Add or Edit an Item

1. Select the Verified check box if the information for the item has been confirmed to be accurate by your organization.
2. In Item Number, type a number to identify the item. The maximum character length is 32. There are no character restrictions. The combination of Item Number and Description must be unique.
3. In Description, type the description of the item. The maximum character length is 64; the minimum is 1. There are no character restrictions. The combination of Item Number and Description must be unique. It may be helpful to describe the items in such a way that will make it easy to pick out the items when entering in requisitions/vouchers, purchase orders and accounts payable invoices (i.e. , coding the items to start with “Fixed Asset”).
4. In Quick Code, type the code that can be used in lieu of the account number to facilitate quick entry of commonly used account numbers. The maximum character length is 16. There are no character restrictions. The code must be unique.
5. In Commodity, select a commodity classification associated with the item.
6. In Bar Code, type the product bar code associated with the item. The maximum alphanumeric length is 32.
7. In Primary Expense Account, select the primary expense account to which the item should be charged. This information is required if the Inventory Item check box is selected.
8. In Associated Accounts, select how the primary expense accounts and any other of the associated accounts will be used as transactions for the item are processed. The default value is Any Account Can Be Used; the other options are Warning If Associated Account Is Not User and Error If Associated Account Is Not Used. If Warning If Associated Account Is Not User or Error If Associated Account Is Not Used is selected, Primary Expense Account is required.
   
   If, for example, you wanted to prevent users from expensing the item to the wrong account, you would specify the Primary Expense Account and select Error If Associated Account Is Not Used in the Associated Accounts drop-down list.
9. In Default Unit of Measure, select the default unit of measure that should be used for the item.
10. Select the Inventory Item check box if the item is an inventory item. When selected, the Inventory Control section header and all fields under the header display on the page.
11. Select the Purchase Order check box if the item is a purchase order item.
12. Select the Voucher check box if the item is a voucher item.
13. Select the Asset Item check box if this item is an asset item. If this check box is selected, the Asset Classification drop-down list is enabled.
14. Select an Asset Classification that identifies the asset. You must select a value if the Asset Item check box is selected.
15. Continue with the Inventory Control section if needed or click Save to retain the settings. Click Save/New if you want to save the current item and add a new item.

Delete an Item

To delete an item from the system, click Delete.

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

If the Inventory Item check box is selected, you can view the following Inventory Control fields.

1. Select the Active check box if the item is active. If this check box is not selected, the Inactive Date and Inactive Reason fields are visible and enabled. If this check box is selected, the Inactive Date and Inactive Reason fields are hidden.
2. Select an Inactive Date that indicates the effective date when the item is not active. (Only visible if the Active check box is not selected.)
3. In Inactive Reason, select a reason that explains why the item is inactive. The Inactive Reason values are defined in Validation Set 84, Inventory Control Inactive Reason. (Only visible if the Active check box is not selected.)
4. Select a Replace by Item, which is the item that will be used to replace the selected item if it is not available. The Search icon displays to the right of the Replace by Item field. Click the icon to open the Item Prompt page. For more information, see Item List.
5. Select a Substitute with Item, which is the item to use if the original item is currently out of stock. The Search icon displays to the right of the Substitute with Item field. Click the icon to open the Item Prompt page. For more information, see Item List.
6. Select the Non-Disposable Item check box if the item is non-disposable. If this check box is selected, the Central Store Item check box must be cleared. If this check box is selected and a non-disposable item exists, you cannot clear this check box.
7. Select the Central Store Item check box if the item will be located in a central inventory location. If this check box is selected, the Non-Disposable Item check box must be cleared.
8. Select the Point of Sale Item check box it the item is sold at a point of sale location. For example, the point at which the item is sold, for example, a city golf course that has a pro shop or a snack shop tat is stand-alone.
9. Select the Perishable Item check box if the item is perishable.
10. In Standard Shelf Life in Days. type the number of days a perishable item can remain on the shelf before it is considered to have expired. The acceptable range is 0 through 9999.
11. Click Save to retain the settings. Click Save/New if you want to save the current item and add a new item.

On the Full Description page, authorized users can enter or view detailed information about the item. Type or update the text in the Description box. The maximum character length is 512. There are no character restrictions. Click Save to retain the information.

The Associate Accounts page lists the associated accounts used as transactions for the item. To add an account click New or the Account Code hyperlink to edit an existing associated account code.

