Creating and modifying items

Close

Click this to exit.

Save

Click this to save the item information.

Save + New

Click this to save the item information and create another item.

Note: This is only available if you are creating an item.

Delete

Click this to delete the item. A message will be displayed to confirm your action. Click OK to delete or Cancel to cancel the deletion.

Note:

• This is only available if you are modifying an existing item.
• An item cannot be deleted if it is linked to a work breakdown structure (WBS) or budget line.

Actions

Click this to access the function for performing actions to change critical item information, for example recoding the item codes, changing the assortment, merging items and copying the country information. For more information, see Performing actions on items.

Note: This button is available only if you are modifying an existing item.

General section

This section defines the basic characteristics and relevant item information, such as the item code, the item description, the warehouse where the item is available, item type, valid period for the item, the status of the item and the security level needed to view the item and modify the item information.

Code

Type a unique alphanumeric code to identify the item you want to create. You can type up to 30 characters. This is mandatory.

Note: If you are modifying the item, this information cannot be edited.

Country

Select a country where the item is available. The selection available depends on the countries activated in Modules ? System ? Setup ? References ? Countries.

Note: If you are modifying the item, this information cannot be edited.

Description

Type a description for the item. This is mandatory.

Search code

Type a search code for the item.

Note: This field will be displayed only if you have the YA 0150 — Central master data management license in your application.

Division

Type or select a division for the item. By default, the division displayed is the division of the resource responsible for the item.

Person

Type or select the person responsible for the item. Only the selected person can modify the item information in the item maintenance at Modules ? Logistics ? Reports ? Search ? Items. By default, the person code displayed is the person currently logged on to the application.

Warehouse

Type or select the warehouse where the item is located. By default, the warehouse displayed is the first warehouse in the list of your available warehouses.

Type

Select the type of item that you want to create. The following types are available:

• Standard — Select this option for items that can be purchased, sold, and produced.
• Phantom — Select this option for items that cover a logical set of cost, discounts, payment conditions, or components in business transactions such as extra charges, payment conditions, and shipping methods.
• Bulk issue — Select this option for items that are purchased, stored, manufactured, or sold in batches. Bulk issue items are usually items of relatively lower value and are small in size.
• Labor hour — Select this option for labor capacity used to produce a manufactured item.
• Machine hour — Select this option for machine capacity used to produce a manufactured item.
• Contract — Select this option for items related to service management.
• Reason codes — Select this option for items related to reason codes. Reason codes are used in the swap function, reject contract function, and termination for rental contracts to represent the reason for exchanging serialized rental equipment, rejecting a contract, or creating a termination, respectively.

Active from

Type or select a date starting from which the item is active. By default, the current login date is selected.

Active to

Type or select a date after which the item is inactive. After the item is inactive, you will not be able to use this item for logistics transactions (sales orders, purchase orders, and internal use requests).

Note: It is not necessary to fill in this date unless the inactive, blocked, or discontinued date of the item is known.

Status

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

• Blocked — Items that are blocked for use in all standard transactions such as sales, purchase, assembly/manufacturing, receiving and delivery. However, blocked items can still be used in bills of material, budget planning, and stock counts.
• Discontinued — Items that are blocked for use in purchase transactions but can still be used in bills of material, sales, budget planning, and stock counts.

Security level

Select a security level description and type the corresponding security level for the item. By default, the security level descriptions and the corresponding security level are predefined in Exact Synergy Enterprise.

The specific security level determines whether a user is allowed to view the item and modify the item information. To view the item and modify the item information, users need to have a security level that is equal to or higher than the security level for the item. The following predefined security levels are available in Exact Synergy Enterprise:

• All — The security level will be set to “0” whereby the item can be viewed by all users including the generic public.
• Customers — The security level will be set to “1” whereby all customers, partners, and resources with security level “1” or higher are able to view the item.
• Partners — The security level will be set to “2” whereby all partners and resources with security level “2” or higher are able to view the item .
• Customers (Specific) — Not applicable.
• Partners (Specific) — Not applicable.
• Internal — By default, the security level is “10” whereby the creator or owner of the item, the resource linked to the item, and all users with security level “10” and above are able to view the item. You can use this security level between 10 and 99.

Note: If the security level defined in the item is lower than the security level of the assortment, the security level of the item will be defaulted to the security level of the assortment.

 

Prices section

This section defines the relevant prices (sales price and cost price), price models (discounts and variants) and unit of measurement for the item. By default, the currency displayed at Sales price and the Costs, is the currency used by the division of the current user (the division linked to the resource card of the current user).

Unit

Type or select a unit of measure for one unit of the item.

