Enter/Change Item

Owned by Stephen Juliano (Unlicensed)
Last updated: Feb 08, 2022 by Colleen Juliano
31 min read

Overview

Inventory can be entered into TRX Enterprise™ by many different means: Auto quotes import, manual entry, and the Quick Add Screen. In this section we will concentrate on manual entry from the inventory items entry screen. We will cover all the fields and how they affect the items as well as some of the setup issues that affect order creation. The inventory items entry/query screen is essentially the same screens as the Query Items blue screen with the exception that this is where you can update and create fields. During the creation process you will not default through all the fields and tabs, but they will be explained.

Detail

Header Record

  • Item field - If you were looking for an item that was already created you could press the F7 button and then the F9 to get to the Find Item Screen. OR if you know the item number you can type it in directly and press tab

  • The 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.

  • Short Description - The Short Description is managed manually and will be used based on setup under Attributes.

  • Total on Hand – System generated field that tallies the total items on hand. Items can be added and removed from On Hand through PO's, Transfers, Issues, Receipts, RMA's, and Shipments. This is a drill down field that takes you to the issues/receipts tab

  • Total on Order – System generated field that tallies the total items on order. Items can go on order by being on a Purchase Order or by being in transit for a Warehouse transfer. This is a drill down field that takes you to the on order tab.

  • Total Allocated – System generated field that tallies the total items Allocated. Items are allocated when they are placed on an Order to be fulfilled. This is a drill down field that will take you to the allocations tab.

  • STK OO – Stock on order. This box was created so that you could see how many items were on order for inventory. If you had 4 items in inventory but you saw 11 on order you might not order any more, however if you could see that 10 of those 11 on order were for drop ship orders and would never come into inventory you may decide it was time to replenish your stock. This box gives that visibility into inventory replenishment.

  • STK Alloc – Stock Quantity allocated. This box show how much of your current inventory is allocated for other jobs. Much the same as stock on order you may see 11 items in inventory and think you are okay, but this box would let you know that 10 of those were already earmarked for sales orders so you only really had one in stock and you should order right away.

  •  This icon will change the current entry edit screen to strictly a query screen. This will have no benefit when entering an item as it will take you to a screen you cannot change or edit.

Note: Query screens are denoted by a blue color throughout TRX 
After entering the description and pressing the tab button you will be moved to the middle of the entry screen to the "General Tab" and into the Category field. You can choose your category by pressing the F9 button and choosing from the options available. If you do not see the category, you can set a new one up at INV > Inv Special Functions > categories.

General Tab

  • 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 - You can choose your category by pressing the F9 button and choosing from the options available. Category setup is extremely important, as it is the categories that will populate the GL codes for sales, costs, inventory and accrual.

Note: Category setup is extremely important, as it the categories that will populate the GL codes for sales, costs, inventory and accrual. Having the non-stocked item labor post to your inventory would not be beneficial. 

  • Class – is a non-mandatory field that some users define and some do not. Classes can be setup at INV > Inv Special Functions > Classifications. Classifications have been used as codes for price rules, as markers for customers or to define categories further. EXAMPLE. Category is Small wares, but the class would be utensils.

  • Subclass – is another non-mandatory field that will give you further definition of what the item is. Subclasses are used the same way class is used. You can F9 for a list of values or you can setup a new subclass at INV > Inv Special Functions > Classifications.

  • Status – An item can have one of four statuses assigned to them

    1. Active – Active is the basic status. This means that the item is still tracked in your reporting and can be ordered, sold, issued and received at any given time. All active items are available for reports and updating via AQ updates.

    2. Planned – Planned items are items that have the manufactured button checked and can simply be made on demand through the production module. This Status is seldom used by our Food Equipment users.

    3. Obsolete – Obsolete means it is no longer considered a database item that should have any activity. The item could no longer be stocked or could be a one shot custom item that had to be created for one sale, but does not need to show up on any reporting. If this item shows up on an AQ file to be imported, it will be switched back to Active.

