Items

Overview 

The Items module contains all the Products, Materials, Services and Tools which are used in the application.  

Items are linked to Categories. The link to Customers and Suppliers can also be set in the Item Categories.

A Recent button is used to enable easy navigation back to any of the last 20 Items that you have accessed. Visible in the List View and the Edit View. 

When you copy an item, you are now prompted to Copy Item (Complete) or Copy Item (Exclude Costing)

Status

Items have the following fixed Status list: Active and Inactive. The Pending status is used to flag Items that need to be updated.

Checklists can be used to manage the data integrity of Items. See Data Checklists for more information on how checklists can be used to manage your data integrity.

List View

The Date filter is applied to the Updated fields in the Items. This is useful for finding Items that have been updated since the last time they were checked.

Estimating View

The Estimating View displays all the fields used in Estimating, including functionality to Batch Update the fields. Select Menu (Button) > Estimating View.

Edit Form

By default, the Items edit form is read-only. Click the Edit button to make it editable or to make it read-only once again. This feature prevents you from making accidental changes to the Items, it is not used as a user access control.

By default, a red Warning bar is displayed when the Description on an Item is blank or the Code has been duplicated. A setting can be used to replace the standard warning with a custom warning to ensure the data on the item is complete. General Setting > Alerts > Items Warning Message

The visible tabs on the edit window are determined by the Menu > Set Tab functionality. (Values are stored in the VIEWDATAID field)

Fields

Type 

• Assembly - The Item contains a Costing

• Material - A tangible item that can be kept in Stock

• Service - A labour item costed on hourly rate and time

• Other - Used for items that are not one of the above. NB. These items can not be added to Estimates

Tracking - options include:

• N/A 

• Batch - this option is useful for tracking batches from receipt to final product.

• Serial No - this option is used for serialised stock, for example, electronic goods.

• Yield - when this option is selected you can enter and track the expected Yield Qty of the item.

Costing (List View) 

• The Status of the linked costing: Draft, Review or Ready.

• Item Status: Active or Inactive (hidden by default)

• Note: When you copy an item, you are prompted to Copy Item (Complete) or Copy Item (Exclude Costing). The Item Costing Status is then set to Draft. 

General Settings

• Default: Caption for Items: Reference

• Default: Caption for Items: Code

• Setup - Cost Update

• Items > Default: Transaction that Resolves Yield Tracking Items - This setting selects the Transaction used to Purchase or Issue Items that are tracked on their Yield. 

• Alerts > Items Warning Message

User Settings

• Items & Inventory - Access Allowed - Default = None - Required to Access the Items and Inventory Location modules. Options now include: 

  • None

  • User - Users are not able to update the Settings

  • Administrator - Full Access to Items and Settings and deleting Price History

• Items and Inventory - Access allowed to Tabs  - Select the accessible Tabs from a popup menu

• Items & Inventory > Items - Delete Allowed (Y/N - default = N)

Items are also known as

• Products

• Materials

• Services

• Components

• Assemblies