Since the Item file holds a large amount of information for your item, you may not find it necessary to run through all panels for the template. This situation could occur if you are, for example:
- adding a new item and want to temporarily interrupt this work, or
- changing some information for an existing item
DC1 simplifies the entry or maintenance of data in this file via the Update and return or Return functionality:
| Update and return | Update the information on a panel and return to the initial panel from where you can exit the routine. Each panel holds unique information and is therefore given a unique name. In some cases, however, there are two or more panels with the same name. This function key with the description (Update and return) is displayed on all unique panels. In the event of a series of panels with the same name, it is displayed on the last panel in the series. |
| Return | Return to the initial panel. All information entered/changed on any previous panel is updated. This function key is displayed on a panel where you mark a line for maintenance. |
- Select the Work with items menu item.
- On the initial panel, click Select template to select the appropriate template to work with.
- You access Work with items, select template. Highlight a template and click Select.
- You access Work with items. Click Add.
- If Item segmentation is not activated, you access the first panel for this template, namely Item file maintenance, Basic data. Complete the following fields:
- Item
- If the following has been set up, the item code is automatically generated:
- The AUTOITMN (Auto generate item number) function is activated in the Function control file,
- An extended number series for the item number generation has been set up in the Extended number series table,
- The extended number series code has been entered in the Character value field in the Defaults and replacements table for the following group/level/key: AUTOGEN/NUMBER/ITEM_NUMBER.
Otherwise, manually enter the code of the item you are adding to the file. This can be purely numerical, purely alphabetical or alphanumeric.
- Description
- Enter a description of the item.
- You access the second Basic data panel where you can enter additional basic information for the item. Complete all relevant fields and click OK.
- You access the second panel for this template, namely Item file maintenance, Units. On this panel you enter the different unit(s) for this item. These include:
- the unit in which the item can be purchased
- the unit in which the item will be stocked
- the unit in which the item can be sold
- You access Item file maintenance, Units, where you enter the details. Note: To be able to add a new unit for this item, it must exist in the Unit table. You can, if you want, use the same unit as your purchasing, stocking and selling unit of measure. But here, you will add a new unit in which the item can be purchased. Complete the following fields:
- Unit
- Enter the new unit.
- Allowed on sales
- This field is set to NO by default. Keep this setting meaning that this unit cannot be entered on a sales order line for this item.
- Allowed on MDC
- This field is set to NO by default. Keep this setting meaning that this unit cannot be entered on a MDC order line for this item.
- Allowed on pur/wrk
- Set this field to YES meaning that this unit is valid for entry on a purchase line for this item. (You always purchase this item in this unit).
- Conversion factor
- Enter the conversion factor which will determine the relation between this unit and the stock unit. (See the next Inventory information panel for stock unit).
- For this item the unit in which you will stock the item is the same as that in which you purchase the item. Therefore, the conversion factor must be 1.
- Note: What to enter in this field depends on the relationship between the unit you are adding here and the stock unit. Different examples are outlined below:
- The stock unit for this item is BOX10. The unit you are adding here is EACH. If 1 box contains 10 pieces, the conversion factor should be 0.1.
- The stock unit for the item is EACH, The unit you are adding here is BOX10. If 1 box contains 10 pieces, the conversion factor should be 10.
- Complete the relevant fields on the following remaining panels in the template.
- Inventory information (several panels): you enter inventory handling related information. (See the Panel help for a description of the fields).
- Supplier information: you enter the suppliers from which you can purchase this item and the supplier-related information. This information consists of two panels. The second panel displays statistical related information which the system automatically updates where you can keep track of, e.g., receptions for this item/supplier year-to-date, how many late receptions contra early receptions occurred, etc.
- Foreign description.
- Purchase prices:
- Sales prices:
- Warehouses.
- Country VAT information: used if EU VAT reporting is activated in the system.
- Item search fields: you can manually enter search fields which can be used when searching for specific information in the Item file enquiry.
- Item extended packaging and labelling information: used to enter any special packing instructions for the item which can then be connected to and printed on the valid external documents.
- Item extended description: used to enter descriptions of the item which can then be connected to and printed on the valid external documents.
- Supplier extended description: used to enter descriptions of the supplier when can then be connected to and printed on the valid external documents.
If the template you selected holds default values and they were flagged to be validated when setting up your defaults for the template, all mandatory fields will already be completed. (See Set up a new template and default for an item).
Complete all relevant fields and click OK. Note: The Item Segment entry function key is only displayed if the Item segmentation function is activated in DIS control file.
For this item the purchasing unit and stocking unit will be the same. If you already defined in your defaults for the Inventory information panel that the stock unit is, for example, BOX10, you must add this unit here as valid to be used when purchasing this item.
Click Add.
Examples:
The remaining fields on the panel are optional. (See the Panel help for a description). Enter the information you want and click OK. You return to the first Units panel where the record you added is updated.
Selling unit
Add the selling unit (for example EACH) for this item by repeating the same instructions, but set the Allowed on sales field to YES. Click OK twice to update the information. Click Cancel and then OK to continue to the next panel for the template.
After clicking OK on the last panel for the template, you return to the initial panel of this routine. Click Cancel to exit the routine. This item can now be used in your daily work.