    4. Discontinued - If an item is marked discontinued it will behave like an Obsolete item but will not reactivate if imported from AQ.

  • 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.

Note: The manufacturer is mandatory for projects, but those will be added through the cross reference table in PA > PA Special Functions > PA setup. Currently these tables are separate, but in the future will be linked as the same. Any order or project brought in through AQ Import or item updated from AQ updates will override the order entry setup.

INV >INV Definitions>Manufacturers

P/A>P/A Special Function>AQ Setup > Manufacturers

  • 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.

  • Standard weight – this would be the standard weight of a single unit in pounds. This number will be used in the dimensions tab of the Purchase order.

  • Shipping weight – This is the standard weight of a single unit in pounds including the packing material. This number will be added to the shipping record of an order and can be pushed out through the TRX shipping interface to third party shipping software like UPS World Ship.

  • Minimum Margin –This field will force a minimum gross margin on all orders of this item. If a minimum margin is set and a salesperson were to try and sell the item below cost or below margin the price would automatically set back to the lowest price possible that satisfied the margin requirements. The min margin will overwrite price rules and even contract pricing so they should be used carefully and sparingly.

  • PO receipt tolerance percent- Setting a percentage in this field will set a cap on the amount of overage that can be received on a PO. If a 10 were placed in this field then receiving would not be allowed to receive more than ten percent over what was ordered. Leaving this blank will allow the receipt of any amount.

After entering through the PO receipt tolerance amounts, your cursor will move to the to the General Ledger Code setups. Most of these defaulted based on your category setup. If any happen to be missing, they will be auto-populated by the default setups in order entry, Inventory and purchasing.

  • Sales – The GL sales account the item will post.

  • Cost – The GL cost of goods sold the costs will post to when received and sold.

  • Inventory – The inventory account that the item value is assigned.

  • Accrual – The GL account that is the inventory accrual account.

  • Phy Cnt Var – The physical account variance account. When items are received or issued through transactions or entered or removed by Physical count they will post to this account.

  • Xfer GL Acct – The transfer GL account is the account that is affected when inventory is transferred from one warehouse to another via Transfers.

Note: Physical Count Variance and Transfer Variance accounts are setup as defaults in inventory setup. 

After entering the GL accounts that the item should post to the next stop is the standard units.

  • Standard unit - This is the lowest common denominator of an item. Inventory will be tracked using this unit. A vendor may sell glasses by a case, but if you, at some point, 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: We stress that the Standard Unit should be the Lowest Common Denominator, although TRX may be able to handle decimals in inventory to some capacity, it was not developed to do so. TRX recommends you not use decimals in inventory. You will eventually have Unit of Measure issues and correcting them will NOT be covered under the 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.

  • 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 simply set case to your standard unit of measure.

  • Selling Price #1 – 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.

  • Selling Price #2 – This field is controlled by a setup function in Inventory setup, and not all systems will have it active. If this is active for you we advise you turn it off, as it is no longer a supported function.

  • Item Search order – When you search for an item using the F9 function the items will display in alphanumeric order based on the item number. By entering an item search order number you can alter that display. (We had a distribution company that had many different sizes of boxes and they wanted their F9 search to be in size order so they were able to order them by applying numbers in these boxes)

  • Picture name – The cursor will not enter the Picture name field but if you have a picture for this item you can place the file name in this box. In inventory setup there is a default picture path, as long as that picture file is in the folder that the default picture path points to it will display during item query. (picture size should be no larger than 225x225)

After entering the selling prices for your item you will next be sent to the User Defined Fields these are fields that are created by you in Inv > Inventory Special Functions > Inventory setup > User Defined Tab #4. You can create up to five of these fields and they can be anything that the user wants. 

The last stop on the General tab is the comments field; it is here that you can add the extra description that did not fit into the description box. You can also add general comments about the item, there are check boxes in attributes that will allow you to choose where they print. 

