Adding an Item 2

Overview

Any individual article or unit you buy, sell or use is considered an Item.  Items are the backbone of your company and they can be a service, a collection of items - Kit, an assembly, a regular part, a non inventory. 

Adding an Item 

When an Item is created, it needs to be defined into an Item Group (e.g Part, Service, Job, Non-inventory Part etc.). The system has a listing of frequently used Item Groups that can meet the needs of your business.  If there is a need to create and establish criteria for an Item Group, you can create custom Item Group names via the Item Group Profile List, located in the setting's panel.

An Item can be physical like a part or assembly but it can also be a Service or Other Charge like shipping. Before an Item is added to the system, the following points are to be considered:

  • Whether to track inventory for the item.
  • Whether to use a bill or materials or kit. 
  • Is the item part of a style.
  • Whether an item should be marked as being serialized or lotted. 

To add an item, click on the Create New drop-down menu and select Item. This will lead you to the Add Item page.

Alternatively, you can click on the Open Full List drop-down menu and select Items . Click the +New Items button from the Item List page. This will also lead you to the Add Item page.

Selecting an Item Group is an essential function, see Selecting an Item Group to further understand how an Item group is used by the system. You can also add an Item Group in the system to suit your special requirements. 

Item Group drop down menu

The Item Group drop-down menu will provide you with a listing of available Item Groups.  Assign a group to your new Item. The group assignment given to your item will drive how the items in this group are represented in your inventory. 

Click the Next>>  button to proceed to the next screen.

  • You can create custom Item Group names via the Admin Profile List, located in the Admin panel. The Item Group contains all the information about that specific group (i.e. Item Type, Default Accounts, UOM's & Item Cost Type). By pre-filling those fields in, you will save time when you are ready to create a new item. (See Group Profile List set up)

Based on the Item Group selected, you will be brought to that specific Item Group's template screen. On the template screen, the following information is needed. 

  • Type the name or Number of the Item.  
    • The Next Item No. button is available if your Item names are partially numeric, the system will generate the next number in sequence. 
    • Select the UOM Set, the Units of Measure Set. This setting will define how our items will be Sold As, Purchased As, Used As.

Completing the General information tab

General information tab is used to enter general descriptive information about the Item, set its weight and volume  (for parts), and specify financial information such as price, accounts, price level, and whether the Item is taxable.

Under the General tab you will be able to enter the following information:

  • Description: The description of the item that will be shown on customer facing documents.
  • Price: The standard price that the item sells for.
  • Weight: The weight of the item.
  • Volume: The volume of the item.
  • Income/COGS/Asset/Expense Accounts: The  accounting accounts that will be applied to the items.
  • Tax Code: Assign a tax code specifying whether the item is taxable or not.
  • Default Class: The default class that will be applied to the item for accounting class tracking purposes.
  • Bin/Location: This is the default bin/location where an item will be received into when it is added to a  document. It can be manually changed on each individual transaction.
  • Track lots or serial numbers: If you wish to track lots or serial numbers for an item it must be a part or assembly and you must select this checkbox. 
  • Warranty: This will be available when you select 'Track lots or serial numbers'. Select the warranty and length a customer gets when shipping an item.

Completing the Purchasing tab

On the Purchasing Tab you can detail purchase information, such as cost, reorder point, reorder amount, and maximum quantity. You can add information about the Manufacturer, and even select preferred Vendors  from whom you routinely procure the Item.

Under the Purchasing tab you will be able to enter the following information:

  • Purchase Description: Provide concise purchase information that will be shown on user or customer facing documents.
  • Std. Cost:  The standard cost of the item. When the item is being purchased and no cost can be found with a preferred vendor. This is the default cost at which the item will be purchased at. It can be manually changed on each individual transaction.
  • Reorder Point: If stock levels fall below the quantity entered here, the item will be flagged as needing to be reordered by the Reorder Analysis. Reorder Points can be updated in bulk based on past usage by using the Recalculate Reorder Points  Screen.
  • Reorder Amount: When reordering items through the Reorder Analysis you can specify how much you want to reorder based on a few different criteria. The Reorder Amount quantity is one of the options for the quantity you want to reorder each time you place an order with your vendor for the item.
  • Max Qty: The Max Quantity is the most quantity that should ever be in stock for an item at any given time. When reordering an item through the Reorder Analysis, if the amount that is going to be placed on order will push the total quantity in stock over the Max Quantity, the amount placed on the order will be reduced so as not to go over the Max Quantity.
  • Manufacturer: The manufacturer of the item. You can manage your list of available manufacturer through the Manufacturer Profile List screen.
  • Manufacturer Part No: The manufacturer's  part #. Once entered, the manufacturers part # of any item can be scanned onto any document to add the item to the document.
  • UPC: The UPC of the item. Once entered,  the UPC of any item can be scanned onto any document to add the item to the document.

