Setting attributes helps with identifying and managing specific products. There are two types of attributes: circumstantial and general:
A set of circumstantial attributes identifies a specific state of a product (for example, the serial number of a computer).
A set of properties used for the search option, such as size or color of a shirt.
A set of attributes is made up of one or more attributes. These are: Lot, Serial Number, Expiration Date, or any other attribute defined by the user. For the lot and serial number, you can define number assignment rules. To define attribute sets, you must first define the following basic records: Lot Number, Serial Number and Attributes.
Attribute sets contain the attributes that can be assigned to a specific product. A single attribute may be used in multiple attribute sets. The values entered for an attribute set identify either a product, or a product stock instance. To create or modify an attribute set, open the Attribute Set window, located in the Product Setup -> Product Attributes menu. The following fields are available:
Name, Description - are used to identify the attribute set within the system;
Active - indicates whether the record is active;
The following fields are used to define and assign a "Lot" type attribute to the attribute set:
Lot - if checked, the attribute set will contain the product batch/lot number;
Products with attribute sets without the Lot checkbox will be unloaded according to the costing level and method defined for the Product Category and respectively, the Accounting Schema. If the attribute set has Lot checked, the product will be unloaded using the Batch/Lot costing level, regardless of what is defined at Accounting Schema or Product Category level.
Lot Control - lot number assignment rule. Details in Assign Lot Number;
Lot Char Start, End Overwrite - overwrites the "<<" and ">>" text, added by default before and after the Lot Number;
Mandatory Lot - if checked, the lot number will be mandatory when defining the product attribute set;
The following fields are used to define and assign a "Serial No" type attribute to the attribute set:
Serial No - if checked, the attribute set will contain the product serial number;
Serial No Control - serial number assignment rule. Details in Assign Serial Number;
SerNo Char Start, End Overwrite - overwrites the "#" text, added by default before and after the serial number;
The following fields are used to define and assign an "Expiration Date" type attribute to the attribute set:
Expiration Date - if checked, the attribute set will contain the product expiration date;
Shelf Life - is used to automatically calculate the date: Expiration Date = Curent Date (attribute set definition date) + Shelf Life;
Mandatory Expiration Date - if checked, the expiration date will be mandatory when defining the product attribute set;
Other fields:
Instance Attribute - if checked, this attribute set can be assigned to a product stock instance;
Mandatory Type - indicates when defining the product attributes will be mandatory. When adding the product on a document, the system will require you to select the product attributes, depending on the option selected in this field:
"Not Mandatory"
"When Shipping" - the product attributes must be selected when adding the product on shipments;
"Material Transaction" - the product attributes must be selected when adding a product on any document that affects stock;
"Always Mandatory" - the product attributes must be selected when adding a product on any document;
Batch/Lot Fifo - if checked, this attribute set will be used for products that were entered at different times, on the same lot, with different prices. If selected the warehouse discharge will be done FIFO, from the same lot by creating multiple lots with the same name. As a result on the Material Receipt, Purchase Order and Internal Material Receipt new lots with new instances will be created even if an existing lot is introduced. The FIFO lot will only work if the lot is introduced and not for a lot selected from an existing list.
The Attribute Use tab is used manage user defined attributes. The following fields are available:
Attribute - the available attributes can be defined in the Attribute window;
Active - indicates that this attribute is active in the set;
Sequence - determines the order in which the attributes will be displayed in their selection window.
The Lot Control window, located in the Product Setup -> Product Attributes -> Lot Control menu, is used to define the lot number allocation methods for lot attribute set instances. The following fields are available:
Name, Description - are used to identify the record within the system;
Active - indicates whether the record is active;
Start No - the first number that will be used for the lot;
Increment - determines the lot numbering sequence: Next Lot No = Previous Lot No + Increment;
Current Next - as the lot numbers are allocated, the system will update this field;
Prefix, Suffix - text added before and respectively, after to the sequence number resulting in the allocated lot number;
The Exclude tab is used if there are cases when the creation of a new lot should be restricted: Select the Table in which the user should not have the right to create new lots. If required, check the Sales Transaction checkbox to restrict the creation of new lots for sales transactions.