Attributes Tab

The Attributes are the rules that define the item, how it can be used, what can be done to it, how it must be stored and so on. Some items' attributes can be imported when the item is added through Auto Quotes or entered manually. Some attributes have to be set manually and some can be exported and then imported en masse. 

  • Tangible – Check this box if the item is tangible. Tangible items are items that are real and can physically be touched. Examples of non-tangible items are warrantees and labor. You need these items as line items but you will not be storing boxes of labor in the warehouse. Non-tangible items will not affect inventory or have to be purchased – they get tracked through a separate set of transaction GL accounts for visibility.

  • Keep in Stock – This box will allow you to define if the item will be a stocked item or special order. The choice you make here will interact with the PO generator and several reports. Check for Keep in stock.

  • Manufactured – Check this if your company is in the business of manufacturing items and this is one of those items.

  • Purchased – If this item can be purchased from a vendor this item will need to have this box checked. Without this box checked this item will not show up on purchase orders.

  • Sold – If this item can be sold to customers this must be checked. Without this box checked this item will not show up on Sales Orders, POS, or Projects.

  • Serialized – Items that have serial numbers attached to them can have this box checked. When this box is checked more options for where you would like to the serial number to be entered will appear. There must be at least one check box for point of entry and one for point of exit. This is only mandatory for items you want to track the serial numbers of.

  • Lots – If this item will be tracked and sold in productions lots then this box must be checked. Much like serial numbers checking this box will trigger a sub panel that will prompt you to enter when the lot number should be attached to the item.

  • Stock Outs – This item is for tracking and recording stock outages. With this checked, anytime you run out of an item, a notation will be made in the warehouse tab. It is important to note that TRX will not start tracking until this attribute is turned on, therefore you cannot turn on the attribute and plan to see data on the report for that item right away - there will not be any historical data to display.

  • Taxed When Sold - As it sounds, if an item can be taxed when sold this box should be checked. If a customer has tax-exempt status it will override this setting when it is checked. Food would be an example of when this box would not be checked.

  • Tax-Exempt Override – There are some instances when an item will be taxable regardless of a customer's tax-exempt status.

  • Sold By Weight – If an item can be sold by weight this box needs to be checked.

  • Contract Items – If an item is sold on contract to only one client it must be checked here.

  • Obsolete when out of stock – when this box is checked, as soon as this item is out of stock it will become obsolete and not show up to be ordered anymore. If it was reset to active by an AQ import, it will wait until an item went in and out of inventory before marking it obsolete again.

  • Print Label – This toggles whether the item should be included in item label printing.

  • Backorder Allowed – If an item is not in stock when an order is placed checking this box will enable it to be placed on backorder. Otherwise, you would not be able to place that item on an order until some were in stock again.

  • Drop Ship – By checking this box anytime this item is used on an order a Drop ship Purchase order will automatically be created at processing. The vendor and buyer can be changed on the PO tab on the line item detail box.

Note: If your default orders type is regular this will over write that default for the line item and make it a drop ship line item.

  • Auto PO – Will check the inventory value and if it drops below a set point it will automatically create a PO to replenish stock. This was made obsolete with our Daily Work, PO Generator, and Purchasing Assistant, so this is not supported by TRX.

Note - If you are going to take the time to set inventory stock and reorder levels you should use the po generator and purchasing assistant screen instead of creating a bunch of single PO's. Use this sparingly if at all.

  • Gen PO – The Gen PO will automatically create a Purchase order any time this item shows up on an order. It will be de-noted in the PO tab of the line item detail section of the order.

Note: Drop ships, Auto PO and Gen PO's must have a vendor assigned to them in the PO tab of the order line item detail. If there is not one assigned you will be prompted to add one. The vendor will default from the preferred vendor in the item set up, vendors tab. If there is more than one preferred vendor you will also be prompted to choose. 

  •  Comments on Pick list – This will print the item's comments (set on the general tab) on Pick Tickets.

  • Comments on Pack list - This will print the item's comments (set on the general tab) on Packing Slips.

  • Comments on invoice - This will print the item's comments (set on the general tab) on Invoices.