1. Select the Active check box if the account is still actively used for the item. If you clear the check box, the system issues a warning message if unposted transactions exist that reference the account.
2. Select the Account that should be associated with this item. This value is required.
3. Click OK to associate the account to the item.

To delete an associated account, click Delete. An associated account cannot be deleted if transactions exist that reference the account.

On the Inventory Locations page, authorized users can associate locations with the item. The Inventory Item check box must be selected on the General page for this Inventory Location page to appear.

1. In the Inventory Facility list, select an inventory facility which is the inventory facility in which the inventory item resides.
2. Select a Physical Inventory Location, which displays the physical location of the item within a facility. This list is filtered based on the value selected in the Inventory Facility field. (Location values are defined on the Master Location List at Maintenance > new world ERP Suite > Miscellaneous Definitions > Locations.)
3. In Physical Inventory Sequence Number, type the order in which the item is to be counted when the physical inventory is performed. The valid values are 0 through 999. The sequence number must be unique.
4. In Exact Location Description, type the description of the location within the sub location in which the item is located. The maximum character length is 32. There are no character restrictions.
5. In Location Bar Code Number, type the bar code associated with the item. The maximum character length is 20. There are no character restrictions.
6. Select the Effective Date, which is the effective date range for the inventory location information. The drop-down allows you to select different effective dates.
7. In Start Date, type or select the effective start date for the inventory location information.
8. Select a G/L Distribution Profile, which is the general ledger distribution profile for the inventory item. The default is <blank>. (G/L Distribution Profile values are defined on the Inventory G/L Distribution Profile List at Maintenance > Financial Management > Inventory Control > G/L Distribution Profiles.)
9. Select the Costing Profile assigned to the item. (Costing Profile values are defined on the Inventory Costing Profile List at Maintenance > Financial Management > Inventory Control > Costing Profiles.)
10. Select a a Standard Cost/Unit, which is the standard cost per unit if using the Standard costing profile for the inventory item. The acceptable range is $0.00 through $999,999,999.99. This field is visible and required if the costing method of the costing profile is standard; otherwise, it is hidden.
11. Select the Active check box if the item location is active. If this check box is not selected, the Inactive Date and Inactive Reason fields are visible and enabled.
• Select an Inactive Date that indicates the effective date when the item is not active. (Only visible if the Active check box is not selected.)
• In Inactive Reason, select a reason that explains why the item is inactive. The Inactive Reason values are defined in Validation Set 84, Inventory Control Inactive Reason. (Only visible if the Active check box is not selected.)
12. Select a Receipt Unit of Measure, which is the unit of measure in which the item is received. This drop-down list is populated with all values defined in the Unit Of Measure Validation Set.
13. Select an Issue Unit of Measure, which is the unit of measure in which the item is issued. This drop-down list is populated with all values defined in the Issue Unit Of Measure Validation Set.
14. Type a number for the Issue to Receipt Ratio, which is the ratio between the purchase quantity and the issue quantity. For example, a case of paper is purchased by the box and issued in individual reams. If there were 24 reams to a case, the ratio would be 24:1. This value is required. The valid values are 0 through 999.
15. In Reorder Level, type the lowest level of the item allowed before the item should be reordered. The acceptable range is 0.0000 through 999,999,999.9999.
16. In Reorder Quantity, type the quantity to reorder of the item when the item reaches the reorder/ restock level. The acceptable range is 0.0000 through 999,999,999.9999.
17. In the G/L Distribution Profile field, if you would like to tie the selected inventory item to a work order G/L profile for billing purposes, enter the G/L distribution profile here. After a G/L Distribution Profile is selected and saved to the inventory item, whenever that item is included in a work order billing batch, the system will retrieve the work order G/L distribution profile. When a user attempts to validate a work order billing batch, the system will look for work order G/L distribution profiles for inventory items included in the work order billing batch. If no work order G/L profile is found, the system will pull from the billing code. If no billing code is found, the system will pull from the G/L profile of the selected invoice type.
18. In Available to Issue, type the number of items that are available to be issued. This field is disabled if more than one transaction exists; these values will not be displayed and must be maintained by the existing inventory processes.
19. In Issue Price/Unit, type the unit price used when the item is issued.
20. Click Save to retain the information.

All of the user-defined fields that were defined for this item display on this page. Enter all required and applicable values and click Save.

The Documents section displays the documents that are tied to the item within the New World ERP software. This page uses the standard document processing fields used throughout the system. See Document Viewer for more information.