SocrateCloud offers the possibility to assign predefined lots, for production. Predefined lots can be managed in the Lot window and can be assigned in the Attribute Set Instance field of a material receipt line.
The Serial No Control window, located in the Product Setup -> Product Attributes -> Serial No Control menu, is used to define serial number assignment rules. The following fields are available:
Name, Description - are used to identify the record within the system;
Active - indicates whether the record is active.
Start No - the first number that will be used for the serial number;
Increment - determines the serial number numbering sequence: Next Serial No = Previous Serial No + Increment;
Current Next - as the serial numbers are allocated, the system will update this field;
Prefix, Suffix - text added before and respectively, after to the sequence number resulting in the serial number allocated;
Use the Exclude tab if there are cases in which the creation of a new serial number should be restricted. Select the Table in which the user does not have the right to create new serial number. If required, check the Sales Transaction checkbox to restrict the creation of new serial numbers for sales transactions.
In SocrateCloud each product can be detailed using product attributes. Product attributes represent description elements which can be used to manage products of a certain type. For example: A vendor sells shirts. He can have three styles, five colors and four sizes. The style, color and size are the attributes of a shirt. Each unique combination of these attributes indicates a unique purchased or sold product. The moment an order is generated, the customer does not purchase a shirt, but a size small, short-sleeved, red shirt.
To create or modify an attribute, open the Attribute window, located in the Product Setup -> Product Attributes -> Attribute menu. The following fields are available
Name, Description - are used to identify the attribute within the system;
Active - indicates whether the record is active;
Attribute Value Type:
"List" - the attribute is an option form a list of values, defined in the Attribute Value tab;
"String" - the attribute is a text value;
"Number" - the attribute is a numerical value;
Note: when defining attributes (especially for numbers) you should never use special characters (e.g. "/<>;");
Attribute search - offers the possibility to combine attributes in a single search. Details in Attribute Search;
Mandatory - if selected, this attribute will be mandatory when defining specific product properties;
Instance Attribute - if selected, this attribute will be assigned to product stock instances;
Example: The serial number of a product, that will be used to follow the warranty or to find information. It is used when you wish to obtain information linked to the person that has acquired a certain version of this product. This checkbox will not be used for attributes such as Color, Size or Style (since denoting who has purchased a red, small shirt does not constitute important information).
The attributes can be assigned when defining products, material receipts, orders or production orders.
Attribute sets can be assigned to products when defining them in the Product window, by selecting the corresponding attribute set in the Attribute Set field.
To select the product attributes, click the button next to the Attribute Set Instance field on the document lines containing the respective product. The Attribute set instance window will be displayed, which allows you to select the product attributes. The fields displayed in the window are determined by the product attribute set:
Select the corresponding values from the list. Click OK to save your selection.
Attributes are defined when the products are received (e.g. Lot Numbers), or transported (e.g. Serial Numbers), or while in production (e.g. invoice cycle). See Procurement for further information regarding attribute assignment during Material Receipt, Sales for information regarding the selection of products with attributes at the sale time, and Stocks for information regarding attribute assignment while in production.
If a certain attribute becomes inactive, this will remain visible in the specific sets where it was contained, however, one will not be able to use it to form new specific attribute sets.
Attributes searching offers the possibility to search for a product by combining different attributes. For example, you could have in stock shirts with sizes small, medium and large, while large shirts could also be available in sizes L, XL and XXL. Separate attributes will be defined, so that the attribute value XXL would not be assigned to any shirt. At the same time, you might want to search for all the large shirts. By combining multiple attributes, they can be easily allocated to a product.
To create or modify an attribute search, open the Attribute Search window located in the Product Setup -> Product Attributes menu. The following fields are available:
Name, Description - are used to identify the attribute search within the system;
Active - indicates that the record is active;
Assigned Attributes tab (Read Only) - displays the attributes that were associated with the search in the Attribute window.