Items Record Field Definitions
This Tech Note describes the fields used in the "Records" field and their purpose.
Play Movie: uA_Items.MOV
The following are fields found in the "Item" record:
Item Number is a "Unique Code" assigned to each Item. Once an "Item" record is saved it is non-enterable.
Description is a Description of the Item. This prints on various forms including the Invoice.
Alert is a "Text" field for your input. Anything that is typed in this field appears on the screen when this Item is put on an Order, Proposal, Invoice or Purchase Order.
Barcode is the Alpha Numeric "Code" which corresponds to the Item. Once an "Item" record is saved it is non-enterable. The File menu > Unlock Fields menu choice would have to be used to enter the field.
Mfg Item Num / Acct are fields for the input of the Manufacturer's Item number and the Account Code for Manufacture of the Item.
Vendor Item Num is a field for the input of the primary Vendor number.
Primary Vendor Acct is a field for the input of the "Primary Vendor's" Account Code.
If you have an Item that you do not wish to track the Sales, (because it is a small component of a larger item etc.) activate the "Tally by Type" box. Designate a type (example: SmComp) and all like types are Tallied together.
Type is a User defined field. It is used to designate that this Item is equipment. This field can be used for Sorting, Searching and Reporting.
Profile fields are to use at your discretion. They are used to categorize your inventory. This is helpful for Sorting, Searching and Reporting.
Four Price Level titles are set up by the "User" in the "Default" record found under the File menu. This allows four Prices Points to be designated for an Item. The only stipulation on naming your Price Points is that they all begin with a different letter.
These price levels are used in the "Sales Type" field. This field is designated in a "Customer's" record as well as in Order, Proposals and Invoices. The price charged is assigned according to the price level. It is very flexible. A price level can change for a specific Sale as well as specific Line Items.
Mar (Margin) displays the Profit Margin for each of the Price Points. If you type in the price charged the Margin Percent, is calculated. If you type in the percent of Margin the price charged is calculated.
Comm (Commissionable) is not the Commission Percent earned on this Item. It is the Commissionableness of the Item.
You may have Reps or Internal Sales people at different commission rates (some may make 10% and some 15%). Most of the time your commissionable rate will be 100%. This means those making 10% commission would make 10% on this Item at this Price Point.
In some instances you may wish for no commission to be paid on an Item. Perhaps you are shipping samples at your cost. Then you would put the commissionable % to 0.
Sometimes the desired commission amount may need to be varied if you are promoting an Item and have told Sales people you will pay them above their normal commission for the Item. Or if you've lowered the price you may wish to pay less commission on the Item.
This feature has been developed to assist in unique commissioning structures. Setting up the commissionable % can be tricky if you have a unique agreements with Sales people or organizations.
Please note that commission on a particular Line Item can be modified.
Wt'd Avg cost is the cost of the product for the "User". The average cost for the inventory is maintained when using the "PO" and "Adjust on Hand" feature.
Last Cost is the last price you paid for the Item. It is calculated by CommerceExpert/WebClerk if the "Cost" box is activated in the "Defaul" record, Option 2 page. If that feature is not activated, you can type in the cost. This cost appears when creating a PO for the Item.
Factor is used if you would like your Items priced at a certain percentage over the last price at which you purchased the Item.
For example, the last price you paid for an Item was $20.00 and you wish to charge 50% more than what you paid for it. Put "50" in the "Factor" field. When the Item is added to an Order, 50% of $20.00 is added to $20.00 and giving you a price of $30.00. This, in effect, ignores the four Price Points.
If you wish to not use this feature, leave the factor at "0". This in effect turns off the feature.
Lead Time is the number of days to receive or build an incoming shipment of this Item.
Std Time allows you to put in the time involved with this product. This would be used primarily with organizations that manufacture Items and need to do some tracking of time involved with the building of Items. Reports using this information can be developed.
Warranty Life (days) is the number of days the Item is warranted.
Qty Default on Sale is the Default Quantity whenever this Item is a Line Item on a Proposal, Order or Invoice.
Qty Min Stock is the Minimum Quantity of this Item to have on hand.
Qty to Reorder is the Quantity to Reorder of this Item.
Qty on Hand is an ongoing calculation taking Quantities out of inventory as they are Invoiced and putting Quantity into inventory as they are received. This is functional only if the "Track Inventory" feature is activated in the "Default" record.
