Set up a new template and default for an item

Related topics

The following describes how to set up a new template and default for use in item maintenance. It is possible to copy an existing template with the defaults to create a new one. However, in this example you will do the following:

Select all DC1 Distribution related panels to be valid and therefore displayed when using this template in the Item file maintenance routine. The only mandatory panel, however, when adding a new item is the Basic data panel.
Define default id’s and default values for all valid selected panels.
Validate default field values for all relevant panels.

Note: The selection of the valid panels you want for your template is a question of choice, most probably dictated by the role you have in your company. For example, if you work in the sales department, you would probably not want to work with purchase-related panels.

For the set up (or changing) of defaults, you have two menu items from which to choose. These include menu items:

Work with item templates, or
Work with item defaults

The procedure is the same from both, but the instructions outlined below will describe the procedure using the Work with item templates menu item.

Select the Work with item templates menu item.
You access Work with item templates, All templates. Note: This panel is empty when the system is first installed. Nothing is pre-loaded. (Tip: Click the Change mode function key to toggle the following: all templates, only those valid for use during Item file maintenance and enquiry and only those valid for use during the print routine. The default mode is display all existing templates). To add a new template click Add.
You access Work with item templates, listing all programs (panels) within the Item file maintenance routine. (Note: The list of these programs and the sequence in which they appear is determined from the pre-loaded data in the Template control table. (See the Panel help for this table for more information).

On this panel you define the following:

actual name of the template
the panels you want to prompt when you use this template in the Item file maintenance and Item file enquiry routines
in which sequence the panels shall prompt when using this template in the Item file maintenance and Item file enquiry routines
the panels from which you want to extract information when you use this template in the Item file list printout routine
the default id for the panel you are going to complete with default values

The following fields are mandatory:

Template: Enter the code for the template you are establishing.
Description
Template secured: See Restrict the use of an item template.
Maint/enquiry template: Indicate if this template is allowed to be used during item maintenance and item enquiry.
Print template: Indicate if the template is allowed to be used when printing an item list, denoting the panels from which you want to extract information.
Seq: Enter a sequential number for each panel you want to include in the template, thereby defining in which order they are to appear when you use this template in the Item file maintenance and Item file enquiry routines. You must not omit any numbers, and you must start with number 1. For the purpose of this example, you will select all DC1 Distribution related panels. These include:

The following panels, which are used if DC1 Warehouse Management, DC1 Service and DC1 Manufacturing are installed and activated, will not be selected for this template:

DC1 Warehouse Management

Item location size
Item location type

DC1 Service

Service object information

DC1 Manufacturing

Manufacturing information

Note: Since this template will be used to add a new item into the Item file, the Basic information panel must be included and it must have sequence number 1.

Defaults: You complete the fields in this column after you have established a default id and default values for the panels defined with a sequence (see step 4 below for instructions).; Note: Notice that you cannot define defaults for all panels. This is because there is no need to use the same data for some panels. An example of this is the Foreign description panel. Not every item will have the same foreign description. Only those panels valid for defining defaults are indicated by an input field in this column.

When you have defined the sequence, click Maintain defaults.

You access Item default maintenance listing all valid panels for which you can define default values. You can select one panel at a time or select all panels at the same time. If you select all, each panel will be displayed for input one after the other. For this example select all panels by clicking with your mouse and using the Ctrl and Shift buttons on your keyboard. Click OK.
You access the default panel for the first panel selected, namely Default maintenance, Basic information, listing all default id’s for the Basic info panel and this template. Note: The title of all panels is determined by what is entered in the Short description field in the Template control table for this panel. This panel is empty when the system is first installed; nothing is pre-loaded. Click Add.
You access Default maintenance, Basic information. Complete the following fields:

Default: Enter the identification of this default you are adding. (For simplicity, enter the same identification as that you gave your new template). You will enter this id on the Work with item templates panel when you are finished with all default values for all panels. (See step 13). Tip: You do not have to use just this default id for your template. You can use any existing default id, if it is relevant for the item you are adding.
Description
Validate fields: The default is NO. For this example set this field to YES meaning the same validations will apply for the entry of default data as those which apply for the entry of real data when you add/change a new item in Item file maintenance. For example, blank is not allowed if the field should be set to YES or NO, etc.; Note: This is an extra security measure to ensure that valid default data is entered in each field. Regardless of whether you set this field to YES or NO, a check for valid data is always done when adding a new item in the Item file.

Click OK.

You access Item file maintenance, Basic data where you enter the your pre-defined default values. These will appear when you use this template during Item file maintenance. By doing so you avoid having to enter the same values repeatedly when adding similar items. Because you chose to validate field information in step 6 above, the following fields are mandatory.(Note: If you had not chosen to validate field information, no field data is mandatory here. The system, however, would flag you with the mandatory fields when actually entering a new item in the Item file maintenance routine).

Description
Responsible
Creation date
Planner
Account group
Item group
Country of origin

For more information on these fields and all other fields on this panel see the Panel help.

When you are finished entering default data you have two choices. You can:

Click OK to prompt the next panel. Because you chose to validate field information, all default values must be correct to prompt the next panel.
Click Accept default to accept the default values and continue to the next panel, even if the data is not valid. The purpose with this function key is to allow you to finish the process of entering default data without having to terminate your work due to lack of data in tables. The newly added table value in the default field can be added to the correct table upon completion of the default.

Note: When adding a new item using this default, the system always validates the default data even if you have erroneous data.

Click OK.

The same Item file maintenance, Basic data panel is displayed, where you define the attributes for the fields:

In Attribute mode you define which fields should be open for input when you use this maintenance template in Item file maintenance. All fields are set to YES by default. Depending on what you enter in the fields, different results apply when adding or maintaining an item in the Item file maintenance routine using this default:

If you leave the field set to YES, whether it has a default value or not, it can be changed when you add or maintain an item in Item file maintenance.
If you set a field to NO (whether it has a default value or not) the field will not be open for input when you add or maintain an item in the Item file, with two exceptions. The system will open the field for input:

if the field is a mandatory entry and it is blank, or
the default value for the field is in error

You can also change the attribute to MANDATORY in some places. This means that an entry must be entered in the maintenance field and the system will validate that an entry has been made.

Click OK.

You access the second Item file maintenance, Basic data panel in the series, where you can enter additional information for the item. No fields are mandatory. Complete the necessary information then click OK.
You access the panel where you define the attributes for the fields. For this example, leave all fields set to YES. Click OK and then Cancel.
You return to Default maintenance, Basic information, where you see your new default id added to the list. Since you marked all valid panels to be displayed one after the other (in step 4 above), click OK to access the next panel in the series.
Click Add to add a new record and then repeat the steps 6 through 11 until all valid panels have been completed with the default values you want. Tip: For simplicity, assign the same default id for all panels.

Mandatory fields
Since this example instructs you to validate fields for each new default id, the following fields are mandatory when entering default values on the remaining panels:

Panel	Fields
Unit information	Unit Conversion factor
Inventory information (1st panel)	Volume value control Stock unit Default sales unit Stock count unit Item class Planning method
Supplier information (1st panel)	Supplier Manner of transport Default purchase unit
Purchase prices	Supplier Unit
Sales price	Currency Unit Price list VAT based FOC Sales price VAT included

For a description of what to enter in each field, see the Panel help.

When ready, click Back until you return to Work with item templates where you enter the default id for each panel.

You access Work with item templates. Enter the default id under the Defaults column for the panels you completed with default values. Click OK and then Cancel to exit the program.

You can now, if you want, use this template when entering a new item in the Item file maintenance routine (see Add a new item for instructions). To implement template security see Restrict the use of an item template.