TABLE OF CONTENTS
Below are the master files related for the item to be use throughout the system. User is required to do the setup in the following order:
| SEQUENCE | MASTER FILE | DESCRIPTION |
|---|---|---|
1 | Product Codes | Item classification/nature within the system |
2 | Count Groups | Item group/classification based on inventory count policy |
3 | UOMs | Units of measurement that serves the basis of counting/measuring an item |
4 | Items | Detail of items that is use when performing transactions |
5 | UOM Conversions | Conversion factor/mathematical relationships between units of measurement |
| 6 | Alternate Barcode | Alternate barcode to be use when performing transactions |
Product Codes
A Product Code is a way to categorize a similar group of items into one category. The fields in the Product Codes settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
Product Code | The designated code given to the product classification. This code is often use in drop-down lists or when scanning a barcode. | String | 30 | Yes | No | Yes |
Description | This is the name of the product classification given the above code. This name does not show during transactions. | String | 30 | Yes | Yes | No |
Active | Indicator of availability. If unchecked, the system will not show the product code in the drop-down lists. | Boolean: 0 – Inactive 1 – Active | NA | Yes | Yes, if the product code is not using in any item | Yes Default: Active |
Count Groups
A Count Code is a way to categorize a similar group of items into one category for inventory count purpose. The fields in the Count Groups settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
Count Group | The designated name given to the count group. This name is often use in drop-down lists. | String Max:30 | 30 | Yes | No | Yes |
Description | This is the name of the count group given to the above code. A meaningful description to the count group. | String Max: 30 | 30 | Yes | Yes | Yes |
Active | Indicator of availability. If unchecked, the system will not show the count group in the drop-down lists. | Boolean: 0 – Inactive 1 – Active | NA | Yes | Yes | Yes Default: Active |
Unit Of Measures
The UOM List contains the collection of all units of measurement that can be associated with an item. A base unit of measure must be assigned to each item. The fields in the UOMs settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
UOM | The designated code given to the unit of measurement. This code is often use in drop-down lists or when scanning a barcode. | String | 20 | Yes | No | Yes |
Description | This is the full name of the UOM given the above code. This name does not show during transactions. | String | 30 | Yes | Yes | No |
Rounding Decimals | Determines the number of decimal places the unit of measurement will be recorded. | Numeric | NA | Yes | Yes Only can increase if UOM is in transaction history | Yes Default: 2 |
Items
The Item form contains the collection of all items/parts that can be use in the system. The fields in the Items settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
Item | The designated code given to the item/part. This code is use in drop-down lists or when scanning a barcode. | String | 30 | Yes | No | Yes |
Description | The item description and may contain specifications/name of the item. This field is show in transaction forms for item selected. | String | 191 | Yes | Yes | Yes |
UOM | The base unit of measure for the item, representing the smallest unit used in inventory transactions. The UOM can be selected from the list of UOM created in the system. Must exist in UOMs master | String | 20 | Yes | Yes, if qty on hand is 0 and not conflict with existing orders UOM. | Yes |
Product Code | Material classification. The Product Code can be selected from the available list of Product Codes created in the system. Must exist in Product Codes master | String | 30 | Yes | Yes | Yes |
Unit Weight | The unit weight is the expected mass per unit of item/part. The default UOM for weight is Kilogram (KG). | Numeric | 6 | Yes | Yes | Yes |
Item Type | To determine if the item/part is manufactured type or purchased type. | List: Manufactured Purchased | NA | Yes | Yes | Yes Default: Manufactured |
Count Group | Classification use for inventory count. | List: Count Groups exist in Count Groups master | NA | Yes | Yes | No |
