All item related information is stored in one file, which DC1 calls the Item file. This file is shared by all the applications (but DC1 Financials) in the DC1 portfolio. The panels to complete depend on the applications you are using. The process of working with item information in your database includes everything from setting up a new template and default, thereby simplifying the procedure of deleting obsolete items, to adding new ones.
You must define basic information for every item. You can then add additional information for use in, for example:
- sales order processing
- sales analysis
- purchase order processing
- purchase analysis
- inventory handling
Before entering data
Prior to entering data, all user-defined values must be set up in tables, again shared by all DC1 applications. This allows you to determine the table contents against which all the item details are validated. There are useful windows and enquiries to assist you in this task.
Simplify entry
The Item file is comprised of a number of panels. Some panels are for DC1 Distribution only, some are for DC1 Inventory Control (if activated) and some are for DC1 Warehouse Management (if activated). As a result of this you can both simplify and customise the entry of data by using the Template and Default functions.
Templates
A template is the identity you give to the set of panels you most frequently use in the sequence you specify. Templates are used when you both add a new item and maintain an existing as well as when you enquire on items. You must define at least one template that contains all the panels necessary when adding new items. Note: You do not need to add a template each time you add a new item. Once you have added one template, you can use this template repeatedly. By using the right template you will not have to enter the same information repeatedly for a number of similar items.
Defaults
A default is the identity you give to all panels where you have pre-defined default values. Defaults are used when you add a new item. You can optionally protect default values, meaning you cannot change these values when adding new items. You then connect the default to the template.
Tip: If you need to change one specific field (for example Item group) for a number of existing items, you can create a template containing only the relevant panel. You then set the Attribute to NO for all fields, except Item group, on this panel. When you maintain an item(s) using this template the system will position you to this field.
Protect the template
You also have the possibility to restrict other users from using a template, since the Item file may, for example, contain sensitive information. In DC1 it is called Template security. This means that a user must be granted access to the template to be able to maintain or make enquiries into the Item file using a secured template. For the security to work the following must be done:
- The Work with item templates routine and Work with item defaults routine must be protected by SECUR. This is to ensure that unauthorised users cannot change the template to being not secured.
- The Work with item template security routine must also be protected by SECUR. This is to ensure that unauthorised users cannot grant themselves access to the item file template and default maintenance.
For a more detailed description about Template security see Restrict the use of an item template.
Enquiries and printouts
- Item file enquiry
- All table enquiries for the table related fields
- Item file list
- All table printouts for the table related fields