Item cards hold the information that is required to buy, store, sell and account for items.
Step-by-Step Guide for Create Item
| Table of Contents |
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| Table of Contents |
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Steps
Note: if the link not included in navigation bar, click Search button then enter Items into search box then select the link
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| Step 2 - Use Search function to check the item is already created or not | |
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Step |
Step 1 - Enter Item Information
Click [Items] from Action Bar or Search "Items"
1.2 Click [New] to create new Item
3 – Enter Item information. |
The Item cards are divided into below tables where fields similar are grouped together. Fill up the information to create a new Item card.
General tab, the information about the item Number, Name and Unit of Measure.
Fields | Details |
|---|---|
No. | Tab out the field if use default number Enter the item number in the field if use manual number. |
Description | Item Description |
Base Unit of Measure | Select from a list of Units of Measure |
Item Category Code | Select appropriate Item Category from the list |
Type | Default Inventory. |
| Inventory Value Zero | Select the option. The option is need to select for the item it has no inventory value E.g. Coupon |
Item Tracking which take control for the Item to have a lot number to be used to keep track of the expiration date.
*Fields only to be filled for Lot Item.
For Lot Item, it needs to select the code to control the Lot Item Tracking.
*For Non-Lot Item, no code to be entered.
To be select the No.Series for the Lot Number.
*User can choose to manual input but still need to choose the no.series. Please refer to Number Series.
Closing & Pricing which is the costing on the item and where the posting enters in the chart of accounts.
Fields | Details |
|---|---|
Gen. Prod. Posting Group | Select posting group for define where the posting enters in the chart of accounts |
Inventory Posting Group | Select posting group for define where the posting enters in the chart of accounts |
Prices & Sales record the default Unit Price for the item if any. Please note, the price if for local currency only.
| Fields | Details |
|---|---|
| Unit Price | Default Unit Price in local currency |
| Purchase Unit of Measure | Default Unit of Measure for Purchase Documents |
| Sales Unit of Measure | Default Unit of Measure for Sales Documents |
Step 2 - Enter Item Detail Information
Dimensions
Dimension for Item is used for Report & Analysis.
- Select "Dimensions" from action bar
- Select option for Value Posting for the Dimension E.g. The Category for this item is LOW FAT MILK.
NOTE:
Code Mandatory - Select this option if the default dimension for this account or account type must have a dimension value when posting, but any dimension value is acceptable.
Same Code - Select this option if the default dimension for this account or account type must always have the same dimension value code as that selected in the Dimension Value Code field when posting.Enter the Description, Description 2 (if any), Base Unit of Measure and other fields for the item information as well as the fields with a red asterisk indicate that they are mandatory
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Step 1 - Click [Items] in navigation bar. |
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Step 4 - Enter Item Details (if any)
Details | Description |
Item Unit of Measure | [Optional] – enter if multiple units for the item Assign alternate units of measure to purchase, documents to specify how many units of the base unit of measure you handle at a time in those processes. For example, you may buy the item on “Box” and only use single pieces in your inventory. |
Comments | [Optional] – user can enter Remarks for the item in Comments Table Comments only use for additional information into the Item Card and comments in item card are not printed or output to reports or bring forward to other documents. |
Item Purchase Prices | [Optional] – record the price for different Vendor (if any) Purchase prices for an item based on the combination of item number, vendor. Optionally, the criteria can be including minimum quantity or periods of time. The price it defines in the price list will be automatically applied to purchase documents. Customization for the company for automatically applying to PR -QL if the price with specific criteria is matched with the price list. |
Item Cross Reference | [Optional] – record the vendor’s item no. and barcode if any |
Extended Text | [Optional] Use for inputting the “Remarks” for the item. It will be displayed in the PR-RL or PO Line according to the item. User can define whether the Extended Text for the item automatically append to the PO Line or add to the PO Line manually. |
Main Field for Item
Fields | Data Type & Length | Details | Mandatory |
No. | Code 20 | Default Number according to number series | * |
Description | Text 100 | User can input item description in English &/or Chinese | |
Description 2 | Text 50 | Additional line for item description (if any) | |
Part Number | Text 50 | Enter the Part Number | * |
Request Type | Text 50 | Select from “Master Setup List” for “Request Type” Request Type to be including 1. General Items 2. Exceptional Items 3. Special and Miscellaneous Expenses | * |
Order Type | Text 50 | Select from “Master Setup List” for “Order Type” Order Type to be including 1. SP - Spare Parts 2. CS - Consumable Stock Items 3. CN - Consumable Non-stock Items 4. GS - GMS Items 5. CH - Computer Hardware 6. CW - Computer Software 7. SJ - Services 8. RV - Repair Orders 9. TJ - Tools 10. Others - Non PO | * |
Stock Type | Code 50 | Select from “Master Setup List” for “Stock Type” Stock Type includes following option which is match with SUN System Stork Type. 1. Consumable 2. PSD-Fixed Assets 3. Non-Repairabe 4. PSD-Inventory 5. Repairable 6. GMS - For Sales 7. Raw Material 8. Others | * |
Blocked | Option | Use for indicating the item status. System is not allowed to select the item in purchase documents if the item is “Blocked” | |
Vessel Type | Text 50 | Select “Master Setup List” for “Vessel Type” | |
Budget Category Code | Code 5 | Select from pre-define list “Budget Category” Budget Category to be including 1 Capex Item 2 Spare Parts 3 Consumables 4 Tools & Equipment 5 Cleaning & Hygiene 6 GMS Item 7 Life-Saving Appliance 8 Office Supplies 9 OSH 10 IT & Telecommunication 11 Uniform 12 Repair & Maintenance 13 Outsourcing/Contractor Work 14 Rental & Management Fee 15 Business Travel 16 Insurance 17 Marketing and Promotion 18 Staff Activities 19 Others | * |
Budget Category | Text 30 | Show the Budget Category according to the budget category code | |
Capex Code | Text 20 | ||
Approved Single Source | Option | Indicate if the item is single source Yes or No Default No | * |
Base Unit of Measure | Code 10 | Select from pre-define list of “Unit of Measure” | |
Type | Option | Default “Inventory”, user can change if item is non-inventory or services item | |
Vendor No | Code 20 | Select Vendor No from Vendor Card if Single Source Item | |
Gen. Prod. Posting Group | Code 10 | Select “General” (Please refer to section 3.6) | |
Inventory Posting Group | Code 10 | Select “Inventory” (Please refer to section 3.6) | |
Alternative Item | Text 20 | ||
Look Up Code | Text 20 |
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Item Picture | Image file format Supported formats include JPEG / PNG / BMP Maximum file size: Less than 3 MB Image dimensions: Greater than 50 x 50 pixels | ||
Attachments | Attachments The maximum size of files: 350 MB |