  • Comments on PO - This will print the item's comments (on the general tab) on PO's.

  • MSDS - When an item is marked as an MSDS item we create a second item on the order and pick ticket with MSDS after the item number. This way we can track sending MSDS sheets to the customer. On the pick ticket you get an extra line item to remind the guys in the warehouse to include the MSDS sheet. After shipping, we update the customer record with the last date MSDS sheet was sent.

  • Ignore Price Schedule – In some cases, you may not want price rules to affect an item. This checkbox will cause price rules to be ignored when determining the sell price.

  • Obsolete when out of stock – When checked, the item's status will be changed to Obsolete when it is out of stock. If the item was marked active from an AQ project import, it will be marked obsolete once inventory has come in and gone back out.

  • Length, Width, Height, Cubic Feet and Freight Class – These will be the dimensions and classes that will be used when calculating freight.

  • AQ Category - The AQ category can be used as an alternate description in some reports in TRX, this field will let you know what that AQ category is. The AQ Category is used to setup special tax codes for items.

  • Master Pack & Master Pack Qty - The Master Pack was designed to allow for the tracking of broken cases, but our UOM design already handles this function. Since even the people who originally had this commissioned don't use it, this feature is not supported.

  • Vendor Purchase Desc/Discount - This field is used for setting your Vendor discount.

  • Kit Item – Certain items can be sold together as Kits. The kit item itself is not a real item, just the compilation of items sold as a bundle. It should be "non-stocked" and the kit box should be checked. When this box is checked another tab (Kit) will open up and will show the items in the Kit. There will be an icon to calculate the item cost based on inventory costs and amount of items in the kit. Unlike a regular inventory item, the costs do not automatically update. If you need to update cost, you must recalculate.

  • Use Short Description On:

    • Orders - Item will use the Short Description on Orders. This will print on the Acknowledgment, Proformas, Invoices, and Packing Slips

    • Quotes - Item will use the Short Description on Quotes. This will print when printing the quote, and it will end up on the order if it is converted. If it is set for Order and not Quote, the order created by the quote will use the Long Description

    • Labels - Item will use the Short Description on the Item Label

Note: Not all attributes can be changed at any time. If an item has inventory, allocations, or orders some of the attributes will be frozen until the stock has been depleted. Examples of this would be serial number and Tangible items. You obviously could not mark an item as intangible if you have some in inventory. Nor is it good for an audit trail if half an item in stock are serialized and the other half are not. 

Units of Measure Tab

Items can be sold, purchased, issued, or received to and from Inventory based on units of measure. Each item has what is known as a standard unit of measure, also referred to as the stocking unit of measure. The value of this standard unit of measure should always be one. The standard unit is entered on the General tab. Other units of measure for an item - such as dozen, gross, case, etc. - are defined on the Units of Measure tab. They should be defined based on their relationship to the Standard unit. These are essentially multipliers of the standard unit. "DZ" represents 12 of the standard unit of measure "EA" in the screen below.

Any possible unit of measure of an inventory item should be entered on this tab. Each unit should be a whole number multiplier of the standard unit. The standard unit is also defined on this tab and it should always have a Unit Quantity of 1. All other units of measure for the item should have a Unit Quantity of 1 or higher.

  • UOM – This is the unit of measure code. It should be recognizable as this code will not have a description.

  • UOM QTY – This is the quantity of standard units that this unit of measure will equal for this individual item.

  • Use for Orders – If you ever sell using the UOM, you will need to have this checked. It allows the UOM to be used on Orders.

  • Use for PO's – If you ever purchase using the UOM, you will need to have this checked. It allows the UOM to be used on Purchase Orders.

Note: The standard unit of measure always should equal one but it does not have to equal each, and this can lead to confusion. The standard unit of measure should be considered the lowest common denominator that you will ever sell or purchase of an item. Some clients will choose never to break a box of a dozen spoons or glassware cases. In those instances DZ or CS can be the standard unit of measure and equal to one. 