Notes tab

Under the Notes tab, you can write additional information that would describe the item in detail.

Custom tab 

The customs field under this tab will reflect the Custom Settings you have entered in the systems for your Items Selection. 

You can add create add or deleted Custom Fields as needed. System Admin can be accessed Custom Fields by clicking on the Gear Icon top right hand corner, under the Setting section select Custom Fields. 

Click Save.

At this point, your item has been entered in the system. 

Other Item tabs

  1. You can bring up the item and add more information to its record.
  2. Click on the Open Full List drop-down menu and select Items
  3. Click the Name/Number of the item. This will lead you to the Item page.  <image>
  4. Click on a tab and click the +Add button bring up the form with fields that need to be populated with that record's information. <image>

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Vendors

As many businesses purchase products from multiple vendors,  Order Time allows you to have multiple vendors per Item.  Each vendor has its own part number, cost, lead time and other pertinent information.  

Vendor:  Select a vendor from the drop-down list. You can only enter each vendor once per item.   

Part No: This is what your vendor call your 'item'.   You can print this on purchase orders to provide better information to your supplier. You can also scan this number into a PO or Receiver and it will automatically bring up your part number. 

Cost: This is the cost used for the item on a purchase order when purchasing from the particular vendor. It is important to note that this cost should be entered in the vendor's currency.

Vendor UPC: If your vendor has a UPC which differs from the UPC you use, enter it here. 

Min. Order: This is the minimum order amount on purchase orders. Order Time will automatically correct purchase order quantities to conform with the vendor's minimum order requirements. 

Order Inc.: This is the order increment. Order Time will automatically correct purchase order quantities to conform with the vendor's order increment requirements. 

Lead Time: This is the number of days it takes your vendor to deliver from the order date.  Order Time uses the lead time in conjunction with the order date to determine the 'due date' when creating purchase orders from the reorder analysis. 

Default:  Indicates the default vendor.  To change the default vendor, simply click the checkbox of the alternate vendor.

Related Items/Item Relation

On this tab, you can choose Items in your inventory that are somehow related to the current item.

Related Item: Select a related item from the drop-down list.

Description: Enter a concise information about the item relation.

Relation: Select a relation. There are two types of Relation: 

Replacement - An item can be a Replacement when it can substitute for the current Item or if  it is out of stock.

UpSell - It is used when the item can be considered as accessories, related services, or any other Item that somehow augments the main Item.

Customer Aliases

Customer: Select a customer from the drop-down list. If a certain Customer is required to refer to one of your Items by a particular part number, you can record this information here. 

Customer Part NO.: Enter the customer number. Besides being available for reference purposes and reports, the customer numbers can also be scanned to add the item to a document and you can also limit items that can be sold to customers to require a customer number being on file. You can turn this on under the Sales Order Preferences.  Once your customer number is added to the item,  a new column on the sales order or ship doc will be added to list the customer number.

Note: Enter additional information for reference.

Item Image

Item images are important as it enhance the item description which provides the needed visual aid. 

Get Local file: Select this option to upload an item image from your local drive.

Click the button beside Get Local file. 

Locate the image file of the item from your computer drive. Click Choose.

Check the Is Default box if you want the file to be the default item image. Note: The first image that you added will automatically become the default image even without checking the Is Default box.

Click Save.

Get Web resource: Select this option to add your website or any web source link that will lead to the image. 

Click the button beside Get Web resource. 

Enter the link in the field provided.

Check the Is Default box if you want the entry to be the default item image. Note: The first image/entry that you added will automatically become the default image even without checking the Is Default box.

Click Save.

Attachments

Attachments serve as supplemental information associated with your item.

Get Local file: Select this option to upload an attachment file from your local drive.

Click the button beside Get Local file. 

Locate the attachment file of the item from your computer drive. Click Choose.

Provide a brief description about the attachment.

Click Save.

Get Web resource: Select this option to add your website or any web source link that will lead to the image. 

Click the button beside Get Web resource. 

Enter the link in the field provided.

Provide a brief description about the attachment.

Click Save.