Qty on Sales Orders is the total number of Items on Orders waiting to be Invoiced. It is a ongoing calculation.
Qty on PO's is the total number of Items that are on a PO and waiting to be received.
Unit Measure is the measure by which this Item is to be sold, such as each, dozen, lb or yard.
Ave Weight is the weight of the Item by pounds or fraction of pounds. It is used in the "Freight" charge calculations.
Location represents the sequence the Item can print on the Picking List, Packing List, Sales Order as well as the Invoice if the default is activated. This is helpful to group Items so packing is efficient.
The location field is also used to link" Item" records to a manufacturer and would be used by organizations that Rep Items for a Manufacturer.
Qty Sold, Sales Value and Cost of Sales are all running "Tallies" concerning the Item. If you run the "EOY" Tally you will have the option of turning this number back to zero at that time. In order for this feature to work you need to have the "Tally Inventor" feature turned on.
Sales G/L is the "Sales General Ledger" number corresponding an accounting system. All sales dollars for this Item are distributed to this account.
Cost G/L is the "Cost of Sale Ledger" number corresponding an accounting system. All cost of sales dollars for this Item are distributed to this account.
Invent G/L is the "Inventory General Ledger" number corresponding to an accounting system. All asset of dollars for this Item are distributed to this account.
The Taxable box is activated (X) if this Item is a "Taxable Item". Tax is charged if the Item is marked taxable, the Customer's Tax Code is an active Tax Jurisdiction, and the Customer does not have a Tax ID number.
The Serialized box is activated if the you need to track the purchase and Sale of the Item by it's serialize number.
The Back Order on New Invoices box is activated (X) when, no matter what the "Qty on Hand", the Item should not be Invoiced (Shipped). The Item automatically is Backordered on Invoices until the box is de-activated.
Discountable is activated (X) if this Item can be sold at a lower price for discounts given to particular Customers or during special promotions.
The Use Quantity Price Breaks box is activated (X) when the Item has "Price Breaks" at certain levels of purchases. When this is activated, the chart information in the" Price Break" area is used in the "Order" record automatically.
Price Breaks are entered using the" +" and" -" buttons. In the sample below, if an Order of 275 of this Item was entered in an "Order" record the price would be discounted 2.5%.
If you press down the "Caps Lock" key and enter a dollar amount into the discount field CommerceExpert/WebClerk automatically calculates the percentage for that dollar amount. It compares the entered in dollar amount to the "Price Level A" price.
ItemNumber and Description are non enterable. These fields come from the "General" page of the "Item" record.
Tally by Type and Type come directly from the "General" page but may be modified.
Total Qty Sold is a running total kept by CommerceExpert/WebClerk using the "Usage" records.
Usage is an included layout. The information seen on this page is a summary of the information found in the included layout. In order for the information to link for this "Item" record, choose Actions Menu > Relate Files.
To view an existing record double-click on the line. To add a new record double-click in the "Title" area, such as on the words " Mon/Yr".
The Included Layout shown on the next page opens.
Part Number and Description are non-enterable. They are information from the "General" page of the" Item" record.
Month Beginning is the month this included layout record is dealing with.
Sales Margin ƒ is a calculation that is performed by the database. It is non-enterable. It notes the actual sales margin for this item during the month viewed. The calculation is Gross Margin X Inventory Turns.
Calculated is the date and time the calculations were updated.
In the following fields there are two columns.
Plan is the column for projections and can be entered.
Actual contains calculations made by the database.
Orders ($) is the monetary value of Orders for this Item during the month.
Sales ($) is the monetary value of Invoices for this Item during the month.
Costs ($) is the cost of Sales for this Item during the month.
Purchase ($) is the monetary value of Purchases for this Item.
Qty Sold (#) is the number of this Item sold during the month. The number to the left of "Qty Sold" is the number of Invoices that contain the Item as a Line Item.
Qty Ordered (#) is the quantity of this Item ordered during the month. The number to the left of Qty Ordered is the number of Orders that contain the Item as a Line Item.
Qty Purchase (#) is the quantity of this Item purchased during the month.
Inventory ($) is the monetary value of the inventory of this Item at the end of the month.
Scrap ($) is the monetary value of the "Damaged" or "Nonsaleable" inventory at the end of the month. It must be keyed in by the User.
Lead Time (days) is the number of days required to receive a shipment of this Item.