Variable Units of Measure

There are some cases in which a variable unit of measure is needed. A variable unit of measure is one in which the Unit Quantity can vary slightly from transaction to transaction. An example of this would be steel banding. If the steel banding is stocked by the pound but is purchased and received in coils or rolls. Each roll of steel banding is approximately 100 pounds, but the actual weight can vary slightly by roll. 
To use the variable unit of measure, enter ROLL or COIL as the unit and 100 as the unit quantity. Check the Variable checkbox. This will prompt the user to enter the actual quantity, in pounds (or the standard unit of the item) for the transaction.

Auto Quotes Unit of Measure

If an item can be quoted on Auto quotes and has its price updated through Auto Quotes price updates it needs to have an Auto Quotes Unit of measure. This is the UOM that auto quotes is basing their pricing and stocking off of and it must be defined in TRX correctly in order for price updates to work.
Note: If you create an item through order or project import an AQ UOM will not be created until you update that manufacturers pricing.

The Vendors Tab

  • Vendor - Use this field to enter Vendors you purchase this item from. If you do not know the vendor number press F9 for the Vendor find screen. As you create Purchase Orders, any vendor used that isn't on this tab will be added for you. The vendors listed on this screen here will also factor into the Purchase Assistant and PO Generator.

  • Purchase Unit - This is the unit of measure that the vendor sells the item in. Press F9 for a list. If you do not see what you need here, you will have to set it up in the unit of measure tab.

Note: These Purchase units DO NOT have to be the same as the standard unit that was set up in the general tab, but it does have to be defined in the Unit of Measure tab. 

  • Vendor Part Number – The part number that was assigned to the item by the vendor. This is not a mandatory field, but if it is defined here the part number will print on Purchase orders.

  • Current Price STD UOM – The Current price of the Standard Unit of Measure is the price that you are paying your vendor for the purchase unit of the item.

  • Last Price Purchase UOM - This is a system field that will update from PO's as soon as some are received.

  • Last Price Stock UOM - This can be added by you on initial setup as long as the vendor was not created by a PO, but this field will auto update as PO's are received.

  • Last Price Date – This can be entered on initial setup but will update as the prices change.  

  • Last Price PO - This field will be populated by TRX when PO's are received.

  • Minimum Order Quantity – If this vendor has a minimum order that can be placed for this item you should enter it here. This will be enforced on Purchase Orders with an error message saying you cannot order less than XXX. This is also scheduled to factor into the purchase assistant's calculations of minimum order quantity, but at the current time does not.

  • Lead-time – This is the lead-time in calendar days that the vendor says will take to get you the item.

Note: This lead-time field is not used by the purchase assistant or the PO generator they will calculate the lead-time based on data stored in TRX and time parameters entered.

  • Preferred Vendor Check Box – This sets the Vendor as the preferred Vendor. The preferred Vendor is the one that will show up on drop shipments and be used by the PO generator. You can have more than one preferred vendor, but it will require you to select the Vendor every time you create a dropship.

Warehouse Tab

Warehouses are the places in which items are stocked. Each item can be stocked in one or many warehouse locations. For each warehouse location there is a quantity on hand, on order, and allocated. Additionally, the cost of items is tracked per warehouses as the cost of stocking an item in each warehouse can differ. There is also a minimum, maximum, and order quantity for each warehouse location.
INV > Enter Change Item > Warehouse Info tab

  • Warehouse - This is the warehouse(s) that will stock the item you are viewing. You can stock this item in a new warehouse by typing in the warehouse code on an empty line or press F9 to select the warehouse from your list of options. This section will list all the selected warehouses for an existing item. When a warehouse is highlighted for an existing item, the rest of the tab's information will be specific to that warehouse and will automatically change when the next warehouse is highlighted.

  • B/O's Create Requisitions - A check in this field will cause a purchase requisition to automatically generate any time an item creates a backorder on a sales order.

Note: You will only see the Backorders create requisitions option if the attribute "B/O's create requisitions" is checked for the item you are viewing. 