Lot Tracked | Item is lot tracked indicator. Lot tracked item must have lot number specified in all transactions. | Boolean: 0 – Not lot tracked 1 – Is lot tracked | NA | Yes | Yes | Yes Is lot tracked |
Expiry Tracked | Expiry tracked indicator. Item expiry date need to be determined for incoming transactions. | Boolean: 0 – Not expiry tracked 1 – Is expiry tracked | NA | Yes | Yes | No |
Default Shelf Life Day(s) | Default shelf life for the item. System will auto determine the item expiry date based on the default shelf-life day(s) set. | Numeric | NA | Yes | Yes | No |
Lot Number Definition | The lot number format for the item. System will auto generate new lot number based on the lot number definition. | List: Lot number definitions exist in Lot Number Definition settings | NA | Yes | Yes | No |
Issue By | Identifies the issuance rule for the lot tracked item. | List: Location FIFO FEFO Lot Number | NA | Yes | Yes | Yes Default: Location |
Active | Active indicator. If unchecked, the system will not show the item/part code in the drop-down list. If unchecked, it will also prevent any transaction to happen on this item. | Boolean: 0 – Inactive 1 – Active | NA | Yes | Yes, if the item is not use in any open/released/pending transactions or with quantity on hand | Yes |
Unit Of Measure Conversions
Unit of Measure Conversions maintain valid mathematical relationships between units of measure defined on the UOM form. User can set these conversions to apply at the Global, Item, Item/Customer, or Item/Vendor level.
The Unit of Measure conversion logic is consistent throughout the system. The same conversion factor is use when converting between a base unit of measure and a different unit of measure. The fields in the UOM Conversions settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
Base UOM | Select the code for the base unit of measure (UOM). Must exist in UOMs master | String | 20 | Yes | No | Yes |
Converted UOM | Select the code for the converted unit of measure. Must exist in UOMs master | String | 20 | Yes | No | Yes |
Conversion Type | Select a valid type for your conversion: Global – System-wide (throughout this site) Item – For a specific item Vendor – For a specific item when purchased from a specific vendor Customer – For a specific item when purchased by a specific customer | List: Global Item Vendor Customer | NA | Yes | No | Yes Default: Customer |
Item | Select the item code. This field is required for conversion type of Item, Customer and Vendor. Must exist in Items master | String | 30 | Yes | Yes | Yes, if Conversion Type is Item, Vendor, or Customer |
Description | This field is auto filled by the system based on the item part chosen. | String | 200 | No | No | Yes |
Customer/Vendor | Select the customer or vendor code. This field is required for conversion type of Vendor and Customer. Must exists in Customers/Vendors master | String | 30 | Yes | Yes | Yes, if Conversion Type is Customer/Vendor |
Customer/Vendor Name | This field is auto filled by the system based on the customer/vendor code chosen. | String | 200 | No | No | Yes |
Conversion Factor | Enter the conversion factor. Example: In setting up a conversion factor between feet and inches, enter Ft as the Base UOM and In as the Converted UOM. (You must have previously set up Ft and In in the UOM form.) For the Conversion Factor, enter 12. The system automatically calculates the inverse conversion value. Therefore, the inverse conversion is not required to be created or stored in the database. | Numeric | NA | Yes | Yes | Yes Default: 1 |
Alternate Barcodes
Alternate barcodes maintain multiple alternate item code for the same item in the system. The alternate barcode can be use to perform all mobile transactions. The fields in the Alternate Barcode settings are:
| FIELD | DESCRIPTION | DATA TYPE | MAX LENGTH | CAN ADD | CAN EDIT | COMPULSORY |
|---|---|---|---|---|---|---|
Item | Identify the item which the Alternate Barcode belongs to. Must exist in Items master | String | 30 | Yes | No | Yes |
Description | This field is auto filled by the system based on the item chosen. | String | 200 | No | No | Yes |
Product Code | This field is auto filled by the system based on the item chosen. | String | 30 | No | No | Yes |
Alternate Barcode | Identify the Alternate Barcode. Must be unique across the Items master and Alternate Barcode master. | String | 30 | Yes | No | Yes |
Remark | Remark for the Alternate Barcode. | String | 50 | Yes | Yes | No |