Exact Synergy Enterprise

Creating and modifying items for divisions

Introduction

This screen allows you to create, modify, and delete items for divisions.

Note: This screen is available only if you have selected the Items check box at System à Setup à Central Master Data Management à Settings.

Menu path

Logistics à Reports à Search à Items

Note: The Divisions section in the item card is only available if you have selected the Items check box at System à Setup à Central Master Data Management à Settings.

Roles & rights

All users can view the division item card.
To create an item for a division, function right 428 – Maintain Item division is required. Users with the Item management or Extended item ownership role have this function right.

For more details on what you can do with function rights or levels, go to System à Setup à Security à Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System à Setup à Security à Roles, type in the description, click Refresh, and then click the required link under the Role column.

What version are you using?

The information in this document is based on product update 247.

How do I create an item for a division?

1. From the Search: Items page, define the search criteria, and then click Show.
2. Select an item in the Code column.
3. Click Add in the Divisions section.
4. Fill in the required fields, and click Save.

Keep in mind: All the fields with the ! icon are mandatory.

How do I edit an item for a division?

1. From the Search: Items page, define the search criteria, and then click Show.
2. Select an item in the Code column.
3. Select a division in the Item code - Division column under the Divisions section.
4. Edit the field(s), and click Save.

Keep in mind: Some of the fields such as Division, Asset, Costs, Discount account, Purchase, Revenue, Stock change, Stock coverage, and Assortment cannot be edited.

How do I delete an item from a division?

1. From the Search: Items page, define the search criteria, and then click Show.
2. Select an item in the Code column.
3. Select a division in the Item code - Division column under the Divisions section.
4. Click Delete.
5. A message "Are you sure that you want to delete this record?" will be displayed. Click OK.

How do I copy an item for a division?

1. From the Search: Items page, define the search criteria, and then click Show.
2. Select an item in the Code column.
3. Select a division in the Item code - Division column under the Divisions section.
4. Click Copy.
5. Fill in the required fields, and click Save.

Keep in mind: All the fields with the ! icon are mandatory.

Button

Save

Click this to save the item information for the division.

Save + New

Click this to save the information and create an item for the division.

Delete

Click this to delete the item for the division.

Note: This button is only available after you have saved the information.

Copy

Click this to copy the item.

Note: This button is only available after you have saved the information.

Description

Division section

Division

Type or select a division. This is mandatory. This field cannot be edited once you have saved the item information.

General section

Status

Select a status for the item that you want to create for the division. The following statuses are available:

Active — Select this for items that are active. By default, this is selected.
Blocked — Select this for items that are blocked for use in all standard transactions, such as sales, purchase, assembly or manufacturing, receiving, and delivery. However, blocked items can still be used in bills of material, budget planning, and stock counts.
Discontinued — Select this for items that are blocked for use in purchase transactions but can still be used in bills of material, sales, budget planning, and stock counts.
Inactive — Select this for items that are not in use.
Future — Select this for items that will be used in the future.

Classification ESL

Select the classification of the item that you want to create for the division. Select Goods if the item is a physical item or Services if the item is a service.

Active from

Type or select a start date to define when the status for the item is activated. By default, the current date will be selected. This is mandatory.

Active to

Type or select an end date to define when the status for the item is not longer active.

Financial section

Cost price

Type an amount to define the cost price of one unit of the sale item. If you are modifying the item for the division, the currency code displayed is based on the currency code that you have defined for the division.

Sales price

Type an amount to define the sales price of one unit of the sale item. If you are modifying the item for the division, the currency code displayed is based on the currency code that you have defined for the division.

Asset

Type or select an account code to specify the general ledger account to register the value of the item which is an asset.

Costs

Type or select an account code to specify the general ledger account to register the cost of goods. This is mandatory.

Discount account

Type or select an account code to specify the general ledger account to register the discount for the item.

Purchase

Type or select an account code to specify the general ledger account to register the purchases made for the item. This is mandatory.

Revenue

Type or select an account code to specify the general ledger account to register the revenue for the items sold. This is mandatory.