  • Building, Room, Row, Shelf, Bin - These are all descriptions to precisely and quickly locate where the item is stored in the warehouse.

  • Stock-Out Date - This is the date an item has run out of stock.

  • Stock-In Date - This is the date the item is received back into inventory.

  • Days Out - This is the number of days the item was out of stock. The system does track day and time for the number of days an item is out of stock. This is why items will appear as 3.91 rather than 4 days or 24.29 rather than 24 days.

  • Count Code - Cycle Count Codes are used to group inventory items for physical counts. Count Codes allow the option of performing a physical count on a portion of the inventory rather than counting the whole inventory at one time. For example, a vendor used frequently for multiple, large orders could be set up as a count code. This would allow for an easy count of the vendor.

  • Freeze Date – When an item is frozen for physical count, we put the date in this field.

  • Freeze Qty – This denotes the quantity that is currently frozen.

  • Avg Cost (Calculated Cost) - In this case, Avg Cost is the total cost of the item in the selected warehouse divided by the total number of items. The cost will show LIFO, FIFO or Avg Cost depending on the costing method selection made in Inventory setup. The system generates this information automatically. Calculated cost is the cost used for G/L transactions.

  • Standard Cost - This is the standard cost of the item. Standard cost is only changed by the system during AQ updates and this cost can be changed manually by the user. It can be used for margin, commissions and price rules calculations. This information does not have to be entered. Standard cost is not used for G/L transactions.

  • Last Cost - This is the cost of the most current item received into the selected warehouse. The system generates this information automatically. Last cost is not used for G/L transactions.

  • Quantity on Hand - This is the total number of items in the selected warehouse. The system generates this information automatically. The activity that makes up this number can be found on the Transactions tab.

  • Quantity on Order - This is the total number of items on order for the selected warehouse. The system generates this information automatically. The activity that makes up this number can be found on the On Order tab.

  • Quantity Allocated - This is the total number of items allocated for the selected warehouse. The system generates this information automatically. The activity that makes up this number can be found on the Allocation tab.

  • Minimum Quantity - This number does not have to be entered. If used, it is used in concert with the purchase advice report, the Daily work screen, and the PO Generator. If the minimum quantity is 5 and item activity causes this number to drop to 5 or less, an entry will appear on the purchase advice report, Daily Work screen, or PO Generator to purchase this item.

  • Maximum Quantity - This number does not have to be entered. Currently this number has no effect on any reports or automated processes.

  • Order Quantity - This number does not have to be entered. If used, it is used in concert with the purchase advice report and the PO generator. This is the number of the item that should be ordered for the selected warehouse. Assume the minimum is 5 and Order Quantity is 40. If the inventory level is 4 and the Order Quantity is 40, the purchase advice report will show 36 items need to be ordered. In another example, assume the minimum is 5 and order quantity is 20 - if the inventory level is 0 and the maximum is 40, the purchase advice report will show 20 items need to be ordered.

Transactions

One of the true strengths of TRX Enterprise is our audit trail; every transaction you ever make for an item will be recorded and able to be tracked. The transactions tab of the enter/change item screen will be your guide to finding the history of the item.
INV > Enter/Change Item > Transactions Tab

All transactions for this item will be listed on this screen and you will be able to search through your data by using any of the white query fields on the top half of the screen. 

  • Start and End Date – You can enter the range of transactions you would like to view or use the drop down list to select a predetermined range.

  • Warehouse - Enter a warehouse code to view transactions for that warehouse only.

  • Date/Time - Enter a date and time to only list transactions for the specified period.

  • Quantity - Enter a quantity to only list transactions with the specified quantity.

  • Unit Cost - Enter a Unit Cost to only list transactions with the specified cost.

  • Reference - Enter a reference to list transactions with the specified reference.

The transaction screen will track the transaction and stocking unit changes, unit cost, timestamp and warehouse that the transaction occurred in. The transaction box will also give a reference for every transaction so you know what caused the inventory movement.