Type

Select a price model to determine the sales price of an item. The following price models are available:

• Discounts — This price model is used to define price models that are dependent on the quantity of items sold. Sales prices are calculated based on the price per item. When viewing the item information, the prices shown are always per item. For example, the price for item A is EUR 200 per unit for one unit, EUR 180 per unit for two units, and EUR 150 per unit for five units. The total price calculated for three units sold is EUR 540 (3*180) and the total price for eight units sold is EUR 1200 (8*150).
• Variants — This price model is used to define price models that are not dependent on the quantity of the items sold. Sales prices are calculated based on the total price for a certain quantity of items. The price per piece is the total price divided by the quantity. For example, the total price for one unit of item B is EUR 200, two units is EUR 380, and five units is EUR 850. The total price calculated for three units sold is EUR 570((380/2) *3) and the total price for eight units sold is EUR 1360((850/5)*8).

Sales price

Type or select a currency and then type an amount to define the sales price of one unit of sale item.

Costs

Type or select a currency and then type an amount to define the cost price of one unit of sale item.

 

Attributes section

This section defines the attributes of the item that determine the transactions allowed for the item. Select the following check boxes to define the attributes of an item. You can select more than one check box.

• Sales — Select this check box if the item can be used for sales
• Buy — By default, this check box is not enabled. This check box will automatically be selected if there is a supplier linked to the item code.
• Stock controlled — Select this check box if the stock is maintained (stored, replenished, and counted) for the item. This check box is automatically selected if you select the From stock check box.
• 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. The quantity of the item entered in the sales order cannot exceed the available stock.
• Serial numbers — Select this check box to specify that the item is a serial item. A unique serial number is linked to the item for tracking and quality control purposes.
• Billable — Select this check box to define labor hour or standard items as billable or non-billable.
  Note: This check box will be displayed only if assortments related to PSA and labor hour or standard items are selected at the Assortment and Type fields respectively on the item card.
• Part — Select this check box if the item has a relation type with another item. The relation types available are Illegal, Mandatory, Optional and Standard included.
• Divisible — This attribute is used only in Exact Globe Next. Select this check box if the item quantity is measured in fractions.
• Policy — Select this check box if the item contains policy information.
• Make — This attribute is used only in Exact Synergy Enterprise integration solution. 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.
• Productive — Select this check box to define labor hour or standard items as productive or non-productive.
  Note: This check box will be displayed only if assortments related to PSA and labor hour or standard items are selected at the Assortment and Type fields respectively on the item card. This check box will be disabled when the Billable check box is selected.
• Explode — This attribute is used only in Exact Globe Next. Select this check box to display the part items defined in the BOM of the item instead of the item itself at fulfillment.
• Batch — This attribute is used only for Exact Synergy Enterprise integration solution. 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 unique batch numbers.
• 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

This section defines the miscellaneous item information that is used only for very specific and special purposes.

Replacement

Type or select an item code to specify the replacement for this item if it is not available.

Request – Shopping

Type or select a request type to specify the request definition which is used to generate the sales order for the item.

Request – Purchase

Type or select a request type to specify the request definition which is used to generate the purchase order for the item.

Statistical code

Type or select 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 regular import and export, transit traffic, and temporary relocation of stocks.

Note: This function is used only in Exact Globe Next (defined at System ? Inventory ? Intrastat). Intrastat is the system for collecting statistics on the movement of goods among member states of the European Union (EU). This system has been implemented since January 1, 1993 to replace the customs declarations as a source of trade statistics within the EU.

Weight: Net

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

Note: This function is used only in Exact Globe Next (defined at System ? Inventory ? Intrastat).

 

Categories section

This section allows you to categorize the items according to user-defined assortments and assortment properties for the items.

Assortment

Type or select an assortment that the item is linked to. This information is mandatory. If you are modifying the item, this information cannot be edited. Assortments are used to categorize different types of items that share common properties. For more information on assortments, see Overview of assortments.

Note: If the assortment is linked to assortment properties, you will see the assortment categories displayed after you have selected the assortment. At each assortment category, there is a list of assortment properties that are available for selection. Select the relevant assortment properties for the item at the respective assortment category.

 

G/L Accounts section

This section defines the general ledger accounts that will be used to register the relevant transactions for the item. For more information, see Displaying chart of accounts.

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.

Purchase

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

Revenue

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

Note: By default, the general ledger accounts are filled in with the general ledger accounts of the assortment specified for the item under the Categories section. You can still change the accounts manually.

 

Remarks section

This section is used for displaying additional information regarding the item, for example, the usage of the item, the new features available in the current model, and so on.

Timestamp

Click this to insert a record of the date and time when new remarks or notes are entered.

Full screen

Click this to view the remarks box in full screen.

 

Picture section

This section is used to display graphic information of the item.

Upload

Type the location and the file name or click Browse to select a picture of the item to be uploaded and displayed in the item card. You can insert a picture after saving the item code.

Browse

Click this to select another picture for the item card.

Delete

Click this to remove the current picture from the item card.

Note: This check box is available only if an existing file has been uploaded.

Customise

Click Customise at the title bar to customize the fields, columns, or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. You can also move the different sections and/or fields around. Some sections allow you to change the number of columns for that section. Click Save to save the settings, Reset to set back to default settings, or Close to exit.