This next screen was designed to increase the speed and ease of which items can be entered into your system. If you are not using the AQ interface to create new items, your next best option is use the inventory quick add screen. This screen will allow you to create template items or use existing like items as templates.
INV > Quick Add Item
- Copy from - This field allows you to select an item to copy the information from.
Note: If the item that you are copying does not have a vendor marked as preferred in the vendor tab, the vendor will not be copied into the new item. If the item has multiple vendors marked as preferred then you will get an error message about unique constraints and no vendor will populate into the vendor field.
After selecting your item press the enter button, at this point all the data in the setup of the master item will populate into the default settings of the new item and it will be editable. The parent item will disappear from the copy from screen.
- Item - This field allows you to enter the name of the item. From here you can tab through the rest of the item header information. There are a few fields that will probably be unique to this item and they should be changed before saving.
Field Descriptions
- Description – This field is where you type the description of the item. This is the description that will show up on reports, orders and purchase orders.
- Super Category - The super category allows the user to have a higher level of categorization over category. The name of the field is set by the user under the Defaults tab in Inventory Setup
- Category - This field allows you to categorize your inventory and drives what the Attributes and GL accounts are going to be. If you do not see the category you need, you can set a new one up at INV > INV Special Functions > Categories.
Note: Category setup is extremely important, as the categories populate the GL codes for sales, costs, inventory and accrual. Having the non-stocked item labor post to your inventory would not be good.
- Class – This is a non-mandatory field that some users define and some do not. Classifications have been used as codes for price rules, as markers for customers or to define categories further. Classes can be setup at INV > Inv Special Functions > Classifications. EXAMPLE: Category is Small wares but the Class would be Utensils.
- Manufacturer – This is where you can select the manufacturer of the item. The manufacturer is usually the AQ Vendor number. Having the manufacturer declared for your items is not mandatory for regular or POS sales orders. You can F9 for a list of manufacturers or set up a new one in INV > Inventory Special Functions > Manufacturer setup.
- Manufactures Part # - This is also not a mandatory field. If you have the "use manufactures part number when no vendor" box checked in Purchasing Setup, this number will be used on purchase orders in lieu of the non-existent vendor part number.
- AQ Category – This is where you can apply an AQ category. AQ Categories are mostly used for special tax setup.
- Selling Price – This is the selling price of a standard unit of the item. This price will default into POS and orders for a standard selling price as long as there are not any contract pricing, price rules or minimum margins affecting the item. Since TRX works through a Price Rules structure, the Selling Price should be the List price of your Selling Unit.
- Standard units - The standard unit represents the lowest common denominator of an item. It is with this unit that inventory will be tracked. A vendor may sell glasses by a case, but if at some point you could conceivably break that case, then the standard unit should be each. However if a box of napkins has two hundred napkins in it you would set the standard unit to box. For it is highly unlikely you will break a box and sell ten napkins.
Note: The Standard Unit should be the Lowest Common Denominator, although TRX may be able in some cases to handle decimals in inventory it was not developed to do so. TRX recommends its users do not use decimals in inventory. You will eventually have Unit of Measure issues and correcting them will not be covered under Support Contract.
- Selling Unit – The selling unit will be the default unit that the item is sold by. When creating a sales order or POS order this is the Unit of Measure that will default into the UOM fields. This does not have to be the same as the standard unit and can be changed on the orders, it is merely a default. This UOM does need to be defined in the unit of measure tab. The QTY is the number of standard units that make up a case.
- Case pack - This represents the number of standard units that make up a case, this will be defined in the unit of measure tab. Not all items are sold in cases so in those situations you can set case to your standard unit of measure. The QTY is the number of standard units that make up a case.
- Vendor – The vendor number of the preferred vendor for this item; you can press F9 for a list of vendors.
- Vendor Part #- If a vendor has a part number you will want to fill it in here. These part numbers will show on Purchase Orders.
- Vendor Price – This is the cost of the item when you purchase it from this vendor. Since you are creating items on this screen, it will also be the starting warehouse cost.
- Specific warehouses – this is where you will declare which warehouses the item will be stocked in(by stocked we mean have transactions, whether you stock it or not does not matter) under most circumstances you would choose all, but if you need to you can choose "list choices" and individually list which warehouses will have this item in their database.
- Comments – If there need to be comments on this item you can add them here.
- User defined fields – TRX has flex fields that are user defined fields this is an example of that.
Note: for listing of Item Attributes and what they do please see the Enter/Edit Inventory item menus Attribute Tab.