Stocking Quantity VS Transaction Quantity

There is an important distinction between stocking and transaction quantities: Stocking Quantities are the quantities based on the Standard Unit of Measure. Transaction Quantities are based on the actual UOM used in the transaction.

TRX Enterprise Tracks inventory in units of one.

TRX tracks inventory by an item's lowest common denominator, the standard unit of measure, and it will base all transaction tracking costs off this unit of measure. On this screen the unit cost is the standard or stocking unit cost. So If you sell a case of an item and the Unit of measure tab says a case equals ten "EA" (EA = std/stocking unit of measure) the transaction tab will show a transaction unit of 1 - CS, a stocking unit of 10 – EA and a unit cost of .1 * (the cost of a case). 

Alternate Numbers

Alternate item numbers allow an item to be represented by more than one item number or for better terminology establish alias names. For example, the item number is the number by which your company references the item. Then there can be UPC numbers, old item numbers from previous software packages or barcodes. Each item can have an unlimited number of alternate items but must be unique for all items; no two items can have the same alternate item. When an alternate item number is used on a transaction, TRX Enterprise will convert it to the actual item number.

  • Alternate Item number – this is the alias number that the item could be known as, you can type this number into an order or PO item field and the correct item will populate, barcodes are alternate numbers, if you know the numerical value of the numbers under the barcode font it will scan correctly.

  • UOM for barcode – Barcodes are nothing more than a string of number printed in a special font, barcode readers will decipher that font and send the numbers to the TRX. Manufacturers can have different barcodes per packaging size so now you can define the UOM from the barcode when setup correctly.

Price History

The Price History tab will track any time the selling price of this item changes. This screen will update when the price is changed manually or by Auto quotes update and it tracks a time stamp the old and new price as well as the user ID that changed the price. 

This screen is just a report screen and cannot be altered in any way. 

On Order

For every order we will calculate the total on hand the total available the total on order and stock Amount on order, and the total allocated and stock amount allocated. The on order tab is linked to the general tab's total on order box. By double clicking in the outlined box below you will be taken directly to the on order tab to see the break down and detail of what is on order for this item.
INV > Item enter/change > on order tab

  • Shipment Type filter – there is a small drop down menu with a couple filters for you, all will show all orders pending or you can see just drop ships or just regular ship orders.

Note: The importance of seeing drop ship orders and regular orders separate of each other is for inventory purchasing purposes. A drop ship order will not cause inventory levels to drop as they are shipped directly from the manufacturer to the site. So you may be close to your reorder point and you can see 6 orders on the horizon, but if those orders are all drop ship there is no urgency to replenish your inventory stock. 

Note: The STK OO box is a "stock on order" box which gives you an at a glance look at items that will directly affect your inventory stocking levels. 
The Purchase Order, work order and order origination boxes all are darker grey boxes; which throughout TRX means that you can drill down into the information in that box and pull up a screen with the original document for viewing purposes.

Allocations

For every order we will calculate the total on hand the total available the total on order and stock Amount on order, and the total allocated and stock amount allocated. The on order tab is linked to the general tab's total on order box. By double clicking in the outlined box below you will be taken directly to the allocated tab to see the break down and detail of what is on order for this item.

  • Shipment Type filter – there is a small drop down menu with a couple filters for you, all will show all orders pending or you can see just drop ships or just regular ship orders

Note: The importance of seeing drop ship orders and regular orders separate of each other is for inventory purchasing purposes. A drop ship order will not cause inventory levels to drop as they are shipped directly from the manufacturer to the site. So you may be close to your reorder point and you can see 6 orders on the horizon, but if those orders are all drop ship there is no urgency to replenish your inventory stock.
The Customer Order, Project and Purchase Order boxes all are darker grey boxes; which throughout TRX means that you can drill down into the information in that box and pull up a screen with the original document for viewing purposes.

Substitutions

Substitution items are items that can be sold when the regular item is out of stock. On the Sales Order Entry screen users can pop up a list of substitute items when the item being ordered is out of stock or will be backordered. Just right click on the Item number and select “Show Substitutions”.

