) shall be a multiplier of the main unit of measurement, or divider of the main unit of measurement (in order to obtain the secondary U.O.M.), is set by a central parameter of the application, in the Inventory parameters. - Fixed relation: Parameter in which you determine whether the relation of the auxiliary unit of measurement will be locked (strict) with regard to the main U.O.M., or not. When the relation between units is strict then during posting, the projection of one unit to the other is bidirectional: When you enter the quantity of the main unit the secondary one is updated. When you enter the quantity of the secondary unit the main one is updated. On the contrary, when the relation is not strict, then the application accepts entries in the main and auxiliary unit of measurement without the entry of a quantity in a unit leading to any changes to the other.   **"Dimensions, cubism":** - Calculation: parameter in which you specify whether there shall be execution of automatic calculation of the dimensions of the item. - Transfer to: field in which you specify the unit of measurement of the item to which the dimension calculation results are to be transferred. - Dimension 1,2,3: field in which you define the 1st, 2nd, 3rd dimension of the item, as long as it is monitored in dimensions.   **"Safety limits, default quantities in documents" ** Same as in page , here you can set the minimum, maximum level and / or the reorder level of the item.  In case you monitor branches/ different W/h you can set the levels per branch / W/h, The indication to enter in the fields: "in Purchases", "in Sales", "in Inventory" is the one proposed by the application as "ordinary" quantity during purchases/ sales / inventory documents posting.   **"Default warehouses and storage bins»** Use the grid to define specific branches (and storage bins and locations) from or to which an item can be transferred. The setting may be different per document module (Purchase, Sales, Inventory).     Page <**Trade**>: ![image](media://8763fe98-357b-4d7b-aca3-41afee681636)   **"Prices and discounts"** In this module, additionally to the wholesale / retail price of the item, you also enter the wholesale and retail markup, as well as the maximum discount that you can use for this item.  - "Max. discount control": depending on the setting of this field, in case of excess of maximum discount in the document line, a warning or prohibitive message is displayed.  This mechanism takes into consideration all 3 discount fields of the document line and co-assesses the final discount result (through the application of either cumulative or successive discounts), checking whether the total exceeds the limit set in this field. However, it does not take into consideration discount allocations that refer to the document total. The checks are concluded exclusively on the document line. - Minimum G. Profit (%): set the gross profit percentage. Field used for statistical reasons in lists.   **"Commercial policies"** - Credit notes due to turnover: parameter in which you specify whether the item participates both in turnover scale and the calculated discount. - Commission class: field for the correlation of the item with a specific commission class (see [salesperson commission](https://wiki.softone.gr/display/SS4END/)). - Calculation from value: Through this parameter you can define for each item which size in the line of a document should be affected, if you "manually" modify the total value of that line.  1) If the field is set to the indication [Of Quantity], then if the total value of the line is modified, the application shall retain the [Price] and [Discount 1] fields of the line constant and shall modify its [Quantity] (i.e. for a gas station "refuel up to 30 euros"). 2) If you set the parameter to: [Of Price], then if the total value of the line is modified, the application shall retain the [Quantity] and [Discount 1] fields of the line constant and shall modify the [Price] field. 3) If the parameter is set to [Of Discount 1], then if the total value of the line is modified, the application shall retain the [Quantity] and [Price] fields of the line constant and shall modify [Discount 1] field.   > Info: The application behaves in a manner common to all items, in accordance with the setting provided at the General parameters: Inventory, except for items that have a different special setting. Please note: 1) Indication [Default], in Items means "follow main parameter" as defined in inventory parameters. 2) Indication [Default] in Inventory Parameters is equivalent to [Of Discount 1]. 3) Indication [Of Discount 1] in the Items is interpreted as "insist on [Discount 1] even if main parameter setting is changed".   **"International transactions, standard cost"** - Currency: Field for the correlation of the entry with a specific Currency from the table with the relevant name. Please note that if at this point you set a Currency other than the local one (ie other than the €) does not imply that the wholesale or retail or alternative wholesale, or - particularly- the cost prices, or the purchase, sale prices, are listed in the foreign currency. The indication of a Currency in the item is only indicative - all price and value sizes are still reported in the local currency, regardless of any currency indication. The sole exception is the "Replacement price" field which actually refers to a price in Foreign Currency. - Replacement price: Field where you enter a price quoted in the item Currency. What exactly this value represents is up to the operator: It may represent an approximate or expected cost price, or it may represent the desired sales price in Foreign Currency. The replacement price can be proposed in sales, or purchase, or inventory documents (by means of setting the [Uses price] parameter). - Standard cost: a field where you enter the price to be set as the standard cost of the item. In the link you can set a different standard cost per period.   **"Price lists"** - Alternative Wholesale / Retail prices: 12+12 alternative wholesale and retail prices respectively are available in order to establish price lists (price zones) per customer pricing category or per company branch. - Ordinary supplier: Enter the supplier from which (usually) the company obtains the specific item. This field allows the application to automate the conversion of customer orders to supplier orders. - Prices per supplier: it is used to enter prices per supplier. On the grid you can set an ending date (up to when the price set is valid) and the agreement price with a specific supplier. If in document types, in parameter "uses price" you set [supplier], then the document shall include as default the price entered in the grid, while upon each document posting the [purchase price] of the grid shall be updated respectively.   > Info: You can set a different price for the same supplier, as long as you define a different currency. In order to define a different currency use the line "zoom" operation.     Page <**Accounting**>: ![image](media://935e072b-f84e-49d7-809f-d72ce15c4df1) On page enter the basic data (VAT, Acctg category, intrastat) which are also found on page . - Type: field where you specify the type of the item and in particular whether it refers to a gift, warranty or bailment. > Info: If you complete any indication other than [normal], then upon posting a purchase or sale document for this item, there shall be creation of a special inventory transaction (gift, warranty, bailment) and not a general inventory transaction. The exact transaction created is defined in the document types. - Type of production: parameter completed only when the item is related to the production module and defines whether the item is produced or consumed. - Participation in KEPYO: parameter in which you define whether the entry participates to the KE.P.Y.O list.   **"Accounting accounts"** Fields in which you define a specific accounting code, or part thereof in order to serve the automatic update mechanism of Accounting (accounting link). "Revenue/Expenses accounts". Fields in which you define a specific revenue/expenses code, or part thereof, in order to serve the automatic update mechanism (revenue/expenses link).   **"Expenses, duties"** - In fields "Expense 1" - "Expense 2" - "Expense 3" you correlate the item with specific expenses (from the charges table). The fields include only the expenses which are configured to refer to "Item". - Value (1,2,3): define a specific value for the expense.   Page <**Properties**>: ![image](media://36179efd-fa38-4841-904b-2a8e24c2fb4c)   On page you can define item data that refer to item Sets, Lots, Serial number, Item attributes (color, size).   Page <**User defined fields>**: Page User define fields consists of user defined text, number, table type, date fields, as well as of "Yes/No" fields for any use. The titles of the fields are set in the module parameters.   Page <**Comments/Picture>**: Page Comments / Picture consists of comments texts as well as of a field for importing a picture of the item.  Picture import is executed by right clicking on field "Import from file".      ## Related item jobs Through item, in Related jobs (symbol   ) you can display the Financial data, the card, the availability data, etc for the selected item.  ### Item financial data The financial data is a screen page that displays data that change on line through daily business activity.  Financial data are always updated by transactions.  They are displayed cumulatively, analyzed per period, as well as in comparison with past years. The quantitative inventory data are considered to be financial data.    ### **Item data per W/h** displays the item data analyzed per Warehouse. ![image](media://80b83b50-d560-422e-814e-09a08a91678c)   ### Item transactions displays the item card for the current year.  Selecting displays filters for date interval, Branch, Warehouses and transactions. ![image](media://4c55293e-7f89-488d-b857-de7be916f20b)   ### **Sales/Purchases history** Sales/Purchases history displays the item purchases/ sales with "current year" as the default filter.   ### Availability This view shows the availability of the item based on the Balance, the Reserved and Expected quantity, as well as the minimum level set for the item. ![image](media://0b600e1b-9d1a-4981-8882-d1c0edfc2044)   ### Available lots If the item is monitored per lot, through the item you can view the available lots and their balance.  ![image](media://34de832c-f38e-4fe2-b751-dedee58d2239)