Stock change

Type or select an account code to specify the general ledger account to register the stock.

Stock coverage

Type or select an account code to specify the general ledger account to register the stock coverage.

Sales section

Tax code

Type or select the VAT code if the item is applicable for value-added tax (VAT). If the item is not taxable, you can create a tax code with zero percentage.

Add extra receipt to sales order

Select this check box if you want a receipt to be issued for the sales order.

Sales commission section

Commissionable

Select this check box if sales commission is applicable for this item.

Commission method

Select the type of sales commission for the item. You can select any of the following:

Fixed amount — Select this if the sales commission is a fixed amount.
Margin % — Select this if the sales commission is based on the margin percentage. By default, this is selected.
Sales price — Select this if the sales commission is based on the sales price of the item.

Type the percentage or amount of the sales commission.

Purchase section

Requires approved supplier

Select this check box if the supplier must be an approved supplier before the item can be purchased from the selected supplier.

Inventory section

Warranty period

Type the warranty period of the item.

Shelf life

Type the shelf life of the item.

Assortment section

Assortment

Type or select an assortment that the item is linked to. This information is mandatory. Assortments are used to categorize different types of items that share common properties. For more information on assortments, see Overview of Assortments.

Serial/batch section

Mask

Type a maximum of 20 characters to define the pattern to mask serial or batch numbers. The character “#” is required to define the sequence of numbers in the mask and the position of the masking in the sequence. For example, type “#” or “##” to define that one or two digits, respectively, are allowed in the sequence of numbers.

Increment factor

Type the increment factor of the sequence numbers whereby the maximum number depends on the quantity of “#” defined at Mask. For example, if you type “#” or “##” at Mask, the maximum number allowed at this field is “9” or “99” respectively. The sequence number will start with the defined increment factor.

INTRASTAT section

INTRASTAT: Enabled

Select this check box to enable the INTRASTAT system, such as the city where the item is loaded or unloaded, shipping method, transportation, transshipment, and others.

Statistical code

Type a statistical code for the item. Statistical codes are used by the INTRASTAT system to enable identification of different types of movement of goods. For example, the types can be regular import and export, transit traffic, and temporary relocation of stock.

Statistical units

Type the number of statistical units for the item.

Extra section

Extra charges

Type an amount for the extra charges of the item.

Free value 1

Type a value for the free field.

Free value 2

Type a value for the free field.

Attributes section

Sales

Select this check box if the item can be used for sales.

Buy

Select this check box if the item is a purchased item.

Stock controlled

Select this check box if the stock is maintained (stored, replenished, and counted) for the item.

From stock

Select this check box if the stock for the item must be available in the warehouse before you can create a sales order for the item.

Serial numbers

Select this check box to specify that the item is a serial item.

Part

Select this check box if the item has a relation type with another item.

Divisible

Select this check box if the item quantity is measured in fractions.

Make

Select this check box if the item can be used for manufacturing.

No discount

Select this check box to specify that discounts are not allowed for this item in sales and purchase transactions.

Explode

Select this check box to display the part items defined in the BOM of the item instead of the item itself at fulfillment.

Batch

Select this check box to specify that the item is a batch item. Batch items are items that belong to a group of similar items, whereby this group is linked to a unique batch number.

Text

Select this check box to display extra variable text next to the item description in quotations, orders, and invoices.

Service

Select this check box if the item is a service item.

Other section

Net weight

Type a value to specify the weight (in kilograms) of one unit of the item.

Items by supplier section

This section displays the supplier(s) of the item. The Main column shows the main supplier for the item with a green check mark. Click Add to create a supplier for the item. You can also click a supplier in the Supplier column to view the details of the supplier. For more information, see Linking items to suppliers.

Note: This section is only available once you have saved the item information for the division.

Items per warehouse section

This section displays the warehouse(s) of the item. The Main column shows the main warehouse for the item with a green check mark. Click Add to create a warehouse for the item. You can also click a warehouse in the Warehouse column to view the details of the warehouse. For more information, see Linking items to warehouses for divisions.