Right-Click for list
“Show Substitutes” screen

 

  • Substitute item - This is the item that is being sold as a substitute item, it must be a defined inventory item you can use the F9 key to go to the find item screen to choose items. Substitute items can also be sold alone.

  • Item Description – The items description it cannot be changed for companion purposes.

Companion Item

Companion items are items that are typically sold along with another item. These might be accessories, support contracts or POS up sales. When an item that has companion items is entered on the Sales Order Entry screen, a window will pop up for the user to choose which companion items to include on the order. Companion items must be set up in inventory prior to being entered on the Companion Items tab for another inventory item.

  • Companion Item – This is the item that is being sold as a companion item, it must be a defined inventory item you can use the F9 key to go to the find item screen to choose items. Companion items can also be sold alone.

  • Item Description – The items description it cannot be changed for companion purposes

  • Companion Price - Items can have a different price when they are sold as a companion item rather than as a stand-alone item. For example, a computer monitor sold along with a computer system, might have a reduced price, but it is sold at full price when sold separately.

  • Always Include – checking this box will make this item a mandatory attachment to the base item, leaving it blank will make it optional.

  • Quantity Required – if there is a specific amount of an item that is required to sell you can will that amount in here, an example might be a table with 4 casters.

  • Display Sequence – each companion item will have its own popup, this field will tell which order appears in.

Kit Item

Kit items are non-stocked phantom items that present a way of grouping items together under one master item number. When that master item is sold, the actual items that make up the kit are issued from inventory instead of the master item. The components of the kit are actual inventory items. Kits are a great way to bundle items together under one, possibly discounted price. 

When a non-stocked item has the attribute "Kit Item" checked a new tab will appear called kit, it is here that you will add the components that make up the kit item both the item and quantity.

Kit Rules

  • Kit items may only be used on a sales quote, sales order or POS entry.

  • Kit items cannot be used on projects, purchase orders, bills of material or work orders.

  • Since kit items cannot be placed on purchase orders they cannot be drop shipped nor have the attribute Auto-PO or Gen PO turned on.

  • If a kit contains non-stocked items, the entry to debit COGS and credit inventory are made when the item is invoiced. The cost will be the current cost of the item at the same warehouse as was entered on the sales order.

  • When a kit item is entered on a sales order the component items of the kit are allocated.

  • Component items of a kit must be non-serialized, non-lot numbered items and kits cannot contain items that are also kits.

  • They must also be active items.

  • When a kit item is shipped on a sales order, there must be enough inventories on hand for each of the component items or the shipment will fail.

  • Kit items may contain stocked or non-stocked inventory items.

Calculate cost

The cost of a kit item is the sum of the costs multiplied by the quantity of the component items. The calculate costs button on the Kit tab can be used to set the cost of a kit item. Costs of kit items are used to calculate the commission of the item when it is sold. However, when a kit item is shipped as part of a sales order, the individual items that make up the kit are issued from inventory using the G/L accounts of the individual items, not the kit item's accounts. The cost of each component item is also used, not the cost of the lit item. 

Customers

If you a scenario where you can contractually only sell an item to certain customers you enter those customer into this screen. As long as this screen is blank you can sell to anybody but as soon as you add a customer the item will be locked into whoever is entered on this screen.

Type in a customer or press F9 for a list of options. 

Issues Receipts

The issue receipt screen will give a quick overview of the items ins and outs of this item. The item transactions screen is a considerably better choice for tracking this information.

Notes

The Notes tab on the Item Enter Change screen is where you can place notes that will travel with this item. You will be able to see when they were created and from which department they originated. You can check the public box so that all may see them, however if the notes are only for you they will only show up when it is your user ID that is accessing the record. Certain reports will report the notes that are public. 

Web

Web tab allows you to setup customer Web add-ons. All have access to this screen, but it will not be functional if the module is not turned on.

Please consult your Web Add-on manual if this model is active for your organization.