Item Lookups

You can use Items to serve different functions in different Transactions; they might represent the Items that are traded on an Order, or they might represent the payment types as used on a Receipt - Cash, Credit Card, Change, etc..

The Items in a Transaction are explicitly order by the Item field. You can right-click an Item to open the menu which contains the function to move Items up or down.

There are three different methods that may be used to add Items to a Transaction.

1. Adding Custom Items - Custom Item

This option can be used when you need to add a non-standard item to a Transaction. Click the Lookup Items button until the caption reads 'Custom Item'. Type a Description, Unit price and Qty into the fields provided and click the Add button to add it to the Transaction. After adding the Item, users are able to edit it further in the Items grid.

2. Adding Items from the Items master - Lookup Item

This option is used to add items from the Items master - Lookup Items. Click the items lookup edit to display a list of items. When an item is selected, the dropdown is closed and the selected item's unit price is added to the Unit Price field. Enter a Qty and click Add to add the item to the Transaction.

3. Adding Items from the parent Transaction - Trans Items

This option is used to select Items from the parent Transaction (The parent Transaction is the Transaction from which the current Transaction was created) Click the Lookup Items button until the caption reads 'Trans Items' and select an Item to add to the Transaction. The Outstanding Quantity on the selected Item is automatically added to the 'Qty' field.

Item Settings

The list of Items that are displayed in the lookup edit are filtered according to the settings in the Items tab of the UDM Settings window. These settings include:

• Add Items - Determines whether Lookup or Custom items may be added to a Transaction. Selecting None indicates that only Items from the preceding Transaction may be added.

• Category filter - Enter a Category filter in the following format: [not] in (1,2,3,4) - where 1,2,3,4 are the Item Category ID's. If this setting is blank, all the Items will be displayed.

• Use - Determines whether the Cost Price, Sell Price or Supplier Price must be used.

• Default Item - When checked, a Custom Item is automatically added to a new Transaction. If there is only one item in the Transaction, the Amount is editable in the Transaction Header.

How Items are calculated

• Qty - Editable

• Unit Price / Qty - Editable

• Adj % - Editable - sets the Adjustment

• Adjustment- Editable - sets the Adj %

• Total (exc) - Editable if 'Price' = 'VAT exc' - sets the Adjustment

• Total (inc) - Editable if 'Price' = 'VAT inc' - sets the Adjustment

• /Unit - Editable - Sets the Total which in turn sets the Adjustment. It displays the total unit price VAT including or excluding depending on the Item's VAT setting.